Computer Analytics Consulting Group, Inc. ARC/400 Distribution System ARC/400 Marketing and Distribution System User Manual Table of Contents CHAPTER 1 INTRODUCTION TO ARC/400......................1-1 General Concepts.................................................1-2 Marketing and Sales Management...................................1-3 Tele-Marketing and Contact Management............................1-6 Customer Management..............................................1-8 Order Processing................................................1-10 Invoicing.......................................................1-13 Product Management..............................................1-14 Shipping and Warehouse Processing...............................1-15 Bill of Materials...............................................1-17 Inventory Control...............................................1-18 Purchasing......................................................1-19 Accounts Receivable.............................................1-21 Credit Memo and Customer Returns Processing.....................1-23 Special Video Distribution Features.............................1-24 Producer/Author Royalties.......................................1-25 Menu Maintenance System.........................................1-26 Other Features..................................................1-27 General Ledger, Accounts Payable, Payroll and Fixed Assets......1-28 Reporting.......................................................1-29 CHAPTER 2 GUIDE FOR NEW AND ADVANCED USERS.............2-1 Welcome to ARC/400!................................................2-3 About This Manual................................................2-3 Starting From The Beginning and Setting Up Your PC.................2-3 Signing Onto Your First Session using ARC/400......................2-5 Tips and Assistance Using ARC400...................................2-8 The Cursor and Input Fields......................................2-8 Mouse Usage......................................................2-8 Keyboard Usage..................................................2-13 Entering Product Numbers........................................2-15 Entering Product Versions and/or Extensions.....................2-15 Entering Dates..................................................2-15 Using Menus.....................................................2-16 Code Table Lookups..............................................2-17 Table of Contents Page i
Transcript
Computer Analytics Consulting Group, Inc. ARC/400 Distribution System
ARC/400 Marketing and Distribution System User Manual
Table of Contents
CHAPTER 1 INTRODUCTION TO ARC/400................................................1-1General Concepts..................................................................................................................................1-2Marketing and Sales Management........................................................................................................1-3Tele-Marketing and Contact Management............................................................................................1-6Customer Management..........................................................................................................................1-8Order Processing.................................................................................................................................1-10Invoicing..............................................................................................................................................1-13Product Management...........................................................................................................................1-14Shipping and Warehouse Processing..................................................................................................1-15Bill of Materials...................................................................................................................................1-17Inventory Control................................................................................................................................1-18Purchasing...........................................................................................................................................1-19Accounts Receivable...........................................................................................................................1-21Credit Memo and Customer Returns Processing................................................................................1-23Special Video Distribution Features....................................................................................................1-24Producer/Author Royalties..................................................................................................................1-25Menu Maintenance System.................................................................................................................1-26Other Features.....................................................................................................................................1-27General Ledger, Accounts Payable, Payroll and Fixed Assets...........................................................1-28Reporting.............................................................................................................................................1-29
CHAPTER 2 GUIDE FOR NEW AND ADVANCED USERS.........................2-1
Welcome to ARC/400!.............................................................................................................................2-3About This Manual................................................................................................................................2-3
Starting From The Beginning and Setting Up Your PC......................................................................2-3
Signing Onto Your First Session using ARC/400.................................................................................2-5
Tips and Assistance Using ARC400.......................................................................................................2-8The Cursor and Input Fields..................................................................................................................2-8Mouse Usage.........................................................................................................................................2-8Keyboard Usage..................................................................................................................................2-13Entering Product Numbers..................................................................................................................2-15Entering Product Versions and/or Extensions.....................................................................................2-15Entering Dates.....................................................................................................................................2-15Using Menus........................................................................................................................................2-16Code Table Lookups...........................................................................................................................2-17Code Table Lookups Using the CodeTables Pushbutton...................................................................2-17Search by Using the Question Mark....................................................................................................2-18Using a Search and List Screen...........................................................................................................2-18Error Message and Informational Messages.......................................................................................2-20Using Multiple Sessions to Work with Multiple Tasks at One Time.................................................2-20Changing Your Password....................................................................................................................2-20Working With Messages.....................................................................................................................2-20
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Printing Concepts................................................................................................................................2-22Signing Off ARC/400..........................................................................................................................2-22
Installing iSeries Access for Windows.................................................................................................2-22
Setting Up the iSeries Access Desktop Icon........................................................................................2-23
Configuring iSeries Access for Windows............................................................................................2-23
Useful iSeries Access for Windows Tips..............................................................................................2-25Upgrading to a New Version of iSeries Access..................................................................................2-25
ArcPcServer Interface to Microsoft Word.........................................................................................2-26To install the ArcPcServer..................................................................................................................2-26To run ArcPcServer,............................................................................................................................2-27Using Saved Documents.....................................................................................................................2-28
Advanced Topics....................................................................................................................................2-28Order In-Use Problem.........................................................................................................................2-28Printed Output That Does Not Print....................................................................................................2-28Controlling Jobs..................................................................................................................................2-29
Setting up Your Personal Printer as an iSeries Printer.....................................................................2-29
Using ARC/400 Data From a PC.........................................................................................................2-30Using iSeries Access Data Transfer....................................................................................................2-31Downloading Data Directly into Excel...............................................................................................2-32Using Open Database Connectivity (ODBC)......................................................................................2-32
Using Computer Analytics Host Server over the Internet.................................................................2-33Prerequisites........................................................................................................................................2-33Setting Up Your VPN..........................................................................................................................2-34Installing VPN.....................................................................................................................................2-34Configuring VPN on Windows 98......................................................................................................2-34Configuring VPN on Windows 2000..................................................................................................2-35Configuring VPN on Windows XP Professional................................................................................2-35Troubleshooting Guide........................................................................................................................2-36
Documented Maximum Values Supported by ARC/400...................................................................2-38
Customer Service Functions...................................................................................................................3-3
Customer Record Keeping.....................................................................................................................3-4Primary Storage File For All Addresses................................................................................................3-4Two Tiered Customer File....................................................................................................................3-5Individuals vs. Contacts within a Company..........................................................................................3-5Numbering Scheme...............................................................................................................................3-5Addresses in the Customer Data Base...................................................................................................3-6
Customer Location Screens....................................................................................................................3-6Cloning a Customer Location..............................................................................................................3-12
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Order Entry Note Pad...........................................................................................................................3-24
Location and Contact Phone Numbers...............................................................................................3-25
Customer Location Search and List Screens......................................................................................3-26Customer Search Modes of Operation................................................................................................3-26Search Criteria and Options................................................................................................................3-27Advanced Search Mode.......................................................................................................................3-30Advanced Search Criteria and Options...............................................................................................3-31Printing a Customer Search List..........................................................................................................3-32
Customer Location and Contact Concepts.........................................................................................3-36Various Alternate Addresses for a Location or Contact......................................................................3-36Rules for Customer Keywords............................................................................................................3-36Definition of a Sold-To / Bill-To / Ship-To........................................................................................3-38Customer Location and Contact Status Codes....................................................................................3-38Enhanced Customer Status Profiles....................................................................................................3-38
Eligible Customers..........................................................................................................................3-40Initial Setting of Customer and Prospect Status Codes...................................................................3-40Setup Instructions for Customer Status Profile Feature..................................................................3-41
Duplicate Customer Location Checking.............................................................................................3-41Merging Customer Locations..............................................................................................................3-41Override Ship-To and Bill-To Numbers.............................................................................................3-43Deleting Prospects from Data Base.....................................................................................................3-43
Customers who are Individuals vs. Employees of Companies..........................................................3-44Changing from Company to Individual and Vise Versa.....................................................................3-44
Tracking Orders and Sales Information.............................................................................................3-44Customer Sales History.......................................................................................................................3-45
Sold-To Sales History Mode...........................................................................................................3-45Units Option for Sales History........................................................................................................3-46Sold-To Sales History Summary Mode...........................................................................................3-47Sold-To Current Orders Detail Mode..............................................................................................3-47Ship-To Sales History Mode...........................................................................................................3-48
User Defined Tag Fields........................................................................................................................3-48Using the Tag Fields............................................................................................................................3-49
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Setting Up A New Tag Context..........................................................................................................3-49Adding and Changing Tag Values In a Record...................................................................................3-49Using Code Table Validation For Tag Values....................................................................................3-49Using Tag Fields In Query/400, Call Queue or Direct Mail...............................................................3-50Free Form Tag.....................................................................................................................................3-50
Product Usage..........................................................................................................................................4-3Product Numbering...............................................................................................................................4-3Entering Product Versions and/or Extensions.......................................................................................4-4Mixed vs. Upper Case Product Names..................................................................................................4-4Multiple Tiered Product Information....................................................................................................4-4
Product Search and List Screens...........................................................................................................4-5Detail Mode Product Search..................................................................................................................4-8Hiding Products from Product Search...................................................................................................4-9
Product Title Screen................................................................................................................................4-9
Product Extension Screen.....................................................................................................................4-13Second Product Extension Screen.......................................................................................................4-16Product Web Page Control Screen......................................................................................................4-19
Features & Benefits Screen..................................................................................................................4-26
Other Product Issues.............................................................................................................................4-26Product Status Codes...........................................................................................................................4-26Version Table Maintenance.................................................................................................................4-27Extension Table Maintenance.............................................................................................................4-27Bill of Material Processing..................................................................................................................4-28Marketing Rights.................................................................................................................................4-29Bar Code Number Search Screen........................................................................................................4-29Bar Code Inquiry.................................................................................................................................4-31Return Action Codes...........................................................................................................................4-32Keywords Used in Product Search......................................................................................................4-32Availability Tracking..........................................................................................................................4-33
Tracking Sales and Usage Information by Product...........................................................................4-35Product Statistics Tracking..................................................................................................................4-35
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User Defined Tag Fields........................................................................................................................4-39Using the Tag Fields............................................................................................................................4-39Setting Up A New Tag Context..........................................................................................................4-39Adding and Changing Tag Values In a Record...................................................................................4-39Using Code Table Validation For Tag Values....................................................................................4-40Using Tag Fields In A Query/400 report, Call Queue Build or Multiple Letter Selection.................4-40Free Form Tag.....................................................................................................................................4-41
Main Menus and Options.......................................................................................................................5-3The Tele-Service User Menu................................................................................................................5-3The Call Management Screen...............................................................................................................5-4Standard Call Management Selection Options......................................................................................5-5
Managing Call Queues............................................................................................................................5-8The Call Queue Concept.......................................................................................................................5-8Customer Locations and Contacts.........................................................................................................5-9Selecting a Customer To Call................................................................................................................5-9Tele-Service Filters.............................................................................................................................5-10How Does “Next Call” Work?............................................................................................................5-11Rescheduling a Call.............................................................................................................................5-12Ending a Call.......................................................................................................................................5-12Call Queue Inquiry..............................................................................................................................5-15Call Queue Maintenance.....................................................................................................................5-17Telephone Numbers............................................................................................................................5-18Entering a New Customer...................................................................................................................5-18Customer Diary Notes.........................................................................................................................5-19Customer Note Pad..............................................................................................................................5-20Call History Log Screen......................................................................................................................5-20
Communication to Customers..............................................................................................................5-21Sending a Letter...................................................................................................................................5-21How is the Greetings Line Determined by ARC/400..........................................................................5-22Sending a Letter to a non-Data Base Contact......................................................................................5-23Making Personal Changes to Standard Letters....................................................................................5-23Fax Requests........................................................................................................................................5-23Sending an E-mail to Your Customer.................................................................................................5-25E-mailing Product Information to Your Customer..............................................................................5-27
Miscellaneous Features.........................................................................................................................5-29Order Entry..........................................................................................................................................5-29Product Inquiry and Selection.............................................................................................................5-29Campaigns Recorded to a Customer...................................................................................................5-29Using Another Person’s Call Queue...................................................................................................5-30Transferring Calls Among Tele-Service Personnel.............................................................................5-30Time Zone Support..............................................................................................................................5-31Earliest Date........................................................................................................................................5-31Campaign Code...................................................................................................................................5-31Clear Screen........................................................................................................................................5-31
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Past Due Call Back Selected ... use RescheculeCall ..........................................................................5-32FYI: Consolidating Selected Customer with Current Call Queue Record.........................................5-32Typical In-bound Call.........................................................................................................................5-32Typical Out-bound Call.......................................................................................................................5-32Performing Customer Service Functions............................................................................................5-33Changing Customer or Contact Information.......................................................................................5-33Sales Assignment Look Up.................................................................................................................5-33Automatic Call Backs..........................................................................................................................5-33Call Queue Alarm Feature...................................................................................................................5-34Call Queue Daily Report.....................................................................................................................5-34Order Address Relationships Screen...................................................................................................5-35My Tele-Service Statistics...................................................................................................................5-35Call Queue Counts By Calendar Day..................................................................................................5-36Dealing with Multiple Call Queue Entries for One Organization or Contact.....................................5-37Who Did You Call Today? The ARC/400 Call History Report.........................................................5-38
CHAPTER 6 ORDER PROCESSING............................................................6-1
Ordering Overview and Codes...............................................................................................................6-3ARC/400 Order Processing Screens......................................................................................................6-3Display Modes.......................................................................................................................................6-3Simple Order Entry Example Using Automatic Defaults.....................................................................6-4Order Types...........................................................................................................................................6-4Line Types.............................................................................................................................................6-5Order Header Status Codes...................................................................................................................6-6Order Line Item Status Codes...............................................................................................................6-7Function Key and Pushbutton Options..................................................................................................6-7Eligible Customers for Order Processing..............................................................................................6-8
Main Screens............................................................................................................................................6-9Order Entry Setup Screen......................................................................................................................6-9Order Processing List Screen..............................................................................................................6-10Classic Line Item Entry Screens.........................................................................................................6-11Express Order Line Item Entry Screen................................................................................................6-12Order Line Item Screen.......................................................................................................................6-14Dunning Notices for Convertible Line Types.....................................................................................6-19Line Item Changes After Shipment.....................................................................................................6-19Order Header Screen...........................................................................................................................6-20Order Address Relationships...............................................................................................................6-22
Totals Screen.......................................................................................................................................6-25The Defaults Screen............................................................................................................................6-25End Order Summary Screen................................................................................................................6-27Order Search and List Screen..............................................................................................................6-28
Additional Functions.............................................................................................................................6-29Putting Orders On Hold.......................................................................................................................6-29Credit Checking...................................................................................................................................6-30Payments with Order (Credit Cards, Checks, Money Orders)............................................................6-30Taking Credit Cards to Pay Existing Invoices....................................................................................6-32Managing a Customer’s Credit Card Information...............................................................................6-32Shipping Charges................................................................................................................................6-33Canceling an Order or Line Item.........................................................................................................6-33Cancel an Item on a Packing List........................................................................................................6-34
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Clone an Order or a Line Item.............................................................................................................6-34Order and Line Item Comments..........................................................................................................6-35Order Entry Notepad...........................................................................................................................6-35Interface with Other ARC/400 Components.......................................................................................6-35Shipper Interface.................................................................................................................................6-35Concept of Shipment Numbers, Order Numbers, Line Numbers.......................................................6-36Concept of Convertible Lines and Conversion to Sale Lines.............................................................6-36Series Processing (Order Entry Bill of Materials)...............................................................................6-37Product Pricing....................................................................................................................................6-38Price Discounts....................................................................................................................................6-39Inventory Control................................................................................................................................6-41Ship/Bill With Feature.........................................................................................................................6-43Conversion Lines Considerations........................................................................................................6-44
Contract Order Types...........................................................................................................................6-44Monetary Plans....................................................................................................................................6-44Controlling Monetary Plans................................................................................................................6-46Business Plan Discounts Definition....................................................................................................6-46The Company Control File Controls for Monetary Plans...................................................................6-47Plan Business Contract Order Type....................................................................................................6-48The Renewable Business Billing Screen.............................................................................................6-49
CHAPTER 7 TELE-SERVICE AND MARKETING MANAGEMENT.............7-1
Routine Tasks..........................................................................................................................................7-7Print Queued Up Letters........................................................................................................................7-7Print Queued Up Labels........................................................................................................................7-7
Call Queue Tasks.....................................................................................................................................7-7Call Queue Build Process......................................................................................................................7-7Call Queue List Selection Criteria.........................................................................................................7-8
List Selection.................................................................................................................................7-8Campaign Selection.......................................................................................................................7-9File Selection.................................................................................................................................7-9Marketing Lists Contact Control.................................................................................................7-10Boolean Selection Criteria...........................................................................................................7-10Exception Logic..........................................................................................................................7-10Sales Division..............................................................................................................................7-10Force To User..............................................................................................................................7-10Clear_Previous_Results...............................................................................................................7-11Allow Duplicates.........................................................................................................................7-11Contact’s Call Flag......................................................................................................................7-11When You Are Done...................................................................................................................7-11What Is Happening Inside the Computer....................................................................................7-11
Call Queue List Review & Change.....................................................................................................7-11Call Queue Build from List.................................................................................................................7-12
List...............................................................................................................................................7-13Default Campaign Code..............................................................................................................7-13Marketing Priority.......................................................................................................................7-13Sales Division..............................................................................................................................7-13Sales Rep ID................................................................................................................................7-13Call Date......................................................................................................................................7-13Max per Rep................................................................................................................................7-13
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Every Nth Item............................................................................................................................7-13When You Are Done...................................................................................................................7-13Enter Campaign in Contact Tag..................................................................................................7-13Update Campaign Counts............................................................................................................7-14
Data Field (Variable) Names.............................................................................................7-14Translating a Field to Upper Case..................................................................................7-15Contains Operator................................................................................................................7-15Operand....................................................................................................................................7-15
Day of Week...........................................................................................................................7-20Days Type - # of days.........................................................................................................7-21
ARC/400 Fax Usage...............................................................................................................................7-22Using the ARC/400 Fax Interface.......................................................................................................7-22Fax Capabilities...................................................................................................................................7-22Fax Limitations....................................................................................................................................7-22Fax Request Screen.............................................................................................................................7-22Faxing an Invoice, Statement, Order Confirmation, Packing List, or Purchase Order.......................7-23Faxing a Graphics Item.......................................................................................................................7-24Setting Up a Graphics Item.................................................................................................................7-24Broadcast Fax a Graphics Item...........................................................................................................7-25
Broadcast Fax Tasks.............................................................................................................................7-25Broadcast Fax List Selection Criteria..................................................................................................7-25Broadcast Fax List Review & Changes...............................................................................................7-26Broadcast Fax Build from List............................................................................................................7-27Fax Item Maintenance.........................................................................................................................7-29
General Mail Issues...............................................................................................................................7-30Direct Mail Options.............................................................................................................................7-30ArcPcServer (ARC/400 Interface with Microsoft Word) Concept.....................................................7-30
ArcPcServer operates in either user mode or server mode.............................................................7-31To run ArcPcServer.............................................................................................................................7-31Using Saved Documents.....................................................................................................................7-31Printing Letters and Labels..................................................................................................................7-32Labels Formats....................................................................................................................................7-32Working With Microsoft Word Merge Form Letters..........................................................................7-33Setting Up the Provided, Sample PC Documents,..............................................................................7-33Entering a New Letter.........................................................................................................................7-34Changing an Existing Letter................................................................................................................7-34Removing a Letter from ARC/400......................................................................................................7-34Letter Names and Descriptions...........................................................................................................7-34Changing Letter Names and Descriptions...........................................................................................7-35Setup of ArcPcServer in ARC/400......................................................................................................7-35To install the ArcPcServer on a PC.....................................................................................................7-36Merge Field Codes for Standard Letter...............................................................................................7-36Merge Field Codes for AR Dunning Letters.......................................................................................7-37Merge Field Codes for Standard Label...............................................................................................7-38Merge Field Codes for Preview Dunning Letters...............................................................................7-38ArcPcServer Request Log File............................................................................................................7-39
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ArcPcServer Trouble Guide................................................................................................................7-39Using Microsoft Word Mail Merge without ArcPcServer..................................................................7-40
E-Mailing Documents to Customers....................................................................................................7-40
Direct Mail Tasks..................................................................................................................................7-41Direct Mail List Selection Criteria......................................................................................................7-42
Filters.........................................................................................................................................7-43Direct Mail List Review and Change..................................................................................................7-44Direct Mail Build from List.................................................................................................................7-45
Column Headings..................................................................................................................7-46How is the Greetings Line Determined by ARC/400..........................................................................7-47Standard Letter Maintenance...............................................................................................................7-48Automatic Letter Generation Control..................................................................................................7-48
Broadcast E-mail...................................................................................................................................7-52List...............................................................................................................................................7-53Default Campaign Code..............................................................................................................7-53Enter Campaign in Contact Tag..................................................................................................7-53Update Campaign Counts............................................................................................................7-53Default Sales Division.........................................................................................................7-54From Name and Address...................................................................................................7-54Subject......................................................................................................................................7-54Signature..................................................................................................................................7-54WordWrap................................................................................................................................7-54Text Message.........................................................................................................................7-54HTML File..................................................................................................................................7-54Attachments...........................................................................................................................7-55HTML or Text..........................................................................................................................7-55
Sales Management.................................................................................................................................7-55Daily Sales Report...............................................................................................................................7-55Adding New Sales People...................................................................................................................7-56Sales Territory Maintenance...............................................................................................................7-56Option to Ignore Sales Division for Sales Assignments.....................................................................7-56Sales Performance Display..................................................................................................................7-56Order Entry Transaction Audit............................................................................................................7-58Campaign File Maintenance................................................................................................................7-59Stick Ratio Report Request.................................................................................................................7-62Mark Sales History to Current Rep.....................................................................................................7-62Merge Customer Request....................................................................................................................7-63Mark Locations to Current Sales Rep.................................................................................................7-63Delete Prospects from Data Base........................................................................................................7-63Move Calls to Current Sales Rep........................................................................................................7-64Update Sales Rep in Open Orders.......................................................................................................7-65Change Sold-To for Selected Invoices................................................................................................7-66Change Bill-To for Selected Invoices.................................................................................................7-68
Distributor Sales and Commissions.....................................................................................................7-69Recommended PO Numbers for Distributor Sales..............................................................................7-70
AR Statement Consideration...............................................................................................................7-71Pre-Pay Orders....................................................................................................................................7-71Procedure for Implementing Distributor Sales Commissions.............................................................7-71
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Managing Distributor Commissions when Invoicing the End User....................................................7-72
Distributor Confidentiality Feature.....................................................................................................7-72Determining if Confidentiality Applies to a Given User....................................................................7-73Identifying a Person’s Group..............................................................................................................7-73Identifying Customers.........................................................................................................................7-73Sales Division Codes...........................................................................................................................7-74Organization Type Codes....................................................................................................................7-74
DIST or INTL............................................................................................................................7-74Direct Customer Set Up......................................................................................................................7-74Distributor Set Up...............................................................................................................................7-74Distributor Customer Set Up...............................................................................................................7-75Marketing Selection Restriction..........................................................................................................7-75Distributor Confidentiality Rules........................................................................................................7-75Customer Search Restrictions.............................................................................................................7-75Customer Location Entry and Maintenance Restrictions (prospect entry also)..................................7-75Order Entry Restriction.......................................................................................................................7-76Search Restriction................................................................................................................................7-76Set-Up Notes.......................................................................................................................................7-76
Sales Commission Processing...............................................................................................................7-77Major Features.....................................................................................................................................7-77Overview of Performing Sales Commission Processing.....................................................................7-78Sales Commission Control Fields.......................................................................................................7-79Commission Tiers and Rates...............................................................................................................7-81Sales Commissions Generic Tiers.......................................................................................................7-82Sales Person Master Maintenance.......................................................................................................7-83Sales Commission Transactions Edit..................................................................................................7-85Re-Calculating Sales Commissions (line level)..................................................................................7-86Pro Forma Sales Commission Report.................................................................................................7-86Posting the Current Sales Commissions..............................................................................................7-86Commissions to be Paid Report..........................................................................................................7-86Transaction Purge Procedure...............................................................................................................7-87Creating Custom Commission Processing..........................................................................................7-87
Supplier/Producer Drop Ship Orders.................................................................................................7-87Entering a Order..................................................................................................................................7-88The Supplier Drop Ship Purchase Order.............................................................................................7-88Verifying the Correct ARC/400 Faxing of Drop Ship Purchase Orders.............................................7-89Verifying a Supplier Invoice...............................................................................................................7-90Sending Posted Supplier Invoices to an External AP System.............................................................7-91Cost of Goods and Producer Price Agreements..................................................................................7-91Distributor Commissions.....................................................................................................................7-92Sales Commissions..............................................................................................................................7-92Royalties..............................................................................................................................................7-92Set Up Requirements...........................................................................................................................7-92General Purchasing System Set Up.....................................................................................................7-93Supplier Drop Ship Warehouse...........................................................................................................7-93Supplier Products................................................................................................................................7-94Vendor Information Setup...................................................................................................................7-95Producer/Vendor Direct Billing..........................................................................................................7-96
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Sales Person Assignment Change Utility............................................................................................7-97Sales Person Master Maintenance.......................................................................................................7-98Sales Territory Maintenance...............................................................................................................7-99Territory Override Maintenance..........................................................................................................7-99
iSeries Tasks...........................................................................................................................................7-99iSeries Query.......................................................................................................................................7-99Query/400 with Call Queue, Fax and Direct Mail Selections...........................................................7-100Using Microsoft Access or another PC program to Upload a List to ARC/400...............................7-100Work with Printed Output.................................................................................................................7-101
Miscellaneous Marketing Management Issues.................................................................................7-102Complex and Multiple Pass Selections for Call Queues, Faxes and Letters.....................................7-102Preview Dunning...............................................................................................................................7-103Rules for Statistically Counting Product Units.................................................................................7-103How to set up ARC/400 to track catalogs sent to customers............................................................7-104Exporting a File from ARC/400........................................................................................................7-105Import of an Outside List to ARC/400..............................................................................................7-106Ranking Customers...........................................................................................................................7-106Marketing-Related, Database Selection Hints...................................................................................7-107
ARC/400 Data Base Marketing..........................................................................................................7-109ARC/400 Marketing Statistics...........................................................................................................7-109Statistics for each Customer Location (custloc)................................................................................7-109Statistics for each Contact (contact)..................................................................................................7-110Recency, Frequency and Monetary Statistics for each Customer Location (dmrfm).......................7-110AR Statistics for Customer Locations and Contacts (arcrdt)............................................................7-111RFM Control Screen.........................................................................................................................7-112Using Statistics and RFM in Marketing Campaigns.........................................................................7-113Recency, Frequency and Monetary Reports......................................................................................7-113
General RFM Definitions..................................................................................................................7-115Recency Bands..............................................................................................................................7-115
CHAPTER 8 ACCOUNTING AND ACCOUNTS RECEIVABLE...................8-1
Accounts Receivable Main Menu...........................................................................................................8-5
ARC/400 Cash And Adjustment Entry.................................................................................................8-6Cash Entry and AR Batch Control screens...........................................................................................8-6Example of Applying a check to one invoice........................................................................................8-6Batch Type Codes.................................................................................................................................8-7Batch Control Status Codes...................................................................................................................8-7Batch Control List Screen.....................................................................................................................8-8AR Batch Control Screen......................................................................................................................8-9AR Customer Selection Screen...........................................................................................................8-10AR Entry Item Selection Screen.........................................................................................................8-12AR Cash Entry with Balancing of Credits to Debits...........................................................................8-14Payment On-Account Entry................................................................................................................8-15AR Entry Item Change Screen............................................................................................................8-15Credit Memos vs. AR Adjustments.....................................................................................................8-16Pre-Payment Entry Screen...................................................................................................................8-16On-Account Payments.........................................................................................................................8-17Applying Cash to a Suspense Account................................................................................................8-18
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When are GL Journal Entries Created for an AR Batch.....................................................................8-18What Happens When a Batch Is Canceled?........................................................................................8-18How to do a Write Off.........................................................................................................................8-18How to Correct the Application of a Check to the Wrong Invoice or Customer................................8-19How to Apply a Fast-Pay Discount.....................................................................................................8-19Non-AR Cash Entry............................................................................................................................8-20Understanding the Control Totals and Out-Of-Balance......................................................................8-20Opening a Closed AR Batch...............................................................................................................8-20
AR Monthly Close Considerations......................................................................................................8-21
Credit Management and Collections...................................................................................................8-22AR & Credit Management Screen.......................................................................................................8-22AR Statistics........................................................................................................................................8-25Automatic Statistics Calculation.........................................................................................................8-26Credit Limits and Credit Status Codes................................................................................................8-26Bad Debt Credit Checking..................................................................................................................8-27Credit Checking During Order Processing..........................................................................................8-27Releasing Orders On Credit Hold.......................................................................................................8-28Collections...........................................................................................................................................8-29Returned Goods Reconciliation...........................................................................................................8-30
Finance Charges....................................................................................................................................8-30Finance Charge Calculation Select......................................................................................................8-31Finance Charge Pro forma Report.......................................................................................................8-32Finance Charge AR Posting................................................................................................................8-32Finance Charge Invoices.....................................................................................................................8-32Specifying Finance Charges for a Customer Location........................................................................8-32
AR Search and Inquiry.........................................................................................................................8-33A Common Example of Use...............................................................................................................8-34AR Information Displayed..................................................................................................................8-35Search Criteria Rules...........................................................................................................................8-35Search List...........................................................................................................................................8-35The Display Payments Toggle............................................................................................................8-36Invoices in Dispute..............................................................................................................................8-36
ARC/400 Credit Memo Processing......................................................................................................8-37Credit Memo Screens..........................................................................................................................8-37Example of Crediting an Entire Invoice..............................................................................................8-37Credit Memo Status.............................................................................................................................8-38Credit Memo Approval.......................................................................................................................8-38Credit Memo Lines Detail Screen.......................................................................................................8-39Credit Memo Totals Screen.................................................................................................................8-41Credit Memo Summary Screen...........................................................................................................8-43Credit Memo Numbering Scheme.......................................................................................................8-44Changing an Existing, Open Credit Memo.........................................................................................8-44Doing a Shipping Only or Sales Tax Only Credit Memo...................................................................8-44Backing Out a Bad Credit Memo........................................................................................................8-45Limiting User Approval of Credit Memos..........................................................................................8-45Credit Memo Approval.......................................................................................................................8-45Issuing a Credit Beyond the Limits of an Invoice...............................................................................8-46How Do Credit Memos Affect Accounts Receivable?.......................................................................8-46Sales Assignment Invoices..................................................................................................................8-47Credit Memo Reports..........................................................................................................................8-47
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Preview Dunning...................................................................................................................................8-47Printing Dunning Letters and E-mailing Dunning Letters..................................................................8-47Preview Transaction Control Screen...................................................................................................8-48Dunning Cycles...................................................................................................................................8-48Dunning Late Days..............................................................................................................................8-48Dunning Invoices................................................................................................................................8-49Specifying the Dunning Letters...........................................................................................................8-49The Dunning Letter.............................................................................................................................8-49Routine Operation...............................................................................................................................8-49Removing a Customer From AR or Preview Dunning.......................................................................8-50
Preview/Rental Dunning E-mail Feature............................................................................................8-50Feature Summary................................................................................................................................8-51No Effort by Anyone...........................................................................................................................8-51Setting up your letters..........................................................................................................................8-51Pro Forma Invoicing............................................................................................................................8-52Diary Entry..........................................................................................................................................8-52What if No E-mail Address?...............................................................................................................8-52Control of the Dunning Process..........................................................................................................8-52
Invoicing.................................................................................................................................................8-53Invoice Printing...................................................................................................................................8-53Invoice Printer.....................................................................................................................................8-54Invoice Forms......................................................................................................................................8-54Invoice Batch Printing to a PDF Option.............................................................................................8-54Invoices can be E-Mailed Directly to Customers Instead of Printed..................................................8-55Invoice Types......................................................................................................................................8-56Invoice Register...................................................................................................................................8-572-Phase Invoicing Option....................................................................................................................8-57Pro Forma Invoices.............................................................................................................................8-58Create Pro forma Invoice Request.......................................................................................................8-58Pro forma Invoice Search....................................................................................................................8-62Invoice Search.....................................................................................................................................8-63Invoice Inquiry....................................................................................................................................8-64Changing Invoice Dates, Due Dates and PO numbers........................................................................8-66Change Invoiced Sales Assignment....................................................................................................8-67Sales Assignment Invoices Changing Original Invoice......................................................................8-68Backing Out an Invoiced Sales Assignment Change..........................................................................8-68Credit Balance Invoices are Treated as Prepayments.........................................................................8-68
Credit Card and Prepayment Options................................................................................................8-69Credit Card Processing Overview.......................................................................................................8-69Components of ARC/400 Credit Card Processing..............................................................................8-70ARC/400 Processes Credit Cards in One of Two Ways.....................................................................8-71Administrative Tasks...........................................................................................................................8-71Settlement Tasks..................................................................................................................................8-74Finding Credit Cards on System (Credit Card Lookup).....................................................................8-74Treatment in AR..................................................................................................................................8-74AR Discounts......................................................................................................................................8-75Taking Credit Cards to Pay Existing Invoices....................................................................................8-75Batch Order Entry...............................................................................................................................8-75Foreign Currency.................................................................................................................................8-76Supported Credit Card Software.........................................................................................................8-76Internet Generated Orders...................................................................................................................8-76Obtaining Best Rates for Credit Card Processing...............................................................................8-76
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Possible Date Issue with MOTO Support...........................................................................................8-76Credit Card Setup Screen....................................................................................................................8-77
Processing Payments With Order........................................................................................................8-78Order Entry..........................................................................................................................................8-80
Manual Credit Cards, Checks and Money Orders............................................................................8-82Accounting..........................................................................................................................................8-82Invoicing..............................................................................................................................................8-83AR Inquiry...........................................................................................................................................8-83Recommended Procedure for CC Manual Credit Card Transactions.................................................8-83Recommended Procedure for MO and CK Manual Prepayment Transactions...................................8-84Notes on Applying Prepayments to Invoices......................................................................................8-85
AR Statements of Accounts..................................................................................................................8-85Statement Options...............................................................................................................................8-86Automatic Statement Printing.............................................................................................................8-87Manual Statement Printing..................................................................................................................8-87E-Mail AR Statement Batches instead of Printing..............................................................................8-87Statement Print Sequence...................................................................................................................8-88Statement Select Range.......................................................................................................................8-88Print Devices.......................................................................................................................................8-88Fax and E-Mail Options......................................................................................................................8-88Concept of the 4 Week Statement Cycle.............................................................................................8-88AR Invoice Comments (printed on AR Statements)...........................................................................8-88Eliminating a Customer Location From Automatic Statements Processing.......................................8-89Using Alternative Contact Information In The Address.....................................................................8-89Printing Statements for the Bill-To Contact........................................................................................8-89AR Statements Support for Distributor Sales......................................................................................8-90Statement Message Text......................................................................................................................8-90Statement Forms..................................................................................................................................8-90AR Statements Support Foreign Currencies.......................................................................................8-90
Accounts Payable Voucher Processing................................................................................................8-91AP Voucher Entry and Maintenance...................................................................................................8-91Voucher Search and List Screen.........................................................................................................8-92Matching Receipts to the Voucher......................................................................................................8-93
Cost of Goods Sold Description and Rules..........................................................................................8-94
AR Reporting.........................................................................................................................................8-95Reporting Options...............................................................................................................................8-95AR Aging Report.................................................................................................................................8-95AR Small Balance Report...................................................................................................................8-96Open On-Account AR Balances..........................................................................................................8-96Fiscal Date Calculations......................................................................................................................8-96Fiscal Period Popup with Dates...........................................................................................................8-96
General Ledger Interface.....................................................................................................................8-97
Establishing General Ledger Codes in ARC/400...............................................................................8-99Screens with Specific GL Account Overrides...................................................................................8-101ARC/400 Indexes vs. Your Account Numbers.................................................................................8-102Sales Division Table Default Accounts.............................................................................................8-102System Wide Default Accounts (Company Control File).................................................................8-103
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Warehouse and Shipping Menu.............................................................................................................9-4
Shipment Scheduling...............................................................................................................................9-5How Do Shipments Get Scheduled?.....................................................................................................9-5When are Items Ready To Be Scheduled as a Shipment?.....................................................................9-5Bill Only Items......................................................................................................................................9-6Manually Scheduling a Shipment..........................................................................................................9-6
Shipment Search and List.......................................................................................................................9-7Search Criteria.......................................................................................................................................9-7The Shipment List.................................................................................................................................9-8Selection Options..................................................................................................................................9-8
Shipment Acknowledgment....................................................................................................................9-9Printing Packing Lists...........................................................................................................................9-9The Shipping Process............................................................................................................................9-9Bar Code Acknowledgment Screen....................................................................................................9-10Product Acknowledgment Screen.......................................................................................................9-11Package Acknowledgment Screen......................................................................................................9-13What Screens Display In What Order.................................................................................................9-15Partial and Canceled Shipments..........................................................................................................9-15Partial and Canceled Shipment Warnings...........................................................................................9-16Bill Only Items....................................................................................................................................9-16Orders On Hold...................................................................................................................................9-16When Does a Shipment Get Invoiced?................................................................................................9-17Shipment Numbering Scheme.............................................................................................................9-17View Printed Output Directed at the Warehouse Printer....................................................................9-17
Serial Bar Coded Products...................................................................................................................9-17Serial Bar Coding................................................................................................................................9-18Bar Code Number Search....................................................................................................................9-18Bar Code Inquiry.................................................................................................................................9-19Reassign Bar Code To Stock Item......................................................................................................9-20Damaged Bar Coded Item At Customer Location..............................................................................9-21Damaged Bar Coded Item At Warehouse Location............................................................................9-21Customer Returns Without The Bar Code Attached...........................................................................9-21
UPC Bar Coded Products.....................................................................................................................9-22
Inventory Adjustment...........................................................................................................................9-22Inventory Adjustment Screen..............................................................................................................9-22Correction to Product Receiving From Vendor..................................................................................9-25Bar Coded Products.............................................................................................................................9-25Transferring Quantities To and From Warehouse Bin Locations.......................................................9-25Adjustment Reason Codes...................................................................................................................9-25
Allocate New Receipts To Backorders.................................................................................................9-25Table of Contents Page xv
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Rules for Allocation............................................................................................................................9-26
Customer Product Return....................................................................................................................9-26The Return Process..............................................................................................................................9-26The Customer Product Return Entry Screen.......................................................................................9-28System Calculation of Information.....................................................................................................9-29Tip for Returning Multiple Items from One Customer.......................................................................9-29Customer Returns Without The Bar Code Attached...........................................................................9-30Entry Errors Using Bar Codes.............................................................................................................9-30Entry Into The Correct Warehouse.....................................................................................................9-30Returning Products For Drop Ship Warehouses.................................................................................9-31Returning Into a Warehouse Other Than the Shipped-From Warehouse...........................................9-31Managing Returnable Items and Clearing the Due Back Reports.......................................................9-31Warning for Sale Product Returns.......................................................................................................9-32
Customer Returns Reconciliation Screen...........................................................................................9-33Importance of Posting all Returns.......................................................................................................9-35Reversing a Customer Return..............................................................................................................9-35Customer Return Reshelving Report...................................................................................................9-36
Warehouse Receipts From Vendor......................................................................................................9-36The Receipts From Vendor Screens....................................................................................................9-36Initial Receipt from Vendor Screen.....................................................................................................9-37Item Entry View..................................................................................................................................9-38Bar Code Entry View..........................................................................................................................9-38Purchase Order List View...................................................................................................................9-39Vendor Receipt Screen Field Values...................................................................................................9-40Using the Purchasing System..............................................................................................................9-41Bar Coded Products.............................................................................................................................9-41Correcting Receipt Errors....................................................................................................................9-41Correcting Cost of Good Amounts after Receipt into Inventory........................................................9-42
Inventory Transfer – Moving Inventory from Warehouse to Warehouse.......................................9-43
Return Material Authorization Support.............................................................................................9-44Sample Procedure................................................................................................................................9-44Customer Service Mode and Warehouse Mode..................................................................................9-45RMA Search Screen............................................................................................................................9-45RMA Processing Screens....................................................................................................................9-46RMA Header Screen...........................................................................................................................9-47RMA Products List Screen..................................................................................................................9-49RMA Totals Screen.............................................................................................................................9-50RMA Posting and Credit Order...........................................................................................................9-51
Support Assistance for Drop Ship Warehouses..................................................................................9-51Automatic Shipment Acknowledgment for Drop Ship Warehouses...................................................9-51Automatic Returns for Returnable Items for Drop Ship Warehouses.................................................9-52
Shipping Fee Methodologies and Policies...........................................................................................9-53Shipping Fee Calculation Methods.....................................................................................................9-53When are Shipping Fees Calculated and Invoiced?............................................................................9-54How can one tell ARC/400 what amounts to use for Calculated Ship Fees?.....................................9-55What Products are Included for Shipping Fee Calculations?..............................................................9-55How does one eliminate Certain Products from Ship Fee Calculations?............................................9-55Order Entry Bill of Material Items Clarification.................................................................................9-56
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How does one specify a Shipping Fee Exception?..............................................................................9-56Exception Billing of Shipping Fees.....................................................................................................9-56What about Shipping an Order in Multiple Shipments?.....................................................................9-56What Happens when You Change Shipping Rates and Amounts.......................................................9-57Free Preview or Sample Item Shipments............................................................................................9-57
UPS Weight Based Shipping Fees........................................................................................................9-57Basic UPS Weight Based Method of Billing......................................................................................9-57Example of updating data files in ARC/400.......................................................................................9-58Non-Automated Updating Tasks.........................................................................................................9-58ARC/400 Add On Fees Feature...........................................................................................................9-59ARC/400 Shipping Method Table.......................................................................................................9-59Determining the Weight of a Package.................................................................................................9-60Notes....................................................................................................................................................9-60
Endicia Shipping Label and Postage Support USA Only.................................................................9-61
Physical Inventory Count Procedure..................................................................................................9-63Multiple Bin Products.........................................................................................................................9-65Adding New Bins During the Physical Inventory Process..................................................................9-65Bar Coded Products.............................................................................................................................9-65Start the Cycle Count..........................................................................................................................9-66Protecting the Cycle Count..................................................................................................................9-66Print Inventory Count Worksheet........................................................................................................9-68Count the Items...................................................................................................................................9-69Enter Bar Codes...................................................................................................................................9-70Print Variance Report..........................................................................................................................9-71Inventory Count Update......................................................................................................................9-72Close the Inventory Counts Cycle.......................................................................................................9-73Zero Quantity Confirmation................................................................................................................9-74Updating the Inventory Counts...........................................................................................................9-74Cost of Goods Sold (COGS)...............................................................................................................9-74Status Codes........................................................................................................................................9-75Out of Sequence Requests...................................................................................................................9-75Batch Entry from BARSCAN.............................................................................................................9-75
Changing the Current Warehouse.......................................................................................................9-75
ARC/400 Carrier Manifest Systems Support.....................................................................................9-76
Interface with External Carrier Systems............................................................................................9-76Features...............................................................................................................................................9-76Restrictions..........................................................................................................................................9-77Requirements.......................................................................................................................................9-77How to Set Up.....................................................................................................................................9-77Procedures...........................................................................................................................................9-78Shipping a Package.............................................................................................................................9-78Shipping Multiple Boxes for one ARC/400 shipment........................................................................9-78Specifying Carrier Systems Options During Order Entry...................................................................9-79Specifying or Overriding Carrier Options During Shipping...............................................................9-80
Commissionable or Not.................................................................................................................10-11Royalty Item..................................................................................................................................10-11Bar Coding Method.......................................................................................................................10-11Taxable or Not...............................................................................................................................10-11Inventoried Item............................................................................................................................10-12Tangible (Shippable) Item.............................................................................................................10-12Manufacturing Item.......................................................................................................................10-12Order Entry Bill of Materials........................................................................................................10-12
Order Entry Bill of Material Processing (OE BoM)........................................................................10-12Nth Level Bill of Materials...............................................................................................................10-14OE-BoM Screen................................................................................................................................10-14OE BoM Where Used Inquiry...........................................................................................................10-18
Manufacturing Bill of Materials (Mfg BoM)....................................................................................10-19Manufacturing Bill of Materials Definition......................................................................................10-19Purchasing Mfg BoM Items..............................................................................................................10-20Receiving Into Inventory...................................................................................................................10-21Inventory Adjustments (Disassembly Tool)......................................................................................10-21Special Case for Packaging Components..........................................................................................10-22Physical Inventory Considerations....................................................................................................10-22Bar-coded Finished Goods and Components....................................................................................10-22Protecting Against Negative On-Hand Balances..............................................................................10-23
Creating and Maintaining Warehouse Definitions..........................................................................10-23List of Warehouses............................................................................................................................10-24Changing Warehouse Definitions.....................................................................................................10-24Print/Fax/E-mail Controls.................................................................................................................10-28Managing the Version and Extension Codes....................................................................................10-29Adding Warehouse Definitions.........................................................................................................10-30Faxing or E-mail Packing Lists to a Remote Warehouse (or outside producer)...............................10-30Cost of Goods Sold Description and Rules.......................................................................................10-30Preview Libraries..............................................................................................................................10-31
Preview Library Definition.................................................................................................................10-32Training Products Industry Special Requirements............................................................................10-32Objectives of Preview Library Support.............................................................................................10-32How Does A Preview Library Affect Order Entry............................................................................10-33Need for Standard Product Numbering:............................................................................................10-33Understanding of line type codes:.....................................................................................................10-34Understanding of the Order Entry Bill of Materials..........................................................................10-34How ARC/400 Assists in Product Number Order Entry:..................................................................10-36Example Implementation:.................................................................................................................10-37Rules for Preview Library Screen Entries.........................................................................................10-38
Convert To Fields..........................................................................................................................10-40
Restricting Products to Specific Order Line Types.........................................................................10-40
Computer Analytics Consulting Group, Inc. ARC/400 Distribution System
Physical Quantity..........................................................................................................................10-42Cost of Goods Quantity.................................................................................................................10-42Cost of Goods Sold........................................................................................................................10-42Other Available Information.........................................................................................................10-42Bar Coded Products.......................................................................................................................10-42
Managing the Allocation of Product to Customer Orders..............................................................10-43Open Order Line Item Search...........................................................................................................10-43Canceling a Shipment and Canceling a Order Line Item..................................................................10-44
Warehouse Change on Open Order Line Item.................................................................................10-44
Change Product on Order Utility......................................................................................................10-45
Managing Returnable Items and Clearing the Due Back Reports.................................................10-47
Correcting Cost of Good Amounts after Receipt into Inventory....................................................10-48
Inventory Transaction Search............................................................................................................10-49Inventory Transaction Comments.................................................................................................10-50Inventory Transaction Detail Monthly Report..............................................................................10-50Inventory Transaction Summary Monthly Report........................................................................10-50Inventory Cost of Goods Detail By Warehouse............................................................................10-51
Ancillary Items Support for Video Products Distributors..............................................................10-51Set Up Procedure...............................................................................................................................10-52
Inventory Stock Status and Valuation...............................................................................................10-54Inventory Valuation Check Report....................................................................................................10-54
Producer/Vendor Direct Billing.........................................................................................................10-55
Renewable Business Instructions.......................................................................................................10-56Business Events.............................................................................................................................10-56Reports Available..........................................................................................................................10-57The Billing Screen.........................................................................................................................10-57Notice Program Instructions..........................................................................................................10-57Notes..............................................................................................................................................10-60Renewable Business Set Up..........................................................................................................10-60
Inventory Control Reports.................................................................................................................10-61Active Product Listing...................................................................................................................10-61Warehouse Products Listing..........................................................................................................10-61Preview Library Products Listing..................................................................................................10-61Product Price Listing.....................................................................................................................10-61Product Bill of Material Listing (product structures)....................................................................10-61Products On Order Report.............................................................................................................10-61Inventory Transaction Detail.........................................................................................................10-61Warehouse Transaction Register...................................................................................................10-61Inventory Summary by Product & Type.......................................................................................10-61Inventory Transaction Type Summary..........................................................................................10-61Daily Warehouse Transactions......................................................................................................10-61Backordered Products Hot List.....................................................................................................10-61
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Projected Purchasing Requirements..............................................................................................10-61Inventory Stock Status and Valuation...........................................................................................10-61
Purchase Order Concepts.....................................................................................................................11-3Purchasing Buyer................................................................................................................................11-4Purchasing Vendors.............................................................................................................................11-4Ship to Location or Warehouse...........................................................................................................11-4Bill-To Location..................................................................................................................................11-4Inventoried and Sundry Items.............................................................................................................11-4Approving Purchase Orders................................................................................................................11-5Automatic PO Build............................................................................................................................11-5PO Forms.............................................................................................................................................11-5Two Ways To Receive........................................................................................................................11-6Procedures...........................................................................................................................................11-7
Purchase Order Entry.........................................................................................................................11-10Purchase Order Setup........................................................................................................................11-10Line Item Entry and Change.............................................................................................................11-11Line Item List....................................................................................................................................11-14Vendor Identification........................................................................................................................11-14Ship-To Identification.......................................................................................................................11-15Bill-To Identification.........................................................................................................................11-15Header...............................................................................................................................................11-16Comments..........................................................................................................................................11-18Purchase Order Approving................................................................................................................11-18
Foreign Currency Support in ARC/400 Purchase Orders..............................................................11-19
Purchase Order Search.......................................................................................................................11-22
Purchase Order Item Costing............................................................................................................11-23Vendor Price Agreements.................................................................................................................11-23Producer Price Agreements...............................................................................................................11-24Standard Cost....................................................................................................................................11-24
Producer/Supplier Drop Ship.............................................................................................................11-26
AP Voucher Processing.......................................................................................................................11-27
More Purchasing Information...........................................................................................................11-27Finding Products on Purchase Order.................................................................................................11-27Getting Product Information to Make Purchasing Decisions............................................................11-28Printing Purchase Orders...................................................................................................................11-28Working With an External Accounts Payable System......................................................................11-28
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Automatic PO Build Procedure.........................................................................................................11-28Setting Up Purchasing Defaults........................................................................................................11-29Status Codes......................................................................................................................................11-33Purchasing Line Types......................................................................................................................11-34PO Numbering Scheme.....................................................................................................................11-34Purchasing Reports............................................................................................................................11-34
AP Transaction File to an External AP System................................................................................11-35
Generic File Maintenance Procedures................................................................................................12-4General Concept..................................................................................................................................12-4Add, Change and Display Modes........................................................................................................12-4The Search Screen...............................................................................................................................12-5Detail Record Screen...........................................................................................................................12-6List Screen...........................................................................................................................................12-7The Add Screen...................................................................................................................................12-8Duplicate Keys Error...........................................................................................................................12-8
Code Table File Maintenance...............................................................................................................12-8The Table ID Record in the Table of Contents...................................................................................12-9Table Code Value Record...................................................................................................................12-9Displaying Tables From Any Menu or Screen..................................................................................12-10Displaying and Retrieving Code Values For Selected Input Fields..................................................12-11Expiration Dates and Code Table Validations..................................................................................12-11Maintaining Code Values For Selected Input Fields (Using the @ Symbol)...................................12-11Security For System Control Tables.................................................................................................12-11Special Tables Linking Other Files To Table Inquiry.......................................................................12-12List of tables......................................................................................................................................12-12
Special Tables With Additional Data Fields.....................................................................................12-12Country Codes (001).........................................................................................................................12-14Tele-Marketing Call Back Option Codes (007)................................................................................12-14Tele-Marketing Call Back Result Codes (009).................................................................................12-15Security Class Table (011)................................................................................................................12-16Time Zone Offset Table (019)...........................................................................................................12-16Shipping Method and Carrier Codes (036).......................................................................................12-17Sales Division Code (040).................................................................................................................12-18Letter Enclosure Codes (050)............................................................................................................12-19AR Payment Terms Codes (054).......................................................................................................12-20Bank Codes for AR Deposits (055)...................................................................................................12-21AR Adjustment Codes and Corresponding GL Numbers (056)........................................................12-21Inventory Adjustment Codes (059)...................................................................................................12-22Currency Symbols (066)...................................................................................................................12-22Royalty Type Codes (067)................................................................................................................12-23GL Overrides by Sales Division Table (071)....................................................................................12-23Sales Division Defaults for Credit Card and Point of Sale (POS) (073)..........................................12-23Version Table (801)...........................................................................................................................12-24Post Shipment Label Print Device (812)...........................................................................................12-25General Ledger Account Number Indexes (820)..............................................................................12-26Extension/Format Codes (828)..........................................................................................................12-27Location, Contact, Product, and Product Extension User Tags (890, 891, 892, 893)......................12-28Customer Order Type Codes (901)...................................................................................................12-28Customer Order Line Type Codes (902)...........................................................................................12-29
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Marketing History File Selections (922)...........................................................................................12-31Warehouse Restrictions by Sales Division (957)..............................................................................12-31UPS Classes of Service Codes (978).................................................................................................12-32Endicia Class of Service Codes (996)...............................................................................................12-32
Sales Person Master Maintenance.....................................................................................................12-33A Sales Person Who is also a System User (e.g. tele-marketing representative)..............................12-34A Sales Person Who is Not a System User (e.g. a field marketing representative)..........................12-34Sales People And the Sales Territory Assignment Files...................................................................12-34Status Codes......................................................................................................................................12-35Deleting Sales Person Master Records..............................................................................................12-35Sales People In Multiple Sales Divisions..........................................................................................12-35
Sales Territory Maintenance..............................................................................................................12-35Assigned Accounts Only...................................................................................................................12-35Specifying Territories by Geography................................................................................................12-36Industry Code Options.......................................................................................................................12-37Alpha Split Option.............................................................................................................................12-37Option to Ignore Sales Division for Sales Assignments...................................................................12-38Powerful Generic Values Minimize Data Entry................................................................................12-38Sales Territory Reports......................................................................................................................12-39
Sales Tax Maintenance.......................................................................................................................12-40Sales Tax Processing Overview........................................................................................................12-41Multiple Taxing Jurisdictions............................................................................................................12-41Monthly Sales Tax by State Report...................................................................................................12-41The Detail Tax Record......................................................................................................................12-42The Sales Tax Maintenance Screens.................................................................................................12-43
The Country/Zip-Post Range Sales Tax Calculation Method Screen...............12-43The Country/State/County/Zip Sales Tax Calculation Method Screen............12-43
List Price Maintenance.......................................................................................................................12-44The Detail List Price Record.............................................................................................................12-44Powerful Generic Values Minimize Data Entry................................................................................12-45Examples of Setting Up List Prices...................................................................................................12-45Line Types Which Use Sale (SL Type) Line Type Prices................................................................12-46Effective Dates..................................................................................................................................12-46List Price Inquiry...............................................................................................................................12-46List Price Selection............................................................................................................................12-47
Price List Clone Feature.....................................................................................................................12-47
Promotional Price Maintenance.........................................................................................................12-48The Detail Promotional Price Record...............................................................................................12-49Linking a Promotional Price to a Marketing Campaign....................................................................12-49How Does Promotional Pricing Affect Order Entry.........................................................................12-49Powerful Generic Values Minimize Data Entry................................................................................12-49Examples of Setting Up Promotional Prices.....................................................................................12-50Promotional Prices and List Prices....................................................................................................12-50
Computer Analytics Consulting Group, Inc. ARC/400 Distribution System
Maximum vs. Additive Discounts.....................................................................................................12-53Powerful Generic Values Minimize Data Entry................................................................................12-53Examples of Setting Up Line Quantity Discounts............................................................................12-54Line Item Discount Control...............................................................................................................12-54Order Entry Rules..............................................................................................................................12-55
Users Priveleges and Properties Maintenance..................................................................................12-56The User Screen................................................................................................................................12-56Deleting User File Records...............................................................................................................12-60Creating Call Queues Not Associated With A Person......................................................................12-60
Work Days Calendar Maintenance...................................................................................................12-60
CHAPTER 13 SYSTEM ADMINISTRATION.................................................13-1
Systems Administrator Menu...............................................................................................................13-5
Company Control File Maintenance...................................................................................................13-6Purchasing System Control Fields......................................................................................................13-7Accounting System Control Fields One..............................................................................................13-9Accounting System Control Fields Two...........................................................................................13-11General Ledger Account Numbers....................................................................................................13-13Royalty Control Parameters..............................................................................................................13-14Accounting AR Dunning Controls....................................................................................................13-15Accounting AR Statements Controls................................................................................................13-16Credit Card Processing Setup............................................................................................................13-18Marketing System Control Parameters..............................................................................................13-18Sales Commission Control Fields.....................................................................................................13-20Product Information Controls............................................................................................................13-22Update Products for Web Site...........................................................................................................13-22Fax and E-mail Control Parameters.................................................................................................13-23Printer Control Parameters................................................................................................................13-24E-Mail Invoices Message Setup........................................................................................................13-25E-Mail Signature Parameters.............................................................................................................13-25Warehouse and Shipping Control Fields...........................................................................................13-26Customer Return Control Parameters................................................................................................13-29Order System Control Parameters.....................................................................................................13-31
Alternate “Shipping Fee 2” Text...................................................................................................13-33Preview Transaction Control Fields..................................................................................................13-33Monetary Plans Control Fields..........................................................................................................13-36Order Entry Defaults.........................................................................................................................13-37ARC/400 System Parameters............................................................................................................13-39
Menu Control Maintenance...............................................................................................................13-41Standard ARC/400 Menu Structure..................................................................................................13-42Menu Definition Record....................................................................................................................13-42Menu Item Record.............................................................................................................................13-43Titles Within the Menu......................................................................................................................13-45Spacing Menu Items..........................................................................................................................13-46Menu to Menu Transition..................................................................................................................13-46COMP File Usage.............................................................................................................................13-46
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Date/Month/Product/Customer_Location Prompt............................................................................13-48Report Controls.................................................................................................................................13-49Using the Next Program Option........................................................................................................13-53Call Management Menu....................................................................................................................13-53Technical Information.......................................................................................................................13-53Special Program Considerations.......................................................................................................13-54Report Output Direct into Microsoft Excel.......................................................................................13-54Report Output Support for File Output to Excel...............................................................................13-55Date Problem in Data Transfer Downloads......................................................................................13-55
Entering a New ARC/400 User...........................................................................................................13-56
Enable a Disabled User ID..................................................................................................................13-57
Correcting In-Use Flags......................................................................................................................13-58Correct Order In-Use Flag.................................................................................................................13-58Correct AR Batch “In-Use” Flag.......................................................................................................13-59Correct PO “In-Use” Flag.................................................................................................................13-60Correct Credit Memo “In-Use” Flag.................................................................................................13-61Correct RMA “In-Use” Flag.............................................................................................................13-61Correct Returned Item “In-Use” Flag...............................................................................................13-62Correct AP Voucher “In-Use” Flag...................................................................................................13-63
Working With Printers.......................................................................................................................13-63Assistance Levels..............................................................................................................................13-63Printer Messages................................................................................................................................13-64Determining the Status of a Printer...................................................................................................13-64Starting a Printer................................................................................................................................13-64Work With Printed Output................................................................................................................13-65Work With Printers...........................................................................................................................13-65
Starting and Restarting ARC/400......................................................................................................13-65Procedure for Starting ARC/400.......................................................................................................13-66Procedure for Re-Starting ARC/400 After Any System Failure.......................................................13-66
Nightly Processing Report Selection..................................................................................................13-67Using Report Control File Maintenance...........................................................................................13-67Exit Points.........................................................................................................................................13-68Frequency Cycle................................................................................................................................13-69Day of the Week................................................................................................................................13-69Common iSeries Query/400 Example...............................................................................................13-70COMP File........................................................................................................................................13-70
Security Access Control......................................................................................................................13-70Server Operating System Security....................................................................................................13-70Security Outside of ARC/400............................................................................................................13-71ARC/400 Security..............................................................................................................................13-71Menu Modifications..........................................................................................................................13-71Setting Up the Menu Control File Maintenance Security Types......................................................13-71Setting Up the User's Security Authorization File............................................................................13-72Group Security..................................................................................................................................13-73The ARC/400 Administrator.............................................................................................................13-73Security Reports................................................................................................................................13-73
Table File Administration...................................................................................................................13-75Descriptions of Code Tables.............................................................................................................13-75
Establishing the Product Information Web Page Feature..............................................................13-85What is Included on the Web Page?..................................................................................................13-87What about Product Information for Internal Staff?.........................................................................13-88How to Control the Overall Look of the Web Page..........................................................................13-88Do I have control over Fonts, Colors, and how items are displayed?...............................................13-89How Does One Select an Item for Sending Product Information to a Customer?............................13-89How Can the Sales Person View the Web Page for Himself or Herself?.........................................13-90What are the Prerequisites?...............................................................................................................13-91What do you get with this feature?....................................................................................................13-91The Web Site Location Setup Screen................................................................................................13-91Controlling Product Information Fields............................................................................................13-92
Sending E-Mail with ARC/400...........................................................................................................13-93E-Mail Feature Summary..................................................................................................................13-93E-Mail Attachments can be Selected for any E-Mail........................................................................13-94Viewing E-mail Attachments............................................................................................................13-95E-Mail Signatures like a Business Card............................................................................................13-95Installation Requirements..................................................................................................................13-98
Route Out to Internet Method......................................................................................13-100TroubleShooting..............................................................................................................................13-100
Auto Dial Phone Numbers................................................................................................................13-102
Purging of Temporary Data Files....................................................................................................13-103
User Screen Definition and Validation............................................................................................13-103Display File Definitions and Validation Rules................................................................................13-104Planning Your Screen Definitions...................................................................................................13-104Contact File.....................................................................................................................................13-105Location & Contact Prospect Entry.................................................................................................13-105Customer Location..........................................................................................................................13-106Tele-Service Call Management.......................................................................................................13-106Product Title Master........................................................................................................................13-106Product Extension Screen 1.............................................................................................................13-107Product Extension Screen 2.............................................................................................................13-107Using the Display File Definition Screens......................................................................................13-107Reporting Note................................................................................................................................13-109
Zip-City Prompting and Area Code Split Updating......................................................................13-123Zip-City Prompting.........................................................................................................................13-123Area Code Split Updating...............................................................................................................13-123Retroactive Updating of Telephone Numbers.................................................................................13-124Installing WorksRight Functionality...............................................................................................13-124
ARC/400 Fax Requirements and Set Up Procedures.....................................................................13-125Installation Requirements................................................................................................................13-125General Information........................................................................................................................13-126
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Uploading Overlays and Fax Items to the iSeries Server................................................................13-126Procedure for Creating a Custom Fax Cover Letter........................................................................13-126Preparing the ARC/400 Control File...............................................................................................13-127Managing the Fax Operator Queue, Print Queues and Transaction Logs.......................................13-127Bad Fax Numbers Identification and Correction............................................................................13-128Broadcast Fax Priority.....................................................................................................................13-129
ARC/400 System Control File..........................................................................................................13-129
Uploading Overlays to the iSeries Server........................................................................................13-130Set-Up tasks.....................................................................................................................................13-130Installing iSeries Access Printer Drivers (one time only task)........................................................13-131Creating an AS400 Overlay Printer (one time only task)...............................................................13-131Creating an Overlay for Electronic Forms Printing........................................................................13-131
Uploading Fax Items to the iSeries Server......................................................................................13-132Set-Up tasks.....................................................................................................................................13-132Installing iSeries Access Printer Drivers.........................................................................................13-132Creating an AS400 Fax Items Printer Driver..................................................................................13-133Creating a Fax Item for Faxing to Customers.................................................................................13-133
Miscellaneous.....................................................................................................................................13-134ARC/400 Data Dictionary...............................................................................................................13-134ARC/400 Code Table Listing..........................................................................................................13-134
iSeries System Requirements...........................................................................................................13-135ARC/400 Libraries..........................................................................................................................13-135User Modifications to ARC/400......................................................................................................13-135Installing ARC/400 for the first time..............................................................................................13-136Creating a Test ARC/400 System...................................................................................................13-136Copying Data from the Production System.....................................................................................13-138Installing a New ARC/400 Version.................................................................................................13-139
ARC/400 Upgrade Procedure......................................................................................................13-139On-Line Queries..............................................................................................................................13-141Setting Up the Daily Backup and Nightly ARC/400 Processing Jobs............................................13-142
Forcing an IPL (re-boot) during the Week..................................................................................13-143Nightly Job Processing....................................................................................................................13-144Saving Reports................................................................................................................................13-144Source Code....................................................................................................................................13-144First Usage of ARC/400..................................................................................................................13-144Setting Up the Communication Link to Computer Analytics.........................................................13-145
Introduction to Royalty Processing.....................................................................................................14-3A Common Strategy............................................................................................................................14-4Concept of Monthly Royalty Posting..................................................................................................14-4Producer Information and Contracts...................................................................................................14-5The Producer Information Record.......................................................................................................14-6Producer Products Display..................................................................................................................14-7Producer Contract List.........................................................................................................................14-8The Contract Detail Record.................................................................................................................14-9Contract Detail Notes........................................................................................................................14-10
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Producer Drop Ship Transactions......................................................................................................14-10
Tiered Royalty Rates...........................................................................................................................14-11Concept of Resetting Tiers................................................................................................................14-11Other Rules Governing Royalty Tiers...............................................................................................14-12
More Rates (Supplemental Rates Table)...........................................................................................14-13Cost of Goods Adjustment (Deduct Cost).........................................................................................14-14Distributor Commissions...................................................................................................................14-14Selling vs. List Price Calculations (Calc Price)................................................................................14-14Royalty Rate vs. Flat Fee Per Unit (Royalty Percent and Amount)..................................................14-14
Concept of Royalty Reports................................................................................................................14-14Exchange Rate Consideration for the Royalty Due Report...............................................................14-15
Entering Producer Information Into a Product Record..................................................................14-21
Advance Payments to a Producer......................................................................................................14-22
Definition of Royalty Terms...............................................................................................................14-23
Royalty Supplemental Rate File for Advanced Calculations..........................................................14-24Organization Types and Customer Market Codes............................................................................14-24Royalty Type Codes..........................................................................................................................14-24Royalty Report Class Codes..............................................................................................................14-25
Royalty Control Parameters...............................................................................................................14-25
Royalty Supplemental Rate File Maintenance.................................................................................14-25Powerful Generic Values Minimize Data Entry................................................................................14-27Examples of Setting Up Royalty Rates.............................................................................................14-27
Royalty Report Samples.....................................................................................................................14-28Posted Royalty Due By Producer Report..........................................................................................14-29Posted Royalty Due Summary Report -- Sample..............................................................................14-29Posted Royalty Due Detail Report -- Sample....................................................................................14-30Royalty Accrual Detail Report by Fiscal Period or by Date Range..................................................14-31Royalty Open Transactions Edit Listing -- Sample...........................................................................14-32
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Total Summation of Open Royalty Accruals by Producer - Sample................................................14-33Royalty Exception Report – Sample.................................................................................................14-34Producer Sales Report by Product - Sample.....................................................................................14-35Estimated Pro-Forma Royalty Due – Sample...................................................................................14-36Active Producers and Contracts – Sample........................................................................................14-37
CHAPTER 15 WEB SHOP E-COMMERCE INTEGRATION........................15-1Features:..............................................................................................................................................15-2Web Shop Screens:..............................................................................................................................15-4Technology..........................................................................................................................................15-6Demonstration via the Internet............................................................................................................15-7Related Issues to Consider..................................................................................................................15-7
Installation Procedures and Technical Details...................................................................................15-9Installing Tomcat.................................................................................................................................15-9Installing Security and the Security Certificate for SSL...................................................................15-10Installing Web Shop..........................................................................................................................15-11Company Specific Setup:..................................................................................................................15-11Basic Modifications:..........................................................................................................................15-16ARC/400 Setups and Notes...............................................................................................................15-18Advanced Modifications...................................................................................................................15-20
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