InTouch Administration - Epicor · InTouch Administration ... Enter Selection, (RTN) for 'Z' menu,...

ACTIVANT TURNS InTouch AdministrationVersion 3000

This manual contains reference information about software products from Activant Solutions Inc. The software described in this manual and the manual itself are furnished under the terms and conditions of a license agreement. The software consists of software options that are separately licensed. It is against the law to copy the software on any medium, or to enable any software options, except as specifically permitted under the license agreement. In addition, no part of this manual may be copied or transmitted in any form or by any means without the prior written permission of Activant Solutions Inc.

From time to time, Activant makes changes to its software products. Therefore, information in this manual is subject to change, and the illustrations and screens that appear in the manual may differ somewhat from the version of the software provided to you.

Created by: Yardley Technical Communication

2006, Activant Solutions Inc. All rights reserved. Activant and the Activant logo are registered trademarks and Activant Prophet 21 is a trademark of Activant Solutions Inc. All other company or product names are the trademarks or registered trademarks of their respective companies.

Activant Solutions Inc. 7683 Southfront Road Livermore, CA 94551

Version 3000 Publication Date: 3.21.2006

Table of Contents

Documentation Updates 3

Role of the IT Administrator 4

Learning Objectives 6

IT Hold Code 7

IT User Setup 8

In Touch Login Sales Rep Entry (OITR) 14

IT Data Download (OITD) 16

Persistent Pricing to the Laptops 17

Laptop Preparation 18

After DownloadsEDI Setup 27EDI Order Release Report 29Messages to the Host 34

Sending Turns Reports to In Touch Laptops 36

Researching IssuesPersistent Pricing Inquiry (PEROPQ) 38Full Price Builds 40How to Tell when a Price File Build was Done 40

Documentation Updates

Version Date Description Where3000 12/23/04 Wording of field 18 (Force

OITD to send ALL prices) changed

IT User Setup, page 11.

3000 11/10/05 Change in OIT Menu Menu Screen page 9

3000 11/10/05 Removal of all pages describing setup without Persistent Pricing (obsolete)

Removed pages 14-16

3000 11/10/05 Addition of OITR information 14-153000 11/11/05 Persistent Pricing Info

Moved to after OITD17

3000 11/11/05 Laptop Prep moved after Persistent Pricing Info

19

3000 11/21/05 Clarification to the System Control password

9

Role of the IT Administrator

In Touch Administration 4

As the In Touch administrator you now...

Are the In Touch liaison to Turns

Support user questions regarding In Touch and/or the laptops

Train users how to use In Touch aand/or the laptops

Produce training materials (can use templates provided by Turns)

Load new versions of In Touch onto the laptops

Coordinate information-sharing between the laptops and host

Role of the IT Administrator Technical Checklist


The In Touch Administrator and employees involved with creating pricing in Turns need to fully understand pricing as it exits in the system. Anyone who has access/authority to change pricing in Turnsneeds to be very clear about the set-up and consequences of making price changes or changes to the Price Discount Hierarchy D2(PDHM). Changing the hierarchy will trigger a full price file generation for “persistent pricing”.

Some specific tasks required of the IT administrator are:

� setting up printers� disabling screen savers� resolving errors from the operating system� maintaining file space and laptop efficiency� be able to install In Touch from CD-ROMs� be able to create diskettes from Unix files (i.e. via doswrite) if a

CD-ROM is not available for all laptops� make sure all users have practice using the laptop before the In

Touch user training

It is recommended that the IT administrator keep their own laptop with In Touch on it for testing.

Learning Objectives


� Understand the security options for In Touch

� Understand setup, initialization, and maintenance of the In Touch files on the host system

� Understand setup and maintenance for laptops

� Understand how to download information from the host system to the laptops

� Understand how to retrieve orders, messages and exception reports uploaded to the host system

IT Hold Code


Establish a hold code to use for In Touch orders which exceed the Turns credit criteria established in Turns System Setup ZC(ZSU). Orders exceeding the credit criteria will be uploaded to the host system on hold. These orders will be reported on the EDI Order Release Report as on hold. The orders are then managed asany other order on hold due to credit.

HOLD CODES MAINTENANCE

HOLD CODE: IT 1. DESCRIPTION ............ IN TOUCH OVER CREDIT2. PRINT RESTRICTIONS...... 1 1 = Do not Print Order or Invoice

2 = Print Order but not Invoice 3. INVENTORY COMMIT STATUS...Y Y=Commit N=Do not Commit 4. PASSWORD TO RELEASE....Y Y=Password Required to Release Hold 5. P/O REQUIRED HOLD ...... N Y=Require P/O Number upon Release of Hold

6. CREDIT AUTH. HOLD ......Y Y=Release Constitutes Credit Authorization 7. FREIGHT REQUIRED HOLD..N Y=Require Freight Entry upon Release of Hold

Decision Needed:Who will be reviewing the On Hold Order Listing O1(OHL) for these and when?

IT User Setup


The following flags must be set before downloading to the laptops.

Program: ZSU TURNS SYSTEM SETUP

In Touch

# CONTROL INFORMATION STATUS CURRENT 1. MAIN WAREHOUSE FOR ITEM LIST .............. 10

The main warehouse that will be used to generate the item list for all salesreps. This warehouse will be used when generating both the inventory file and the generic price file. It will apply to all salesreps. An additional warehouse may bespecified for each salesrep via In Touch Security Maintenance OIT(OITZUM).

2. HOLD CODE TO USE FOR OVER CREDIT ORDERS ... IT

The hold code to use on orders generated via In Touch for customers that are over the credit limit. Enter a valid hold code or leave blank to bypass automatichold of orders exceeding the credit limit. If blank, the EDI Order Release Report,generated as a part of the upload, will print a warning when credit authorization isrequired.

IT User Setup


The main Turns In Touch menu can be accessed from any menu by enteringOIT. You can also place this on a designated menu, if desired, via Menu Maintenance ZMEN(ZMM).

The security maintenance program is accessed via the OIT menu, although it does not display. At the prompt line, enter OITZUM and your company’s System Control password.

OIT MENU ABC Company Revision: 3000

*** In Touch ***

OITD In Touch Data Download

OITR In Touch Login Sales Rep Entry PEROPQ Persistent Pricing Inquiry

Enter Selection, (RTN) for 'Z' menu, (#) to change printers, or (E)nd OITZUM

IT User Setup


This program is used to set up user logins and control access to the data down-loaded to their laptops. It also specifies which In Touch features the user can access.

NOTE: "Login" and "Password" are referring to entries made on the laptop to access In Touch. They do not have to be valid users on the Unix system.

LOGIN This is the login for the rep to use on the laptop.

1. DESCRIPTIONThis is the full description of the login’s name for your reference.

2. PASSWORD This is the password for the rep to use on the laptop.

3.OLD PASSWORDIf the "password" field is ever changed, the "OLD PASSWORD" field can be used to store the previous password. This allows In Touch to accept both passwords.

4. KILL FLAG Leave this blank for all users when first set up. If activated, this feature will automatically erase the laptop database when the user dials in for their download. It may be used when a salesrep resigns or is terminated. To activate a kill, enter A1" in this field, otherwise leave this field blank.

5. KILL CONFIRMATION You cannot leave this blank. Type "N" unless the In Touch user needs to have In Touch killed. A response of “Y” is needed only when the program is being killed for a specific user. You cannot kill In Touch without this field set to “Y”. By setting this field to “N”, it will take two steps to kill a rep, the first step being to set field #4 “KILL FLAG” also. By having two steps, this ensures that In Touch is not accidentally killed from a laptop.

6. ALLOW N-O-F ITEMS “Y” will allow not-on-file(NOF) items to be entered by the user on an order. The following prompt (#7) determines whether the order will be allowed to process or if it will appear on an exception report. “N” will not allow NOF items to be entered on an IT order at all.

7. ORDER OR EXCEPTION If the above option (#6) is set to “Y”, this designates whether not-on-file(NOF) items added to an order via In Touch will remain on the (O)rder or reported as (E)xceptions via the release report.

IT User Setup


8. ALLOW PRICE OVERRIDES Enter “Y” to allow the user to change the price on the order line. If prices are changed, the lines then become fixed with that price and are not repriced automatically by Turns when downloaded. All other non-fixed prices are repriced automatically with the most current price when downloaded to Turns.

9. DISPLAY COSTS Enter “Y” to allow cost and margin and margin to display. If set to “Y”, cost/margin will not display (are hidden) until activated by the user.

10. ORDER/PRICING COST This designates whether (O)rder or (P)ricing cost will be displayed in order entry.

11. MINIMUM MARGIN When an order line has a margin below this percent, the user is warned.

12. DAYS UNTIL STALE This is the number of days without a download from the host system that constitutes stale (invalid) information. After this number of days, the system will warn the user when they log into the laptop that a download must be done.

13 . DAYS UNTIL EXPIRED After this number of days without a download, the user will be forced to download from the host in order to log into In Touch.

14. BELOW MARGIN ORDERS “Y” allows entry and upload of order lines which do not meet the minimum margin percent established in the previous prompt (#11). “N” will not allow entry of a line below the minimum margin.

15. INQUIRY ONLY “Y” prohibits entry of orders or quotes. The user has access to the inquiry screens only i.e. all reports, A/R Inquiry, Item Inquiry, etc.

16. QUOTES ONLY If “Y”, the user can only enter and/or save quotes on the laptop for reference or to be printed. “Y” prohibits the user from selecting the In Touch "Order" option. Note: quotes never upload to Turns regardless of how this prompt is answered.

17. AUX WAREHOUSE An auxiliary warehouse can be set up if a user needs access to a second warehouse. If a warehouse number is entered here, the user will receive data for both this warehouse and the main In Touch warehouse in System Setup(ZSU).

IT User Setup


18. FORCE OITD to send ALL prices? All prices sent last 08/11/05 Price Updates sent last 10/24/05

FORCE FULL PRICING? (Y)es - Next time OITD is run a full price file will be generated(N)o - Only changes since the time OITD was run will be generated(A)lways - Always do a full pricing generation.

Forcing OITD to send all prices shouldn't be required often since pricet.zip will keep updating with new pricing, but can be helpful if you don't see all of yourpricing. It can also be used if a laptop crashed and data was lost and/or In Touch needed to be reinstalled on a laptop.

This field should be set to “Y” when setting up a new sales representative.This will ensure that the new user will receive the entire price file when they first download. After the initial download completes, this flag will automatically change to “N”. Once this flag is set to “N”, reps will only receive updates made to the price files. This method keeps their dial-in times as short as possible.

For example, if you have re-loaded the entire In Touch application on your laptop but haven't received a full price file since then, you will only receive the changed/new prices (the pricet file) and it may appear that you have no pricing. It will increase the data-exchange time when you "dial in" to retrieve the full price file, but it will ensure the laptop has all possible prices for you.

CAUTION: If this field is set to (A)lways, when the rep downloads, a new price file generation will begin. This is not necessary as the reps receive a full price fileduring the initial download and receive updates to price files during consecutive downloads. If set to (A)lways, this can cause the download process to take much more time.

If the Price Discount Hierarchy D2(PDHM) is changed, this will trigger a full price file build. Turns will also automatically change all logins from “N” to “Y” so they pick up the new price file. The Price Discount Hierarchy should be password protected to avoid unnecessary price file builds. It is fine to view the Price Discount Hierarchy. Only changes to the hierarchy will trigger a full price file builds.

Creating Customer plus “#” (all items) price records will also cause a full price file build. Take consideration when creating these price records.

IT User Setup


There are options at the bottom of the OITZUM screen:

LINE(#)Enter a line number to edit that one line.

(U)PDATEEnter “U” to edit all lines, starting at line #1.

(DUP)Create a new record by duplicating the current record and changing any desired fields. This is a great way to add new logins!

(N)EXTThis brings up the next existing record (login) in the file.

(DELETE)This deletes the login from this file.

(C)OMMENTSThis allows you to type special comments regarding this login as reference

i.e. why the login is set up a certain way.

(RTN) Pressing <RTN> will exit you from this program.

Note: The first time a download is done on the laptop, that login will be designated as the “owner” of that laptop and In Touch database. If another user should need to use that laptop (i.e. a salesrep leaves the company) then In Touch will need to be reinstalled on the laptop.

In Touch Login Sales Rep EntryOIT(OITR)


In Touch Login Sales Rep Entry OIT(OITR) is used to link each In Touch login (set up in OITZUM) with their correct customers, to control what data gets sent to their In Touch computer. The easiest way to do this is to link the In Touch login to a certain salesrep ID, or multiple ID's if applicable. Then when the next full In Touch Data Download (OITD) is run, all of the In Touch logins set up in OITR will receive information about each of their customers. It will do this by checking the OITR file against the salesrep ID that is loaded in Customer Maintenance (CM).

To add a salesrep ID in OITR, select the In Touch login, then enter the salesrep ID or select it from the comma search option.

In Touch Login Sales Rep EntryOIT(OITR)


To see what salesreps are currently assigned to this login, use the (L)IST option.

In OITR, you can also add particular customers if needed. This would only be done if an In Touch login needs to obtain data about a customer when their salesrep ID is not loaded in Customer Maintenance (CM). An example might be if all salesreps can sell to Acme Company, but in CM, only the salesrep manager's ID is loaded there.

To add a particular customer to this login or see what particular customers are currently assigned, select the (C)USTOMERS option. From there you will see the following prompt:

You can type in the customer number or select it via Next or a comma search. To see what customers are assigned, use the (L)IST option. Use the (R)EPS option to toggle back to the salesrep-entry screen or select (RTN)/[Enter] to return back to the In Touch login-selection screen.

IT Data Download (OITD)


The In Touch Cust/Price/Item Download (OITD) is used to generate the daily or weekly data files for each salesrep.

(W)eekly includes:

$ All initialized customers for the login (customer inquiry files)$ All items from the In Touch warehouse(s) (item inquiry files) $ Backorder inquiry file $ Item availability $ A/R inquiry file $ Sales history inquiry file $ P/O inquiry file $ OITZUM Security File $ Newest prices (both customer specific and generic)

(D)aily does all the above EXCEPT new prices.

OITD may be added to the end of the daily jobstream process ZO(JSP). It is suggested that the users are asked to dial in after the daily jobstream is completed. This will ensure they have the most current item availability, A/R history, and order history.

IN TOUCH CUST/PRICE/ITEM DOWNLOAD

ENTER LOGIN, ALL OR (RTN) TO END bobDOWNLOAD TYPE? (W/D) W(W)eekly = A full set of files will be generated for each login(D)aily = Only specified files will be generated for each login

INCLUDE CUSTOMER COMMENTS? (Y/N) Y INCLUDE CREDIT COMMENTS? (Y/N) Y

ENTER CREDIT COMMENT TYPE OR (ALL) ALL CREDIT COMMENT DATE RANGE: STARTING ENDING

ARE THE ABOVE CHOICES CORRECT? (Y/N/E) Y

A full Weekly OITD download must be run after OITR maintenance is complete, so the salesreps will get pricing for all of their assigned customers when theycomplete their next data exchange with the host system.

Persistent Pricing to the Laptops


Persistent Pricing is licensed so that all current pricing for all items will be downloaded i.e. an OPQ price for that customer#,/item#/whs#. If maintained properly and kept current, pricing in In Touch will match pricing in Turns. Pricing for the sales reps can be checked using the Persistent Pricing Inquiry OIT(PEROPQ).

How does Persistent Pricing get to In Touch Laptops?

When OITD is run, OITD puts files in each salesrep’s /oit directory. (Note: When OIT is run as (D)aily, it creates all files except pricing. When OIT is run as (W)eekly, it creates all files including pricing.)

When the laptop dials in and does a data exchange, the files created by OITD (W)eekly move to their laptops (in the /oit/yourlogin/done directory)

Note: In these examples “yourlogin” represents the In Touch user’s login. Each In Touch user has their own directory. Substitute your user’s login for “yourlogin.”

Here is an example of the /oit directory after OITD has been run but the data exchange hasn’t been done yet:

[/turns/xyzcompany/oit/yourlogin]:$ ls aux1item.zip fullcust.txt i2i.zip ordhist.zip sales.zip backord.zip fullitem.txt mainitem.zip ordstat.txt secure.zip cust.zip gprice.zip openar.zip pricet.zip svia.zip done histhead.zip opo.zip ptype.zip temp

NOTE:price.zip = the last full price file that was generatedpricet.zip = new price changes/transactions since the last time the rep did a download.

You could have both of these residing in /oit/yourlogin if you haven't picked up the last full price build yet, and if there have been additional price changes since that last build. When that happens, OITD Weekly will create both a price.zip and a pricet.zip file.

Here is an example of the /oit/yourlogin/done directory after retrieval:

[/turns/xyzcompany/oit/yourlogin/done]:$ ls aux1item.zip fullcust.txt onhold.txt ordstat.txt ptype.zip backord.zip fullitem.txt openar.zip price.zip sales.zip cust.zip histhead.zip ordhist.zip pricet.zip

Since /oit/yourlogin will now be empty, in order for the rep to receive new information again, another OITD must be run. The /oit/yourlogin directory would then be repopulated with files similar to above.

Persistent Pricing to the Laptops


A price check "watchdog" program checks every few minutes for any price changes. If any are detected, they will be temporarily recorded and then picked up when the next OITD Weekly is run.

At midnight each night, the watchdog program may detect new pricing if it finds date-sensitive prices, either newly effective or now expired. If any are detected, it will record these transactions and they will be picked up by the next OITD Weekly.

Laptop Preparation


� A standard window printer needs to be set up for each laptop via the Add a Printer icon in Windows. The In Touch installation will error unless a printer exists.

� Load the In Touch programs onto each laptop with the CD-ROM or diskettes provided.

� Disable any screen savers for class purposes. They interfere with class instruction by activating during a demonstration. They can also interfere with the download process. The use of screen savers should also be discussed with the users during their portion of the training.

� Configure the modems to dial into the modem line(s) dedicated to In Touch, including any dial back passwords that need setup. Changing this configuration should be reviewed with the users during their portion of the training (if applicable).

Click the Communications button.

Then click either “Full” or “Upload Only” to proceed to the setup screen.

Laptop Preparation


Click “Dial up Connection”, then click the “Configure” button.

Note: if a user needs to set up a direct connection i.e. for using the laptop in the office and downloading directly, click the Direct Connection button to configure that.

Laptop Preparation


The Dialup Properties window will then appear. Make sure the modem configuration is accurate. Click “Configure Modem” to make needed edits, such as connection speed.

Click the Location Properties button to add the host system as a dial-up location.

Laptop Preparation


Click the New button to create a location. Click the Apply button and the OK button when finished.

Click the Area Codes Rules button to set up area code information.

Laptop Preparation


Use this window to set up 10 digit dialing (if applicable). There are also two sections to this window: the user=s area code and outside area codes.

For the user=s area code, if any prefix needs a A1" before the number, add the prefix here. For example, if (303) 505.1212 needs a 1 first because it starts with 505, you=d add 505 here.

All outside area codes will automatically dial a 1 before the phone number. If that should not happen, such as for multiple local area codes, add the area code in the “other area codes” section.

Click New to add an area code

Laptop Preparation


Lastly, it is very important to add the phone number which should be dialed to reach the host modem. Also add the modem password and modem dial back (DB) command if applicable.

This is what will be dialed. Verify it’s correct.

Laptop Preparation


� Designate the main settings for each laptop. Click the Settings button on the main In Touch menu.

If Classic Style is selected, all buttons will display on every screen and will appear raised if they are available for use. If Classic Style is not selected, only the available buttons will appear on each screen, instead of all of them.

If the Generic Price Warning is selected here, the warning will appear in order entry and when doing a price inquiry.

Select whether the orders should print prices on them, not print prices, or askafter each order so the user can decide at that time.

After Downloads EDI Setup


Do you plan on accepting orders from the laptops? YES / NO

If Yes, to upload orders from In Touch laptops, the required EDI interface must be activated and properly set up to receive EDI orders via In Touch. Please verify with your Turns In Touch implementer that this has been completed.

The following Order Entry System Setup ZC(ZSU) flag applies to In Touch sales orders accepted from the laptops:

The first part of the question refers to non-EDI and non-TURNS In Touch orders. These are orders that are manually entered into TURNS and also orders that are generated via Remote Order Entry. The second part of the question refers to EDI and TURNS In Touch orders. It controls whether or not those orders are split by warehouse zone into separate sales orders.

Program : ZSU TURNS SYSTEM SETUP ORDER ENTRY Information

# CONTROL INFORMATION STATUS CURRENT100. SPLIT ORDERS BASED ON WAREHOUSE ZONES .... P SPLIT EDI 850'S? N

(?) for more.(Y) Split two-step sales orders into separate orders based on warehouse location zones [OPUZ]. Bill Header Item locations, NOT component locations, will be used when deciding which warehouse zone Bill Items

are in. Not on File and Dropship Items will be placed on a separate order [zone = "NOF/DSHIP"].(P) Prompt the user whether the order should be split into multiple orders(N) Do not split sales order into multiple sales orders

NOTE: EDI transaction sets that are generated from the original order [Invoices, Confirmations, Acknowledgments, etc], will have multiple copies [one copy for each TURNS sales order] sent to the Trading Partner, although they originated from a single EDI transaction from the Trading Partner.

(Y) Split EDI Orders into multiple orders based on the first warehouse that an item is in [if it is not in the Customer/Ship-To;s default warehouse] and it's location zone within the warehouse(N) Do not split EDI Order in multiple sales orders

Program : ZSU TURNS SYSTEM SETUP ORDER ENTRY Information

# CONTROL INFORMATION STATUS CURRENT100. SPLIT ORDERS BASED ON WAREHOUSE ZONES .... P SPLIT EDI 850'S? N

(?) for more.(Y) Split two-step sales orders into separate orders based on warehouse location zones [OPUZ]. Bill Header Item locations, NOT component locations, will be used when deciding which warehouse zone Bill Items are in. Not on File and Dropship Items will be placed on a separate order [zone = "NOF/DSHIP"].(P) Prompt the user whether the order should be split into multiple orders(N) Do not split sales order into multiple sales orders

NOTE: EDI transaction sets that are generated from the original order [Invoices, Confirmations, Acknowledgments, etc], will have multiple copies [one copy for each TURNS sales order] sent to the Trading Partner, although they originated from a single EDI transaction from the Trading Partner.

(Y) Split EDI Orders into multiple orders based on the first warehouse that an item is in [if it is not in the Customer/Ship-To’s default warehouse] and it's location zone within the warehouse(N) Do not split EDI Order in multiple sales orders



Once EDI has been activated and the initial setup done by Turns, there is additional EDI setup for the IT administrator to do. You must next set up Forms Setup for EDI Orders EDIM(EDIOZM).

Program: EDIOZM SET-UP FOR EDI ORDERS

1. PRINTER FOR EDI RELEASE REPORT .......... 2 Set up a report printer. The EDI release report will print after orders areuploaded to the host and released via EDIOQ.

2. PRINTER FOR EDI ORDERS .................. 766Set up an order printer. The orders that will appear the same as a regularTurns order. However, the “entered by” will be “it”.

3. PRINT ORDERS AUTOMATICALLY? (Y/N) ....... YY = orders will print after uploaded to the host and released via EDIOQ.

They will print to the printer# designated above in field #2.N = orders will not print automatically after uploaded to the host and released via EDIOQ. They must be printed manually via Order Printing OO(OP).

4. EDI FORMAT CODE ......................... Z Not applicable, set this to “Z”.

5. PRINTER FOR EDI AUDIT LISTINGS .......... 2Not applicable, set this the same as the EDI release report printer.

6. UPDATE LABEL BILLING DATA FOR ITEMS?..... NNot applicable, set this to N.

ENTER: LINE #, (U)PDATE OR (RTN):



Then set up the EDI queue for processing via Queue Auto EDI Data for Orders EDI(EDIOQ).

Program: EDIOQ ABC CO.QUEUE AUTO EDI DATA FOR ORDERS

NO EDI DATA IS CURRENTLY BEING CONVERTED INTO ORDERS

QUEUE OF EDI DATA TO BE CONVERTED INTO ORDERS IS EMPTY

1. PROCESS QUEUED EDI DATA? (Y/N)? N

Y)es, (N)o, (P)rocess current queue immediately

Y = As orders enter the queue, they will be processed immediately.N = All orders will wait in the queue until released (by going into EDIOQ and

changing this to Y or P).P = If the queue was set to N, changing to P will cause the queued orders to

release, but immediately go back to N once released. It allows control of when orders get released.

To receive the orders from In Touch laptops, a terminal at the host site must be logged in as "edi" on one window.

login: edi password: edi

This will keep the "edi" login going all day automatically running EDIOQ (it starts this automatically when "edi" is logged in). It can only be terminated from this terminal by using the command, <Ctrl> W Q. This will kill the window. It is recommended to log into any terminal except the main console, and to use a terminal which can be left logged on all day, every day.

After Downloads EDI Order Release Report


The release report will print a summary of orders that were released. All orders brought into Turns will have “entered by” populated as user “IT”.

Note: statistics can be easily kept in Turns for each “entered by”. This may be a great way to report the profitability of In Touch!

Example of a normal order on the release report:

ABC Company E D I O R D E R R E L E A S E R E P O R T

DATE 06/27/00 JUNE 27,2000 PAGE 1

BILL-TO NAME CUSTOMER NAME SHIP-TO ---------------------------------------------------------------------------------------------------------------------P/O # ORDER # DATE EDI P/O FILE ISA SENDER ID =================================================================== AZAUM AZAUM M.A. AZAM, M.D. GLORIA 217829-00 06/27/00 POFILE148 AZAUM

Example of how the (A)ctivity appears in Order Inquiry (OI) in Turns:

START END HO CNCLORDER # DATE TIME TIME USER ACTIVITY PROG CD TYPE217829-00 06/27/00 08:49:25 08:49:25 edi Entered EDI-it 217829-00 06/27/00 08:49:26 edi Printed OP



Any orders with something unusual such as a fixed price or a not-on-file item, will show up with a warning and automatically print all comments from that order onto the release report. If an order doesn’t have a warning, no comments will print on the release report.

Warnings: (prints on release report but allows orders into Turns)

"Customer P/O#: " If the customer number = PROSPECT and the PO# field is blank(for normal customer numbers, a PO# is mandatory in IT order entry)

"DUPLICATE P/O NUMBER, 999999-99(the order#) ORDER"

If the same PO# is used twice on the same laptop before downloading to Turns

"SHIP-TO ID NOT FOUND:"If the ship-to number does not exist in Turns

"NOT ON FILE ITEM: " If a not-on-file item is used on an order and the user is not allowed to order NOF items (per OITZUM settings)

"PRICE FIXED AT " If the price was fixed on the In Touch order

"COST SET TO " If the cost was fixed on the In Touch order (applicable for NOF items only)

AORDER PUT ON HOLD USING CODE: xx "This will be used when an order is put on hold for credit reasons. It will use the code set up in System Setup ZC(ZSU).

"LARGE ORDER QTY: " If the line order quantity is over 1000



Fatal Warnings: (prints on release report and does not allow orders into Turns)

"CUSTOMER NOT FOUND" If the customer is not found in Customer Maintenance D(CM) in Turns

"RESTRICTED ITEM" If an item is restricted in Inventory Maintenance D(IMM) in Turns

"DISCONTINUED ITEM" If an item is discontinued in Inventory Maintenance D(IMM) in Turns

"BILL HEADER ITEM NOT ALLOWED"If a bill header is entered as a line item

"WAREHOUSE BLANK FOR THIS CUSTOMER/SHIP" If a warehouse isn't on the order

"QTY ORDERED EXCEEDS LINE POINT"If the quantity on the line exceeds the line point amount in Inventory Maintenance D(IMM) in Turns

The following prints at the end of each release report explaining which warnings were fatal and whether the line or entire order received the fatal warning:

"**" preceding a message in the above report indicates the ERROR WAS FATAL FOR THE PURCHASE ORDER (The order will not be created)

"*" preceding a message in the above report indicates the ERROR WAS FATAL FOR THE P/O LINE ITEM (The line item will not be created)



Example of an order put on hold due to credit reasons:

100 XYZ COMPANY 005017-00 05/14/99

ORDER PUT ON HOLD USING CODE: IT P/O LINE 1 ORDER LINE 001 ITEM: 0059114398 PRICE FIXED AT 125.000

Example of not-on-file items (items not set up in the main or auxiliary warehouses) and comments that only print on the release report (‘R’ comments entered in the In Touch order). In this example, the user was not allowed to enter NOF items, therefore the warning is fatal:

100 XYZ COMPANY 00501800 05/14/99

Please set up this item for this warehouse. P/O LINE 2 ORDER LINE 002 ITEM: Goober2 5 ORDERED BUT 0 AVAILABLE. 5 BACKORDERED. COST SET TO 9.900 NOT ON FILE ITEM PRICE FIXED AT 22.000 * P/O LINE 3 ORDER LINE 003 ITEM: 0337-999 ITEM NOT FOUND IN WAREHOUSE 10 ORDERED 2 BTL 0.670



Example of an order for a new customer (‘prospect’) that is not in Turns yet (due to the missing customer record), but appears on the release report for research and entry:

PROSPECT PROSPECT 1234 NEWORDER 05/14/99

***** THIS IS A NEW CUSTOMER ***** Customer Name: Joe's Overnight Supply Attention: Jack Storm Address line 1: 23 Nightingale Lane Order Header Address line 2: City: Denver State: CO Zip: 82222 Customer P/O#: 1234 Item Number: 3460-4634 Item Description: JJ SHEER STRIPS 3/4" 100'S Quantity: 2 Order Unit: BX Price: 12 Fixed Price Flag: F Item Number: 4015-RO Item Description: SPINDLE - 38" OAK Line Items

Quantity: 10 Order Unit: EA Price: 30 Fixed Price Flag: Item Number: 6359-3212 Item Description: TP TABLE PAPER 21" SMOOTH 12'S Quantity: 12 Order Unit: CS Price: 22 Fixed Price Flag: F Date Wanted: 5/20/99 Ship VIA: Truck Order Header This could be a BIG account!!! Check references with Quazi Intercontinental.

After Downloads Messages to the Host


Users may send messages to the host by selecting the notepad button:

The messages must then be retrieved daily and processed. They can be found in the Turns Minispooler. The IT username will appear in the name of the print file.

Example:

Turns Mini Spooler Admin Auto Purge (admin)

SEQ# Print File User Bytes <Date>[TOP]------------------------------------------------------------------------------------------------------ 1 ITGARY_10314 ituser 240 Jun 23 15:37 2 ITGARY_10308 ituser 240 Jun 23 15:31 3 ITGARY_25576 ituser 975 Jun 01 21:23 4 ITANDY_35352 ituser 239 Jun 01 15:37 5 ITMELL_24058 ituser 290 May 30 21:30 6 ITGARY_19296 ituser 244 May 30 20:24 7 ITGARY_19294 ituser 244 May 30 20:14 8 ITGARY_19292 ituser 244 May 30 20:11 [BOTTOM]------------------------------------------------------------------------------------------------(P)RINT S(O)RT (S)EARCH (F)ILTER (U)SER (G)REP (R)EFRESH OPT(I)ONS (E)XIT

Note: you can use (F)ILTER to quickly find the files that begin with ‘IT’,Or (U)SER to quickly find files for a specific login.

After Downloads Messages to the Host


Example of the printed messages:

C-----------------------------------------------------------Screen = Order Detail Procedure = Line # = 0 Timestamp = 6/1/00 8:57:00 PM Resources = Memory = Description = System = In Touch Version = 3.4.6 User = BOB Notes = PLEASE RUSH THIS ORDER. THEY NEED THE IV FLUIDS.

C-----------------------------------------------------------Screen = Order Detail Procedure = Line # = 0 Timestamp = 6/1/00 9:12:02 PM Resources = Memory = Description = System = In Touch Version = 3.4.6User = GARY Notes = KATHY - 4 FOLEYS MISSING FROM INVOICE 216580-00 SO AM SHIPPING N/C, ALSO THE PURELL I THINK WE CAN GET FROM WAXIE. THE REAL ONE THEY WANT IS THE LUBRICARE HAND SANITIZER 32 OZ IF AVAILABLE. THX G :)

Sending Turns Reports to In Touch Laptops


The In Touch administrator can download reports from Turns onto theusers' laptops. These can be standard Turns reports, Turns listings,or even IQ reports: anything that can be printed to a designated Turnsprinter number.

The basic steps are:

1) Create a list(s) of user(s) who should receive downloaded reports.If you create one list that contains all users, that means they will allget the same downloaded reports. If you'd rather send unique information toeach user, then you will need to create several lists: one for each userwith just their one name alone on it.(more information is below on how to set up the lists)

2) Print the report to a designated printer number.(one for each list, more information on that below)

3) When the user dials in to download to their laptop, they'll receiveeverything that was printed to that designated printer number since thelast download. It clears after every download but will remain on the user'slaptop until the user decides to remove it.(see the IT user manual for more information on how a user can access thedownloaded reports).

To set up the list

Create a text file in /turns/companyname/oit/reps_xxxxx.lstExample: /turns/acme/oit/reps_bob.lst

Hint: you can create this using the vi editor, or the Unix editor you prefer.The file should contain the list of In Touch logins the report is to be delivered to.

Example: bob

or: bob chris mikeb jesse

Reminder: These must exactly match the logins set up in OITZUM.

Sending Turns Reports to In Touch Laptops


To set up the designated printer

In System Setup ZC(ZSU), set up a printer for each list.

Example:

PRINTER NUMBER 888

1.DESCRIPTION In Touch Reports for Bob 2.TYPE Spool 3.DEVICE /dev/null 4.NAME I.xxxxx

xxxxx refers to the text file created in /turns/companyname/oit/reps_xxxxx.lst

Example:

4. NAME: I.bob

which will download to all the users listed in file: /turns/acme/oit/reps_bob.lst

Sending Turns Reports to In-Touch Laptops

Issues to consider when sending Turns reports to In Touch laptops:

1. Discussions about which reports would be beneficial to export to the sales force should take place during the In Touch training. At this time In Touch users along with the In Touch administrator can discuss the appropriateness of the text to be sent and the likelihood of whether or not the sales force would actually use the data.

2. Consider the amount of data in the reports being exported. Does the sales force really need the last full year of data on the laptop? Will they ever look at this information? Usually recent sales are looked at more often.

3. Consider that exporting large files will increase the download time to the laptops. A good rule of thumb is to print. the report from Turns before attempting to export. If this report is over 20 pages, it might cause the download time to increase to an undesirable amount of time. This can be deemed unnecessary when the sales force may not even view this report and all of the pages they receive.

Researching Issues


Persistent Pricing Inquiry OIT(PEROPQ)

Persistent Pricing is used with the In Touch and Web Interface modules.It can be used to find out when persistent pricing was generated for a login, customer, and item combination.

For In Touch, Persistent Pricing Inquiry (PEROPQ) can be used to research issues where it appears pricing is incorrect. This could be caused by a customer not set in Customer Maintenance (CM) as an "I"n Touch Persistent Pricing customer. It could also be caused by the laptop not having the most downloaded information. You can use PEROPQ to see if the customer/item combination is set up for persistent pricing and when prices were last downloaded.

When going into PEROPQ, you are prompted for the In Touch login.If not sure which login to enter, a comma search is available.

After entering or selecting a login, the last full download will display, which is the last time the rep received all prices. Next to that, the last transaction date will display, which is the last time the rep received price changes.

Example:annew Anne Walter Last Full Download 08/20/04 Last Transaction 08/20/04

CUSTOMER #,(,)SEARCH OR (RTN)

8 users set up out of 10 licensed LN LOGIN 1 melissa2 pass 3 annew 4 angie5 donald6 roger7 mike8 pat

(R)eenter | (E)nd

ENTER LOGIN (,)SEARCH OR (RTN) ,

Researching Issues


You are then prompted for a customer number. A comma search is available.

If you select a customer that is not set up for persistent pricing, the following will display.

Customer 6041234 BOULDER CTY EMERGENCY CTR Type MED Level Persist N*NOT SET UP FOR PERSISTENT PRICING CM Type N Never downloaded this combination

If you select a persistent pricing customer, "LAST FULL" displays, which is the last time full pricing was sent to that rep's laptop. The date that displays next to "Trans" indicates the last time that price changes were sent to this login's laptop for this particular customer number. "Type" and "Level" are the customer type and price level from Customer Maintenance.

Customer 107 MILLER CARE CENTER Type A Level 1 Persist ICustomer set as Type I (in CM) INTOUCH Only LAST FULL 10/04/04 Trans 10/04/04 SECONDS 47303

Enter item number, (,)search, (E)nd, or (RTN)

Item number is then prompted and a comma search is available. In the example below, there was no customer specific pricing found for this customer and item. The price that will be used displays.

Item: 943597 10cc Syringe NO customer specific Persistent price

Price found ^ 1 943597 1 Generated 02/27/04 Seconds 76963Price Cost 110.841 Order Cost 84.000 1 Price .... 216.910 Quantity.. 0.000

In the example below, a customer specific price was found.

Item: 723-305155 NEEDLE HYPO 22GX1IN REGULARPrice found 28730723-305155 01

Generated 11/08/03 Seconds 39701Price Cost 38.980 Order Cost 38.980 1 Price .... 65.400 Quantity.. 0.000

It will list additional prices if prices are set for quantity breaks. It does not display extension breaks.

If the prices in PEROPQ do not match those in OPQ, contact Turns Support.

Researching Issues


Full Price Builds

If any major pricing change happens, a full price build will be kicked off by the watchdog program. Currently, the only two things that would cause this to happen are a change to PDHM or turning on/off the Persistent Pricing flag in System Setup (ZSU). A full price build usually doesn't happen very often and can take hours to run (in some cases, days). It is important that OITD Weekly is not run during this time and that salesreps do not dial in to retrieve prices, since the pricing will not be accurate while it is building.

If your price builds take a very long time to run, it may be recommended to run OITD for a (D)aily download each day and just pick up new pricing when you are sure a price build is not in progress.

How to Tell when a Price File Build was Done

In the persistent log file, look for "SEL$=F". "SEL=A" would find only transaction builds.( F= FULL, A = ADDITIONS)

The log files are in: /turns/(company)/ddslog/PERSIS.LOG.yymm

For example, in XYZ Co.'s log file /turns/xyzco/ddslog/PERSIS.LOG.0409 you see this:

----------------------------------------------- 09/20/04 17:56:28PERSIS - Log File ./ddslog/PERSIS.LOG.0409 09/20/04 17:56:28 -------------------- 09/20/04 17:56:28 SEL$=F 09/20/04 17:56:28

This indicates when the build started. You can approximate how long it ran by checking the date/time stamp of the next entry in the log file.

A word of warning - some of the log files are compressed and will need to be uncompressed to view them. Also, if the full pricing build took place a long time ago, the log files may have been erased.

Minor price changes will not kick off a full build. They will kick off an addition to the price transaction file. This information will be saved for when the next OITD Weekly is run, and will then be transferred to the rep's /oit/done directory for the laptop to pick up.

This includes changes to:• IPM• ICPM• RBM• CPCM• CM fields which affect pricing• IMM fields which affect pricing

Date post:	13-Apr-2018
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