Opici Intranet Directintranetsrvr.opici.com/documents/Reference/OID Instruction Manual.pdf · Opici...

Opici Intranet Direct Instruction Manual – Revision 6/1/13

1

Opici Intranet Direct

Instruction Manual – Table of Contents

What is Opici Intranet Direct (OID) ………………………………………………….3 Technical Architecture ………………………………………………………………..3 Company Hardware …………………………………………………………………..4 The OID Application – General ………………………………………………………4 Account Information ……………………………………………………………..4 Order History …………………………………………………………………….4 Search Capabilities (fuzzy search) ……………………………………………….4 Terminology ……………………………………………………………………...4 Security …………………………………………………………………………...4 Search Results Screen…………………………………………………………….5 Order Management – Methods of Creating and Modifying Orders…………………..5 Customer Selection………………………………………………………………..5 UserSettings…………………………………………………………………….…6 New Order…………………………………………………………………………7 Copy Previous Order………………………………………………………………8 Finish Incomplete Order…………………………………………………………...9 Deleting an Order……………………………………………………………….…9 Saving an Incomplete Order……………………………………………………….9 Order Management – Order Preparation………………………………………………10 Inventory Availability…………………………………………………………….10 Lockouts…………………………………………………………………………..10 Order Guide Maintenance………………………………………………………...10

Backorder Fulfillment ……………………………………………………………10 Custom (Real Time) Order Guide Creation ………………………………..…….11 Changing and Deleting Order Lines…………………………………………..….12 Price Calculation ..…………………………………………………………..…...12 Assortment Codes……………………………………………………………..….12 Item History……………………………………………………………………....12 By-the-Glass …………………………………………………………………..…13 Assortment Pricing……………………………………………………………….14

RIPs………………………………………………………………………………14 Deals (FL) …………………………………………………………….………….15 Offline Order System………………………………………………………………….16 Upload Orders…………………………………………….………………………20 Order Management – Finalizing Orders………………………………………………22


2

The Finalize Screen ……………………………………………………………….22 Order Type…………………………………………………………………………22 Request Lockout (Bypass)…………………………………………………………22 Scheduling an Order for Later Processing…………………………………………23 Invoice Message………………………………………………………………..….23 PO Number……………………………………………………………………..….23 Submitting an Order……………………………………………………………….23 The Approval Process……………………………………………………………..23 Order Management – Bill & Hold Pull…………………………………………………24 Initiating a Bill & Hold Pull……………………………………………………….24 Entering a Bill & Hold Pull………………………………………………………..24 Finalizing a Bill & Hold Pull………………………………………………………25 Pull History Display……………………………………………………………….26 Recent Orders Display………………………………………………………………….27 Inventory/Pricing Function……………………………………………………………..28 Product Selection…………………………………………………………………..28 Warehouse Selection……………………………………………………………....28 The Availability Grid………………………………………………………………29 Dead and Discontinued Control……………………………………………………29 Inventory Data……………………………………………………………………..29 Assortment Items…………………………………………………………………..30 Current Pricing……………………………………………………………………..30 Prior/Next Month Pricing…………………………………………………….….....30 RIPs…………………………………………………………………………….......31 Order History …………………………………………………………………………..31 Search Criteria ………………………………………………………………….....31 Ordered Items Search (across all customers) ……………………………………..32 Filtering Orders …………………………………………………………………...32 Columns on the Orders List……………………………………………………….33

Selecting and Displaying Order details …………………………………………...33 Accounts receivable ……………………………………………………………………34 Customer Selection ………………………………………………………………..34 Invoice Selection ……………………………………………………………….....34 Statement PDF …………………………………………………………………….35 Cash Journal ………………………………………………………………………36 Deliveries………………………………………………………………………………36


3

What is Opici Intranet Direct (OID)

OID is an order management system built to retrieve information from and enter orders via the Opici Intranet using a web browser. Information viewed on OID is coming directly from the live database (real time). Likewise, orders entered are live as soon as they are successfully submitted to OID.

o You should have the link to OID either as an icon or a Favorite on the machines you use frequently. However, you can get to OID from any Internet computer in the world. You don’t need to memorize the URL (web address). You can simply go to www.opici.com, then go to any Division main page and click the Employee Services button in the lower left corner. There is a link to the Employee Intranet there

o There are two Main Menu formats. The Desktop Menu, and the Compact Menu. The Compact Menu is designed for mobile devices with limited screen size. You can toggle between them at will. The system will remember your last selection for the next time you sign in.

The Technical Architecture

OID was developed using standard web programming languages and tools. It creates what is often referred to as a zero footprint model, meaning there is no programming or databases stored on your computer. It all comes from the web. The major advantage to that architecture is that you can use the system from any computer or smartphone, anywhere. This is key if your regular computer runs low on battery, or breaks, or you are outside of your provider’s service area temporarily, but still need to conduct business. Many libraries and coffee shops have Internet computers, as do many of your customers. Another major advantage is that it is real-time. When you submit an order, it will take the inventory at that moment and give you an Invoice Number. You will know the order was

Menu format

selection


4

successful, exactly what items will ship, and at what price. If the order will require approval first, you will see that on the final screen as well. Perhaps a drawback of this type of approach is that you must have some kind of Internet connection to use it. There may be times where you cannot get a signal on your data modem, and no other computer is available, or you are not connected and need to answer a quick question. There is a feature of the system that allows you to use off-line data. You can use the Offline Order System to enter orders and upload them once you again have an Internet connection. Company Hardware

You can use your own equipment if you like, and pay nothing. If you use a company computer, you will have to sign for it and be responsible for its well being. Most often you will have to pay a portion of the monthly expense of maintaining the equipment, usually around 1/3 of the actual cost, and you will also be responsible for up to $250 if there is a required repair or replacement caused by an accident or theft during the computer’s useful life. If you experience problems, you should contact IT Support by email or phone. If we cannot resolve the problem, we will need to give you a spare while your computer is repaired.

The OID Application – General

• Account Information – o If you are a salesperson, you will only be able to access customers in your sales

area. Managers have access to the entire system.

• Order History – o You will have access to between two and three years of sales history.

• Search capability – o Most OID functions allow for searching, be it customers, or products or orders.

The system uses ‘fuzzy’ searching, where you are not expected to know the exact Customer Number or Product Code, etc. Although you can certainly enter the exact number if you know it.

o As an example, if you didn’t know a Customer Number, but you knew the name was Dave’s something, and it was in Pleasantville, you might enter ‘dave pleasant’. The system will present you with a list of accounts with those two strings of characters anywhere in the Name, City-State, or County. From there you can select the customer you are looking for, or enter a different search criteria and try again. The search for Products works the same way.

• Terminology – o The terms Product and Item are used interchangeably in this document, and to

some degree within the application itself.

• Security – o The computer and the OID application have some basic security protocols. You

will need to sign on to the computer, and you will need to sign on to the Intranet. The Intranet will time out after one hour of non-use, and you will have to sign back in.


5

• Search results screens – o When you execute a Search function in Order Entry, Inventory Lookup, or Recent

Orders, you will see up to 100 items at a time starting with the first 100. There will be a page number in the top-center of the list. You can click on any of the page numbers to get additional pages of 100 lines. Customer Order Guides allow for more display options (discussed later).

o Search results screens will generally display with a full length screen. You can scroll up and down as with any browser window. Some can be collapsed to a small section of the screen. These will have a + (plus) or – (minus) on the bottom. You can click the + or - button to minimize or expand the search results screen according to your needs.

Order Management – Methods of Creating and Modifying Orders

• Customer Selection – o When you enter Order Management, the complete list of customers will appear in

alphabetical order. If you click on a Customer Name, you will see detailed information about the customer.

o You can update some of the data for the Customer directly (highlighted fields), including Phone Number, Buyer Name and Email address.

o On each line of the Customer List there will be a button to start a New Order.

This is the primary means of entering a new order and viewing a customer’s Order Guide. It is also a jump-off point to other related functions.


6

• User Settings – o There are a couple of settings you can personalize using the Settings button in the

upper right of the Order Management screen.

• You can change the number of months displayed in the default Order Guide.

• You can turn off the automatic email confirmation feature. • You can change the number of lines displayed on an Order Guide page • You can change the background color scheme between burgundy and

white You must Save the changes once you have made them.

o These settings remain until the next time you change them.


7

o

• New Order – o When you click on New Order, the main Order Entry screen will open. It will

include an Order Guide, which by default is based on the last 6 months of history unless you have changed it in Settings.

o On the bottom of the screen are boxes to enter Item Number and Quantity (up to 3) if you choose to enter items by Product Number and Quantity rather than selecting from a list.

o The case and bottle quantity fields on each row of the Order Guide are active and you can enter quantities into any of them and click the Add to Cart button, or Finalize button after entering all the order quantities. This is the quickest way to enter an order.

o

Order Guide enter multiple quantities

Up to 3 Items and Quantities at a time

Change User Settings


8

•

• Copy Previous Order – o You can begin an order by copying another order, or you can copy an order into

an Order Cart that already has some items in it. Simply click the ‘Copy Previous Order’ button to get the Order History screen. From there you can find and select the order as you would in the Order History function. Once you have found the order, click the ‘Add Order’ button, and the order will be added to the Order Cart you are working on.

•

Order Cart


9

• Finish an Incomplete Order – o When you first open Order Management, if you have any incomplete orders, the

list of Incomplete Orders will appear beneath the Customer List. You can Open any order to continue working on it except orders Pending Approval. You can Delete an order, or you can Finalize it. Included in the Incomplete Orders List are:

• Orders you entered but did not submit (Saved) • Orders that you were working on but got interrupted because the

connection dropped

• Orders uploaded from the Offline Order System • Orders scheduled for future release. You can Open these orders

and change the date if you like.

• Orders that were submitted for approval, but were not approved. This will give you the opportunity to change and re-submit the order if appropriate, or delete it.

o

• Deleting an Order o You can delete an order from the Incomplete Orders list, or from the Order Entry

screen, or from the Finalize screen just before Submitting it. You will have to confirm you want to delete the order. Once deleted, it cannot be restored.

• Saving an Incomplete Order – o If you would like to hold an order waiting for some additional information, click

the ‘Save Order’ button either in Order Entry, or on the Finalize screen. The order will remain in your Incomplete Orders list until you take some further action.


10

Order Management – Order Preparation

•

• Inventory availability –

o Next to the entry boxes for cases and bottles will be the available inventory. This full amount is available for any order. If you want to place an order for more than that amount, you can. The difference will go into backorder automatically.

• Lockouts – o If there is additional inventory on Lockout, you will see ‘+LO’ next to the

available inventory amount. If you place an order for more than the on-hand amount, the order will go into Lockout Approval Hold and a manager will have to approve or disapprove the Lockout portion. If they do not approve the Lockout portion, you will still get the on-hand amount. The remainder will be placed on backorder.

• You may opt-out of Lockout approval, and have the amount in excess of on-hand go directly into backorder. On the Finalize screen there is a column called ‘Request LO’. If you uncheck the box for an item, it will automatically make the excess a backorder without being held for approval.

• Order Guide Maintenance – o Occasionally an item will appear on an Order Guide that you do not want there,

possibly due to a previous incorrect order. You can click the Order Guide Maintenance button to remove a specific line from the selected Customer’s Order Guide.

o Deleted items will remain deleted for 13 months, or until the item is ordered again. If you want to have it re-appear on the Order Guide, you can uncheck the check box.

• Backorder Fulfillment – o For 30 days after you backorder something, the system looks for receipts for

that Product every 30 minutes. When it finds a backordered product available,

Initial Order Guide displayed

Order Guide

Maintenance


11

the system puts a highlighted message at the top of the Order Management screen reading ‘One or More Backorders are Available’

o

o The Customers that have fill-able backorders will have the New Order button highlighted the same color.

o When you click the New Order button, you will see the details of the original backorder(s), and the current availability.

o

o You can check the box for those Backorders you want to add to this order and they will automatically be added to the Order Cart. You can check the Invoice that the backorder is associated with, and it will appear in the Invoice Message field automatically. If you do not want to add the backorder to the current order, simply click OK, and the system will continue as it normally would to display the Customer’s Order Guide. You can also return to the Customer List by clicking the Back to Customer List button.

• Custom (real time) Order Guide Creation - o When the Order Entry screen is first displayed, it will bring up an Order Guide for

that Customer automatically. You can create a different Order Guide for almost any sub-set of products by simply clicking the Available for Purchase button and typing in some search criteria in the Containing… box. As an example, let’s say I


12

want to sell our new brand, Pennywise, which this customer has never purchased. I could enter ‘penny’ and click Find Items. An order guide containing the Pennywise Brand items is displayed. As with the previous order guide, all case and bottle boxes are open for quantity entry

o You can continue to create order guides for any segment of the portfolio. If you want to sell a Bordeaux, just type ‘bord’ and click Find Items to see all available Bordeaux wines, and so on. As you move from Order Guide to Order Guide, items you select will automatically be placed in the Order Cart.

o You can return to the Order Guide that originally displayed by clicking the Original Order Guide button next to the Find Items button.

o

• Changing and Deleting Order Lines -

o If you need to delete an item or change a quantity, you can do this directly in the Order Cart simply by changing the quantities and clicking the Recalculate button. If you change a quantity to zero cases and bottles, it will be removed from the Order Cart.

• Price Calculation – o In the interest of speed, orders are not recalculated as you add items, unless you

request it by clicking the Recalculate button. It will, however, automatically recalculate when you click the Finalize button.

• Assortment Codes – o There is a column on the order detail screen called Assortment. The Assortment

Number is an arbitrary code assigned to associate products that qualify for a quantity discount based on an assortment. You can use it tell which items qualify for a discount level based on the combined quantity.

• Item History – o On each row of an Order Guide and each row of an Order Cart there is an ‘H’

button. This will render a quick history of purchases of that product for that customer in a separate window.

Available to Purchase Button

Search

Criteria


13

o • By-the-Glass –

o A By-the-Glass calculator, ‘B’ is included on each Order Guide Line and each Order Cart line. Click the ‘B’ button to invoke the calculator in a separate window. The calculator is pre-set to enter a desired Price Per Serving to get the required Margin and Profit Per Bottle, but you can click on the Margin button to enter the Margin and have it calculate the Price Per Serving. Likewise with the Profit per Bottle button. You can also change the bottle price or pour size.

o


14

• Assortment Pricing o Items that are part of an Assortment (quantities combine for quantity discounts)

have an ‘A’ button on the Order Guide line. Click this button to display the items that assort together, and the discounts associated with each.

o

• RIPs o For NJ reps, you can display the RIPs available for a product by clicking the ‘R’

button on an item in the Order Guide or in the Order Cart The display will bring up a separate window showing the product RIPS available, along with a + (plus) button to show the other products on the RIP, and an additional section showing other RIPs for the Brand that do not include the selected product. There is a drop-down menu inside the RIP window to change from the current month RIPs to the

Assortment

Button


15

prior or the next month’s RIPs.

• Deals (Florida & DC) – o Order Guides for Florida and DC customers include the option to assign a Deal.

Deals may either be Discounts or Free Goods. o To see the Deals available for a product, click on the ‘D’ button. After entering a

Deal selection, click Add to Cart. Then you can proceed to the next item. o Deals are validated for meeting criteria when you click on Recalculate, or click on

Finalize. If an error occurs, the order will not Finalize. It will re-display the Order Cart noting the Deal or Deals in error with a red triangle. o When items are entered by Product Code on the bottom of the screen, Deals can

also be assigned as long as you know the ID of the Deal. The validation performed when the order is calculated is the same.


16

o

o Offline Order System

o There will be places that you are unable to get an Internet connection. You will generally know ahead of time where they are. This feature allows you to download a full Order Guide (the entire Price Book) and each of your Customer’s Order Guides in one step.

o Perhaps even more important than providing a means of ordering when you are not connected, is the ability to quickly answer a question about price, availability, RIPs or Deals, without having to wait for a connection. Having the Order Guide and/or spreadsheets at the ready will give you a means of providing a quick answer.


17

o In addition to the individual Customer Order Guides, the current A/R Balance and A/R Status is downloaded, as is the last three Order Dates and Quantities.

o For NJ reps, there is both a full RIP spreadsheet downloaded, and a button to view RIPs for an individual product.

o For FL reps, a spreadsheet of Today’s Deals is downloaded. o You should Download Order Guides in the morning before you leave. Note that

this function uses ActiveX Controls, which is an Internet Explorer function. So you can only use this on a Windows based computer.

o After e few seconds, a dialog box will appear. Click Run

o

o Depending on the security settings of your computer, you may get a Publisher Warning. If you do, click Run again

Initiate Download process

Click Run


18

o

o After the download completes, you can click on the Shortcut to Offline Order Guide on your desktop at any time to start the Offline system.

o

o Here again, your security settings may cause a question or two. If you get an information bar saying ActiveX Controls are blocked. You can click on it and select Allow Blocked Content to allow it to continue. You may even get an additional message suggesting the action can be unsafe. We have created the programs ourselves, so you can trust that they are secure.

o

o When the Offline Order Program opens you will have a drop down list from which you can select the Full order Guide (for reference only), and a list of each of your customers. Next to each customer will be their A/R Balance at the time of the download, and their A/R Status if it is a restricted Status. When you select a customer and click the Open File button, you will see the Customer’s own Order Guide followed by a Full Order Guide. The last three orders and quantities will appear to the right on each line. You can enter case and bottle quantities in either the Customer’s Order Guide, or the Full Order Guide or both.


19

o

o

o RIPs can be accessed by product by clicking the Item RIPs button. Click it again to return back to the Order Guide. A full set of RIPs can be viewed in a spreadsheet by clicking the Today’s RIPs button.

o Deals (Florida only) can be accessed in spreadsheet form by clicking the Today’s

Deals.

o When you have completed an order, press the Review button to see a consolidated version of the order.


20

o

o If you want to continue to work on the order, click Back to Order Guide. If you are done, click Save. The program will show you the name of the file you have created as confirmation, and you can go on to your next order of business.

o Uploading Orders

o In order to Upload orders saved offline, you must have an Internet connection.

You can Upload orders without being signed into OID, but Uploaded orders are entered into the Incomplete Orders List, so the final Submit action is in your hands. You will have to sign on to OID to Finalize and Submit offline orders.


21

o

o Go to the Pending Upload tab, highlight the orders that you want to Upload, enter your Userid and Password, then click the Upload button.

o

o When you sign on to OID the next time, or you refresh your Incomplete Orders List (if you are already on), the uploaded orders will be there. You can go directly to Finalize, then Submit the order.

Pending Upload Button

Enter Userid and Password


22

o

Order Management – Finalizing Orders

• The Finalize Screen – o When the order is complete, there is a final step before submitting the order. In

most cases there will be no additional input required, but there are a few special changes you can make just before submitting an order. You can Save the order, which places it in the Incomplete Orders List, or you can return to Edit mode to make additional changes before submitting the order.

• Order Type – o The Order Type is assumed to be Regular (next routing). You can change it to be

an SWD or a Bill & Hold by clicking the button next to the desired Order Type.

• Request Lockout Bypass – o If you are ordering more than is on-hand for an item that has Lockouts, and you

do not want the order to wait for approval, you can click the Req LO button to remove the check. The amount in excess will then go into backorder automatically without any approval.

• Scheduling an Order for Later Processing – o You will see a calendar on the finalization page. If you want the order delivered

the next delivery day, you don’t need to do anything. If you want the order held for later processing, click the Delivery Date you want. The order will automatically be processed one day prior to the selected Delivery Date. Note that inventory is not reserved while it is being held.


23

o

• Invoice Message – o If you would like to enter a message to appear just above the product portion of

the invoice, you can enter up to 30 characters.

• PO Number – o For those customers that require a PO Number, it can be entered on this screen

• Submitting the Order – o When you submit an order, it will either tell you the order has been submitted for

approval, or confirm it was completed by giving you the Invoice Number. Either way you will receive a confirming email (unless you have disabled email confirmations)

• The Approval Process – o The Finalization screen will indicate if the order requires approval. All Sample

orders, orders with Lockouts, and Bill & Holds for COD customers require approval. Some orders may require Credit Approval. When you submit the order, an email will be sent to the approvers to notify them the order is pending. You will see the order in your Incomplete Orders list as Pending Approval, but will not be able to modify it.

o Once the approver takes action, you will receive an email confirmation that it has been submitted, or you will receive a notice that it has been disapproved. If it is disapproved, the order will be returned to your Incomplete Orders list (except


24

Lockouts). The approver may have written a note as to the reason for the disapproval. You can either make changes and re-submit the order or delete it.

o Orders in Approval Hold because of Lockouts remain as a unit. An order is never broken up once it is entered. The approver is only approving the Lockout items. The remaining items will be submitted as ordered.

Order Management – Bill & Hold Pull

• Initiating a Bill & Hold Pull – o Bill & Hold Pulls can be initiated either from the main menu, from the B&H Pull

button in the Customer List for that Customer, or on the Order Entry screen. An Order Guide containing all of that customer’s available Bill and Holds will be displayed.

• Entering the Bill & Hold Pull – o You can enter up to the current Available Balance in the Quantity area to the left

of each line. You can enter all of the quantities desired in one step, then press the Add To Pull button to create an Order Cart of the products and quantities entered.

o Once the items are in the Cart, you can enter more items from the B&H Order Guide and add them to the Pull.

o Balances do not change as you enter the Pull. They will not change until the Pull is actually Submitted.

o If you try to add a product to a Pull that has already been entered, you will receive an error message. The line(s) in error will appear highlighted in the Pull Order Guide. You will not be able to add additional products to the Pull until you correct the highlighted entry. If you want to change the quantity on an already selected product, press the Delete button on the appropriate line to remove the product from the Pull, then re-enter the desired quantity.


25

• Finalizing a Bill & Hold Pull – o To do a final review on the selected items, click the Review Pull button on the

bottom of the Create Pull screen. You will see the actual invoices used to create the Pull. Cases are pulled on a first-in first-out basis.

o Click the Submit Pull button to create the order, or click the Back button to change the contents of the Pull. If you Submit the order, the system will display a Confirmation page with an image of the final order, and you will also receive an email copy as well.


26

• Pull History Display – o To see the history of Pulls for a specific item, click the Pull History button

near the top of the screen. You will see a drop-down list of all B&H items for the current customer. Click on a product to see the Pull History.


27

Recent Orders Display

• The initial screen will show all orders entered for your customers today (the current Invoice Date). It will show orders whether they were entered by you or by Customer Service. It will also show all types of orders including Credits, Pulls, Pickups, etc. You can click on the Invoice Number to display the detail Invoice screen for an order.

• There are buttons to select different time periods, including Yesterday, Last 7 Days and Last 14 Days. Each screen is formatted with the same information.

• You can change the sequence of the data by clicking on the column heading you want to sort on. For example, if I want to see the sequence of stops for my orders from yesterday, I would click on Yesterday to get those orders, then click on ‘Stp’ to sequence the list by Stop Number.


28

Inventory/Pricing Function

• Product Selection – o If you select Inventory/Pricing from the Main Menu, you will get a screen to enter

a search criteria. You can also get to this screen by clicking on a Product Description in an Order Guide. In this case the specific product is already known, so no searching is needed.

o The fuzzy search capability for product includes any character string in the Product Code, Description, Size, Pack, Brand or Vendor. As an example, if you are a NJ rep and want to see the Ste. Michelle 1.5 L offerings, you can type ‘mich 1.5’

o The list is displayed alphabetically, and details for the first item are displayed automatically. If there is only one item in the list, you have the information requested. If there are multiple items, you can scroll to the one you want and click the Select button to get the details for that product.

• Warehouse Selection – o When you select The Inventory/Pricing Function, the first screen will have your

home warehouse checked. For example, if your home warehouse is 1, the display will include information for both warehouse 1 and 2. If your home warehouse is 3, the information displayed will be for warehouses 3 and 8.

o You can view data for additional warehouses by simply clicking in one of the

other warehouse check-boxes then clicking ‘Get Products’. You can select all of the warehouses if you like. If you want to switch from one to the other, you must un-click the one initially selected and click the one to be viewed. Each time you make a search criteria change, you must click ‘Get Products’.

o Note that Pricing information is displayed for the selected product ONLY, and only if a single warehouse box is checked.


29

• The Availability Grid – o In between the Product Code and Product Description is a grid for assessing

availability by warehouse. For each warehouse, a single character appears � A – The product is available in this warehouse � D – The product is Discontinued in this warehouse and there is no stock

left � U – The product is Unavailable from the supplier (usually temporary) � S – The product is on Special Order Only � O – The product is out-of-stock in this warehouse � X – The product is Dead in this warehouse

• Dead and Discontinued Control - o There are two special filtering check-boxes to the right of the warehouse selection

boxes. These are to Include Dead Items and to Include Discontinued Items, respectively. The default display includes Discontinued items but excludes Dead items. You can change either of these selections by using the check-boxes. (Remember to click ‘Get Products’ to refresh the search results.)

• Inventory data –

o The inventory data is displayed as case/bottles. For example, if the amount reads

23/8, there are 23 cases and 8 bottles. o Lockout indicates whether or not there is some inventory locked out. This is in

addition to the amount on-hand shown. If you are about to place an order for the above product, you can order all 24 cases without concern. The Lockout amount is over and above the on-hand amount. The Lockout amount will not show. It only indicates that there is or isn’t additional stock. If you request more than the


30

amount on-hand, and there is some inventory on Lockout, the order will go into Approval Hold. Otherwise, the excess will automatically be entered as a backorder.

o If additional inventory is on order from the supplier, the amount on order and current estimated arrival (ETA) is included for information purposes.

o The Top Mover column indicates whether the product is currently being shipped from that warehouse. A ‘Y’ means it is. A ‘C’ means only full cases are shipped from that warehouse, and a ‘N’ means the product is shipped from the feeder warehouse.

• Assortment Items – o If the item selected is a member of an Assortment group, a drop down list of all

the items in the group is included under the inventory data.

• Discontinued /Unavailable Comments o When an item is temporarily unavailable from the supplier, or has been

discontinued, the Purchasing or Pricing Department may enter an explanatory comment that will appear on the screen just above the detail display. This is to help you understand the reason for the status.

• Current Pricing – o Pricing information will include the front line price, and will have additional rows

(up to 5) for each discount level. The Case Discount, Bottle Discount, Net Case and Net Bottle prices show along with a ‘B’ if that level is Blind’ (not in the Price Book).

• Prior / Next Month pricing –

o For planning and for informational purposes, pricing for the prior month and for the next month are available. If it is before the 15th of the month, the Previous Month pricing will be displayed. If it is the 15th of after, the Next Month pricing will be displayed. You can switch to the one that is not displayed by clicking on the button in front of that selection. Be mindful that Next Month pricing may not be reliable until the day after the filing date for that warehouse.

Discontinued Comment


31

• RIPs o For NJ items, a RIP detail display is available for the product selected and for the

brand. Each RIP for the selected product will show along with a + (Plus) button which will expand the RIP to the show the other products on the RIP. If there are other RIPS for that Brand that don’t include the selected Product, they will be listed under the title Other RIPs.

o A drop down box at the top of the list shows the RIP Month you are looking at. It will start with the current month, but you can select one month ahead or one month behind as well.

Order History

• Search Criteria (to find a customer) – o If you select Order History from the Main Menu, you can enter a search criteria.

If you select Order History from the Order Entry screen, the Customer is already known.

o You can enter the 5 digit Customer Number or the 6-digit Invoice Number if you know it, or use the search criteria to narrow down the possibilities. The fuzzy search for a customer can include any portion of the Customer Name, Trade Name, City-State or County. A list of possible customers will be displayed in a


32

drop-down list. Select the customer, or change the search criteria and try again.

• Ordered Items Search (across all customers) –

o A special search feature in Order History allows you to search for all customers who have ordered a certain product or brand. Enter a Product Code or search string in the Ordered Items box, and you will receive a list of customers ordering that item over the last 13 months. This search requires considerable server resources, and you may find it to be slow. The search below identified all customers who purchased Fulkerson products over the last 13 months.

• Filtering Orders – o After selecting a customer, you can find orders in a number of ways. The fields

are preset to display the last 3 months of orders for the selected customer. You can change the filtering in any of the following ways:

� Change the From and Thru dates to frame the time period you are looking for. Note that qualifying/adjusting orders like Pickups and Delivery Adjustments will show along with the original order even if they are outside the selected range.

� Select an Order Type (e.g. Mail Bill, Bill & Hold). Only that Order Type will be displayed.

� Select a Pickup, Exchange or B&H Pull by using the Number of the document (e.g. Pickup Number), or just use the characters PKUP to get all Pickups, EXCH to get all Exchanges, DELADJ to get all Delivery Adjustments, or PULL to get all B&H Pulls.


33

� You can enter any portion of a Message to find the orders that had a message with that character string. For instance, if you want to find the orders that requested a delivery in the rear, you might look for the string ‘rear’. All orders for that customer with the word ‘rear’ anywhere in the Message will be displayed.

� The PO# may also be a search field for customers that have them.

• Columns on the Order List – o The columns on the orders list are self-explanatory except for Alt Inv No which is

a reference field for later use. o Note that you can re-sequence the list of orders by any column by clicking on the

column heading. Clicking a second time on the same column will invert the list (ascending then descending). For example, clicking on the Pickup Date column heading will sort the list by Pickup Date low-to-high. Clicking it again will sort the list by Pickup Date high-to-low. Likewise for all columns on the list.

• Selecting and Displaying Order Details – o You can look at the details of any order by clicking on the Invoice Number. The

details will be displayed, and links to qualifying orders such as Pickups, Credits, Pulls, etc will also appear on the screen. Click on the Document Number of any qualifying order to see its details. The detail display is self-explanatory. There is a Print button to create a printable version of an order detail page.

o There are two check boxes at the top of an Invoice Display. One is to show the Commission Method, and the other is to show the Pricing Method used to price items on the order. If you show the additional information on the screen and then print it, the additional information will appear on the printout as well.


34

Accounts Receivable

• Customer Selection – o A drop down list of all customers is displayed upon entry to this function if you

selected Accounts Receivable from the Main Menu. If you clicked on Statement from the Order Entry screen, the specific Customer is already known, and is displayed

o You can select customers from the list, or you can enter search criteria as you would in Order History. The list of outstanding invoices is displayed for the selected Customer. This will include credits that have not been used to offset an invoice.

• Invoice Selection – o The list of outstanding invoices is presented in Due Date sequence. A Past Due

icon will appear next to any invoices that apply.


35

o

• Statement PDF – o You can create a formatted Statement for printing or attaching to an email by clicking

the Create PDF button. You will need to be using a computer that can display PDF documents.

o


36

• Cash Journal – o A cash journal is available by pressing the View Cash Journal button near the top

of the screen. In Cash Journal Mode, you can return to the Statement screen by pressing the button again.

o

o Deliveries

o The Company uses Mobilecast to monitor the progress of route deliveries, and get estimates of delivery times to customers. The Deliveries option on the OID menu allows a rep to display the delivery progress for the day and get ETA’s for deliveries not yet made. This can allow you to be proactive with a customer if the delivery is going to be delayed, or to answer a customer question quickly about a delivery. It also allows you to look at prior day’s delivery history if necessary.

Date post:	04-Feb-2021
Category:	Documents
Upload:	others
View:	7 times
Download:	0 times

Opici Intranet Directintranetsrvr.opici.com/documents/Reference/OID Instruction Manual.pdf · Opici...

Documents