A
Account Manager
Can be set against a company. If there is no area rep set agains a location, the sales order will pull in the account manager as the sales person to give the commission to.
Actual Cost
This is the cost price that you would pay from the vendor
Alternatives
This is a linked item of a similar specification
API
Application Program Interface is part of a system designed to allow integration between different systems.
Area Manager
This is set against each location and will pull in as the sales person
Attribute
A value assigned to describe characteristics of products
Auto Purchasing
If set, you can schedule items to auto build PO’s and send to the set vendor automatically
Available Lines
Clicking into available lines will allow you to create available items in different modules in Prima
B
Back Order
Items on backorder are items that have been ordered and are not coming in the next day, they are waiting to be received from the vendor
Back-to-Back orders
Back to back order is the facility within Prima to automatically process an order through the system as soon as it has been authorized. If Back to Back is selected, then a Purchase Order for the Sales Order will be generated and sent electronically to an EDI supplier. This is a great time-saving tool as the Requirements stage is not necessary. Most people like to check the requirememnts screen to edit lines and use Auto Purchasing (see above).
Batch Process
This will allow invoices to be sent to customers using company DEFAULT settings.
Bin Locations
A location in a warehouse to identify their location.
Business Group
Set against customers as a category. Can be filtered on Grid Managers and set in the criteria tab when running reports.
Buyers Notes
If entered on a sales order, a buyer note will show on the requirement line and will prevent the item from being autopurchased to ensure the Purchaser has a chance to see it.
C
Call Off Order
A bulk order of items to be delivered periodically – if you tick this box on a SO line (under delivery details tab), you can invoice for the full amount, then add to your next SO and press the “Call Off Available” to deliver without charging the customer again.
Call Response Service (CRS)
Service Callouts (e.g. for rental machines)
Cost Price
Cost to a dealer
County (UK term for part of a location)
State
County (US term/Tax Region)
This is labelled Tax Region in the Admin and tax reports.
D
DC
Your vendor depot/warehouse where your items are coming from.
Delivery Type
Shipping method
Depot (Working Depot/Dealer Depot)
The working depot/dealer depot is your warehouse (location) where your inventory is held. If you have more than one depot, you can switch the depot you are working in by clicking on Settings – Change Working Depot
Direct Delivery
Dropship orders
Discount Band
This allows catalog items to be grouped so that a % discount may be applied against the catalog selling price. Once the items have been grouped, the Discount Bands can be applied to specific customer accounts with their % discount value. Discount Bands may also be applied to customer accounts en masse via the Grid Manager.
Dispatch Note
Packing Slip
E
EDC/EDI
Prima’s Electronic Data Connector/Electronic data Interchange.
Engineer
Technician
Equivalent Items
The exact same item available from different vendors
F
Fortnightly
Biweekly
FTP Site
Prima sends files to and receives files from a vendor’s FTP site. It is a secure web space where files are stored. The login to the FTP site is automated and allows for consistent electronic trading. Customers can also place orders electronically into the Prima system, using FTP.
FSM
Field Service Management – consists of Service Call logs, Service Contracts, and Meter Readings
Free Units
Free/Base units, before a charge.
G
Grid Manager
GM is used for updating en masse various records in the database, e.g. applying a new PricePlan against all your customers or making products available to view online. The Grid Managers are on the left under each available module marked with a cog/wheel icon
Gross
Sales inclusive of tax
H
I
Initial Reading
Start Reading (for printers/fax machines)
Inventory Check
Vendor stock check
Inventory Take
Where you can adjust your inventory on hand
J
Journals
Journals are used for program generated messages (e.g. lines being deleted, status changed, etc) It can be used for making notes against an order
K
L
Landed Cost
Total delivered cost, total price of an item once it’s delivered to a buyer (including overheards)
Letter
Print, when used as an invoice profile
Links
The Link tab allows quick access to associated reports without having to navigate through the system from the module tabs. For example, from a Sales Order report, the invoice, PO, and Dispatch note can all be accessed via the Links tab.
M
Mailer
Price plan
Maintenance
This function will allow a user to force changes to lines/orders
Manifest
A list of deliveries in Prima that can be uploaded to the Prima POD application
Margin
Margin is sales less the cost of goods sold
Markup
Is the amount by which the cost of a product is increased to derive the selling price
Matrix Band
Pricing band (cost-plus or discount off list). If an item is not on a contract or mailer, this can capture all other items in a catalog to make sure the customer doesn’t see the catalog list price.
Matrix/Pricing bands are set up in Administration - General and then items are updated to a particular Matrix band via the Publication Grid Manager. They are then assigned to customer accounts in the Company record and via the Company Grid Manager
Movements
Module within Prima used to address the Receipt of purchase orders, Dispatch, Returns, and Manifests.
N
Nett
The sales/profit/margin value without tax
Nominals
A classification that groups together products with certain attributes and can be reported on (and directed to certain area in QuickBooks)
Non-Stock Products
Product type that will bypass purchasing and delivery and go straight to invoicing e.g. Labor
O
Order Pads
Favorite lists/Dealer list. You can create an order pad by clicking New Record – Order Pad or allow web the web (dealer lists can not be edited).
Order Acknowledgement
The Acknowledgement is for the person pacing the order to let them know that it has been received s
P
PACT
A PACT is a 3-way contract agreement between the vendor, the dealer, and the customer to fix cost prices on a range of products for a defined period.
PDC File
Prima Data Catalog files are sent periodically from Prima data Department and they contain the vendor catalogs & mailers which need to be imported into the Prima database.
PG Number
The System or PG Number is a unique number assigned to each product. If you find that a product has a negative PG Number, then it is not linked to the latest catalogs in your system.
Pick, Wrap & Label delivery (PWL)
Wrap & Pack - Purchase orders sent to your vendors with this delivery type will be received in your depot ready for you to dispatch, pre-labeled with your customer’s contact and address information.
POD App
Proof of delivery application.
Post Code
Zip Code
Pre-book
Goods that are marked as pre-book, are those purchased from a vendor with an expected Next Day delivery.
Preferred Supplier
Preferred vendor
Publications
Catalogs & price plans
POP
Purchase Order Processing
Q
R
Rebates
The Rebate Cost Prices originate from a deal you may have with a certain vendor. For example, they may offer cashback on all products over the year, you can set this against the Company Record by finding the company, then going to the Supplier tab and entering it within the Default Rebate box.
Receipts
First section in the Movements module of Prima. Used to document purchase order items as they are received and manage shortages
Revision Mode
When you put a contract into Revision Mode, Prima creates a temporary contract list that can be modified and revised if needed, without affecting the existing contract itself. When ready to confirm, you can Apply Revision, and then the contract will update with new prices. During Revision Mode a contract list may also be exported, allowing you to perform price updates en masse through Excel for example (to be then re-imported into Prima), and also you can Delete the whole contract if required.
RSP (Recommended Sell Price)
List Price
S
Salesperson
A person who gets the commission. If there is an area rep against the location, it will pull this. If not, it will look for an account manager against the company, if there is neither, it will use the order creator. This shows up on Reports, not in the Customer or Location record themselves.
Script
A script is a command or set of commands run by the Support Team against a database to perform a particular action/task.
Selling Price
Sell price to the customer
Standard Delivery
A purchase order with a vendor id Standard if the goods are purchased and delivered to your normal depot.
Stock Available
Own inventory
Stock Description
Product description
Stock ID
Product ID
Stock Item/Stock Product
A product that’s created on your system to sell and links together equivalent item codes from different vendors.
Stock Take
Inventory Take
Supplier
A vendor.
Supplier Code
Vendor Item code
Support Contract
Service Contract
SOP
Sales Order Processing
T
Term
A Term file is a list of product cost prices from one of the vendors. Terms are applied automatically against your codes in Prima in some cases, but may also be imported manually.
Town
City
U
V
VAT
Tax
W
X
Y
X