NEW FEATURES
Companies
Company Account Code:
On save, any leading spaces in front of account code will be removed. Spaces at the end will also be removed. Only single spaces will be allowed within the account code.
Locations/Addresses:
When creating a new location, the Dealer Depot will be inherited as default from the HQ depot.
When importing PrimaXML orders - the dealer depot will inherit the Dealer Depot from the HQ depot if a new address is created.
Company and Location lookup grids
New columns have been added to both grids on the company form:
1. Location grid: added a. route b. Shipping Charge
2. Contacts grid: added a. user access level b. pay type c. web-enabled?
Multi-company login:
For contacts with multiple company logins, you can now set a default in Prima backoffice. This will be used in PrimaGoV2 to allow the contact to always log in to their default/favorite company first. If non-set, will work as now - only one company contact (with the same username and password) can be set as the default contact i.e. if updated any other contact already set as default will be unset.
Contacts.
New Contact Creation:
1. Three new defaults on the web access tab - Standard Orderpads, Standard Catalogs, and Contracts are now set to Y (ticked) as default when creating a new contact.
2. The Start Page: is now set to Homepage as default when creating a new contact.
Budgets on the web:
1. Monthly Budgets now take into account authorized orders. An option has been added to the webstore control panel to Require Authorization or to stop the order going through the checkout when the order value is over the monthly, maximum order budget, or under minimum order value. If the order requires authorization, it will follow standard authorizer rules even when the contact is not a 'pending orders' permissions contact.
2. Contacts - when budgets max, min, max monthly, etc are exceeded, the email for authorization will now be sent to the authorizer even when the contact is not set as 'pending' authorization level.
3. If an authorizer has 'other' accounts with orders that need authorization, the login now has an indication that there are other orders to be authorized. The user can also switch using the 'office block' symbol on login to any other shared company login in one click (previously had to go to My Dashboard to switch).
Authorizers at Department level.
1. A new option is available on the company form for 'Department authorizers'.
2. Any existing authorizers will be available in this popup and can be added to that department.
3. Department authorizers have priority over location authorizers if both have been added.
4. One department can have multiple authorizers - email and order will show for all these authorizers.
NOTE: department and location authorizers should not be mixed - but if they are the department authorizer will take priority over location and location authorizer over the standard contact authorizer.
Orderpad restrictions in Contacts:
When restricting orderpads for users of the webstore (or using PrimaAPI), the restricted list of orderpads will only include dealer and standard orderpads - no personal favorite lists. These are only available to the user who created that orderpad as favorite list.
Default locations:
All address details now show when selecting addresses from the location popup to make it more intuitive and easier to find the address required. The default address location code and location, have also been added to the grid view in the main tab, and the full delivery address in the lines lookup.
Archive contacts
Contracts can now be archived, like locations. Archived contacts will be hidden from searches and the company grid – but that contact information will still exist on all records e.g. quotes and sales orders.
Sales Orders.
Source of Price:
When updating a price in the summary tab, the system previously did not recognize the source as a manual entry and only updated the source of price if the price was updated in the line detail. Updating the price in the summary tab will now set the line to *** Sales Order Manual Entry***
Header discounts:
Header discounts are now available on sales orders in Prima. These can be entered in the header detail as a percentage discount and will calculate the actual amount and show this read-only. The discount will be applied after any line discount that may have been set - and the sales order or sales quote grid will show the 'total discount' for that line.
Note: the till clears out discounts in the Till/POS systems and applies the discount as a new net price - when it finds an existing discount in POS.
Orderpads/Favorite Lists:
1 Auto-authorize option is now available on the header tab. Default N
2. Reference Field is now available on the header tab of the orderpad - this will be used on creation of the sales order.
3. Select and delete multiple lines is now available.
4. Orderpad notes are now available to enter in the details. The notes are also visible in the grid. These will be used in PrimaGoV2.
5. Orderpad lookup has a new filter 'Has Schedule' Y/N - default blank. This enables any orderpads with a schedule to be quickly found.
Contracts improvements:
1. Delete multiple lines from the main contract screen (select multiple lines - and delete) without having to put the contract into review.
2. Delete a contract – contract appears as NONE. The option is now available to archive a contract i.e. completely remove the contract so it will not appear in the grid.
3. Last Sales Price and Date columns have been added to the contract revision form.
4. In contract details, the last cost margin and the date the product was sold are now included.
5. When using margin pricing method, the option to not drop the selling price if the cost price decreases (dealer to retain that margin - this will use a minimum) has been added.
6. Contracts - add the new 'item search' that can find product OR catalog items. If a catalog item is selected, on saving, the auto product is automatically created.
Credit Cards:
Taking an immediate payment after authorization - this now creates and completes an invoice to match the sales order. This allows a credit to be created and also makes sure the payment received has a matching invoice when a credit card is used.
Sales Order Lookup:
1. added filter for delivery types
2. added an extra column in the lines tab to show the delivery status in the line.
Creating contracts by margin:
The margin/discount has been extended to 3 decimal places, the margin on the current product cost is then applied and used when items are added to the customer's contract. This will calculate the selling price more accurately when adding to a contract from a sales order, previously there could be small discrepancies between the quote/order price and the price saved to the contract.
Contract Grid Manager:
Apply margins on a group of products as a %. Field descriptions have been updated to read more accurately.
Account manager has been added to the filters.
On Hold Status:
When removing on hold status in a sales order this will 'also remove' on hold status in any existing dispatch notes that are on hold for that sales order.
Location/address drop-down:
Added the city and state fields to help users find locations more easily in the locations drop-down both on sales orders and quotes.
Purchase Order Processing
Auto-purchase:
When checking stock levels in automation and there is no stock available, the notes will not show 'Out of Stock - not purchased', and the automation status will remain at S so the lines will be sent again on next available schedule.
Movements.
Receipts:
1. Changed receipt column header to Creation Date which now includes date and time.
2. Added a new column for the Receipt Date which also now shows the full date and time of receipt.
Goods Out Lookup:
Completing a batch of dispatch notes - will NOW complete all the notes even when a 'stock take' is outstanding, provided that a product in the note does not exist in the outstanding stock take.
Receipt Note Automation from Outstanding to Completed Status:
EDC will now complete Direct/Drop Ship - receipt notes automatically when the supplier company is set to Complete Direct/Drop Ship receipt notes after 'x days' in the company record, on the supplier tab. There is no admin - this will be automated as a job when a supplier is set.
ShipStation Shipping API Integration:
If using ShipStation, the dispatch notes can now be exported directly to your ShipStation account. The ShipStation API keys will need to be added to the administration keys.
The details in ShipStation can also be updated until the dispatch note is completed. In ShipStation you will see a copy of the dispatch note with the dispatch reference and the lines information.
Invoicing.
Sales Invoices:
1. Added ACTUAL COST AND MARGIN/MARKUP to the sales invoice header. Margin/markup in the invoice will be based on actual cost (NOTE: in the sales order it is based on sales cost).
2. Added the same total actual cost and margin as added on the sales invoice form to the main sales invoices lookup grid.
3. Also, the actual cost and margin have been added to the lines mode lookup grid.
Till invoices - (system key for account/cash):
If the new Till admin system key Cash Invoices as Externally Paid Y/N (default Y) is set to N, then till/POS invoices will not be set to externally paid as default. This allows users to allocate their own cash for till sales when set.
CRS - Chargeable jobs:
On completing a chargeable CRS job, the sales invoice will be created as tax-exempt, this is the default unless charging separately for products in which case the product default tax rate will be used for that line.
Purchase Invoice Matching and updating:
Tabbing now flows from invoice number > invoice net value > invoice date.
1. Invoice date can be filled by typing in the following formats: MM/DD/YYYY or MM-DD-YYYY, or simply MM-DD and the date will be created for the current year.
2. Invoice date is now blank to avoid errors, i.e. the user has to set a date before an invoice can be posted.
3. Un-match a line - an enhancement has been added to 'un-match' a line to a purchase order - if incorrectly selected, this can now be undone and reselected.
Invoice Print Type:
2 new print types are available for sales invoices that have contract lines or meter reading lines. These new templates can be created and added to the company default reports, the default template is the same as sales invoice template, but can be updated to a 'special layout' and automatically print if that customer has contracts or meter readings in the sales invoice.
Invoice Payments:
A Pay Invoices button with a popup is now available on the sales invoice header. If a CC system is set up, this will allow payments to be made to one or more sales invoices directly from the sales invoice header.
Lookup Grid
Business Group can now be filtered on in sales invoice lookup.
Catalogs & Mailers.
Mailer Import:
Mailer import from the lookup has been considerably improved to import many times faster while still keeping all the features e.g. priority catalog descriptions, units, margin or sales price, etc. Note - units can be added to the import, but will only be imported when split packs exist.
Items can be imported using only product code, mailer code, price type (S or M selling price or margin), and the selling price OR the margin - depending if S or M is selected for that line. All other fields will be populated from the catalog item or product information that already exists. For example, an invoice description is not required.
Best Price File:
Update to automatically import the best price file from SP Richards so that the correct contract price is always used from the file provided.
Mailer Pricing:
Pricing function has been updated to always return the priority mailer price - even when the item is 'not a product' i.e. it is a catalog-only item in the mailer - the margin price calculation will be based on the margin when that catalog item is created as a product (which could be different to the catalog cost price/margin).
Catalogs:
In the catalog form, a 'read only' field for 'catalog name' has been added to the top left of the form. Loading the catalog details shows which vendor catalog the user has been navigated to.
Competitor code 411:
We now have a custom Prima layout - 2 fields only, both the old and new templates will auto-import from 411 when set up.
Products.
Product Creation from a Catalog:
If an existing product is found on a different positive PG Number - the user will now have the option to 'update' the product code e.g. Add a CT on EA on the end to distinguish from another vendor using the same code for a different pack size.
Merged Products:
This function allows a number of 'near alternative products' to be matched to one master product. On purchasing for sales or stock, the receipted amount will be automatically transferred to the master product.
Setting Up Custom Attributes and Attributing Products:
1. The attribute group now includes the ID e.g. 530 Waste Bins & Bags; 531 Cleaning Products and searchable text.
2. A new option has been added to remove all existing attribute values in one click e.g. menu, type, and size, instead of having to select and remove each attribute value.
3. Text search has been added to the drop downs, e.g. for manufacturer equals unbranded. These drop-downs have the same functionality as when selecting the main attribute group. This makes it much easier to find values by searching any part of the string.
Copy Product button on the Product Form:
Products now retain the attribute group /attributes of the product you are copying. This makes it faster to use as usually similar products will have the same existing attributes, so the attribute list can just be edited and does not have to be recreated, saving time.
Products Alternatives Tab:
This allows you to jump directly to the alternative product set in the alternatives grid by double-clicking on the grid.
Consumable Products:
Now update the sales order description in history, invoices, credits, and returns. Consumable products can no longer be created (changed to consumable status) if the product is templated OR has stock - stock must be removed first (stock is auto-created for consumable products) and templated product unchecked.
Consumable items can be used in the Till/POS system and will retain the till description when updated and the same item can be added multiple times to a till/sales order with different descriptions and prices that will be tracked individually.
Product Form:
1. Added 'On Internet' read-only on the product main tab (under the product image) to save having to click into the 'units tab'.
2. Updated the description of 'on web' after out of stock to: On Web if Out of Stock.
This is to make it clear this is only applicable to 'Out of Stock' items i.e. they can be sold on store or just displayed and not available for purchase.
Stock Take:
When decreasing stock levels for batches split across multiple bins- the correct bin is now always selected.
SP Richards Customer Products Filter:
1. Users can now filter on vendors that are not set against a product - select vendor but then tick 'Exclude Selected Vendor'.
2. Custom products that are not SP Richards can now be filtered/found in products lookup. Custom Products drop-down added.
Grid Managers.
Catalog Grid Manager:
1. Added filter on 'if product',
2. Added filter On Web Y/N/All.
3. Updating tax or delivery type from a single update or using the grid manager will also update the linked product i.e. set to tax-exempt in the catalog and will make tax-exempt in the product at the same time - to stop errors and save time e.g. if updating ‘coffee items’ to exempt, you only need to do it once in the catalog.
4. Manufacturer name and code now allow alpha-numeric - previously just numeric.
Contracts Grid Manager:
When deleting or updating is selected in the result tab and the user clicks ok - an extra pop up - you are about to delete or update prices (say) for the 2100 selected items - with Y/N default to N. Customer has to confirm Y to make this mass update to the contract - to avoid errors.
Company Marketing Tab and Company Grid:
Added 'Last Purchase Date' - this can also be exported from the grid and will be added to other forms and reports in the future. We will also be adding many other KPIs to the company form and grid in future releases.
Location Grid Manager:
1. Added the country dropdown to the change tab - so you can update it to the US by selecting the United States. For some API's linking the country code is mandatory.
2. Updated the location grid in the grid manager to show the current country code when set in that location.
Reporting.
Commission Reports:
1. Nominal per salesperson - admin in administration to allow 'new nominal to override default % in nominals - then use the salesperson special nominal in the report, instead of the standard nominal
2. Setup new system key:
Pay Commission for Paid Invoices Only Y/N - so Y would work in the invoice lookup as now (only allow 'commission paid for 'paid status' invoices). If N is set in the system key, Prima would allow any posted invoices to be set to commission paid. Then the grid manager function to set 'paid' will update the selected lines.
Extra Report Fields:
- Source of price - add to management reports - Active report 'sales orders not invoiced - detail'.
- Department field has been added for the box label report and also to the dispatch standard label.
- On Sales Order Report - added 'Line Landed Cost' and 'Margin %'
- Department field has been added to invoice lines and invoice lines reports.
- Company report: speed improvements - removed some columns. Added last purchase date (also in the company lookup grid), this is no longer a calculated field but is updated each time a sale is authorized for faster reporting.
Sales Invoices and Credits with Tax Region Summary report - updated to include:
- Business Group.
- Ship To Location Code.
- Ship To Location Name.
- Paid status (also added to the report criteria).
- Ship to contact name.
- ORDER REFERENCE - this will show sales order number and sales order ID.
Company Details Report -updated to include:
- Customer Status: e.g. Customer, Prospect, Supplier, Customer, and Prospect.
- HQ Only Y/N (tick box) - default HQ Only = Y
- Account manager - multi-select as in other reports.
- Added 'last purchase date' as a new column. It will show blank for companies with no purchase history.
Sales Orders Not Invoiced - Detailed.
- This now groups all statuses by sales order number. Previously, the same sales order could be split by lines for some statuses.
- The Department Field has now been added to the Box Label report as a data field option.
Tax Report:
Added summary by state - as well as by tax region on the second tab in the report.
Administration and Print Scheduler.
Print Scheduler:
Invoices will now print by company name order when created in the batch - currently, it just does them by print status N as they are 'randomly produced' this will schedule all the notes and print them in the scheduler in that order (if using the print agent - otherwise doesn't matter, as just prints in the grid or as requested in the batch printing).
Administration:
- User type: External application - password can't be viewed or updated.
- Can't set a new user or change an existing user to type 'External User'.
- A new field for administrators has been added to update the user passwords if required; will store the password as encrypted.
- Several new company/location defaults were also added.
- When the system key is set to 'protect product = Y' (product code, description, image, weight etc. ), any products protected will 'not' be overwritten by the new catalog description, code, image code etc.
- ShipStation system keys have now been added to administration.
Tax Rates Tables:
1. Updated to allow the Origin/Destination type to be updated in administration.
2. Updated to allow a 9-figure manual zip' to be added and to allow a different tax rate to be applied for that customer/group of customer locations.
QuickBooks admin:
Improvements have been made in customer self-management of getting tokens. If the token is lost or needs refreshing (occasionally), the admin option will allow this to be reset without requiring Prima input.
EDI:
Added the database name to the header when logged in to EDI. Instantly recognize the database and that the EDI is active.
Bug Fixes.
Bug Fix: Invoiced sales analysis report on completion date.
Bug fix on removing catalogs: grid now has a priority column and was not being used correctly when removing lines from the grid.
Bug Fix: Error on changing delivery code in requirements bottom grid.
Bug Fix: applying revisions/ mini revisions in contracts to prevent occasional errors.
Bug Fix: When a catalog item is on multiple mailers with no priority, the cheapest mailer is now chosen for catalog items as well as products. Previously priority was ignored for catalog-only items.
Bug Fix: on contacts on second save - no longer gives 'error getting locking status'.
Bug Fix: Credit cards immediate - when payment is taken on web - this was not updating the sales invoice that was created on authorization with invoice link.
Bug Fix: Completing Receipt Notes Automatically after X days (set in supplier/vendor record). Fix to not include 'on hold' despatch notes and better error defaults.
Bug Fix: 2020Giza: script created to back fix templated products created in furniture to the default nominal set up in admin.
Bug Fix: Sales Orders Not Invoiced Detail and Summary Reports - updated to not show 'outstanding sales orders'. Note: Till orders that have been dispatched - but not invoiced will still show.
Bug Fix: Buying notes automation Y/N system key was being overridden when all items were purchased from a single supplier/vendor. and the system key was N. The system key is now used for STD, and PWD regardless of the number of suppliers/vendors selected.
Bug Fix: Always show the requisition lines - previously when changed PO delivery from direct to standard, the requisition was no longer viewable. This might happen if customer account is defaulted to DD and they forget to change to standard for particular order so they change it in the PO later.
Bug Fix: Stock check when the company exists twice.
Bug Fix: Map on manifests was not displaying.