SOP
Deposit and Balances from Sales Order:
1. A new button is available on the sales order header to 'take deposit' but first the deposit amount/percent needs to be entered.
2. Clicking the 'Take Deposit' button will then create the deposit invoice at the amount set e.g. 15.00% and the button will change to a link to that deposit invoice (there is also a link per line to the deposit and balance).
3. The deposit can be taken at any stage 'up to' authorized - at which point the deposit will be taken automatically. If outstanding when the button is clicked to create a deposit the sales order will be moved to 'completed' i.e no ordering/allocation will take place until the user authorizes the order.
4. The order can still be edited after taking the deposit based on existing rules and the deposit invoice lines will all have 'deposit for...' in the line details.
5. Lines on the order can then be shipped or invoiced as of now for the order - however when invoiced, any items that are on the deposit invoice will have 'balance for....' in front of the invoice description and will be reduced by the deposit amount.
6. Returns will return the full amount, including what was on the deposit invoice. If an item is deleted after the deposit is taken - this will not be refunded by returns - but can be done manually if required (which will be very rare).
Links to external orders:
Added a new link in the sales order line - to jump/link back to the external order - this will help find internet orders quickly.
Sales History - updates to history /price check control to make it more user-friendly:
1. When adding from history quantity to be always put in as 1 - currently puts the same quantity as selected in the history which is not likely to be ordered again.
2. Update the number of months default for history to be up to 24 months. 1-12/24 will do - i.e. just add 24 months as one more option to history.
3. Add system key for price history to 'When selecting items from history use last price/current price N: Y/N default=N
Solving Maze:
An additional feature to use the Solving Maze API in back office to fetch the delivery type and cost.
1. added a new delivery code as default - like no location code - called '3rd party delivery'.
2. new button on sales orders - available when API keys are set and '3rd party delivery' selected - to 'get delivery charges'. These are returned in the popup and allow one to be selected.
3. Store the cost, name, and carrier of the selected service and use it in the sales order pricing.
Stored Procedure Update for 3rd party delivery quotes:
Adding 2 x new fields Sales Order Number (Shipstation sales # will be DN1234/SO4321) and Sales Order Reference (Shipstation custom 3)
Sales Orders - creation of new address:
Should use the default of HQ in the company - this was defaulting to 'auto complete and authorize sales order'- now uses Company HQ default.
POP
Supplier Stock on Alternatives in Requirement Pop-up:
When viewing/selecting alternatives the supplier stock is now available to help with selection.
Purchase Orders:
Added new field Progress Track Filter - similar to sales and quotes with an option to add items to the combo in the drop-down for future use.
1. added to PO header.
2. added to the PO header grid
3. added a filter so the required purchase orders can be found easily.
Purchase Orders:
PWL purchase orders now get the sales order number if all the lines are on 1 sales order.
Supplier History in Purchasing:
Add more button now has 2 x tabs- the second tab will show all items previously purchased from that supplier.
You can see the history consolidated in top grid and when selected/multiple selected see the individual purchase and price paid in lower grid.
You can add the items selected in the top grid to the purchase orders (in addition to the items required - in the buying list.
Purchase Automation:
Reset a line to 'send again' or/and send to 'alternative next highest priority supplier'.
1. The purchase automation job in admin now has extra information - send again on the next available schedule and how many times to try. When a PO fails and a long description of why is put in - usually no stock. We will still do the description but if the admin says try again - we will try again for 'x' times as per admin setup. Prima can now also after X attempts 'try alternative if ticked in admin. If Y will swap the supplier and try again but only once.
Purchase Orders:
Redesigned header field notes and progress tracking for a better layout.
Stock in other depots now shows in the requirements bottom grid and popups in [] brackets.
Products
Templated Items:
1. Sales Order has been updated to import the notes from an existing templated product (to allow more templated information to be stored and loaded in the sales order ready for editing.
2. Updated the search in sales orders and sales quotes so that the extra information can be found in the lookup - in both header and lines mode. The invoice description is now labeled invoice description and notes.
Essendant Webstore Custom Products:
Users can now filter on Essendant custom products and which products are available for being sent to the Essendant store as custom products. Once set, they can be found quickly and edited in the lookup.
Marketplace Requirement:
To make matching new items to the dealer's existing custom items easier:
Catalogs: Matching to existing negative pg number products.
The popup provides 2 tabs - exact match i.e. the existing custom product has a supplier with the correct code as in the catalog.
1. Added: Weight, Height, Width, Depth, Tax Code, Shipping Type, and Attribute group.
2. Added a tick box to all the available fields.
3. Default tick box to Y/ticked IF the product field is blank or blank image code or if the attribute group is not unclassified in the catalog but is in the product.
4. When clicking 'Match Product', custom products will be updated to the pg number of the catalog item, and all the fields set to ticked will have the old custom product field updated e.g. missing image will be updated with the existing image on the catalog.
Product Notes Field:
Extended to 1000 characters.
Invoicing
Purchase Credits:
Available lines now allow a default to 'receipt only' and filter and search on supplier code, description, and references.
Purchase Invoices:
Available lines now allow a default to 'receipted only' and a filter for searching on supplier code, description, and PO number is now available. Defaults to last 6 months - but any other period can be selected.
Sales Invoices 0.00 sell price with a cost:
These currently move to posted status in Prima - but have payment status not set.
1. The commission paid status could not be updated. These are now moved to 'Paid' in Prima on posting and allow them to be selected and updated.
2. In the commissions report these invoices now show up as negative commissions, as required.
Grid Managers
Contract Grid Manager:
Intuitiveness Improvement: When 'Use Selected Supplier Cost' is ticked but set margin isn't, the form refreshes without any confirmation the GM function has run. Added a message to indicate that the margin must also be set.
Product Pricing Grid Manager:
Landed margin update.
New option: SET TO - given percent for all lines selected (overwrite existing) - add the actual cost percent as a number e.g. 4.50 or 5.00 to the grid.
Till
Till Returns Enhancement:
The default on return in the till is now - return to stock.
Administration
New system key to update only actual cost on dispatch
Sales cost will remain as set originally - actual cost will be updated as new.
Option to 'not' update address details to 'Check Address Details' by company.
Tick box in company/customer tab - Update Address Details Y/N.
3rd Party Delivery Margin System Key:
When using carriers, a sales margin can be set in administration that gets added to the API calculated cost for that carrier e.g. UPS Ground, FedEx Overnight.
HP Rewards: automated reporting
A new export job with a schedule can be set up to export to HP e.g. end of the month sends all the sales by line with the customer HP account number (PID) and the dealer's account number - all stored in a new field in the company marketing - 'HP Reference'
API
Links to Solving Maze API:
To get carriage from 3rd party quotes e.g. FedEx, UPS, UPS, etc. Also available for web carriage quotes.
ShipStation - API:
1. Now updates the Order Number field in ShipStation as DN1234/SO3466
2. Sales Reference is sent to ShipStation custom field 3 e.g PO 34565 - Frank Jones
Improvements applied:
Advanced quotes - code is not set when adding a line; can only be set in the Lines tab.
Batch Records grid: date columns (Batch Date and Expiry Date) can now be sorted accurately.
Duplication issue resolved in the Results grid when more than one entry for a single company classification field. Updated to concatenate the entries together into one row.
Select a supplier in the Supplier Cost Prices tab, it will try to update the delivery charge for the Sales Order with the same id which is incorrect. Now updates correctly.
The compulsory Order Source system key is now taken into account when completing Sales Quotes.
Added check against FTP user when sending POs - in the case of multiple EDI accounts for a single supplier. Currently, when more than one PO for a single supplier (but different accounts) is sent in the same data table, the FTP connection (and username) from the first row is used, because the EDICode is the same.
Updated both versions of the Sales Orders Not Invoiced report to use the SOPLink table. This will fix issues with inaccurate quantities, costs and sell prices for partially invoiced order lines.
Requirements created from CRS logs should not set reference ID in the PO. This causes each line to split onto a new PO, as the reference ID is different.
When stock re-order is triggered, if the system key to enable/disable adding to an existing PO with the same system user and date is set to N (to only add when created by the same user and on the same date), valid POs are not recognized due to an inconsistent date check.
Fix to allow stock lines on a DD PO to be booked in on a separate receipt note.
In the Product form, alternatives tab, double clicking on alternative of type "Supplier (P)" errors when trying to jump to the product form fix applied.
Creating a quote or order from history now loads the own product image file.
The expected date on PO's not being updated correctly, due to not using DC extra days on the newer multi-depot table.
Budgets for a month - was not using the year/month correctly for the web/back office.
Receipts - carriage items are now auto-receipted.
Stock check - requirements stock transfer in requirements is reinstated.
Requirements - swapping supplier - doesn't update product new total for pack per - the actual does update.
Dispatch notes - the send to shipping button is now reinstated to 'resend to shipping'.
Multi-images for PrimaGoV2 negative pg numbers now sync.
Fixed - When copying an order, ad-hoc lines that have been 'free-typed' on the order set the Purchase check box to Y, but should only be ticked if a catalog line or stock product that is not a Non-Stock.
Fixed - Count for Sales Order tile does not apply Credit Hold or On Hold filters (if set as a default).
Fixed - In Product form, alternatives tab, double clicking on alternative of type "Supplier (P)" errors when trying to jump to product form
Fixed: In requirements lookup, switching to a supplier with an item description that has an apostrophe result in an error.
Fixed: When updating the batch cost when booked in, the update statement is not used because it's trying to match the purchase unit to the stock unit in the batch, which is no longer set.