Companies

 

Projects

Projects can now be created in a company record. Projects are used to group together sales orders so you can track their status throughout Prima.
 This is found in the main Company record at the bottom right-hand side.

 

Once a project is created:

  1. You can set the project as a lookup filter across quotes, orders, purchase orders, and sales invoices.
  2. Movements: Projects can be selected and managed when creating dispatch notes using the new filter in Add/Update Dispatch Notes.
  3. Movements: Extra columns have now been added to show the route and status of the line.
  4. Sales invoice creation: Filters now exist in the Sales Invoice available lines so that only project-related lines can be selected.
    1. The status of the project (all sales order lines) can be viewed (e.g., requested, delivered).
    2. The lookup will show the minimum line status of the specific sales order, as well as the minimum project status (e.g., if the project includes two sales orders, one delivered and one requested, the minimum project status will show as requested).
    3. New columns and a full-screen view are now available in the sales invoice available lines.


Department Budgets 

  • You can now set department budgets in the Company > Customer tab.
  • If a department has a default budget of $0, no changes will occur.
  • If budgets are set for departments, the webstore checkout will calculate and display the budget used and remaining. Orders that exceed the department budget will be blocked at checkout.


Van Routes
 In your administration settings, new options are now available for van routes (found under Administration > General > Van Routes):

  1. Map an Order Source to a route. If an Order Source is selected and is mapped to a route in the admin, the van route on the order will be updated.
  2. Default Delivery Option for a route. If a route is assigned to an order, the delivery option will automatically pull from the option assigned to the route in the admin.
    1. Example: If the location’s default delivery option is “Allow Consolidated” but the van route’s default is “Single Dispatch Require Back Orders,” selecting the van route on the sales order will override the location’s default.

This is designed for projects like Furniture. For example, a new Order Source of Furniture can auto-assign the Furniture Van Route and the specific delivery option (e.g., Single Dispatch Require Back Orders) to ensure everything is shipped together.


CRM/Contacts Integration: CAOne – Sending Lists to SPR via Adobe 
 A new admin option allows contact lists to be sent to CAOne SPR (Marketing Product).

  • When an email is updated, it is stored in Prima with the update date and updates the company modified date as standard.
  • On the first send to CAOne, all contacts will be sent.
  • New updates can then be queued to be sent on a schedule (controlled in admin).
  • An option to send contacts whose emails have changed to a list is now available for all CRM queries (checkbox in the contact).


Cost Centers

  • Character limit increased to 40 characters.
  • Now ordered alphabetically.


SOP


Adding Items to a Delivered Sales Order
 You can now add new items to a sales order where all lines have already been dispatched.


Set Pricing
 A new "Set Pricing" option is available on quotes and orders. This allows you to zero out the cost, sell, and list prices.


Vendor List
 Now alphabetized when adding lines to sales orders.


Alternative Substitutions
 You can now use the "Alternatives" tab to substitute an item after a sales order is authorized.

  • Code and description will update.
  • Quantity will update if the alternative has a different pack size.
  • Pricing will remain the same.

POP


Non-EDI Vendor Purchasing and Email Automation

  1. New option when creating manual purchase orders from requirements: “Create and complete non-EDI POs.” If selected, these POs will be completed instead of remaining Outstanding.
  2. In the Vendor account, you can now check “Mail Purchase Order.” When both options are selected, the PO report will be auto-emailed to the Vendor.


Purchase Order Report with Images
 A new PO report with images is now available - works like sales quote/order with images report.


Buy More Option on Purchase Orders

  • The Buy More option is now available on the purchase order header after completion and remains available until all lines have been invoiced.
  • Additional items can be added, and the purchase order will return to Awaiting Receipt status; the new line(s) must be manually receipted.
  • Note the line will also need to be ordered manually, they will not send via EDI.  The purchase order must be reprinted and sent with the new item(s) included i.e. updated purchase order. 
  • A journal entry will be created when adding new items after completion for tracking.


Purchase Order Lookup Bulk Completion
 In the purchase order lookup, you can now highlight and complete multiple POs in one go using the “Complete” button.

  • If a vendor is set up for EDI, the PO is sent via EDI.
  • If a vendor is not set up for EDI, the report is auto-emailed if “Mail Purchase Order” is checked.


Bulk Delete Purchase Order Lines
 In the Summary tab, you can now select and delete multiple PO lines.

  • A new grid will show all lines available for deletion.
  • When deleting, pre-booked and awaiting receipt PO’s) and can choose to permanently delete stock line requirements or remove the items from outstanding /in-transit dispatch notes.
  • Note: Only selected lines will be deleted. If a line has multiple linked sales/stock extensions, multiple entries will show with the same line ID.


Add Lines to Completed POs
 You can now use the “Buy More” button to add lines to completed POs.


Bulk Orders
 Product Code and Total per Supplier have been added to the grid.


Bulk Buying
 The Bulk Buying feature in Requirements has been improved. You can now create a purchase order directly from the Bulk Buy pop-up - previously, only future allocation was available (which is still an option). 

This means you can either:

  • Create a PO immediately, or
  • Generate consolidated requirement lines for purchasing the correct units from selected vendors.

The POs created will maintain the original sales order and stock links in the purchase order line extensions.


Discontinuing Products

  • A new Discontinue Failed Y/N flag has been added to product records.
  • If a product fails to discontinue, such as when stock is still available or the product is tied to open requirements - Prima will automatically set the Discontinue Failed flag to Y. You can then use the new product lookup filter to identify these products, view a list of items that failed to discontinue and manually fix them.
  • Whether discontinuing a single product, using the main Products Grid Manager, or through Housekeeping, any failures can now be easily identified by filtering in the products lookup and checking what products failed. 
  • Note: Running Housekeeping regularly (especially out of hours) helps keep your database clean by discontinuing old stock as it’s used or dispatched.


FSM & Meter Readings


Date Warnings 

If you complete a manual meter reading before it is due (based on today’s date being earlier than the Next Reading Date minus Good Days), a date warning message will appear.


Meter Billing with Regular Support Contract Charges
 A new checkbox is now available in the support contract header: “Include Counter Lines When Invoicing.”

  • This option ensures that regular charges defined in the contract header are billed alongside the regular billing of meter counters.
  • The counter billing dates will automatically move forward to stay in sync with the contract’s regular billing schedule.


Counter Readings

  • Counter readings that have been started can now be cancelled. The reading will be removed from internal history and ready to be retaken.
  • If a meter reading is taken but shows no increase, a $0 invoice line will be generated. This applies to both standard counters and umbrella contract child readings.


Umbrella Contract Lines

Deleting an umbrella counter with a group setting will now trigger a warning popup. If confirmed, all associated child contracts will have the umbrella group removed and will revert to individual next reading dates - effectively converting them to standard counters.

 

Support Contracts Lines Mode Lookup

  • For standard counters a new system key has been added to FSM - ‘Align counter renewal dates to contract line start date = Y/N. Default N. 
  • If set to Y, future readings will align with the original contract start day (e.g., always on the 20th of each month or year), helping dealers keep readings on a consistent schedule.
  • The support line product code and description are now available in the lookup grid.


CRS Tickets / Logs

  • When selecting CRS parts, the system will now use the nominal classification of the selected part - unless the FSM system key is configured to override this.
  • If no override is set, the system will use the default classification from the product part setup.


FSM View History
 Now allows table/history editing with a journal:

  • The reading table can be edited e.g., the “To” reading updates to the “From” reading on the next line.
  • For grouped meters, umbrella readings update automatically before and after free units.
  • Daily reads: Creating a 0/null reading (if the same reading as last time) for umbrella contract meters allows all the meters in the group to be renewed. This previously prevented the umbrella billing line from autocompleting and creating the ‘group invoice’. 

Till/EPOS

  • When No Receipt is selected on the popup (system key setting), Prima will no longer print a short receipt note. The 'Give Change' popup will still appear after selection.
  • If Vouchers/Coupon is selected as payments option, the till drawer will now open.
  • For trade accounts, when you pay on account and the receipt is printed, Prima will now send this layout to a general printer and does not try to print on the receipt printer.


Reporting


Commission Report
 Added a new option to pay margin commission in increments rather than one fixed percentage:

  • In the Administration, a new button can be found under User Settings > “Margin Commission” 
  • The maximum commission percentage is capped based on the user’s set commission rate. For example, if a user is set up to 50% commission rate, the available values will go up to 50%. If a user is set to 100% commission, the percentage dropdown would show all values up to 100%.
  • Allows tiered commission based on achieved margin.
  • Example: For a user set at 50% commission, you might configure it so that up to 20% margin earns 50% of their commission, 21–30% margin earns 60%, and so on.


Extra Report Fields

New report fields have been added to various reports

  • Info 1-3, Code and location fields from the Sales Order> Extra Information tab have now been added to the SO (Sales Order), PO (Purchase Order), DN (Delivery Note), and SI (Sales Invoice) reports. 
  • Info1-3 are already available on DN and SI, but now also available on SO and the PO.
  • The POD Info field can now be added to the DN report if needed.
  • The Order Source from the linked sales order can now be added to the SI report.


General Admin


User/Account Manager Phone Numbers
 You can now add phone numbers for users in admin.


Housekeeping

  • A new Discontinuing Products schedule is now available. Default setting is N (schedule not set). 
  • If set to Y, the schedule will attempt to discontinue all positive PGNumber items in catalogs that are marked as Limited and have no vendors set - i.e., no supplier is available to purchase the item. 
  • If a product cannot be discontinued (e.g., due to stock on hand, open requirements, etc.), it will be marked as Discontinue Failed = Y, allowing you to filter these products in the product lookup and manually fix them. 

EDI

  • Enhancements have been made to the download process for electronic purchase invoices (PIs), allowing the system to handle files with non-alphanumeric characters. This reduces manual intervention when PIs are not electronically created.
  •  

Essendant Manifest Tracking

  • Essendant manifests have been fixed so that the tracking information is now available - when the Essendant shipping codes are correctly set up in administration.


Third-Party Integrations


Credit Cards
 On Sales Orders and Sales Invoices, the Pay Invoices and History buttons have been updated to be larger and more intuitive. They are now labelled Take CC Payments and Other Payments/Info:

  • Take CC Payments is used for credit card transactions.
  • Other Payments/Info is used for recording cash or check payments and for viewing payment statuses when multiple payments exist.

The Pay Invoice button has also been renamed to Pay Posted Invoices, allowing users to pay multiple invoices or partial balances on outstanding invoices in one go.


Third-Party Billing
 A new feature allows sales orders to be billed to a parent company (if one exists) or to any designated third-party company.

  • When a third-party company is selected in the sales order header, that company will be invoiced—rather than the company the order was placed against.
  • The goods are still purchased and delivered to the original sales order company, but the invoice will go to the parent or third-party company specified in the order header.
  • The Sales Invoicing screen will display which company will be invoiced for that particular order.


Giza2020 External Orders
 When importing external orders:

  • A system key enables Vendor-specific nominal codes rather than GIZA2020 nominal.
  • Admin mapping allows Vendor-to-nominal assignments (e.g., HON Vendor → Hon Furniture. *Note: nominals must be available).
  • When importing a line for Giza2020 (all furniture imports), if a Vendor is found then use the new nominal for that templated item and in the sales line classification. 


Fixes and General Updates

  • Purchase Invoices: Delivery cost now writes back correctly if the setting is enabled (i.e. if the option on completing the purchase invoice is selected and the System Key to write back PI costs to the SI is set to Yes).
  • HP 6 Monthly Report: Missing details column is now populated.
  • Product Creation: On the creation of new products, image generation is fixed.
  • Web Location Authorizer: Default location needs to be hidden; third-party invoices no longer created in error.
  • PO Delivery Line Deletion: When deleting a delivery line extension off the PO when it’s on an invoice, users no longer get the “You are the weakest link” error message. This is updated with a message informing the user that it is on an invoice
  • Product Cost Rounding: If a product had multiple units of measure and one unit’s pack size was significantly larger than the main unit, the system would round the cost calculation incorrectly. This was due to the cost formula using integer (INT) values, which caused the denominator to round down to zero. This is now fixed to ensure accurate cost calculations.
  • Future Allocations: Sales order line statuses now correctly update to “Allocated” as expected, instead of remaining as “Requested.”
  • Authorize.net: Some failed Authorize.net transactions were incorrectly marked as successful. The system has been updated to use correct IP validation, ensuring the proper status is reflected in both the Externally Paid Status and the Failed/Completed status in the payment table.
  • Orderpad Import: Orderpad import errors have been resolved. It now functions as expected.
  • Product Lookup – Units Tab: When viewing the Units tab in product lookup, overly large dimension values in the search results previously caused an error. This is now resolved.
  • PO Pre-Books: Purchase orders marked as pre-books did not appear in a product’s purchase information. They now show correctly in the Product Purchase tab.
  • Stax/Fattmerchant: If an address contained a single quote (e.g., O’Connor Street), the Stax/Fattmerchant payment form would fail to load. This issue has now been fixed.