The File Maintenance programs allow you to enter, change and delete data. These programs are used to enter the initial data required to set up the system. You can also add, change and delete the records in a file.
File maintenance programs create the foundation of the FACTS system. They enable users to enter file information (such as customer, item and vendor files) and control how the system processes information, as in SO Static Control.
File Maintenance programs are also referred to as F/Ms for short, these programs often function the same way.
You will use some file maintenance programs, such as Vendor/Item F/M, more often than you use others. In fact, some file maintenance programs, such as SO Static Control F/M, are only used during installation. These programs are accessible from the Infrequent File Maintenances menu.
These file maintenances can be accessed from this menu.
Past Sales F/M (SOF910), which is used to maintain records in the Past Sales History File during initial installation and setup. If past sales history is stored, three records are stored for each customer/item combination.
You should enter data manually in this program only when setting up the original customer and item information. Thereafter, it is updated by the Daily Sales Register update. Any changes you make via this program after the system is operational may compromise data.
NOTE: Entering original information into this file is optional. Past sales information may be displayed using the sales orders Customer Inquiry Program. Records may be removed from the Past Sale File using the Past Sales Removal Program.
Before using this program, the Use Past Sales flag the SO Static Control Record must be set to Y. The Store SO Sales history flag in the Customer File must also be set to Y for the customer selected.
Past Sales Removal (SOU910), which is used to remove past sales history based on customer number, item number and date. For systems storing sales orders past sales history, use the Past Sales Removal program to remove past sales history based on customer number, item number and date.
You can specify the beginning and ending customer and/or item to remove and the date to remove through.
Before using this program, the Use Past Sales flag in the SO Static Control Record must be set to Y. The Store SO Sales History flag in the Customer File must also be set to Y for the customer selected.
The Past Sales History File is used in the sales order Customer Inquiry and is updated during the Daily Sales Register. Records may also be maintained or removed on an individual basis through the Past Sales F/M.
Sales Register Recap F/M (SOF920), which is used to create and maintain records in the Sales Register Recap File. Initially, the system does not use this program, and the file is empty. Records are created depending on the recap settings in the SO Static Control Record. If the DSR Recap MTD flag is set to Y in the SO Static Control Record, information in this file is used to print the Period Sales Register and the period-to-date information on the Daily Sales Register.
Lost Sales F/M (SOF930), which is used to enter lost sales information during initial installation and setup. Thereafter, it is updated by the Daily Sales Register update. Any changes you make via this program after the system is operational may compromise data.
NOTE: Entering original information into this file is optional.
Lost sales are recorded during the Daily Sales Register update when the backordered quantity was 0, but you did not ship all the items ordered. For example, if the customer ordered 5 and the shipped quantity was 3 and the backordered quantity was 0, then the lost sales would record 2.
Lost sales information may be displayed by printing the Lost Sales Report. Records may be removed from the Lost Sales File using the optional removal at the end of the Lost Sales Report or through the delete option in this file maintenance.
Before using this program, make sure the Use Lost Sales tracking flag is selected or set to Y in the SO Static Control F/M.
Unbilled Freight F/M (SOF940), which is used to create records in the Unbilled Freight File during initial installation and setup. The program should only be used once to enter original start-up information. Thereafter, the Daily Sales Register updates this information. Any changes made to this program after live processing begins may compromise data.
NOTE: Entering original information into this file is optional.
Unbilled freight is recorded during the Daily Sales Register update when the freight code is set to B-bill later on an invoice.
Unbilled freight information may be displayed by printing the Unbilled Freight Report. Records may be removed from the Unbilled Freight File using the optional removal at the end of the Unbilled Freight Report or through the delete option in this file maintenance.
DOT Code F/M (SOF530), which is used to create and maintain Department of Transportation (DOT) Codes for hazardous materials. All materials that the DOT deems hazardous must have a DOT Code assigned to it. For more information on hazardous materials and regulations, please refer to the DOT’s Hazardous Materials Guide.
Each DOT Code can be assigned to an unlimited number of items in Item F/M.
Past Invoice Removal (SOU920), which is used to remove past invoice history based on customer number, warehouse, date and type of invoice. You can specify the beginning and ending customer to remove, warehouse(s) of invoices to remove, the date to remove through, the the type of invoice - regular, credit memo or counter sales and whether to remove history for invoices that are still open.
The Past Invoice History File is used in the Sales Orders Customer Inquiry, the Document Inquiry, and is updated during the Daily Sales Register update. For EWMS processing the Past Invoice Removal (SOU920) program removes records from the past invoice companion files for Radio Beacon controlled warehouses.
Remote Customer/User F/M (SOF540), which is used to maintain information of customers who use the Remote Order Entry System. This program provides crucial data identifying the remote user as a customer instead of a standard user as well as other information on the user. Enter all data relevant to your requirements for security and controlled access.
Note: It is not the responsibility of Infor to support, maintain or recommend any software or hardware to be used to maintain the connection between you (the distributor) and your remote customer's computer. Please consult with your hardware/software supplier for specific recommendations for your installation.
If you are inquiring on an existing remote customer, enter the customer’s number and select the Customer Activity tab to view the following information:
• Month-to-date sales
• Year-to-date sales
• PYR sales
• Last sign-on date
• Last date an order was entered
Resetting Failed Logins: Remote user login attempts are tracked and processed using settings from System Control F/M just like all other user accounts. Select the Security tab of System Control F/M and set the Invalid Login Attempts field 0. Then select the General tab and deselect the Disable Login flag for this user.
Customer Item F/M (SOF545), which is used to set up cross-references for the item numbers that customers use to ID items and the item codes used in FACTS. Both the customer item descriptions and the standard FACTS item descriptions print on pick tickets and invoices.
eCatalog Note: When a customer item is added or the description is changed, the system adds a record to the eCatalog log file for the next update to the eCatalog database. There is currently no way to remove a Customer item record from eCatalog. However, when a Customer item record is deleted, any unprocessed records for this transaction will be removed from the log file. The system sends All customer items to eCatalog.
Companion Item Entry (SOE150), which is used to designate item to import when a specified item is entered in Order Entry, Quotes, Confirmation, Direct Invoices or Counter Sales. You can indicate whether the import of items/memos is automatic or prompted for each Order Entry program type.
Companion Item Processing
In the Order Entry program suite when a line item is originally saved, the program checks to see if there is a Companion Item header record for the item number that has been saved.
The Companion Item Entry (SOE150) program allows you to select whether the import of items/memos is automatic, prompted, or not applicable to the entry program. If any companion items/memos are flagged as "Y-Default to Y" or "N-Default to N," you have the option to select any of the companion items/memos available. If any companion items/memos are flagged as "A – Automatic Add" then if any additional companion items/memos are flagged as Y or N, then all items/memos that are A, Y and N will be displayed in the Companion Item Selection (SOE151) dialog box. A for Automatic Add will always add automatically to the document. If all companions applicable for this order type are flagged as A and there are no Y or N flagged items/memos, then no dialog is displayed and those items/memos will be automatically imported into the document (unless there’s an exception that requires user attention, like the item not being setup in a warehouse). If any companion items/memos are flagged as "X – Not Applicable" then they will not be displayed in this dialog and will not allow import into the actual document. Once the companion items/memos are selected the items will be imported into the document.
eCatalog Note: When a companion item is added and the Companions to eCatalog check box on Company Control F/M is selected, the system adds a record to the eCatalog log file for the next update to the eCatalog database. There is currently no way to remove a companion item record from eCatalog. However, when a companion item record is deleted, any unprocessed records for this transaction will be removed from the log file. Companion memo lines do not upload to eCatalog.
Limitations and Exclusions
• Companion items will not be searched for bill of material components.
• Companion items will only be searched from Quote Entry, Sales Order Entry, Confirmation Entry, Direct Invoice Entry, and Counter Sales Entry.
• In the event of a substitution, the companion items for the substituted item will be used, not the originally entered item.
• Companion item selection will be single level only. If a companion item is selected and there are companion items for any of the selected companion items, the selection process will not include the companions to the companions.
• Companion items will not be searched when negative quantities are entered on the document.
• If companion items were selected on the save of a line item and the original line item is subsequently deleted, the companion items selected will not be automatically deleted.
• Companion items will only be searched when initially adding or inserting a line.
• Companion items or memos will not be able to be setup for memo lines.
• Temporary items may not be setup as companions.
Use Freight Schedule Entry to set up various freight rate schedules that can be used in FACTS to calculate the freight charges on an order. The freight rates can be calculated by total order weight, total order value or total item value
Use the Ship Via F/M program to create and maintain ship via codes. Ship via codes are used throughout the system to indicate which carrier will ship an order.
The codes are created according to warehouse to allow for the following:
• different warehouses posting freight to different General Ledger numbers
• different warehouses charging different handling fees or not charging them at all
• not all of your warehouses use Clippership