Infrequent file maintenance programs are used most often during initial system installation and setup; they primarily allow you to control overall operation of other programs in the Sales Orders Modules. Once set up, these programs are often maintained by the system and rarely require editing. However, if you are not getting the desired results from entry programs, reports or inquiries, certain file maintenance programs may need to be modified.
You can access the following file maintenance programs from the Sales Orders Infrequent F/M subsystem:
The Document Print Control F/M program allows you to set up and maintain the print parameters for quotes, pick tickets, invoices, counter sale slips and bills of lading. It should be set up prior to using the Sales Orders system. Defaults in this program are set to accommodate the preprinted FACTS forms, which users can purchase separately from Infor Forms division. (Sample forms were included with the FACTS New User Packet.) If your company uses its own preprinted forms, modifications may need to be made to the various programs that affect quote, pick ticket, invoice and counter sales printing. If this is the case, contact your Affiliate. Preprinted forms are not necessary, however. Samples of non-preprinted outputs are included in the PDF Documentation Library. Also, contact your Affiliate to see if UnForm software meets your needs.
Route F/M, which is used to maintain delivery route information for use in various order and invoice headers. This feature is helpful to users who offer delivery services. If you offer delivery services, the Route F/M program enables you to create and maintain delivery route codes and corresponding descriptions. If routing is not used, (the Use Routes flag in the SO Static Control F/M is set to unselected), this program may be skipped.
If your system is set up for routing, each customer is assigned a default route based on the information set up in this file maintenance. That customer’s default route appears on all quotes, orders and invoices created for that customer. Orders and invoices may then be printed according to routes. These orders or invoices are usually sent out with the merchandise on delivery trucks.
NOTE: Invoices sent out with deliveries do not print on the Daily Sales Register (that is, post to the Accounts Receivable File) until the route has been released (or approved) in the Route Release program (SOU310) under the Invoices menu. For example, on Tuesday, a truck goes out with TUE route invoices. When the Daily Sales Register is printed on Tuesday, TUE invoices do not appear because the Route Release Program has not been run for route TUE. This is because the TUE invoices are still on the delivery truck and some merchandise might be refused; some corrections may have to be made to the TUE invoices before updating them to Accounts Receivable. Only after the truck has returned with the invoice slips and the corrections have been made to these invoices should the TUE route be released. Once released, the Tuesday invoices will print on the next Daily Sales Register and post to AR.
Use the Deposit Earned Reason Code FM program to set up one or more two-character reason codes, their descriptions and corresponding General Ledger numbers to handle instances in which deposits are earned (e.g., a customer cancels a special order after the order arrives). Reason codes work something like terms codes in that they provide a description of the transaction and indicate to which GL account the transaction should be posted. Deposit Earned Reason Codes are used in SO deposit entries, which can be accessed from several of SO entry programs.
Returns Code F/M, which is used to manage codes used in Credit Memo entries that determine whether goods sent back by the customer, should be entered as returns or allowances. Use the Returns Code F/M program to create and maintain a list of returns codes that the systems uses to determine if goods returned should be categorized as returns or allowances. Returns codes are entered in the Credit Memo Entry program.
If the goods are a return, then on-hand quantities are updated in the Credit Memo Entry program. If the goods are an allowance, no inventory quantities are updated. Both returns and allowances are posted to the General Ledger based on the GL numbers assigned to them in the SO to GL Posting F/M.
Package F/M, which is used to calculate and maintain dimensional measurements of shipping containers, based on UPS definitions (not used in systems integrated with Clippership). Use the Package F/M program to calculate and maintain dimensional measurements of shipping containers if your system is not integrated with the Clippership shipping software. The dimensional weight, as defined by UPS, is used when shipping packages measuring more one cubic foot via UPS Next Day Air or 2nd Day Air. If the dimensional weight is greater than the actual weight, the dimensional weight is used to calculate shipping charges.
The calculation used to determine dimensional weight is
length x width x height
194 (dimensional weight factor)
NOTE: If a package is a non-rectangular shape (such as a drum or sphere), use the dimensions of the smallest rectangular box in which the object can fit.
If calculated dimensional weight applies, it displays on screen.
Shipping Control F/M, which is used to set up the defaults used in Freight Entry and contains flags that affect C.O.D. label printing and UPS Weight F/M (not used in systems integrated with Clippership). The Shipping Control F/M program allows you to create and maintain the Shipping Control Record, which consists of UPS rates and weight limits. If your system is integrated with Clippership, you will not need to edit this program.
The Shipping Control Record stores the defaults used in Freight Entry, the flags for the C.O.D. label printing and the UPS Weight F/M.
As UPS changes its rates and weight limits, use this enter the new amounts in this program.
If you have a package configuration (weight and value) that is used often, its information can be set up in this program as the defaults for weight and declared value in the Freight Entry.
NOTE: The Freight Subsystem has been approved by UPS as a host computerized manifest system. However, each user will have to contact the appropriate UPS representatives and get their approval as well. Also, FACTS can use other carriers/freight companies; just enter their information instead of the information from UPS.
UPS Weight F/M, which is used to store UPS weight tables for users who wish to add UPS charges into freight (not used in systems integrated with Clippership). Use this program to create, maintain and view the UPS weight tables (if applicable). If UPS charges are not to be implemented into the freight, then this program may be skipped.
The weights table chart is given to the user by UPS. The user is responsible for creating and maintaining the UPS weight tables with this program by entering the charge assigned by UPS for the selected zone and displayed weight. The weight tables should be entered directly from the UPS weights table. Charges for air letters are also entered in this program.
FACTS ships with the weights and zones for the 48 contiguous states current as of February 8, 1999. Users outside the 48 contiguous states must enter the rates that apply to them.
UPS Zone F/M , which is used to set up UPS zones by warehouse for users who wish to add UPS charges into freight (not used in systems integrated with Clippership). The UPS Zone F/M program allows you to create and maintain the UPS zones (if applicable) by warehouse location. The UPS zone determines the cost of shipping a package from the warehouse to the desired location. You can skip this program if you use the Clippership software package or if you do not include UPS charges in the freight.
To create zones in this program, enter the beginning and ending zip code (first three characters) and the zone for the codes as assigned by UPS. The zones should be entered directly from the zone chart provided by UPS.
Entries are only applicable for ground and 2nd day air zones in the domestic United States (2-8, 12, 14, 15, 16). A note displays at the bottom of the screen indicating the proper setup for Alaska, rural Alaska, Hawaii and Puerto Rico.
Lost Sales Reasons Code F/M, which is used to manage user-defined reason codes used in order entry to track lost sales. Use the Lost Sales Reason Codes F/M program to enter, change, and delete lost sales reason codes. A Lost Sales Reason Code is a three-character code that indicates why merchandise was not sold (e.g., out of stock, extended lead time, found better price, etc.). The purpose of this code is mostly informational. It does not affect the General Ledger.
Warehouse Code F/M, which is used to indicate which users can access the initiating or shipping warehouse in the Order Entry Program. The Warehouse Code F/M is a security program that gives warehouse managers control over who has access to their warehouse stock. It is one of several programs used to set up multi-warehousing capabilities and controls. See also Warehouse F/M and Warehouse/Item F/M.
By default, the approval process for releasing an item so that it can be shipped from a warehouse is enabled for all users, unless the option to allow items shipped from other warehouses is set to unselected or the SO Static F/M flag Use Multiple Warehouses in SO is set to unselected.
Users can be authorized to initiate orders from a warehouse, and they can be given rights to ship from warehouses. Users without initiating rights in a warehouse will not be able to create orders, invoices or perform counter sales from that warehouse. Users without shipping rights in a warehouse will not be able to confirm orders in that warehouse.
Once line items have been entered in a sales order, the initiating warehouse may not be changed regardless of authorization level. You can access this program from the Users button in Warehouse F/M (ICF970) or from SO Infrequent File Maintenances menu.
Terms Code Order Setup, which is used to manage the display of multiple terms codes in the ending routines of direct invoice and counter sale entries. Many of the SO Entry programs allow you to enter multiple payments. The Terms Code Order Setup program allows you to create and organize the list of terms that you want to appear in the footer of invoice, counter sale, order confirmation, service order and credit memo documents.
The six two-character terms codes must already be set up in the Accounts Receivable Terms Code F/M program (Accounts Receivable --> Infrequent F/M --> Terms Code F/M). The descriptions that follow the codes are user defined (up to 10 characters). Once entered, terms codes and their descriptions can be inserted, moved or deleted. Press F3 to save changes and exit, or press F4 to abandon changes before you exit the program.
Order Activity Cost Code Entry (SOE620), which is used to enter cost codes; you can use cost codes to associate cost activities with orders, shipping warehouses, or order lines. The Order Activity Cost Code Entry program allows you to enter cost codes. You can use cost codes to associate cost activities with orders, shipping warehouses, or order lines. A cost activity is an activity that requires the resources of the company and is not included in the cost of goods. Examples of cost activities are picking orders, expediting orders, collection calls, and so on.
After you enter cost code, use the Order Cost Activity Report to list all the different types of order cost activities and the Customer Order Profitability Analysis report to identify and rank customers by cost activities to examine the net profit contribution each customer is associated with.
SO Entry Options F/M, which is used to define which header prompts users can edit in SO Order, Credit Memo, Invoice and Confirmation entry programs. This file maintenance builds on flags formerly available in the SO Static Control F/M in FACTS 6.06 and earlier. SO Entry Option settings are not user-specific; they affect all SO Order Management Suite users.
In this program, you define whether header, line item entry and footer fields are:
• required to complete a document and whether they should appear on the main screen.
• not required.
• can be initially skipped, but can be edited later if necessary.
You can also select which totals appear on the entry screen, set item browser flags to indicate backordered items, temporary items, nonstock items, as well as direct ships and items shipping from alternate warehouses, and set the notes pop-up display for item and customer notes.
Programs that can be modified through this file maintenance are
• Quote Entry
• Order Entry (also modifies Service Order Entry)
• Credit Memo Entry
• Order Confirmation
• Direct Invoice Entry
• Counter Sales
The Quote Entry option to recalculate user-overridden costs for items when a quote is imported to another quote or converted to a sale order is controlled through the SO Static Control F/M
Ship Via F/M, which is used to create and maintain ship via codes and link those codes to Clippership carrier codes if FACTS is integrated with the shipping package.
Document Import Control F/M program, which is used to set up and maintain a record for each importable document type, including Quote, Open Order, and Past Documents.
SO to GL Posting F/M, which is used to determine how the Daily Sales Register posts to the General Ledger. The SO to GL Posting F/M program enables you to determine how sales orders, via the Daily Sales Register (DSR), post to general ledger (GL), if at all. It contains information (such as journal and account numbers) that the system references in performing the automatic posting of SO Daily Sales Register data to the General Ledger during the Daily Sales Register Update. This program only allows you to use General Ledger numbers that are already set up in the General Ledger Account F/M program. Do not make changes to this program without the approval of your company’s Accounting Manager or Controller.
Static Control F/M, which is used to control how Sales Order programs process information for you. For example, you can set up or disable the system’s ability to use contract pricing, invoice history or line discounts, or allow backorders in order entry programs. The information in the Static Control F/M stays the same. The Static Control F/M consists of many flags and entries that activate or deactivate many of the features available in the Sales Order module. For instance, from this program you can determine whether or not to use job costing, past sales, cash drawer handling and quick customer creation, just to name a few of the possibilities. This program also enables you to show or hide certain header and line-item entry prompts for during entry in Blanket Sales Orders, Recurring Invoices, and the Customer Returns System.
CAUTION! It is strongly advised that a password be employed on the Nonstatic Control F/M and Static Control F/M programs. Changes should be made only with extreme caution and under the supervision of your Affiliate.
Nonstatic Control F/M, which is used to maintain flags that the system updates periodically, such as the current Sales Order period, last quote number and date of last release register. The SO Nonstatic Control Record is critical to the proper functioning of the SO System. The record contains information that the SO System references in performing various functions.