, so the user may access messages and see the number of messages waiting in Office Automation.FACTS 7.7 boasts the addition of several new distribution-centric enhancements.
Accounts Payable
Accounts Payable Rewrite: Converting FACTS Accounts Payable to use an SQL Database
FACTS data files are now available in an SQL Server 2005 external database. When a user wants to make the switch from using ProvideX to using SQL Server for maintaining certain data files, the user can run a conversion program to move the data in those files to tables in SQL Server. This conversion can be done at anytime, but it is a one-way conversion process; we are not providing a way to convert the SQL Server tables back to ProvideX data files. Changes involve separating control records from SMCNTL into their own file. This request dealt with APC, API, APN and APS control records.
Expanding Terms Code to 5 Characters
The AP Terms code has been expanded from 2 to 5 characters. The “Manual” terms code will continue to be “M”, padded with leading spaces. The expansion of the Terms Code consists of padding the existing terms codes with leading spaces. For a complete listing of programs affected by this change refer to the enhancement details section for this enhancement.
Increase Length of AP Check Number
The AP Check Number field format was changed from 6 characters right justified, zero filled to 10 characters right justified, zero filled. For a complete listing of programs affected by this change refer to the enhancement details section for this enhancement.
Automatic Clearing House Transactions
Automatic electronic funds transfer from the FACTS AP check system to a FACTS vendor’s bank account is now included in the FACTS Accounts Payable module.
This enhancement includes new programs and modifications to many existing programs. An EFT payment batch file is created in only one ACH entry class code format. The actual file transmission to the bank will be done by the user. In all files where the routing and account numbers are stored (not including the payment batch file that is transmitted to the bank), the fields are encrypted using the security object. New check types of “A” for ACH and “W” for wire transfer were added. For a complete listing of programs affected by this change refer to the enhancement details section for this enhancement.
Check History
Accounts Payable document information can now be viewed by check number.
Accounts Receivable
Payment History
Payment history functionality has been enhanced to include the Accumulation Periods field split into 3 separate fields. You can also choose to exclude disputed invoices from being included in the count of invoices, dollar amount of included invoices and the accumulations displayed. Disputed invoices are still counted and amounts displayed in their own “disputed” columns. For Payment History, FACTS now displays information in both invoices and weighted dollars. For a complete listing of programs affected by this change refer to the enhancement details section for this enhancement.
Apply Payment Entry (ARE211)—Direct Access to Apply Miscellaneous Cash Entry (ARE212)
The Misc Cash (Miscellaneous Cash) button was added to the Apply Payment Entry (ARE211) program to access Apply Miscellaneous Cash Entry (ARE212) to allow you to distribute a miscellaneous cash transaction to the proper GL accounts.
Allowing Credit Cards in Cash Receipts
FACTS 7.7 provides the ability to apply credit card payments to AR invoice balances through the Cash Receipts & Adjustments Entry program. To enter a credit or debit card payment that is to be processed through the credit card processor set up in FACTS, the check number field is initially left blank. This type of payment is called a true credit card payment. Once successfully sent to the credit card processor, this payment cannot be changed or deleted. If necessary, a void can be issued for credit card transactions.
Data Warehouse
The Data Warehouse module was removed from the FACTS system. For a complete listing of metadata changes refer to the Important Technical Changes section of this document.
General Ledger
General Ledger Rewrite: Converting FACTS Accounts Payable to use an SQL Database
The General Ledger module was rewritten to no longer use a current period design. GL now stores unlimited periods. The Current period is calculated based on system date, the company period ending dates, and standard period dates in GLIFM, the company period field in Company Periods & Ending Dates F/M (GLF970).
FACTS data files are now available in an SQL Server 2005 external database. When a user wants to make the switch from using ProvideX to using SQL Server for maintaining certain data files, the user can run a conversion program to move the data in those files to tables in SQL Server. This conversion can be done at anytime, but it is a one-way conversion process; we are not providing a way to convert the SQL Server tables back to ProvideX data files.
GL Drill Down and Drill Back
New functionality added to FACTS registers and transactions now allow for the drill back from the General Ledger to view the source registers and documents that created the journal entries. This enhancement is visible from the following FACTS inquiry programs: Journal Inquiry (GLI20), Customer Inquiry (ARI610), Vendor Inquiry (API610), Document Inquiry (SOI620), Document Inquiry (POI620), and Transfer Document Inquiry (ICI640).
Report Formatter Conversion
The following General Ledger Report programs were converted to use the FACTS Report Formatter feature:
Yearly Trial Balance/Detail Ledger (GLR770)
Yearly Journal Print (GLR780)
Journal Print (GLR720)
Recurring/Reversing/Allocating Print (GLR210)
Office Automation
Office Automation Entry Program Conversion
The Office Automation message programs have been rewritten to the new 3-level entry driver architecture and graphical user interface. The Main menu also contains a new button for messages, , so the user may access messages and see the number of messages waiting in Office Automation.
Purchase Orders
Conversion to Report Formatter
The following Purchase Orders Reports programs were converted to use the FACTS Report Formatter feature:
Suggested PO Report (POR110)
Receipt Register (POR230)
Invoice Receipt Register (POR310)
Expanding PO Reference Number
The PO Reference Number was expanded from 15 to 30 characters
Expanding PO Receipts
The number of receipts for a purchase order was increased to 99999 receipts for a PO number instead of 99.
PO Contract Multiplier
The PO Contract Multiplier was expanded from 4 decimals of precision to 6.
PO Number Expansion
The Purchase Order Number field was expanded from 6 to 12 numbers. PO number fields are no longer padded with “0”, unless it is a non-PO.
Non-purchase order numbers are padded to the full length with “0” after the “NP” indicator. When searching for a PO number, the system looks for the non-padded entry first, and then pad with a leading “0”, and then with two, in order to accommodate existing POs. The NP portion moves to the left as the number increases past 4 digits. The default for non-po’s less than or equal to 9999 will be ‘NP4321’ and once the number gets larger the NP will slide left, like NP54321, NP654321, etc. Smaller numbers will be zero filled, like, NP0023, so that there will always be four digits after the NP. Again, once the number of digits gets greater than 4 the NP will slide to the left. The largest NP number that can be accommodated is NP9999999999. After that the number is reset to ‘1’, e.g. NP0001.
System Management
Customize Report Layout Screen
The report formatter metadata has been expanded to include two new fields, Suppress Totals and Custom Suppress Totals, which allow you to suppress the printing of totals at a specific tier. The Customize Report Layout screen for each tier: "Suppress Printing Totals".
Field-level Security and Security Code Maintenance
A new program, Security Code Maintenance (SME016), has been included on the SM Security menu. This program allows the user to assign descriptions to each security code and to quickly identify all users who have the code and all places where the security code is used.
Soft Locking/Optimistic Locking/File Maintenance Audit Feature
A new File Maintenance Audit Feature is available is FACTS based on a new setting, File Maintenance Audit, in User Code F/M, on the Security tab, under Administrator Privileges. Users who have this setting selected can access a new Audit menu available to in all graphical file maintenances -.
Sales orders
Blanket Sales Order Rewrite
Programs in the Blanket Order Entry sub-module were modified to the new architecture. Blanket Sales Order was standardize with the functionality common to other GUI entry programs. The ability to choose to ‘Go To’ BSO via menu option is now available in Order Entry programs. The Reference number field is also now case insensitive. For a complete listing of programs affected by this change refer to the enhancement details section for this enhancement.