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Activant Prophet 21
Version 12.0: Order Area New Features
New Features Suite Course 2 of 5
This class is designed for…
Sales managersSystem Administrators
Objectives
Discuss v12.0 Order Area new featuresOrder Entry Redesign / Field ChooserFreight modificationsManufacturer Rep modificationsService and Maintenance new featuresOrder Entry modificationsContract Pricing and Vendor ContractsRebate enhancementsStrategic PricingCRM functionality
This course will NOT cover…
New features in System Administration, Inventory, Accounting, and Third Party
Order Entry Redesign and Field Chooser
Order Entry Redesign
Allow information from different tabs in Order Entry to be displayed on Order Entry windowSide panel added to Items tab
Choice of 5 standard panels and 2 custom panels
New grid format for itemsAllows for easy editing and uniform display of itemsFull grid modeGrid with panel mode
Order Entry Redesign
Panels determined by Panel tab in User Maintenance
Available panelsNone (default)Open ValuesCostsLast Price Paid (if enabled)
Ext’d InfoCustom 1Custom 2
Order Entry Redesign
Grid with Panel
Ext’d Info Panel
Field Chooser
RMB menu, choose Field ChooserDrag and drop field onto current tab
Freight Modifications
Pre-Authorization of Estimated Freight
Carrier Maintenance has Freight Estimate Percentage fieldProtobase Initial Authori-zation Process uses this percentage to add on the freight amount to the total amount submitted to the processor0% or any positive number is accepted
Freight Adder / Handling Charges
Define value and limit tables for additional freight and handling chargesCan be applied automatically or manuallyBased on shipment value, order value or freight valueThe charges are calculated and displayed as the price of an other charge Item ID added to the shipment and to the invoice total
Freight Adder / Handling Charges
Order Entry / Maintenance / Freight/Handling Charge Maintenance
Freight Adder / Handling Charges
Example2.5% for shipment limits up to $1005% for shipment limits between $100 - $2507.5% for shipments between $250 -$50010% for shipments over $500
Freight Adder / Handling Charges
Enter the Freight/Handling Charge ID on the OE Options tab in Customer Maintenance
Must be specified even if adding charge manuallyCustomer Import and Fast Edit modified to allow this field to be added to customers
Freight Thresholds
Free freight when order exceed set dollar limits
Lot Billing
Packing Basis and Freight Codes by Item on Lot Bills
Define packing basis and freight codes for lot bill items at header and component levelsBenefits
Assign and track freight only on items to which it appliesLarge orders may require packing basis to vary for the lot bill items on the order.
Assign freight codes by going to Item tab in Order Entry, select item, then open Lot Billing tab.
Choose Freight Code for itemSetting overrides freight code assigned to order
Packing Basis and Freight Codes by Item on Lot Bills
Line level packing basis applies over order header packing basis
Exception – Hold setting for order applies to all lines
Assign packing basis to lot bill headers and components by selecting line item on Item tab, then choose Lot Billing tab
Set Packing Basis field appropriately for selected item
Manufacturer Rep Orders
RMA for Manufacturer Rep
RMAs credit the commissions paid, including dealer commissions
May be tied to order line items
Updates GL accounts without using journal entries to account for discrepancies
Applying Credit Invoices
Invoices for manufacturer rep RMAs appear as negative linesTo clear lines, apply them to regular manufacturer rep invoices
Posting to GL
Approve or Invoice manufacture rep RMA postsDebits – Commission Revenue AccountCredits – Commission Receivable Account
Apply credit to invoiceDebits – Cash Account if payment = Check ORDebits – AP if payment = Debit MemoAdjusts Commission Allowance AccountCredits – Commission Receivable Account
Report Windows
Manufacturer Rep Order ReportOpen RMA ReportSales History ReportWBW ReportOpen Manufacturer Rep Order ReportSalesrep Commission ReportAged Dealer Commissions ReportOrder Drill Downs by Customer, Item, Order and Vendor
Additional Manufacturer Rep Settings
Setting Default Return QuantitiesSystem Setup / System / System Settings / Order Processing / General
Reducing Commissions for ReturnsAccounting / Commission / Maintenance / Commission Rule Maintenance
Compute Negative Commissions on RMAs applies to manufacturer rep RMA too
Ship Confirm Manufacturer Rep Orders
Track shipped and cancelled quantities for manufacturer rep line itemsAdjusting item quantities
Qty Shipped and Qty Invoiced fields added to windowLine item stays open until qty ordered = qty invoicedAdjusting qty shipped generates invoice for adjusted amount and updates qty invoicedQty ordered is locked once a qty shipped is generatedOnly way to reduce order qty is to cancel some or all of remaining amountQty Cancelled field on Extended info tab
Ship Confirm Manufacturer Rep Orders
To undership a line, ship and invoice the desired qty and cancel the remaining amountTo overship a line, add another line to the order for the additional amount requiredTo create an invoice, edit the qty shipped and save the order
If shipped qty is greater than invoiced qty, system creates invoice for differenceLine closes when invoiced qty = order qty
Ship Confirm Manufacturer Rep Orders
System automatically calculates commissionsFigures what percentage of the total line the shipment representsMultiplies percentage by the line’s dealer commission to determine commission for the lineTotals calculated amounts for each line to determine commission due for whole shipment
Dealer Commission Payments now includes an invoice number field to help discern multiple shipment invoices
Miscellaneous New Order Area Features
Additional DEA Functionality
Functionality for compliance with Drug Enforcement Agency (DEA) policies on controlled substancesOptional featureValidates shipping location is valid to send material to customer locationChecks item’s supplier and confirms supplier can sell to customer’s locationPO Entry confirms supplier can sell materialPick tickets will separate DEA and non-DEA items
Setting to Tax Based on Prior Invoice
Checked = tax based on prior transaction
Unchecked = tax based on normal system rules
Create Downpayment Invoices Greater than Backordered Total
Indicate a Downpayment Override Amt in order to invoice customer for amount greater than just the backordered value on order
Profit Exception Report by System Setting Limits
When Use System Limits is checked
First checks Over-ride Profit Limits setting in customer recordThen checks Order Line Profit Warning system settingLast checks Low and High profit % settings on report criteria
Print Packing List without confirming Shipment
Print packing list in Shipping without confirming shipment. Click print, fax or email checkboxes without checking the Confirm checkbox before savingCan still make changes to shipment after printing the packing list, but it just may not match invoicePick ticket number will print in place of the invoice number – this is because there is no invoice number as the shipment has not been confirmedIf you had this feature as a DC feature and customized the packing list, you must reapply
Signature Capture in Shipping
Direct Catalog feature available if you have Front Counter Signature CaptureMust enable Signature Capture in system settings to see option in the Shipping window
Can’t cancel out of signature capture because shipment is confirmed and can’t be recaptured
Serial, Lot and Bin updated immediately
In order processing and transfer entry windows, serial, lot and bin information now allocating immediately
Don’t have to wait until transaction is saved
Picking Based on Lot Expiration
Pick items set to expire the soonest and alert user when attempting to pick a lot set to expire within predefined number of daysNew system settings
Lot assignment options Expiration Date and Expiration Date CompletePrint Lot Expiration Date on FormsLot Expiration Warning Days
Lot Expiration Date Report
Default Order Header Source Location to Sales Location
Default the sales location as the source location on transactions in Order Entry, Front Counter Order, Manufacturer Rep Order Entry, RMA Entry and Service Order Entry
Exclude from Lead Time PO Wizard in OE
Exclude from Lead Time checkbox on the Create RFQ/Purchase Order from OE wizard
CRM Enhancements
CRM module
Interface improvementsCRM bandMy Tasks node on main menu
Sales Force Automation Opportunity trackingSales Management Inquiry
Marketing ToolsLink incoming/outgoing emails to customers and contactsEmail blasts
My Tasks
My Tasks on side barDisplays summary of tasks by timeframe
Due todayDue tomorrowDue in 7 daysDue within the next 28 days
CRM Opportunity Management
Opportunity Management feature allows you to define, record, retrieve and analyze sales leadsSales Management Inquiry allows for easy viewing of information relating to opportunities, quotes and invoices
Stage of opportunityBreakdown by territory, location or salesrepComparison and statistical analysis
Lost Sales Report shows lost orders, shipments, RMAs and lost opportunities
CRM Opportunity Management
Linking Orders and Quotes to OpportunitiesOrder Entry, FC, Manufacturer Rep Order, RMA Entry and Service Order Entry
Create Tasks from Workflow Events
Task notifications added to Alert MaintenanceTask Notification tab allows additional detailsMultiple user IDs can be listed on Assigned To tab
Modifications to Tasks and CMI
Hard Touch Indicator added to Activity Type Maintenance
Added to Schedule and Edit Task windowsAdded to Task Maintenance and Task Fast EditHard Touch date field available in Customer, Ship To, Contact and Supplier Maintenance
Modifications to Tasks and CMI
Last Hard Touch date parameter on CMI, Cash Collection Call Maintenance and several reports
Customer Ranking, Customer List, Contacts, Cash Collection Call and Inactive Customer Report
Telemarketing Call Management
Use task functionality to manage call center and telemarketing campaignsEach call is considered its own taskTask Processing mode puts all information needed at your fingertipsRMB command to email or fax documents to the contact
Expanded Outlook Integration
Ability to link incoming/outgoing emails from Outlook to Customer Account and Contact record
Anyone with access to CMI and Contact Management can see all emails linked to accountButton on Outlook taskbar to Link to P21Tries to match email address in Contact MaintenanceCan highlight multiple emails to link
Sent email saved as completed task with Email activity type
Display on Task History tab of CMI and Contact Inquiry
Expanded Outlook Integration
Create targeted lists based on criteria to send email blasts to customers and prospects
Use Contact Fast Edit Query tab to identify customers for blastNew Create Email tab lists contacts that fit search parametersRMB option to Create Email Blast allows user to pull up Mail Merge Word doc or user can type new email
Create email templates to be saved and re-usedBased on Word Mail Merge functionality
Pricing Modifications
Pricing Hierarchy Changes
A new level of grouping for pricing has been added called Price Family
Can specify default in Item Maintenance on General tab and at location level tooItem Defaults Maintenance has Price Family fieldImports and fast edits include this new field
Pricing family is very similar to discount groupsMust be established in Price Family Maintenance first
Price Family
Price Page Maintenance has two new Price Type options
Price FamilySupplier/Price Family
Vendor Contracts
Create vendor based contracts for sales price and/or costTypically used to provide cost and price for items based on vendor rebates for
GPO (Group Purchase Organizations or gov’t contractsClasses of customers (Hospitals, Schools, IU units)Manual contracts also available
Create new contracts by copying existing contractsFreight factors can be used with your other costEnables fast editing of contracts
Vendor Contract Benefits
Vendor contracts improve pricing managementCreate contracts for multiple customers without having to share a corporate IDEnsures getting the best or most recent rebate with less rebate rejectionsEfficiently manages multiple contracts sent by vendor
Additional Pricing Modifications
Supplier Contract Number field added to Item, Direct Ship and Special tabs in PORG and IMIPO Cost Multipliers tab has been added to Price Page Maintenance for calculating PO Cost for S and D disposition itemsTimestamp tab added to Sales Pricing Page Maintenance to track who changed information and when it was done
Customer Pricing Report Criteria
Limit report to items customer has purchased in history or contract items or both Can specify a date range - to see all items purchased in past year
Rebate Enhancements
Sales pricing pages can define a sales order price, cost or bothAbility to use different source from Supplier List Price for calculating rebate amount dueOther cost can be subtracted from any source to determine rebate amountStreamline rebate payment processing by applying payment across multiple invoicesAbility to exclude rebate line from EDI 844 transmission
Strategic Pricing
Functionality within Prophet 21 that works with analysis from Strategic Pricing AssociatesProphet 21 sends data to SPA system, which performs a pricing analysisResults used to drive pricing set up in Prophet 21 to improve gross profit marginsCapture and recover freight expenses better
Service and Maintenance Enhancements
Add Parts Packing Basis
Ability to print pick and hold tickets until all parts are available
Pick ticket prints once all parts are received
Service Item Parts List
Create parts lists for service itemsAssigned when entering service orders and scheduling preventative maintenanceCreated on Parts List tab in Item Maintenance
PM StatusNoneAllSelect
Service Item Parts List
PM Process IDProcess for which the part is used in PMAdditional process IDs listed via RMB option Add Process
PM Quantity UOM is the qty and UOM of the part required for each PM process listedThe Parts List tab is also available in Service Item Maintenance
Service Item Parts List
During PM Service Order Entry, system checks item record for parts list and checks PM status
None – system adds no partsAll – system adds part in qty specified for all processesSelect – system adds part in qty specified only for processes specified on parts list
In Service Order Entry, access parts list with RMB option Add Parts on Parts and Labor tab
Parts come from Service Item’s record, but if none listed, system goes to Item Maintenance Parts tabEdits may be made, but only affects that service order
Apply Service PO Cost to Service Orders
Costs for any third party service work can be factored into the price or cost calculationsAdd parts to service PO, which are added to service order to cover parts and labor costsCreate service item ID as an other charge item and check Third Party Service Part FlagIn Service Order Entry, the Order Cost, PO Cost, Other Cost and Commission Cost fields become editable.
Once PO generated, values are locked, but can be modified or updated by convert PO to voucher
Miscellaneous Service Enhancements
RMB Quote to Order for Service OrdersTurns service quote into a service order without changing transaction numberView service order in Service Order Entry and RMB click and chose “Convert Service Quote to Order”
Default Service Source Location to Ship ToAdded Ship to Fast Edit and Ship To Import
Summary
Discuss v12.0 Order Area new featuresOrder Entry Redesign / Field ChooserFreight modificationsManufacturer Rep modificationsService and Maintenance new featuresOrder Entry modificationsContract Pricing and Vendor ContractsRebate enhancementsStrategic PricingCRM functionality
For More Information…
Prophet 21 Help FilesVisit Activant on the web: http://distribution.activant.com/
View Educational Services course offeringsCRM WBTStrategic Pricing WBT
12.0 New Features Documentation – Sales Processing Search the Solutions databaseSubmit a Support case
E-mail Professional Services [email protected]
New Features Suite
Version 12.0 System Administration New Features
System Administration new features
Version 12.0 Inventory New FeaturesInventory new features
Version 12.0 Accounting New FeaturesAccounting new features