Best Practices -Software Efficiencies Training

DST Training Conference

St. Louis, MO, -April 20th and 21st

Trainer: Jeff Dobyns, Laura Schultz

Best Practices

• EOD/EOM XREF (paperless EOD/EOM)• Locked Records

– File Locks

• Standard Pack Sales• Purge Parameters• Upgrades (U2006.1, U2006.2, U2006.3, U2007.1)• Support Desk

– FAQ’s

• Website training• Q & A• Evaluations

EOD/EOM XREF

• “the paperless office will take over at about the same time as the paperless bathroom”

• Why use it?– CONTROL– Cost Savings (ink, paper, storage)– Built in redundancy

• Easy setup

• Custom reports

EOD/EOM XREF

Listing the EOD/EOM Xref assignments – (M-16.6, 17.6)

EOD/EOM XREF

Edit the EOD/EOM Xref assignments – (M-16.5, 17.5)

EOD/EOM XREF

Making the final change – (M-12.1.1, field 14 to ‘HS’)

Locked Records

• What to do when your terminal is locked and beeping.• Go to another terminal to M-20.3• DO NOT BREAK OUT

Locked Records

• M-20.3

More ‘Locked Records’

• More ‘LOCKED RECORDS’– Prod.det record locked– PO record locked– AR Batch is in USE– AP Batch is locked

Locked PO record

Purch order record locked…will hold

Locked Product Detail

• Prod.det record ######### locked, will hold

Unlock AR Batch

• Batch is in use

Unlock AP Batch

• Batch locked, will hold

Sell at Pack QTY

• How do I flag a product to sell with a specific pack qty?

Break Time!

?? min break

Product Warnings

• Use Like Regular Soap –Dial Soap

• Product will be hot after heating –Microwaveable meal

• Warning: Keep out of Children –Knife

• Not to be used for other use. –food processor

• Warning: Contains nuts –Bag of peanuts

• U2006.1, .2, .3

• U2007.1

• Upgrade Docs– http://dst.sitemax.com/upgrades.asp

• Shortcuts

Upgrades

Upgrades U2006.1

• U2006.1– Order Entry– Price Maintenance– Customer Terms– Printer Options– Parameters

Order Entry –U2006.1

• Menu 1.2 – Customer Pricing Matrix Code Display Change • Previously, on the Order Entry (OE) screen on the lower left had

side there was a small bucket with a code in it such as C1, C2, P1, or P2.  This code explains where the bucket pricing came from. 

• The following is for reference for the codes: C1 – Customer, Product    P1 – Program, Product C2 – Customer, Category   P2 – Program, Category C3 – Customer, Class    P3 – Program, Class C4 – Customer, Type    P4 – Program, Type C5 – Customer, Vendor    P5 – Program, Vendor

• Now, this code will also include the name of the program such as P3*CLEAR5

Price Maintenance –U2006.1

Menu 5.24 – New Pricing Matrix Listing

• The following Selection Options have been added to Menu 5.24– Select for Specific Products – Select for Specific Product Types – Select for Specific Product Categories

Customer Terms –U2006.1

• Menu 12.2.11 - Terms Maintenance • Database users now have the ability to freeze customers

from purchasing items. A flag has been added to Menu 12.2.11, field 10. If set to 'Y' then when the customer number is typed in Order Entry (Menu 1.2) a message will appear.

Printers –U2006.1

Menu 25.1 – Select a Printer• In select.printer (See Menu 25.1) users now

have the option to EM-ail, FAX, and D-isplay reports.– Display Sample (M-12.2.23)

• CTRL+X

– EM Sample (M-12.3.34)– Fax Sample (M-12.3.34) –DQ only at this point– HS Sample

• M-20.29 Download Hold Entries (FT)

Printers –U2006.1

Menu 25.3 –Reset printers

What this does: This program has been upgraded to allow for the clear and reset of the jet direct/network printers.

Printers –U2006.1

Menu 25.3 –Reset printers1) this program first advises you to run through and check the most common printer issues.

Check the following:

1. Turn printer off/on 2. Is the printer on-line 3. Is the baud rate correctEnter printer number ?2) Next, after inputting the printer# we PING the printer to confirm the printer in question is actually on the network. If

it doesn’t find it on the network, it will not proceed. ***Note, the program will not PING serial printers. It will only PING the printer, if it can tell if it is a network printer. Otherwise it will delete/start the printer as it did before.

First let's make sure the Printer you want to reset is on the networkPING omjd01: (192.168.9.8): 6 data bytes14 bytes from 192.168.9.8: icmp_seq=0 ttl=6414 bytes from 192.168.9.8: icmp_seq=1 ttl=6414 bytes from 192.168.9.8: icmp_seq=2 ttl=6414 bytes from 192.168.9.8: icmp_seq=3 ttl=6414 bytes from 192.168.9.8: icmp_seq=4 ttl=6414 bytes from 192.168.9.8: icmp_seq=5 ttl=64----omjd01 PING Statistics----

6 packets transmitted, 6 packets received, 0% packet lossDid you get a successful packet transmission - Y*** ?3) Answer Y*** is you get a message at the tail end like this: 6 packets transmitted, 6 packets received, 0% packet

loss4) Next, the program deletes the printer and makes 2 attempts to clear the jet direct/network print queue. 5) Next, the port is logged off and the jet direct/network printer is restarted.6) Printer and print/queue is ready to go!

Parameters –U2006.1

Menu 35.14 Field 11 – Print/Fax/Email Statements During EOM• Enter a ‘Y’ in field 11 to have Statements Print/Fax/Email during the

EOM process. In order for statements to Print/Fax/Email during the EOM Menu 35.14, Field 9 must also be set to a ‘Y’.

 • Menu 35.14, Field 11 will default to a blank field which equals ‘N’. If

the field is set to ‘N’ statements will not print/fax/email during EOM. • Note: If parameters in Menu 35.14, Field 4 and/or 5 are set to

‘N’ statements will not fax/email, they will print. 

Upgrades U2006.2

• U2006.2– Price Maintenance– Purchasing– File Maintenance– Inquiries– Parameters

Price Maintenance U2006.2

• Menu 5.17 – Price Book for a Customer• In menu 5.17, after selecting ‘Y’ to the following

question: New Price Book to Include Menu 5.33 Pricing (Y/<enter>)?

• Selecting ‘Y’ will include Menu 5.33 pricing and will automatically do all Contract, Program and 5.33 pricing that applies to that customer, so the ‘N’ option is used to get the old Discount Pricing.

Price Maint –M-5.17

Price Maint. U2006.2

• Menu 5.25 – New Contract Price Listing

• Menu 5.25 has been added to the system to allow users to print Menu 5.33 contracts. Will show all items on a contract and the current contract pricing on those items.

File Maintenance U2006.2

• Menu 12.2.2.2 - Customer Master Maintenance• New Statement Send Flag -This new flag (Field 34 –

STMT SEND FLAG) will allow you to control some of your statement send options separately from the invoice options. This flag will work in conjunction with field 31 – PRINT-FAX-EMAIL.

• If the new STMT Send Flag is not set (is blank) then all invoice and statement send options will be controlled by the PRINT-FAX-EMAIL field (31). The new STMT Send Flag options are explained below:

File Maintenance U2006.2• E =  Email Statements This option will send the statement by email regardless of the setting in field 31. The

invoices will be sent according to the setting in field 31. For example, if you have an ‘F’ in field 31, and ‘E’ in field 34, your invoices will be faxed and the statement will be emailed.

• P = Print Statements This option will print the statement regardless of the setting in field 31. The invoices will be sent according to the setting in field 31. For example, if you have an ‘F’ in field 31, and ‘P’ in field 34, your invoices will be faxed and the statement will be printed.

• F = Fax Statements This option will fax the statement regardless of the setting in field 31. The invoices will be sent according to the setting in field 31. For example, if you have an ‘E' in field 31, and ‘F' in field 34, your invoices will be emailed and the statement will be faxed.

• EI =Email Statements/Invoices Monthly When using this option, the statement will be emailed along with all of the invoices for the month. Field 31 should be set to ‘N’ to keep the invoices from being printed, faxed or emailed daily (or weekly – depending on your parameter setting). See Important note below about the EOM process for this option.

• PI =Print Statements/Invoices Monthly When using this option, the statement will be printed along with all of the invoices for the month. Field 31 should be set to ‘N’ to keep the invoices from being printed, faxed or emailed daily (or weekly – depending on your parameter setting). See Important note below about the EOM process for this option.

• FI =Fax Statements/Invoices Monthly When using this option, the statement will be faxed along with all of the invoices for the month. Field 31 should be set to ‘N’ to keep the invoices from being printed, faxed or emailed daily (or weekly – depending on your parameter setting). See Important note below about the EOM process for this option.

• Important:  In order for invoices to be sent to customers that have an EI, PI or FI flag the following must be done.

• Run Menu 4.3.6.15 after EOM is run - this feature will send invoices marked EI, PI or FI.  If Menu 4.3.6.15 is not run then invoices will not be sent for customers having these flags.

File Maintenance U2006.2

File Maintenance U2006.2

• Menu 12.1.13 – Order Entry/Credit Memo Message Maintenance

• Menu 12.1.13 now has the option of allowing users to add expanded descriptions on part numbers. The expanded descriptions will appear after the part number is entered in Order Entry.

• In menu 12.1.13, enter the part number (including the dash) in the CODE field. There is up to 10 TEXT lines per part number. After the part number is entered in Menu 1.2, the system will auto add the TEXT lines as message lines.

File Maintenance U2006.2

Inquiries U2006.2

• Menu 19.6 – Stock Status ‘H’istory - a prompt has been added to allow users to enter the 11-digit release number and be taken directly to Menu 19.5 to view invoice detail.

Parameters U2006.2

• M- 35.20.4 - Webstore – Acct. Maint.

• Turn off the on-line discount on a Customer by Customer basis. Refers only to the on-line discount setup in M-35.20.2, Field 3

Parameters U2006.2

• Menu 35.19.9 - Customer Purchase Orders• This program allows you to setup a customer with a pattern for their

PO numbers. If an order is finalized with an incorrect pattern PO, then an email will be sent to up to 9 email addresses.

• Begin by selecting the customer (Lookup will work here) Enter the email address(es) that the notification should be sent to (can be customer’s email addresses and/or employee email addresses)

• In field 10, the pattern, enter the pattern for the purchase order. An example of a pattern would be 8N-4A-2N, this means 8 numbers, dash, 4 letters, dash, 2 numbers – such as 12345678-ABCD-12.

• There will be no validation at the time the order is entered – the only time an email is generated is if the order is finalized with a PO that does not match the pattern.

Parameters U2006.2

Parameters U2006.2

• Menu 35.12, Field 10 - Prompt for Number of Copies in Order Entry

• Enter a 'Y' in field 10 to have a prompt appear in Order Entry (Menu 1.2) that will ask how many copies of the Signature Capture invoice need to print.

• Note: This feature is only available if you have a Linux server

Parameters U2006.2

• Menu 35.5 – Purchase Order Parameter MaintenanceMenu 35.5, Field 9 – Use Linux Fax Server to Fax Purchase Orders - If this parameter is set to Y, Menu 7.1 option to 3 - Hold, Fax or 4 - Hold, Print, Fax will use the new Linux PO and fax-server to send the PO. Menu 7.7 Fax Purchase Orders will also use the Linux PO and fax-server.

Note: Must have a Linux fax-server installed

Note: If this parameter is set to N, PO faxes will be sent through DQ – DesqTop.

Purchasing U2006.2

• Menu 7.30 Fax PO thru Linux• This program will fax a PO thru Linux instead of thru Desqtop (DQ)• You will first be prompted to enter the PO number(s)• Then it will display the vendor name from the PO(s) that you entered

and ask you to confirm that it is correct• Next, it will display any vendor fax numbers that are on file for you to

choose from or allow you to enter a different number• Next, an email address will be displayed based on the operator

code that was entered.• You will then be asked whether you want to send a cover sheet or

not.• There will be an audit in Menu 7.23 that the PO was faxed

Purchasing U2006.2

Upgrades U2006.3

• U2006.3– Order Entry Reports– Pricing– Inquiries– Purge & Fix– Parameters

Order Entry Rpts U2006.3

• Menu 2.10 – Sum of Today’s Invoices• Menu 2.10 now provides users with additional

information. Users need to set Menu 35.10 Field 12 to Y then Menu 2.10 will display totals for:– Today's Finalized Invoices - All invoices finalized at this time – Sum of today's Orders - All orders taken today, if finalized they

will also appear in the Today’s Finalized Invoices totals – Month to Date - All orders that have been finalized this month

• Menu 35.10.13 will control whether or not Gross Profit figures appear in Menu 2.10. If a ‘Y’ is entered or if the field is left blank Gross Profit information will appear on the screen. Placing an ‘N’ in Field 13 will remove Gross Profit information from Menu 2.10.

Price Maintenance U2006.3

• Menu 5.2A.2 – Delete Contracts– This menu path now offers the ability to delete Menu 5.33

Programs and Customer Contracts.

• Menu 5.33 – New Customer Pricing Matrix– When the "S"ell price option is selected, the system will prompt

for the actual sell price that the user determines. This will then auto setup the matrix as follows. If there is a list price on this product, it will auto fill Field 2, DPOINT with a price pointer of "23" and auto fill Field 3, DISC% with the calculated discount percentage off the list price to get the desired sell price. If there is no list price on this product, it will auto fill Field 2, DPOINT with a price pointer of "0" and auto fill Field 3, DISC% with the calculated discount percentage off the each price to get the desired sell price.

Inquiries U2006.3

• Menu 19.6 – Stock Status

• Serial numbers can be viewed on items in stock status. After entering in the item, type SER to view the serial numbers that have been received and are available for sale.

Parameters U2006.3

• Menu 35.12 – Signature Capture Company Parameters

• Menu 35.12, Field 7 Print Each Price on Laser Invoice – Placing a ‘W’ in this field will print the warehouse location on the invoice.

Parameters U2006.3

• Menu 35.19.10 – Unfinalized Invoices

• Notifies individuals via email if an invoice is unfinalized.

U2006 EOD Status

• M-16.1a

Upgrades U2007.1

• U2007.1– Purge Parameters– Order Entry– Inquiries– Laser Statements

U2007.1 -Purge Parameters

• What/Why-– Expanded numbers of days for retaining file

information– More on-screen Info (areas of system

affected)

• Recommendations

U2007.1 -Purge Parameters

U2007.1 –Items to be deleted

• Menu 28.10 – Purge Discontinued Catalog Items– Purges items that are flagged as discontinued

(Menu 12.3.2.2 Field 22), have 0 B/O qty, 0 OH, 0 on PO for all stores and 0 IP. A report will print out of the purged items. This report is similar to non-stock monthly purge.

U2007.1 –Order Lookup ‘PO’

• Additional Lookup of customer orders based on Customer PO.

• Lookup first by customer, then narrow it down by Customer PO.

U2007.1 –PO Rolldown to OE

• Expanded functionality to the rolldown process for dropships.

• Will allow you to rolldown orders for your customers (not just branches).

• When creating the PO –load customer# into the PO Header SHIP-TO

U2007.1 –PO Rolldown to OE

• Screen Shot of PO entry and M-7.1a

U2007.1 –Add-ons & Msg. Lines

• Setup of products to more easily build orders

U2007.1 –Invoice Formatting

• Order Entry Message line formatting shortcuts.

• Sample Invoice

U2007.1 –Centralized Products

• Enhancements to the centralized prods– Stock Status– Order Entry– Bar coding– (For information on Centralized Product

updates that Database has already implemented refer to http://dstdocs.sitemax.com/m_19_6_Stock_Status.asp.)

U2007.1 -19.7b Transaction Types

• 19.7B - more transaction type choices (ADJ,POR,INV,C/M,NON,P/I,DIN,DPO)

U2007.1 –Sharepoint Warr. Info

• Automatically display sharepoint warranty instructions on reason code 006 upon valid SP login

U2007.1 –Laser Statements

• M-4.3.6.16 – Number of printed, faxed and emailed

statements from the EOM run.

Break Time!

15 min break

Actual Newspaper Headlines (1997)

• Include Your Children when Baking Cookies • Something Went Wrong in Jet Crash, Expert Says • Police Begin Campaign to Run Down Jaywalkers • Safety Experts Say School Bus Passengers Should Be Belted• Panda Mating Fails; Veterinarian Takes Over • Eye Drops Off Shelf • Enraged Cow Injures Farmer With Ax• Plane Too Close to Ground, Crash Probe Told • Miners Refuse to Work after Death • Stolen Painting Found by Tree • Two Sisters Reunited After 18 Years in Checkout Counter • If Strike Isn't Settled Quickly, It May Last a While • Cold Wave Linked to Temperatures • Typhoon Rips Through Cemetery; Hundreds Dead.• Man Struck By Lightning Faces Battery Charge• New Study of Obesity Looks for Larger Test Group• Kids Make Nutritious Snacks • Local High School Dropouts Cut in Half • New Vaccine May Contain Rabies • Hospitals are Sued by 7 Foot Doctors

Supportdesk

• Why log a job?– Logging in for Support – (JOB) http://www.myjohnstone.com/dst– DST DOC

• Good job info– Descriptions– Menu path– Samples– Expected output

Printscreens

• Good Info

• www.gadwin.com

KB

• FAQ’s/Knowledgebase– http://dst.sitemax.com/files/Efficiencymenu_pa

th_guide.pdf

– Menu Path quick ref guide and other important shortcuts: http://dst.sitemax.com/Application_Docs.asp

– Most popular help articles– Searching

KB

• Accessing quotes from order entry• Flagging a Product as Hazardous• Laser Checks• Menu Passwords• Rotational Buyback Steps• How do I route my EOD reports?

– Paperless EOD/EOM• Unlocking AR Batches• Special Customer Labels

KB

KB –OE Quotes

• Accessing Quotes from Order Entry

KB –Certified Product

• Flagging a prod to require certification

Flag Prod for Certification

• M-12.3.2.12, field 3

• M-12.3.6 to edit Haz. codes

• M-12.3.27 for listing of codes

KB –Laser Checks

– Order Laser Checks from Leading Edge Printing

– Contact Gary Moser at 1.800.765.8868. Several stores are using this standard laser check form.**HP laser printer recommended. ***Customization from this recommended form will be billable programming.

– Sample Check (http://dst.myjohnstone.com/config/uploads/Shared_lasercheckssample10122005.pdf )

KB –Menu Passwords

• Setting/Changing Passwords for Menus

KB –Buyback Process

•Buyback Process docs

•http://dstdocs.sitemax.com/Buyback.asp

AccuTerm Session History

• History allows you to go back to previous screens for review or copying and pasting (into jobs).

AccuTerm F-Keys

• Setup F-Keys to reduce keystrokes

Break Time!

15 min break

Website Training

• DEMO Search

• DEMO Store Site, Content Updates, Admin (store settings)– Registration Process for all…– Non-Real Time Customer and Account Admin– Real-Time Customer Admin

• EASYCO/PICLAN-IP• M-35.20.4 and M-35.20.5

Website Training

• DEMO Online Ordering– JSWebstore– DST Real-Time– Non-Real-Time

• Website, KEYS TO SUCCESS!

Q & A

• Open Discussion Time

Evaluations• AVERAGE:Not too bright.• EXCEPTIONALLY WELL PREPARED:Has committed no major blunders to date.• ZEALOUS ATTITUDE:Opinionated.• CHARACTER ABOVE REPROACH:Still one step ahead of the law.• QUICK THINKING:Offers plausible excuses for errors.• TAKES PRIDE IN WORK:Conceited.• STERN DISCIPLINARIAN:A real jerk.• TACTFUL IN DEALING WITH ATTENDEES:Knows when to keep mouth shut.• APPROACHES DIFFICULT PROBLEMS WITH LOGIC:Finds someone else to do the job.• A KEEN ANALYST:Thoroughly confused.• EXPRESSES SELF WELL:Can string two sentences together.• CONSCIENTIOUS AND CAREFUL:Scared.• METICULOUS IN ATTENTION TO DETAIL:A nitpicker.• DEMONSTRATES QUALITIES OF LEADERSHIP:Has a loud voice.• JUDGEMENT IS USUALLY SOUND:Lucky.• MAINTAINS PROFESSIONAL ATTITUDE:A snob.• KEEN SENSE OF HUMOR:Knows lots of dirty jokes.• STRONG ADHERENCE TO PRINCIPLES:Stubborn.• SLIGHTLY BELOW AVERAGE:Stupid.• HARD WORKER:Usually does it the hard way.• ENJOYED CLASS:Better than root canal.• WELL ORGANIZED:Does too much busywork.• COMPETENT:Is still able to get work done if supervisor helps.• USES TIME EFFECTIVELY: Clock watcher.• VERY CREATIVE: Finds 22 reasons to do anything except original work.• USES RESOURCES WELL: Delegates everything.

Thank you for attending!