New Features and Benefits

Prophet 21 Acclaim 13

This class is designed for Acclaim users that are upgrading to Acclaim 13

System administrators

Order processors

Accounting personnel

Purchasing agents

Overview� Acclaim 13 New Features added to help in

your business procedures

Objectives

• Order Ledger

• Report Purchasing

• Sales Tax Changes

• Job Control (JC) Check

• System Wide Changes

• Order Processing

• Purchasing

• Accounting

• Workflows

• Identify the uses and benefits of the Acclaim 13 new features:

This course will NOT cover…

� Basic Acclaim functionality

� Acclaim navigation

Order Ledger

� Tracks orders� Generation of new orders

� Modifications of existing orders

� Follows the history of an order

� Provide better customer service

� Internal Audit Trail

Order Ledger

� Powerdrill from order browse

Order Ledger

� Browse Order History

Order Ledger

�Order header history

Order Ledger� Powerdrill from order line item view

�Order line item history

Order Ledger

� Purge order history in Sales history

� Recommend to analyze your system for how often you should purge

Order Ledger

� XL Files� TK001B – DATA

� TKDAT0 – XR

� TKDAT1 – XR

� TKDATD – DATA

Order Ledger Files

Report Purchasing

� Not just for commodity purchasing any more!

� Easier navigation

� Additional information to help make more informed purchasing decisions

Report Purchasing prior to A13

Report Purchasing

� Report description now saved

� Acclaim browse added to select report files

Report Purchasing

� Additional parameters for restricting items in a report purchasing session

Report Purchasing prior to A13

Report Purchasing – Selection Screen

Sales Tax� Create sales tax schedules on a company-

wide basis

�Greater flexibilityin maintainingsales taxschedules

Sales Tax�Moving from branch specific to company-

wide schedules� Must run hidden option

� Delete old branch specific information or they will still be used during invoicing

Sales Tax

� Detailed Sales Tax Reporting� Master Sales Tax List

� Sales tax maintenance information

� Sales Tax Audit Report

� Each invoice that contributed to particular schedule is listed

� Includes sales tax write-offs, swaps and edits to schedules

Sales Tax Audit Report

Sales Tax Swaps�Order 1001095� Total $1,090.97

� Sales Amount $1,029.22

� Tax $61.75

� Accumulated under Tax Schedule 1 for Branch 1

� Needs to be under Tax Schedule 6

Schedule 6 BEFORE invoice

Schedule 1 BEFORE invoice

Schedule 1 AFTER invoice

Increased by Invoice Amounts

Payment Entry Screen

Detail Allocation Screen

Detail Allocation Screen

Schedule 6 AFTER swap

Schedule 1 AFTER swap

Sales Tax Audit Report

Company Options� Alphabetical order in an Acclaim browse

� Options can be easily located

Company Options� Re-indexing allows you to search by Keyword

Ship/Invoice Message at Branch Level� Display different messages per branch� Special Promotions

� Holiday Schedule

� Change in Policies

Ship/Invoice Message at Branch Level

Ship/Invoice Message at Branch Level

Job Control Check

� Alerts users to possible changes in JCMs and macros (JCs)

� Reports any changes made to menus or screens after an update

� Prevents any failures in running JCs

Job Control Check

� Utilities/Job/Job Control/Check and Restore

� Disable JCMs/Macros until editing is complete

JC Check Report

This report will not only list the JCs

that may be impacted, but also why.

Job Control Notification

� Job/Job Control/Auxiliary

� Call beeper number and/or send email if job control fails or does not finish before specified time

� Helps to Prevent down system the next morning

Job Control Notification

Job Control Notification

Fax/Email

�Orders and purchase orders will default to the fax number or email address of the contact

� If no contact is specified, the fax number and email will default from the customer or vendor record

� Provides tighter integration of the fax and email features with the contact database

Order Processing� Tax can now be included on quotes

�Order acknowledgments for customer returns

Order Processing

� Create vendor return or temp items during non-stock cancellation at SHIP-EDIT

Enter charges during Order Entry

• Clippership users can import std methods

• Select default Instruction 1 and/or Instruction 2 in customer record

Shipping Instructions� Allows you to enter

standard shippingmethods

� Browse duringorder entry andchoose from list

Shipping Instructions� Here are some examples…

Purchase Line Required Date

� Prior to Acclaim 13

…you had to manually edit the line item required date if different from PO header.

�With Acclaim 13

…you can enter defaults to fit your business needs!

Purchase Line Required Date

Purchase Pricing Override Tables

� Data Entry/Pricing Schedules/ Purchase/Override…

�Good for special/promotional costing

�More flexibility when setting up vendor pricing

� Highest level on the purchase pricing hierarchy

Examples of Overrides

Purchase Pricing Override Tables

Purchase Pricing

Override

Purchase Pricing Schedules

List Price in Item Record

PO-PRINT� Prior to Acclaim 13

…you could print a range of POs by:� Vendor

� POs

� PO Date

� Acclaim 13 parameters now includeVENDOR CLASS

PO-PRINT

� This will allow you to send purchase orders to your vendors in“groups”� Fax

� Email

� Printed

PO-PRINT

Vendor Return Summary Screen� Add, edit, cancel, accept or print the

vendor return

Purchase Requirement Report

� PTD Usage now included on the report

Purchase Requirement Report

Paying a Vendor with a Credit Card

Paying a Vendor with a Credit Card Overview� Accounts for credit card transaction used to

pay vendor invoice� Does NOT make actual credit card transaction

� Provides procedure to pay credit card company� System tracks open invoices paid by credit card

� Compares open invoices to credit card bill

� Cuts check to credit card vendor

Vendor invoice received

Call vendor to give credit card information for payment

Enter payable with Payable Type: Credit Card

Receive credit card bill

Enter payable to credit card company

Cut check to credit card company

Paying a Vendor with a Credit Card Overview

Credit Card Vendor� Set up credit card vendor

Vendor Credit Card Balance� Balance in Vendor Record

� Set up initially, automatically updates

Payment by Credit Card� Change Vendor Payables Default Ledger

Accounts

Payment by Credit Card� New Payable Type – Credit Card

Payment by Credit Card� If you have more than one credit card

vendor, you will be prompted to choose one

Payment by Credit Card� Payable amount NOT to A/P as before but

to a “Holding Account”

Payment by Credit Card

� Credit card bill arrives, you enter payable

� Then cut check to vendor

Payment Flow

Holding Inventory A/P Cash

-10,000 +10,000

+10,000 -10,000

+10,000 -10,000

0 +10,000 0 -10,000

Cut check to credit card vendor

Enter payable for credit card vendor when you

receive the bill

Enter payable for ITEM/SERV vendor with

payable type of Credit Card

Credit Card Balance Report� Tracks open balance for credit card vendors

� Reflects payments made by credit card and payables entered for credit card vendors

Credit Card Detail Report� Displays any credit card transactions

Miscellaneous Accounting

� Scan all financial reports for a specific account

� Good for deleting accounts

Miscellaneous Accounting

� Ending date parameter defaults to the Starting date

� Less keystrokes when editing parameter range fields

� Scan all financial reports for a specific account

� Good for deleting accounts

Aged Receivables Report� Only show subaccounts on Aged Receivables

reports when within corresponding master accounts

AR Invoice View� See payment entry ID on payment details

section of view invoices screen

AR Invoice View� Prior to Acclaim 13

AR Invoice View� Acclaim 13

AR Revenue (Sales) Autobatch� Handling charge can now be put into a

separate Ledger account with AR Revenue (Sales) Autobatch

� Invoice Registers have been modified to not include Handling charges with sales amount

AR Sales Autobatch

AR Sales Autobatch

Catalog/Item Description 3 and 4� Provides more space for descriptive

information

Catalog/Item Description 3 and 4

� Purchase orders and vendor returns will have descriptions 3 and 4 come from item record

Catalog/Item Description 3 and 4� Integrated with pricing service

Item Cost Change Register

� Displays the time and user ID on each transaction

� Aids in tracking changes in inventory value by user ID

� Included on the Stock and Non-stock Cost Change register and the FIFO Cost Change Register

Workflow Events�Moving average cost� Changes by a specified percent� Material receipt for $0 cost

Workflow Events� Customer on credit hold� Added for quotation entry

Workflow Events� Profit %� Include quotes on workflow

QREBITEM

� Now updates Item Ledger with changes to On PO, In Transit, Allocated and Backorders

QREBITEM

Printing Transfers

Now you can print a single transfer,instead of all of them!

Import/Export

� Available Modules – performed in maintenance screens� Customer

� Item

� Vendor

� Catalog

�Must go through a validation process

Import/Export� Types of files that can be used:� XML

� Flat file (columnar or positional)

� dBase

� A template must be set up

Benefits of Import/Export

Export data, manipulate it and then import back in to your system…

� Area code change – extract necessary customers/vendors and edit in Excel, then import changes back in

� Export customer database to use for mailings

Summary

� Reviewed many of the new features of Acclaim 13, including:

� Discussed their benefit to you and your business

Order Ledger Report PurchasingSales Tax Changes Job Control (JC) CheckSystem Wide Changes Order ProcessingPurchasing AccountingWorkflows

• Acclaim Help Files

• Visit Prophet 21 on the web: www.p21.com

• View P21 University course offerings

• Browse Documentation

• Search the Solutions database

• Submit a web case

• Email Consulting Services: consult-sales@p21.com

• Email Professional Services Sales: pss@p21.com

For More Information…