Almyta Control System - Quick Start

 

Contents

 

Almyta Control System - Quick Start. 1

How to start the application. 2

Navigating the Menus. 4

Top Procedural Tips. 6

Shortcuts and Screen Navigation. 10

Importing Data into Almyta Inventory Software. 15

Changing Company Logo. 20

Creating Inventory Items. 25

Creating Bill of Material Items. 26

Receiving Inventory Units (Direct Positive Adjustments). 29

Moving Inventory Units to a Different Warehouse Location. 30

Splitting lots. 33

Consolidating Lots. 36

Issuing (consuming) Inventory (Direct Negative Adjustments). 37

Using Inventory from Staging Areas. 38

Inventory Cycle Counts. 42

Configuring Software for Auto-Picking. 47

Browsing data and printing reports. 49

Map to the Menus. 57

Map to the Options. 61

 


How to start the application

Go to the Windows menu Start/All Programs/Almyta Control System.




2. Select XYZ Corp and click the Open button to learn how the software operates.

 

To create a new company, double-click <New Company>.

To create a real company, select New Company with Clean Data. For a new test, select New Company with Test Data. If you want to link to an existing networked company or a SQL Server hosted company, select Link to an Existing Company on the Network. On the next screen, specify a new company name for first two options, or browse the network to point to an existing company.


Navigating the Menus

 

The application menu is located at the top and consists of a few tabs: Home, Orders, Inventory, Assets, Reports, System, Data, Report Preview, Add-ins, and Help.

Each tab is divided into groups. In the above tab, the groups are All Commands, External Commands, and Exit.

Each group may contain a large button,

small button,

or split button.

The split button has two uses. Clicking on the text (in this case, “Warehouse Locations”) opens up a corresponding screen immediately. Clicking on the down-arrow, to the right of the text, opens up a dropdown menu with more options.


Top Procedural Tips

 

Saving changes

Click on the pencil located on the record selector, click on a different record, or press SHIFT+ENTER. The Pencil should change to the right arrow.

Canceling unsaved changes

Press the ESC key once to cancel changes to the last field

Press the ESC key a second time to restore an entire record.

This can be done before a record has been saved (pencil in the selector). The right-arrow, in the selector, means that the record is saved or restored.

Adding a new record

To add a new record on the spreadsheet-like screens, go to the last record marked with an asterisk, or click on the Add New button on the bottom left, or click a small “new” button located at the very bottom in the record navigation panel.

.

 

On a single-record-per-page screen, such as item master or purchase/shipping order, use the Yellow Plus Sign button located at the top left part of the screen.

 

Deleting a record

To delete a line item from a purchase or shipping order, click on the record selector and press the DELETE key on the keyboard.

To delete a purchase or shipping order, item master record, supplier, customer, or one of some other kinds of record, click the Trash Can button in the left top corner of the screen.

There is no way to delete a reference record such as a category or package type.  To prevent the use of such record in the future, turn off the USE switch.

 

Common warnings

The warning “The text you entered isn’t an item in the list” appears when you input a non-existing value into the dropdown lists. Press the ESC key once to return to the dropdown list, press ESC a second time to restore an original value in the field. Press the F4 function key to open up a dropdown list.


Shortcuts and Screen Navigation

 

Open any Almyta company and go to the Help menu tab, Data Entry and Navigation interactive tutorial to learn how to better navigate your inventory software.

Right mouse click for popup menu

There are a few popup menus, which are useful for quick data access and browsing. Right-click the Item ID field to quickly access inventory related functions.

Right-click any other field to quickly access navigation and search functions.

 

Double-clicking fields with underlined labels

When you see an underlined label, double-click a corresponding to it field to quickly move to the data origin. In some cases, clicking on a label itself duplicates this function. Although, clicking on the underlined label is getting faded out and will be replaced with a double-click on the label or the field. Next example shows how to see item prices by a customer price level. Double-clicking on the 16.80 brings up the popup screen with all prices by level.

Unrelated note. This particular popup screen will stay on a top of other screens. Move it aside and browse the Item Master List screen to see prices for other items.

 

Double-clicking fields with certain column name

On a browse and search screens, double-click a cell to quickly go to source screen. This is a list active column names:

"Appointment No", "SO Number", "WO Number", "PO Number", "Item ID", "Assembly ID", "Component ID", "Main Item ID", "Alt Item ID", "Asset Tag", "Parent Asset", "Assigned to Asset", "Carrier ID", "Carrier Name", "Category Name", "Category", "Customer ID", "Ship to ID", "Customer Name", "Ship to Name", "Consignee Name", "Supplier ID", "Supplier Name", "Container Number", "Repair Number", "Sales Quote No".

On the screen snapshot, double-clicking cell P0035 opens Purchase Order Detail screen and loads purchase order number P0035.

 

Showing/Hiding Columns on screens.

To show or hide screen columns, click the Grid button.

On the next screen, use checkboxes to specify which columns you want to see. We selected the Description column. Click the Save button to accept your selection.

The changes will appear on the screen immediately. They are also saved permanently (per user) and reappear next time.

 

Showing/Hiding Columns on reports.

Preview a report in a screen browse mode. Click the Configure button.

On the next screen, turn on or off a checkbox to the left of the column name. We selected the Category column.

Next time you preview or print this report, the column selection will appear.


Importing Data into Almyta Inventory Software

 

Almyta accepts data in comma-delimited or TAB delimited format also called as CSV. If your data is currently in a spreadsheet format, save it in CSV format. Sample below shows how to do it in Excel 2007-2010.

Saving spreadsheet in CSV format.

Select MS Office button or File menu tab and choose Save As

 

In Save as Type, select CSV forma, browse for a folder to save file in, and click the Save button.

 

Click Yes to the popup warning then close the spreadsheet without saving it.

Importing Item Master List (Inventory Catalog).

Item Master list can be imported in stages. Almyta will match records by Item ID. If a matching record exists, it gets updated. Otherwise, it gets appended as a new inventory item. This allows to do bulk updates modifying only certain fields. For instance, to load new prices, you need to import only two columns, Item ID and Unit Price.

 Open your company in Almyta and go to Data menu tab, Import. On the Import Data screen, select Item Master List in the Import Database field. Click the Load File button browse to the saved CSV file and double-click it. Select a column headers to map all fields that you need to import.

 

Alternatively, if the top row in CSV contains column headers (field names), check First Row is a Header tick box at the bottom and then click the Map button. A header will be selected for you for each field matching a column name.

 

 

Regardless, whether you need to auto-map fields or not, check First Row is a Header tick box if the CSV contain header row before importing.

Finally click the Import button. The import procedure will run up to a first error. If there is a problem with a row, you will see it at the top of the screen and popup message will tell you what the problem is. You can update your data right on screen and continue or you can delete the row by clicking on the arrow to the row’s left and pressing the Delete key on the keyboard.

Importing current inventory units.

The mandatory fields for importing current inventory position are Item ID, Quantity (Units), Location. All other fields are optional. The list of inventory units can be imbedded in the Item Master CSV file or be a separate file. In our example above, we had two extra columns, units and location, which we skipped (columns 2 and 3).  Now we can use the same file to import current inventory. The screen selections, in this case, are shown bellow.

 

Importing customer/supplier lists.

To import customers or suppliers list, you need to create an ID for each row. In the example below, the ID has been added to the column A. Customer and Supplier IDs help to quickly find a record in Almyta. Also in some cases, the IDs can be used to categorize the companies.

 

Loading and mapping the above file into the Data Import screen should look like this

If in list of companies, the last address line comes in three separate columns (City, State, ZIP or City, Province, Postal Code), you can use formula to combine three columns in one. Also it would be more practical to insert a column to the left of the city and then apply formula to all column’s cells.


Changing Company Logo

 

Convert the logo into BMP format. To do this, open the logo with Windows Paint (in Windows Explorer, right-click select Open With, Paint). In Paint, select File/Save As  menu, select 24-bit Bitmap, specify file name, and click Save.

 

Choose Edit/Select All menu

Choose Edit/Copy menu

 

Open Almyta Company that requires a new logo. Go to the System menu tab, Logos. Click the Yellow Plus button at top, left. Input a new logo name (Standard Logo), and click OK.

Right-click on the white square and select Paste from the popup menu.

Use right and down arrow buttons to resize the image printing area and then close the screen.

 

Go to the System menu tab, Options screen, 8. Logo Selection tab. Select the new logo for each report type you need it to appear on, click the Save and Close button.

This is the resulting image printed on a report.


Creating Inventory Items

 

Go to the menu Inventory/Item Master.




 Click the Add New button.



3. Enter a new item id and press the Enter key.


Creating Bill of Material Items

 

Go to the menu Inventory/Item Master and create a new item. Select Category, Base Units of Measure, Package Type. Select [make] for the Main Supplier.

Add components to the bill of materials. At the bottom of the Item Master list screen, select Components or go to the Inventory menu tab, Lists group, Bill of Materials and select the item.

On the Bill of Materials (Components) screen, click the Add button, input a few first letters of a Component (Item) ID or just type * to see all items.

On the next screen, select all components that you need to add (use Shift and Ctrl keys for multiple selection) and click the Select button.

Back on the Components screen, specify number of required units for each component and in the Assembly Units, input number units that this bill produces.

 

To add a labor to your bill, first create special category and mark it as a service.

Then add labor item(s) to the Item Master List and assign the labor type category to each such item. Add labor item(s) to your bill as any other component.

 

Note. For the assembly items, unit cost cannot be changed by user on the Item master List. The Unit Cost field is not editable. The cost is calculated automatically by the software.


Receiving Inventory Units (Direct Positive Adjustments)


1. Go to the menu Inventory tab and click the Direct Receive icon:


2. Select values in the Item ID column, input units, select the adjustment code (Cash Purchase), and click the Receive button.


Also from this screen, we can print inventory labels

and the Stow List – the document listing all received items with a hint of warehouse locations.


Moving Inventory Units to a Different Warehouse Location


1. Let us find the received units. Go back to the Item Master List (menu Inventory, Item Master) and find one of the received Item IDs from the ID dropdown list (top left). Click the In Stock label or double-click the In Stock value itself.



2. On the Locate and Move screen, click the Move button. You can also double-click the Location field instead of clicking the Move button.




3. On the popup screen, select new warehouse location and click the Move button


 

Input “SHELF10-A” into the New Location field. If “SHELF10-A” does not exist in the database yet, Almyta will offer to add it.

Click Yes, then click Move or just press the Enter key. On the Locate and Move screen, the location has changed.



5. Now,let us move only 5 units (out of 10) into a different location. Click the Move button again, select COPIER1 in the New Location and change 20 units to 5. Press the Enter key.

As a result, we have our units stored on two shelves now.

From this screen we also can,

  1. View unit detail. Click on any field in a corresponding row and then click the Unit Detail button or just double-click the Serial field.
  2. Print inventory labels for one or more corresponding rows. To print labels for a single row, click on any field in the row and then click the Labels button. To print labels for multiple rows, turn on the checkbox on the left for each row and then click the Labels button.

Splitting lots

 

In the above section, we discussed how to take a few boxes off the pallet. However, what do we do when our inventory consists of coffee bags? In this case, taking a few units from a bag would not work because the bag is the unit. The example below shows how to take two pounds of coffee out of a 50-pound bag. This makes two pounds available for shipping and leaves us with 48 pounds in the bag.

1. Let us define a 50-pound bag of coffee in the Item Master List.

2. Receive a single bag using the Detailed Receive screen. To go to the Detailed Receive screen, and click the Switch View button

 

3. Before we can ship, we have to locate our bag in inventory and split it in two. This procedure creates two bags and makes 2-pound bag available for shipping. Go to the Locate and Move screen.

4 .Click the Split Lot button. On the Split Lot screen, specify a net weight for the new lot. Click the Split Lot button.

 

5. Here is the resulting screen. We now have two lots with one unit (bag) each.


Consolidating Lots

 

The lot consolidation is necessary for combining a few lots in one. This can be useful if you shipped a few cartons from one pallet, a few from another and now left with several partial pallets. In order to do this, mark all rows (lots) you want to pick the units (cartons) from, click on the Item ID of the “receiving” row (lot), and then click the Consolidate button. Click Yes to confirm the operation.

 

The resulting screen should look like this


Issuing (consuming) Inventory (Direct Negative Adjustments)

 

1 Click Direct Issue in the Inventory tab in the menu:

2. On the Issue screen, select an adjustment code (Cycle Count), the Item ID, and specify how many units you want to issue (2). Click the “double right” arrow to the left of Warehouse Location field or double-click the Warehouse Location field itself. On the next screen, double-click a row you are picking from units from.


5. And finally, click the Issue button.


Using Inventory from Staging Areas

 

If there is a need in putting away product before shipping or consumption, consider using staging locations in Almyta. A sample of such usage could be loading a trailer and then verifying that all materials are picked properly before closing the trailer’s doors. Another example is staging the components at an assembly line, verifying quality and quantities, then consuming only what was needed, and moving the leftovers back to the warehouse. Using the staging areas reduces bulk of data entry in the software.

Loading truck trailers or staging materials at the production line.

Go to the Inventory menu tab and select Warehouse Locations. Add all loading doors and mark them as Staging. We have added DOOR1 and DOOR2.

On the Shipping Order or Work Order screen, create a new order or use an existing one. Specify the door (trailer) where the order should be staged at (in).

Click the Print button at the bottom of the screen and then double-click the Pick List for Current Order.

 

 

Let a material handler to pick all specified materials and mark what has been picked.

The same person can also move the materials to the door as in a step below or someone in the shipping/production office can do it. Here we do not describe such picking instances as with batch handheld devices or wireless live terminals. On the full Locate and Move screen, mark the picked units.

Click the Move button at the top of the screen, specify new location (DOOR2), and click the bold Move button.

 

When all inventory units are staged, verify item IDs, quantities, serial/lot numbers. Check product for possible damages. Resolve any problems with the product. If any found adjust in the software by simply moving product in and out of the staging area (DOOR2). Return to the Open Shipping Orders or the Work Orders screen and click the Issue button (bottom-left).

Select the staging area (DOOR2) in the Staged dropdown and click the Load All button.

The issue screen will be automatically populated.

Finally, click the Issue button to ship or consume the product.


Inventory Cycle Counts

To keep your inventory counts accurate, use Reconcile function located in the Inventory menu tab.

System will advise you to use filters to freezing part or the entire inventory. Confirm the warning message. Click Yes to proceed.  As an example, we will freeze locations from A01 to A20 on the next screen.

After setting up the filters, click the Start button. Confirm printing out the Cycle Count report.

Print the report, take it to the warehouse, and use for the cycle count. Verify quantities in each location. Specify a real count in the right column if deferent. Bring the report back to the office, use the Reconcile menu again to make all necessary adjustments.

Click the Reconcile button on the next screen.

Click Yes on the next screen, to proceed with changes inventory.

When you click the Yes button, Inventory Reconciliation screen will show up

For each row, use the Adjust button to specify the changes if needed.  As an example, we will change number of units from 4 to 3 in location A09.

Adjusted checkmark shows up for location A09.

When finished with the changes, click the Merge All Changes button to save them permanently in the database. Click the OK button on verification screen. The counts are adjusted, inventory is released, and available for receiving, moving, and shipping.

If all counts appear to be accurate, there is no need adjustments. Return to the Reconcile function located in the Inventory menu tab.

On the Cycle Count screen, use the Release button to unfreeze all counted inventory units.

The inventory is available again for your everyday activities.


Configuring Software for Auto-Picking

 

To simplify the picking process, Almyta has the Auto-Picking feature. Let us assume we always need to pick the oldest inventory units by the receiving date. To simplify the process, we need to configure the software once. Go to the System menu tab, the Options screen, tab #4.

 

In the 13 Picking Scheme select the Receiving Date First-in-First-out (FIFO) and click Save & Close.

Now, on the Issue Screen, just click the Load All button and the software will make a picking decision for you.

On the right site of the screen, click the Print Pick Ticket button.

Use the #2 Issue button to finalize the issue. Use the printed pick ticket to pull the inventory out.


Browsing data and printing reports.

 

Browsing, previewing, and printing functions are very similar to each other. Therefore, they will be introduced together.

 

There is a Browse menu choice available for each order type, inventory, and assets.

 

The browse moves us immediately to a data browse screen. Below is the Item Master Summary browse screen.

  1. The Browse screen offers the following options (from left to right):
  2. The Up and down Arrow buttons increase or decrease the datasheet font.
  3. The “Freeze Columns” button prevents an auto-resize of column widths when the screen gets resized.
  4. Preview, Print, PDF will send a report based on a current datasheet to the screen, default printer, and a PDF file correspondently.
  5. The Configure button moves us to the screen with report configuration options.

The Browse screen offers Sort, Search, Copy, and Filter functions. To sort data by any column, right-click the column and choose Sort Ascending or Descending from the popup menu. At the bottom of the screen, in the record navigation area, we can quickly move to a row number by typing the number in to the Current Record Number field.

In addition, we can quickly search for a first occurrence of any phrase or number.

Running a report is similar to the browsing. In the Reports menu tab, select a desired report.

On the next screen, we can just click a desired report output button or specify desired filters and configurations, and then run our report. Also to quickly browse data, we can just double-click a desired report. The double-click is of the same function as the Browse button on the Top-Left of the screen.

Report functions and output formats

 

The buttons in a top row provide the following functions (left to right):

Search allows us to find all reports with a phrase in their name. Click the Search button, input “value” and press the ENTER key. All reports with the word “value” in their name will appear in the list of available reports.

Favorites adds the selected report to a list of favorite reports. Click the Add to Favorites button and report will be inserted in a list of your favorite reports. To see your favorite reports, select Favorites in the Report Type list

Browse opens the Data Browse screen.

Preview sends a printer-formatted on screen. You can click on the report body to zoom in or out.  The preview screen will change the application menu to the Report Preview. This menu contains only the report-related options. This menu is very useful in many aspects. Click Print on the left to choose a different from the default printer. Click Quick Print to send the report to the default printer right away.

Print sends the selected report to the default printer.

Excel outputs the report into Microsoft Excel file.

PDF outputs the report into Adobe PDF file.

Word outputs the report into Microsoft Word file.

Text outputs the report into a text file.

Web outputs the report into HTML file.

Email sends the report via email.

 

Report configuration functions

The next row of buttons and choices function as the following (left to right)

Import loads new report or modifies an existing one

Configure moves to a screen with the selected report definition.

Report Type is a list of available report types. Inside the list, we can also find “Report Usage History” and “Favorites” sections.

Up and down Arrows increase or decrease font size of the List of Columns section below.

Checkmark hides/shows the unused columns.

Trashcan clears all current filters.

Save Filters preserves current filter selection for future use.

Load Filters restores previously saved filters.

Hide Subtotals causes not to show the subtotal rows on the printed reports.

Hide Totals causes not to show the total row on the printed report.

11 is font size for the Browse screen or printed report.

The filters section of the screen.

On the filters section, each row represents a report column. The Use switch shows or hides a column. The Filter column is a dropdown list with a filter type options. Starting ( =) and Ending columns are placeholders for the  filtering condition values. The Ending value is used only with the Between operator. The following filter setting will output only Items with a cost between 10.00 and 12.00

The following filter setting will output all open purchase orders created in a year of 2010.

To call up a calendar for the date fields, double-click the Starting/Ending field and click the Calendar picker button.

To sort a report by a specific column or columns, turn on A-Z or Z-A switch for a corresponding column. In the Sorting Priority column, specify which sorting takes place over another. The following filter/sort setting will output all open purchase orders created in a year 2010, sorted by PO Requestor in descending order an then by PO Number in ascending order.

 

There are three more columns on the Filters section of the screen.

 Colum justification should be set to L for left, C for center and R for right. The default is L.

Column format: T-for text, D – for date, N for number with a number of decimals defined in the System/Options screen, tab 5, field 17, N1, N2, N3 for a number with decimals equal to 1,2,3, C for a currency with a format defined in the System/Options screen , tab 5, field 3, or C1, C2, C3, for a currency with decimals equal to 1,2,3, P – for a percent format. The default format is T.

Column width is a column width relative to other columns. All column widths are added together compared to the report width and then each relative width weighed against the total relative width.


Map to the Menus

 

Function or Screen

Tab

Group

Menu Choice

Alternate Parts (Inventory Items)

Inventory

Lists

Alternate Parts

Application Add-in Manager

System

Configuration

Add-In Manager

Application Configuration

System

Configuration

Options

Application Reinitialize

System

Actions

Restart

Application Report Definition Import Export

System

Configuration

Import/Export Reports

Application Reports Default Selection

System

Configuration

Default Documents and Screens

Application Unhide All Screen Fields

System

Actions

Unhide Fields

Assemblies (Items with BOM)

Inventory

Lists

Active Items / Assemblies

Asset Depreciation Definitions

Assets

Lists

Asset Depreciation

Asset Details

Assets

Details

Asset Details

Asset Types List

Assets

Lists

Asset Types

Assets - Intangible Usage

Assets

Details

Intangible Assets Usage

Assets Browse Active

Assets

Details

Browse Active

Assets Browse Retired

Assets

Details

Browse Active / Browse Retired

Barcode Format Definition

System

Information..

Barcode Formats

Bill Of Materials

Inventory

Lists

Bill Of Materials

Calculator

Home

External ..

Calculator

Carriers Detail

Orders

Lists

List of Carriers

Categories List

Inventory

Lists

Warehouse Locations / Categories

Center Codes List

Inventory

Lists

Warehouse Locations / Center Codes

Close Maximized Report

Report Preview

Close Preview

Close Print Preview

Company Locations

System

Information..

Company Locations

Countries List

System

Information..

Company Locations / Countries & Curren…

Currencies List

System

Information..

Company Locations / Countries & Curren..

Custom Configurations List

System

Information..

Logos / Configurations

Custom Label Setup

System

Information..

Barcode Formats / Custom Labels Setup

Custom Messages

System

Information..

Logos / Messages

Customize All System Objects

System

Actions

Customize All

Customers and Contacts Detail

Orders

Lists

Customers and Contacts

Customers and Contacts Search

Orders

Lists

Customers and Contacts / Search..

Data Change Source

Data

Utilities

Re-Link

Data Export

Data

Import/Export

Saved Exports

Data Export to MS Word

Data

Import/Export

Export to MS Word

Data Fix Discrepancies

Data

Utilities

Fix Data Discrepancies

Data Import

Data

Import/Export

Import

Data Purge

Data

Utilities

Purge

Data Quick Initialization

Data

Utilities

Quick Initialization

Default Memos and Form Trailers

System

Information..

Company Locations / Default Memos

Discontinued Inventory Browse

Inventory

Lists

Active Items / Discontinued

Error Log

System

Information..

Error Log

Exit and Return to Company Selector

Home

Exit

Return to ..

Exit Application

Home

Exit

Exit

Files in Use by Application

System

Information..

Files in Use

Find a record (CTRL+F)

Home

All Cmds

Find

Find a window (screen or  report)

Home

All Cmds

Switch Windows

Find and Replace (CTRL+H)

Home

All Cmds

Replace

Fiscal Month List

System

Information..

Company Locations / Fiscal Months

Help Level 1

Help

Available Doc..

Starting Up

Help Level 2 (Registered Users Only)

Help

Available Doc..

Intermediate

Help Level 3 (Registered Users Only)

Help

Available Doc..

Advanced

Inventory Buying Price Quote

Orders

Purchasing

Cost Quote

Inventory Cycle Count and Reconciliation

Inventory

Activities

Reconcile

Inventory Item ID Change

Data

Utilities

Modify Item ID

Inventory Item Master List Browse

Inventory

Lists

Active Items

Inventory Item Master List Detail

Inventory

Lists

Item Master

Inventory Item Price Markup

Data

Utilities

Item Price Markup

Inventory Leasing

Inventory

Activities

Lease

Inventory Locate and Move

Inventory

Activities

Locate and Move

Inventory Locations in Warehouse List

Inventory

Lists

Warehouse Locations

Inventory Negative Adjustment

Inventory

Activities

Direct Issue

Inventory Positive Adjustment

Inventory

Activities

Direct Receive

Inventory Positive Adjustment by Serial

Inventory

Activities

Receive by Serial

Inventory Quick Move by Serial Number

Inventory

Activities

Quick Move

Inventory Search Archives

Inventory

Activities

Find Shipped or Consumed

Inventory Search Item Master

Inventory

Lists

Search Item Master

Inventory Warranty Repairs

Inventory

Activities

Warranty Repairs

License Agreement for the Application

System

Information..

License Agreement

License Information for the Application

System

Information..

Software Registration

Line of Business List

System

Information..

Company Locations / Line of Business

Logins

System

Security

Users

Logos List

System

Information..

Logos

Negative Adjustment Codes List

Inventory

Lists

Warehouse Locations / Negative Adjustment..

Notepad

Home

External ..

Notepad

Package Types List

Inventory

Lists

Warehouse Locations / Package Type

Payment Terms

Orders

Lists

Payment Terms

Positive Adjustment Codes List

Inventory

Lists

Warehouse Locations / Positive Adjustment ..

Purchase Orders Browse Canceled

Orders

Purchasing

Browse Open / Canceled

Purchase Orders Browse Closed Received

Orders

Purchasing

Browse Open / Partially Received and Closed

Purchase Orders Browse Open

Orders

Purchasing

Browse Open

Purchase Orders Browse Open Received

Orders

Purchasing

Browse Open / Partially Received and Opened

Purchase Orders Browse Past Due

Orders

Purchasing

Browse Open / Past Due

Purchase Orders Detail

Orders

Purchasing

Order Details

Purchase Orders Utilities (Auto Create)

Orders

Purchasing

Utilities

Refresh Screen Data (F5)

Home

All Cmds

Refresh All

Registration of the Application

System

Information..

Software Registration

Repair Process Points List

Inventory

Lists

Repair Process Points

Sales Taxes List

System

Information..

Company Locations / Sales Taxes

Security Activation and Maintenance

System

Security

User Permissions

Shared Components Used by Application

System

Information..

Shared Components

Ship Via (Carrier Type)

Orders

Lists

List of Carriers / Carrier Types

Shipping Order Browse All

Orders

Sales and Shipping

Browse All

Shipping Order Browse Canceled

Orders

Sales and Shipping

Browse All / Canceled

Shipping Order Browse Completed

Orders

Sales and Shipping

Browse All / Completed

Shipping Order Browse Open

Orders

Sales and Shipping

Browse All / Open

Shipping Order Details

Orders

Sales and Shipping

Order Details

Shipping Order Fulfillment

Orders

Sales and Shipping

Order Fulfillment

Supplier Detail

Orders

Lists

Suppliers

Supplier's Catalog

Orders

Lists

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Map to the Options

 

The Options screen can be found in the System tab, Configuration group. A significant part of the software configuration is set on this screen.

Tab  or Field Name

Option Description

1. Numbers tab

 

 

 

1. Purchase Style

Purchase Order Number format:  PREFIX#####SUFFIX. PREFIX and SUFFIX could be any fixed text. Number of # characters designates a minimum length of the numbered portion. The leading zeroes are added on the left if actual number is shorter. For a sample format P##### and the Next PO number 123, the resulting PO will be P00123.

2. Shipping Order Style

The same as PO Style (1.1)

3. Work Order No. Style

The same as PO Style (1.1)

4. Manifest No. Style

The same as PO Style (1.1)

5. Serial No. Style

The same as PO Style (1.1)

6. Item ID Style

The same as PO Style (1.1)

7. Invoice No. Style

The same as PO Style (1.1)

8. Appointment No Style

The same as PO Style (1.1)

9. Repair No Style

The same as PO Style (1.1)

10. Next PO No

The next number to be assigned to the next PO. The number is incremented by one each time a new order is created. Set this field to -1 to be prompted for a new PO number.

11. Next Shipping No

The same as Next PO No (1.10)

12. Next Work No

The same as Next PO No (1.10)

13. Next Manifest No

The same as Next PO No (1.10)

14. Next Serial No

The same as Next PO No (1.10)

15. Next Item ID

The same as Next PO No (1.10)

16. Next Invoice No

The same as Next PO No (1.10)

17. Next Appointment

The same as Next PO No (1.10)

18. Next Repair No

The same as Next PO No (1.10)

 

 

2. Defaults tab

 

 

 

1. Receiving Location

A default for the Default Location on the Item Master

2. Package

A default value for the Package on the Item Master

3. Units Of Measure

A default value for the Base UOM on the Item Master

4. Terms

A default value for the Terms for Customers and Suppliers

5. Ship Via

A Default value for the Ship Via for Customers and Suppliers

7. PO Supplier Part

A priority in which the Supplier Part number will be searched and selected when a new line item is added to a purchase order.

8. Category

A default value for the Category on the Item Master

9. Default PDF Writer

A default PDF printer. This printer will be used when Report Preview, Export to PDF button is clicked.

 

 

3. Workstation tab

 

 

 

1. Workstation Name

Current computer network name

3. Workstation Location

A warehouse where the computer is located.

5. Workstation Configuration

A configuration currently used by the software. The configurations can be added in System tab, Logos/Configurations.

6. Show tip buttons on screens

When ON, the Light Bulb button is visible on screens.

 

 

4. Shipping/Issues tab

 

 

 

1. Packing List Output

When a shipping order is issued the packing list is automatically printed to this device.

2. Issue Screen View

A short form of the Issue screen is using this format by default.

3. Copy remarks into log files when loading

The remarks for each unit will be copied into the history log. This information can be later accessed by custom reports.

4. Allow duplicate line items in orders

Allows to add duplicate Item IDs to the shipping order line items.

5. Allow Short Issues

Allows to ship orders short, when not all items are available.

6. Check for duplicate Process numbers

Duplications will not be allowed for the Process Numbers. Turning this switch on will no force the rule for the existing orders.

7. Archive units when issued

After getting issued, all inventory units will be copied into the archives rather than being simply deleted. The archives can be accessed later by reports or browsed on screen by going to the Inventory tab, Activities group, Find Shipped or Consumed button.

8. Support for kits when shipping

When ON, the kits can be shipped without pre-assembly. Two fields will appear on the Shipping Orders screen, Line Items tab: Kit # and Units. Selecting Kit # and specifying number of Units will populate the order line items  with the kit's components.

9. Use Line of Business reference

When ON, the Line of Business reference is shown on the Customers and Contacts screen.

10. Warn of insufficient quantity in stock

When ON, the software will show a warning message for each line item with insufficient quantities in stock. The warning is shown when the line item is being modified.

11. Do not fulfill [ShipDate]-[Today] >

The orders with the Shipping Date this many days in the future will not be fulfilled by functions found on the Order Fulfillment screen (Orders tab).

12. Backorders

When shipping an order short, the software will "Do not make shipping backorders ", "Offer to create new shipping order", or "Always create new shipping order" depending on a selection in this field .

13. Picking Scheme

When the Load All button on the Issue screen is pressed, the inventory units are selected based on this field's value.  The choices are these: (1) Consolidate, the units are first picked from a location with a smallest amount of units. (2) Expiration Date, the units with the soonest date are picked first. (3) Office Specifies, when selected the Pick Form field on the Shipping Order Line Items become available and pick from location can be set in advance by a person creating an order. (4) Production Date (FIFO), the units with the oldest production date are picked first. (5) Receiving Date (FIFO), the oldest units by the receiving date picked first. (6) Receiving Date (LIFO), the most recent units by the receiving date picked first. (7) Serial/Lot numbers from lowest to highest, all units are sorted by serial number in ascending order. The picking starts from the top. (8) Undefined, this means no particular preference. (9) Warehouse decides, this is the same as Undefined at the moment.

14. Email notifications

The emails to up to three sales representative will be sent based on a selection in this field. Conditions: (1) A sales representative has to be assigned to this customer on the Customer screen, More tab. (2) The sales representative must have a valid email address (System B173tab, Security group, Users). (3) Field 5.1 is other than "Never Send"

15. Ship To/Bill To unlinked

When ON, the Ship To address will not be filtered by Bill to address on the Shipping Order screen. Otherwise, the Ship To is always a drop off location of the customer record selected on the left in the Bill To field.

16. Require approval to issue parts

When ON, each shipping order has to+B173 be approved before inventory is shipped. Conditions: (1) System Security must be active. (2) The approving  user has to be a salesperson and have an approval limit higher than the order total amo+B214unt.

17. Show contact names

When ON, each time the Bill To address is selected on a shipping order screen, the contact names will be shown in the popup message.

18. Recalculate packages based on units

When ON, changing the Ordered Units on a shipping order forces recalculation of the number of Packages. The number of packages is calculated based on this formula [Packages]=[Ordered]/[Item Master List].[Units per Pack]

19. Recalculate units based on packages

When ON, changing the Packs on a shipping order forces recalculation of the Ordered units. The number of units is calculated based on this formula [Ordered Units]=[Packages]*[Item Master List].[Units per Pack]

20. Recalculate units based on add. units

When ON, changing the SO Units (additional units or units of issue) on a shipping order forces recalculation of the Ordered units. The number of units is calculated based on UOM conversion:  [Ordered Units]=[SO Units]*[Item Master List].[UOM]/[SO UOM]

21. Recalculate add. units based on packages

When ON, changing the Packs on a shipping order forces recalculation of the SO Units. The number of units is calculated based on this formula: [SO Units]=[Packages]*[Item Master List].[Units per Pack]*[SO UOM]/[Item Master List].[UOM]

22. Print barcodes on Pick Lists

When ON, the Shipping Order Number barcode is printed at the top of a standard Pick List.

23. Print barcodes on Packing Slips

When ON, the Shipping Order and Customer PO barcodes are printed at the top of a standard Packing List.

24. Use staging area

When ON, the Staging Area dropdown list becomes available on the Issue screen. When the area (staging warehouse location) is selected, the Load All button will pick only items from this area. In a case of shortage the rest should be loaded manually by clicking on the Wrhe Location field for each not loaded line item.

25. B.O. Separator

This separator will be used to specify backorder number. If the original order number is S123, the backorder is receiving number S123:2. Where colon is the separator.

 

 

5. System tab

 

 

 

1. Shared Data Folder

The place where the data files are located on a local drive or a file server. This does not apply to the SQL Server configurations.

2. Committed Quantities

The Committed quantities on the Item Master List screen are calculated based on this selection.

3. Decimals in Currency

The currency type fields show this number of digits after the decimal point.

4. One Supplier per Customer

When ON, a customer can receive inventory only from the supplier selected on the Customers screen, More tab.

5. Allow temporary item Ids

When On, a temporary Item ID can be  received. A permanent Item ID can be assigned later when becomes available.

6. Measure [Fill to] and [Reorder at] in

The Fill To and Reorder At points are measured in these units.

7. Use Currency conversions

When ON, the currency dropdown field becomes available on the purchase and shipping orders. This allows to create orders in foreign currency.

8. Use Sales Tax Two

When ON, the Sales Tax Two field becomes available on the purchase and shipping orders screens. This is useful for Canada, Australia and others with two taxes.

9. Support Multiple Warehouses

When ON, multiple logical warehouses become available. TO add new warehouse go to the Company Locations in the System tab, Information group.

10. Confirm warehouse each time

When ON, a warehouse selection is shown each time the inventory related report or screen is called.

11. Discont. Items In Stock

When ON, a discontinuing items, which are still in inventory, is allowed.

12. Email

This is a global switch for the emails sent by the software. Turning it off stops email generation by all modulus.

13. Supplier/Customer Warnings

Always ON. On the Suppliers and Customers screens the Red Stop button is available in the top-right corner. Use this function to receive a reminder when a particular supplier or customer is selected on the shipping and purchase orders.

14. Default additional units to standard

When ON, the additional units (PO Units and SO Units) are always defaulted to the Item Master units.

15. Inventory movement tracking

When ON, the data for the Audit Trail report is collected.

16. Equipment Leasing

When ON, the Inventory Leasing functions are available.

17. Decimals in Units

The inventory unit type fields show this number of digits after the decimal point.

18. Always show Print Dialog

When ON, reports are not sent directly to a Windows default printer. The Print dialog is shown allowing user to select a different printer and printer parameters such as margins, orientation, source paper tray, etc.

19. Operator's name input

When ON, a user is forced to input his/her name into the Operator field.

20. Use Not Mixable Locations

When ON, two different Item IDs cannot be placed into a non-mixable locations.

21. Tax Shipping charges

When ON, the sales tax will be applied to the shipping charges as well as to the order subtotal. This can be used in countries like Australia, for instance.

22. Use Windows Logins

When ON, the software will verify that the current Windows login name exists in the User screen, Login field. The User Name and Password popup is bypassed.

23. Login Timeout

If not zero, specifies a number of seconds to keep current user logged into the software. After this, the User Name and Password will popup. This option does not work with the 5.22 (Windows Logins). The software security must be activated for this option to work.

24. Central Location:

When ON, this particular location considered as a central one (main warehouse). This option is valid for multiple physical sites installations when database replication is used.

 

 

6. Assets tab

 

 

 

1. Asset Tag Style

The same as 1.1 (PO Style)

2. Method 1

Default depreciation Method 1

3. Method 2

Default depreciation Method 2

4. Hide lookup list for assets (for larger databases)

When number of asset records goes into thousands, turn this switch on to speed up the Assets screen loading.

5. Next Asset Tag No

Next number used to assign to a new tag. When set to -1,  user is prompted for a new tag ID.

6. Lifetime 1 (in months)

Default asset lifetime for the depreciation method 1

7. Lifetime 2 (in months)

Default asset lifetime for the depreciation method 2

 

 

7. BOM / Work Orders tab

 

 

 

1. Maximum Levels

Maximum bill of materials assembly levels.

2. BOM Installed

Bill of Materials module is available.

3. Copy Serial No

For the one time kind of assemblies, a serial number and the remarks for the finished unit gets copied into the associated bill of material record. This is useful when assembling unique product.

4. Copy Remark

The same as above, but applied to the finished unit remarks.

5. Chemistry sheets

When ON, Chemistry Sheets can be associated with inventory units.

6. Create Chemistry record using default

When ON, A default Chemistry Sheet can be used to attach to each new finished unit.

7. Backorders for Work Orders

Backorders for  work orders are created based on this selection.

8. Backorder Separator

This separator is sued to create a backorder number. For the original order W123, a back order number will be W123:2

9. Do not auto populate the Issue screen

When ON, user will select the components to consume on the Issue screen. The screen will not be pre-populated.

10. Allow partial assemblies

When On, user is prompted "How many units to assemble?" when issuing work order components.

11. Components are critical by default

When ON, a new work order is created with all components marked as ctritical.

12. Add Assemblies to 'On Order'

When ON, The On Order quantity of the  the work order assembly is increased to reflect future production.

13. Print Item Detail on a Work Order

When ON, the assembly detaled notes are shown on the work order printout. The detailed notes can be found on the Item Master List screen, the More Details tab.

14. Do not reserve purchased inventory

When OFF, if a purchase order is created from the Work Order screen. The received inventory units will not be reserved for this work order, but rather become available for other uses.

15. For POs,  associate customer with supplier

When ON, a purchase order is created for a supplier associated with the customer selected on the work order. Condition: Option 5.4 must be ON.

 

 

8. Logo Selections tab

 

 

 

1. Generic  Reports

All reports will show this logo

2. Plain Paper Purchase Order

A standard purchase order printout will show this log

3. Packing List

A standard packing slip will show this logo

4. Shipping Order Invoice

A standard shipping invoice will show this logo

5. Service Invoice (work orders)

A standard work order invoice will show this logo

 

 

9. Data Access

 

 

 

1. Do NOT Use Transactions

When ON, the transactions will not be used and inconsistent updates become possible. Turning this switch on is not recommended.

2. Default Record Locking

The choices are: (1) No locks. User can start editing records without locking them. If another workstation modified the record before the user had a chance to save the changes, a popup screen will prompt to save changes to the clipboard or discard them. In other word, the first who saves a record wins. (2) All records, locks all records in the underlying table. (3) Only edited record gets locked.

3. Images' Folder

There small and large images seen on the Item Master List screen, Picture tab are saved in this folder.

4. Number of Update Retries

How many times the software will attempt to save over a currently locked record.

5. ODBC Refresh Interval (Sec)

All open screens are automatically refreshed from an SQL server after these number of seconds. Applies to an SQL server configurations only.

6. Refresh Interval (Sec)

All open screens are automatically refreshed from a file server after these number of seconds. Applies to a file server configurations.

7. Update Retry Interval (Msec)

If current a record is locked by another user, the software will try to save the record again after these number of milliseconds.

 

 

10. Receiving tab

 

 

 

1. Receiving Screen View

The default view for the Receiving screen short form.

2. Allow User To Select Receiving Screen View

When ON, a user can change the default Receiving screen view.

3. When receiving against PO or Appointment do not populate receiving screen

When ON, the receiving screen is not getting pre-populated with the line items. This is useful when receiving only a few line items at a time.

4. Assist in serial number assignment. Enter first number and get the rest populated.

When On, input the smallest serial number at the top of the pre-populated receiving screen and have the rest of numbers populated based on an increment. This is useful for receiving a consequential serial numbers.

5. Fulfill shipping orders on receipt

When ON, the inventory receiving forces the software to check for any shipping backorders and inform a user if such orders were found and ready to ship.

6. Do not split line items when receiving

When OFF, the line items on the Receiving screen is not split into packages. To receive inventory package by package (pallet by pallet), a particular Item ID has to have Serial Number switch ON (Item Master screen, Stocking Properties tab) and Units per Pack to be greater than 1. For instance, if Units per Pack is 12 ans Serial Use is ON, inputting 120 units on the receiving screen, splits the screen into 10 rows. This allows to specify a serial/lot number for each package without selecting the same Item ID 10 times.

7. Maximum number of rows (pallets) to split into

To prevent errors, the Receiving screen will not split into more than this number of rows.

 

 

11. Repair Orders tab

 

 

 

1. Screen startup filter default

When the Repairs screen is loaded, all orders are filtered by this selections.

2. Create new order with this status

When new repair order is created, it receives this status assigned to it.

3. Order complete status

When a repair order becomes completed, this status is assigned to it.

4. Repair unit type

The repair selection is allowed for the inventory unit type chosen in this field.

 

 

12. Purchasing tab

 

 

 

1. Copy P.O. Line Items into Remarks

When ON, the purchase order line item remarks will be attached to the issuing logs

2. Unlink Purchasing from Inventory

When ON, the purchase orders can be received without the inventory position adjustments. The Received field on the Line Items tab of the Purchase Order screen will be unlocked and available for editing.

3. Hide deliveries tab on P.O. screens

When ON, the Deliveries tab get hidden on the Purchase Orders screen.

4. Allow direct shipments to customer

When ON, the Ship To dropdown list on the Purchase Orders screen is populated from Company Locations and Customer Locations. This makes possible to create purchase orders for drop shipments.

5. Use foreign currency prices

When ON, the PO Currency and PO Cost fields appear on the Item Master List screen.

6. Order in multiples of

 

7. Print PO on

When Letter Head is selected, a standard purchase order header including a preselected logo will not be printed leaving a space for a preprinted letterhead.

8. Filter inventory by

The Item ID dropdown list is filtered down by the selection in this filed.

9. Record Additional Unit Cost

The selection forces to distribute shipping costs evenly between the received units.

10. Total Shipping Charges

The total shipping charges, distributed between the received units, are figured based on this selection.

12. PO Requestor Email Notification

Position ON. Emails are sent to the PO requestor in an event of   receipt, approval, promised date change, or promised/requested date missed. Conditions: System Security is active, field 5.1 is other than "Never Send", a requestor selected on a PO, the requestor has a valid email address. Any buyer's PC will attempt to email notifications on startup.

13. Allow duplicate items

When ON, adding duplicate Item IDs is allowed for the purchase order line items.

14. Approval required

When ON, the receiving purchase orders is not allowed. The purchase order printout will show "this order is not approved" warning at the top.   Conditions: (1) System Security must be active.  (2) The approving user must be a buyer and have a sufficient approval limit (System tab, Security group, Users).

15. Add Purchase Orders to 'On Order'

When ON, the On Order quantities are incremented based on the purchase order quantity.

16. Add Appointments to 'On Order'

When ON, the On Order quantities are incremented based on the appointment quantity.