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The PRO-MAIL® Business Management Solution PMS Users Guide

Provided by Software Marketing Associates, Inc.

PMS Users Guide

©2005 Software Marketing Associates, Inc. All rights reserved. This publication may only be reproduced by and for customers of Software Marketing Associates, Inc., 2080 Silas Deane Highway, Rocky Hill, CT 06067. Printed: August 20, 2007 in Rocky Hill, CT

Reproductions are allowed for Internal Use Only

Disclaimer: Software Marketing Associates, Inc. makes no representation or warranties with respect to the contents of this publication and specifically disclaims any implied warranties or merchantability or fitness for any particular purpose. Data for this document was generated from a sample database and may not represent realistic results. Even though an effort is made to keep this publication up to date, due to report enhancements and new screen layouts this publication may not represent the most current system patch. In addition, Software Marketing Associates, Inc. reserves the right to revise this publication without obligation to notify any person of revision to this publication.

Contents

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 System Platform . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 System Relationship . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Project Management System (PMS). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Production Control System (PCS) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 Warehouse Management System (WMS). . . . . . . . . . . . . . . . . . . . . . . . . . 5 Order Management System (OMS) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 ProMail Management System (PMA) . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Helpful Hints. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Clients and Client Locations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Clients . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Create Client . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 Create the Main Location . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 Create Key Contact. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 Create Additional Locations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21 Create Additional Contacts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Projects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23 Looking at a Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24 Creating a Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25 Quotes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29 Create a New Quote . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31 Un-Approve Quotes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36 Cloning a Quote . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38 Jobs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41 Creating a New Job. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

Define Postage Requests. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50 Define Products. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54 Define Packages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56 Define Lists. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60 Define Purchase Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62 Job Definition (Work Specs) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68 Adding Job Definitions using a Template . . . . . . . . . . . . . . . . . . . . . .68 Commit Job . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .74 Adding Job Definitions using Individual Department Scripts . . . . . . . . 75 Commit Job . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .80 Edit/Review Quote Pricing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34 Convert Quote to Job . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35 Edit/Modify Projects. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

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Clone Job . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82 Change Job's Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84 Recurring Job Templates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85 Creating a Recurring Job . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85

Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86 Recurring Job Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89 Add Products. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91 Define Packages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93 Define Lists. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95 Job Definition (Work Specs) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97 Adding Job Definitions using a Template . . . . . . . . . . . . . . . . . . . . . 97 Adding Job Definitions using Individual Department Scripts . . . . . . . .103 Enter Quantities for Today's Recurring Jobs . . . . . . . . . . . . . . . . . . . . . . . 109

Generating Recurring Jobs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108 Postage . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .111 Postage Request . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112 Postmaster Checks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115

OUR Checks to Postmaster - PMS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115 Confirm Postage Check - PMS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119 Requesting a Postmaster Check - PCS . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119 Processing a Postmaster Check Request - PMS . . . . . . . . . . . . . . . . . . . . . 120 Record OUR Check Brought to Postmaster - PCS . . . . . . . . . . . . . . . . . . . 122 Receive Incoming Checks to Postmaster (Clients) - PMS . . . . . . . . . . . . . 123 Record Client Check Brought to Postmaster - PCS . . . . . . . . . . . . . . . . . . 125 Creating a Postage Request. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113

Postage by Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127 Postage Transactions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128

Postage Advances . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128 Job Transfers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131 Transfer Postage TO A/R . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133 Transfer Postage FROM A/R . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135 Postage Refunds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137 Postage Reconciliation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138

Postage Transactions - PCS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141

Record Usage . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141 Reverse Usage Batch . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143 Postage Instrument Transfers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 145 Instrument Adjustments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147

Purchase Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149 Create Vendor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151 Creating a Purchase Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 152 Record PO Activity. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 156 Clone Purchase Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159 Invoicing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163 Before you Bill . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 164 Create/Edit Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 167 Approve Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 171 Un-Approve Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 172 Print Approved Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 173 Posting Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174 Reoccurring Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 175

Create/Edit Reoccurring Invoices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 175

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Accounts Receivable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 181

Batch Receipts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 183 Apply Unapplied Credits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 185 A/R Refunds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 186 Update Hold Status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 187

Generate Reoccurring Invoices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 178 Approve Reoccurring Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 179 Post Reoccurring Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 179

Accounts Payable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 189 Vendors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 190 AP Invoices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 196

Batch Invoices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 196 Approve Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 204 Adjust/Edit Posted Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 205 Void Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 209 Create/Edit Vendors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 190

AP Payments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 210

Schedule/Un-Schedule Payments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 210 Batch Print Checks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 212 Enter & Pay Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 212 Select & Pay Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 221 Void Checks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 222 Spoil Checks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223 Clear Checks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 224 Un-Clear Checks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 225 Record Non-AP Checks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 227 Create/Edit Reoccurring Invoices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 228 Generate Reoccurring Invoices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 230 Select & Pay Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 230

Reoccurring AP Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 228

End of Period Processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .233 Calculate Finance Charges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 234 Export Journals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 236 Re-export Journals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 238 Cash Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .241 Record Non-AP Checks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 242 Bank Adjustments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 243 Record Cleared Checks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 245 Banking Activity Inquiry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 246 Sales Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 249 Actions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 250

Record an Action . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 250 Schedule an Action . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 252 Execute/Delete a Scheduled Action . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 254 E-mail an Action. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 255 Action History Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 256 Setting up Bank Adjustment Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 243 Recording Bank Adjustments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 244

Matter Manager. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 257 Selecting Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 259 Form Letters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 261 Mass Letters/E-mails . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 263

Mass E-mails. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 263

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Inventory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 267 Creating Products . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 268 Receiving Products That Have Been Defined in the PMS . . . . . . . . . . . 273 Receiving Products That Have not Been Defined in the PMS . . . . . . . . 282

Receiving a Product with a Known Owner and Unknown Product ID . . . 282 Receiving a Product Whose Owner and ID are Known the ID has not yet Been Defined in the PMS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 284 Receiving a Product with an Unknown Owner and Unknown Product ID 286 Assigning an Owner to a Product That was Received Without One . . . . . 288 Assign Owner with Unidentified Receipt Menu . . . . . . . . . . . . . . . . . 288 Assign Owner via E-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 290 Assigning a Product ID to a Product . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 291 Create Products from Main Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 268 Creating Products at Project Level . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 270

Mass Letters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 264

Receiving Expected Arrivals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 292 Receiving Leftovers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 294 Voiding Receipts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 297 Inventory Dispositions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 299

Applying Inventory Dispositions to a Receipt . . . . . . . . . . . . . . . . . . . . . . 299 Applying Inventory Dispositions When Adjusting a Unit . . . . . . . . . . . . . 299 Removing an Inventory Disposition Designation. . . . . . . . . . . . . . . . . . . . 299

Confirming Receiving Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 300 Confirming a Put Away Manifest Using an RF Unit . . . . . . . . . . . . . . . . . . . . . .300 Confirming a Put Away Manifest Manually . . . . . . . . . . . . . . . . . . . . . . . . . . . .300 Confirming a Put Away Manifest Automatically . . . . . . . . . . . . . . . . . . . . . . . . 302

Unconfirmed Put Away Manifest Report . . . . . . . . . . . . . . . . . . . . . .303 Confirming Travel Tickets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 305 Confirming Put Away Manifests . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 300

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2

Introduction

Company's day-to-day activities are driven by PRO-MAIL® Business Management Solution (BMS) application. This comprehensive Customer Relation Management (CRM) direct mail application provides accuracy, consistency, and accountability throughout its project management system, production control system, and warehouse management system that interacts as one powerful tool. It provides secured on-line communications, job statistics, the ability to record and schedule client actions and matters, secured logon, real-time inventory, and methods to increase efficiency throughout the company. This chapter is intended to familiarize you with system-wide concepts and help you gain a better understanding of standard features in the PRO-MAIL® Business Management Solution.

Business Management Solution Users Guide

1

System Platform

System Platform

PRO-MAIL® Version 5 is the first of a new generation of systems from Software Marketing Associates, Inc. (SMA). It utilizes advances state of the art system tools that provide numerous benefits to you and your clients. The PRO-MAIL® Version 5 Project Management System is a browser-based N-Tier application developed with the latest tools including ASP, HTML, and Visual Basic. The diagram above illustrates two different types of workstation PC's utilized in PRO-MAIL® Version 5. The primary workstation is the Client PC workstation that uses the Web browser to run the client side of the PRO-MAIL® System. This is where the transactions and inquiries with the server are initiated. A second workstation can be utilized to take advantage of the ability to scan in product images (or bring in pre-scanned images or images from a digital camera into the PRO-MAIL® system.) One of the benefits of doing this is these images can be set up to be viewed on Travel Tickets via the PRO-MAIL® System inquiry screen and even accessed via the Web. The Scanning Workstation PC requires the Visual Basic program because of the scanning activity involved.

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The PRO-MAIL® System

Introduction

System Relationship

Project Management System (PMS)

This is the heart of the Business Management Solution. The PMS is where the Administrative staff logs into to create clients, client locations, client contacts, vendors, projects, quotes, and jobs. From within the PMS you may also schedule and record actions for clients, create products, create purchase orders for outside purchases, create postage requests to request postage in advance before mailing the job, and perform daily bookkeeping tasks such as postage transfers, postmaster check processing, invoicing, receivables, view aging/journals, payables, and postage liability transactions. · · · · · · Client Relations Management Requests for Quotes (RFQ) Quotes Project and Job Specifications Project and Job Tracking Inventory 3

Business Management Solution Users Guide

System Relationship

· · · · · ·

Postage Accounting Purchasing Invoicing Accounts Receivable Accounts Payable Collections

Production Control System (PCS)

The PCS controls and manages Production activities. Work Load Planning and Scheduling is a powerful tool for production managers to use to meet client expectations. List Planning, Drops, and Mailing Statements are created within each job. Accurate mail piece counts through list planning provides exact quantities to record book quantities. inventory counts used to complete the job, and the ability to record accurate postage usage. Within the PCS you may also record job expenses related to each job that may be included on your client invoice. The PCS is part of the Warehouse Management System (WMS). · · · · · · · · · · · · · · My Job Work Load Planning Scheduling List Planning Drops Mailing Statements Detailed Work Tickets for Work Center Tasks Request Inventory Shop Floor Data Capture Employee Time Tracking Job Expenses Record Postage Usage Job Costing Management Reporting

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Introduction

Warehouse Management System (WMS)

The WMS controls and manages all warehouse activities. During receipt of inventory you can receive inventory using weight verification or by regular receipt off of the shipping document. · · · · · · · Logical Warehouse Management Inventory on-hand balances, reserved, on order, and shipped Weight Verification Bulletproof Inventory Control Product Inquiries and Histories Detail Reporting (Historical, Real-Time) Integrates with Wireless Technology for barcoding and scanning

Order Management System (OMS)

The OMS is part of the PRO-MAIL® Fulfillment Solution. The OMS provides frontend processing for ordering via the web. You manage separate OMS's for each client. If you have the PRO-MAIL® Fulfillment Solution and Business Management Solution you can create a shared OMS to interact with the Project Management System (PMS).

ProMail Management System (PMA)

The PMS controls internal personnel access for System Users. Captures and displays key system information.

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System Relationship

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The PRO-MAIL® System

Introduction

Helpful Hints

Refresh Button:

The Refresh button on your browser is used to ensure that you are seeing the most current data displayed on your desktop. Either the Refresh Button on your IE toolbar or the Refresh option seen when right-clicking your mouse can be used to refresh your screen.

Back Button:

Using the Back Button while completing a transaction is NOT recommended.

Idle Time:

If no activity takes place on your screen within a designated time frame, the system will automatically time out and ask you to log in again. This is a security feature to minimize the possibility of someone else accessing the system using your user id. Version 5 utilizes Microsoft's Date Picker feature to facilitate entering dates. This feature is optional. You may use your keyboard to enter a date with a valid format

Date Picker:

Search Tools:

Version 5 provides tools to facilitate the search process for both inquiries and transactions. Utilizing the Selection Search criteria enables you to narrow your search. Depending on the screen you are in, the system will display specific search criteria.

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System Relationship

Wild Card Search:

Typing `Business Manage' followed by the `%' key and clicking Search results in the system returning all Client Id's or Company Names containing `Business Manage'.

Partial Name Search String:

When searching descriptions or names instead of Id's, you can use any word (or a portion of the word) in the description. For example, typing `Business Manage' in the Company Name search field and then clicking Search results in the system displaying all Clients with `business manage' appearing anywhere in the company name. Another feature in Version 5 is the ability to be working in several applications at the same time. Not only can you have several sessions open within the Project Management System, but you can also have other desktop applications opened at the same time. Contacts are displayed in most Project Management screens as hyperlinks. click any contact link to bring up the Record Actions screen for that contact.

Multiple Sessions:

Contact Links:

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Introduction

Brings you to:

Client Relations Personnel Links:

Client Relations Personnel are displayed in most Project Management screens as hyperlinks to the Schedule Actions screen. Click any client relations link to schedule an action for that person.

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System Relationship

Brings you to:

Zoom In Feature:

In most tables in PRO-MAIL® Version 5, hover over the entry and click to drill in to details about the entry.

Web URL Links:

The client's Web URL appears as a hyperlink to their Website.

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Clients and Client Locations

A Client is the entity in which you do business. For each Client may have various location sites and contact persons. The client locations may be a Work For Location, Bill to Location, Warehouse Location, and/or Statement Location. When creating the Client you must assign a Sales Team and a Key Contact person. A Sales Team may have a one-to-one or one-to-many relations. A Key contact person is the person you will deal with the most at the main location. The My Client Screen serves as an umbrella where you will be able to instantly see the Client Balances, Sales Team, Client Relations Roles and Personnel, Client Locations, RFQ's, Quotes, Projects, and Finished Jobs to be Invoiced.

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Clients

Clients

Client Relations

In PMS Click Sales Click New Client

Unrestricted Client Relations Financial / Administrator

In PMS Click Clients Click Clients/Prospects Click New

Client Id: This is your company's identifier for the client. Enter the Client Id or click Auto Id to have the system assign a sequential id. (Required) Client Name: Enter the Company name for this client. (Required) Agency: Check this box if the client is a Agency. An Agency is a client that may represent other companies (.e.g., an Advertising Agency). Status: Select Active Client, Inactive Client, Active Prospect, or Inactive Prospect from the drop down box. (Required) Sales Team: Select a Sales Team from the drop down box.This is a user-defined table set up in your Project Management Set-up Menu. (Required)

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The PRO-MAIL® System

Clients and Client Locations

Web URL: Enter the URL for this company's Web site. On many client screens this URL will appear as a hyperlink to their Web site. (Optional) Client Relations Personnel: Select the client relations personnel assigned to this client. (Note: Client Relation Roles are user-defined. If you are logged into the Client's Relations View when creating this client, you will automatically be selected as the Client Relations person. e.g., Sales Rep, Account Manager, Customer Service Rep. These are user-defined roles created in PMS setup.) Client Variable Data: Fill in Client Variable Data fields. These are Client Specific Variable Data fields that you defined in your Project Management Set-up Menu. Web Directory: If you will be storing your client's company logo or other images enter the Web Directory from your Web server where these images will be stored. (Optional) Thumbnail Image File Name: Enter the name of your image. You can click Browse to view all images stored in the directory. (Optional)

Create Client

Steps

How to create a Client:

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Clients

1. Enter Client Id or Click Auto Id (Required)

2. 3. 4. 5. 6. 7. 8. 9. 10. 11. Enter Client Name (Required) Check Agency if Client is an Agency Check Unrestricted Access if everyone should have access to client Select Status from the drop-down box (This is a user-defined table created in PMS Set-Up Menu.) (Required) Enter Client's Web URL (Optional) Select Sales Team from drop down box. (This is a user-defined table created in PMS Set-Up Menu.) (Required) Select Client Relations Personnel (This is a user-defined table created in PMS Set-Up Menu.) Select Client Relations Roles (This is a user-defined table created in PMS SetUp Menu) Fill in any applicable Client Variable Data. (This is a user-defined table created in PMS Set-Up Menu.) If you will be storing an image for client enter directory where images will be stored

12. If you will be storing an image for client enter image file name

Create the Main Location

Location Id: Enter the identifier of the main location for this client or click Auto Id to have the system assign a sequential id. (Required) Location Name: Enter the company name for this location. (Required) Establish Customer: Check this box if you want to established this client location as a customer. (Note - establishing a client location automatically makes them a Billing

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Clients and Client Locations

and Work For Location. This option may not be available if your security permissions does not allow establishing a customer.) Established Date: If you established this client location, enter today's date. (This option may not be available if your security permissions does not allow establishing a customer.) Approved By: If you established this client location as a customer, enter your initials here. (This option may not be available if your security permissions does not allow establishing a customer.) Status: Select Active Location or Inactive Location from the drop down box. (Required) Exclusive to Client: Check the box if this location belongs exclusively to the client. Leave the box unchecked if this location can belong to multiple clients. CAPS Cust. Ref. No.: Enter your client's CAPS identifier. This number will appear on printed Mailing Statements. Dun & Bradstreet No.: Enter your client's Dun & Bradstreet identifier. This number will appear on Printed Mailing Statements. Address Info: Enter the Address info for this client's main location. Additional locations can be added later. Location Type: Select all that apply. · · · Billing - A billing location will receive invoices for jobs. Work For - A work for location is the site for which the work in a job is being done. Warehouse - If you store inventory for this client, you can ship overs/returns back to any client location designated as a `Warehouse' type.

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Clients

·

Statement - A statement location can receive Client Account Statements

13. 14. 15. 16. 17. 18. 19.

Enter Location Id or click Auto Id (Required) Enter Location Name (Required) Establish Customer (Dependant upon security permissions) Enter Established Date (Dependant upon security permissions) Enter Approved By (Dependant upon security permissions) Fill in location address information Select Location Type (check all applicable types for this location)

Financial Information

Hold Status: If this location is on hold, select the Hold Status from the drop down box. Leave this field blank if the client location is not on hold. This field is a userdefined table set up in your Project Management Set-up Menu. (This field visibility is dependant upon your security permissions.) Hold Comments: If the client location is on hold, enter any hold comments here. (This field visibility is dependant upon your security permissions.) Payment Terms: Select this client location's payment terms from the drop down box. The payment terms will print on their invoices. This is a user-defined table set up in your Project Management Set-up Menu. (This field visibility is dependant upon your security permissions.) Prepay: Does this client location need to prepay for postage? Currently this field is a reference only field. (This field visibility is dependant upon your security permissions.)

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Clients and Client Locations

Postage Escrow: Check this box if this is a fund-type location. Currently this is a reference field only. (This field visibility is dependant upon your security permissions.) Credit Limit: Enter the client location credit limit. Leave blank for `Open' limit. (This field visibility is dependant upon your security permissions.) Invoice Output Format: Select a default Invoice Output Format from the drop down box. (Note - Although this is a default, you can select other output formats. This field visibility is dependant upon your security permissions.) Quote Output Format: Select a default Quote Output Format from the drop down box. (Note - though this is a default, you can select other output formats. This field visibility is dependant upon your security permissions.) Tax Schedule: Select a tax schedule from the drop down box. Tax schedules are used to define what taxes a customer must pay for services. This is a user-defined table set up in your Project Management Set-up Menu. (This field visibility is dependant upon your security permissions.) Price Class: If this client location is set to retrieve special pricing, select the price class from the drop down box. Leave the field at Default if this location does not receive special pricing. (This field visibility is dependant upon your security permissions.)

20. 21. 22. 23. 24. 25. 26. 27.

Select Hold Status (Dependant upon security permissions) Enter Hold Comments (Dependant upon security permissions) Select Payment Terms (Dependant upon security permissions) Check Prepay if client must pay in advance (Dependant upon security permissions) Check Postage Escrow if your client has a Postage Escrow account (Dependant upon security permissions) Enter Credit Limit if client has a limit Select Default Invoice Output Format from the drop-down box. Select Default Quote Output Format from the drop-down box.

28. Select Tax Schedule from drop-down box

29. Select Price Class from drop-down box. (Dependant upon security permissions)

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Clients

Suppress Universal Templates: Check this box if you do not want universal templates available for this location. Product Sort Class: Select the Product Sort Class for products owned by this client location from the drop down box. This is a user-defined table set up in your Project Management Set-up Menu. Leftover Disposition: Select the inventory leftover disposition to be used as a default for products owned by this client location from the drop down box. The leftover disposition will print on Travel Tickets. This is a user-defined table set up in your Project Management Set-up Menu. Billing Code: Select the Billing Code for this client location. For reporting purposes only the billing code groups client locations that are normally not related. Job Confirmation Form: Select Job Confirmation Form. Selection will default to the SMA Form. You may create a custom job confirmation form. Location Variable Data: Fill in Location Variable Data fields. These are Client Location Specific Variable Data fields that you defined in your Project Management Set-Up Menu. Sales Team: Select the Sales Team for this location. Client Relations Personnel: Select Client Relations Personnel associated with this client location. Web Directory: If you will be storing logo's or other images's for this client location enter the Web Directory from your Web server where these images will be stored. (Optional) Thumbnail Image File Name: Enter the name of your image. You can click Browse to view all images stored in the directory. (Optional)

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Clients and Client Locations

30. Check Suppress Universal Script Templates if you want client to use only related templates for creating jobs, quotes, RFQ's. 31. Select Product Sort Class from drop-down box 32. Select Leftover Dispositions from drop-down box (Prints on Travel Tickets) 33. Select Billing Code from drop-down box 34. Select Job Confirmation Form (Defaults to SMA Form) 35. Fill in applicable Location Variable Data 36. If you will be storing an image for the location enter directory where images will be stored

37. If you will be storing an image for the location enter file name of image

Create Key Contact

New Contact: Click New Contact to add a new contact name. (Default) Add Existing: Click Add Existing to search and add an existing contact name to client location. Contact Name and Address: Fill in the name and address information for this key contact. Last Name (Required) Contact Type: Select all that apply. Note - The Contact Type is a user-defined field set up in your Project Management Set-up Menu. The contact types at your company may differ from the ones in the example.

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Clients

Person Variable Data: Fill in Person Variable Data fields. These are Person Specific Variable Data fields that you defined in your Project Management Set-Up Menu. Web Directory: If you will store an image for this contact, enter the Web Directory from your Web server where image will be stored. (Optional) Thumbnail Image File Name: Enter the name of your image. You can click Browse to view all images stored in the directory. (Optional)

38. Fill in Key Contact information 39. Select Key Contact Type (This is a user-defined table created in PMS Set-Up Menu.) 40. Fill in applicable Person Variable Data 41. If you will be storing an image for the contact enter directory where images will be stored 42. If you will be storing an image for the contact enter file name of image 43. Click Submit to save Client

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Clients and Client Locations

Create Additional Locations

A client may have many locations. Once the Main Location is defined, you may add additional locations to the client. Client Relations Unrestricted Client Relations Financial/Administrator

In PMS Click Clients Click Clients/Prospects Enter Client Id or Click Search Select Client Click Add New Location or Click Add Existing Location Enter Client Location Id or Click Search Check Client Location Fill in the fields for your new location. Click Submit

In PMS Click Select Client/Prospect Click Submit Click Edit Client Click Add New Location or Click Add Existing Location Enter Client Location Id or Click Search Check Client Location Fill in the fields for your new location Click Submit

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Clients

Create Additional Contacts

You may add additional contacts to your client location(s).

Client Relations

Unrestricted Client Relations Financial / Administrator

In PMS Click Select Clients/Prospects Click Submit Click Edit Location Click Add New Contact or Click Add Existing Contact Enter First or Last Name or Click Search Select Contact Name Fill in applicable information Click Submit

In PMS Click Select Client/Prospects Click Submit Click Edit Location Click Add New Contact or Click Add Existing Contact Enter First or Last Name Click Search Select Contact Name Fill in applicable information Click Submit

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Projects

Business Management Solution Users Guide

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Looking at a Project

Looking at a Project

Projects offers a way to organize your clients work to be done under one umbrella. The project may contain quotes, encompass one job, many similar jobs, or no jobs at all. Detailed information about the Work For Location, Bill To Location, Project Contact, Preliminary Quantity, Order Date, First Mail Date, Last Mail Date, Sales Team, and Client Relations Personnel assigned to the project are visual on the MyProject screen.

MyProject screen provides a visual overview of the project. Menu tabs along the top allow you to: · · · · · · · · · · Modify the Project View Requests for Quote (RFQ) Create a New Quote Clone a Quote Create a New Job Clone a Job Create Recurring Jobs Create New Products and/or Add Existing Products Create Invoices Create Postage Requests

Also from MyProject you are provided with hyperlinks that will allow you to Record or Schedule Actions for contacts assigned to the project, view current A/R Balance, Net Postage, Client Instruments and Undeposited Checks related to the project. Listed on the bottom half of the MyProject screen are all RFQ's, Quotes, and Jobs associated with the Project. You may drill into any of the line items for more detailed information or to edit the entry.

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Creating a Project

Project Id: Enter your company's identifier for the project. You may manually assign an Id or click Auto Id to let the system assign a sequential id. (Required) Project Description: Enter a brief description of the project. (Required) Preliminary Quantity: Enter the overall quantity for the project. If unknown, select To Be Determined. Client PO: Enter the client's Purchase Order number for the project.This field may be pre-filled it RFQ was converted into a project. Client Project Id: Enter client's identifier for the project. Originated By: Select Originated by from the drop-down box. This is the client location that initiated the project. Project Contact: Select contact from the drop-down box. This is the contact person who is in charge of the project. Work For: Select the Work For location from the drop-down box. This is the client location for whom the work will be bone. (Required) Work For Contact: Select the Work For contact from the drop-down box. This will be the contact person at the Work For Location. Bill To: Select the Bill To location from the drop-down box. This is the client location to receive the invoice for the work being done. Must be an established location. (Required)

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Creating a Project

Bill to Contact: Select the Bill To contact from the drop-down box. This will be the contact person at the Bill To location. Client Relations Personnel: Select the Client Relations Personnel assigned to this client location from the drop-down box. If you are logged in as a Client Relations user it will default to your name. Note the selections will vary according to the roles defined on your system (e.g. Sales Rep, Account Manager, Customer Service Representative.) Order Date: This is the date the project was created. Defaults to current date. (Required) Ready Date: This is the date that work can begin on the job (inventory and materials are available.) (Optional) First Mail Date: This is the first date finished mail piece can be mailed for project. (Optional) Last Mail Date: This is the final deadline date to mail for this project. (Optional) Project Status: The state of the project. The project may have a status of: Open - The project has been opened, but has not been started. Default option. Active - The project is in progress. Inactive - The project has been put on hold - either temporarily or permanently. Complete - The project has been completed. Cancelled - The project has been cancelled. Distribution: The Distribution Category list is a user defined table that represents how the finished product will leave your facility. (Optional) Distribution Comments: Enter any comments about the distribution of finished products in this project.

Steps

How to create a Project: In PMS Click Projects Click Create/Edit Projects Select Client Location

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The PRO-MAIL® System

Projects

1. Click New

2. Enter Project Id or Click Auto Id to assign a sequential id. (Required) 3. Enter a brief description name for the project. (Required) 4. Enter a Preliminary Quantity for project, If unknown, Check To Be Determined box 5. Enter Client PO. This field may be pre-filled if project is created from a RFQ. (Optional) 6. Enter a Client Project Id. This is the Id in which the client will use to identify the project. 7. Select Originated By from the drop-down box. This is the location that originated the request. 8. Select Project Contact from the drop-down box. This will be the main contact for the project. 9. Select Work For Location from the drop-down box. 10. Select Work For Location Contact from the drop-down box. 11. Select Sales Team from the drop-down box. (This is a user-defined table created in PMS Set-Up Menu.) 12. Select Client Relations Personnel from the drop-down box. (This is a userdefined table created in PMS Set-Up Menu.) 13. Select Bill To Location from the drop-down box. This location must be established to commit a job. 14. Select Bill To Location Contact from the drop-down box. 15. Select Price Class from the drop-down box. 16. Enter Order Date. Defaults to current date. 17. Enter Ready Date for project. (This is the date material and lists will be available) 18. Enter First Mail Date for project. (This is the first date mail piece is expected to mail) 19. Enter Last Mail Date for project. (This is the last date mail piece is expected to mail) 20. Select Project Status from drop-down menu. 21. Select Distribution Category from drop-down menu. This is a user-defined table created in your PMS Set-up Menu. 22. Enter any distribution comments. 23. Click Submit

Edit/Modify Projects

1. 2. 3. 4. 5. 6. In PMS Click Projects Click Create/Edit Projects. Enter Project Id or Click Search. Select Project Click Modify Project

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Creating a Project

- And /or -

7. Enter Client Id 8. Click Search 9. Select Project 10. Click Modify Project 11. Update applicable fields

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5

Quotes

Quotes are the estimation of pricing for a potential job based on client's or prospect's specifications. Quotes may be generated using up to five different quantity levels. When a client submit a Request for Quote (RFQ), the Client Relation's person will receive an E-mail. Once they have reviewed the RFQ they may convert the RFQ into a Quote. Quotes are created within a project. From MyProject you can create a new quote or clone a quote.

Quote Id: Enter the id of this quote or click Auto Id to have the system assign a sequential id. (Required) Description: Enter a brief description for the quote. The Project Description will display automatically, but can be changed. (Required) Client PO: Enter the Client's Purchase Order number. If this quote was created by converting a Request For Quote (RFQ) to a Project, then the Client PO may already be in this field. (Optional) Expiration Date: Enter an expiration date the quote will expire. (Optional) Ready Date: This is the date that work can begin on the job (inventory and materials are available.) (Optional) First Mail Date: This is the first date finished mail piece can be mailed. (Required)

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Last Mail Date: This is the final deadline date finished mail piece can be mailed. (Optional) Comments: Enter any comments for quote. Output Format: Select output style to print quote from drop down menu. Default Output Format is selected. Date Created/Created By: This is a system-populated field displaying when the quote was created and by whom. Quantity Level: You have the ability to include in a quote up to five different quantity levels at once. For each quantity level you can indicate for reference the number of lists, packages, products, and the average postage rate.

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Quotes

Create a New Quote

In PMS Click Projects Click Create/Edit Projects Enter Client Id or Click Search Select Project In PMS Click Projects Click Create/Edit Projects Enter Project ID or Click Search Select Project

Steps

How to create a Quote: From MyProject

1. Click New Quote

2. 3. 4. 5.

Enter Quote Id or Click Auto Id to assign a sequential Id. (Required) Enter a brief Quote Description (Required) Enter Client PO (if applicable) Enter Expiration Date quote will expire (Optional)

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Create a New Quote

6. 7. 8. 9. 10.

Fill in Ready Date (If known) Fill in First Mail Date Fill in Last Mail Date (if known) Fill in comments for quote Select Output Format for quote

mp

11. Select Number of Quantity Levels from drop-down box. (May generate quote for up to five different quantity levels. For reference only you may include the number of lists, packages, products and average postage rate. The average postage rate will print an estimation of postage required to mail the job on the quote. In the above example we are using two quantity levels) 12. Define Quote (Scripting)

· Select Template from drop-down box · Click Define Detail · Click Save or · Click Generate Quote to preview Quote 13. Define Quote (Manual Operations) · Click Manual Operations · Select Operations to add to quote by placing a check in box next to operation · Click Submit Checked · Click Save or

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Quotes

· Click Generate Quote to preview Quote

The above example list descriptive work specs for each department

The above example lists pricing for each department by quantity level. You may click the Review button to review pricing, setup, and cleanup charges.

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Create a New Quote

Edit/Review Quote Pricing

In the above example we will demonstrate how to edit the pricing for the Inserting Department. We know from previous experience that the envelopes that will be used in the job jams regularly in the machine. Before we submit the quote we will adjust the per piece rate for the inserting task.

1. Click Re-Script to bring script back to screen

2. Click Pricing to review the prices associated with the inserting task. 3. Enter any applicable override prices

In the above example I have entered an override price of .0220 and.0210 each to compensate for the known problem of the envelopes used in this task which causes the inserter to jam periodically during the inserting.

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Quotes

4. Scroll down and Click Submit 5. Click Submit 6. Click Generate Quote to preview quote again

7. After reviewing quote and all tasks and prices are correct Click Approve (Depending on your security permissions you may have to click Submit for Approval and this will be the last step for you to perform.) 8. Click Send Quote. 9. Select Delivery Method from the drop-down menu. This is a user-defined table you created in your PMS Set-up Menu. 10. If Client has permission to log into your system they may Accept, Reject, or Void Quote.

Convert Quote to Job

1. Click Convert to Job (If Client grants approval and is not expected to log in to accept quote)

In the above example you must select which quantity level to use when converting quote into job. I selected a quantity level of 75,000. If quote is for quantity other than levels quoted enter that quantity amount in Other Level.

2. Click Convert to Job · Job screen will automatically pop to screen 3. Fill in applicable job information (Refer to Steps under Creating a New Job Section) 4. Rescript each work spec for accuracy

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Un-Approve Quotes

Un-Approve Quotes

In PMS Click Projects Click Quotes

Steps

How to un-approve a quote:

1. Click Un-Approve Quotes

2. Place a Check in Un Approve box for each quote you want to Un Approve or click Select All. 3. Click Un-Approve

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Quotes

The above example is a quote with two quantity levels. Estimated postage for mailing the job is displayed at the bottom of the quote.

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Cloning a Quote

Cloning a Quote

In PMS Click Projects Click Create/Edit Projects Enter Client Id or Click Search Select Project

In PMS Click Projects Click Create/Edit Projects Enter Project ID or Click Search Select Project

Steps

How to clone a Quote: From MyProject

1. Click Clone Quote

2. Select Quote from list to clone

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Quotes

3. Click Clone It

4. Enter New Id or Click Auto Id to assign a sequential id (Required) 5. Click Clone It 6. If you selected a quote that has a status of Accepted, you will receive a message asking `Do you want this quote to be superseded?' Answer Yes if you want the quote you are cloning from status to be Superseded. Answer No if you want the quote you are cloning from to keep its current status. The selected clone quote will be associated with the newly created quote. 7. Review and edit all applicable fields to make sure they have the correct information. (e.g., Ready Date, First Mail Date, Last Mail Date, etc.) 8. Rescript all work specs for accuracy 9. Click Generate Quote to preview quote 10. After reviewing quote and all tasks and prices are correct Click Approve (Depending on your security permissions you may have to click Submit for Approval and this will be the last step for you to perform.) 11. Click Send Quote. 12. Select Delivery Method from the drop-down menu. This is a user-defined table you created in your PMS Set-up Menu. 13. If Client has permission to log into your system they may Accept, Reject, or Void Quote.

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Cloning a Quote

14. Click Convert to Job (If Client grants approval and is not expected to log in to accept quote)

In the above example you must select which quantity level to use when converting quote into job. If quote is for quantity other than levels quoted enter that quantity amount in Other Level. I selected a quantity level of 75,000.

15. Click Convert to Job · Job screen will automatically pop to screen 16. Fill in applicable job information (Refer to Steps under Creating a New Job Section) 17. Rescript each work spec for accuracy

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6

Jobs

Jobs are defined within a project. The PRO-MAIL®order entry screen allow your Client Relations Personnel to enter precise instructions for the Production Shop Floor to complete the job. A job may be created by using the project information, a new job, or cloned from a previous job. Within each job Client Relations Personnel may create or define the following: · · · · · · Postage Requests Purchase Orders Invoices Products Packages Lists

The job work specs may be defined by selecting individual operations or by using a script template. Once work specs have been added to the job you may generate a Job Confirmation Report to send the client for final review before you commit the job. The Job Confirmation Report will display the work specs, tasks, detail operations and pricing associated with the job. Another report you may find helpful for the front office will be the Job Work Order. The Job Work Order will include all precise instructions and detailed information for each work spec, postage requests, purchase orders, invoices, products, packages and lists defined within the job. When you have verified all work specs and pricing for the job you may commit the job. This will lock the job and place a key lock besides the job number within the project. When the job is committed, the Production Control System is made aware of the job. After the job is committed any changes to the job will generate a Change Request Order. The job is updated with a time, date, and userid stamps at the time the change request is submitted. The original value and the updated value are retained within the job and an automatic email notification is sent to the designated Production Manager.

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Creating a New Job

Project Screen

Job Display Screen

Job Id: Enter a Id for this job or click Auto Id to have the system assign a sequential id. (Required)

Description: Enter a brief description for the job. The Project Description will display automatically if you created this job from the project, but can be changed. (Required) Comments: Enter any comments about the job. These comments will print on Job Confirmation, Job Work Order, and Work Tickets.

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Postage Description: Enter a brief description on how the finished product will be delivered. Entry will print on Job Work Order, Job Confirmation, and Work Tickets. Preliminary Quantity: Enter the preliminary quantity expected for the job. If unknown, check TBD. Non-Profit: Check box if this qualifies as a Non-Profit mailing. Client PO: Enter Client's Purchase Order number. Job Annotation: Enter a special comment you want to appear on the Job Work Order and Work Tickets. The comments will print in Red. (e.g., Match Mail) Primary Internal Contact: Select the Primary Internal Contact for this job from the dropdown box. The Primary Contact Role will pre-populate. Secondary Internal Contact: Select the Secondary Internal Contact for this job from the drop-down box. The Secondary Contact Role will pre-populate. Order Date: Date job was created. Defaults to current date. Ready Date: This is the date that work can begin on the job (inventory and materials are available.) (Optional) First Mail Date: This is the first date finished mail piece can be mailed. (Required) Last Mail Date: This is the final deadline date finish mail piece can be mailed. (Optional) Release Sooner: Check box if the job can be released sooner than the First Mail Date. Ready Status: Check box when job status can be updated to Ready. Rush Job: Check box to place a priority on the job. Rush will print in Red on forms. Job Status: The job may have a status of: · · · · · Open Uncommitted - job has not been committed to Production Open Committed - job has been committed to Production, however no work has begun on the job Inprocess - work has begun on the job Finished - work is complete for job Completed - job has been billed

Postage Requests: PRO-MAIL® Project Management System allows the ability to create a Postage Request form to send to the client to request in advance the amount of postage funds required for the job to mail. Postage Requests looks like an invoice, however it does not affect the postage balance or accounting in any manner. Postage Requests may be generated at the job level or the project level.The requested postage amount is maintained at the client location. Purchase Orders: PRO-MAIL® Project Management System allows the ability to create a Purchase Order at the job level. All products and lists must already be defined in the job.

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Invoices: PRO-MAIL® Project Management System allows the ability to create a Invoice at the job level. Products: Associate products to the job. You have the option to create new client products, add products that are already defined in the Project, add existing client products, and/or add products that are not owned by the client but are available for use by your client location. Packages: Associate packages to the job. Define a package that includes the products that will be included in the finished mail piece. Package Id: Enter the id of this package or click Auto Id to have the system assign a sequential id. (Required) Package Description: Enter a concise description for the package. Preliminary Quantity: Enter the preliminary quantity. This is the first count for the package. The actual count for the package may differ by the end of the job. Book Quantity: Leave this field blank. This quantity will fill in from drop counts or from final list from List Planning later. Estimated Package Weight: Enter an estimated weight per piece. (This figure is only an estimate. The actual weight per piece will come from the drop entry in Production Control if not entered in the Actual Weight field in the Project Management System. Actual Package Weight: Enter actual weight for package. Estimated Height: Enter the height of the finished mail piece. Estimated Width: Enter the width of the finished mail piece. Automated: Place a Check in this box if Package qualifies as Automation. Machinable: Place a Check in this box if Package qualifies as Machinable. List Name: A List is a collection of names and addresses to receive the finished mail piece. Use a list name that is concise but descriptive. List Type: Select from Incoming or Intermediate from the drop-down box. An incoming list is an original list you receive prior to any processing occurring. An intermediate list is a list that is a work in progress. Approximate Count: Enter the count you expect to receive in the incoming list. Media:Select the Media for this particular list from the drop-down box. List Media is a userdefined table set up in the Set-up menu in your Project Management System. Expected From: This is a free-form fill for you to define where the list will be arriving from. Status: Select a status from the drop-down box. List Status is a user-defined table, set up in the Set-up Menu of your Project Management System. Additional Information: Enter any comments or necessary information pertaining to the list. (e.g., Process first 10,000 records and save remainder for next week's mailing)

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Scheduled Arrival: Enter date list is expected to arrived. Use today's date if you already have list in house. List Disposition: Select a list disposition from the drop-down box. List Disposition is a userdefined table set up in the Set-up Menu in our Project Management System. Distribution Category: Select a Distribution Category from the drop-down menu. Distribution Categories is a user-defined table, set up in the Set-up Menu of your Project Management System. Distribution Comments: Enter any comments for distribution.

Steps

How to create a Job from My Project:

In PMS Click Projects Click Create Edit Projects or Click Create/Edit Jobs Enter Project Id or Click Search to find Project

or Enter Client Id or Click Search to find Client

1. Click New Job from MyProject

New Job Drop Down Options:

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2.

To create the job using the Project default information, Click Create from Project. This option will only be available for the first job in the project.

Job Header

Enter Job Id or click Auto Id to assign a sequential Id. (Required) Enter a brief description for the job. This field may be pre-filled if you created the job from the Project. (Required) 5. Enter any comments for the job. Comments will print on Job Work Order and Production Work Tickets. (Optional) 6. Enter Preliminary Quantity for job. If unknown, click TBD. This quantity may differ by end of job. 7. Check Non-Profit box if this mailing qualifies as a Non-Profit mailing. 8. Enter any Job Annotation comments. (Optional) 9. Select Default Production Facility for this job (Will default to default Production Facility for Project Management System unless multiple production facilities are assigned to one Project Management System). 10. Select Primary Internal Contact from the drop-down box. This will be the primary contact for job. The Primary Contact Role will pre-populate from Primary Internal Contact selection. 11. Select Secondary Internal Contact from the drop-down box. This will be the secondary contact for the job. The Secondary Contact Role will pre-populate from the Secondary Internal Contact selection. 3. 4.

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12. Enter Order Date. This date will pre-populate with current date. Order Date may be changed. (Required) 13. Enter Ready Date. This is the date all materials will be ready for job. (Optional) 14. Enter First Mail Date. This is the first date mail piece can be mailed. (Required) 15. Enter Last Mail Date. This is the final deadline date mail piece can be mailed. (Optional) 16. Check Release Sooner if mail piece can mail before First Mail Date. (Optional) 17. Check Ready Status to update Job Ready Status. (Optional) 18. Check Rush Job if job is to be given a high priority. Rush will print on the Work Tickets and Job Work Order in red. (Optional) 19. Check Tax Exempt if the job qualifies as Tax Exempt. (Optional) 20. Select Quote from drop down list to associate job with a quote. (Optional) 21. Click Submit to save Job Header information or Click Return (will not save changes).

Job Definition Hyperlinks on Job Display Screen: Specs: Click Specs to define job details. This will build your work center tasks for the job to send over to the Production Control System. Products: Click Products to add products to the job. Packages: Click Packages to add packages to the job. Lists: Click Lists to add lists to the job. Purchase Orders: Click Purchase Orders to add new purchase orders or clone existing purchase orders. Postage Requests: Click Postage Requests to add postage requests for job.

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Job Drop Down Options: To execute a selection from the drop down, Click Option of choice, and then Click Go. To Save changes Click Submit, Click Return to not save recent changes made.

Job Header: The Job Header contains fields to enter basic detailed information about the job. Within the header you are able to enter Job Id, Job Description, Job Comments, Postage Comments, Mail Dates, and select Internal Contacts. Pricing: For each task you will be able to see the Task Quantity, Unit Price, Setup/Cleanup charges, and Extended Price. To make changes to the pricing you may Re-Script or Modify task by selecting appropriate option. Depending upon user's permission the Pricing option may not be available. Production Facilities: This option will display the production facility the task is assigned to. If work has not begun on the task you are able to assign this task to a specific production facility. For licensee's that have more than one production facility assigned to a Project Management System select the production facility for this task. This option will default to your default production facility. New Job Mode: This will bring up the basic job header screen in addition to products, packages, lists, and job definition sections. Date/Count Grid: Selecting this option will pop a date/count calendar that will allow all dates and counts to be entered or updated from one screen. Changes: Selecting this option will list all changes that has occurred within the job since Job was committed. Commit Job: Send job over to production. This will place a `lock' next to the job number. Commit Changes: Send recent changes made to job over to production. Interrupt Job: Update job status to Interrupt. Interrupt may indicate the job is placed on hold temporarily or permanently. The Interrupt status replaces the option to Cancel a job because the job has been placed Inprocess by either a task beginning or any type of funds have been recorded for the job.

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Cancel Job: Only available if the job status has not be updated to Inprocess or any funds received or postage activity recorded. Job Confirmation: Is a report that you can send to the Client that will outline details about the job before you commit the job to production. It is another tool for the Client to use to review the costs associated with the job. Work Order: s a report that the front office can use to review all details about the job. The

report will include job dates, lists, inventory, packages, purchase orders, postage requests, pricing, and work spec summaries associated with the job

Production Inquiry: Any shop-floor data capture entries will be displayed for each task. Expenses: Any expenses recorded in the Production Control System against the job will display.

Define Postage Requests

Postage Requests are printed forms used to request postage funds in advance of mailing a job for your client location. Postage Requests may be generated at the project level or at the job level. While postage requests look like an invoice, it should be noted that generating a postage request does not affect postage balances or accounting in any way. When creating a Postage Request you can determine the level of detailed information included on the printed form. You can generate very detailed requests, itemizing the number of pieces going to each postage rate. Or you can generate a more combined statement, sending all pieces to an `average' postal rate. Postage Request Id: Unique identifier for postage request. Status: A postage request status will default to open while you create request. Postage Request Total: Total will automatically calculate from quantity and rate entered. Date: Will default to Today's date. You may change to a different date. Need By Date: Enter a date you need the funds to be received by. Description: Enter a brief description for the postage request. This will print along the top of the form. Comments: Comments will print at the bottom of the form, just above the footer. Line Items:

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Line Type: For each line item on the request, select from: · · · · · Detail Line - This is the line type that lets you select a rate Blank Line - Inserts a blank line after the previous line Text Annotation - Lets you insert a line of text into the body of the request Running Total - Adds up the line items sine the last Running Total Line Sub Total - Adds up all line items on the request

Class: For Detail Lines, select the Postage Class. Sub-Class: For Detail Lines, select the Sub-Class within this class. Processing Category: For Detail Lines, select the Processing Category for this class. Rate Description: For Detail Lines, select from the rates defined for this class/subclass/category. Quantity: Enter the number of pieces that qualify for this rate. If this is for a pound rate, enter the number of pounds. The rate and extended amount will fill in automatically. Note that the rate can be modified within the entry screen.

To request postage in advance from your client click Add New Postage Request. (Depending upon your settings you may have to click Show Postage Requests)

Steps

How to create a Postage Request: From Job Display Screen Click Postage Requests

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or If selecting New Job Mode from Drop Down list on Job Display Screen, then Click Postage Requests from the drop down list. or If creating a Postage Request from My Project Click Postage Requests

1. Enter Postage Request Id or Click Auto Id to sequential assign Id. (Required) 2. Enter Postage Request Creation Date (Required) 3. Enter Postage Request Need By Date. This is the date postage advance check should arrive at your site. 4. Enter a brief description for the Postage Request. (Required) 5. Enter comments for the Postage Request. (Optional) 6. Select Line Type from the drop-down box. (Required) 7. Select Postage Class from the drop-down box (if Line Type equals Detail Line). These are user-defined table you created in set-up in your PMS Setup Menu. (Required) 8. Select Postage Sub-Class from the drop-down box (if Line Type equals Detail Line). These are from a user-defined table you created in set-up in your PMS Set-up Menu. (Required) 9. Select Postage Rate from the drop-down box (if Line Type equals Detail Line). These are from a user-defined table you created in set-up in your PMS Set-up Menu. (Required) 10. Postage Description will pre-fill if you selected a postage class that was defined in your user-defined table in your PMS Set-up Menu. (Required) 11. Enter the number of pieces that qualify for this rate. If this is for a pound rate, enter the number of pounds. (Required) 12. Postage piece rate will automatically fill in. Note that the rate can be modified within the entry screen. (Required) 13. Select Rate Type from drop-down box. (Required) 14. Enter Extended Amount if your Rate Type is Lump Sum. Extended Amount will automatically calculate for a Rate Type of Each. (Required) 15. Click Submit 16. Click Print to preview Postage Request.

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17. Click Approve 18. Click Print (You may email or print Postage Request to client) 19. To make changes to an Approved Postage Request click UnApprove. Postage Requests that has not been marked as Received may be edited.

Define Products

Add products within your job. Products may be added to the job by creating new products, adding products already defined in the Project, searching all client's products, or search other products not owned by the client but available for use by your client location. (Depending upon your user settings you may have to click Show Products).

Steps

How to add products to a job: From Job Display Screen Click Products or If selecting New Job Mode from Drop Down list on Job Display Screen, depending on user settings you may have to click Show Products.

1.

Adding products to the job by creating new product(s) a. Click Create New Product

b. Enter Product Id or Click Auto Id to assign a sequential Id (Required) c. Enter a product description (Required) d. Enter weight of product if known

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e. Select Weight Type from drop-down box f. Select Product Usage from drop-down box

· · ·

Exclusive to this location (only this location can use product) Exclusive to All Client Locations (any locations belonging to this client can use product) All Clients/All Locations (Products owned by `Us' that can be shared for all client locations should be created with this product type)

g. Select Product Disposition from drop-down menu. This is a user-defined table created in your PMS Set-up Menu h. Select Acquisition Type from drop-down menu. i. If Acquisition Type is Receive, fill in Expected From and Expected Arrival Date j. Enter Preliminary Job Quantity. k. Click Submit or to add another new product Click Another New Product 2. Adding products to the job by adding client product(s) a. Click Search Client Products

b. Place a check in the box next to the product(s) you want to add to job c. Click Submit Checked 3. Adding products to the job by adding other product(s) a. Click Search Other Products b. Place a check in the box next to the product(s) you want to add to job c. Click Submit Checked 4. Adding products to the job by adding project product(s) a. Click Add Project's Products b. All products created from MyProject Inventory tab will be added to the job

Example of products included in the job.

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Define Packages

A package is the finished item for the job. A package may be defined by selecting products from a grid or including all products defined in the job. You can create multiple packages within a job. The Package Definition screen allows you to define the products used, the postage information, and the dimensions of the finished piece for each package.

Package Id: Enter Id or Click Auto Id to assign a sequential Id. (Required) Package Description: Enter a brief but concise description for the package. (Required) Comments: Enter comments for package. (Optional) Estimated Height: Enter the estimated height of the package. Estimated Width: Enter the estimated width of the package. Estimated Thickness: Enter the estimated thickness of the package. Piece Type: Select piece type from the drop-down box. Variable Insert Count: Check box if package will contain variable inserts. Package Quantity: Enter the package quantity. Book Quantity: Leave blank. This field will populate later from your final list quantity or Drop Quantity associated to Package Estimated Package Weight: Enter a estimated weight for package and select Weight Type from Drop Down list. Actual Package Weight: Enter actual weight for package and select Weight Type from Drop Down list. Automated: Place a Check in this box if Package qualifies as Automation.

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Machinable: Place a Check in this box if Package qualifies as Machinable.

Steps

How to add Package(s) to a job: From Job Display Screen Click Packages or If selecting New Job Mode from Drop Down list on Job Display Screen

1. Adding a New Package (Grid).

a. Click Add New Package (Grid)

In the above example I am including 3 of the 4 products in the package. The check mark indicates to include product in package.

b. Enter Number of Packages for job c. Enter Package Id or click Auto Id to assign sequential Id. (Required) d. Enter a package description. (Required) e. Enter package preliminary quantity. f. Do not enter a Book Quantity. This quantity will update later. g. Enter Estimated Weight of package h. Enter Estimated Height of package i. Enter Estimated Width of package j. Enter Estimated Thickness of package k. Select Package Type from drop-down box. (Required)

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l. Place a check by the products to include in the package. Package maybe resequence by selecting the appropriate number from the drop-down box besides the product. m. Click Submit

2. Single Package all Products - click Single Package all Product(s) and every product in the job will be included in the package. 3. New Package Select Product(s)

a. Click New Package Select Product(s) b. Enter Package Id or click Auto Id to assign sequential Id. (Required) c. Enter a package description. (Required) d. Enter package preliminary quantity. e. Do not enter a Book Quantity. This quantity will update later. f. Enter Estimated Weight of package g. Enter Estimated Height of package h. Enter Estimated Width of package i. Enter Estimated Thickness of package j. Select Package Type from drop-down box. (Required) k. Add products to the package

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1. Create New Product

· Click Create New Product · Enter Product Id or Click Auto Id to assign a sequential Id (Required) · Enter a product description (Required) · Enter weight of product if known · Select Weight Type from drop-down box · Select Product Usage from drop-down box · Exclusive to location (only location can use product) · Exclusive to All Client Locations (any locations belonging to the client can use product) · All Clients/All Locations (product is available for everyone's use) · Select Product Disposition from drop-down menu. This is a user-defined table created in your PMS Set-up Menu · Select Acquisition Type from drop-down menu. · If Acquisition Type is Receive, fill in Expected From and Expected Arrival Date · Enter Preliminary Job Quantity. · Click Submit or to add another new product Click Another New Product 2. Add client product(s) · Click Search Client Products

· Place a check in the box next to the product(s) you want to add to job · Click Submit Checked

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3. Adding products to the job by adding other product(s) · Click Search Other Products · Place a check in the box next to the product(s) you want to add to job · Click Submit Checked 4. Adding products to the job by adding project product(s) · Click Add Project's Products · All products created from MyProject Inventory tab will be added to the job

Example of products included in the job.

Define Lists

A list is a collection of names and addresses to receive the finished mail pieces. Lists are defined within the job. List may be manually created from the job entry screen or included in a work spec by using an `Incoming List' field type when defining work specs. There are two list types: · Incoming - is an original list you receive prior to any processing. · Intermediate - is a list that is in progress. List Name: Name the list. Use a list name that is concise and descriptive as possible. You may also include the file path along with the name to allow for easy location. List Type: Choose from Incoming or Intermediate. Approximate Count: This is the record count you expect to receive from this list. Media: Select Media from the drop-down box. This is a user-defined table you created in your PMS Set-up Menu. Expected From: This is a free-form field to define you will be sending the list for this job. Status: Select a Status from the drop-down box. List Status is a user-defined table you created in your PMS Set-up Menu. Additional Information: Enter any comments or necessary information about this list. Expected Arrival: Enter an expected arrival date for list. List Disposition: Select List Disposition from the drop-down box. This is a user-defined table you created in your PMS Set-up Menu.

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Adding a new Incoming List

Steps

How to create Incoming List(s): From Job Display Screen Click Lists or If selecting New Job Mode from Drop Down list on Job Display Screen, depending on user's settings you may have to Click Show Lists.

1.

Click New List(s). Depending upon user's settings you may have to click Show Lists

2. 3. 4. 5. 6. 7. 8. 9.

Enter a brief description for the List Name. (Required) Select List Type from the drop-down box. Enter count you expect to receive in list. Select Media from drop-down box. This is a user-defined table created in your PMS Setup Menu. Enter information on who you expect to receive list from. Select a List Status from the drop-down box. This is a user-defined table created in your PMS Set-up Menu. Enter any comments or necessary information about the list. Enter expected arrival date if known. This date will notify Client Relations if the list is not received by the expected arrival date. · Black - List has not yet arrived, but is not late.

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· Red - List has not yet arrived and expected arrival date has passed. · Green - List has arrived and is ready. 10. Select List Disposition from drop-down box. This is a user-defined table created in your PMS Set-up. 11. Click Submit

Define Purchase Order

The PRO-MAIL® Purchasing system allows you to record purchases for inventory, outside services, lists, and non-inventory items associated to a job within the job entry screen for the purpose of tracking job costing and expenses. Purchases Orders created within the job will appear on the Job Recap Report (a pre-billing worksheet that contains all financial information, production hours, inventory, job expenses, postage, and purchases associated with the job). The purchases can then be marked up and added to the job's invoice if appropriate. Vendor Id: Enter Vendor Id or click Search. You may also search for a vendor by selecting a Department from the drop-down box. (Required) Name of Vendor: Name will pre-fill from Vendor Id selection. (Required) Vendor Contact: Select a contact person at Vendor location from drop-down box. Purchase Order Id: Enter and Id or click Auto Id to assign a sequential Id. (Required) Purchase Order Date: Defaults to current date. Click calendar or enter a date to change. (Required) PO Type: Click Job Specific. We are creating this purchase order inside of the job. (Required) Job Id: Job Id will pre-fill with current job number. Job Description: Job Description will pre-fill with current job description. Payment Terms: Select Payment Terms from the drop-down box. This is a user-defined table created in your PMS Set-up Menu. (Optional) Tax Schedule: Select Tax Schedule from drop-down box. This is a user-defined table created in your PMS Set-up Menu. (Optional) Ship To: Click Us, if you need to ship to another client or vendor location click Other. Contact: Select a contact person at ship to location from drop-down box.

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Ship Method: Enter the method of shipment for purchase order items. (Optional) Need by Date: Enter the latest date items on purchase order should arrive.(Optional) Approximate Arrival Date: Enter date you expect items on purchase order to arrive. (Optional Comments: Enter comments for the purchase order.

Steps

How to create Purchase Order in job: From Job Display Screen Click Purchase Orders or If selecting New Job Mode from Drop Down list on Job Display Screen, then Click Purchase Orders from the drop down list.

1. 2. 3. Click New Purchase Order, depending upon your user settings you may have to click Show Purchase Orders. Enter Vendor Id or Vendor Name and click Search. You may also search to find a vendor by Department. Select a Department from the drop-down box. (Required) Select Vendor (Required)

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4.

Select Vendor Contact from drop-down box.

5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17.

Enter Purchase Order Id or click Auto Id to assign a sequential Id (Required) Enter Purchase Order Date. Defaults to current date. To change date click calendar icon to pop-up calendar or enter date. (Required) Click Job-Specific for Purchase Order Type. (Required) Job Id and Job Description will pre-fill. Select Payment Terms from the drop-down box. This is a user-defined table created in your PMS Set-up Menu. (Optional) Select a Tax Schedule from the drop-down box. This is a user-defined table created in your PMS Set-up Menu. (Optional) Select Ship To. Click Us to ship to our warehouse. Click Other to ship to other client or vendor location. Select Ship To Contact from the drop-down box. Enter Ship Method for items on the purchase order. (Optional) Enter the latest date items on purchase order should arrive in the Need by Date field. (Optional) Enter the approximate arrival date for items on purchase order. (Optional) Enter any comments for the purchase order. (Optional) Adding Line Items on a Job Specific Purchase Order

Below are the steps to add a Detail Line for Inventory purchases to a purchase order.

Material Type: Inventory · Select Detail from the drop-down box. (Required)

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·

Select a Work Spec from the drop-down box. If there are work specs in the job that belongs to `Outside Purchase' type Departments, those specs will display in the dropdown box. Select Inventory from the Material Type drop-down box. (Required) Check Taxable box if line item is taxable. Click Search Products to add product to purchase order. All products must exist. (Required) Enter quantity (Required). The quantity amount will recorded as On-Order for this product -- viewable in the Create/Edit Products and Product Inquiry screen in PMS. Select Price Type from drop-down menu. (Each, Per Thousand, Per Hour, NoCharge, or Lump). (Required) Enter Price according to price type selected Extended Price will pre-fill depending on price type selected. Click Submit or Click Another to add more products to purchase order.

· · · · · · · ·

Below are the steps to add a Detail line for List purchases to a purchase order. In the above example the price type is Lump. Use lump when the unit price is not necessary or does not need to be recorded.

Material Type: Lists · · Select Detail from the drop-down box. (Required) Select a Work Spec from the drop-down box. If there are work specs in the job that belongs to `Outside Purchase' type Departments, those specs will display in the dropdown box. Select Lists from the Material Type drop-down box. Check Taxable box if line item is taxable. Select the list you want to purchase from the drop-down box. List must already exist. (Required) Enter quantity (Required) Select Price Type from drop-down menu. (Required) Enter Price according to price type selected Extended Price will pre-fill depending on price type selected. Click Submit or Click Another to add more lists to purchase order.

· · · · · · · ·

18. Click Preview PO to review purchase order.

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19. To edit Purchase Order click Modify, to delete Purchase Order click Delete, to insert an entry click Insert.

20. Click Approve (Depending upon permissions you may only have the Submit for Approval button)

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Job Definition (Work Specs)

Next, we will create work specs to define the job requirements. Work specs can be created by using a series of questions assembled in a script template or individual department scripts. A script template will present a series of questions to the order entry person in a chronological order. The script questions will flow from one department to the other as they are positioned in the template.

Adding Job Definitions using a Template

Define Job Definitions using a General Template Script.

Defining job definitions using an Item Template Script

Steps

How to add Work Specs to a job: From Job Display Screen Click Specs or If selecting New Job Mode from Drop Down list on Job Display Screen

1. 2. 3. Click General, Default selected. Select Template from drop-down box. Click Begin Scripting (Script template will begin to execute)

or

4. Click Item (An Item template rolls all work specs up to one line item on the Invoice) 5. Enter a description for the template. This description will print on the Invoice for the line item description. 6. While defining the job definition work specs there are several question types that may be presented during the scripting process. Answer questions

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for your particular job as they appear on the screen. Below is an example of the questions presented during the List Processing script.

In the above example we included the incoming list in the work specs by placing a check in the box.

To choose multiple items from a table hold down the CTRL while you click your selections.

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When you have answered all questions for the script click Another if you need to create another task for that department. Previously entered information will be saved. When you have answered all questions for the script click Copy if you need to create an identical task for the department. Previous entered information will be saved. When you have answered all questions for the script click Submit if no more tasks are required for that department. Previously entered information will be saved. Click Details to review and edit the details for this work spec. Click Return to return to the job entry screen without saving your changes. If a script in the template is not required, click Skip to move to the next script in the template. When the last script in the template is executed, click Done. This option will replace Submit and only appear when all scripts in the template have been executed. Previously entered information will be saved.

To select an Incoming Product for the lasering work spec click Search Job's Products and select product to laser.

In the above example we included an Incoming Product. The incoming product identifies what product will be used during the lasering task. When an Incoming Product is associated with a task, the production shop floor personnel may Request Inventory via Work Tickets or by Job Id to notify the warehouse personnel to pull the product so they can complete their tasks. The Request Inventory will generate a Production Manifest and a Production Travel Ticket. The Travel Ticket will identify where to deliver the product and

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a Leftover Disposition to inform the production shop floor and the warehouse what to do with the material once the task has been completed.

In the above example, the Incoming Product is attached to the work specs.

7.

Reviewing work specs entered for the job.

In the above example, we have reached the last script included in the Laser Printing template. The Submit is replaced with Done. Click Done to complete your job definitions.

In the above example, you have a overview of the work specs outlined in the job. You may resequence the Department Work Specs by clicking Yes. Within the Department you want to resequence, select the appropriate place value to assign to the department work spec from the drop-down box.

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8.

Edit and Delete Department work specs.

· ·

Click Re-Script to edit a individual department work specs. Click Delete to remove a individual department work specs.

Add/Delete Operations from Work Specs

1. If job is not in Edit mode, Click Edit Job 2. Drill into the line item for the Department Work Spec you want to modify 3. Scroll down to Operations

Operations attached to the List Processing work specs.

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4. Click Change Ops

In the above example, already attached to the work specs are Operations 25-001 and 25-002.

·

To Add operation(s) to the work specs, place a Check Mark in the box next to the operation.

In the above example, we have added Operations 25-008 and 25-010 to the List Processing work specs.

·

To Delete operation(s) from the work specs, click in box to Remove the operation from the work spec.

5. Click Submit to accept your changes

In the above example, we added operations to print addresses in upper/lower casing and this is a 100% mailing.

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6. Review changes 7. Click Submit

Commit Job

Steps

How to commit a job:

1. Generate Reports used to review job work specs

· Job Confirmation - Is a report that you can send to the Client that will outline details about the job before you commit the job to production. It is another tool for the Client to use to review the costs associated with the job. Job Work Order - Is a report that the front office can use to review all details about the job. The report will include job dates, lists, inventory, packages, purchase orders, postage requests, pricing, and work spec summaries associated with the job. Once the details of the job have been finalized and your client has given approval for the job, the job is ready to be committed. This will send the job over to the Production Control System (PCS) and place a lock symbol by the job on the Project Overview Screen. From this point forward, any time the Edit Job button is clicked, an authorization window will appear.

·

·

2.

Select Commit Job from the Drop Down list and then Click Submit.

Once a job is Committed, in order to make changes to job you must Click Edit Job.

In the above example, the Account Executive has been notified by the Client that the pre-print letter will have to be lasered in-house.

The person entering the Edit Mode of the job will enter their name in the Authorized By field, enter all applicable comments for the change order and click Save.

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All changes to committed jobs are tracked with date/time/user stamp in order to maintain full accountability for each change associated with the job. The original value and updated value are retained. When a committed job is changed, the system generates an E-mail notifying a designated Production Manager of the changes. Change Orders may automatically print if you have this option turn on in your set-up. Once changes have been made to the job select Commit Changes from the drop down list.

The Production Control System is notified of the changes and the job work specs are updated instantaneously in the PCS system. Note: If you are using Work Tickets, you may want to establish a procedure on how to distribute work tickets when changes are committed.

Adding Job Definitions using Individual Department Scripts

Steps 1. Click None for Use Template 2. Select Department you want to add work specs for from the drop-down box 3. Select Script from the drop-down box to use to create the work specs 4. Click Add Specs

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5. Answer questions from the script to define work specs for the job.

In the above example we included the incoming list in the work specs by placing a check in the box.

To choose multiple items from a table hold down the CTRL while you click your selections.

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When you have answered all questions for the script click Another if you need to create another task for that department. Previously entered information will be saved. When you have answered all questions for the script click Copy if you need to create an identical task for the department. Previous entered information will be saved. When you have answered all questions for the script click Submit if no more tasks are required for that department. Previously entered information will be saved. Click Details to review and edit the details for this work spec. Click Return to return to the job.

6. Repeat Steps 1 - 5 to add additional Department work specs to the job.

7. Reviewing work specs entered for the job.

In the above example, you have a overview of the work specs outlined in the job. You may resequence the Department Work Specs by clicking Yes. For the Department you want to resequence, select the appropriate place value to assign to the department work spec from the drop-down box.

8.

Edit and Delete Department work specs.

·

Click Re-Script to edit a individual department work specs.

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·

Click Delete to remove a individual department work specs.

Add/Delete Operations from Work Specs

1. If job is not in Edit mode, Click Edit Job 2. Drill into the line item for the Department Work Spec you want to modify 3. Scroll down to Operations

Operations attached to the List Processing work specs.

4. Click Change Ops

In the above example, already attached to the work specs are Operations 25-001 and 25-002.

·

To Add operation(s) to the work specs, place a Check Mark in the box next to the operation.

In the above example, we have added Operations 25-008 and 25-010 to the List Processing work specs.

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·

To Delete operation(s) from the work specs, click in box to Remove the operation from the work spec.

5. Click Submit to accept your changes

In the above example, we added operations to print addresses in upper/lower casing and this is a 100% mailing.

6. Review changes 7. Click Submit or Select Commit Changes if job has been committed (Change Order will be generated.) Reports used to review job work specs

· Job Confirmation - Is a report that you can send to the Client that will outline details about the job before you commit the job to production. It is another tool for the Client to use to review the costs associated with the job. Job Work Order - Is a report that the front office can use to review all details about the job. The report will include job dates, lists, inventory, packages, purchase orders, postage requests, pricing, and work spec summaries associated with the job.

·

8.

Select Commit Job or Commit Changes from the drop down list, then Click Submit.

·

Once the details of the job have been finalized and your client has given approval for the job, commit job. This will send the job over to the Production Control System (PCS) and place a lock symbol by the job on the Project Overview Screen. From this point forward, any time the Edit Job button is clicked, an authorization window will appear.

In the above example, the Account Executive has been notified by the Client that the pre-print letter will have to be lasered in-house.

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The person entering the Edit Mode of the job will enter their name in the Authorized By field, enter all applicable comments for the change order and click Save. All changes to committed jobs are tracked with date/time/user stamp in order to maintain full accountability for each change associated with the job. The original value and updated value are retained. When a committed job is changed, the system generates an E-mail notifying a designated Production Manager of the changes. Change Orders may automatically print if you have this option turn on in your set-up. Once changes have been made to the job select Commit Changes from drop down list.

The Production Control System is notified of the changes and the job work specs are updated instantaneously in the PCS system. Note: If you are using Work Tickets, you may want to establish a procedure on how to distribute work tickets when changes are committed.

Commit Job

Steps

How to commit a job:

1. Generate Reports used to review job work specs

· Job Confirmation - Is a report that you can send to the Client that will outline details about the job before you commit the job to production. It is another tool for the Client to use to review the costs associated with the job. Job Work Order - Is a report that the front office can use to review all details about the job. The report will include job dates, lists, inventory, packages, purchase orders, postage requests, pricing, and work spec summaries associated with the job. Once the details of the job have been finalized and your client has given approval for the job, the job is ready to be committed. This will send the job over to the Production Control System (PCS) and place a lock symbol by the job on the Project Overview Screen. From this point forward, any time the Edit Job button is clicked, an authorization window will appear.

·

·

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2.

Select Commit Job from the Drop Down list and then Click Submit.

Once a job is Committed, in order to make changes to job you must Click Edit Job.

In the above example, the Account Executive has been notified by the Client that the pre-print letter will have to be lasered in-house.

The person entering the Edit Mode of the job will enter their name in the Authorized By field, enter all applicable comments for the change order and click Save. All changes to committed jobs are tracked with date/time/user stamp in order to maintain full accountability for each change associated with the job. The original value and updated value are retained. When a committed job is changed, the system generates an E-mail notifying a designated Production Manager of the changes. Change Orders may automatically print if you have this option turn on in your set-up. Once changes have been made to the job select Commit Changes from the drop down list.

The Production Control System is notified of the changes and the job work specs are updated instantaneously in the PCS system. Note: If you are using Work Tickets, you may want to establish a procedure on how to distribute work tickets when changes are committed.

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Clone Job

In PMS Click Projects Click Create/Edit Projects Enter Client Id or Click Search Select Project

In PMS Click Projects Click Create/Edit Projects Enter Project ID or Click Search Select Project

Steps

How to clone a Job: From MyProject

1. Click Clone Job 2. Select Job Id from list (select job by clicking the job you want to clone)

3. Enter Job Id or click Auto Id to assign a sequential id. (Required) 4. Select option for Include Counts

· Skip - no preliminary counts will be entered for job

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· ·

Include from Job - preliminary counts will be updated with count from selected job you are cloning from New - preliminary counts will be updated with quantity from New Quantity field

5. Check Include Lists, if you want the list from your selected job you are cloning from to be included in this job. 6. Check Include Inventory, if you want the inventory from your selected job you are cloning from to be included in this job. 7. Check Include Packages, if you want the packages from your selected job you are cloning from to be included in this job. 8. Enter Order Date (defaults to today's date) 9. Enter Ready Date 10. Enter First Mail Date (Required). 11. Enter Last Mail Date 12. Enter Client PO 13. Check Recalculate Pricing, if you want to calculate new pricing and not use the pricing from your selected job you are cloning from. 14. Click Clone 15. Click Edit Job (you can now change your job description, add, modify and/or delete tasks, inventory, re-scripts, add postage request, purchase orders, etc.) 16. Click Commit Job (sends job to production)

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Change Job's Project

From time to time there may be a need to move a client's job from one project to another project for the client. In PMS Click Projects Click Status Click Change Job's Project Steps

How to Change Job's Project:

1. Enter Client Id or Click Search to find Client Id or Enter Job Id or Click Search to find Job Id.

2. Enter Project Id or Click Search to find Project to move job to. 3. Click Submit to complete Change Job's Project.

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Recurring Job Templates

Creating a Recurring Job

With PRO-MAIL® you have the ability to define Recurring Jobs. These are jobs that are set to launch (or run) on a pre-set schedule. Recurring Jobs are defined within the project by using a recurring job template. You may schedule the frequency to run job as a daily, weekly, bi-weekly, monthly, quarterly, or annually recurring job. The Preliminary Quantity and First Mail Date is not required when creating the job template. Before you create your Recurring Job Template you must have your scripts defined for each Department and added to a script template.

Note: Scripting refers to the method for defining the work to be done in a job. Scripts are created within each Department. Questions in the script should be in a logical order so they may create a dialogue between the users and the system. When creating your department script questions you may attach operations. Operations may or may not include pricing. When all the questions are answered in the script detailed and accurate instructions for each Department are outlined for the job work specs.

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Project

Project Id: Enter your company's identifier for the project. You may manually assign an Id or click Auto Id to let the system assign a sequential id. (Required) Project Description: Enter a brief description of the project. (Required) Preliminary Quantity: Enter the overall quantity for the project. If unknown, select To Be Determined. Client PO: Enter the client's Purchase Order number for the project.This field may be pre-filled it RFQ was converted into a project. Client Project Id: Enter client's identifier for the project. Originated By: Select Originated by from the drop-down box. This is the client location that initiated the project. Project Contact: Select contact from the drop-down box. This is the contact person who is in charge of the project. Work For: Select the Work For location from the drop-down box. This is the client location for whom the work will be bone. (Required) Work For Contact: Select the Work For contact from the drop-down box. This will be the contact person at the Work For Location.

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Bill To: Select the Bill To location from the drop-down box. This is the client location to receive the invoice for the work being done. Must be an established location. (Required) Bill to Contact: Select the Bill To contact from the drop-down box. This will be the contact person at the Bill To location. Client Relations Personnel: Select the Client Relations Personnel assigned to this client location from the drop-down box. If you are logged in as a Client Relations user it will default to your name. Note the selections will vary according to the roles defined on your system (e.g. Sales Rep, Account Manager, Customer Service Representative.) Order Date: This is the date the project was created. Defaults to current date. (Required) Ready Date: This is the date that work can begin on the job (inventory and materials are available.) (Optional) First Mail Date: This is the first date finished mail piece can be mailed for project. (Optional) Last Mail Date: This is the final deadline date to mail for this project. (Optional) Project Status: The state of the project. The project may have a status of: Open - The project has been opened, but has not been started. Default option. Active - The project is in progress. Inactive - The project has been put on hold - either temporarily or permanently. Complete - The project has been completed. Cancelled - The project has been cancelled. Distribution: The Distribution Category list is a user defined table that represents how the finished product will leave your facility. (Optional) Distribution Comments: Enter any comments about the distribution of finished products in this project.

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Steps In PMS Click Projects Click Create/Edit Projects Select Client Location 1. Click New or click Search to select an existing Project (If clicked Search skip to section Create Recurring Template) 2. Enter Project Id or Click Auto Id to assign a sequential id. (Required) 3. Enter a brief description name for the project. (Required) 4. Enter a Preliminary Quantity for project, If unknown, Check To Be Determined box 5. Enter Client PO. This field may be pre-filled if project is created from a RFQ. (Optional) 6. Enter a Client Project Id. This is the Id in which the client will use to identify the project. 7. Select Originated By from the drop-down box. This is the location that originated the request. 8. Select Project Contact from the drop-down box. This will be the main contact for the project. 9. Select Work For Location from the drop-down box. 10. Select Work For Location Contact from the drop-down box. 11. Select Sales Team from the drop-down box. 12. Select Client Relations Personnel from the drop-down box. 13. Select Bill To Location from the drop-down box. This location must be established to commit a job. 14. Select Bill To Location Contact from the drop-down box. 15. Select Price Class from the drop-down box. 16. Enter Order Date. Defaults to current date. 17. Enter Ready Date for project. 18. Enter First Mail Date for project. 19. Enter Last Mail Date for project. 20. Select Project Status from drop-down menu. 21. Select Distribution Category from drop-down menu. This is a userdefined table created in your PMS Set-up Menu. 22. Enter any distribution comments. 23. Click Submit

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Recurring Job Template

Template Id: Enter a Job Template Id or click Auto Id to assign a sequential Id. (Required). Template Type: Select Recurring Job from the drop-down box (Required). Frequency to Schedule Job: Select a pre-set frequency schedule to generate a new job. Jobs may be scheduled to run Daily, Weekly, Bi-Weekly, Monthly, Quarterly, or Annually. First Scheduled Date: This is the first date you want the pre-set schedule to generate the job. Last Scheduled Date: This is the last date you want the pre-set schedule to generate the job. Days Ahead: This is a numerical value of the number of days ahead of the preset schedule frequency to generate the job. Allow Saturday Dates: You must indicate if you want the pre-set schedule to include Saturday Dates as a Mail Date when the job is generated. First Mail Date Offset: This is a numerical value of the number of days to add to the current pre-set frequency date to pre-fill the First Mail Date when the job is generated. Commit Type: When do you want to commit the job to the Production Control System (PCS). You may commit the job to the PCS when the job is generated, when counts are entered for the job, or manually. Steps

MyProject Screen Menu Tabs

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1. Click Recurring Jobs

Recurring Job Template

2. 3. 4. 5. 6. 7. 8. 9.

Enter a Template Id or click Auto Id to assign a sequential Id (Required). Select Recurring Job from the Template Type drop-down box (Required). Select a Frequency to Schedule job from the drop-down box (Required). Enter the First Date you want the pre-set schedule to generate the job (Required). Enter the Last Date you want the pre-set schedule to generate the job (Optional). Click Allow Saturday Dates if you want the pre-set schedule to include Saturday's in to consideration when the job is generated. Enter a numerical value of the number of days to add to the current date to offset the First Mail Date (Optional) Select a Commit Type to determine when the job will be committed to PCS (Required).

Recurring Job Header

10. Enter a brief job description (Required). 11. Enter comments for the recurring job (Optional). 12. Enter a brief postage description (Optional). 13. Preliminary Quantity is not required for a recurring job. 14. Check Non-Profit if mailing qualifies as a Non-Profit Mailing.

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15. Select Primary Internal Contact from drop-down list (Optional). 16. Primary Contact Role will pre-fill when a Primary Internal Contact is selected. 17. Select Secondary Internal Contact from drop-down list (Optional). 18. Secondary Contact Role will pre-fill when a Secondary Internal Contact is selected. 19. Select Distribution Category from drop-down box.

Add Products

Add products within your recurring job template. Products may be added to the job by creating new products, adding products already defined in the Project, searching all client's products, or search other products not owned by the client but available for use by your client location. (Depending upon your user settings you may have to click Show Products).

Steps 1. Adding products to the job by creating new product(s) a. Click Create New Product

b. Enter Product Id or Click Auto Id to assign a sequential Id (Required) c. Enter a product description (Required) d. Enter weight of product if known e. Select Weight Type from drop-down box

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f. Select Product Usage from drop-down box

· · · Exclusive to location (only location can use product) Exclusive to All Client Locations (any locations belonging to the client can use product) All Clients/All Locations (product is available for everyone's use)

g. Select Product Disposition from drop-down menu. This is a userdefined table created in your PMS Set-up Menu h. Select Acquisition Type from drop-down menu. i. If Acquisition Type is Receive, fill in Expected From and Expected Arrival Date j. Enter Preliminary Job Quantity. k. Click Submit or to add another new product Click Another New Product 2. Adding products to the job by adding client product(s) a. Click Search Client Products

In the above example, I have checked the #10 Window Envelope and the 8-1/2" x 11" Lasered Letter.

b. Place a check in the box next to the product(s) you want to add to job c. Click Submit Checked 3. Adding products to the job by adding other product(s) a. Click Search Other Products b. Place a check in the box next to the product(s) you want to add to job c. Click Submit Checked 4. Adding products to the job by adding project product(s) a. Click Add Project's Products

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b. All products created from MyProject Inventory tab will be added to the job

Example of products included in the job.

Define Packages

Package Id: Enter Id or Click Auto Id to assign a sequential Id. (Required) Package Description: Enter a brief but concise description for the package. (Required) Comments: Enter comments for package. (Optional) Estimated Height: Enter the estimated height of the package. Estimated Width: Enter the estimated width of the package. Estimated Thickness: Enter the estimated thickness of the package. Piece Type: Select piece type from the drop-down box. Variable Insert Count: Check box if package will contain variable inserts. Package Quantity: Enter the package quantity. Book Quantity: Leave blank. This field will populate later from your final list quantity.

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Steps

1. Click Single Package (all prods)

2. Click Modify to edit package

· When you select Single Package (all prods) the package description is `Single Package'. You may want to enter a brief but concise description so that the production shop floor will be able to identify the package with the job. Update any other applicable information for the package.

·

The package includes a #10 Window Envelope and a 8-1/2" x 11" Lasered Letter.

3. Click Submit

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Define Lists

A list is a collection of names and addresses to receive the finished mail pieces. Lists are defined within the job. List may be manually created from the job entry screen or included in a work spec by using an `Incoming List' field type when defining work specs. There are two list types: · Incoming - is an original list you receive prior to any processing. · Intermediate - is a list that is in progress. List Name: Name the list. Use a list name that is concise and descriptive as possible. You may also include the file path along with the name to allow for easy location. List Type: Choose from Incoming or Intermediate. Approximate Count: This is the record count you expect to receive from this list. Media: Select Media from the drop-down box. This is a user-defined table you created in your PMS Set-up Menu. Expected From: This is a free-form field to define you will be sending the list for this job. Status: Select a Status from the drop-down box. List Status is a user-defined table you created in your PMS Set-up Menu. Additional Information: Enter any comments or necessary information about this list. Expected Arrival: Enter an expected arrival date for list.

List Disposition: Select List Disposition from the drop-down box. This is a

user-defined table you created in your PMS Set-up Menu.

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Steps

1. Click New List(s). Depending upon user's settings you may have to click Show Lists

Enter a brief description for the List Name. (Required) Select List Type from the drop-down box. Enter count you expect to receive in list. Select Media from drop-down box. This is a user-defined table created in your PMS Set-up Menu. 6. Enter information on who you expect to receive list from. 7. Select List Status from the drop-down box. This is a user-defined table created in your PMS Set-up Menu. 8. Enter any comments or necessary information about the list. 9. Enter expected arrival date if known. This date will notify Client Relations if the list is not received by the expected arrival date. · Black - List has not yet arrived, but is not late. · Red - List has not yet arrived and expected arrival date has passed. · Green - List has arrived and is ready. 10. Select List Disposition from drop-down box. This is a user-defined table created in your PMS Set-up.

2. 3. 4. 5.

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11. Click Submit

Job Definition (Work Specs)

Next, we will create work specs to define the job requirements. Work specs can be created by using a series of questions assembled in a script template or individual department scripts. A script template will present a series of questions to the order entry person in a chronological order. The script questions will flow from one department to the other as they are positioned in the template.

Adding Job Definitions using a Template

Define Job Definitions using a General Template Script.

Defining job definitions using an Item Template Script

Steps

1. 2. 3. Click General, Default selected. Select Template from drop-down box. Click Begin Scripting (Script template will begin to execute)

or

4. Click Item (An Item template rolls all work specs up to one line item on the Invoice) 5. Enter a description for the template. This description will print on the Invoice for the line item description. 6. Select Template from drop-down box. 7. Click Begin Scripting (Script template will begin to execute)

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8. While defining the job definition work specs there are several question types that may be presented during the scripting process. Answer questions for your particular job as they appear on the screen. Below is an example of the questions presented during the List Processing script.

In the above example we included the incoming list in the work specs by placing a check in the box.

To choose multiple items from a table hold down the CTRL while you click your selections.

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When you have answered all questions for the script click Another if you need to create another task for that department. Previously entered information will be saved. When you have answered all questions for the script click Copy if you need to create an identical task for the department. Previous entered information will be saved. When you have answered all questions for the script click Submit if no more tasks are required for that department. Previously entered information will be saved. Click Details to review and edit the details for this work spec. Click Return to return to the job entry screen without saving your changes. If a script in the template is not required, click Skip to move to the next script in the template. When the last script in the template is executed, click Done. This option will replace Submit and only appear when all scripts in the template have been executed. Previously entered information will be saved.

To select an Incoming Product for the lasering work spec click Search Job's Products and select product to laser.

In the above example we included an Incoming Product. The incoming product identifies what product will be used during the lasering task. When an Incoming Product is associated with a task, the production shop floor personnel may Request Inventory via Work Tickets or by Job Id to notify the warehouse personnel to pull the product so they can complete their tasks. The Request Inventory will generate a Production Manifest and a

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Production Travel Ticket. The Travel Ticket will identify where to deliver the product and a Leftover Disposition to inform the production shop floor and the warehouse what to do with the material once the task has been completed.

In the above example, the Incoming Product is attached to the work specs.

9.

Reviewing work specs entered for the job.

In the above example, we have reached the last script included in the Laser Printing template. The Submit is replaced with Done. Click Done to complete your job definitions.

In the above example, you have a overview of the work specs outlined in the job. You may resequence the Department Work Specs by clicking Yes. Within the Department you want to resequence, select the appropriate place value to assign to the department work spec from the drop-down box.

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10. Edit and Delete Department work specs.

· ·

Click Re-Script to edit a individual department work specs. Click Delete to remove a individual department work specs.

Add/Delete Operations from Work Specs

1. If job template is not in Edit mode, Click Un-Approve 2. Drill into the line item for the Department Work Spec you want to modify 3. Scroll down to Operations

Operations attached to the List Processing work specs.

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4. Click Change Ops

In the above example, already attached to the work specs are Operations 25-001 and 25-002.

·

To Add operation(s) to the work specs, place a Check Mark in the box next to the operation.

In the above example, we have added Operations 25-008 and 25-010 to the List Processing work specs.

·

To Delete operation(s) from the work specs, click in box to Remove the operation from the work spec.

5. Click Submit to accept your changes

In the above example, we added operations to print addresses in upper/lower casing and this is a 100% mailing.

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6. Review changes 7. Click Submit or Approve (Approve makes the template available for use.)

Recurring Jobs available for use.

Adding Job Definitions using Individual Department Scripts

Steps 1. Click None for Use Template 2. Select Department you want to add work specs for from the drop-down box 3. Select Script from the drop-down box to use to create the work specs 4. Click Add Specs 5. Answer questions from the script to define work specs for the job.

In the above example we included the incoming list in the work specs by placing a check in the box.

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To choose multiple items from a table hold down the CTRL while you click your selections.

When you have answered all questions for the script click Another if you need to create another task for that department. Previously entered information will be saved. When you have answered all questions for the script click Copy if you need to create an identical task for the department. Previous entered information will be saved. When you have answered all questions for the script click Submit if no more tasks are required for that department. Previously entered information will be saved. Click Details to review and edit the details for this work spec. Click Return to return to the job.

6. Repeat Steps 1 - 5 to add additional Department work specs to the job.

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7.

Reviewing work specs entered for the job.

In the above example, you have a overview of the work specs outlined in the job. You may resequence the Department Work Specs by clicking Yes. For the Department you want to resequence, select the appropriate place value to assign to the department work spec from the drop-down box.

8.

Edit and Delete Department work specs.

· ·

Click Re-Script to edit a individual department work specs. Click Delete to remove a individual department work specs.

Add/Delete Operations from Work Specs

1. If job is not in Edit mode, Click Un-Approve 2. Drill into the line item for the Department Work Spec you want to modify

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3. Scroll down to Operations

Operations attached to the List Processing work specs.

4. Click Change Ops

In the above example, already attached to the work specs are Operations 25-001 and 25-002.

·

To Add operation(s) to the work specs, place a Check Mark in the box next to the operation.

In the above example, we have added Operations 25-008 and 25-010 to the List Processing work specs.

·

To Delete operation(s) from the work specs, click in box to Remove the operation from the work spec.

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5. Click Submit to accept your changes

In the above example, we added operations to print addresses in upper/lower casing and this is a 100% mailing.

6. Review changes 7. Click Submit or click Approve

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Generating Recurring Jobs

Generating Recurring Jobs

Steps

1. In PMS>Projects > Jobs 2. Click Generate Today's Job

Recurring jobs available for generation.

3. Enter Generation Cut-Off date (Defaults to current date, if Generation Cut-Off Date changes click Get Jobs to Generate) 4. Place a Check in the Generate column next to the job you want the pre-set schedule to execute. 5. Click Generate Selected Job(s)

- And/or -

6. In PMS>Projects>Create/Edit Projects 7. Enter Project Id or Click Search to find project 8. Click Recurring Job 9. Click Today's Jobs 10. Enter Generation Cut-Off date (Defaults to current date, if Generation Cut-Off date changes click Get Jobs to Generate) 11. Place a Check in the Generate column next to the job you want the pre-set schedule to execute. 12. Click Generate Selected Job(s)

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Enter Quantities for Today's Recurring Jobs

Steps

1. 2. 3. 4. 5.

In PMS>Projects>Jobs Click Enter Quantities for Jobs Ready Today Enter Ready Date (Defaults to current date, may be changed) Click Get Jobs to Update Enter Preliminary Job Quantity (Book Quantity will update later in the PCS during List Planning) 6. Check Commit Job (When creating your template you selected a commit type for job. If your option was to commit job when quantities are entered, this option will be available. 7. Click Update Changes 8. Verify job status and quantity in project

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8

Postage

The PRO-MAIL® Project Management System (PMS) tracks Postage Accounting transactions that affects your postage liability. Transactions affecting your Postage Assets (your Meters, Permits, and Stamps) are recorded as Postage Production transactions in your Production Control System (PCS). Postage Liability: Your Postage Liability account is a record in your chart of accounts representing the postage money you owe your clients. Any time a client location advances postage money to you, it increases your Postage Liability Account. As that postage is used (your client uses your permits, you advance money to your client's permit, your client uses that money to pay AR invoices, etc.) the amount in your Postage Liability account is reduced. Postage Liability in PRO-MAIL® is tracked at the Client Location level. Each client location is responsible for it's own postage funds. Postage Assets: Your Postage Asset account is a record in your chart of accounts representing the balance of all Meters, Permits, and Stamps owned by your company. Any time postage money is placed on one of these instruments, the postage asset account increases. Any time one of your instruments is used, your postage asset account is reduced. Postage Instruments: Postage Instruments are meters, permits, and stamps used to mail jobs. Postage Instruments can be owned by you or by your client locations. The balances of the instruments owned by you make up your Postage Asset account balance.

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Postage Request

Postage Request

Postage Requests are printed forms used to request postage funds in advance of mailing a job for your client location. Postage Requests may be generated at the project level or at the job level. While postage requests look like an invoice, it should be noted that generating a postage request does not affect postage balances or accounting in any way. When creating a Postage Request you can determine the level of detailed information included on the printed form. You can generate very detailed requests, itemizing the number of pieces going to each postage rate. Or you can generate a more combined statement, sending all pieces to an `average' postal rate. Postage Request Id: Unique identifier for postage request. Status: A postage request status will default to open while you create request. Postage Request Total: Total will automatically calculate from quantity and rate entered. Date: Will default to Today's date. You may change to a different date. Need By Date: Enter a date you need the funds to be received by. Description: Enter a brief description for the postage request. This will print along the top of the form. Comments: Comments will print at the bottom of the form, just above the footer. Line Items: Line Type: For each line item on the request, select from: · · · · · Detail Line - This is the line type that lets you select a rate Blank Line - Inserts a blank line after the previous line Text Annotation - Lets you insert a line of text into the body of the request Running Total - Adds up the line items sine the last Running Total Line Sub Total - Adds up all line items on the request

Class: For Detail Lines, select the Postage Class. Sub-Class: For Detail Lines, select the Sub-Class within this class. Processing Category: For Detail Lines, select the Processing Category for this class.

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Rate Description: For Detail Lines, select from the rates defined for this class/subclass/category. Quantity: Enter the number of pieces that qualify for this rate. If this is for a pound rate, enter the number of pounds. The rate and extended amount will fill in automatically. Note that the rate can be modified within the entry screen.

Creating a Postage Request

In PMS Click Projects Click Create/Edit Projects Select Client Location Click Postage Request

Steps 1. Click New Postage Request

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2. Enter Postage Request Id or Click Auto Id to sequential assign Id. (Required) 3. Enter Postage Request Creation Date (Required) 4. Enter Postage Request Need By Date. This is the date postage advance check should arrive at your site. 5. Enter a brief description for the Postage Request. (Required) 6. Enter comments for the Postage Request. (Optional) 7. Select Line Type from the drop-down box. (Required) 8. Select Postage Class from the drop-down box (if Line Type equals Detail Line). These are a user-defined table you created in set-up in your PMS Set-up Menu. (Required) 9. Select Postage Sub-Class from the drop-down box (if Line Type equals Detail Line). These are a user-defined table you created in set-up in your PMS Set-up Menu. (Required) 10. Select Postage Rate from the drop-down box (if Line Type equals Detail Line). These are a user-defined table you created in set-up in your PMS Set-up Menu. (Required) 11. Postage Description will pre-fill if you selected a postage class that was defined in your user-defined table in your PMS Set-up Menu. (Required) 12. Enter the number of pieces that qualify for this rate. If this is for a pound rate enter the number of pounds. (Required) 13. Postage piece rate will automatically fill in. Note that the rate can be modified within the entry screen. (Required) 14. Select Rate Type from drop-down box. (Required) 15. Enter Extended Amount if your Rate Type is Lump Sum. Extended Amount will automatically calculate for a Rate Type of Each. (Required) 16. Click Submit 17. Click Print to preview Postage Request. 18. Click Approve 19. Click UnApprove to make changes to Postage Request. Can only make changes if the Postage Request has not been marked as Received. 20. Click Print (to email or print Postage Request to send to client) 21. Click Received to mark Postage Request as Received. The Postage Request may also be marked Received, if during the receipt the Postage Request is retrieved and associated with the AR Receipt. 22. Click Void to null Postage Request

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Postmaster Checks

OUR Checks to Postmaster - PMS

To replenish funds to Our postage instruments a request for a postage check may be submitted from the Production Control System (PCS) by the postal clerk or entered directly into the Project Management System (PMS) by financial personnel. Note: To utilize the Auto Confirm Our Check to Postmaster feature, you must have assigned a Vendor to your Postmaster and within the AP Default Setup place a check in the Auto Confirm Postmaster Check check box.

Administrative Click Accounting Click Postage Click OUR Check to Postmaster

Financial View Click Postage Click OUR Check to Postmaster

Steps

How to record OUR Check to Postmaster: INVOICE TAB:

1. Select Type from drop-down list. Defaults to Invoice. 2. Select Approved status from drop-down list. Defaults to status set in AP Defaults 3. Select Postmaster to deposit funds to from drop down list. 4. Vendor ID - Defaults to Vendor ID associated to Postmaster. 5. Name - Defaults to Vendor Name associated to Postmaster.

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6. Select Pay To Location from the drop-down list. 7. Enter Invoice Date for this Invoice. 8. Enter Effective Date for this Invoice. 9. Enter Postage Total, this is the amount of the check. 10. Default Account will default to the account associated to the Vendor ID. 11. Click Submit or Instrument Tab.

INSTRUMENT TAB: Add Instrument -Ours

1. 2. 3. 4. 5. 6.

Click Ours Select Instrument Type from drop down list. Select Instrument ID & Name from drop down list. Enter Amount for this instrument Click Submit or Click Another to add another instrument to this Invoice.

Add Instrument - Customer's

1. 2. 3. 4. 5.

Click Customer's Enter Location ID or Click Search to find Client Location. Enter Project ID or Click Search to find Project. Enter Job ID or Click Search to find Job ID Select Instrument Type from drop down list.

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6. Select Instrument ID & Name from drop down list. 7. Enter Amount for this instrument 8. Click Submit or 9. Click Another to add another instrument to this Invoice. 10. Click Delete to remove this line from the Invoice.

PAYMENT INFO TAB:

1. 2. 3. 4. 5. 6. 7. 8.

Select Checkbook from drop down list to write funds from. Place a Check if this is a Debit Card Trans in the Debit Card Trans box. Enter Check Date for this Invoice. Place a Check (System NOT printing check) if this is a Manual Check in the Manual Check box. Enter Check Number. This will default to next sequential check number. may be overwritten. Enter Payment Amount. This will pre-populate from the total of all instrument amounts entered. Select Print Instructions from the drop down list. Click Write Check and Confirm or Write Check.

9. Click Printed Successfully, if check printed okay. 10. Click Not Printed Successfully, if check did not print okay.

or

11. Click Cancel. Does not send check to Print Instructions.

or

12. Click Delete Invoice.

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Below are examples of Instrument Inquiries from Recording OUR Check to Postmaster:

NOTE: Example of GL Accounts for OUR Check to Postmaser for Our instrument:

AP Dr - Postage A/R Clearing Cr - Accounts Payable

Postage Dr - Postage Inventory Cr - Postage A/R Clearing

Check Dr - Accounts Payable Cr - Cash

NOTE: Example of GL Accounts for OUR Check to Postmaser for Client instrument:

AP Dr - Postage A/R Clearing Cr - Accounts Payable

Postage Dr - Postage Liability Cr - Postage A/R Clearing Update Net Postage in Job

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Confirm Postage Check - PMS

Note: Only use this feature if your AP Defaults does not include Auto Confirm Postmaster Check.

Administrative Click Accounting Click Postage Click Confirm Postage Check

How to Confirm Postage Check:

Financial View Click Postage Click Confirm Postage Check

1. Click Confirm to send updates to PCS Instruments.

Requesting a Postmaster Check - PCS

Often times Our instruments may need to be funded. The Postage Clerk may request these funds through the PCS. When a Postage Request is submitted from the PCS, an email is generated and sent to the Postage Accounting Specialist identified in the Project Management System (PMS). The Postage Accounting Specialist will process the request for postage check in the PMS.

Production User Class Click Postage Click Postmaster Checks Click Request Postmaster Checks

WMS/Production User Class Click Jobs Prod Click Postage Click Request Postmaster Checks

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Steps

How to Request a Postmaster Check:

In the above example, we are requesting a check in the amount of $50,000.00 for one of our Permits.

1. 2. 3. 4. 5. 6. 7. 8. 9.

Select Postmaster from drop-down list. Enter Request Date Enter Amount to cut check for. Check Yes or No to indicate if funds is to be used for a specific job. Select Postage Type from drop-down list. Select Instrument to apply funds to from drop-down list. Enter Amount to apply toward instrument for entry. Enter any applicable Comments for entry. Click Submit to save entry, click Another to add an additional entry, or click Cancel to exit without saving. 10. Click Commit Request to send email to Postage Accounting Specialist and to commit request over to the PMS.

The above example lists the Instrument and the amount of the check.

Processing a Postmaster Check Request - PMS

When the request is submitted from the PCS, an email is generated and sent to the Postage Accounting Specialist identified in the Project Management System (PMS). The Postage Accounting Specialist will process the request for postage check in the PMS.

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Steps

How to Process Postmaster Check Requests:

Administrator View Click Accounting Click Postage Click Process Postmaster Check Requests

Financial View Click Postage Click Process Postmaster Checks Requests

1. Place a Check in the box in the line entry you want to process. (To deny a request, simply approve it for zero dollars.)

In the above example we are submitting for approval four postage check requests.

2. Click Submit

In the above example is a list of the checks that need to be cut for the Postmaster.

When setting up your Postmasters as vendors in your outside accounting system, it is vital that you use the Postage/AR Clearing account as the default expense account for posmaster check vouchers. When a check voucher is

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posted to your outside accounting system, the result will be a Debit to Postage/AR Clearing and a Credit to AP. Then a Debit to AP and a Credit to Cash when the check is cut.

Record OUR Check Brought to Postmaster - PCS

Note: Only necessary if you are not using the OUR Check to Postmaster feature in the PMS.

Production User Class Click Postage Click Postmaster Checks Click Record OUR Check Brought to Postmaster

WMS/Production User Class Click Jobs Prod Click Postage Click Record OUR Check Brought to Postmaster

Steps

How to record OUR check brought to the Postmaster:

1. Select Postmaster from drop-down list. 2. Enter Check Date, will default to Today's date. Date can be changed. 3. Enter Check Number.

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4. Enter Check Amount. 5. Click Yes or No to indicate if funds is to be applied to a specific job. 6. Select Postage Type from drop-down list. 7. Select Instrument from drop-down list. 8. Enter Amount to apply toward instrument for this entry. 9. Enter any applicable Comments for this entry. 10. Click Submit to save, or click Another to add an additional entry, or click Cancel to return without saving entry. 11. Click Commit Transfer

When the check is recorded as brought to the postmaster in PRO-MAIL® PCS, the transaction will Credit Postage/AR Clearing, thereby offsetting the hit to this account in your outside accounting.

Receive Incoming Checks to Postmaster (Clients) - PMS

Client Postmaster Checks are recorded in Two Steps.

1.Record the Receipt of the Check in PMS (There is no accounting effect resulting from this transaction. It will appear as a Undeposited Check on the client location). 2.Record that the check was actually Brought to the postmaster. This is recorded in the PCS. Accounting, Job Balances, and Instrument Balances are affected when the transaction is posted.

When a client sends a postmaster check, you may record that check as received until you are ready to take it to the postmaster. This check will appear on the client location as a Undeposited Check.

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`Receiving' a client postmaster check is the equivalent of putting the check in a drawer. There are no accounting effects resulting from this transaction.

Administrator View Click Accounting Click Postage Click Receive Incoming Checks to Postmaster

Financial View Click Postage Click Receive Incoming Checks to Postmaster

Steps

How to receive Client's check to Postmaster: Entry Date: This will be pre-filled with today's date.

1. Enter the Effective Date for this transaction. 2. Enter the Batch Total or Click Auto Tally to have the system calculate the batch total. 3. Enter the # Entries for this batch. Represents how many checks will you record in this batch. 4. Enter a Location ID, Project ID, or Job ID for this transaction. A Client's Location postage money may be tracked by location, by project, or by job. In the above example, this check is being tracked by Location 8. 5. Select a Postmaster from drop down list for this batch. 6. Enter Amount for this entry. 7. Enter Check Number for this entry. 8. Enter Comments, if applicable comments for this entry.

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9. Click Submit to save entry and prepare to post batch. Click Another to save entry and record another incoming check in the batch. Click Cancel to exit without saving entry.

After the check has been taken to the Postmaster, in the Production Control System the check must be recorded that it has been taken to the postmaster. Recording we have taken the client check to the postmaster is when accounting transactions for the location, project, job, and instruments balances are affected.

Record Client Check Brought to Postmaster - PCS

Production User Class Click Postage Click Postmaster Checks Click Record Client Check Brought to Postmaster WMS/Production User Class Click Jobs Prod Click Postage Click Record Client Check Brought to Postmaster

All Un-deposited checks will display in this screen. Effective Date: This will be pre-filled. Effective Date can be changed.This is the date the `forward' will hit your accounting, postage instruments, and job balance. Entry Date: This is the date of the batch. This entry will be pre-filled but can be changed. Forward: Check the Forward box for any checks forwarded to the post office. Click Submit. Your permit balance, job balance, and GL accounts have now been updated to reflect this client postmaster check has been processed and delivered to the post office.

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Postage by Phone

Periodically we need to transfer funds from the Company that maintains our meter funding. Within the Project Management System (PMS) you may record these transactions to reflect the transfer from your deposit account to your individual meters. Note: To utilize the Postage by Phone feature, you must create a Bank Adjustment Code (make sure to check Entries Recorded Elsewhere and a Net Decrease) and a Deposit Instrument Type.

Steps

How to Record Postage by Phone:

Administrative Click Accounting Click Postage Click Postage by Phone

Financial View Click Postage Click Postage by Phone

Entry Date Defaults to current date. Enter Effective Date for this transaction. Select Checkbook from drop down list to subtract funds from. Enter Amount for this transaction. Enter Reference text for this transaction. Select Deposit Account (Instrument ID & Description) from the drop down list for this transaction. 7. Select Adjustment Code from drop down list for this transaction. 8. Click Post.

1. 2. 3. 4. 5. 6.

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Postage Transactions

Postage Advances

A Postage Advance is the receipt of postage money from your client. This transaction is recorded in the Project Management System (PMS).

Administrator View Click Accounting Click Batch Receipts

Financial View Click A/R Click Receipts

Entry Date: This is a pre-filled field with today's date. Effective Date: This is the date the transaction should hit your books. Batch Total: Enter the batch total or check Auto Tally to have the system calculate the total based on the entries. Number of Entries: How many receipts are you recording in this batch. Checkbook: Select which check book to post transaction to from drop-down list. Type of Payment: Select form of payment from drop-down list · · · · Check Cash Credit Card Wire Transfer

Check Number: Enter Check Number if Type of Payment is Check. Credit Card: Enter Credit Card Number if Type of Payment is Credit Card. Card Expiration Month: Select credit card Expiration Month if Type of Payment is Credit Card. Card Expiration Year: Select credit card Expiration Year if Type of Payment is Credit Card. Reference: Enter Reference if Type of Payment is Cash or Wire Transfer.

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Amount: What is the amount of this entry. Balance to Apply: This is a pre-fill field that will calculate as you enter your entries. From Loc Id: This is the location id you received the payment from. From Loc Name: This is the location name you received the payment from. Invoice Id: This is the Invoice Id you want to apply the receipt toward. Client: This is a pre-fill field that will populate when you select either Location or Invoice Id. Comments: Enter any applicable comments for batch. Type: Select from the drop-down list how to apply receipt: · · · · · · Open Invoices for 1 client location - must click Retrieve A/R Items Open Invoices for all locations of client - must click Retrieve A/R Items Unapplied Cash Project Postage Job Postage Unapplied Postage

Applied Amount: This amount will pre-fill. Note you can change amount. Comments: Enter any applicable comments for this receipt entry. Location Id: Location to apply receipt. This will allow any project or job to utilize advance receipts. Project Id: Project to apply receipt. This will allow any jobs within this project to utilize advance receipts. Job Id: Job to apply advance receipts.

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Steps

How to create a batch receipt:

In the above example we are creating a batch receipt for Job Postage.

1. Enter Effective Date for batch. 2. Enter Batch Total or click Auto Tally to calculate Batch Total and Running Total. 3. Enter Number of Payments for batch. 4. Select Check Book to apply receipts to from drop-down list. 5. Select Type of Payment from drop-down list. 6. Enter Check Number if Type of Payment is Check. 7. Enter Credit Card Number if Type of Payment is Credit Card. 8. Enter Expiration Month if Type of Payment is Credit Card. 9. Enter Expiration Year if Type of Payment is Credit Card. 10. Enter Reference if Type of Payment is Cash or Wire Transfer. 11. Enter Amount. 12. Enter From Loc Id or From Loc Name. Click Search if unknown to find Location. 13. Enter Invoice Id to search Location by Invoice. 14. Enter any applicable Comments for batch.

In our above example, we are applying the receipt to Job Postage for Job 1.

15. Select Type to apply receipts to from drop-down list.

· Open Invoices for 1 client location - must click Retrieve A/R Items

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· · · · ·

Open Invoices for all locations of client - must click Retrieve A/R Items Unapplied Cash Project Postage Job Postage Unapplied Postage

16. Enter Applied Amount for entry. 17. Enter any applicable Comments for entry. 18. Select how to apply receipts

· · · Location Id -Location to apply receipt. This will allow any project or job to utilize advance receipts. Project Id - Project to apply receipt. This will allow any jobs within this project to utilize advance receipts. Job Id - Job to apply advance receipts.

19. Click Batch Proof Listing to review batch. 20. Click Post Batch.

Job Transfers

Job Transfers may include the transfer of postage funds that are available from OnAccount, Projects, or Jobs for a particular client.

Administrative Click Accounting Click Postage Click Job Transfers

Financial View Click Postage Click Job Transfers

Entry Date: (read-only) Defaults to today's date. Effective Date: (required) Defaults to today's date. Date can be changed.

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Batch Total: (required) Enter the batch total or click Auto Tally to have the system calculate a total for your entries. # Entries: (required) Enter the number of entries for this batch. Running Total: (read-only) Total will calculate as entries are entered into the batch. Loc ID: (optional) Enter the Location Id that you will either transfer from or transfer to for this line item in the batch. Project ID: (optional) Enter the Project Id that you will either transfer from or transfer to for this line item in the batch. Job ID: (optional) Enter the Job Id that you will either transfer from or transfer to for this line item in the batch. NOTE: You must select at least one of the above for your Transfer From or the Transfer To. Amount: (required) Enter the amount for this line item. Type: (required) Select the transaction type from the drop-down list. Comments: (optional) Enter comments for this line item.

Steps

How to Transfer Job Postage.

1. Enter Effective Date. 2. Click Auto Tally for Batch Total to calculate automatically as you enter line item amounts in the batch or enter the Batch Total.

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3. 4. 5. 6. 7. 8. 9.

Enter the # Entries for this batch. Enter a Transfer From Location Id, Project Id, or Job Id for this line item. Enter a Transfer To Location Id, Project Id, or Job Id for this line item. Enter the Amount for this line item. Select a Type from the drop-down list for this line item. Enter Comments, if applicable for this line item. Click Submit to save, Another to add additional entries, or Cancel to return without saving.

10. Click Batch Proof Listing review entries. 11. Click Post Batch to post transaction, Click Delete Batch to delete your batch.

Transfer Postage TO A/R

At times you may need to transfer postage funds from On-Account, Project, or a Job to the accounts receivable balance for a client.

Administrative Click Accounting Click Postage Click Transfer Postage TO A/R

Financial View Click Postage Click Transfer Postage TO A/R

Entry Date: (read-only) Defaults to today's date. Effective Date: (required) Defaults to today's date. Date can be changed. Batch Total: (required) Enter the batch total or click Auto Tally to have the system calculate a total for your entries. # Entries: (required) Enter the number of entries for this batch. Running Total: (read-only) Total will calculate as entries are entered into the batch.

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Loc ID: (optional) Enter the Location Id that you will transfer from for this line item in the batch. Project ID: (optional) Enter the Project Id that you will transfer funds from for this line item in the batch. Job ID: (optional) Enter the Job Id that you will transfer from for this line item in the batch. NOTE: You must select at least one of the above for your Transfer FROM. Amount: (required) Enter the amount for this line item. Department: (read-only) Defaults to your Postage/AR Transfer. Comments: (optional) Enter comments for this line item.

Steps

How to Transfer Postage TO AR:

1. Enter Effective Date. 2. Click Auto Tally for Batch Total to calculate automatically as you enter line item amounts in the batch or enter the Batch Total. 3. Enter the # Entries for this batch. 4. Enter a Transfer From Location Id, Project Id, or Job Id for this line item. 5. Enter the Amount for this line item. 6. Enter Comments, if applicable for this line item.

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7. Click Submit to save, Another to add additional entries, or Cancel to return without saving.

8. Click Batch Proof Listing review entries. 9. Click Post Batch to post transaction, Click Delete Batch to delete your batch.

Transfer Postage FROM A/R

At times you may need to transfer postage funds from your Client's A/R balance to On-Account, Project, or a particular Job.

Administrative Click Accounting Click Postage Click Transfer Postage FROM A/R

Financial View Click Postage Click Transfer Postage FROM A/R

Entry Date: (read-only) Defaults to today's date. Effective Date: (required) Defaults to today's date. Date can be changed. Batch Total: (required) Enter the batch total or click Auto Tally to have the system calculate a total for your entries. # Entries: (required) Enter the number of entries for this batch. Running Total: (read-only) Total will calculate as entries are entered into the batch. Loc ID: (optional) Enter the Location Id that you will transfer from for this line item in the batch. Project ID: (optional) Enter the Project Id that you will transfer funds from for this line item in the batch.

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Job ID: (optional) Enter the Job Id that you will transfer from for this line item in the batch. NOTE: You must select at least one of the above for your Transfer TO. Amount: (required) Enter the amount for this line item. Department: (read-only) Defaults to your Postage/AR Transfer. Comments: (optional) Enter comments for this line item.

Steps

How to Transfer Postage FROM A/R:

1. Enter Effective Date. 2. Click Auto Tally for Batch Total to calculate automatically as you enter line item amounts in the batch or enter the Batch Total. 3. Enter the # Entries for this batch. 4. Enter a Transfer To Location Id, Project Id, or Job Id for this line item. 5. Enter the Amount for this line item. 6. Enter Comments, if applicable for this line item. 7. Click Submit to save, Another to add additional entries, or Cancel to return without saving.

8. Click Batch Proof Listing review entries.

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9. Click Post Batch to post transaction, Click Delete Batch to delete your batch.

Postage Refunds

There may be times when you may need to refund postage funds received in advance back to your client. The PRO-MAIL® Project Management System postage refund feature makes it very easy to refund funds back to the client.

Administrative Click Accounting Click Postage Click Postage Refunds

Financial View Click Postage Click Postage Refunds

Client Location Id: (required) The Client Location Id to receive the postage refund. Entry Date: (read-only) will be pre-filled. Effective Date: (required) The effective date of the transaction. Refund Amount: (required) The amount to be refunded back to the client. Postage Liability Amount: (read only) This amount will be pre-filled. This is the Net Postage amount of the postage advance amount received. Comments: Any applicable comments for this transaction.

Steps

How to refund postage back to the client.

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1. Enter Client Location Id or Click Search to find Client Location. 2. Enter Effective Date for this transaction. 3. Enter Refund Amount for this transaction or Click Auto Tally box

4. Select the line item by Clicking the Refund Amount Check box. Enter the amount of the Postage Refund for this line item. 5. Enter Comments, if applicable for this transaction 6. Click Post to save transaction or Click Change Location to select a different Client Location.

Postage Reconciliation

Administrative Click Accounting Click Postage Click Postage Reconciliation

Financial View Click Postage Click Postage Reconciliation

Entry Date: (read-only) Defaults to today's date. Effective Date: (required) Defaults to today's date. Date can be changed. Batch Total: (required) Enter the batch total or click Auto Tally to have the system calculate a total for your entries. # Entries: (required) Enter the number of entries for this batch. Running Total: (read-only) Total will calculate as entries are entered into the batch. Loc ID: (optional) Enter the Location Id that for this transaction line. Project ID: (optional) Enter the Project Id for this transaction line.

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Job ID: (optional) Enter the Job Id for this transaction line. NOTE: You must select at least one of the above for this transaction. Postage Write-Off Account: (required) This will be the General Ledger Account to use for this transaction. Amount: (required) The amount for this transaction. Comments: (optional) Any applicable comments for this transaction.

Steps

How to record Postage Reconciliation:

1. Enter Effective Date. 2. Click Auto Tally for Batch Total to calculate automatically as you enter line item amounts in the batch or enter the Batch Total. 3. Enter the # Entries for this batch. 4. Enter a Location Id, Project Id, or Job Id for this line item. 5. Select a Postage Write-Off Account from the drop down list. 6. Enter the Amount for this line item. 7. Enter Comments, if applicable for this line item. 8. Click Submit to save, Another to add additional entries, or Cancel to return without saving.

9. Click Batch Proof Listing to review entries.

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Postage Transactions

10. Click Post Batch to post transaction, Click Delete Batch to delete your batch.

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Postage Transactions - PCS

Record Usage

Recording Postage Usage tells the system how much postage money was used on Ours or your client locations' postage instruments for a particular job. Postage Usage is record in the Production Control System (PCS). Usage may be entered manually or posted automatically from counts posted to WindowBook products such as Postmaster 300, Dat-Mail, or when you post a mailing statement that uses a Permit Indicia.

Production User Class Click Postage Click Record Usage

WMS/Production User Class Click Jobs Prod Click Postage Click Record Usage

Entry Date: This will be pre-filled with Today's date. Usage Date: This is the date the postage was actually used. Batch Total: Enter the batch total or click Auto Tally to have the system calculate a total for your entries. # Entries: This should be pre-filled from your entry entered on the previous screen. Note you can change the number of entries. Loc Id: This is the location associated to the job you are recording usage against. Job Id: This is the job you are recording usage against. Postage Type: Which type of postage was used to mail job. · · · Permit Meter Stamp

Instrument: This is the instrument id to post usage against. Count: Enter the count for this rate, instrument, and job.

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Rate: Enter the rate for this count, instrument, and job. Amount: The system will calculate the amount based on the count and rate for this entry. If count and rate were not entered, you can enter the Amount manually. Rate Code: If you know it, enter the rate code here. (For batches posting from WindowBook product, this field will be populated.) Rate Description: f you know it, enter the description here. (For batches posting from WindowBook product, this field will be populated.) Comments: Enter any applicable comments for this entry.

Steps

How to record usage on a job:

1. Enter Number of Usage Entries for batch. 2. Click Submit

3. Enter Usage Date. This is the date postage was used. 4. Enter Batch Total or click Auto Tally to let system calculate the batch total. 5. Enter Number of Entries, this field will be pre-filled from entry entered on previous screen. Note, can be changed. 6. Enter Job Id or click Search to locate job to record usage. 7. Select Postage Type from drop-down list.

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8. Select Instrument from drop-down list. 9. Enter Count for job, rate, and instrument. 10. Enter Rate for job, count, and instrument. 11. Enter Amount for job. System will calculate Amount if count and rate is entered. 12. Enter Rate Code, if known (batches posting from WindowBook products will populate this field.) 13. Enter Rate Description, if known (batches posting from WindowBook products will populate this field.) 14. Enter any applicable Comments for this entry. 15. Click Submit to save entry and prepare batch for posting.

or

16. Click Another to add another entry to the batch.

or

17. Click Cancel to exit the batch without saving.

Postage Usage Batch for Job 1

You can drill into individual entries in your batch to edit, view, etc.

18. Click Batch Proof Listing to review batch for accuracy before posting. 19. Click Post Batch to record usage against the job.

Reverse Usage Batch

Production User Class Click Setup/Util Click Utilities Click Reverse Usage Batch

WMS/Production User Class Click Utilities Click Exception Processing Click Reverse Usage Batch

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Steps

How to reverse usage on a job:

1. Enter Batch Id you want to reverse. 2. Click Submit

In the above example, we will reverse the double entry usage recorded for Job 1.

3. Enter the Job Id to reverse usage. 4. Select Postage Type from drop-down list. 5. Select Instrument from drop-down list. 6. Enter Count. 7. Enter Rate. 8. Enter Amount, Amount will pre-fill if count and rate is entered. 9. Enter Rate Code, if known. 10. Enter Rate Description, if known. 11. Enter any applicable Comments for batch.

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12. Click Submit or Click Post Batch.

In the above example, the Postage Usage Batch displays the original entry and the entry to reverse the recorded usage.

Postage Instrument Transfers

You can transfer funds from one postage instrument to another. This transaction is performed in the Production Control System (PCS).

Production User Class Click Postage Click Instruments Click Postage Instrument Transfers

WMS/Production User Class Click Jobs Prod Click Postage Click Postage Instrument Transfers

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Steps

How to transfer funds from one instrument to another:

In the above example, we will transfer $15,000 from a Permit Instrument to a Meter Instrument.

1. Select transfer from Postage Type from drop-down list. 2. Select transfer from Instrument from drop-down list. 3. The following fields will pre-populate (Permit #, Description, Post Office, and Permit Holder) 4. Select transfer to Postage Type from drop-down list. 5. Select transfer to Instrument from drop-down list. 6. The following fields will pre-populate (License # and Description) 7. Enter Date, will default to Today's date. 8. Enter Amount of funds to be transferred. 9. Enter any applicable Comments. 10. Click Submit.

To review your transactions you can print a Detail Postage Transaction List in PCS. The report will list the from transaction details and the to transaction details. To print the report: PCS > Reports > Postage > Detail Postage Transaction

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List. You can print for all instruments or a specific instrument. In the below example, I will select the transfer instrument to generate the report.

Instrument Adjustments

In PCS you can adjust your Meter, Permit, and Stamp balances.

Production User Class Click Postage Click Instruments Click Postage Instrument Adjustments

WMS/Production User Class Click Jobs Prod Click Postage Click Postage Instrument Adjustments

Steps

How to adjust instruments:

In the above example, I selected Permit for my Postage Type and Instrument 7057.

1. Select Postage Type from drop-down list to adjust.

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2. Select Instrument from drop-down list to adjust.

3. The following fields will pre-fill (Post Office, Permit Holder, Current Balance on instrument.) 4. Enter Adjustment Amount for instrument. 5. New Balance will pre-fill automatically by the system. 6. Enter Adjustment Date, will default to Today's date. This is the date adjustment should hit your books. 7. Select Expense Reason from drop-down list. 8. Enter any applicable Comments about the adjustment. 9. Click Submit

To review your transactions you can print a Detail Postage Transaction List in PCS. The report will list the from transaction details and the to transaction details. To print the report: PCS > Reports > Postage > Detail Postage Transaction List. You can print for all instruments or a specific instrument.

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9

Purchase Order

The PRO-MAIL® Purchasing system allows you to record purchases for inventory, outside services, lists, and non-inventory items associated to a job within the job entry screen for the purpose of tracking job costing and expenses. Purchases Orders created within the job will appear on the Job Recap Report (a pre-billing worksheet that contains all financial information, production hours, inventory, job expenses, postage, and purchases associated with the job). The purchases can then be marked up and added to the job's invoice if appropriate. Purchase Orders can be recorded for Inventory items (items stored as `products' in your warehouse), Non-Inventory items, Outside Services, and Address Lists used in jobs. Purchase Orders can be created and accessed via menus or from within the job itself. Vendor Id: Enter Vendor Id or click Search. You may also search for a vendor by selecting a Department from the drop-down box. (Required) Name of Vendor: Name will pre-fill from Vendor Id selection. (Required) Vendor Contact: Select a contact person at Vendor location from drop-down box. Purchase Order Id: Enter and Id or click Auto Id to assign a sequential Id. (Required) Purchase Order Date: Defaults to current date. Click calendar or enter a date to change. (Required) PO Type: (Required)

1 Job - Creating purchase order for a specific job. Multi-Jobs - Creating purchase order for multiple jobs for the client location. Non-Job Related - Purchase Order is not tied to any jobs. Job Id: Job to associate to Purchase Order. Job Description: Job Description will pre-fill with current job description.

Payment Terms: Select Payment Terms from the drop-down box. This is a user-defined table created in your PMS Set-up Menu. (Optional) Tax Schedule: Select Tax Schedule from drop-down box. This is a user-defined table created in your PMS Set-up Menu. (Optional) Ship To: Click Us, if you need to ship to another client or vendor location click Other. Contact: Select a contact person at ship to location from drop-down box.

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Ship Method: Enter the method of shipment for purchase order items. (Optional) Need by Date: Enter the latest date items on purchase order should arrive.(Optional) Approximate Arrival Date: Enter date you expect items on purchase order to arrive. (Optional Comments: Enter comments for the purchase order.

Line Type: The body of your printed PO will contain Detail Line items. The page can be formatted for a custom appearance by adding print format line items. To add line items to the PO, select from: · · · · Detail Line - This is the line that tells you what you are purchasing. Blank Line - Inserts a blank line after the previous line Text Annotation - Lets you insert a line of text into the body of the Purchase Order. No quantity or pricing will be associated with the line item. Running Total - Line item will calculate and print the extended price for all of the Detail Line items above the Running Total line. (There should already be at least two (2) Detail Line items in the PO) Sub Total - Line item will calculate and print the extended price for all of the Detail Line items since the last Sub Total line. This will enable you to calculate the pricing for groups of line items together. (There should already be at least two (2) Detail Line items in the PO)

·

Material Type: What type of item are you purchasing · · · · · · Inventory - An item you are purchasing is an inventory item owned by this client location. Lists - One or more defined Incoming List will be purchased for the client's job. Outside Services - Purchase a service, such as out-sourced printing, etc. Tax - Add Tax to a purchase order. Freight - Add Freight to a purchase order. Misc - Other items.

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Create Vendor

Before you can record Purchase Orders, you'll need to define Vendors in the system.

Steps

How to create a Vendor:

1. Click New

Enter Vendor ID (Required). Enter Our Customer ID (Optional). Enter Vendor Name (Required). Select Vendor Status from drop-down list. Enter Web URL address, will appear as a link to the website in other PMS screens (Optional). 7. Select a Department to associate with purchases from this vendor (Optional). 8. Select Payment Terms for vendor from drop-down list.

2. 3. 4. 5. 6.

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Creating a Purchase Order

Admin/Unrestricted In PMS Click Accounting Click Purchasing Click Create/Edit Purchase Order Purchasing In PMS Click Purchasing Click Create/Edit Purchase Orders Client Relations In PMS Click Project Click Purchase Order Click Create/Edit Purchase Order

How to create a Purchase Order:

1. Click New or Search to edit a Purchase Order.

2.

Enter Vendor Id or Vendor Name and click Search. You may also search to find a vendor by Department. Select a Department from the drop-down box. (Required)

3.

Select Vendor (Required)

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4.

Select Vendor Contact from drop-down box.

5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17.

Enter Purchase Order Id or click Auto Id to assign a sequential Id (Required) Enter Purchase Order Date. Defaults to current date. To change date click calendar icon to pop-up calendar or enter date. (Required) Click Job-Specific for Purchase Order Type. (Required) Job Id and Job Description will pre-fill. Select Payment Terms from the drop-down box. This is a user-defined table created in your PMS Set-up Menu. (Optional) Select a Tax Schedule from the drop-down box. This is a user-defined table created in your PMS Set-up Menu. (Optional) Select Ship To. Click Us to ship to our warehouse. Click Other to ship to other client or vendor location. Select Ship To Contact from the drop-down box. Enter Ship Method for items on the purchase order. (Optional) Enter the latest date items on purchase order should arrive in the Need by Date field. (Optional) Enter the approximate arrival date for items on purchase order. (Optional) Enter any Comments for the purchase order. (Optional) Adding Line Items on a Job Specific Purchase Order

Below are the steps to add a Detail Line for Inventory purchases to a purchase order.

Material Type: Inventory · Select Detail from the drop-down box. (Required)

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·

Select a Work Spec from the drop-down box. If there are work specs in the job that belongs to `Outside Purchase' type Departments, those specs will display in the dropdown box. Select Inventory from the Material Type drop-down box. (Required) Check Taxable box if line item is taxable. Click Search Products to add product to purchase order. All products must exist. (Required) Enter quantity (Required). The quantity amount will recorded as On-Order for this product -- viewable in the Create/Edit Products and Product Inquiry screen in PMS. Select Price Type from drop-down menu. (Each, Per Thousand, Per Hour, NoCharge, or Lump). (Required) Enter Price according to price type selected Extended Price will pre-fill depending on price type selected. Click Submit or Click Another to add more products to purchase order.

· · · · · · · ·

Below are the steps to add a Detail line for List purchases to a purchase order. In the above example the price type is Lump. Use lump when the unit price is not necessary or does not need to be recorded.

Material Type: Lists · · Select Detail from the drop-down box. (Required) Select a Work Spec from the drop-down box. If there are work specs in the job that belongs to `Outside Purchase' type Departments, those specs will display in the dropdown box. Select Lists from the Material Type drop-down box. Check Taxable box if line item is taxable. Select the list you want to purchase from the drop-down box. List must already exist. (Required) Enter quantity (Required) Select Price Type from drop-down menu. (Required) Enter Price according to price type selected Extended Price will pre-fill depending on price type selected. Click Submit or Click Another to add more lists to purchase order.

· · · · · · · ·

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Below are the steps to add a Detail line for Freight, Tax, Outside Purchases, and/or Miscellaneous types to a purchase order. In the above example the price type is Lump. Use lump when the unit price is not necessary or does not need to be recorded

Material Type: Outside Purchases, Freight, Tax, and Miscellaneous · · Select Detail from the drop-down box. (Required) Select a Work Spec from the drop-down box. If there are work specs in the job that belongs to `Outside Purchase' type Departments, those specs will display in the dropdown box. Select Work Spec if applicable Select Material Type from drop-down box. Check Taxable box if line item is taxable. Enter a ID for line item (Required) Enter a Description for line item (Required) Enter quantity (Required) Select Price Type from drop-down menu. (Required) Enter Price according to price type selected Extended Price will pre-fill depending on price type selected.

· · · · · · · · ·

·

Click Submit or Click Another to add more lists to purchase order.

18. Click Preview PO to review purchase order. 19. To edit PO click Modify (can only be edited if it is not approved), to delete PO line item click Delete, to insert an entry click Insert.

20. Click Approve PO (Depending upon permissions the Approve PO may be replaced by Submit)

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Record PO Activity

Record PO Activity

To effectively maintain your PO's, you need to be able to track when the item or services purchased has been received, what quantity was received, whether any was canceled, and whether or not there is more to come. This function to Record PO activity handles all of these needs. The ability for a Client Relations User to record activity against a PO can be restricted when setting up the user.

Admin/Unrestricted In PMS Click Accounting Click Purchasing Click Create/Edit Purchase Order or Record Activity Purchasing In PMS Click Purchasing Click Create/Edit Purchase Orders or Record Activity Client Relations In PMS Click Project Click Purchase Order Click Create/Edit Purchase Order or Record Activity

Steps

How to Record Purchase Order Activity:

1. If you clicked Record Activity, enter Purchase Order Id and click Search or

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2. If you clicked Create/Edit Purchase Order, enter Purchase Order Id and Click Search, then click Record Activity

3. Check Box next to line you want to record activity for.

In the above example, I will record activity for line item 1 and 2.

4. Click Record Activity

In the above example, I recorded a quantity of 50,000 received against line item.

5. Enter Quantity Received

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6. 7. 8. 9.

Enter Actual Price charged for received items. Enter Cancel Quantity, if applicable. Check Complete, if this line item is complete. Click Submit

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Clone Purchase Order

From time to time you may need to clone a existing Purchase Order to a new Purchase Order. Purchase Orders may be cloned from within an existing Purchase Order by clicking the clone purchase order tab or from within the Purchasing menu under the Accounting Menu tab.

Admin/Unrestricted In PMS Click Accounting Click Purchasing Click Clone Purchase Order Purchasing

Client Relations In PMS Click Project Click Purchase Order Click Clone Purchase Order

In PMS Click Purchasing Click Clone Purchase Order

Steps

How to Clone a Purchase Order:

1. Enter Purchase Order Id to clone from or Click Search to find Purchase Order Id. 2. If Purchase Order is not found, you may have to Select Activity (Status of Purchase Order) from drop down list, then Click Search to find Purchase Order Id to clone from.

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3. Enter Clone To Purchase Order Id or Click Auto Id to assign a sequential Id. 4. Enter Purchase Order Date for the Cloned Purchase Order. 5. Enter Need by Date for the Cloned Purchase Order. 6. Click Submit to continue Clone Purchase Order request.

7. To add an entry Click Add Entry.

Adding Line Items on a Job Specific Purchase Order

Below are the steps to add a Detail Line for Inventory purchases to a purchase order.

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Material Type: Inventory · · Select Detail from the drop-down box. (Required) Select a Work Spec from the drop-down box. If there are work specs in the job that belongs to `Outside Purchase' type Departments, those specs will display in the dropdown box. Select Inventory from the Material Type drop-down box. (Required) Check Taxable box if line item is taxable. Click Search Products to add product to purchase order. All products must exist. (Required) Enter quantity (Required). The quantity amount will recorded as On-Order for this product -- viewable in the Create/Edit Products and Product Inquiry screen in PMS. Select Price Type from drop-down menu. (Each, Per Thousand, Per Hour, NoCharge, or Lump). (Required) Enter Price according to price type selected Extended Price will pre-fill depending on price type selected. Click Submit or Click Another to add more products to purchase order.

· · · · · · · ·

Below are the steps to add a Detail line for List purchases to a purchase order. In the above example the price type is Lump. Use lump when the unit price is not necessary or does not need to be recorded.

Material Type: Lists · · Select Detail from the drop-down box. (Required) Select a Work Spec from the drop-down box. If there are work specs in the job that belongs to `Outside Purchase' type Departments, those specs will display in the dropdown box. Select Lists from the Material Type drop-down box. Check Taxable box if line item is taxable. Select the list you want to purchase from the drop-down box. List must already exist. (Required) Enter quantity (Required) Select Price Type from drop-down menu. (Required) Enter Price according to price type selected Extended Price will pre-fill depending on price type selected. Click Submit or Click Another to add more lists to purchase order.

· · · · · · · ·

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Below are the steps to add a Detail line for Freight, Tax, Outside Purchases, and/or Miscellaneous types to a purchase order. In the above example the price type is Lump. Use lump when the unit price is not necessary or does not need to be recorded

Material Type: Outside Purchases, Freight, Tax, and Miscellaneous · · Select Detail from the drop-down box. (Required) Select a Work Spec from the drop-down box. If there are work specs in the job that belongs to `Outside Purchase' type Departments, those specs will display in the dropdown box. Select Work Spec if applicable Select Material Type from drop-down box. Check Taxable box if line item is taxable. Enter a ID for line item (Required) Enter a Description for line item (Required) Enter quantity (Required) Select Price Type from drop-down menu. (Required) Enter Price according to price type selected Extended Price will pre-fill depending on price type selected.

· · · · · · · · ·

·

Click Submit or Click Another to add more lists to purchase order.

8. Click Preview PO to review purchase order. 9. To edit Purchase Order line item, click Modify (can only be edited if it is not approved), to delete PO line item click Delete, to insert an entry click Insert.

10. Click Approve PO (Depending upon permissions the Approve PO may be replaced by Submit)

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10

Invoicing

This chapter is intended to familiarize you with the PRO-MAIL® Financial System. It will cover procedures for Invoicing, Instructions for setting up your Financial System can be found in the Project Management System Set-Up Guide available online at www.sma-promail.com. By the end of this chapter you should be able to enter, approve, post, and generate reoccurring invoices.

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Before you Bill

Before you Bill

Before you invoice your client, print the Job Recap Report and the Inventory Analysis Report. This report displays concise information about all aspects of the Finished Job. Information about Production costs, Valued Inventory, Purchases, Expenses, and Postage Received/Used can be found on this report. Generate the report for one or all finished jobs. Invoice Origination: You can choose from:

· Freeform ­ Blank Invoice form. User will manually create each line item.

This type of invoice is not associated to a job. · Freeform for Job ­ Blank Invoice form. User will manually create each line item. This type of invoice is associated to a specific job. · Quote w/o Postage ­ When a job is billed, this type of invoice will take the text and work specs from the quote. This type of invoice will not include postage received and used against the job. · Quote w/Postage ­ When a job is billed, this type of invoice will take the text and work specs from the quote. This type of invoice will include postage received and used against the job. · Job (no Postage or Expenses) ­ When a job is billed, this type of invoice will take the text and work specs from the job itself. This type of invoice will not include postage received and used against the job. Nor will it include expenses posted against the job from the production control system (PCS). This will display work specs and tax only. · Job (w/Postage w/o Expenses) ­ When a job is billed, this type of invoice will take the next and work specs from the job itself. This type of invoice will also include postage received and used against the job. It will not include expenses posted against the job from the PCS. · Job (w/o Postage w/Expenses) ­ When a job is billed, this type of invoice will take the text and work specs from the job itself. It will also include expenses posted against the job from the PCS. This type of invoice will not include postage received and used against the job. · Job (w/Postage w/Expenses) ­ When job is billed, this type of invoice will take the text and work specs from the job itself. It will also include postage used and received against the job and expenses posted against the job from the PCS.

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· Job Postage Only ­ When a job is billed, this type of invoice will not include any of the services from the job. Only the postage transactions associated with this job will display on the invoice. · Job Allocations ­ This is similar to the Freeform for Job invoice type ­ the body of the invoice will be created manually. However, the revenue allocations from the job will be included in the invoice. This allows billers to create a customized invoice body, but retain the original revenue allocations from the job. Invoice Id: Unique Identifier for the invoice. Description: This will come from the quote or job description. You can edit this if necessary. Payment Terms: Your client location's payment terms will display here. They can be changed for this invoice if necessary. Invoice Date: Select the invoice date. The default will be today's date, but can be changed. Effective Date: What is the date this invoice should hit your accounting journals? The default is today, but it can be changed. Customer PO: If your customer's purchase order number is defined in the project/job, it will display here. Allocation Mode: Choose Summary if you wish to allocate revenue to departments all at once for the invoice. Choose Detail if you wish to allocate revenue to departments line item by line item on the invoice. Note: You MUST use Detail Allocation Mode if you wish to have the system automatically calculate sales tax on invoices. Type: Select the line item type in the drop down field. Choices are:

· · · · · · · · · · · · ·

Each ­ Bill for `each' quantities Per Thousand ­ Bill by the thousand Per Hour ­ Bill by the hour Minimum ­ When Minimum pricing is applied Set-Up ­ Bill for each set up Clean-Up ­ Bill for each clean up No Charge ­ Add a No Charge line item to the invoice Lump ­ Bill one price regardless of quantity Running Total ­ calculate a running total for the invoice so far Sub-Total ­ Calculate an invoice Sub-Total Text Annotation ­ Enter a description line item with no pricing Blank Line ­ Insert a blank line into the invoice Postage ­ Line item looks like postage (see image of line items)

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· ·

Manual Tax ­ Manually calculate the tax on the invoice (not necessary if tax schedules and details are properly set up) Prepayment/Unapplied Credit ­ Apply outstanding credits or prepayments to reduce the invoice balance

Description: For invoices other than Free Form, this will come from the work spec. Quantity: Quantity to bill for. Price: This is the Unit Price. Ext. Price: The extended price is calculated my multiplying the unit price times the quantity and considering type (each, per thousand, etc.) Allocations: Choose the department to allocate revenue for this line item. Allocation%: If you will allocate the line item to one department, the `%' will be 100. If you wish to allocate revenue from this line item to multiple departments, enter the percentage to go to this particular department. Another Department line item will display to allocate to additional departments. Amount: The system will calculate amount based on ext. price and allocation percentage.

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Create/Edit Invoices

Admin In PMS Click Accounting Click Invoicing Click Create/Edit Invoicing or Click Jobs to be Invoiced

Financial In PMS Click A/R Click Invoicing Click Create/Edit Invoicing or Click Jobs to be Invoiced

Steps

How to create invoices using Create/Edit Invoicing:

1. Click New 2. Select a Invoice Origination from drop-down list. (Required)

In the above example, our Invoice Origination is Job w/Postage

3. 4. 5. 6. 7.

Enter Job Id (Required) Click Search, Job Description will pre-fill. Postage Amount will pre-fill. Select Invoice Type from drop-down list. (Required) Click Transfer Postage (You would transfer postage ONLY if your client sent a postage advance and you applied it as Postage on Account or Project Postage. If you received the postage and applied it to the job you do not need to transfer postage.)

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8. Click Create Invoice

9. Enter Invoice Id or click Auto Id to let system assign a sequential id (Required). 10. Enter Description, will pre-fill if created from quote or job. This field can be edited. (Required) 11. Select Payment Terms from drop-down list. 12. Enter Invoice Date, will default to Today's date. This field can be changed. (Required) 13. Enter Effective Date, will default to Today's date. This is the date this invoice should hit your accounting journals. 14. If your customer's purchase order number is defined in the project/job, it will display. 15. Select Allocation Mode by clicking Detail or Summary

· · · Detail - allocate revenue to departments line item by line item Summary - allocate revenue to departments all at once Note: You MUST use Detail Allocation Mode if you wish to have the system automatically calculate sales tax on invoices. Partial - select partial if there will be a need for additional billing Final - a partial invoice exists and this would be the final invoice Billed - everything is billed at once (Default)

16. Select Bill Type by clicking Partial, Final or Billed

· · ·

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17. Select Output Format from drop-down list

In the above example is a list of invoice line items for Job number 1.

18. Optional - Add a line item to your invoice, click Add Entry

In the above example, a new entry was added for a No Charge Type.

19. Using the above example, select No Charge from the drop-down list. 20. Enter Description for new line item 21. Click Submit to save, click Another to add an additional line item, click Cancel to exit without saving.

In the above example, the No Charge line item is below the Running Total, in the next step we will resequence line item.

22. Optional - Resequence line items, click Yes to Resequence

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23. Next to the line item you want to resequence, select the appropriate number from the drop-down list.

In the above example, we have resequenced the No Charge line item before the Less Postage Received line.

24. Click Preview Invoice, this will generate a preliminary invoice to screen for your review. 25. Click Approve Invoice, (depending upon permissions your Approve Invoice may be replaced with Submit for Approval) 26. Click Print Invoice 27. Click Post Invoice (Invoice must be printed before you can post)

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Approve Invoices

Admin In PMS Click Accounting Click Invoicing Click Approve Invoices

Financial In PMS Click A/R Click Invoicing Click Approve Invoices

Steps

How to approve an Invoice:

1. Click Approve Invoices

2. Place a Check in the Approve box for the Invoice you want to approve. 3. Click Approve or Approve/Print (approves and prints invoice in one step.)

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Un-Approve Invoices

Un-Approve Invoices

I

Admin In PMS Click Accounting Click Invoicing Click Un-Approve Invoices

Financial In PMS Click A/R Click Invoicing Click Un-Approve Invoices

Steps

How to Un-Approve an Invoice:

1. Click Un-Approve Invoices

2. Place a Check in the Un-Approve box for the Invoice you want to unapprove. 3. Click Un-Approve

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Print Approved Invoices

Admin In PMS Click Accounting Click Invoicing Click Print Approved Invoices

Financial In PMS Click A/R Click Invoicing Click Print Approved Invoices

Steps

How to print approved invoices:

1. Click Print Approved/Unprinted Invoices

2. Select Invoice Print Format from drop-down list. 3. Click Select Format

4. Select invoices to print by placing a Check in the select column box. 5. Click Generate Invoice

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Posting Invoices

Posting Invoices

Admin In PMS Click Accounting Click Invoicing Click Post Invoices

Financial In PMS Click A/R Click Invoicing Click Post Invoices

Steps

How to post invoices:

1. Click Post Invoices 2. Select Invoices to post by placing a Check in the line item you want to post. 3. Click Submit

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Reoccurring Invoices

Create/Edit Reoccurring Invoices

Admin In PMS Click Accounting Click Invoicing Click Create/Edit Reoccurring Invoices Financial In PMS Click A/R Click Invoicing Click Create/Edit Reoccurring Invoices

Steps

How to create a Reoccurring Invoice: Template Info

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Reoccurring Invoices

1. 2. 3. 4. 5. 6. 7. 8.

Click New Enter Client Id or Click Search to find Client Id.(Required) Enter Template Id or Click Auto Id to assign a sequential Id.(Required) Select a Type from the drop down list. (Invoice or Fulfillment Billing),(Required) Enter a Start Date for Invoice Generation to start.(Required) Enter a End Date for Invoice Generation to stop.(Optional) Select a Schedule frequency from the drop-down list (Weekly, Bi-Weekly, Monthly, Quarterly, or Annually).(Required) Place a Check in the New Next Invoice Date if there is a lapse in time since the last generation and you need to set a new Invoice Date. This will also not generate all of the Invoices that were not created between today's date and the last generation date.

Client Info

9. Client Location defaults to the client selected. This can be changed. 10. Client Name defaults to the Client Name associated with the Client Location. Click Search to find another Client Location or Client Name. 11. Select a Work For Location from the drop-down list. 12. Select a Bill To Location from the drop-down list. 13. Select a Work For Location Contact from the drop-down list. 14. Select a Bill To Location Contact from the drop down list. 15. Select a Sales Team from the drop-down list.

Invoice Header

16. Enter a Invoice Description for this Invoice. 17. Select a Payment Terms from the drop-down list. 18. Enter a Customer PO, if applicable. 19. Enter a Effective Date Offset, if applicable (This will be the number of days to offset the Invoice Effective Date from the Invoice Date when Invoice is generated) 20. Select a Allocation Mode for Invoice

Detail - Invoice based on each line item Summary - Invoice based on amount

21. Select Output Format from drop-down list.

New Entry

22. Select a line item Type from the drop-down list 23. Enter a Description for this line item or Click Search Operations to add a Operation. 24. Enter Quantity for this line item

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25. Enter a Price for this line item, if applicable 26. Enter a Extended Price for this line item, if applicable. 27. Enter #Setups, if applicable. 28. Enter a Setup Price, if applicable. 29. Enter a Setup Extended Price, if applicable. Will default if there is a quantity entered for #Setups. 30. Enter #Cleanups, if applicable. 31. Enter a Cleanup Extended Price, if applicable. Will default if there is a quantity entered for #Cleanups.

Allocations

32. Select a Department to allocation this line item to from the drop-down list. 33. Select a Production Facility, will default to the production facility associated to the department. 34. Enter a Commission Percentage, if applicable for this line item. 35. Enter Allocation Percentage, for this line item. Will default to 100%. 36. Enter an Amount for this line item. 37. Click Submit to Save, Click Another to add a new entry to Invoice, or Click Cancel to return and not save.

38. Click Add Entry to add a new line item to Invoice, Click Edit Header to modify Invoice Header information, Click Approve Template to allow Invoice to be selected during Invoice Generation submission, Click Clone Template to make a copy from this Invoice Template, or Click Return to exit Template.

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Reoccurring Invoices

Generate Reoccurring Invoices

Admin In PMS Click Accounting Click Invoicing Click Reoccurring Invoices

Financial In PMS Click A/R Click Invoicing Click Reoccurring Invoices

Steps

How to Generate Reoccurring Invoices:

1. Enter a Cut-Off Date and Click Get List. 2. Click Generate All Invoices to include all Invoices retrieved from the Get List, or Click Create New Template to create a new Reoccurring Invoice Template, or Click Change Op Description to edit a operation description.

3. Enter a Description for the Operation Id. 4. Click Submit to Save or Click Cancel to return without saving changes.

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Approve Reoccurring Invoices

Admin In PMS Click Accounting Click Invoicing Click Approve Invoices

Financial In PMS Click A/R Click Invoicing Click Approve Invoices

Steps

How to approve an Invoice:

1. Click Approve Invoices

2. Place a Check in the Approve box for the Invoice you want to approve or Click Select All to include all Invoices on page. Click Approve or Approve/Print (approves and prints invoice in one step.)

Post Reoccurring Invoices

Admin In PMS Click Accounting Click Invoicing Click Post Invoices

Financial In PMS Click A/R Click Invoicing Click Post Invoices

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Steps

How to post invoices:

1. Click Post Invoices 2. Select Invoices to post by placing a Check in the line item you want to post. 3. Click Submit

The above example is a A/R Posted Batch List of the Invoices that just posted

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Accounts Receivable

This chapter is intended to familiarize you with the PRO-MAIL® Financial System. It will cover procedures that will include recording batch receipts for postage and A/R invoices, Unapplied Cash, calculate finance charges against unpaid A/R invoices, and A/R Refunds. From time-to-time there may be a need to place a client on hold because of unpaid invoices or reaching a pre-determined credit limit. This may be accomplished by updating the hold status for a particular client. Instructions for setting up your Financial System can be found in the Project Management System Set-Up Guide available online at www.sma-promail.com. By the end of this chapter you should be able to receive funds from your client to apply towards their postage On-account, project postage , and/or Job postage, apply funds toward A/R invoices and calculate finance charges for unpaid A/R invoices. Payments may be recorded for receipt as Cash, Check, Credit Card, or Wire Transfer. These transactions are recorded in the Project Management System (PMS).

Administrator View Click Accounting Click A/R Click Batch Receipts

Financial View Click A/R Click Batch Receipts

Entry Date: This is a pre-filled field with today's date. Effective Date: This is the date the transaction should hit your books.(Required) Batch Total: Enter the batch total or check Auto Tally to have the system calculate the total based on the entries. Number of Entries: How many receipts are you recording in this batch.(Required) Checkbook: Select which check book to post transaction to from drop-down list.(Required) Type of Payment: Select form of payment from drop-down list.(Required)

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· · · ·

Check Cash Credit Card Wire Transfer

Check Number: Enter Check Number if Type of Payment is Check. Credit Card: Enter Credit Card Number if Type of Payment is Credit Card. Card Expiration Month: Select credit card Expiration Month if Type of Payment is Credit Card. Card Expiration Year: Select credit card Expiration Year if Type of Payment is Credit Card. Reference: Enter Reference if Type of Payment is Cash or Wire Transfer.(Optional) Amount: What is the amount of this entry.(Required) Balance to Apply: This is a pre-fill field that will calculate as you enter your entries. From Loc Id: This is the location id you received the payment from.(Required) From Loc Name: This is the location name you received the payment from. Invoice Id: This is the Invoice Id you want to apply the receipt toward. Client: This is a pre-fill field that will populate when you select either Location or Invoice Id. Comments: Enter any applicable comments for batch.(Optional) Type: Select from the drop-down list how to apply receipt: (Required) · · · · · · Open Invoices for 1 client location - must click Retrieve A/R Items Open Invoices for all locations of client - must click Retrieve A/R Items Unapplied Cash Project Postage Job Postage Unapplied Postage

Applied Amount: This amount will pre-fill. Note you can change amount. Comments: Enter any applicable comments for this receipt entry. Location Id: Location to apply receipt. This will allow any project or job to utilize advance receipts.

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Project Id: Project to apply receipt. This will allow any jobs within this project to utilize advance receipts. Job Id: Job to apply advance receipts.

Batch Receipts

In the above example we are creating a batch receipt for Job Postage.

Steps

How to create a batch receipt:

1. Enter Effective Date for batch.(Required) 2. Enter Batch Total or click Auto Tally to calculate Batch Total and Running Total. 3. Enter Number of Payments for batch.(Required) 4. Select Check Book to apply receipts to from drop-down list.(Required) 5. Select Type of Payment from drop-down list.(Required) 6. Enter Check Number if Type of Payment is Check. 7. Enter Credit Card Number if Type of Payment is Credit Card. 8. Enter Expiration Month if Type of Payment is Credit Card. 9. Enter Expiration Year if Type of Payment is Credit Card. 10. Enter Reference if Type of Payment is Cash or Wire Transfer. 11. Enter Amount for this transaction.(Required) 12. Enter From Loc Id or From Loc Name. Click Search if unknown to find Location. 13. Enter Invoice Id to search Location by Invoice.

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14. Enter any applicable Comments for batch.

In our above example, we are applying the receipt to Job Postage for Job 1.

15. Select Type to apply receipts to from drop-down list.

· · · · · · Open Invoices for 1 client location - must click Retrieve A/R Items Open Invoices for all locations of client - must click Retrieve A/R Items Unapplied Cash Project Postage Job Postage Unapplied Postage

16. Enter Applied Amount for entry. 17. Enter any applicable Comments for entry. 18. Select how to apply receipts

· · · Location Id -Location to apply receipt. This will allow any project or job to utilize advance receipts. Project Id - Project to apply receipt. This will allow any jobs within this project to utilize advance receipts. Job Id - Job to apply advance receipts.

19. Click Batch Proof Listing to review batch. 20. Click Post Batch.

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Apply Unapplied Credits

From time to time Clients may have funds that were received as Unapplied Cash that may be used to apply towards a particular invoice at the time of Invoicing or manually using the Apply Unapplied Credits option from within A/R.

Administrator View Click Accounting Click A/R Click Apply Unapplied Credits

Financial View Click A/R Click Apply Unapplied Credits

Steps

How to use Unapplied Credits:

1. Enter Location Id or Click Search to find Location Id. 2. Select Client from drop down list. 3. Click Retrieve Credit Items

4. Click Unapplied Credit Amount line item to use in transaction. 5. Select Application Type for this line item transaction 6. If Client Location Application Type enter Location Id or Click Search to find Location Id.

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7. Click Retrieve A/R Items to retrieve Unpaid A/R Items.

8. To let the system auto apply amounts place a Check in box or manually enter Amount to Apply for each Unpaid A/R Item to include in transaction. 9. Click Submit to save line item, or Click Retrieve A/R Items to retrieve more UnPaid A/R Items, or Click Another Unapplied Credit to add another line item to batch, or Click Cancel.

10. Click Add Entry to add a new line item to batch. 11. Click UnPosted Batches to see all batches that have not posted. 12. Click Delete Batch to delete the current batch. 13. Click Batch Proof Listing to generate a report for current batch. 14. Click Post Batch to Apply Unapplied Credits.

A/R Refunds

Administrator View Click Accounting Click A/R Click A/R Refunds

Financial View Click A/R Click A/R Refunds

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Steps 1. Enter Client Location Id or Click Search to find Client Location Id.

2. Enter Effective Date for transaction. 3. Enter Refund Amount for transaction. 4. Place a Check in the box next to Auto Tally to let the system automatically valley refunds. 5. Enter Comments, if applicable. 6. Place a Check in the Amount to Refund for the Unapplied Credit Amount line item. 7. Click Post 8. Click Change Location to refund A/R for another Client Location.

Update Hold Status

From time-to-time there may be a need a place a Client on hold due to their available credit, payment arrangements, or for non-payment. Note: Hold Status must be set up in the PMS > Setup > Accounting > Hold Status.

Administrator View Click Accounting Click A/R Click Update Hold Status

Financial View Click A/R Click Update Hold Status

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Steps 1. 2. 3. 4. Enter Credit Limit, if applicable. Select Hold Status from drop down list. Enter Hold Comments, if applicable. Click Update Locations

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Accounts Payable

This chapter is intended to familiarize you with the PRO-MAIL® Financial System Accounts Payable (A/P) section. It will cover A/P procedures for Creating Vendors, Batch Invoices, Adjust/Edit Posted Invoices, Enter and Pay Invoices, Select and Pay Invoices, Batch Write, Void, and Clear A/P Checks. By the end of this chapter you should be able to create vendors, record and adjust A/P invoices and record Non-A/P checks. You should also be able to write, void, and clear A/P checks and export the entries for posting to your outside ledger. These instructions assume that your Project Management System has been completely set up, including AP Accounts, AP Defaults, Sales and Usage Tax Codes, Contested Amount Codes, and Checkbooks. For instructions on setting up these areas of your project management system, refer to the Accounts Payable chapter of the Project Management System Set-Up Guide, available online at www.sma-promail.com.

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Vendors

Vendors

Vendors must be created if you are going to create Purchase Orders or plan to write checks using the PRO-MAIL® accounts payable feature. The process to add a Vendor to the system is similar to adding a Client. Just as there are Clients, Client Locations, and Contacts ­ you have Vendors, Vendor Locations, and Contacts.

Create/Edit Vendors

Note: You can create a file of your vendors and import them if you don't want to hand key them into the system. Contact a support representative at SMA for an up-to-date file import layout.

Admin In PMS Click Accounting Click A/P Click Create/Edit Vendor Click Search (Existing Vendor) or Click New

Financial In PMS Click A/P Click Vendors Click Search (Existing Vendor) or Click New)

Screen Definition

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Steps

Vendor Id: (required) Enter the alpha or numeric identifier for this vendor or Click Auto ID to have the system assign a sequential id for you. Our Cust. Id: (optional) If known, enter our customer id as stored at the vendor's site. Vendor Name: (required) Enter the company name for this vendor record. Status: (required) Select from: · · Active ­ This is a current vendor with whom you do business. Inactive ­ This is a vendor you currently aren't doing business with. Inactive vendors may still be selected when entering AP invoices, but not when creating purchase orders. Historical ­ This is a vendor with whom you have no plans on doing business again. Historical vendors may not be selected when creating purchase orders or AP invoices. It is likely that most (if not all) of your vendors will be added to the system with an `Active' status.

·

Note:

Web URL: (optional) Enter the company's web address here. Vendor Type: (optional, recommended) Select this vendor's type from the drop down list. Vendor Types are set up under Set-Up > Accounting > Vendor Types. For detailed instructions on setting up vendor types, refer to the Project Management System Set-Up Guide, available online. Department: (optional) If this vendor is used for purchasing items or services for a particular department, select that department from the drop down list. This is used when recording a purchase order to a particular job. Note that this can be changed later or in the purchase order itself. Payment Terms: (required) Select this vendor's payment terms from the drop down list. Payment Terms are set up under Set-Up > Accounting > Payment Terms. For detailed instructions on setting up payment terms, refer to the Project Management System Set-Up Guide, available online. Default Expense Account: (optional, recommended) When a user records an AP invoice, the Default Expense Account will be debited automatically. (Users may change the expense account to hit or add more distributions while entering the invoice.) Enter the expense account that you most often distribute to when keying this vendor's invoices. Federal Tax Id: (optional) Enter the vendor's federal tax id, if known. This is used for 1099 processing.

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Vendors

Tax Schedule: (optional) Select the appropriate tax schedule from the drop down list. You will still be able to manually enter tax dollars into AP invoices. For instructions on setting up tax schedules see the Project Management System Set-Up Guide, available online. Payment Hold: (optional) This is not a normal step in the initial set up of your vendor. Users will check this box when they don't want the system to record payments to this vendor. Allow Change Pay To: (optional) This allows users to be able to change the Pay To information on a vendor's check. It allows the invoice to be recorded to the vendor, but the check to be written to a different name/company. If this option is selected, users will have the opportunity to record different Pay To information within the AP Invoice. Purchase Order Form Default: (optional) You have the ability in the system to create your own custom purchase order form. Select from Default (our standard PROMAIL® form) or your custom form if you've got one. 1099 Indicator: (optional) If you'll need to send a 1099 to the vendor at tax time, check this box. This will allow you to produce a 1099 form. Comments: (optional) Enter any comments about the vendor. These can be edited at any time.

Screen Definition

Vendor Location Entry Screen

Now it's time to create the vendor location. (Most of your vendors will have only one location.) The location is where the address information is stored. Location Id: (required) Enter an alpha or numeric id for this vendor location or hit Auto id to have the system assign a sequential id for you.

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Name: (required) Most likely the vendor location name is the same as the vendor company name. (The company name from the vendor should have pre-filled this field.) Long Name: (optional) If you have multiple vendors with identical or similar names, you can use the `Name field to enter a company name that will be meaningful to your users. Use the `Long Name' field to record the vendor location's actual company name. This is the name that will appear on system-generated checks. Address Line 1: (required) Enter the street address for this vendor. Address Lines 2 and 3: (optional) Enter additional address info (Suite #, Floor #, etc.) City, State, Postal Code: (optional, recommended) Enter the city, state, and zip for this vendor's location. Country: (optional) If the vendor is located in a different country than you, enter the country. Phone & Fax: (optional, recommended) Enter the phone number and fax number for this vendor location. (You will have the option of setting different phone numbers for each contact when you add vendor contacts.) 800 Number: (optional) If this vendor has a toll-free number, you may enter it here. Web URL: (optional) If the web URL for this vendor location is different from the vendor record, enter the location's web URL here. (Note ­ it is likely that the web URL will be the same from vendor to location.) Location Type: (required) Select Purchasing, Payment, or both. · · · Purchasing ­ This allows purchase orders to be recorded for this vendor location. Payment ­ This allows AP invoices (vouchers) to be recorded for this vendor location. 1099 ­ This tells the system to generate a 1099 form for the vendor when you do your 1099 processing.

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Vendors

Screen Definition

Here is the contact information for your vendor. It is required that every vendor location have at least one contact.

Create/Edit Vendors - Contact Entry

Name Information: (required) Enter the name information (prefix, first name, middle, last name, suffix, job title, familiar name) for this contact. Note that while at least the first and last name are recommended, only the last name is a required field. Phone and Fax Same as Location: (optional) If the phone number and fax number for this contact are the same as what you have for the location, select Yes. You have the option to enter extension numbers. if the phone or fax numbers for this contact are different, select No. A field will be provided to allow you to enter a direct line phone or fax number. E-mail Address: (optional, recommended) Enter this contact's E-mail address. Contact Type: (optional) This is the same user-defined table of contact types that you use for your client contacts. For information on setting this up, see the Project Management System Set-Up Guide, available online. Birthday/Holiday Card: (optional) These are use-defined variable information fields ­ the same that are used for your client contacts. Your's will likely look different from those displayed in the screen shot provided here. For information on setting up variable information fields, see the Project Management System Set-Up Guide, available online. Contact Image: (optional) There's probably a good chance that you don't have a photograph of your vendor contact. If you don't, just skip this section. If you do have

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a picture of your vendor contact, browse the web directory where images are stored to locate this image.

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AP Invoices

AP Invoices

Batch Invoices

Batch Invoices allows you to record multiple AP Invoices (Vouchers) for your vendors. During this process you may indicate if a particular invoice entry is to print on a separate check. The batch invoice process allows you to pay the invoices at a later date using the Select & Pay option.

Steps

To enter a batch of invoices:

Admin In PMS Click Accounting Click A/P Click Batch Invoices Click Add New

Financial In PMS Click A/P Click Invoices Click Batch Invoices Click Add New

1. Enter a Batch Total or check the Auto Tally box. Enter a total number of invoices. 2. Begin recording the first invoice. a. Fill in the fields in the Invoice tab. Complete instructions to follow. b. Verify that distributions are correct under the Distributions tab. c. Verify that PO information is correct, if applicable, under the PO Verification tab. d. Verify that job allocations are correct, if applicable, under the Job Allocations tab. e. Enter additional information under the Optional tab. 3. Submit each invoice. 4. Click Submit or Another 5. Print Batch Proof Listing 6. Click Post to post the batch.

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Screen Definition

Batch Invoice Entry - Batch Header and Invoice tab

Batch Id: (read only) System will auto assign batch id. Entry Date: (read only) This is the date the batch was entered. The Invoice Date and Effective Date can be defined for the individual invoices. Batch Total: (required) This is the total for all invoices in the batch. You may enter a batch total here or check Auto Tally to have the system tally the batch total for you. Number Invoices: (required) Enter the number of AP invoices in this batch.

Invoice Tab

Type: (required) Select from Invoice, Debit Memo, or Credit Memo. Approved: (optional) Select from Yes or No. Invoices that are not Approved can be posted, but can not be scheduled for payment. You can set a default approval status under Set-Up > Accounting > AP Defaults. Invoice Id: (required) Enter the id as it appears on your vendor's invoice. Description: (required) Enter a brief description for this invoice. Invoice Date: (required) Enter the Invoice Date. This is your vendor's date for the invoice. Effective Date: (required) Enter the invoice's Effective Date. This is the date the invoice will hit your books.

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AP Invoices

Purchase Order: (optional) If this invoice is associated with a purchase order, enter the PO number here. For More Info: See XX for information on associating AP Invoices to Purchase Orders.

Vendor Id/Vendor Name: (required) Search for the vendor by entering either the id or vendor name. Vendor Location: (required) If your vendor has multiple locations, select which location sent the invoice. Merchandise Total: (optional) This is the total for merchandise or services from the vendor. Miscellaneous Total: (optional) This is the total for miscellaneous expenses on this invoice. This amount will be distributed to your `Miscellaneous Expense type account. For information on setting up Miscellaneous Expense GL accounts, see the Project Management System Set-Up Guide, available online. Tax Total: (optional) If you are being charged for tax on the invoice, enter the amount of the tax here. This amount will be distributed to your `Sales Tax Expense' type account. For information on setting up Sales Tax Expense GL accounts, see the Project Management System Set-Up Guide, available online. Freight Total: (optional) If you are paying for freight on this invoice, enter the amount for freight charges here. This amount will be distributed to your `Freight Expense' type account. For information on setting up Freight Expense GL accounts, see the Project Management System Set-Up Guide, available online. Invoice Total: (read only) This will calculate the total for Merchandise, Miscellaneous, Tax, and Freight expenses on the invoice. Payment Terms: (optional) AP Payment Terms tell the system when an invoice is due and whether or not you can receive a discount from the vendor for early payment. If you have a Payment Term defined for this vendor, it will display in this field. You may select a new payment term or change the payment term at any time until the invoice is posted. Due Date: (required) This is the date the vendor expects this invoice to be paid. This date will be filled in based on the Payment Term selected in the invoice. You may edit this field if necessary. If no payment term is selected (see example provided) you may fill in the date. Disc. Date: (optional) This is the last date you can pay the invoice and receive a discount (if applicable). This field is based on the Payment Term selected in the invoice. You may edit this field if necessary. If no payment term is selected (see example provided) you may fill in the date.

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Disc. Amount: (optional) This is the amount you'll receive as a discount if you pay the invoice by the Discount Date. This field is based on the Payment Term selected in the invoice. You may edit this field if necessary. If no payment term is selected (see example provided) you may fill in the discount amount. Note: This field represents the amount of the Discount, not the Balance Due after the discount is taken.

Sales and Usage Code: (optional) If you're paying Sales and Usage Tax on the item or service purchased, select the Sales and Usage tax code here. For information on setting up Sales and Usage tax codes, see the Project Management System Set-Up Guide, available online.

Distributions Tab

The Distributions tab is where you'll tell the system what accounts in your ledger will be affected by the invoice. There are a couple of restrictions when it comes to distributions.

1. AP invoices must Credit your Accounts Payable account for the exact amount of the invoice total. 2. The transaction must be balanced (total debits = total credits.)

Beyond these two restrictions, you may debit and credit any accounts you wish on the invoice.

Steps

To set the distributions on the AP Invoice:

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AP Invoices

1. In the AP Invoice, Click the Distributions tab. 2. Verify that distributions are correct and that the transaction is balanced. · If you have a default expense account defined for the vendor, the system will distribute the entire Merchandise Total amount from the Invoice tab to this account. · If you have a Freight Expense account defined in your PMS, the system will distribute the entire Freight Total amount from the Invoice tab to this account. · If you have a Sales Taxes Payable account defined in your PMS, the system will distribute the entire Tax Total amount from the Invoice tab to this account. · If you have a Miscellaneous Expense account defined in your PMS, the system will distribute the entire Miscellaneous Total amount from the Invoice tab to this account. ­ Or ­ If you do not have default accounts defined, you can distribute the invoice total appropriately.

Message displayed onscreen when distributions must be done manually

a. Search for each account individually. Note: The system will search for only `AP Expense' type accounts. If you need to search for an account other than an `AP Expense' type (e.g., an Asset account) check the Non-Expense checkbox.

b. Enter the amount to distribute to each account. If you need more lines, click the More Lines button.

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3. When all distributions have been entered and the transaction is balanced, the check mark on the distributions tab will turn green. You're done with distributions. Click the Submit button to save the invoice, or select the next tab.

AP Invoice - Distributions Tab - Distributions need to be entered

AP Invoice - Distributions Tab - Distributions are Complete

PO Verification Tab

This tab is only necessary if you are keying an AP invoice that is tied to a Purchase Order in the system. (This particular AP Invoice does not have a Purchase Order associated to it. For further explanation of the PO Verification Tab, refer to the Enter & Pay section in this chapter.) Item Id/Description: (read only) This is the id and description for each line item on the purchase order.

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AP Invoices

Type: (read only) This is the type for each line item entered on the PO. This field will show: · · · · · · Inventory Misc. Lists Outside Services Tax Freight

Ordered: (read only) This is the amount ordered on the purchase order for that line item. Received: (read only) This is the quantity received (recorded as received in the Purchase Order.) Price: (read only) This is the unit price from the PO. Ext Price: (read only) This is the total price for that line item. Prior Qty Invoiced: (read only) If other A/P invoices had already posted for this line item, the quantity from the prior A/P invoices would display here. Price: (optional) Enter the selling price here. The system will use the price from the PO, but this field can be edited. Price Type: (optional) Select a price type (Each, Per Thousand, Per Hour, No Charge, or Lump.) The system will use the price from the PO, but this field can be edited. Ext. Price: (read only) This is calculated as the Unit Price times the Price Type. Comments: (optional) Enter any comments associated with the line item.

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Job Allocations Tab

Job Allocations may be entered against a AP Invoice only if there are no Purchase Orders tied to the AP Invoice.

Amount: (required) Enter the amount for this line item for the selected Department. Job Id: (required) Enter the Job Id or Click Search to find the Job Id for this line item. Department: (required) Select a Department from the drop down list for this line item. Line Description: (required) Enter a description to describe this line item. Mark Up Factor: (optional) Enter a Mark Up Factor for this line item. Comments: (optional) Enter any applicable comments for this line item.

Optional Tab

This tab is where you'll have the ability to specify a separate check for this invoice, a different pay to, and reasons for contesting any amount for the invoice.

AP Invoice ­ Optional features tab

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AP Invoices

Different Pay To: (optional) Sometimes you need the check to show a different name and address than you have for the vendor. When you check this box, the system will provide lines for keying the name and address to appear on the printed check.(See example of Different Pay To in the Enter & Pay Section of this chapter.) Separate Check: (optional) If you have multiple outstanding invoices for this vendor, but you need THIS invoice to be paid on a separate check, then check this box. Other invoices for the vendor will print on one check. This invoice will print on a separate check. Contested Code: (optional) If you're contesting any amount of this invoice, select one contested code from the list. Contested Amount: (optional) If you're contesting any amount of this invoice, enter the amount you're contesting. The full invoice amount will post to your AP and journals. When you pay this invoice, the invoice total minus the contested amount will print on the check. Enter all the invoices in this manner. You can generate a Batch Proof Listing for a hard-copy of the batch for your own records. Then hit the Post Batch button to post the batch. The posted transactions will be available in your Select & Pay option.

Approve Invoices

Steps

To Approve AP Invoices:

Admin In PMS Click Accounting Click A/P Click Approve Invoices

Financial In PMS Click A/P Click Invoices Click Approve Invoices

1. Select Vendor.

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2. Place Check in the Approve Box for AP Invoice you want to approve or Click Select-All to include all Invoices. 3. Click Approve.

Adjust/Edit Posted Invoices

You can adjust a posted A/P invoice as long as the invoice status is not PAID or VOID. Note: To adjust a paid A/P invoice, you would need to void the check first.

Steps

To Adjust an A/P Invoice:

Admin In PMS Click Accounting Click A/P Click Adjust/Edit Posted Invoices

Financial In PMS Click A/P Click Invoices Click Adjust/Edit Posted Invoices

1. Search for the appropriate vendor and select Vendor AP Invoice to adjust/edit.

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Screen Definition

2. Make appropriate adjustments to AP Invoice. Type: (read only) Invoice. Invoice Id: (read only) Description: (required) Enter a brief description for this invoice. Invoice Date: (required) Enter the Invoice Date. This is your vendor's date for the invoice. Effective Date: (read only) Effective Date of Adjustment: (required) Enter Effective Date of Adjustment for this Invoice. Approved: (optional, recommended) Select from Yes or No. Invoices that are not Approved can be posted, but can not be scheduled for payment. You can set a default approval status under Set-Up > Accounting > AP Defaults. Vendor Id/Vendor Name: (read only).

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Pay To Location: (required) Select Pay To Location from drop down list. Merchandise Total: (optional) This is the total for merchandise or services from the vendor. Miscellaneous Total: (optional) This is the total for miscellaneous expenses on this invoice. This amount will be distributed to your `Miscellaneous Expense type account. For information on setting up Miscellaneous Expense GL accounts, see the Project Management System Set-Up Guide, available online. Tax Total: (optional) If you are being charged for tax on the invoice, enter the amount of the tax here. This amount will be distributed to your `Sales Tax Expense' type account. For information on setting up Sales Tax Expense GL accounts, see the Project Management System Set-Up Guide, available online. Freight Total: (optional) If you are paying for freight on this invoice, enter the amount for freight charges here. This amount will be distributed to your `Freight Expense' type account. For information on setting up Freight Expense GL accounts, see the Project Management System Set-Up Guide, available online. Invoice Total: (read only) This will calculate the total for Merchandise, Miscellaneous, Tax, and Freight expenses on the invoice. Invoice Balance: (read only) Payment Terms: (optional) AP Payment Terms tell the system when an invoice is due and whether or not you can receive a discount from the vendor for early payment. If you have a Payment Term defined for this vendor, it will display in this field. You may select a new payment term or change the payment term at any time until the invoice is posted. Due Date: (required) This is the date the vendor expects this invoice to be paid. This date will be filled in based on the Payment Term selected in the invoice. You may edit this field if necessary. If no payment term is selected (see example provided) you may fill in the date. Disc. Date: (optional) This is the last date you can pay the invoice and receive a discount (if applicable). This field is based on the Payment Term selected in the invoice. You may edit this field if necessary. If no payment term is selected (see example provided) you may fill in the date. Disc. Amount: (optional) This is the amount you'll receive as a discount if you pay the invoice by the Discount Date. This field is based on the Payment Term selected in the invoice. You may edit this field if necessary. If no payment term is selected (see example provided) you may fill in the discount amount. Note: This field represents the amount of the Discount, not the Balance Due after the discount is taken.

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Sales and Usage Code: (optional) If you're paying Sales and Usage Tax on the item or service purchased, select the Sales and Usage tax code here. For information on setting up Sales and Usage tax codes, see the Project Management System Set-Up Guide, available online. 3. Click Show Distributions to see distributions for AP Invoice or Click More Distributions to make modifications to your distributions for this AP Invoice Running Total: (read only) Will display if this AP Invoice has Job Allocations associated. 4. Click Show Job Allocations to see Job Allocations for this AP Invoice or Click More Allocations to make modifications to your Job Allocations for this AP Invoice. Separate Check: (optional) If you have multiple outstanding invoices for this vendor, but you need THIS invoice to be paid on a separate check, then check this box. Other invoices for the vendor will print on one check. This invoice will print on a separate check. Contested Code: (optional) If you're contesting any amount of this invoice, select one contested code from the list. Scheduled Payment Date: (optional) If you want to schedule to AP Invoice to be paid on a certain date enter date. Scheduled Payment Amount: (optional) If you want to pay a certain amount on this schedule Payment Date, enter the amount to pay on this date. Scheduled Payment Discount: (optional) This is the amount you'll receive as a discount if you pay the invoice by the Discount Date. This field is based on the Payment Term selected in the invoice. You may edit this field if necessary. If no payment term is selected (see example provided) you may fill in the discount amount. Note: This field represents the amount of the Discount, not the Balance Due after the discount is taken.

Click Submit to adjust AP Invoice or Click Cancel to make no adjustments to AP Invoice.

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Void Invoices

Steps

To void a AP Invoice:

Admin In PMS Click Accounting Click A/P Click Void Invoices

Financial In PMS Click A/P Click Invoices Click Void Invoices

1. Enter Vendor Id or Click Search to find Vendor. 2. Enter Void Effective Date and Click Void button for the appropriate AP Invoice.

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AP Payments

Schedule/Un-Schedule Payments

In this screen users will schedule A/P Invoices for payment on a specified date. A/P Check runs are based on this `scheduled date'. Users can also use this screen to unschedule A/P invoices that were previously scheduled for payment.

Steps

To Schedule/Un-Schedule A/P Invoices:

Admin In PMS Click Accounting Click A/P Click Schedule/Un-Schedule Payments

Financial In PMS Click A/P Click Payments Click Schedule/Un-Schedule Payments

Payment Date: (required) Enter the Scheduled Payment Date for your A/P Invoices. Running Total: (read only) Will calculate from your A/P Invoices. Sort Options: Select your Sort Options from the drop down list Search Type: Defaults to Invoice Due Date. Can be changed to Discount Date. Cut-Off Date: (required) This will retrieve all A/P Invoices up to this date that has not been paid. Vendor Id: (required) Enter the Vendor Id or Vendor Name and Click Search. Click Get Invoices

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Once you have retrieved your vendor's A/P Invoices you may Click Edit Previously Scheduled to make changes or Click Get Previously Scheduled to bring in previously scheduled payments for this date. Invoices Available to Schedule will appear at the bottom of the screen. To schedule the A/P Invoice place a Check Mark in the Schedule box for the corresponding A/P Invoice. Scheduled Payment Amount: Enter the amount you want to pay on this scheduled date. Scheduled Discount Amount: Enter the Discount Amount for the scheduled date. Click Schedule Payments.

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Batch Print Checks

In this screen users will be able to select a batch of scheduled A/P invoices and print in a single run. To print a Batch of A/P Checks:

Admin In PMS Click Accounting Click A/P Click Batch Print Checks

Financial In PMS Click A/P Click Payments Click Batch Print Checks

Cut-Off Date: This will include all AP Invoices that have been previously scheduled up to this date that have not been paid. Check Date: Date of check. Print Instructions: Device to print checks. Checkbook: Checkbook to write transactions from. 1. Enter Cut-Off Date. 2. Enter Check Date. 3. Select Print Instructions from drop down list. 4. Click Generate Pre-Check Register to see a preview of checks that will be written or Click Write Checks. 5. Click Printed Successfully, if checks printed correct, or Click Not Printed Successfully if checks did not print correct.

Enter & Pay Invoices

This feature allows you to enter and pay a single A/P Invoice "on the fly." Checks can be handwritten (manually printed) or printed individually.

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Steps

To enter AP invoices using the Enter & Pay option:

Admin In PMS Click Accounting Click A/P Click Enter & Pay

Financial In PMS Click A/P Click Payments Click Enter & Pay

1. Begin entering AP Invoice a. Fill in the fields in the Invoice tab. Complete instructions to follow. b. Verify that distributions are correct under the Distributions tab. c. Verify that PO information is correct, if applicable, under the PO Verification tab. d. Verify that job allocations are correct, if applicable, under the Job Allocations tab. e. Enter additional information under the Optional tab. 2. Click Submit or Write Check

Screen Definition

Invoice Tab

Type: (required) Select from Invoice, Debit Memo, or Credit Memo.

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Approved: (optional) Select from Yes or No. Invoices that are not Approved can be posted, but can not be scheduled for payment. You can set a default approval status under Set-Up > Accounting > AP Defaults. Invoice Id: (required) Enter the id as it appears on your vendor's invoice. Description: (required) Enter a brief description for this invoice. Invoice Date: (required) Enter the Invoice Date. This is your vendor's date for the invoice. Effective Date: (required) Enter the invoice's Effective Date. This is the date the invoice will hit your books. Purchase Order: (optional) If this invoice is associated with a purchase order, enter the PO number here. Vendor Id/Vendor Name: (required) Search for the vendor by entering either the id or vendor name. Vendor Location: (required) If your vendor has multiple locations, select which location sent the invoice. Merchandise Total: (optional) This is the total for merchandise or services from the vendor. Miscellaneous Total: (optional) This is the total for miscellaneous expenses on this invoice. This amount will be distributed to your `Miscellaneous Expense type account. For information on setting up Miscellaneous Expense GL accounts, see the Project Management System Set-Up Guide, available online. Tax Total: (optional) If you are being charged for tax on the invoice, enter the amount of the tax here. This amount will be distributed to your `Sales Tax Expense' type account. For information on setting up Sales Tax Expense GL accounts, see the Project Management System Set-Up Guide, available online. Freight Total: (optional) If you are paying for freight on this invoice, enter the amount for freight charges here. This amount will be distributed to your `Freight Expense' type account. For information on setting up Freight Expense GL accounts, see the Project Management System Set-Up Guide, available online. Invoice Total: (read only) This will calculate the total for Merchandise, Miscellaneous, Tax, and Freight expenses on the invoice. Payment Terms: (optional) AP Payment Terms tell the system when an invoice is due and whether or not you can receive a discount from the vendor for early payment. If you have a Payment Term defined for this vendor, it will display in this field. You may select a new payment term or change the payment term at any time until the invoice is posted.

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Due Date: (required) This is the date the vendor expects this invoice to be paid. This date will be filled in based on the Payment Term selected in the invoice. You may edit this field if necessary. If no payment term is selected (see example provided) you may fill in the date. Disc. Date: (optional) This is the last date you can pay the invoice and receive a discount (if applicable). This field is based on the Payment Term selected in the invoice. You may edit this field if necessary. If no payment term is selected (see example provided) you may fill in the date. Disc. Amount: (optional) This is the amount you'll receive as a discount if you pay the invoice by the Discount Date. This field is based on the Payment Term selected in the invoice. You may edit this field if necessary. If no payment term is selected (see example provided) you may fill in the discount amount. Note: This field represents the amount of the Discount, not the Balance Due after the discount is taken.

Sales and Usage Code: (optional) If you're paying Sales and Usage Tax on the item or service purchased, select the Sales and Usage tax code here. For information on setting up Sales and Usage tax codes, see the Project Management System Set-Up Guide, available online.

Distributions Tab

The Distributions tab is where you'll tell the system what accounts in your ledger will be affected by the invoice. There are a couple of restrictions when it comes to distributions.

1. AP invoices must Credit your Accounts Payable account for the exact amount of the invoice total. 2. The transaction must be balanced (total debits = total credits.)

Beyond these two restrictions, you may debit and credit any accounts you wish on the invoice.

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Steps

To set the distributions on the AP Invoice:

1. In the AP Invoice, Click the Distributions tab. 2. Verify that distributions are correct and that the transaction is balanced. · If you have a default expense account defined for the vendor, the system will distribute the entire Merchandise Total amount from the Invoice tab to this account. · If you have a Freight Expense account defined in your PMS, the system will distribute the entire Freight Total amount from the Invoice tab to this account. · If you have a Sales Taxes Payable account defined in your PMS, the system will distribute the entire Tax Total amount from the Invoice tab to this account. · If you have a Miscellaneous Expense account defined in your PMS, the system will distribute the entire Miscellaneous Total amount from the Invoice tab to this account. ­ Or ­ If you do not have default accounts defined, you can distribute the invoice total appropriately.

Message displayed onscreen when distributions must be done manually

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a. Search for each account individually. Note: The system will search for only `AP Expense' type accounts. If you need to search for an account other than an `AP Expense' type (e.g., an Asset account) check the Non-Expense checkbox.

b. Enter the amount to distribute to each account. If you need more lines, click the More Lines button. 3. When all distributions have been entered and the transaction is balanced, the check mark on the distributions tab will turn green. You're done with distributions. Click the Submit button to save the invoice, or select the next tab.

AP Invoice - Distributions Tab - Distributions need to be entered

AP Invoice - Distributions Tab - Distributions are Complete

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PO Verification Tab

This tab is only necessary if you are keying an AP invoice that is tied to a Purchase Order in the system.

Item Id/Description: (read only) This is the id and description for each line item on the purchase order. Type: (read only) This is the type for each line item entered on the PO. This field will show: · · · · · · Inventory Misc. Lists Outside Services Tax Freight

Ordered: (read only) This is the amount ordered on the purchase order for that line item. Received: (read only) This is the quantity received (recorded as received in the Purchase Order.) Price: (read only) This is the unit price from the PO. Ext Price: (read only) This is the total price for that line item. Prior Qty Invoiced: (read only) If other A/P invoices had already posted for this line item, the quantity from the prior A/P invoices would display here. Price: (optional) Enter the selling price here. The system will use the price from the PO, but this field can be edited.

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Price Type: (optional) Select a price type (Each, Per Thousand, Per Hour, No Charge, or Lump.) The system will use the price from the PO, but this field can be edited. Ext. Price: (read only) This is calculated as the Unit Price times the Price Type. Comments: (optional) Enter any comments associated with the line item.

Job Allocations Tab

Job Allocations may be entered against a AP Invoice only if there are no Purchase Orders tied to the AP Invoice.

Amount: (required) Enter the amount for this line item for the selected Department. Job Id: (required) Enter the Job Id or Click Search to find the Job Id for this line item. Department: (required) Select a Department from the drop down list for this line item. Line Description: (required) Enter a description to describe this line item. Mark Up Factor: (optional) Enter a Mark Up Factor for this line item. Comments: (optional) Enter any applicable comments for this line item.

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Optional Tab

This tab is where you'll have the ability to specify a separate check for this invoice, a different pay to, and reasons for contesting any amount for the invoice.

Enter & Pay Different Pay To

Different Pay To: (optional) Sometimes you need the check to show a different name and address than you have for the vendor. When you check this box, the system will provide lines for keying the name and address to appear on the printed check. Separate Check: (optional) If you have multiple outstanding invoices for this vendor, but you need THIS invoice to be paid on a separate check, then check this box. Other invoices for the vendor will print on one check. This invoice will print on a separate check. Contested Code: (optional) If you're contesting any amount of this invoice, select one contested code from the list. Contested Amount: (optional) If you're contesting any amount of this invoice, enter the amount you're contesting. The full invoice amount will post to your AP and journals. When you pay this invoice, the invoice total minus the contested amount will print on the check.

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Select & Pay Invoices

In this screen users can create a check for selected invoices for one vendor. Invoices do not need to be scheduled in order to be printed from within this feature. Checks can be handwritten (manually written) or printed individually.

Steps

To pay AP Invoices using the Select & Pay option:

Admin In PMS Click Accounting Click A/P Click Select & Pay

Financial In PMS Click A/P Click Payments Click Select & Pay

1. Select Vendor 2. Select Write Instructions from drop down list. 3. Retrieve Invoices to pay

Screen Definition

Vendor ID: (required) Enter Vendor Id or Click Search to select Vendor. Vendor Name: (required) Will pre-fill from Vendor Id. Check Date: (required) Will default to Today's date. Can be modified. Running Total: (read only) Will calculate from the AP Invoices included in transaction.

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Checkbook: (required) Select checking account funds will be written from. For information on setting up Checkbooks, see the Project Management System Set-Up Guide, available online. Check Number: (required) The next sequential check number will appear in this field if using Auto Check ID. Manual: (optional) Check this box if you will manual write check and system will not be writing check. Print Instructions: (required, if not manually printing check) Select printer that will be printing your checks. Click Get Invoices Place Check in Select box for each AP Invoice you want to include. Enter Pay Amount for this AP Invoice. Enter Discount Amount for this AP Invoice. Click Write Check Click Printed Successfully if checks printed successfully or Click Not Printed Successfully if checks did not print correct and need to be printed again.

Void Checks

Steps

To void a AP Check:

Admin In PMS Click Accounting Click A/P Click Void Checks

Financial In PMS Click A/P Click Payments Click Void Checks

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1. Select Checkbook and Click Search. 2. Click Void button on the check line to void check

Spoil Checks

Steps

To spoil a single or range of AP checks:

Admin In PMS Click Accounting Click A/P Click Spoil Checks

Financial In PMS Click A/P Click Payments Click Spoil Checks

1. Select Checkbook from drop down list and Click Search. 2. Enter Starting Check Number to spoil. 3. Enter Ending Check Number to spoil.

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AP Payments

4. Click Submit

5. Click Yes, if your starting and ending check numbers or correct. Click No, if your starting and ending check numbers are not correct.

Clear Checks

Steps

To Clear AP Checks:

Admin In PMS Click Accounting Click A/P Click Clear Checks

Financial In PMS Click A/P Click Payments Click Clear Checks

1. Select Checkbook from drop down list and Click Search. 2. Enter Date Cleared, will default to Today's date. 3. Place a Check Mark in the Clear box for each check you want to clear or Click Select-All.

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4. Click Clear Checks.

Un-Clear Checks

Steps

To Un-Clear AP Checks:

Admin In PMS Click Accounting Click A/P Click Clear Checks

Financial In PMS Click A/P Click Payments Click Clear Checks

1. Select Checkbook from drop down list and Click Search. 2. Enter Date Cleared, will default to Today's date.

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3. Place a Check Mark in the Un-Clear box for each check you want to Un-Clear or Click Select-All.

4. Click Un-Clear Checks

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Record Non-AP Checks

This utility allows you to record checks written against your bank account that don't come through Accounts Payable (e.g., payroll). Non-AP Check entries recorded in the system have no effect on your journals. These are only reflected in your ending Cash Balance in the Banking Activity Inquiry screen.

Steps

To Record Non-AP Checks:

Admin In PMS Click Accounting Click A/P Click Record Non-AP Checks

Financial In PMS Click A/P Click Payments Click Record Non-AP Checks

1. Select the appropriate checkbook from the drop down list. 2. Enter the check number and amount. 3. Enter a description. 4. Click Save. Note: Notice the list of un-cleared non-ap checks. These items should be cleared in the PMS when they show as cleared by the bank. You can clear checks in the AP menu. You can modify a non-ap check until it is recorded as cleared in the PMS.

5. Click Post Batch.

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Reoccurring AP Invoices

Reoccurring AP Invoices

Create/Edit Reoccurring Invoices

Admin In PMS Click Accounting Click A/P Click Create/Edit Reoccurring Invoices Financial In PMS Click A/P Click Payments Click Create/Edit Reoccurring Invoices

Steps

How to create/edit Reoccurring Invoices:

1. 2. 3. 4. 5.

Enter Vendor Id or Click Search to find Vendor. Enter Template Id or Click Auto to assign a sequential id. Enter Start Date to begin Invoice generation. Enter End Date, date to stop Invoice generation. Select frequency Schedule from drop down list (Weekly, Bi-Weekly, Monthly, Quarterly, Annually). 6. Select Invoice Type from drop down list. 7. Enter a Description for Invoice.

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8. Select Vendor Location from drop down list. 9. Enter Merchandise Total (optional) This is the total for merchandise or services from the vendor. 10. Enter Miscellaneous Total (optional) This is the total for miscellaneous expenses on this invoice. This amount will be distributed to your `Miscellaneous Expense type account. For information on setting up Miscellaneous Expense GL accounts, see the Project Management System Set-Up Guide, available online. 11. Enter Tax Total (optional) If you are being charged for tax on the invoice, enter the amount of the tax here. This amount will be distributed to your `Sales Tax Expense' type account. For information on setting up Sales Tax Expense GL accounts, see the Project Management System Set-Up Guide, available online. 12. Enter Freight Total (optional) If you are paying for freight on this invoice, enter the amount for freight charges here. This amount will be distributed to your `Freight Expense' type account. For information on setting up Freight Expense GL accounts, see the Project Management System Set-Up Guide, available online. 13. Invoice Total (read only) This will calculate the total for Merchandise, Miscellaneous, Tax, and Freight expenses on the invoice. 14. Enter Payment Terms (optional) AP Payment Terms tell the system when an

invoice is due and whether or not you can receive a discount from the vendor for early payment. If you have a Payment Term defined for this vendor, it will display in this field. You may select a new payment term or change the payment term at any time until the invoice is posted. 15. Select Sales & Usage (options) from drop down list. If you're paying Sales and Usage Tax on the item or service purchased, select the Sales and Usage tax code here. For information on setting up Sales and Usage tax codes, see the Project Management System Set-Up Guide, available online.

16. Manual Distribute allocations. (check to NOT automatically distribute based on default accounts) 17. Separate Check place a Check to write check a separate check for this Invoice. 18. Different Pay To place a Check to write check to a Different Payee. 19. Clcik Submit to save, Click Another Inovice to add a new Invoice, Click Approve this will allow the Invoice to be generated according to frequency schedule, or Click Cancel, does not save changes.

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Reoccurring AP Invoices

Generate Reoccurring Invoices

Admin In PMS Click Accounting Click A/P Click Generate Reoccurring Invoices

Financial In PMS Click A/P Click Payments Click Generate Reoccurring Invoices

Steps

1. Enter Cut-Off Date, this is the date that will be used in the Get List to retrieve all approved AP Invoices within this date range. 2. Click Generate All Invoices. 3. Click Create New Template to add a New Invoice Template.

Select & Pay Invoices

In this screen users can create a check for selected invoices for one vendor. Invoices do not need to be scheduled in order to be printed from within this feature. Checks can be handwritten (manually written) or printed individually.

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Steps

To pay AP Invoices using the Select & Pay option:

Admin In PMS Click Accounting Click A/P Click Select & Pay

Financial In PMS Click A/P Click Payments Click Select & Pay

1. Select Vendor 2. Select Write Instructions from drop down list. 3. Retrieve Invoices to pay

Screen Definition

Vendor ID: (required) Enter Vendor Id or Click Search to select Vendor. Vendor Name: (required) Will pre-fill from Vendor Id. Check Date: (required) Will default to Today's date. Can be modified. Running Total: (read only) Will calculate from the AP Invoices included in transaction. Checkbook: (required) Select checking account funds will be written from. For information on setting up Checkbooks, see the Project Management System Set-Up Guide, available online. Check Number: (required) The next sequential check number will appear in this field if using Auto Check ID.

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Manual: (optional) Check this box if you will manual write check and system will not be writing check. Print Instructions: (required, if not manually printing check) Select printer that will be printing your checks. Click Get Invoices Place Check in Select box for each AP Invoice you want to include. Enter Pay Amount for this AP Invoice. Enter Discount Amount for this AP Invoice. Click Write Check Click Printed Successfully if checks printed successfully or Click Not Printed Successfully if checks did not print correct and need to be printed again.

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End of Period Processing

This chapter is intended to familiarize you with the PRO-MAIL® Financial System. It will cover procedures that will allow you to export Journal Entries to your outside accounting system. Instructions for setting up your Financial System can be found in the Project Management System Set-Up Guide available online at www.smapromail.com. By the end of this chapter you should be able to calculate finance charges and export journal entries.

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Calculate Finance Charges

Calculate Finance Charges

PRO-MAIL® provides the ability to calculate finance charges on past due A/R invoices. If your company will charge finance charges, please confirm that your company has set up the Calculate Finance Charges field requirements in the PMS > Setup > Accounting > A/R Defaults screen and checked the Finance Age check box within the Client Location. Default # of Days Past Due for Charges: This is the number of days past the Due Date an invoice can be late before calculating finance charges. Monthly Interest: Enter the interest rate to calculate monthly. Fiscal Period Last Run: Wait until you're ready to calculate Finance Charges for the first time before setting this. When you're ready to calculate finance charges, enter the prior period into this field. Note that you'll only do this the first time. After that, the system will update this field automatically when finance charges are run. Age Credits: If this option is checked, the system will age unused credits/ payments, showing them in the 0-30, 31-60, 61-90, 90+ columns A/R Aging inquiry screens and reports. Leaving this option un-checked will leave unused credits/ payments in the `Current' or 0-30 column.

Steps

How to Calculate Finance Charges:

Administrator View Click Accounting Click End of Period Click Calculate Finance Charges

Financial View Click Utilities Click End of Period Click Calculate Finance Charges

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1. Enter a Cut-Off Date for Processing, this will be the date to use to calculate the finance charges for any unpaid A/R invoices.(required) 2. Enter a Invoice Date, this will be the date of the Invoice. (required) 3. Enter a Effective Date, this will be the Effective Date for all Invoices processed during this transaction. 4. Click Search to retrieve a list of Unpaid A/R invoices. 5. Click Process to create Finance Charge invoices.

NOTE: The process will create a Debit Memo with the Invoice Id identified with a prefix of INT plus a sequential number. The invoices will appear on the Daily Invoice Report. The Journal Entries from Calculating Finance Charges

Debit - Accounts Receivable

Credit - Interest Income Type Account

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Export Journals

Export Journals

PRO-MAIL® provides the ability to export your A/R, A/P, and Postage Type journal entries. During the export of journals you can export all transaction types or specific transaction types to import into your outside accounting system

Administrator View Click Accounting Click End of Period Click Journals to Accounting

Financial View Click Utilities Click End of Period Click Journals to Accounting

Steps

How to export accounting transactions for import into your outside accounting system:

1. Select Export Type by Clicking box next to Journal. Defaults to checked.(required) 2. Place a Check in the box for the type of transaction you want to export.(required for at least one type) 3. Enter a Start Date, this will be the first date to include in the export file (required). 4. Enter a End Date, this will be the last date to include in the export file. (required) 5. Enter Directory Name or Path to write file too. Defaults to Directory or Path indicated in your Accounting Setup. 6. Select a Format Output from the drop down list. Defaults to system forms setting.

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7. If you choose to print a report before exporting, select a Report Type (Summary or Detailed) then Click Print Report. 8. To export Journals Click Export. After clicking Export you will receive notification if export was successful or non-successful.

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End of Period Processing

Re-export Journals

Administrator View Click Accounting Click End of Period Click Re-Export Journals

Financial View Click Utilities Click End of Period Click Re-Export Journals

Steps

How to re-export journals:

1. Place a Check in the box for the type of transaction you want to export.(required for at least one type) 2. Enter a Start Date, this will be the first date to include in the export file or Enter a End Date, this will be the last date to include in the export file or Batch Id, then click Search to retrieve transactions. 3. Enter Directory Name or Path to write file too. Defaults to Directory or Path indicated in your Accounting Setup.

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4. Select a Format Output from the drop down list. Defaults to system forms setting. 5. If you choose to print a report before exporting, select a Report Type (Summary or Detailed) then Click Print Report. 6. Place a Check by clicking the box that corresponds with the transaction line item you want to re-export or click Select All. 7. To export Journals Click Export. After clicking Export you will receive notification if export was successful or non-successful

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14

Cash Management

You can use your online bank statement to reconcile cash on a day to day basis. Most banks offer an easy to use online statement that can be accessed any time.

Bank of Connecticut Online Statement

Date 8/24/06 Type Check Withdrawal Deposit Check Withdrawal Check Withdrawal Check Withdrawal Deposit Check Withdrawal Check Withdrawal Other Withdrawal Other Withdrawal Description POD INCLEARING CHECK DDA CHECK Check Number 26177 1116 SILAS DEANE HWY WETHERSFIELD CT POD INCLEARING CHECK DDA CHECK Check Number 26190 POD INCLEARING CHECK DDA CHECK Check Number 26181 POD INCLEARING CHECK DDA CHECK Check Number 26185 1116 SILAS DEANE HWY WETHERSFIELD CT POD INCLEARING CHECK DDA CHECK Check Number 26186 POD INCLEARING CHECK DDA CHECK Check Number 26189 ATM 3345 RANDOM RD HARTFORD CT ATM 1000 ASYLUM AVE HARTFORD CT $2,165.84 $11,000.00 Withdrawal $995.27 Deposit Balance $39,806.02

8/24/06 8/24/06

$12,119.21

$40,801.29 $51,801.29

8/24/06

$4,500.00

$56,301.29

8/24/06

$705.00

$57,006.29

8/23/06 8/23/06

$24,650.00

$32,356.29 $34,522.13

8/23/06

$982.25

$35,504.38

8/23/06

$-0.65

$35,505.03

8/23/06

$-0.65

$35,505.68

Using the example above, you would record two checks cleared as of 8/23, four checks cleared as of 8/24, and two bank adjustments. The checks that show as cleared could be either A/P Checks (checks written from Accounts Payable in the PMS) or Non-AP Checks (checks written without using the PMS's Accounts Payable...these may include payroll checks, etc.) Note: Because cash receipts are recorded when they come in, there is no need to do anything with the `Deposit' type line items on the statement. They'll already be in the system.

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Record Non-AP Checks

Record Non-AP Checks

This utility allows you to record checks written against your bank account that don't come through Accounts Payable (e.g., payroll). Non-AP Check entries recorded in the system have no effect on your journals. These are only reflected in your ending Cash Balance in the Banking Activity Inquiry screen. As these checks clear on your bank statement, you'll record them as cleared in PROMAIL®.

Steps

To record Non-AP Checks: 1. In the PMS, go to Accounting > Banking > Record Non-AP Checks ­ or ­ In the Financial View of the PMS, go to AP > Banking > Record Non-AP Checks.

2. Select the appropriate checkbook from the drop down list. 3. Enter the check number and amount. 4. Enter a description. 5. Submit. Note: Notice the list of un-cleared non-ap checks. These items should be cleared in the PMS when they show as cleared by the bank. You can clear checks in the AP menu. You can modify a non-ap check until it is recorded as cleared in the PMS.

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Bank Adjustments

This utility allows you to make small adjustments to your checkbook for things like ATM fees, service charges, etc. When setting up adjustment codes, you can specify whether that adjustment should create a journal entry for your general ledger or not.

Setting up Bank Adjustment Codes

Steps

To set up a bank adjustment code: 1. In the PMS, go to Set-Up > Accounting > Bank Adjustment Codes. 2. Click Add New. 3. Enter a description for the code. 4. Select whether accounting entries will be recorded here or elsewhere. Note: By checking this box, you are telling the PMS not to debit or credit any accounts with this transaction. By leaving the box unchecked, you are telling the system to post a journal entry to Debit an expense account and Credit Cash. This journal entry will be included with your Accounts Payable journals when you export at the end of the period.

5. If you left the checkbox above unchecked, search for the account to Debit with this transaction. This is likely an expense account, however other account types may be used. Do not use Accounts Payable, Accounts Receivable, or Postage Liability. 6. Select whether the effect of the adjustment will increase or decrease the balance in the bank account.

Screen Definition

Bank Adjustment Code Set-Up Screen

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Bank Adjustments

Recording Bank Adjustments

Steps

To record small adjustments to your Bank Account: 1. In the PMS, go to Accounting > Banking > Bank Acct Adjustments. 2. Click Add New. 3. Select the checkbook and fill in an effective date. (This is the date shown on your statement. It's the date that the bank actually deducted the fee.) 4. Enter the amount. Use a positive figure. The system will know to increase or decrease your bank balance based on how you've set up the Adjustment Code. 5. Select a Bank Adj. Code from the drop down list. 6. Enter comments. 7. Submit the entry.

Screen Definition

Bank Adjustment

Checkbook: (required) Select a checkbook from the drop down list. Effective Date: (required) Enter the date that the bank posted the adjustment. Amount: (required) Enter the amount of the adjustment. No need to enter negative amounts. The system will know whether to increase or decrease your bank balance in PRO-MAIL® based on the way the adjustment code is defined Bank Adj. Code: (required) Select an adjustment code from the drop down list or click Add New to add a new adjustment code now. Comments: (required) Enter a brief comment or description about the adjustment.

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Record Cleared Checks

Flag A/P and Non-A/P checks that have cleared at the bank.

Steps

To record cleared checks: 1. In the PMS, go to Accounting > A/P > Clear Checks. ­ Or ­ In the PMS, go to Accounting > Banking > Clear Checks. 2. Select a checkbook and click Search. All outstanding AP and Non-AP checks will display. 3. Verify the date cleared. This is the date that the check shows on your bank statement. 4. Check the box at the right of each check you want to record as `cleared'. 5. Hit the Clear Checks button to clear the selected checks.

Record Checks Cleared by the Bank

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Banking Activity Inquiry

Banking Activity Inquiry

Once you've recorded your banking activity in the system, you can view your cash position.

Steps

To view Banking Activity: 1. In the PMS, go to Accounting > Banking > Banking Activity Inquiry. 2. Select the appropriate checkbook. 3. Enter a start date and end date. In the example provided, we're reviewing activity for 8/23/06 and 8/24/06. 4. Hit the Get Amounts button.

Screen Definition

Banking Activity Inquiry Screen for 8/23/06 and 8/24/06

Checkbook: (required) Select the checkbook to review. Start Date: (required) Enter the first date to review activity. End Date: (required) Enter the last date to review activity. Note: You can drill into each individual date line item to see the specific entries that make up these balances. Simply click the line item to drill in.

Beginning Balance: (read only) This is the beginning balance of your cash position. Note that this is NOT the bank's checkbook balance for that date. This balance takes

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into consideration A/P and Non-AP Checks that were waiting to clear at the bank at that time. Date: (read only) This is the date for each line of activity. Total Deposits: (read only) This is the total sum of AR Receipts, Postage Advances, and Miscellaneous Receipts for that date. Total Checks Written: (read only) This is the total sum of all AP and Non-AP Checks recorded for that date. Total Adjustments: (read only) This is the total sum of all Bank Adjustments recorded for that date. Ending Balance: (read only) This is your cash position for that date. It is calculated as: Beginning Balance + Total Deposits ­ Total Checks Written +/- Total Adjustments. Total Unpaid A/P: (read only) This is the total sum of unpaid Accounts Payable invoices as of today. This field is a hyperlink that will produce an Unpaid Invoice Listing report as of today. Uncleared Checks a/o End Date: (read only) This is the total sum of AP and NonAP Checks that have not yet been cleared by the bank. This figure is reported as of the End Date in your inquiry screen. This field is a hyperlink that will produce an Outstanding Check Register as of the End Date. Total Open A/R Billed: (read only) This is the total sum of outstanding A/R Invoices as of today. This field is a hyperlink that will produce an A/R Aging by Due Date. Cash in Bank: (read only) This figure should match the ending balance on your electronic bank statement exactly. This figure is calculated as: Ending Balance (for End Date) ­ Uncleared Checks

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15

Sales Management

PRO-MAIL®'s Sales Management feature

are second to none. Our Client Relations Management tools allow your staff to record actions, schedule future client actions, generate E-Mails and letters directly from the system for your clients and internal staff, either to one person at a time or from a mailing list.

Actions: An action is the activity conducted with a client. Actions can either be Recorded Actions (actions recorded after the activity has taken place) or Scheduled Actions (a future task a user assigns to himself or to others.) Matter: A matter is the subject or topic relating to the action or group of actions for a particular client location. A matter can remain open in the system until it is resolved. Action Type: An Action Type relates to the action you are performing for this location. Action Types is a user-defined table set up in your Project Management System Set-Up Menu. Action Class: An Action Class is a category in which to place your action into. Action Class is a user-defined table set up in your Project Management System SetUp Menu.

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Actions

Record an Action

There are a number of ways to access the Record an Action screen. All Views. Contact Names appear throughout the system as hyperlinks. Click the Contact Link to access the Record Actions screen.

Admin - Unrestricted Client Relations Financial User Click Sales Click Create Action

Client Relations Click Sales Click Record Action

Record an Action Screen

Contact: The person for whom you are recording the action should already be in this field. If not, select the contact from the drop down list or click Add New to add the contact. If you need to modify information about the contact (new last name, changed E-mail address, etc.) click Modify Contact. The rest of the Contact information should be displayed automatically.

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Action Type: Select the Actions type from the drop down list. The Action Type list is a user-defined table that is constructed in Client Relations Set-Up under the Set-Up menu of your Project Management System. Action Class: Select the Action Class from the drop down list. The Action Class list is a user-defined table that is constructed in Client Relations Set-Up under The Set-Up menu of your Project Management System.

Recorded By:

Select the Client Relations person recording this action. Note that this field will not appear in an action screen accessed through the Client Relations or Financial View. The system will assume that the Client Relations Person or Financial user logged in is the one recording the action. Matter: Select an open matter from the drop down list, search Closed Matters, or click Create New Matter to start a new topic, not previously addressed with this client location. (More on Matters later in this chapter.) Date: Today's date will be automatically displayed. You can change it if necessary. Time: The current time will be automatically displayed. You can change it if necessary. Project/Job: If the action is related to a specific Project or Job, make the appropriate selections from the drop down lists. Comments: Enter the comments/details about this action.

Record an Action screen

Elapsed Time: Select the elapsed time spent on the action. (Time is displayed in 5 minute increments to 1 hr. then in 10 minute increments.) Close Matter: If you are confident that the matter can be closed at the end of this action, select Yes. If the matter is still unresolved, select No. If you are not sure and want to leave the matter open for a while, select Close in N Days. Enter the number of days to leave the matter open before auto closing. (Note - Matters can be manually closed or re-opened using the Matter Manager. More on Matters and Matter Manager later in this chapter.)

Distribution List:

If you wish to notify other client relations personnel of this action, check the Distribution List. It will bring up a multi-select list of all client relations personnel.

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Actions

Select the client relations users to notify. When you submit your action, the system will generate an E-mail to each person on your distribution list with details about the action. Click Save Action to save the action and return to an inquiry screen of the recorded action. Click New Action to save the action and return to the search screen to record an action for another client location. Click Another to save the action and record another action for this client location. Click Save and Schedule Action to save the action and schedule an upcoming action for yourself or another user.

Schedule an Action

There are a number of ways to access the Schedule an Action screen.

Admin - Unrestricted Client Relations Financial User Click Sales Click Scheduled Action

Client Relations Click Sales Click Scheduled Action

Schedule an Action screen

Contact: The contact for whom you are scheduling the action should already be in this field. If not, select the contact from the drop down list or click Add New to add the contact. If you need to modify information about the contact (new last name, changed E-mail address, etc.) click Modify Contact. The rest of the contact information should be displayed automatically.

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Schedule For: Select the Client Relations Person for whom you are scheduling the action. If you are scheduling the action for another person, the system will generate an E-mail notifying them of the upcoming event. Date/Time: Select the Date and time this upcoming action should take place. Action Type: Select the type of action to occur. The Action Type list is a user-defined table created in the Set-Up menu of your Project Management System. Action Class: Select the class of action to occur. The Action Class list is a userdefined table created in the Set-Up menu of your Project Management System. Matter: Select an open matter from the drop down list, search closed matters, or click Create New Matter to start a new topic, not previously addressed with this client location. (More on matters later in this chapter.) Comments: Enter comments/details regarding this upcoming event. (Note - if the scheduled action is created by clicking the Save and Schedule Action button in a recorded action, the comments from the recorded action will display here. Modify the comments as necessary.) Project/Job: If the action is related to a particular project or job, make the appropriate selections from the drop down lists. Distribution List: If you wish o notify other client relations personnel of this action, check the Distribution List. It will bring up a multi-select list of all client relations personnel. Select the user(s) to notify. When you submit your action, the system will generate an E-mail to each person on the list with details regarding the action. Click Save to save the scheduled action and generate an E-mail to the appropriate client relations person. You will receive a copy of this E-mail as well. Note that if you are scheduling the action for yourself, no E-mail will be generated.

Example of an E-mail notification

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Actions

Execute/Delete a Scheduled Action

Scheduled Actions must be executed (carried out) or deleted.

Admin - Unrestricted Client Relations Financial User Click Sales Click Execute Action Fill in applicable info Click Get Actions

To delete or execute a Scheduled Action.

Client Relations Click Sales Click Execute Action Fill in applicable info Click Get Actions

Click Delete beside the action(s) to delete.

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Click Execute beside the action(s) to execute.

The Execute a Scheduled Action screen looks somewhat different from the regular Record Actions screen. The fields are the same, but most will already be filled in with the information provided when the action was scheduled.

Scheduled Action Complete? (Y/N): Will this executed action complete the scheduled action? Or will more steps be necessary before the action can be considered complete? Scheduled Comments: There are the comments entered when the action was scheduled. This is an inquiry field that can not be modified in this screen. Comments: Enter any new comments about the executed action. Make any other modifications or additions to the screen and click Save Action, New Action, Another, or Save and Schedule Action (to save your executed action and schedule another upcoming action for yourself or another user.)

E-mail an Action

PRO-MAIL® gives you the ability to E-mail your recorded action directly to the Contact for whom you recorded the action (provided that contact has an E-mail address defined in the system.)

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Actions

Enable this function by creating an Action Type designated to automatically send Emails. (Note ­ Action types are created under Client Relations Set-up in the Set-Up menu of your PMS.

Above is the set-up screen for Action Types. Note the Auto Send E-mail `Yes' radio button is selected. Only Action Types specified as Auto Send E-mail `Yes' will have the ability to E-mail directly from the system. To auto-send an E-mail to your contact, access the Record Actions screen. Select the action type designated to have this function. Fill in your comments as usual. Upon submission, an E-mail will generate to the contact.

Exercise caution when using this function. Remember that ALL comments in an Auto E-mail action will be sent directly to the contact! Make sure users know which Action Type(s) have been set up as Auto-Send E-mail Actions to avoid any potential embarrassments from unintentionally E-mailed comments.

Action History Reports

PRO-MAIL® provides a number of reports for tracking Action History.

· · · ·

User Action History Report Location Action History Report User Action Statistics Scheduled Actions

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Matter Manager

The Matter Manager helps you organize and manage the matters that are created in recorded and scheduled actions. Matter Manager can be an indispensable tool for keeping track of what issues are outstanding with your client or what issues seem to be taking up a lot of the Client Relations Personnel's time. Matter Manager lets you:

· · ·

Manually Close Matters Re-Open Matters Merge Two or More Matters into One

Admin - Unrestricted Client Relations Financial User Click Sales Click Matter Manager Fill in applicable info Click Search

Client Relations Click Sales Click Matter Manager Fill in applicable info Click Search

When the screen comes up, the default is to display all Open matters. You can change the search criteria and search again. Matter Search String: If you want to search based on the matter description, enter the search criteria here.

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Matter Manager

Search for Open/Closed: You may choose to search for Open Matters, Closed Matters, or both. Date Created: You can also search for matters based on the date they were created. Complete your search criteria and click Search to return your list of matters. You can change the status of the matter by clicking Close (on Open Matters) or ReOpen (on Closed Matters). Enter the date of the status change and click Submit. You can also merge two or more matters into one. check the Merge box beside each matter to merge. A Merged Matters Description box will appear at the top of the list of matters. It will default to the first matter selected. Make any necessary changes to the Matter description and click Submit.

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Selecting Records

PRO-MAIL® offers a way of selecting a group of Client Location records based on some common criteria. This is similar to the `Get-List' function in our Version 4. The Record Selection function is used in when generating Mass Letters and Mass E-mails, covered later in this chapter.

Selection Description: Enter a brief description for this selection. Inactive: Check Inactive to turn off this selection so that it won't be used. Num Criteria: Enter the number of criteria that will be used in making this selection. And/Or: When using `And' statements, all `And' requirements must be met for the record to be selected. In the above example the records returned must belong to Chelsea, be Active Locations, and reside in one of the states listed at the right. If one of those criteria is not met, the records will not be selected. When using `Or' statements, the system will return all records meeting any of the `Or' requirements, without regard to any previously listed `And' criteria. Selection Criteria: Use the drop down list of Location Fields to select the criteria. Relate To: Select the relationship between the criteria selection and your specific criteria:

· ·

= Equal To < > Greater Than or Less Than (NOT Equal To)

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· · · · ·

> Greater Than >= Greater Than or Equal To < Less Than <= Less Than or Equal To LIKE Similar To

Compare To: Many Selection Criteria choices will offer a drop down box for Compare To as seen in the example above. Make your selection from the drop down box. If no box is offered, type the entry to compare you Selection Criteria to. If you need to compare the selection criteria to multiple possibilities, as seen in the State criteria displayed above, click the Multi button and set your multiple entries. Click Done to submit the line item. Click Clear to clear the line item and start over. Once your selection has been defined, click Save to save the selection without testing it. Click Save and Test to save your selection and view the records returned. Click List View to return to the list without saving your changes.

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Form Letters

PRO-MAIL® provides the ability to generate a form letter for a contact directly from the system. Once the letter is printed, the system generates an action specific to that letter for the contact. You need to have a Form Letter directory defined in your System Parameters screen.

The Form Letters directory should reside on your Web Server. Create the letter using Microsoft Word's Mail Merge letter creator. Your merge fields can be found as a txt file in the FormLetters directory. Once you have created the letter in Word, save it to the FormLetters directory on your Web Server. Single form letters are generated through the Record Actions screen. An Action Type for each letter must be defined.

There is no access to this screen from the Client Relations View.

Action Type: Enter the description of the Action Type.

Auto Send E-mail:

Do you want this action type to generate an automatic E-mail to the contact? Generally speaking, you would not want to set up a `Letter' action type to auto E-mail. Letter Template: Enter the file name of the form letter as it exists in your FormLetters directory. You can click Browse to find the letter. Scheduled /Recorded Action Type: Select Recorded Action type only.

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Form Letters

Deactivate: Once the letter is out of date, you can deactivate the action type so that it can't be used. When you are ready to generate the form letter, bring up the Record Actions screen for the contact to whom you are sending the letter. Record your action as usual, making sure to select the appropriate Action Type. You may opt to add comments or not.

Click Save Action, New Action, or Another to save the action and generate the letter. A Word document will open up displaying the merged letter. The Action is saved in your Client Location.

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Mass Letters/E-mails

PRO-MAIL® provides the ability to generate Mass Letters and E-mails directly from the system. Once the letter or E-mail is generated, an action specific to that letter/Email is recorded for each contact in the list. (See Selecting Records for instructions on generating a list of client locations.) For Mass Letters, you need to have a FormLetter Directory defined in your System Parameters screen. (See Form Letters, found earlier in this chapter.)

Admin - Unrestricted Client Relations Financial User Click Sales Click Mass E-mail/Letter Click New

Client Relations Click Sales Click Mass E-mail/Letter Click New

Mass E-mails

For Mass E-mails, select E-mail in the Mass E-mail/Letters screen.

Description: Provide a brief description of this E-mail. (Note ­ This will not be the subject of the E-mail.) Action Type: Select the Action Type. This should NOT be an Auto E-mail Action Type. Action Class: Select the Action Class from the drop down list.

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Mass Letters/E-mails

Return E-mail Override: Enter the E-mail address to receive replies from contacts. Subject: Enter the Subject Line for the E-mail. E-Mail Text: Fill in the text of the E-mail.

Contact Types: Select All to send the E-mail to all contacts at the selected Client Locations. Or select Specific to select contacts by `Contact Type'. In the above example, the E-mail will go to the Key Contact and all Management type contacts at the selected client locations. Selection Definition Id: Select the Selections Definition Id, created under Selection Definition Set-Up (found earlier in this chapter.) Click Save and Test to save the changes and view a test E-mail. click Return to List to return to the previous screen without saving your changes. click Send E-mails to send the E-mails to your contacts.

Each E-mail sent via Mass E-mails is addressed individually. This assures that your contacts' E-mail addresses can remain confidential.

Mass Letters

To send Mass Letters, select Letter in the Mass E-mail/Letter screen.

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Action Type: Select the Action Type. Note - this should NOT be a `generate letter' action type. Action Class: Select the appropriate action class from the drop down list. Letter Template: Enter the name of the form letter template (including extension) or click Browse Templates to view and select. Envelope Template: If your envelope is stored in a different document than your letter, enter the template path here. Click Save and Test to test the selection. Click Create Letters to generate your letters, or click Return to List to exit without saving.

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16

Inventory

Products are individual Stock Keeping Units (SKU) stored in the warehouse. They are individual inventory items that may be used to produce a job. Products are defined in the Project Management System. Receiving is the process of entering a specified quantity of products, along with their accompanying containers and storage units, into the Warehouse Management System (WMS). The product may already have an on hand balance due to prior receipts, or may be brand new. When product receipts are entered into the system, the on hand balance is increased by the appropriate amount. There are three basic steps to the receiving process: · · · Receive the product into the Warehouse Management System (WMS). Physically put away the product in your warehouse. Confirm that you have put away the product in the Warehouse Management System (WMS).

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Creating Products

Creating Products

Client products are created in the Project Management System. They can be created from the main menu, within a project from MyProject screen, or within a job from the Jobs screen. Owner: This is the same as the Client Location. Product Id: Enter a short Customer Product Id (Max. 50 characters) or Click Auto Id to have the system create an id for you. (System-generated product ids are a combination of the client location id and a sequential id.) Description: Enter the Product Description. Product Usage: Who can use the product. · · · Exclusive to this location (only this location can use product) Exclusive to All Client Locations (any locations belonging to this client can use product) All Clients/All Locations (Products owned by `Us' that can be shared for all client locations should be created with this product type)

Valued Product: Will the value of the receipts and pulls for this product be tracked? Product Sort Categories: Select the appropriate sort categories for this product. These are user-defined tables set up in the Inventory Set-up in your Project Management System. Reorder Amount: The desired quantity of products to be available in your warehouse in order to meet your business requirements. Reorder Point: When a product falls below the Reorder Point, you can elect to have the system generate an E-mail message to the Account Representative of the appropriate fulfillment client.

Create Products from Main Menu

Client Relations View In PMS Click Select Client Location Select Client Location from drop-down list or click Search Click Inventory Click Create/Edit Products or

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Unrestricted Client Relations/Admin In PMS Click Inventory Select Owner from drop-down menu or click Search

Steps

1. Click New

2. 3. 4. 5.

Enter Product Id or Click Auto Id to assign a sequential Id (Required) Enter a product description (Required) Enter weight of product if known Select Product Usage from drop-down box

· · Exclusive to location (only location can use product) Exclusive to All Client Locations (any locations belonging to the client can use product)

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Creating Products

·

All Clients/All Locations (product is available for everyone's use)

6. Indicate if product is a Valued Product 7. The BMS currently does not use Lot/Version Tracking, defaults to No. 8. Enter Preliminary Weight of product (Optional) 9. Select Preliminary Weight Type from drop-down menu. 10. Enter Weight (Optional) 11. Select Weight Type from drop-down menu. 12. Select Status from drop-down menu. 13. Enter Reorder Point (Optional) 14. Enter Reorder Amount (Optional) 15. Select Count Frequency from drop-down menu.

16. Enter Unit of Measure (Optional) 17. Enter Value of product (Optional) 18. Enter Default Price for product (Optional) 19. Enter Height in inches for product (Optional) 20. Enter Width in inches for product (Optional) 21. Enter Length in inches for product (Optional) 22. Click Submit or to add another new product Click Another New Product.

Creating Products at Project Level

In PMS Click Projects Click Create Edit Projects Enter Project Id or Click Search

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Steps 1. Click Inventory

2. Click Create New Product

3. 4. 5. 6.

Enter Product Id or Click Auto Id to assign a sequential Id (Required) Enter a product description (Required) Enter weight of product if known Select Product Usage from drop-down box

· · · Exclusive to location (only location can use product) Exclusive to All Client Locations (any locations belonging to the client can use product) All Clients/All Locations (product is available for everyone's use)

7. Indicate if product is a Valued Product 8. The BMS currently does not use Lot/Version Tracking, defaults to No. 9. Enter Preliminary Weight of product (Optional) 10. Select Preliminary Weight Type from drop-down menu. 11. Enter Weight (Optional) 12. Select Weight Type from drop-down menu. 13. Select Status from drop-down menu. 14. Enter Reorder Point (Optional)

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15. Enter Reorder Amount (Optional) 16. Select Count Frequency from drop-down menu.

17. Enter Unit of Measure (Optional) 18. Enter Value of product (Optional) 19. Enter Default Price for product (Optional) 20. Enter Height in inches for product (Optional) 21. Enter Width in inches for product (Optional) 22. Enter Length in inches for product (Optional) 23. Click Submit or to add another new product Click Another New Product.

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Receiving Products That Have Been Defined in the PMS

Receiving is the process of entering a specified quantity of products, along with their accompanying containers and storage units, into the WMS. When product receipts are entered into the system, the on hand balance is increased by the appropriate amount. This section describes the steps on receiving a product that has already been defined in the PMS.

Steps

To receive products that have been defined in the PMS: 1. From the WMS Main Menu, select Receiving > Incoming Shipments. 2. On the Incoming Shipments Screen, complete the following fields as necessary. Received From Shipped Via Freight Bill Date / Time Customer Reference Number Comments 3. (optional) Select Weight Verification, Check box to record detailed weight information about the receipt. 4. Please Select How Many Units You Are Receiving field, select one of the following options: · · · 1 Select this option if you are receiving only one unit. 2 to 5 Select this option if you are receiving 2 - 5 units. 6 plus Select this option if you are receiving 6 or more units. Owner Selected Owner P.O. # Pre-Paid 6. (optional) Click either Expected Today, All Expected or This Owner to search for and receive an expected arrival. Skip to Step 8.

5. Complete the following fields as necessary:

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7. Enter the Product ID or Product Description of the product you are receiving in the respective field. 8. Click Search. 9. On the Location Screen, complete the following fields if you are receiving either 1 or 2 to 5 units. Unit Type Cont Type Pcs / Cont Cont Loose Pieces --or-- On the Enter Quantities - Identical Units Screen, complete the following fields if you are receiving 6 or more units. Total Pcs Total Units Unit Type Container Type # Units Pcs / Container # Containers Loose Pieces a. Click Continue. b. On the Location Screen, complete any other information as necessary. 10. On the Location Screen, click Auto Locate to have the system assign the inventory to an open location. --or-- On the Location Screen, click Manually Locate to select a location in which to assign the inventory. --or-- On the Location Screen, click Review Existing Locations to assign the inventory to a location in which the products are already located. 11. Click Another Receipt to receive more inventory from the same owner. --or-- Click Complete Shipment when you have finished receiving inventory for the owner. 12. (optional) On the Receipt Processed Screen, click Next Receipt to continue receiving products into your warehouse.

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Screen Definition

Incoming Shipment Screen

Here are the descriptions for the fields on the Incoming Shipment Screen: Received From: (required) Select the product's Supplier from the drop down menu. If this product's Supplier is not listed in the drop down menu, select Other. A blank field displays on the right. Enter the Supplier name into this field. You can define the selections for this drop down menu. Shipped Via: (required) Select the Shipper of the product you are receiving from the drop down menu. If the Shipper is not listed in the drop down menu and you want to record this information, select OTHER. Then use the Comments field to record it. You can define the selections for this drop down menu. Freight Bill: (optional) Enter the Freight Bill number. Date / Time: (required) Enter the date and time you are receiving the product. Default is the current date and time. Customer Reference Number: (optional) Enter the reference number for this receipt. Comments: (optional) Enter any miscellaneous information you want captured with the receipt. Text entered into this field displays when you drill into the receipt in the History link of Product Inquiry. Please select how many units you are receiving: (required) Select the number of units that you are receiving. Your choices include 1, 2 to 5, or 6. Default is 1. Owner: (optional) Select the appropriate owner of the product from the drop down menu. If the owner is not listed in the drop down menu, select Other. A blank field displays on the right. Enter the owner name and click Search. You can define the selections for this drop down menu.

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Selected Owner: (read only) Displays the owner that you selected from the owner field. P.O. Number: (optional) Enter the Purchase Order Number. This data is for informational purposes only. Pre-Paid: (optional) Select this option if the Purchase Order is Pre-Paid. Default is this field selected. Show Me All Expected Today: Click this button to display all products that are expected to arrive at the warehouse today. Show Me All Expected: Click this button to display all products that are expected to arrive at the warehouse. Show Me All Expected Products for This Owner: Click this button to display all expected products for just the owner that you selected in the owner field. Product ID: (optional) Enter the ID of the product that you are receiving. Unknown: (optional) Select this check box if you do not know the Product ID of the product you are receiving. Description: (optional) Enter the description of the product you are receiving. New: (optional) Select this check box if you are receiving a product whose Product ID you know, but that has not yet been defined in the system.

Screen Definition

Location Screen

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Here are the descriptions for the fields on the Location Screen: Note: When you receive more than 2 to 5 units, the information you enter into the first row of the following fields is automatically populated into the corresponding fields in the rows below them: Unit Type, Cont Type, Pcs / Cont, Cont, Loose Pcs.

Product ID: (read only) Displays the Product ID of the product you are receiving. Description: (read only) Displays the description of the product you are receiving. Version: (read only) Displays the version of the product you are receiving. Owner: (read only) Displays the owner of the product you are receiving. Product Weight: Click this button to record the product's weight. The Product Weight Screen opens. The information you enter populates the Weight and Weight Type fields in the Create / Edit Product Screen in the PMS. Bldng: (required) Select the warehouse building into which the product is being received. Auto Locate: Click this button to automatically assign each line of your receipt to one specific unit in one open location. Manually Locate: Click this button to select a specific location or numerous locations in which to locate the inventory. Review Existing Locations: Click this button to display all the locations where the product you are receiving is already located. This allows you to add the inventory to an existing unit. When the list of existing locations displays, click on a line number to assign all of the units of the product you are receiving to the existing unit. Note: This option is only available for products that have already been received.

Another Receipt: Click this button if you have other products to receive from this owner. Complete Shipment: Click this button if you have finished receiving products for this owner. Running Total: (read only) Displays the running total of the pieces you are receiving. Inventory Disposition: Click the sad face icon to display the Disposition drop down menu, from which you can select an Inventory Disposition. Inventory assigned to an Inventory Disposition is considered unavailable and cannot be used for fulfillment orders.

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Unit Type: (required) Select the Unit Type from the drop down menu. You define the selections that display in this drop down menu. Cont Type: (required) Select the Container Type from the drop down menu. You define the selections that display in this drop down menu. F Pcs / Cont: (optional) Enter the number of Pieces per Container of this product that you are receiving. Cont: (optional) Enter the number of containers of this product that you are receiving. Loose Pcs: (optional) Enter the number of Loose Pieces of this product you are receiving. Bldg. (optional) Enter the specific building in which to manually locate the unit. This automatically populates when you select a location using the Auto Locate, Manually Locate or Review Existing Locations buttons. Zone: (optional) Enter the Zone in which to locate the unit. This automatically populates when you select a location using the Auto Locate, Manually Locate or Review Existing Locations buttons. Aisle: (optional) Enter the Aisle in which to locate the unit. This automatically populates when you select a location using the Auto Locate, Manually Locate or Review Existing Locations buttons. Rack: (optional) Enter the Rack in which to locate the unit. This automatically populates when you select a location using the Auto Locate, Manually Locate or Review Existing Locations buttons. Level: (optional) Enter the Level in which to locate the unit. This automatically populates when you select a location using the Auto Locate, Manually Locate or Review Existing Locations buttons. Disposition: (optional) Select the Inventory Disposition from the drop down menu. Inventory assigned to an Inventory Disposition is considered unavailable and cannot be used for fulfillment orders. This is a user-defined table created in your PMS Set-Up Menu. Add Another Unit: Click this button to record receiving information for another unit of this product.

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Screen Definition

Receipt Processed Screen

This is an example of the confirmation screen that displays confirming a product has been received.

Screen Definition

Entering Quantities - Identical Units Screen

Here are the descriptions of the fields on the Entering Quantities - Identical Units Screen: Total Pcs: (required) Enter the total number of pieces of the product you are receiving. Total Units: (required) Enter the total units of the product you are receiving. Unit Type: (required) Select the Unit Type from the drop down menu. You define the selections that display in this drop down menu. Container Type: (required) Select the Container Type from the drop down menu. You define the selections that display in this drop down menu. # of Units: (required) Enter the number of identical units of the product you are receiving. Pcs / Container: (required) Enter the number of identical Pieces per Container of the product you are receiving. # of Containers: (required) Enter the number of identical containers of the product you are receiving.

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Loose Pcs: (required) Enter the identical number of loose pieces of the product you are receiving.

Screen Definition

Product Weight Screen

Here are the descriptions of the fields on the Product Weight Screen: Count / Weight: (required) Select the count per weight from the drop down menu. Your choices include: 1, 10 and Other. When you select Other, the screen expands to include a Count field. Weight: (required) Enter the product's weight. Your selection populates the Weight and Weight Type fields in the Create / Edit Product Screen in the PMS. Weight Verification: (optional) · · · · · · · · · · · · · · · · · Gross Unit Weight: Total weight of the Unit you are receiving. Unit Type: The type of Unit you are receiving. Container Type: The type of Container you are receiving. Actual Containers: Total Containers received on the unit. Actual Pieces: Total Loose Pieces received on the unit. Loose Container Type: The type of Loose Container being received. Piece Weight Quantity: How many Pieces are to be weighed together for the Piece Scale Weight. Piece Scale Weight: Total weight for the Pieces being received. Stated Containers: Total Containers stated to be received. Stated Pcs/Container: Total Pieces per Container stated to be received. Stated Loose: Enter total Loose Pieces stated to be received. Unit Type Weight: Weight of the Unit Type being received. Container Type Weight: Weight of the Container Type being received. Loose Container Type Weight: Weight of the Loose Container Type being received. Tare Weight: (read only) Computed___ Weight/Piece: (read only) Computed weight per Loose Piece Verified Pieces: (read only) Computed pieces verified

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· · · ·

Verified Pcs/Container: (read only) Computed Pieces per Container verified Stated Total: (read only) Computed___ Variance: (read only) Computed___ Variance %: (read only) Computed___

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Receiving Products That Have not Been Defined in the PMS

Receiving Products That Have not Been Defined in the PMS

There may be times when a product arrives on your receiving dock, and you cannot find a Product ID for it in the WMS. This can happen when a Customer Service Representative (CSR) has not defined it in the PMS. There are three potential scenarios when a new product arrives on your receiving dock. · · · You know to which owner the product belongs. You do not know to which owner the product belongs. You know the owner and the Product ID of the product, but it has not yet been created in the PMS.

In all three cases, you are able to receive the product into the WMS. At a future time, the owner can be assigned to the product and the CSR can assign the product to an existing Product ID or create a new one for the receipt. When products are received without an owner or Product ID they are given a temporary Product ID. This number always begins with the letters UNK.

Receiving a Product with a Known Owner and Unknown Product ID

There may be times when a new product arrives on your receiving dock, and you cannot find a Product ID or Description for it in the WMS, but you know to which inventory owner it belongs. You can receive the product into the WMS and automatically send an E-mail to the designated CSR notifying them of the receipt. They can assign it an existing Product ID or create a new one for it in the PMS.

Steps

To receive a product with a known owner and unknown Product ID: 1. From the WMS Main Menu, select Receiving > Incoming Shipments.

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2. On the Incoming Shipment Screen select the product's owner from the Owner drop down menu Note: Selecting an owner is what makes this process different than receiving inventory with an unknown Owner and unknown Product ID.

3. Select the Unknown check box next to the Product ID field. 4. Enter the Description of the product into the Description field. 5. Select the New check box next to the Description field. 6. Complete any other fields on this screen as necessary. 7. Click Continue. 8. On the Location Screen, complete the following fields if you are receiving either 1 or 2 to 5 units. Unit Type Cont Type Pcs / Cont Cont Loose Pieces --or-- On the Enter Quantities - Identical Units Screen, complete the following fields if you are receiving 6 or more units. Total Pcs Total Units Unit Type Container Type # Units Pcs / Container # Containers Loose Pieces a. Click Continue. b. On the Location Screen, complete any other information as necessary. 9. On the Location Screen, click Auto Locate to have the system assign the inventory to an open location. --or-- On the Location Screen, click Manually Locate to select a location in which to assign the inventory. 10. Click Another Receipt to receive more inventory from the same Received From, Shipped Via and owner. --or--

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Receiving Products That Have not Been Defined in the PMS

Click Complete Shipment when you have finished receiving inventory for the Received From, Shipped Via and owner. 11. (optional) On the Receipt Processed Screen, click Next Receipt to continue receiving products into your warehouse.

Screen Definition

Incoming Shipment Screen - Known Owner and Unknown Product ID

Here are the descriptions for the fields on the Incoming Shipment - Known Owner and Unknown Product ID Screen that have not previously been defined. Continue: Click this button to continue to the Location Screen.

Receiving a Product Whose Owner and ID are Known the ID has not yet Been Defined in the PMS

A product could arrive on your receiving docks identifying its owner and Product ID. When you try to receive it, however, the Product ID is not in the system. You can receive the product into the WMS and automatically send an E-mail to the designated CSR notifying them of the receipt. They can in turn create a new Product ID for it in the PMS

Steps

To receive a product whose ID and owner are known, but whose ID is not yet in the system: 1. From the WMS Main Menu, select Receiving > Incoming Shipments.

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2. On the Incoming Shipment Screen select the product's owner from the Owner drop down menu. 3. Enter the Product ID and Description into the respective fields. 4. Select the New check box next to the Description field. 5. Complete any other fields on this screen as necessary. 6. Click Continue. 7. On the Location Screen, complete the following fields if you are receiving either 1 or 2 to 5 units. Unit Type Cont Type Pcs / Cont Cont Loose Pieces --or-- On the Enter Quantities - Identical Units Screen, complete the following fields if you are receiving 6 or more units. Total Pcs Total Units Unit Type Container Type # Units Pcs / Container # Containers Loose Pieces a. Click Continue. b. On the Location Screen, complete any other information as necessary. 8. On the Location Screen, click Auto Locate to have the system assign the inventory to an open location. --or-- On the Location Screen, click Manually Locate to select a location in which to assign the inventory. 9. Click Another Receipt to receive more inventory from the same Received From, Shipped Via and owner. --or-- Click Complete Shipment when you have finished receiving inventory for the Received From, Shipped Via and owner. 10. (optional) On the Receipt Processed Screen, click Next Receipt to continue receiving products into your warehouse.

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Incoming Shipments Screen - Product ID is Known, but not in System

Receiving a Product with an Unknown Owner and Unknown Product ID

There may be times when a product arrives on your receiving dock and you do not know to which owner it belongs and you do not know its Product ID. Receivers can receive it into the WMS without knowing this information. When they receive a product under these circumstances, an E-mail is automatically sent to you (the warehouse manager or designated representative) notifying you of the situation. After you have researched the product, you can assign it an owner. Once the owner has been assigned, an E-mail is automatically sent to the designated CSR who can assign the product to the correct Product ID.

Steps

To receive a product with an unknown owner and unknown Product ID: 1. From the WMS Main Menu, select Receiving > Incoming Shipments. 2. On the Incoming Shipment Screen, select Unknown next to the Product ID field. 3. Enter a Description of the product into the Description field. 4. Select New next to the Description field. 5. Complete the other fields as necessary. 6. Click Continue. 7. On the Location Screen, complete the following fields if you are receiving either 1 or 2 to 5 units. Unit Type 286

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Cont Type Pcs / Cont Cont Loose Pieces --or-- On the Enter Quantities - Identical Units Screen, complete the following fields if you are receiving 6 or more units. Total Pcs Total Units Unit Type Container Type # Units Pcs / Container # Containers Loose Pieces a. Click Continue. b. On the Location Screen, complete any other information as necessary. 8. Click Auto Locate to have the system assign the inventory to an open location. --or-- Click Manually Locate to select a location in which to assign the inventory. 9. Click Another Receipt to receive more inventory from the same Received From and Shipped Via. --or-- Click Complete Shipment when you have finished receiving inventory for the Received From and Shipped Via. 10. (optional) On the Receipt Processed Screen, click Next Incoming Shipment..

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Screen Definition

Incoming Shipment Screen - Unknown Owner and Unknown Product ID

Assigning an Owner to a Product That was Received Without One

After a receipt has been recorded in the WMS, you can assign owners to products that were received without one. This can be accomplished in two ways. · · Using the menu options in the WMS. Clicking a hyperlink in the Unidentified Receipt E-mail.

Assign Owner with Unidentified Receipt Menu

You can assign an owner to a product that was received without one any time after the receipt. Note: The Put Away Manifest ID is required in order to assign an owner to a receipt using the menu options.

Steps

To assign an owner to a product using the Unidentified Receipt Menu: 1. From the WMS Main Menu, select Receiving > Receiving Utilities > Associate Owner With Unidentified Receipt.

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2. On the Associate Owner with Unidentified Receipt Screen, enter the Put Away Manifest ID, or hit Submit if the Put Away Manifest ID is unknown.. Note: The Put Away Manifest ID is the same number as the Processed Receipt Number.

3. Click Submit. 4. On the Associate Owner With Unidentified Receipt Search Screen, click the Binocular Icon to the right of the Owner Search String field. 5. Select the owner of the product. Once you make your selection, the Associate Owner With Unidentified Search Screen displays again and your selection appears next to the Selected Owner field. 6. Click Associate. A confirmation screen displays.

Screen Definition

Associate Owner With Unidentified Receipt Screen

Here is the description of the field on the Associate Owner with Unidentified Receipt Screen: Put Away Manifest ID: (required) Enter the Put Away Manifest ID. The Put Away Manifest ID is the same number as the Processed Receipt Number.

Screen Definition

Associate Owner With Unidentified Receipt Search Screen

Here are the descriptions of the fields on the Associate Owner With Unidentified Receipt Search Screen:

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Put Away Manifest ID: (read only) The ID of the Put Away Manifest to which this product belongs. The Put Away Manifest ID is the same number as the Processed Receipt Number. Receipt Date: (read only) The date and time the product was received. Received From: (read only) The name of the Supplier from which you received the product. Comments: (read only) Comments that were entered during the receiving process. Freight Bill: (read only) The Freight Bill number. Shipped Via: (read only) The name of the Shipper from which you received the product. Product ID: (read only) The ID of the product. This ID starts with UNK when the product is received as an unknown product. Description: (read only) The description of the product. Version: (read only) The version of the product. Quantity Received: (read only) The quantity of the product that was received. Owner Search String: (required) Enter either the Owner ID or the Owner Name or leave blank to return all owners. For more information on search techniques see page 6. Binocular Icon: Click this icon to search for the inventory owner. Selected Owner: (read only) The owner you selected to associate with the product. Associate: Click this button to assign the selected owner to the product.

Assign Owner via E-mail

You can assign an owner to a product by clicking the hyperlink that is provided in the Unidentified Receipt E-mail. Unlike assigning an owner to a product through the WMS menu, you do not need to know the Put Away Manifest ID when you use the hyperlink in the E-mail.

Steps

To assign an owner to a product using the link in the Unidentified Receipt E-mail:

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1. Open the Unidentified Receipt E-mail. 2. Click the link under the words "Click on the following hyperlink to assign owner now:" The Associate Owner With Unidentified Receipt Search Screen opens. 3. On the Associate Owner With Unidentified Receipt Search Screen, click the Binocular Icon to the right of the Owner Search String field. A list of product owners displays. 4. Select the owner of the product. Once you make your selection, the Associate Owner With Unidentified Search Screen displays again and your selection appears next to the Selected Owner field. 5. Click Associate

Screen Definition.

Unidentified Receipt E-mail

This is an example of the Unidentified Receipt E-mail.

Assigning a Product ID to a Product

You assign a Product ID to a product in two cases. · · When the product was received as an unknown product and has been assigned a Product ID by the WMS starting with the letters UNK. When a new product was received in the WMS with a Product ID, but the Product ID had not yet been created in the PMS at the time of the receipt.

You can begin the process of assigning a Product ID to the product once it has been assigned an owner in the WMS. Assigning a Product ID to a product is done in the PMS.

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Receiving Expected Arrivals

Receiving Expected Arrivals

Sometimes the CSR knows when products are expected to arrive at the warehouse. When they have this information, they can create an Expected Arrival in the PMS. This feature allows them to enter the date, time and quantity of the product that will arrive at the warehouse. The goal of using the Expected Arrival feature is to inform you that inventory for products is scheduled to arrive. This information is available on the Product Inquiry Screen, and on reports in the WMS. You can use these reports as scheduling tools to ensure you have enough warehouse workers on hand to receive and put away the inventory. This feature can also be used to track partial receipts. For example, the CSR recorded an Expected Arrival of 5,000 brochures. Only 1,000 arrived. Expected Arrival reports in the WMS would display an outstanding balance of 4,000 pieces. You could notify the CSR that the balance is outstanding. Receiving an Expected Arrival is a simple step that can be initiated throughout the receiving process. During the receiving process, you can search for Expected Arrivals that have been entered by CSRs. You can search using three different criteria: · · · By all products that are expected to arrive today By all products that are expected, regardless of date By all products that are expected by a specific owner.

When you receive an Expected Arrival, the quantity received is decremented from the quantity that is expected.

Steps

To receive an Expected Arrival: 1. From the WMS Main Menu, select Receiving > Incoming Shipments. 2. On the Incoming Shipments Screen, complete the fields as necessary. 3. Click Expected Today to receive a list of products that are expected to arrive in the warehouse today. --or-- Click All Expected to receive a list of products that are expected to arrive in the warehouse for any date. --or --

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Click This Owner to receive a list of products that are expected to arrive in the warehouse for the owner you selected. Note: If you select an owner and then click any of these buttons, only the products for the owner are displayed.

4. On the Expected Today Screen, select the product you are receiving from the list. --or-- On the All Expected Screen, select the product you are receiving from the list. --or-- On the Expected Screen, select the product you are receiving from the list. 5. Locate Inventory as needed and complete the Receipt.

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Receiving Leftovers

Receiving Leftovers

After pulling products from warehouse shelves (by using a Production Pull), you may want to return a portion of the total amount of products to their original location. This happens most often when you are doing project work for a customer. You can accomplish this by using the Receiving Leftovers process.

Steps

To return Leftovers to the warehouse: 1. From the WMS Main Menu, select Receiving > Leftovers. 2. On the Enter Travel Ticket ID Screen, enter the Travel Ticket ID. --or-- On the Enter Travel Ticket ID Screen, if you do not know the Travel Ticket ID, select Unknown. a. Click Submit. b. On the Product Lookup Screen, search for the Product you want to return to the warehouse. For more information on search techniques see page 6. c. Skip to Step 4. 3. Click Submit. 4. On the Process Leftover Transaction Screen, complete fields as necessary. 5. Click Post. A confirmation screen displays. Note: A Put Away Manifest is generated. If you have your Put Away Manifest Confirmation set to Manual, you should confirm the Manifest once the inventory is in place.

Screen Definition

Enter Travel Ticket ID Screen

Here are the descriptions of the fields on the Enter Travel Ticket ID Screen: Travel Ticket: (optional) Enter the ID of the Travel Ticket for which you are receiving Leftovers.

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Unknown: (optional) Select this check box if you do not know the ID of the Travel Ticket for which you are receiving Leftovers.

Screen Definition

Process Leftovers Transaction Screen

Here are the descriptions for the fields on the Process Leftovers Transaction Screen: Travel Ticket: (read only) The Travel Ticket ID for which you are receiving Leftovers. Date: (required) The date and time the Leftover receipt is initiated. The current date and time is automatically populated. Product ID: (read only) The ID of the product you are receiving as a Leftover. Description: (read only) The description of the product you are receiving as a Leftover. Seq ID: (read only) A system ID used to track the number of Leftovers receipt processes that have been initiated. Entity: (read only) This field references the product owner. Job: (read only) Displays the Job ID that the Leftover is being received as a result of if applicable. Original Unit: (optional) Select this option if the Leftovers are to be returned to the Original Unit. Original Unit is the default selection. New Unit: (optional) Select this option to return the Leftovers to a New Unit. Existing Unit: (optional) Select this option to return the Leftovers to an existing unit different from the Original Unit.

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Receiving Leftovers

Containers: (required) Enter the number of containers you are receiving. Pcs per Container: (required) The number of pieces per container. Loose Pieces: (required) Enter the number of loose pieces you are receiving. Unit Type: (required) Select the type of unit you are receiving. If you selected to receive the product to an existing unit, that unit's unit type is populated into this field. Container Type: (required) Select the container type for the product you are receiving. If you selected to receive the product to an existing unit, that unit's container type is populated into this field. Comments: (optional) Enter any miscellaneous comments. Zone: (required) Select the Zone into which you are receiving the product. If you selected to receive the product to an existing unit, that unit's Zone is populated into this field. Aisle: (required) Enter the Aisle into which you are receiving the product. If you selected to receive the product to an existing unit, that unit's Aisle is populated into this field. Rack: (required) Enter the Rack into which you are receiving the product. If you selected to receive the product to an existing unit, that unit's Rack is populated into this field. Level: (required) Enter the Level into which you are receiving the product. If you selected to receive the product to an existing unit, that unit's Level is populated into this field. Post: Click this button to record the transaction.

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Voiding Receipts

You can void a receipt for a shipment that has been received in error. Note: You cannot void a receipt if there have been pulls recorded against the unit to which the receipt was made.

Steps

To void a receipt: 1. From the WMS Main Menu, select Receiving > Receiving Utilities > Void Receipt. 2. On the Void Receipt Screen, enter the Receipt ID. Note: The Receipt ID can be found by inquiring on the product in the WMS, clicking the History link and drilling into the receipt.

3. Click Submit. The screen expands. 4. Review information on the Void Receipt Transaction Screen. 5. Click Void Receipt. A confirmation screen displays.

Screen Definition

Void Receipt Information Screen

Here are the descriptions for the fields on the Void Receipt Information Screen: Receipt ID: (required) Enter the Receipt ID Number. The Receipt ID can be found by inquiring on the product in the WMS, clicking the History link and drilling into the receipt.

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Voiding Receipts

Screen Definition

Void Receipt Transaction Screen

Here are the descriptions of the fields on the Void Receipt Transaction Screen: Receipt ID: (read only) The Receipt ID you are voiding. Owner: (read only) The Owner of the product. Product ID: (read only) The Product ID. Description: (read only) The Description of the product. Version: (read only) The version of the product, if applicable. Total Units: (read only) The total number of units for the receipt you are voiding. Total Pieces: (read only) The total pieces for the receipt you are voiding. Void Receipt: Click this button to void the receipt.

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Inventory Dispositions

Applying Inventory Dispositions to a Receipt

You can apply Inventory Dispositions to a unit containing a product during the receipt process. You may want to do this when the inventory you are receiving is damaged. When you assign an Inventory Disposition to the unit, the inventory on that unit is designated as Unavailable and cannot be used.

Steps

To apply an Inventory Disposition to a unit during the receiving process: 1. From the WMS Main Menu, select Receiving > Incoming Shipments. 2. On the Incoming Shipments Screen, complete the fields as necessary. 3. On the Location Screen, complete the fields as necessary. 4. Click the Inventory Disposition icon. 5. Select an Inventory Disposition from the Disposition drop down menu. 6. Complete other fields as necessary. 7. Click Another Receipt to receive more inventory from the same owner. --or-- Click Complete Shipment when you have finished receiving inventory for the owner. 8. (optional) On the Receipt Processed Screen, click Next Receipt to continue receiving products into your warehouse.

Applying Inventory Dispositions When Adjusting a Unit

When you make an adjustment to a unit, you can apply an Inventory Disposition to it.

Removing an Inventory Disposition Designation

Changing the Status of a unit through the unit adjustment feature allows you to remove an Inventory Disposition from a unit, and make the inventory available for use.

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Confirming Receiving Forms

Confirming Receiving Forms

You have the option to print Put Away Manifests and Travel Tickets when you receive inventory. These forms are used to verify that the inventory was physically placed in the designated storage location within the warehouse. Confirming these forms provides a "checks and balance" accountability within the warehouse to ensure that the inventory was placed in the appropriate storage location.

Confirming Put Away Manifests

In the WMS, Put Away Manifests can be confirmed either automatically or manually, according to your preference.

Confirming a Put Away Manifest Using an RF Unit

You can use an RF Unit to confirm Put Away Manifest forms. You can run the Put Away Manifest Report periodically to help you monitor the confirmation of Put Away Manifests. A high volume of unconfirmed Put Away Manifests is an indicator of potential problems in the warehouse.

Confirming a Put Away Manifest Manually

Confirming Put Away Manifests provides a "checks and balance" accountability within the warehouse to ensure that the inventory was placed in the appropriate storage location. When you confirm the Put Away Manifest, you can indicate that it was physically placed in the storage location designated on the form, or you can designate that it was placed somewhere else in the warehouse. You can also assign a Trouble Type to the unit which can trigger an E-mail notifying the warehouse manager that there is a problem. You can run the Put Away Manifest Report periodically to help you monitor the confirmation of Put Away Manifests. A high volume of unconfirmed Put Away Manifests is an indicator of potential problems in the warehouse.

Steps

To confirm the Put Away Manifest manually: 1. From the WMS Main Menu, select Receiving > Confirm Put Away.

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2. On the Enter Manifest ID Screen, enter the Put Away Manifest ID. Note: The Putaway Manifest ID is the same number as the Processed Receipt Number.

3. Click Submit. 4. On the Put Away Manifest Confirm Action Screen, verify that the check boxes in the Confirm column are selected for the units you are confirming. 5. Complete other fields as needed. 6. Click Confirm. A confirmation screen displays.

Screen Definition

Enter Manifest ID Screen

Here is the description for the field on the Enter Manifest ID Screen: Enter Put Away Manifest ID or Unit Placard ID: (required) Enter the Put Away Manifest ID Number. This is the same number as the Processed Receipt Number.

Screen Definition

Put Away Manifest / Unit Placard Confirm Screen

Here are the descriptions for the fields on the Put Away Manifest / Unit Placard Confirm Screen: Put Away Manifest ID: (read only) The ID of the Put Away Manifest.

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Product ID: (read only) The ID of the product that is being confirmed. Description: (read only) The description of the product that is being confirmed. Version: (read only) The version of the product that is being confirmed. Date / Time: (read only) The date and time the Put Away is being confirmed. Confirm?: (optional) Select the check box in this column next to each unit that is being confirmed. Create New Unit Placard? (optional) Select the check box in this column next to each unit for which a new Unit Placard should be printed. Unit ID: (read only) The ID of the unit the product was supposed to be placed into. Cont. (read only) The number of containers that were supposed to be placed into the unit. Pcs. / Cont: (read only) The pieces per container that were supposed to be placed into the unit. Loose: (read only) The number of loose pieces that were supposed to be placed into the unit. Total Pcs. (read only) The total number of pieces that were supposed to be placed into the unit. Zone: (read only) The Zone the product was supposed to be placed into. This can be changed by clicking the binoculars in the Search Loc. column. Location: (read only) The Location the product was supposed to be placed into. This can be changed by clicking the binoculars in the Search Loc. column. Search Loc: Click the binoculars in this column to search for a Zone and Location that the product was placed into if it is different than was is listed on the Put Away Manifest form. Trouble: Click this button to assign the inventory an Inventory Disposition. Confirm: Click this button to confirm that the selected units have physically been placed in the locations designated on the screen.

Confirming a Put Away Manifest Automatically

You can use this method of Put Away Manifest confirmation if you do not want each Put Away Manifest physically confirmed. When you use this option, the WMS automatically confirms the Put Away Manifest without any intervention required on your part. This option provides the least amount of accountability and does not ensure that inventory is physically placed in the correct location.

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Unconfirmed Put Away Manifest Report

You can view or print the Unconfirmed Put Away Manifest Report if you are using the Manual Confirm option. This valuable report helps you monitor the confirmation of Put Aways. A high volume of Unconfirmed Put Aways is an indicator of potential problems in the warehouse.

Steps

To run the Unconfirmed Put Away Manifest Report: 1. From the WMS Main Menu, select Receiving > Reports > Unconfirmed Put Away Manifest Report. 2. On the Unconfirmed Put Away Manifest Report Screen, select your report specifications as necessary. 3. Click Submit. 4. View the report on your screen and / or print it as necessary.

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Example

Unconfirmed Put Away Manifest Report

This is an example of the Unconfirmed Put Away Manifest Report.

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Confirming Travel Tickets

Travel Tickets stay with a product from the moment the product is pulled until any Leftovers are put away in the warehouse. You will not be able to return Leftovers to the warehouse without an accompanying Travel Ticket.

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