Chapter 3: Insight into the Database
|
Insight Into the Database GENESYS provides easy access, or "HOT KEYS" to retrieve the historical information for review and analysis. The main tools are the Insight programs. The Insight programs, or Insight Hot Keys, allow operators to quickly and easily retrieve information about any of the following for viewing on the terminal: Customers Inventory Vendors Salesmen General Ledger Accounts Codes Sales Orders Sales Invoices Purchase Orders and Receivers Workorders
Insight programs may also be accessed from the Master Selector. Once inside an Insight program, data may be retrieved at certain fields in simple and efficient manners:
- by entering a "." and (Return) to bring up the complete listing from beginning to end
- by entering the first few characters and (Return) to bring up a listing with all references beginning with those characters
Remember, you are not limited to just the item number or customer / vendor number--you may return to the Name or Description field, or to the Product Class field, etc. to bring up the references from which to select! Also, an Executive Insight program displays up-to-the-minute financial information for the owner/manager. It includes a Working Capital analysis, Profit & Loss statement, Cash Flow projection, and Aged Receivables and Payables. Each day management can quickly monitor the key areas of your company’s fiscal strengths and weaknesses.
Customer Insight
Genesys provides a sophisticated tool for retrieving customer, order, and invoice information so you can easily and quickly respond to customer needs. This is the Customer Insight program. It is designed to give a comprehensive picture of the current status of any customer on the video display screen.
Several screens of information may be viewed including: MASTER: a customer's name and address, contact, salesman, terms, and other master file data, plus current credit standing including total aged receivables. ORDERS: current open orders for the customer, shipped orders (invoices) that have not been paid, and closed orders (paid invoices) in order number sequence. A/R: the customer's accounts receivable open items listed in due date sequence and closed transactions (paid invoices) in transaction number sequence. SALES: sales analysis summarized by product class, or in detail by item number, showing MTD, YTD, and Last-Year-Total sales dollars and gross profit percent. PRICES: any items or product groups included in "contract" pricing for the customer. CARD-X: inventory transactions (issues) to the customer over the past 12-24 months (depending on the number of prior periods you wish to save detail for), showing the date, transaction number, item number, quantity shipped, and unit price. LEDGER: accounts receivable transactions (invoices, payments, and adjustments) for the customer over the past 12-24 months (depending on the number of prior periods you wish to save detail for), showing the date, transaction number, check number, and amount. DEPOSITS: the customer’s open deposits are displayed, listed in transaction date sequence. NOTES: all of the notes pertaining to collections, history, directions or phone numbers that have been entered either through the Maintenance program, Accounts Receivable program or the Notes program.
The initial prompt appears: Enter lookup data, (RETURN) for next lookup method, You begin by typing a lookup key which the program uses to retrieve customers from disk memory. There are five ways to look up customers: Account number 6 characters |
You may type all, or part of, any one of these fields, then press (RETURN) to initiate your search.
Press (RETURN) to skip from one lookup method to the next.
Any customers that match the lookup key will be listed on the screen. This gives you an easy way to retrieve any customer. If the desired customer does not display using one lookup method, try a different method or until all methods are exhausted.
You may now choose one customer to view in detail.
Select a LINE NUMBER to display, or (END)
As many as 19 customers will display at one time. Select the desired customer by typing a line number (1-19). You may choose to (END) to return to the initial LOOKUP step.
Select LINE# to display, (RETURN) for page, (SPACE) for line, or (END)
When more than 19 customers match the specified lookup key, the first 19 will display, then you may select one of the 19, or press (RETURN) to view additional customers. You may also (END) to return to the initial LOOKUP step.
(M)aster, (O)rders, (A)/R, (S)ales, (P)rices, (C)ardX, (L)edger, (D)eposits, (N)otes
You may view any of the seven detail screens, or you may (END) to return to the LOOKUP step.
If you press (RETURN), one of these screens, the next screen in the sequence, appears.
MASTER screen
The master screen shows the information stored in the Customer master record--name and address, contact and phone, salesman, terms, credit limit, aged A/R balance, current open order balance, available credit, brief sales history, and a three-line, fifty-character-per-line customer profile.
When the master screen has been displayed, you may again choose to view one of the seven detail screens.
ORDERS screen
The orders screen lists all open orders for this customer, and also any shipped orders (invoices) that are yet unpaid. GENESYS keeps the detail of each invoice until the end of the month in which the invoice is paid in full, or adjusted to a zero balance. You can tell if an order is "open" or shipped by looking at the Invoice Number column Open orders do not have an assigned invoice number. Backorders have an additional digit (or letter) following the order number. For example, the order numbered 011394-1 is a backorder of the original order numbered 011394.
Also, all paid invoices may be viewed by selecting "O" a second time to prompt the question, "Do you want to include prior transactions? (Y) or (N)". Select "Y".
Select a LINE NUMBER to display, or press (RETURN)
As many as 15 of the customer's open orders may display at one time. If you desire, you may select one order to view in detail by typing the line number (1-15) next to the desired order. You may look at the order header and line item screens.
If you need to see closed orders, simply (RETURN) to view the sub-menu again and select (O)rders--this will bring up the prompt, "Do you want to include prior transactions? (Y) or (N)". Both open and closed orders will appear.
Or, you may press (RETURN) to view one of the other seven detail screens.
Select (H)eading, (L)ines, or (END)
Type "H" to view the order header screen or "L" to view the order line item screen (including order or invoice totals).
Or, you may (END) to return to the ORDERS detail screen.
A/R screen
The accounts receivable screen shows open items much as an A/R ledger sheet might. The transactions (invoices, credit memos, finance charges, on-account payments) are listed in sequence by due date. The transaction number, date, customer purchase order number, due date, and original amount are shown, then any debits or credits applied to the original transaction are immediately beneath it. A running balance is accumulated. Any past due invoices are highlighted--the system shows the number of days late in the rightmost column.
If you need to see paid transactions, simply (RETURN) to view the sub-menu again and select (A)/R--this will bring up the prompt, "Do you want to include paid transactions? (Y) or (N)". Both paid and unpaid transactions will appear.
When all A/R transactions are displayed, you may again choose to view one of the seven detail screens.
SALES screen
The sales analysis screen shows the total sales and gross profit percent for the current month-to-date, year-to-date and total of last year.
You may choose to display those items that have been sold to a customer during the current or prior fiscal years.
Select (S)ummary, (D)etail, or press (RETURN)
Select "S" to see total sales summarized by PRODUCT CLASS code.
Select "D" to display individual ITEM NUMBERS. If you select the detail option, you may input an ITEM NUMBER to begin the display, or you may press (RETURN) to output all items sold to the customer. Items are displayed in PRODUCT CLASS sequence.
Or, you may press (RETURN) to skip the sales analysis and return to choose one of the seven detail screens.
When all sales analysis information for a customer has been displayed, you again may choose to view one of the seven detail screens.
PRICES screen
If you have established any "contract" pricing for the customer, these contract price records display on this screen.
When all contract pricing information for a customer has been displayed, you again may choose to view one of the seven detail screens.
CARD-X screen
The Card-X screen displays all inventory transactions (issues) involving this customer over the past 12 months. It shows the date and transaction number, the item number and description, and the quantity shipped and unit price. Transactions appear in a reverse date sequence, showing the most recent activity first.
A scrolling feature lets you bring up several pages of transaction history if desired.
You may choose to isolate the issues of one specific item number, perhaps to learn the price you have been using for this customer. When the screen selection message, "(M)aster, (O)rders, (A)/R...", appears, type "C" for CARD-X again. Remember, you must select CARD-X and view the first page, then select CARD-X again to get the following prompt:
View OUTS for which ITEM NUMBER, (RETURN) for ALL, or (END)
Enter the desired item number. The program will scan the Card-X file for the customer and display only the transactions involving this item number. Again, the most recent activity displays first.
If you press (RETURN), all items are included, just as when you select CARD-X initially.
When all inventory Card-X information for a customer has been displayed, you again may choose to view one of the seven detail screens.
LEDGER screen
The A/R Ledger screen displays all Accounts Receivable transactions (invoices, payments, and adjustments) involving this customer over the past 12 months. It shows the date and transaction number, the customer's P/O number, check number, and amount. It includes the customer's A/R balance and the number of days late of his oldest invoice at the time of the transaction. This information gives an indication of the credit rating for the customer, since it will show the high balance for the past 12 months and also the greatest number of days past due.
Use this screen to research the customer's accounts receivable activity. Has a customer's check been posted? When was the last invoice? Last payment?
Transactions appear in a reverse date sequence, showing the most recent activity first. A scrolling feature lets you bring up several pages of transaction history if desired. Remember, as you scroll, you are scrolling backward in time.
When all A/R Ledger transactions are displayed, you may again choose to view one of the seven detail screens.
DEPOSIT screen
The Deposit screen displays all deposit transactions (invoices, payments, and adjustments) involving this customer over the past 12 months. It shows the transaction number, date, the customer's deposit check number and amount, or the invoice amount, and the balance.
This ledger screen is somewhat unusual in that the Balance column appears before the Debits and Credits columns. This is because the Balance column is not meant for a "running balance" as it is for most accounting ledgers. In this ledger, the balance indicates what amount of the deposit has not been applied towards an invoice.
For example, a customer may deposit $10,000 on a sales order totaling $30,000. However, if there are back-orders, the customer may be invoiced in increments and you may wish to apply just a portion of the deposit to the first invoice. The balance column will display what is unapplied towards invoicing. Once the full deposit amount has been applied, then the balance will show a "0.00".
Use this screen to research the customer's deposits activity.
NOTES screen
This screen is for viewing any notes that were entered either through the Customer Maintenance program or the Notes/Profile program. The customer number and name appear at the top of the screen. The prompt allows you to (R)eview all of the notes, go to the (L)ast page, or (C)hange the code. The number of codes to choose from depends on what exists in the "H" code (Notes codes) in the Codes Maintenance program.
End The Program
Return to the LOOKUP screen and press (END) rather than typing a lookup key. The program ends and the system returns to the Selector.
Inventory Insight
GENESYS provides a sophisticated tool for retrieving inventory information so that you can respond to customer service needs. This tool is the Inventory Insight program. It is designed to give a comprehensive picture of the status of any inventory item on the video display screen.
Several screens of information may be viewed including:
MASTER: inventory master file information, prices, stock balances and substitute items.
ORDERS: current open customer orders and purchase orders for the item.
SALES: a detail list of customer sales showing MTD, YTD, and Last-Year-Total dollars and gross profit percent.
CARD-X: a Card-X history of all transactions for the item including a feature to isolate issues to a selected customer, or receipts from a selected vendor.
VENDORS: purchasing information about the item including vendor-specific data for those cases when multiple vendors exist for an item.
RECEIPTS: a detailed display of purchase receipts by vendor showing MTD, YTD, and Last-Year-Total units and dollars.
BILL OF MATERIALS: a list of the raw materials that are used to build the finished good item, including the current available quantities and material unit costs.
WHERE USED: information on any raw materials that are used in a Bill-of-Materials. This screen displays what Finished Good item numbers utilizes this part and the quantity of units required, and how many are immediately available.
USAGE: comparative monthly breakdown of how many units of this item were sold or used in both the current year and the prior year, and then the year-to-date total. Also, the primary vendor number and name appears with month-to-date and year-to-date units, volume, and landed cost information. This screen is helpful in determining the seasonal ups and downs of inventory usage.
NOTES: access to any notes that have been entered for that item. Notes may be viewed in the Insight program, but they must be entered either in the Maintenance program or the Notes program under Miscellaneous.
The initial prompt appears:
Enter lookup data, (RETURN) for next lookup method,
or (END)
You begin by typing a lookup key which the program uses to retrieve inventory items from disk memory. There are five ways to look up inventory.
The first is to simply enter "." (End). This will bring up the entire listing of inventory, in numerical order, and you may then select the line # that you wish, or (return) to the next page to continue viewing the list.
The other ways are by:
Item number 17 characters
Description 35
Product class code 2
Primary vendor number 6
Generic description 6
You may type all, or part of, any one of these fields, then press (RETURN) to initiate your search.
Press (RETURN) to skip from one lookup method to the next.
Any inventory records that match the lookup key will be listed on the screen. This gives you an easy way to get to inventory information, and lets you evaluate several items grouped by item number, product class, vendor, or generic description. If the desired item does not display using one lookup method, try a different method or until all methods are exhausted.
You may use the Order Desk feature to select Inventory Insight by first using Customer Insight to retrieve a customer, then pressing function key (F4). The customer's number and name appear at the upper right of the Inventory Insight screen. This means that the unit price displayed for each item is the customer's price based on the pricing method established for this customer and each item.
The LOOKUP screen also displays merchandise availability. It shows the current quantity available to sell. This is computed as the quantity ON HAND less the quantity ALLOCATED to customer orders and backorders. The screen also shows the total incoming quantity which represents all quantities ON PURCHASE ORDERS.
If you are using the MULTIPLE WAREHOUSE capability, you may supply a warehouse code when using the Item Number lookup method. If you specify one warehouse code, only items from that warehouse are displayed. If you use a blank warehouse code, then items from all warehouses are retrieved and displayed.
If you are using the SUBSTITUTE ITEM feature, when you use the Item Number lookup method the program displays substitute item numbers as well as primary item numbers. The substitute numbers will have an asterisk (*) next to the item number. When you select one item to view in detail, the primary item (the actual inventory record that is linked to the substitute number) is displayed.
You may now choose one inventory item to view in detail.
Select a LINE NUMBER to display, (RETURN) for page, (SPACE) for line, or (END)
As many as eight items will display at one time. Type a line number (1-8) to select the desired item.
Or, you may press (END) to return to the LOOKUP step.
When more than eight items match the lookup key, the first eight will display and you may select one of the eight, or press (RETURN) to view additional items, or you may space to advance line by line. You may also (END) to return to the LOOKUP step.
(M)aster, (O)rders, (S)ales, (C)ardX, (V)endors, (R)eceipts, (B)ill of materials, (W)here, (U)sage, (N)otes
You may view any of ten detail screens, or (END) to return to the LOOKUP step.
If you press (RETURN), the next detail screen in the sequence displays.
MASTER screen
The master screen shows the information stored in the inventory master record--description, product class, primary vendor, up to nine price levels, date last in (received or produced), date last out (issued), average monthly sales, average inventory value, current stock balances for as many as eight warehouses, and a three-line profile.
When the master screen has been displayed, you may again choose to view one of the seven detail screens.
ORDERS screen
The orders screen lists, in due date sequence, each unfulfilled customer order and each outstanding vendor purchase order for the item. This paints a picture of the impending availability of merchandise--when new stock is arriving, which customer orders need to be expedited, or which orders might be postponed to keep another customer happy.
Select a LINE NUMBER to display, or press (RETURN)
As many as 15 orders may display at one time. If you desire, you may select one sales order, purchase order, or workorder to view in detail by typing the line number (1-15) next to the desired order. You may look at the order header and line item screens.
Or, you may press (RETURN) to view one of the other seven detail screens.
Select (H)eading, (L)ines, or (END)
Type "H" to view the order header screen or "L" to view the order line item screen (including order or invoice totals).
Or, you may (END) to return to the ORDERS detail screen.
When all orders have been shown, you may again choose to view one of the seven detail screens.
SALES screen
The sales analysis screen shows the total sales and gross profit percent for the current month-to-date, year-to-date and total of last year.
You may choose to display those customers that have purchased the item during the current or prior fiscal years.
Enter a beginning CUSTOMER NUMBER or press (RETURN)
Enter a six-character customer number.
Or, you may press (RETURN) to skip the sales analysis and return to choose one of the seven detail screens.
When all sales analysis information for an item has been displayed, you again may choose to view one of the seven detail screens.
CARD-X screen
The Card-X screen displays inventory transaction history. The six transactions that may be listed include:
RECEIPTS of purchase orders
ISSUES to customers on invoices
ADJUSTMENTS made using Inventory Adjustments Entry
PRODUCED in the workorder system
USED IN PRODUCTION in the workorder system
ADJUSTMENTS made by Physical Inventory
It lists transactions from the past 12 months showing the most recent activity first. It includes the date, transaction number, customer or vendor number, transaction quantity, price (if sales transaction), unit cost, and a running on-hand balance and average cost. The on-hand balance and average cost should tie to those figures on the MASTER screen.
A scrolling feature lets you bring up several pages of transaction history if desired. Remember that as you scroll, you are scrolling backwards in time.
You may choose to isolate only the ISSUES of an item number, or more specifically, the issues of the item to one selected customer. When the screen selection message, "(M)aster, (O)rders,...", appears, type "C" for CARD-X again. Remember, you must select CARD-X and view the first page, then select CARD-X again to get the following prompt:
Select to view only (I)ns or (O)uts, or (END)
To view INS to inventory (received through purchasing or produced through workorders) type "I".
To view OUTS to inventory (issued through invoicing, or used in workorder production) type "O".
View INS for which VENDOR NUMBER, (RETURN) for ALL, or (END)
Enter the desired vendor number. The program will scan the Card-X file for the item and display only the transactions involving this vendor number. The most recent activity displays first.
If you press (RETURN), INS from all vendors are included.
View OUTS for which CUSTOMER NUMBER, (RETURN) for ALL, or (END)
Enter the desired customer number. The program will scan the Card-X file for the item and display only the transactions involving this customer number. Again, the most recent activity displays first.
If you press (RETURN), OUTS for all customers are included.
When all inventory Card-X information for a customer has been displayed, you again may choose to view one of the seven detail screens.
VENDOR screen
The vendor screen lists those vendors you have set up as suppliers of the item. First it displays the primary vendor information which is that information stored in the Inventory master record. The vendor number and name, vendor's item number and description, purchase quantity and purchase cost units of measure, and vendor's cost are listed.
The program will display secondary vendor information if you have initialized such information for this item using the Secondary Vendor Maintenance program. Using the secondary vendor file gives you the added capability of setting up 5 vendor costs with 4 quantity breaks. The secondary vendor information is automatically active whenever you enter a purchase order for an item.
When all vendors have been shown, you may again choose to view one of the seven detail screens.
RECEIPTS screen
Similar to the SALES screen, you may display detail purchase receipts analysis by vendor. It shows MTD, YTD, and Last-Year-Total receipts dollars plus an average cost of the item over the period.
When all purchase receipts detail has been shown, you may again choose to view one of the seven detail screens.
BILL OF MATERIALS screen
This screen lists the raw material items that make up the finished good. Included is the available quantity of each of the raw materials and the unit cost of each. At the bottom is a total line showing the number of units of the finished good item that can be produced with current raw material stock levels, and the cost to produce each unit.
If the inventory item selected for detail display does not have a bill of materials, then nothing is displayed.
WHERE USED in the Bill of materials screen
This screen lists any components or finished goods that requires this inventory item number. The item number, description, and warehouse appears at the top of the screen. Below that will appear the components item number, description, quantity required in the units of measure and how many are available at that moment.
USAGE screen
This screen helps you monitor the volume that is used for each month of both the current and the prior year. The item number, description and warehouse appears at the top of the screen, along with the product class code and description and in what measure of unit it is stocked by.
Below, a comparative display of each month for both the current and prior year shows how many units of this item number were used.
NOTES screen
This screen is for viewing any notes that were entered either through the Inventory Maintenance program or the Notes/Profile program. The item number and description appears at the top of the screen. The prompt allows you to (R)eview all of the notes, go to the (L)ast page, or (C)hange the code. The number of codes you will have to choose from will depend on what was entered as "H" codes (Notes codes) in the Codes Maintenance program.
End The Program
Return to the LOOKUP screen and press (END) rather than typing a lookup key. The program ends and returns you to the Selector.
Vendor Insight
GENESYS provides a sophisticated tool for retrieving vendor and purchase order information to keep your purchasing people up-to-date. This is the Vendor Insight program which is designed to give a comprehensive picture of the current status of any vendor on the video display screen.
Several screens of information may be viewed including:
MASTER: the vendor's name and address, remittance name and address, terms, freight terms, profile, and other master file data.
ORDERS: current open purchase orders plus recently received purchase orders.
A/P: the vendor's accounts payable ledger of open items in invoice number sequence.
PURCHASES: vendor purchase analysis summarized by product class, or in detail by item number, showing MTD, YTD, and Last-Year-Total purchase receipts dollars.
CARD-X: inventory transactions (receipts) from the vendor over the past 12 months, showing the date, transaction number, item number, quantity received, and landed cost.
LEDGER: vendor related transactions (purchase orders, vendor invoices, payments to vendors, and adjustments) for the past 12 months.
NOTES: all of the notes pertaining to the vendor that were entered in either the Vendor Maintenance program or the Notes/Profile program.
The initial prompt appears:
Enter lookup data, (RETURN) for next lookup method,
or (END)
You begin by typing a lookup key which the program uses to retrieve customers from disk memory. There are five ways to look up vendors:
Vendor number 6 characters
Vendor name 10
Zip Code 5
Telephone number 10
You may type all or part of any one of these fields, then press (RETURN) to initiate your search.
Press (RETURN) to skip from one lookup method to the next.
Any vendors that match the lookup key will be listed on the screen. This gives you an easy way to retrieve any vendor. If the desired vendor does not display using one lookup method, try a different method or until all methods are exhausted.
You may now choose one vendor to view in detail.
Select a LINE NUMBER to display, or (END)
As many as 19 vendors will display at one time. Select the desired vendor by typing a line number (1-19). You may choose to (END) to return to the initial LOOKUP step.
Select LINE# to display, (RETURN) for add'l lines,
or (END)
When more than 19 vendors match the specified lookup key, the first 19 will display, then you may select one of the 19, or press (RETURN) to view additional vendors. You may also (END) to return to the LOOKUP step.
Vendors (M)aster, (O)rders, (A)/P, (P)urchases, (C)ardX, (L)edger, (N)otes
You may view any of seven detail screens, or you may (END) to return to the LOOKUP step.
If you press (RETURN), one of these screens, the next screen in the sequence, appears.
MASTER screen
The master screen shows the information stored in the Vendor master record--name and address, contact and phone, terms, credit limit, A/P balance, current open purchase order balance, available credit, brief purchase history, and a three-line, fifty-character-per-line vendor profile.
When the master screen has been displayed, you may again choose to view one of the seven detail screens.
ORDERS screen
The orders screen lists each unfulfilled purchase order to this vendor, and also each recently received purchase order. You can tell if a purchase order is still open or received by looking at the Receiver Number column. Open purchase orders do not have a receiver number. Backorders have an additional digit (or letter) following the order number. For example, the order numbered 008103-1 is a backorder of the original order numbered 008103.
GENESYS keeps the detail of each receiver until the end of the month one month after the purchase order is received, thus at least 30 days. If your system has been set up to integrate purchase receipts to Accounts Payable, then receivers are retained until the vendor's invoice for the receiver has been paid.
Select a LINE NUMBER to display, or press (RETURN)
As many as 15 of the vendor's purchase orders may display at one time. If you desire, you may select one order to view in detail by typing the line number (1-15) next to the desired order. You may look at the purchase order header and line item screens.
Or, you may press (RETURN) to view one of the other five detail screens.
Select (H)eading, (L)ines, or (END)
Type "H" to view the purchase order header screen or "L" to view the purchase order line item screen (including order or receiver totals).
Or, you may (END) to return to the ORDERS detail screen.
A/P screen
The accounts payable screen shows open items much as a Vendor A/P ledger sheet might. The transactions (vendor invoices, debit memos) are listed in sequence by the vendor's invoice number. The transaction number, date, discount date, net due date, and original amount are shown. Any past due invoices are highlighted--the system shows the number of days late in the rightmost column. Payments and adjustments for an invoice are listed directly beneath the invoice and include the date and check number.
If your system has been set up to integrate purchase receipts with Accounts Payable, you will see a number of transactions listed with two asterisks in the transaction number column. These are pending vendor invoices, the result of a purchase receipt and update. These liabilities exist as "Accounts Payable - Pending" and are awaiting your input of the actual vendor invoice number and amount. They do represent legitimate liabilities at the time they are viewed.
Without the integration feature, purchase receipts do not display on the vendor's A/P list.
When all A/P transactions are displayed, you may again choose to view one of the five detail screens.
PURCHASES screen
The purchase analysis screen shows the total purchases volume for the current month-to-date, year-to-date, and total of last year.
You may choose to display those items that have been received from a vendor during the current or prior fiscal year.
Select (S)ummary, (D)etail, or press (RETURN)
Select "S" to see total purchases summarized by PRODUCT CLASS code.
Select "D" to display individual ITEM NUMBERS. If you select the detail option, you may input an ITEM NUMBER to begin the display, or you may press (RETURN) to output all items received from the vendor. Items are displayed in PRODUCT CLASS sequence.
Or you may press (RETURN) to skip the purchase analysis and return to choose one of the five detail screens.
When all purchase analysis information for a vendor has been displayed, you again may choose to view one of the five detail screens.
CARD-X screen
The Card-X screen displays all Inventory transactions (purchase receipts) involving this vendor over the past 12 months. It shows the date and transaction number, the item number and description, and the quantity received and landed cost. Transactions appear in a reverse date sequence showing the most recent activity first.
A scrolling feature lets you bring up several pages of transaction history if desired. Remember as you scroll, you are scrolling backwards in time.
You may choose to isolate the receipts of one specific item number, perhaps to learn the vendor's cost you have been receiving from this vendor. When the screen selection message, "Vendors (M)aster, (O)rders,...", appears, type "C" for CARD-X again. Remember, you must select CARD-X and view the first page, then select CARD-X again to get the following prompt:
LEDGER screen
The Ledger screen lists all the transactions that have occurred within the past 12 months. Detailed information includes the transaction number, the transaction date, the receiver or purchase order or check number, the amount of the charge or payment and the running balance.
NOTES screen
This screen is for viewing any notes that were entered either through the Vendor Maintenance program or the Notes/Profile program. The vendor number and name appear at the top of the screen. The prompt allows you to (R)eview all of thenotes, go to the (L)ast page, or (C)hange the code. The number of codes to choose from depends on what exists in the "H" code (Notes code) in the Codes Mainenance program.
View INS for which ITEM NUMBER, (RETURN) for ALL, or (END)
Enter the desired item number. The program will scan the Card-X file for the vendor and display only the transactions involving this item number. Again, the most recent activity displays first.
If you press (RETURN), all items are included, just as when you select CARD-X initially.
When all inventory Card-X information for a vendor has been displayed, you again may choose to view one of the five detail screens.
End The Program
Return to the LOOKUP option and press (END) rather than typing a lookup key. The program ends and the system returns to the Selector.
Order / Invoice Insight
Most often you will retrieve an open order or invoice using Customer Insight. You may, however, have only an order number, or an invoice number with which to begin. Then, use the Order/Invoice Insight program to retrieve, display, and review an order or invoice.
Enter lookup data, (RETURN) for next lookup method,
or (END)
You begin by typing a lookup key which the program uses to retrieve orders and invoices from disk memory. There are four ways to look up sales orders:
Sales order number 6 digits
Customer number 6 characters
Customer's P/O number 12 characters
Invoice / Credit Memo number 6 digits
You may type all or part of any one of these fields, then press (RETURN) to initiate your search.
Press (RETURN) to skip from one lookup method to the next.
Any sales orders that match the lookup key are listed on the screen. This gives you an easy way to retrieve any sales order, invoice, credit memo, or debit memo. If the desired order does not display using one lookup method, try a different method or until all methods have been exhausted.
You can distinguish open sales orders from shipped orders (invoices) by looking at the Invoice Number column. Open orders do not have an assigned invoice number. Backorders are indicated by the additional digit (or letter) following the order number. For example, the order numbered 011394-1 is a backorder of the original order numbered 011394.
You may now choose one sales order to view in detail.
Select a LINE NUMBER to display, or (END)
As many as 18 sales orders may display at one time. If you desire, you may select one sales order to view in detail by typing the line number (1-18) next to the desired order number. You may look at the sales order header and line item screens.
Or, you may (END) to return to the LOOKUP screen.
Select LINE# to display, (RETURN) for add'l lines, or (END)
When more than 18 orders are displayed, the first 18 will display and you can choose one of the 18, or press (RETURN) to view additional orders. You may (END) to return to the LOOKUP screen without displaying more lines.
Select (H)eading, (L)ines, or (END)
Type "H" to view the sales order header screen or "L" to view the sales order line item screen (including order or invoice totals).
End The Program
Return to the LOOKUP screen and press (END) rather than typing a lookup key. The program ends and returns to the Selector.
Purchase Order Insight
Most often you will use Vendor Insight to retrieve and display a purchase order. However, you may have only the purchase order number with which to work. Then, use Purchase Order Insight to retrieve, display, and review an open purchase order, or a recently received purchase order.
Received (closed) purchase orders are removed from the system at the end of the month, and only if more than 30 days have transpired since the date of receipt.
If your system has been set up to integrate purchase receipts with Accounts Payable, then receivers are removed only at the end of the month in which the vendor's invoice is paid.
Enter lookup data, (RETURN) for next lookup method,
or (END)
You begin by typing a lookup key which the program uses to retrieve purchase orders and receivers from disk memory. There are four ways to look up purchase orders:
Purchase order number 6 characters
Vendor number 6
Vendor's shipper number 12
Receiver number 6 digits
You may type all or part of any one of these fields, then press (RETURN) to initiate your search.
Press (RETURN) to skip from one lookup method to the next.
Any purchase orders that match the lookup key are listed on the screen. This gives you an easy way to retrieve any purchase order or receiver. If the desired order does not display using one lookup method, try a different method or until all methods have been exhausted.
You can distinguish open purchase orders from received purchase orders by looking at the Receiver Number column. Open purchase orders do not have a receiver number. Backorders are indicated by the additional digit (or letter) following the order number. For example, the order numbered 001803-1 is a backorder of the original order numbered 001803.
You may now choose one purchase order to view in detail.
Select a LINE NUMBER to display, or (END)
As many as 18 purchase orders may display at one time. If you desire, you may select one purchase order to view in detail by typing the line number (1-18) next to the desired purchase order number. You may look at the purchase order header and line item screens.
Or, you may (END) to return to the LOOKUP screen.
Select LINE# to display, (RETURN) for add'l lines,
or (END)
When more than 18 orders are displayed, the first 18 will display and you can choose one of the 18, or press (RETURN) to view additional orders. You may (END) to return to the LOOKUP screen without displaying more lines.
Select (H)eading, (L)ines, or (END)
Type "H" to view the purchase order header screen or "L" to view the purchase order line item screen (including order or receiver totals).
End The Program
Return to the LOOKUP screen and press (END) rather than typing a lookup key. The program ends and returns to the Selector.
Workorder Insight
<