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1. Main Exit Filters Number Sales Person Customer Date To iej Date From v State les Number Customer Name Date Sales Person Name State Description Warehouse Code Notes Figure 39 Cycle Count Search Page mE int Search os B amp Find Accept Clean Exit EN Main Cycle Counting Number Overrode Creation Date From 7 Creation Date To z Activation Date From 7 Activation Date To z Close Date From Close Date To z Date From 7 Date To z Number Average Parts Creation Date Activation Date Close Date Date From Date To Is Override Status Cvci 2 90 12 5 2013 12 5 2013 12 5 2014 12 6 2013 3 6 2014 mj Activated Chapter 3 59 User Interface Figure 40 Search Physical Count Page Figure 41 Search Transfer Page 60 Software 4 U User Manual Figure 44 Search Receive Page SoHE d Find Accept Clean Ext Main bit Number Pre Reception Vendor Manufacturer From To Number Pre Reception Number Reception Date Manufacturer Code Vendor Code Notes 1 RCP1 PRCP1 12 5 2013 ER ER a X Figure 45 Search Vouchers Page ee B ES d Find Accept Clean Exit
2. Main Exit Filters Number Vendor Vendor Invoice Date From le Date To Due Date From le Due Date To iwl Voucher Vendor Invoice Vendor Date Due Date State SubState Total Dutie Total Freight Total Goods Total A Figure 46 Search Payments Page ee B ES d Find Accept Clean Exit Main Exit Filters Number State Date Posted Date On Account lel Qty of Records Payment Number Vendor Code Vendor Name Date Posted Date Payment State Descript On Account Figure 47 Search Debit Memo Page Chapter 4 Desktop Application Modules As stated there are many modules within the Software 4 U system Utilizing all modules will save you time money and effort when used properly This chapter describes the various modules in the system in detail In this chapter Purchasing on page 1 Receiving on page 27 Sales on page 35 Warehouse Management on page 53 Warehouse Operations on page 73 Accounts Receivable on page 121 Accounts Payable on page 149 Cash Management on page 169 General Ledger on page 179 Authorization on page 183 Users on page 207 Dashboards on page 191 MTR Management Document Management on page 197 Tools on page 203 Security on page 213 Administration on page 217 64 Software 4 U User Manual Figure 48 Simple Business Flow Purchasing Purc
3. 4 5 6 2 Packing Stations Monitor Basic Operations Below is a list of the basic operations available on the Packing Station Monitor page e Assign a packer to a packing station e De assign or remove a packer from a packing station e Create a purchase order from an existing purchase order e Filter by warehouse e Manage packers Here are step by step procedures for each operation listed above Assign a packer to a packing station The user that does this is typically the warehouse manager or dispatcher Packers need to be assigned to each Packing Station Packers can only be assigned to a packing station when the status of the packing list is either ready to pack or being packed This will be displayed in the upper right corner of each packing station box with the word Ready or Packing 1 Left click and hold on the user packer to assign 2 Drag the user icon from the list of users and drop the icon into the Packing Station box 3 Click Save to save the assignment Alt S To De assign or remove a packer from a packing station 1 Left click the packer in the Packing Station box to remove him from the packing station This will remove the assignment 2 Click Save save the change Alt S Filter by Warehouse You can view packing stations for all warehouses or just one warehouse To do this 98 Software 4 U User Manual 1 Click on the drop down box labeled Warehouse in the Filter section of the toolbar
4. Figure 136 Receive Window iso irc donde oe dee E ee Eie et ide io Det ied touts es exte dienen Figure 135 Voucher Generation Page uini tico redo 57 Figure 136 Voucher IcOn vivir dido ie treo eate etae eine e fended dnce ata dido Figure 137 Voucher Page Figure 138 Payments Icon Bundle Entry Page Figure 138 Payment Page Customer Portal Initial Screen eere re rate presente a esa ae ae sae ne rb c encajaba re PEE E Thee 65 Customer Portal Purchases Options cccesccseessescesceseeeeeeeeseeseeseceecececeseeseeaeeaecaecaecaecaaesaesaeaaecsecseeaeeneeas 65 Customer Portal Request for Quotation esee enne eene nennen eren enne tnt testen tene 66 Customer Portal Quotes soiac eir eroi oq o RR GT EH GE 66 Customer Portal Sales Orders enne enne nennen nre EET OEE Ea nenne entente enne 67 Customer Portal Wardhouse Options entente nennen enne nne nenne entente enne 67 Customer Portal Picking eite rrr er ent n erre erre i E e EFE FEE E MR Eee HE ENAERE ANERE 68 Customer Portal Packing aiii did ie 68 Customer Portal Shipping oett ree ree to snaseadesesatedbadwessesecauagseavadencesesscacestssdesasscosansavbactseayetsespastes 68 Customer Portal Accounts Payable Options essere eere 68 Customer Portals Vouchers i ait riti TN 68 Customer Portal Payments iii ibi 68 Table 1 Table 2 Table 3 Table 4 Table 5 Table 6 Table 7 Table 8 Table 9 Table 1
5. Search Customer E Date From Date To Sh Number Customer C Customer Ship Date Freight A Total SO Part Description Qty Price Ext Price syuawudiys saul quuudius sa pung aui 3uauudius 4 7 1 1 Invoice Generation Page Toolbar The Invoice Generation toolbar is where all choices are listed for the user when generating an invoice The different sections of the Invoice Generation toolbar are Main Selections Grids and Exit Table 19 Invoice Generation Toolbar Section Option Icon Description Main The Main section of the toolbar is explained in detail in Table 6 on page 37 On the Invoice Generation page this information is specific to working with Invoices 12 Software 4 U User Manual Table 19 Invoice Generation Toolbar Section Option Icon Description Generate Invoice Alt Y Select Selections The Selection section of the toolbar is described in detail in XXXXX Select This option selects the one item that is in focus or Alt Y where the cursor is positioned Select Unselect This option deselects the one item that is in focus Alt or where the cursor is positioned UnSelect Select All r 7 This option selects all items in the main part of Alt i i the page Ll Select All Unselect All This option deselects all items in the main part of Alt L the page Unselect All Grids The Grids section of the toolbar is available on those pages where there
6. e To remove a part from the sales order select Remove Line Alt K e To remove all parts from the sales order select Remove All Lines AIt L e To compare and evaluate cost changes if the manufacturer and or price is changed for one or more parts select Change Mfr amp Price Alt T The Change Mfr amp Price page will display This page allows you to enter different scenarios for manufacturer and price for one or more parts Refer to Check Change Manufacturer and Price on page 51 for a detailed explanation on how to use this option e To modify one part move your cursor or focus to that line in the Detail tab of the page You can change the part the manufacturer quantity quoted price and the notes or blind comments Press Enter to accept the change on the line 3 Select Save Alt S to save changes to the sales order Authorize a sales order 1 On the Sales Order page if any part on the sales order has a yellow circle at the end of the line then the sales order will need to be authorized by a sales manager before the order can be fulfilled 2 Select Authorize Sales Order from the toolbar This will need to be performed by an authorized sales manager 48 Software 4 U User Manual Request a buyout for one or more parts If there aren t enough parts on hand from the available manufacturers you have the option to do a buyout 1 To enter a buyout line enter the part number and select the manufacturer you ar
7. 12 Software 4 U User Manual 4 Select Yes to delete or No to cancel If Yes is selected the Purchase Order POxxx was deleted successfully message will be displayed Select OK All fields will be cleared Only purchase orders in the Opened state and not tied to a sales order can be deleted Add parts to the purchase order by category 1 25 Open an existing purchase order or create a new one Select Add Lines by Category Alt Z The Add Lines by Category page will be displayed Enter the category to pull the parts from by entering the code directly or using the search page to find and accept a category All parts for the selected category are listed Select Accept from the toolbar to accept this category and parts All parts for the selected category will be added to the purchase order To Pre Receive a purchase order L 2 Open an existing purchase order or create a new one Select Pre Receive Alt Q The Do you want to create the pre receive lines using the purchase order lines message is displayed Select Yes to copy header and information and all lines to the Pre Receive Select No to only copy header information to the Pre Receive The Pre Receive page is loaded with header information and lines if you selected Yes from the purchase order currently loaded You can now modify and finish creating the pre receive as explained in the Pre Receive section below Receive a p
8. Note It is assumed that a user knows how to use all search screens If not please refer to Monitoring Pages on page 41 The information is pulled from database and the fields are filled with the selected information e To load the current transaction type the letter c in the user input field and press Enter e To load the last transaction used type the letter I el in the user input field and press Enter e To load a new blank transaction type the letter n in the user input field and press Enter 32 Software 4 U User Manual Field Descriptors Table 4 Field Descriptors Name Search transaction Search entity Symbol e Description Click to search a transaction as described by the field name Click to search for an entity as described by the field name Drop down list v Click to view choices Toggle or check box Click to indicate Yes to the field it is associated with Scroll bar Used to scroll through a list or data that does not fit in the section provided Click the Up or Down arrows to move up or down or left click and hold the button to move through the list data Resize Left click and hold to resize sections of the page Field data 0 00 A display only field which cannot be modified The data may either be system generated or previously input by a user Field input A field in which the user can input or change data Fi
9. 0 0 cc ec ccc cee ccoo eee eee cece rr 14 System Configuration rinessesnanukessreretu que rh peRuR REP EET Re RE 1 Configurations OvervieW o oooooccoccoocorcarcoccocoocco coco eee ee n hn 2 Default Configurations 0 cc cc ccc cect ren e ieni eee eee eee hh hn 3 Company Specific Configurations 0 ccc cece ce cece cece eee Hh hn hn nnn 13 User Configuration 2 vveces ere exta x I aa e TA PAID ERR AA YR RI E NACE 15 User Intertace 2125525530 09 e RC oy n Fae RC di as ees 17 Overview sue eatoox breue ep eats Rx ead eux eue a 18 Windows Application esa ada ea eh qs esI I y a oho ERU RI eR LU En 21 WORKS PACS LC EE 21 Pages deg BRE nde Hee CRI REP uda NS Pes data ewan yeaa sind ere E RE WS 24 Mobile Applications 4 9 9 Y A A VERS T RAT NW AS CORSE RES 53 Workspace s ouo nx aladdin uU C dq wea s Pep Id D x don 53 10S ADDS ANN 55 P QE i EET 55 boire es a dd is aid e e a 56 Software 4 U User Manual Chapter 4 Desktop Application Modules ooooooocooocoorcrororrrrrommo tenes 63 Purchasing 9 AA UE ES ERE REA ER Ya a EY sleds Oe PRU RE RR Ra eR 1 Purchase Orders issu ER bunion runea Ree EIIX VERRE RAXRRSRECRP SITOie q1G 0M Res 4 lu jcej E 14 Quick Pre Receive 2 0 en een hh a rn 20 vods Pee sea sq O00 90e 25005 is bar alee qme e em OILS Receiving27 RECEIVE Ec 28 Incoming Shipments ceis neersien br E Ry em he esti resrhia herba dead m4 E SEE UMP 32 ManageiReceive Stockers 275
10. 3 Select the pyaments to generate by checking the box to the left of the voucher line 4 Select Generate Payements Alt G 4 8 4 2 Payment Generation Toolbar 4 8 5 Payments The Payments page is used to make a payment All details about the payment can be viewed from this page Insert Payments page 4 8 5 1 Payments Operations The basic operations available on the Payments page are e Make a payment Here are step by step procedures for each operation listed above Make a Payment 1 Enter N and press enter or select New Alt N to create a new payment 2 Enter the following header information Vendor Code e Batch Number if there is a batch number e Payment Date e Notes optional 3 Enter the following information for each line payment 16 16 Software 4 U User Manual e Payment Method searchable field e Document e Reference for internal purposes e Bank Account e Date e Notes e Amount 4 Select vouchers to apply the payment to 5 Select Save Alt S to save the payment The system will assign a unique payment number to the newly created payment 6 Select Post Alt to post the payment which finalizes this payment transaction 4 8 5 2 Payments Toolbar 4 8 6 Check Printing The Check Printing page is used to print checks The process of generating a payment can be triggered by a user or can be automated by setting the GenerateVoucherAfterReceiveComplete configuration to O
11. Closed 1 1 o pick Completed 3 F1s020 ME w w u MF20515 300 3005 100 P Closed 4 F1S040 MF wi wi u MF10165 1400 14 00 100 P Closed 5 Fiso4o ME wi w u MF17402 100 100 100 P Closed 2 While still holding down the left button drag the user to the pick list that he is to work on 84 Software 4 U User Manual Figure 13 Drag to list Picking Batch PVF e d m aM 4 gv 5 a Find Delete Refresh Expand Swap Grids Select Unselect Z Uncelect Manag icking u Al al Picker t Main Grids Selection Ready Cancel Save to Pick Picking z 8B B start page ji Picking Batch ell Picking Batch x 2 picking List Batch PICKBTSO1 X Total Orders 1 Total Quantity 25 00 User mvallaro MAX Total Lines 2 Total Amount 315 69 Carlos Beller Max Vallaro chell mvallaro Picking Lists Lists seg Pickers MFR WH WH Zone Location Bundle Sel Criteria QtyTo Pick Qty Picked Total Picked Percentage Po State MF w w u MF12351 200 200 100 P Close MF w w u MF17507 5 00 5 00 100 P Close MF va wi u MF20515 300 3 00 100 P Close MF w wi 1 MF10165 14 00 14 00 100 P Close MF va va u MF17402 100 100 100 P Close mvallaro 1 2 1 C Bick Completed 3 4 5 3 Repeat steps 1 and 2 for each picker to be assigned and for each picking list being assigned 4 Save your assignments by selecting Save in the Main section of the toolbar Alt S A message will a
12. Overview on page 18 Windows Application on page 21 Mobile Applications on page 53 Web Based Tool on page 56 18 Software 4 U User Manual 3 1 Overview The Software 4 U system is accessible in many different ways by many different users It can be accessed via several platforms depending on which application you will be using such as the Windows application one of the Web based tools an iOS App for Apple mobile devices or an Android App for Android mobile devices The majority of the system is supported via the Windows application which requires direct or remote access to the computer that the system is loaded onto This application is often referred to as the desktop version The Web based tool has limited functionality compared to the Windows application but can be accessed anywhere via the Internet Certain functionalities can be accessed and are very specific to the mobile devices Windows Application Desktop Web Based Tools Customer Portal PCs amp Laptops Software 4U Mobile devices E Each user interface mentioned above and depicted in the diagram include some similar functionalities but are not completely cohesive in their functionality For example the Windows application contains all functionality except any that uses the scanner and is the most extensive in its use The mobile devices are specifically used to support the scanning of goods coming and going within the warehouse in addition to s
13. D Navi Add jul stats amp x e Q Search r3 E me FI Section User Defined Sect Most Used W Purchase Order el Configuration Quote ue Cycle Counting dB Manage Cycle Counter Py User Activity Queue G Cyde Count Schedule BD Cycle Count Entries Za Customers D Pre Receive 37 38 Software 4 U User Manual 4 3 1 Quotes The quotes page is used to create edit delete and manage all quotes in the system A user can create a sales order from a quote and check inventory manufacturer and pricing from here as well Figure 8 Quotes Page o Quote NEW E Home Appearance Windows aggio A EESHA 2 gapo 2 Y Attachments E New Save Find Delete Refresh Insert Remove Remove Remove mm a Authorize Generate Generate Request Exit Line Line lins Alline gl f aes amp Print Attach Me Quote Sales Order For Quotation Main Details Adion m Navigation 4 Printing Attachments Next Steps i 2 Start Page 2 Quote NEW x 4 Quote i E Header Additional Info Addresses PrePayment Statistics Totals 2 8 Quote Number A Status Total Quoted 0 00 Customer s Statements Template Total Goods 0 00 Quoted For Phone Price List ue Total Freight Charges 0 00 Ship To Quote Date 9 12 2014 M Total Misc Charges 0 00 Quoted By ResuiredShipDate 9 12 2014 M Total Cost
14. Table 17 Shipping Orders Entry Page Toolbar Section Option Icon Description Main The Main section of the toolbar is described in detail in Table 6 on page 37 On the Shipping Orders Entry page this information is specific to saving and finding a shipping order and refreshing the page as needed Actions The choices in the Actions section of the toolbar on the Shipping Orders Entry page are specific to working with a shipping order As stated above this is typically done via a mobile device but can also be handled through the software directly These actions include the following Start Shipping This option is selected to indicate to the system AIt N that the loading process has started for the current shipping order Stop Shipping This option is selected to indicate to the system AIt H that the loading process has stopped temporarily for the current shipping order 11 Table 17 Shipping Orders Entry Page Toolbar Section Description Finish Shipping This option is selected to indicate to the system Alt G that the loading process has been completed for the current shipping order Cancel Shipping This option is selected to indicate to the system Alt C that the loading process has been cancelled for the current shipping order Display The Display section of the toolbar for the Shipping Orders Entry page has one option Expand Use this option to have the Ship To Address and Alt 1 the Warehouse Ad
15. 0 00 Warehouse E Pickup Hour NOON ies Pickup Time 12 00 Pm Total Weight 0 00 Carrier Respond Ey 9 12 2015 hs Total Profit 0 00 Comments Notes Blind Comment lt Total Profit 0 00 Detail Quick Pickings Quote Salesman Follow Ups lin Part Cate TypeC Type Descri Related Line MakeTo Description U WH Mfr QyOn Qty Ava Qty Quoted Avg Price Mult Price Ext To TotalP Comments WH On PO In Transit On Hand Quoted Available Last Purchase Cost Lowest P Cost Average Cost Highest P Cost LastRec D This section includes Quotes Toolbar Quote Basic Operations Quotes Output Gq Sales Team Ji Company Team Alloys Business Unit Team Alloys Bi Warehouse Main Houston Warehouse 39 4 3 1 1 Quotes Toolbar The Quotes toolbar is where all choices are listed for the user when managing quotes The different sections of the Quotes toolbar are Main Details Actions Navigation Printing Attachments Next and Exit Table 6 Quotes Page Toolbar Section Description Main The Main section of the toolbar is described in detail in Table 6 on page 37 On the Quotes page this information is specific to saving finding deleting and modifying quotes Details The Details section of the toolbar on the Quotes page refers to the lines listing the parts being quoted in the Detail tab of the page Actions The choices in the Actions section of the toolbar
16. 1 Click on the drop down box labeled Warehouse in the Filter section of the toolbar 2 Select All Warehouses or a specific warehouse Note This will cause only the receiving stations for the warehouses selected to be displayed If all is chosen depending on your screen size all of the warehouses may not be displayed To 35 view them left click and hold the far right side of the screen and then move the mouse to the left to scroll through the receiving stations Manage Receiving Stockers There are times when users need to be added as a stocker deleted as a stocker or details about a current stocker need to be changed To work on the receiving stocker assignments click Manage Receiving Stockers from the Actions section of the toolbar Alt This will bring up the Manage Receiving Stockers page This page operates in the same manner as the Manage Pickers page See Manage Pickers on page 116 for details 4 2 2 3 Incoming Shipments Output 36 Software 4 U User Manual 4 2 3 Manage Receive Stockers The Manage Receive Stockers page is used to add modify or delete users or workers as receive stockers to the system If modifying or adding a stocker the Receive Stocker page will be displayed and this is where parameters such as which warehouse he she is assigned which groups categories classes and parts can be accessed by this stocker To access this page from the Start Page select Receiving then Manage Receive Stocker
17. 2 Select All Warehouses or a specific warehouse Note This will cause only the packing stations for the warehouses selected to be displayed If all is chosen depending on your screen size all of the warehouses may not be displayed To view them left click and hold the far right side of the screen and then move the mouse to the left to scroll through the packing stations Manage Packers There are times when users need to be added as a packer deleted as a packer or details about a current packer needs to be changed To work on the packer assignments click Manage Packers from the Actions section of the toolbar Alt M This will bring up the Manage Packers page This page operates in the same manner as the Manage Pickers page See Manage Pickers on page 94 for details 99 4 5 7 Packing List Entry The Packing List Entry page allows the user a packer to work on a packing list verifying the bundles and packing the bundles into boxes pallets etc It can be accessed via the Warehouse Operations module located on the Start page From the Start Page select Warehouse Operations then Packing List Entry The Packing List Entry page is opened and is blank Note Even though this page is available to enter information about the packing lists this will typically be done on the floor by the warehouse operators packers utilizing a mobile device the mobile app and a scanner To read documentation about the mobile app and how to use it
18. A E dl Select All Unselect All This option de selects all items or picking lists Alt U Unselect All Navigation In addition to Header and Detail as described in Table 7 the Navigation section of the toolbar has the following options Picking List This option moves the focus to the Picking List Alt 1 grid Picking Lines This option moves the focus to the Picking Lines Alt 2 grid Picking Bundle This option moves the focus to the Picking Bundle Alt 3 grid Display The Grids section of the toolbar is available on those pages where there is more than one grid to be viewed This section of the toolbar will help you navigate and manage the grids displayed on the page For the picking batch page this includes the following Collapse Lines Alt 4 Toggles with Expand Lines Alt 4 CH Collapse Lines P Expand Lines This option removes the Picking Lines grid from the page view This option puts the Picking Lines grid back in view on the page Swap Grids Alt 5 Swap Grids This option changes the view of the grids from horizontal to vertical and vice versa 83 Table 11 Picking Batch Page Toolbar Section Option Icon Description Exit The Exit section of the toolbar is described in detail in Table 6 on page 37 4 5 2 2 Picking Batch Basic Operations Below is a list of the basic operations available on the picking batch page e Assign picker s to a picking list e Set picking list as
19. Alt K To remove all parts lines from the purchase order select Remove All Lines Alt L The following fields within the Header section of the Purchase Order page can be modified Vendor Manufacturer Warehouse Purchase Order Date Due Date Est Ship Date Parts lines can be added from the purchase order by 1 importing part quantity and cost for one or more parts from a spreadsheet 2 copying and pasting part quantity and cost for one or more parts from a valid file or 3 by selecting the part field in the first available row and entering the data Parts lines can be added or deleted from the purchase order The following fields within the Additional Info tab of the page can be modified any of the fields for the Vendor Ship To address and Additional Info Note Once the purchase order status changes from Open to Pre received the Vendor Manufacturer and Warehouse fields cannot be modified Once the purchase order status changes from Pre Received to Completed no changes are allowed A purchase order in the Canceled status cannot be modified 3 Select Save Alt S The Purchase Order POxxx was modified successfully message will be displayed 4 Press OK to continue The purchase order is modified Delete an existing purchase order 1 Open an existing purchase order 2 Select Delete Alt D The Are you sure you want to delete the purchase order message will be displayed 11
20. Alt S de manages quotes and sales orders SOs Sales Accounts Creates invoices after an order is placed by a customer keeps track Receivable c of what payments have been made to which invoices and initiates Alt V the collection process if invoices become overdue It also includes Account tracking and managing Credit Memos and RMAs Receiveable Accounts Creates vouchers after a supplier has issued an invoice and it has Payable pa been approved for payment documents money your company owes Alt Y oui for purchased of goods or services and generates the payments Payable Cash o Manages all interactions with the bank s including cash deposits Management c manual bank transactions bank to bank transfers and bank Alt K P S reconciliation General Ledger AIt L eis E Ledger 1 Used to set configurations for the general ledger and to make journal entries into the general ledger Authorization Alt Z Used by a manager to authorize a quote sales order return purchase order voucher or payment that does not fall within the normal pre determined criteria E MTR Manages the Material Test Reports by finding opening and Management scanning the reports that are needed when selling and purchasing Alt M materials Dashboards Allows for complete monitoring of all aspects of Sales from orders to Alt D r shipping to invoicing along with access to a Business Intelligence tool whi
21. Invoice Review Toolbar Section Option Icon Description Exit The Exit section of the toolbar is described in detail in Table 6 on page 37 4 7 2 2 Invoice Review Basic Operations Below is a list of the basic operations available on the Invoice Review page e Approve one or more invoices e Filter the list of invoices Here are step by step procedures for each operation listed above Approve One or More Invoices 1 If needed filter the list of invoices as explained below 2 Select one or more invoices using the check boxes in the left column or the Selection icons in the toolbar 3 Select Approve Alt A to approve the selected invoices A message will appear indicating Invoices were approved successfully where is the number of invoices selected 4 Select Ok to continue The status of the invoices selected will change from Hold to Open Filter the List of Invoices 1 On this page you can filter by one or all of the following fields Customer Date From Date To Due Date From or Due Date To These fields are located in the header section of the page 2 Enter the data for the field by which you want to filter the list You can do this by typing in the field or by using the search button to the right of the field to select a customer or the drop down list to select a date 3 Select Find AIt F or press Enter to apply the filter s to the list 4 To clear the filters entered select Clean from the too
22. Picked to Packed Quick ship an order To ship an order using the Quick Pick page the sales order needs to loaded on the page and it must be in the Packed state 1 Select Finish The message appears Select Yes to continue to ship 2 The pick pack ship process is complete and the status of the order changes from Packed to Shipped 12 Software 4 U User Manual 12 4 7 Accounts Receivable Accounts Receivable is the module within Software 4 U that represents the process that manages the money owed by customers buyer for products goods or services delivered to them on credit The process involves invoicing collection and credit documentation The first step after shipping an order is for the seller to send an invoice to the buyer for the goods or services received Once the invoice is received there are terms defined for when and how the customer should make the payment Collection is the second step and is completed when the payment is made An additional aspect of A R is when an error occurred in what was sent or if there were damaged goods then a credit memo needs to be generated documenting that a credit to the customers account needs to occur Note Non typical steps in Accounts Receivable include dealing with outstanding invoices and with returns These are mentioned at the end of this section Accounts Receivable is made up of the following sections Invoicing Collection RMA Credit Memo 12 Software 4 U U
23. Total Qty Selected Over All 9 0 00 Total Selected Freight 0 00 Total Seleted Weight Sales Orders Allocated SOs Machining Number Partial Customer Priority Is Hot Carrier Date Required Date Estimated Fulfill Date Sales Person Amount Qty A gt 1 so7 v TIOCHA 0 a 7 9 2014 7 9 2014 Soon to be ready IBM 6 875 10 2 sog y TIOCHA 0 Cc 7 9 2014 7 9 2014 Soon to be ready IBM 2 350 15 3 SO15 Y Q 0 a 7 11 2014 7 11 2014 Soon to be ready IBM 5 000 00 4 S017 Y TIOCHA 0 a 7 13 2014 7 13 2014 Soon to be ready IBM 942 65 5 018 Y Q 0 ct 7 5 2014 7 15 2014 Soon to be ready IBM 28 60 6 019 Y TBPHOU 0 v a 7 15 2014 7 15 2014 Soon to be ready IBM 126 60 7 5020 Y LQCTOM 0 a 7 15 2014 7 18 2014 Soon to be ready IBM 30 965 00 8 5021 v TIOCHA 0 a 7 15 2014 7 15 2014 Soon to be ready IBM 1 355 73 9 022 Y MSI 0 a 7 15 2014 7 15 2014 Soon to be ready IBM 43 309 60 Number Line Number Partial Customer Sales Person Part Number Part Description Manufacturer Qty Allocated In Transit Qty Allocated 1 S07 1 y TIOCHA IBM BS4L9020 2 STD A SA 234 WPB LR 90 AP 0 0 2 so7 2 Y TIOCHA IBM BS419060 6 STD A SA 234 WPB LR 90 AP 0 0 3 so7 3 v TIOCHA IBM BS4L9080 8 STD A SA 234 WPB LR 90 AP 0 0 4 so7 4 Y TIOCHA IBM BS8L9020 2 XH A SA 234 WPB LR 90 AP 0 0 5 soz s V mocHA 18M BS8L9030 3 XH A SA 234 WPB LR 90 AP 0 0 6 so7 6 Y TIOCHA IBM BS8L9040 4 XH A SA 234 WPB LR 90 AP 0 0 When selected the Orders Fulfillment page is opened a
24. and sidebar or by using the System Navigation bar as explained above When using the sidebar and toolbar the two things to do are to 1 select a module and 2 select a function within that module to open the page needed 1 To select a module either e Click the icon in the toolbar or e Click the name of the module in the lower section of the sidebar or 30 Software 4 U User Manual e Press the Alt key and the code of the module as described in Table 3 Toolbar Modules 2 To select a function either e Click the icon in the main section of the page or e Click the name of the function in the upper section of the sidebar or e Press the Tab key to change focus to main section of the page and then use the arrow keys to cycle through the functions icons within the module When the icon is highlighted that you want press Enter e Press the ESC key to go back or escape from the current mode 3 2 2 2 General Pages All pages have a toolbar and a main section of the page as stated above and use the same techniques for accessing entering and viewing data and for navigating around the page There is functionality that is common across pages and that is described here However each page may have page specific parts or tasks which will be defined and explained within the module descriptions All common parts will be defined here within the general page description To find page specific information please refer to the sectio
25. being added Ww Enter any other fields required for this entity D Select Save Alt S to save the entity A prompt saying the entity was created successfully will be displayed if all data entered is valid If not an error message will be displayed Modify the information about an entity 1 Highlight or select the entity that needs to be modified 2 Select Modify Alt M The data for that entity will be displayed 3 Edit the fields displayed Codes can not be modified 4 Select Save Alt S to save the changes A message saying the entity data was saved successfully if all the data modified is valid If not an error message will be displayed Import data from a spreadsheet to the entity database 1 Select Import Alt IM to initiate the import process 2 Enter a file name to import from To do this either type the name in directly in the Filename field or search using the search icon and select the file to import The file selected is uploaded 3 Enter the sheet the starting row and the ending row This is the specific location of the data to extract from the file 4 Select destination columns for each screen 5 Select Accept Alt A to import the selected data into the entity database Export data from the current entity database to a spreadsheet 1 Select Export Alt X to initiate the export process 2 A pop up message will appear asking if you want to import from a spreadsheet or from a pdf file Se
26. corner of the page 3 2 2 3 Monitoring Pages Chapter 3 41 User Interface Monitoring pages are pages that are used to display information only Just as its name implies these pages are used to monitor activity The look is fairly different than most pages Even though there is a toolbar its main functionality is to sort out or filter what is being monitored The following pages are the available monitoring pages e Warehouse Operations Module e Quick Machining Monitor e Quick Outsourcing Monitor e Shipping Station Monitors e Packing Station Monitors e Receiving Module e Incoming Shipments Here is an example of a monitoring page Home Appearance Windows Bo 8 M sH Warehouse All hi Y Save Refresh erehiouse All Warehouses Collapse Swap Grids Manage Exit Shippers Shippers Main View Actions Exit amp start Page a dl shipping Station Monitor X Shippers 2 amp Carlos Beller Max Vallaro mvallaro h Warehouse 1 Shipping Station 1 Shipping Station 1 RD502 PORD5 B VALVE AND PIPING SYSTEMS er APC HO Shipping Station 4 Free Shipping Station 7 Free Details about each page listed above are given in the reference section for the module it belongs to Software 4 U User Manual 3 2 2 4 User Management Pages User Management pages are very specific pages that are designed to manage warehouse operators These are the pages where you can defi
27. current field and then press Enter e To enter data directly into the field 1 Select the field by touching that field 2 Type the data in the user input field and press Enter e To search for data from the database when a search button is present a Select the greater than sign search button to the right of the user input field b Select the data that you want by scrolling the displayed list and touching it Search able fields Just like in the Windows application there are certain fields on a screen that are search able and there are two different types of searches and search icons For a mobile device the two icons that signify a search able field is the greater than sign and the magnifying glass The sign is used to signify that an entity field can be searched From the search screen data from the database can be selected for this input field The magnifying glass icon is used to search the transaction database Chapter 3 User Interface 3 3 2 iOS Apps iOS Apps are applications specific to any Apple mobile device that runs with Apple s iOS operating system such as an iPad or an iPhone Downloading the available Apps is the first step and is described in the first chapter Getting Started section x x x The Apps that are currently available are Sales Stock and Warehouse For detailed explanation as to how to use these Apps refer to sections x x x 3 3 3 Android Apps Android Apps are applications specific
28. disbursement of cash or a credit against a purchase or expense to be made in the future Payments PMT455 AP An internal record of payment to a vendor through various payment methods Debit Memo DM145 AP A credit from a company due to a vendor error Cash Deposits CD125 CM An internal record of cash deposits and related collections deposited into a bank Bank Manual CM An internal record of small bank mavements such as Transactions transaction fees and interest deposits Bank Transfer CM An interanl record of transferring funds from one bank to another Bank Acct CM The documentation of matching internal records to Reconciliation external bank statements Journal GL The recording of various transactions within the company Chapter 3 53 User Interface 3 3 Mobile Applications This user interface includes all software required to support Software 4U applications that are provided on mobile devices including tablets and smart phones running on many different platforms such as Android OS and iOS Details about the functionality of each App per mobile device will be described in the Reference and Processes chapters The focus of this section is to describe how to use navigate and manage the Apps The Apps that are currently available on both iOS and Android devices are described briefly here The Sales App is primarily used by the Sales people and has almost all the functionalities as the Sales module on the desktop o
29. each type of transaction within the system All transaction search pages contain the unique number associated to the transaction type Each transaction search page contains additional information relevant to that transaction type The filtering provided is dependent on the type of transaction as well However all transaction searches can be filtered by the unique number and a date range to filter the search by Below is a list of all transactions available in the system For each transaction there is a corresponding search page Table 11 Transaction Types Transaction Example Module Description Quotes QTE12 Sales Lists the estimated price of a job or service Sales Order S0132 Sales Confirmation of an order with the price of the job or service Quick Pick QPICK23 WO An order to be picked packed and shipped using a more manual non automated process during the picking packing and shipping and having the data entered after the fact Picking Batch PICKBT2 WO A batch or group of picking lists Picking List PICKLIST4 WO A listing of a group of parts to be picked from inventory for a customer order Packing List PACKLST6 WO A listing of a group of parts to be packed for a customer order Shipping Order SHIPORD10 WO A listing of a group of packages to be shipped for a customer order Invoice INV768 AR A listing of goods sent or services provided to a customer with a statement of the amount due Collectio
30. for a sales transaction This also includes machining a new part in the warehouse along with the labor costs that are associated with machining The processes which support Warehouse Operation can be accessed via the Warehouse Operations option located on the Start page This module is comprised of three sections Picking Packing and Shipping 74 Software 4 U User Manual Section 1 Picking The Picking process includes order fulfillment picking 4 5 1 Order Fulfillment The Order Fulfillment page is used to allocate parts for an order and create the picking list for the pickers so the order can be fulfilled It can be accessed via the Warehouse Operations module located on the Start page From the Start Page select Warehouse Operations then Order Fulfillment The Order Fulfillment page is opened and is blank Figure 10 Order Fulfillment Page O Orders FullFilment PVF Home Appearance Windows q Complete Ord E Sales Ordi ei al a Warehouse All Warehouses v a 7 A 4 na sf Complete and Partial Orders Allocated SOs Allocate De Allocat Create Picking Create Picking Filter Open Orders Sort Refresh Cleanand Sales Sales Order Batch Multiple Batch Single Fill Up To Selection Refresh Orders Lines Machining e 4 amp Start Page at Orders FullFilment a Orders FullFilment Date y User Sales SALES Total Selected Total Order 4 764 365 81 Total Selected Lines 0
31. for selecting and segregating the part groups A part group is a way to categorize parts by type For example pipes valves fittings and flanges are each considered a part group The different sections of the toolbar on the Picking Configuration page are Main and Actions Table 13 Picking Configuration Page Toolbar Section Option Icon Description Main The Main section of the toolbar is described in detailed in Table 6 on page 37 On the Picking Configuration page this information is specific to saving and refreshing the the current settings on the page Actions The choices in the Actions section of the toolbar on the Picking Configuration page are basically to add or modify a Part Group Add New This action is used to add a new part group with Alt i settings specific to it The Selection Configuration Page is loaded to make the options Add New Modify This action is used to modify an existing part Alt W group and the settings specific to it The Selection Configuration page is loaded to make Modify the changes 4 5 4 2 Picking Configuration Basic Operations Below is a list of the basic operations available on the purchase order page e Set segregation criteria e Set selection criteria e Add a new part group 91 e Modify an existing part group Here are step by step procedures for each operation listed above Set segregation criteria 1 On the Picking Configuration page for each item listed in the S
32. generate I no I voucher at receive 0 yes GenerateVoucherAfterReceiveComplete Automatically generate T no I voucher at receive 0 yes GenerateInvoiceAfterShipmentComplete Automatically generate T yes T invoice at shipment 0 no Figure 11 Cycle and Physical Count Configurations Configuration Name Descripton Possible Values ycleCountByPart et unit of count By part 0 by bundle CycleCountCloseBeforeCounting Leave count open from T no 0 previous day 0 yes 9 10 Software 4 U User Manual Configuration Name Descripton Possible Values ycleCountEntryBlind On cycle count adjustment yes display system quantity 0 no CycleCountEntryBundle Define cost of bundle 7 generated by any cycle count adjustment CycleCounterAssignAcceptCategoryWhenNoCriteriaFound Allow counter to count I yes category without category 0 no configuration CycleCounterAssignAcceptClass WhenNoCriteriaFound Allow counter to count class I yes without class configuration 0 no CycleCounterAssignAcceptGroupWhenNoCriteriaFound Allow counter to count I yes T group without group 0 no configuration CycleCounterAsssignAcceptPartWhenNoCriteriaFound Allow counter to count part I yes without part configuration 0 no CycleCounterAssignAcceptWarehouseWhenNoCriteriaFoun Allow counter to count in T yes d any warehouse without 0 no warehouse c
33. is blank go to Step 2 Otherwise select New AIt N Enter Vendor Manufacturer Warehouse FOB Carrier Freight Invoice and Packing List Number Select Find PO Lines Alt X 4 Select one or more lines from the purchase order using Select One Select All or clicking the box to the left of the line Select Add Bundles to each of the selected lines The Bundle Entry page will be loaded create bundles manually a Enter the letter n to create a new bundle for the line b Enter the Qty to Pre receive Unit of Measure UOM Number of Pieces Heat and Package number c Select Save Alt S to save the bundle This will bring you back to the Pre Receive page Notice the Qty Pre Received column is modified for the purchase order line d Repeat step 5 for all lines Enter the Total Packages field which is the number of packages that will be pre received Select Save Alt S The Pre Receive PRCPxxx was created successfully message will be displayed 8 25 Press OK to continue The pre receive transaction is created and the status is set to Opened and the related purchase order s status is set to Pre Received Receive a purchase order after quick pre receiving 1 Open an existing Pre Receive that is in the Opened or Partially Received state Select Receive AIt B If required fields are missing an error message will be displayed indicating which fields are missing Fill in th
34. list displayed 5 The filtering can also be more customized by selecting Custom in the filter list displayed Note Once a filter is applied to a column the filter icon will stay displayed in the column header To customize filtering for more than one column Use the Filter Editor It is an extremely powerful tool to sort data in a table 1 Right click on any column header 2 Select Filter Editor from the drop down list of options The Filter Editor will be displayed 3 Add as many filters as you want by selecting a field how to sort by and the value to sort with Select And or the plus sign to add a filter to the list 4 Select Apply from the Filter Editor The filtering will be applied to the table 5 To undo filtering select Filter Editor again and select the little red x at the end of each filtering sentence or select the little filter icon in each column affected and select ALL to undo the filter for that column Tabs A tab is a part of the page that protrudes or stands out form the normal page shape allowing you to access different parts of a menu display or page Figure 25 Tabs Detail Additional Info Quote Salesman PrePayment Statistics Follow Ups Some pages have one or more tabs in the main section of the page and one or tabs in the detailed section of the page There can even be side tabs 36 Software 4 U User Manual To view the data under each tab either e Click on the tab e Select the icon ass
35. of the grids Alt 7 Al from top bottom to left right and vice versa Swap Order Grids Show All Lines This action shows all sales lines available for the Alt 8 sales order s selected Show all lines Show Only Selected This action restricts view to only those sales lines Lines that are currently selected Alt 9 Show only selecte Exit The Exit section of the toolbar is described in detail in Table 6 on page 37 4 5 1 2 Order Fulfillment Basic Operations Below is a list of the basic operations available on the Order Fulfillment page e Allocate one or more sales order s e De allocate one or more sales orders s e Create a picking batch Here are step by step procedures for each operation listed above 79 Allocate one or more Sales Order s A sales order can only be allocated if the entire inventory that is listed on the sales order is available Sales orders can be partially allocated while waiting for inventory to be received 1 Select one or more sales orders and or one or more sales order lines by clicking on the box to the left of the line 2 Select Allocate Alt X The Quantity Allocated 9 o column will be updated for each line successfully allocated When all lines are at 100 the sales order is allocated and moved to the Allocated SO s list in the Allocated SO s tab De allocate one or more Sales Order s The reason a sales order is de allocated is because 1 Go to the Allocated SOs tab if you are no
36. or open the invoice 2 To apply funds that have already been collected to this invoice select Open Collection Alt 0 This will open the Collection View page with the invoice currently loaded checked as Invoice to Apply To apply funds due to a credit memo select Apply Credit Memo Alt M This will open the Credit Memo page with the lines from the invoice currently loaded Post an Opened Invoice 1 Open the invoice on the page to be posted Select Post Alt T to post the invoice This makes it final A message will appear asking Are you sure you want to post the invoice Select Yes to post or No to cancel 13 If Yes then the Invoice INVxxx has been posted successfully message will appear Select Ok to continue The status of the invoice will change from Opened to Posted Approve an Invoice 1 2 Load or open the invoice to approve Select Approve Alt A A message will appear indicating Invoices were approved successfully where is the number of invoices selected Select Ok to continue 13 Software 4 U User Manual Section 1 Collection Collection is the process used to collect the funds owed to the seller you by the buyer customer This occurs after the invoice is received by the customer and the payment is made according to the terms defined in the sales order If the terms are not met then the invoice is considered overdue There are two pages used to mana
37. packer to pack without T yes T eriaFound warehouse zone configuration 0 no Packer ValidateUnit Weight Validates if packer can handle pack 7 I list alone or needs more packers Figure 10 Receive and Voucher Generation Configurations Configuration Name Descripton Possible Values PreReceivingInvoiceNumberCriteria Validate if INV was used showerror in other Receive Pre receive 1 show warning 0 no message PreReceptionAllowedPercentageOverReceive Set allowed over quantity any T00 ordered to be over received ReceiveShortReceiveAllowedPercentage Set allowed under any 10 quantity ordered that can be under received PreReceptionAllowWithoutMTR Allow pre rec of bundles T yes T without MTR 0 7 no ReceiveAllowWithoutMTR Allow rec of bundles T yes T without MTR 0 7 no ReceiveDirectReceivingInvoiceNumberCriteria Validate if INV was used 2 showerror I in other Receive Pre receive 1 show warning 0 no message ReceiveRMAATlowHeatFromAnotherInvoice When Rec RMA allow I yes I heats from previous 0 no invoices Generate VoucherAfterDirectReceiveComplete Automatically Generate T yes T Voucher with Direct 0 no Receive Generate VoucherAfterReceiveComplete Automatically Generate T yes T Voucher with Receive 0 no ReceiveIncomingShipmentMaxDelay Set max of days an order any 10 can be delayed before going to extremely delayed state ReceivePutaway AutoAlloc
38. pino sales Order Page Toolbar d bd nu ERES 44 Transfer Page Toolbar cintia dnd tede reso ela Ye e eae EERS a 54 Inventory Availability Page Toolbar utes er eii a east 56 Orders Fulfillment Page Toolbar nine ardente tote redo Felt nent rad 76 Picking Batch Page Toolbar sa isi I een ii e e dab quet iei ei eddy 81 Picking List Entry Page Toolbar 185 Picking Configuration Page Toolbar calcita cel bee tp e is 90 Packing St tions Monitor Toolbar neca daci cis 96 Packing List Entry Pase Toolbar eodeni ED eddie eia ae 99 Shipping Order Page Toolbar aea tnit et tete rect Fa ic 106 Shipping Orders Entry Page Toolbar se tige de E DE Reb et deret e o b pate 110 Shipping Orders Entry Page Toolbar oooonoicncnnnicnonicnnocononcnncnnanoncnnnn eene enne ener eene arranca cnn 116 Invoice Generation Toolbar 2 erret tertiis be ri Pe HERR ER ER REPRE REIR egeo Eee pico ce pinea 123 nzotediSatavdliudbri Invoice Page Toolbar Collections Page Toolbar Collection Batch Page Toolbar ii deo pa bine oe ns 138 Credit Memo Generation Page Toolbar i nee initis ette cid 141 Credit Memo Review Page Toolbar id 143 Credit Memo Page Toolbar dinis eie Ard n de 145 Pre Receive Page Toolbar Pre Receive Page Toolbar Pre Receive Page Toolbar Pre Receive Page Toolbar Pre Receive Page Toolbar Pre Receive Page Toolbar Authorize Quotes Page Toolbar oooococncniconcnnonncnnonconnnnconc
39. purchase order by copying the data in the header section and the lines from an existing purchase order Paste This action is used to paste copied parts quantity and Alt V cost from approved files Inventory This action is used to bring up the inventory availability Availability d page which will show specific details about the part Alt Y re selected on the purchase order page nventory Availability Navigation The following options are available to support navigation throughout the Purchase Order page Order Sets focus to the Order tab in the header section It Alt 1 contains the main header information for the purchase order listed If there is not a current purchase order loaded the header information will be loaded with minimal default data Additional Info Alt 3 Sets focus to the Additional Info tab in the header section It contains additional information about the Vendor and about the purchasing and shipping for this order In addition various historical information for the order is displayed Addresses Sets focus to the Address tab in the header section It Alt 4 contains specific information about the Vendor Address and the Shipping Address for this purchase order Vendor Sets focus to the Vendor Contacts tab in the header Contacts section It contains Alt 5 Table 1 Purchase Orders Page Toolbar Section Description Pre Payment Sets focus to the Pre Payment tab in the header secti
40. ready to pick Here are step by step procedures for each operation listed above Assign Picker s to a picking list The user that does this is typically the warehouse manager or dispatcher Once the picking batch is loaded onto the page that is to be worked on you will need to assign one or more pickers to each picking list within the picking batch To do this simply drag and drop the user into the Picker column for each pick list More than one user can be selected as a picker 1 Left click and hold the user that you want to use as a picker Figure 12 Left click and Hold Picking Batch PVF c Bgm Home Appearance Windows ER atso S ls EB Picking List P Bl I L 2 a ak AOR o RUNS Y vse B gd a Ready Cancel Save Find Delete Refresh Expand Swap Grids Select Unselect Y Unselect Manage Open picking Ext to Pick Picking ES Picking Bundles Lines All All Pickers List Main Grids Selection Actions Exit start Page jj Picking Batch di Picking Batch x 22 Picking List Batch pickerso1 Total Orders 1 Total Quantity 2500 User mvallaro MAX Total Lines 2 Total amount 315 69 Pickers 2 Carlos Beller Max Vallaro cbeller mwallaro Picking Lists Picking Bundles Juste seg Pickers State No Route o parta MR w wuzome Location Bundle Sel Criteria Qty To Pick Qty Picked Total Picked Percentage Pu state 1 Fi5020 ME wi wi u MEI23SI 200 200 100 P Closed 2 F15020 MF w w u MF17507 5 00 5 00 F 100 P
41. refer to XXXXXXX However details about this page are explained here for completeness Once opened the packing list entry page includes some header information and details about each bundle within the packing list The header information includes information about a packing list including the packing station the packer assigned the state of the packing list the customer the carrier the shipping method the specific properties of the packing list and specific properties about the packer assignment 4 5 7 1 Packing List Entry Toolbar The different sections of the toolbar on the Packing Stations Monitor are Main Actions Navigation and Print Table 15 Packing List Entry Page Toolbar Section Option Icon Description Main The Main section of the toolbar on the Packing List Entry page is described in detail in Table 6 on page 37 On the Packing List Entry page this information is specific to saving and finding a packing list and refreshing the page as needed Actions The choices in the Actions section of the toolbar on the Packing List Entry page are specific working with a packing list As stated above this is typically done via a mobile device but can also be handled through the software directly Start Packing This option is selected to indicate to the system AIt N that the packing process has started for the packing list loaded Stop Packing This option is selected to indicate to the system AIt H that the packing
42. save the changes or not All fields on the page will be blank following a successful New Save Save saves any changes to the current page that is Alt S 4 loaded If it is newly created the system will assign a number if needed prior to creating and then saving It Save will not save successfully if all the required fields are not entered Find ER Find takes the user to a Search page Once there the AIt F HS purpose of this screen is to find an existing item and select or accept it The user can Find e Select from the list provided or enter a number directly in the primary field Once the quote is located or selected the user must select Accept e Filter the list by specifying a certain range of dates that the quote was created using the Date From and Date To fields if provided e Filter the list by using the other fields if provided Delete cm Delete deletes the item that is currently open viewed on Alt D m the screen from the system after a confirmation window esa is displayed Refresh pe Refresh clears any changes made to the item since the AIt R 7 last save A prompt letting the user know that changes have been made and refreshing will clear these changes Refresh will appear Clean Clean clears any filters that have been entered on the Alt C E page usually a search page Clean Details The details section of the toolbar is used to manage the data that is currently loaded If data is not open and loaded then these fu
43. the system allowing a user to find add modify and or delete an instance of an entity depending on the users authorization level 1 3 4 Processes Overview Utilizing all modules explained above Software 4 U has several main processes that group various jobs tasks that functionally make sense Some processes are grouped based on business flow Other processes are strictly a way to group tasks relating to a similar functionality simply a way to organize or categorize similar tasks The processes that make up your system are listed below along with a short description Chapter 1 9 Getting Started of the major functionality of each one More detail of each process will be given in later chapters 1 3 4 1 Quote to Cash This process integrates Sales and Accounts Receivable providing control and visibility over the entire life cycle of a sales order transaction This begins with a sales order and is completed when the customer pays for the goods or services received giving a full picture of cash flow inventory flow and financial responsibility for that sale This process directly impacts your customer and is used to place and fill an order pick the product from your supply pack the product for shipping ship to the customer generate send an invoice and collect payment for the product 1 3 4 2 Purchase to Pay This process integrates Purchasing and Accounts Payable providing control and visibility over the entire life cycle of a pur
44. the toolbar on the Purchase Orders page is described in detail in Table 6 on page 37 However it is specific to creating saving deleting and finding a purchase order There are some options specific to this page Close Line AIt CL Closes the purchase order line that is in focus Close Closes the entire purchase order A confirmation box Alt CO zz will be displayed prior to closing Close Hold Places the purchase order on hold No action can be Alt CH taken on the purchase order until it is released Hold Authorize Authorizes a purchase order that is in the Need Alt U Authorization state Reject Rejects a purchase order that is in the Need Alt T Authorization state Details The Detail section of the toolbar on the Purchase Orders page refers to the lines in the Detail tab of the page listing the items being ordered The only two options are Remove Line and Remove All Lines and are described in detail in Table 6 on page 37 Actions The choices in the Actions section of the Purchase Orders toolbar are specific to creating and building a purchase order 6 Software 4 U User Manual Table 1 Purchase Orders Page Toolbar Section Option Icon Description Import mal This action is used to import lines from an Excel fx spreadsheet that includes information for this purchase Alt I ix order Import Copy From PO This action is used when you want to create a new AIt CP
45. to any mobile device that runs with Google s Android operating system This is includes most devices that are NOT iOS devices as described above Downloading the available Apps is the first step and is described in the first chapter Getting Started section x x x The Apps that are currently available are Sales Stock and Warehouse For detailed explanation as to how to use these Apps refer to sections x x x 55 56 Software 4 U User Manual 3 4 Web Based Tool TDB Appendix 1 for User Interface Take note of the different filtering and field options per transaction type as shown in the figures of the search transaction pages below Figure 29 Search Quotes Page es HES amp Find Accept Clean Exit Main Exit Number Customer Date From DateTo y Drag a column header here to group by that column E Quote Number Date Quote State Salesman Quoted By Line Numbers Customer Code gt 1 QTEL 12 5 2013 Ordered Lenovo 3 APCHOU Figure 30 Search Sales Orders Page ee MES dB Find Accept Clean Exit Main Exit Number Customer g Date From DateTo x Drag a column header here to group by that column Number Date Sales Order Status Salesman Sales Order By Line Numbers Customer Code gt 1 S01 12 5 2013 Partially Picked Backorder Lenovo Leno
46. to manage which open window is to be displayed This can be done here or by directly clicking the tabs within the main page Figure 18 Windows Tab Home Appearance Windows 1 Start Page lag 2 Orders FullFilment 3 2 1 2 Window Navigation Tools On the far upper right corner of each window or page the same set of icons are displayed These icons are links to tools that help the user navigate and use the system These are shown and described below Chapter 3 23 User Interface Figure 19 Tools ES o m u Table 2 Tools Name Icon Description Minimize m Minimizes the screen Restore z Restores the screen to a smaller size or restores to the full or screen size Exit 52 Exits the system Toolbar Minimizer B or Minimizes expands the ribbon toolbar at the top of the Expander page When minimized only the tabs available on the page Ctrl F1 are displayed Start Opens the start page User 5 Changes user System Information a Provides information about the system 3 2 1 3 Toolbar On every page within the system there will be a toolbar containing one or more icons Each toolbar consists of one or more parts so that the icons can be grouped by functionality Each part of the toolbar is divided by a solid line The icons define the tasks available for that page To access an icon simply use the mouse to hover over the icon until it is highlighted When hovering the title of the i
47. to take Either move all to a specific location fill location to the fullest amount or move all to stock 4 Save the transfer transaction You can then preview print or email the transfer for record keeping or for communication purposes To select bundles to transfer 55 56 Software 4 U User Manual 4 4 2 Inventory Availability 4 4 2 1 Inventory Availability Toolbar The Inventory Availability toolbar is where all choices are listed for the user when The different sections of the toolbar are and Exit Hs S X amp Mu a Accept Part Warehouse Warehouse Warehouse Warehouse Warehouse Manufacturer Swap Swap Chart Exit Location Manufacturer Manufacturer Bundle Bundle Location Argument Main Tabs Actions Exit Table 9 Inventory Availability Page Toolbar Section Option Description Main The only option available in the main section is Accept Alt Navigation This is a list of all the different filtering options available when viewing the inventory information about a part Part This will give all the information about the given part as Alt to location status current and past costs More details given below Warehouse This will give a view into a given part by warehouse For Alt each warehouse the part information is given just like for Part but by warehouse Warehouse Location Alt Warehouse Manufacturer Alt Warehouse Manufacturer Bundle Alt 57 Table 9
48. 0 Table 11 Table 1 Table 2 Table 3 Table 4 Table 5 Table 6 Table 7 Table 8 Table 9 Table 10 Table 11 Table 12 Table 13 Table 14 Table 15 Table 16 Table 17 Table 18 Table 19 Table 20 Table 21 Table 22 Table 23 Table 24 Table 25 Table 26 Table 27 Table 28 Table 29 Table 30 Table 31 Table 32 Table 33 Table 34 19 jr TC HOPES 23 Toolbar Modules P 25 Field Descriptor 5 npa tie d e HEREDI REED E SE HEP EH AE E ESS 32 Column Dropdown List ERR M 33 General Page Toolbar ianitor ete eq pie eid epe ba e i E Bette 37 Toolbar Tasks Search Entity Page 22 45 Additional Toolbar Tasks Search Entity Page essere ener 46 Entities Search by Code iii ded ela ersten e tin coe ii el b bete ee iste a de reed 47 Toolbar Tasks Search Transaction Page essent entrent tentent nene 50 Transaction Types M P 51 Purchase Orders Page Toolb r 5 3 iii 5 Pr Receive Page Toolbar unisce aida 14 Pre Receive Page Toolbar ie ane Ad nie idi e pda 21 Receive Page Toolbar Receive Page Toolbar ni Quotes Page Toolbat i couche on ect tene ene eoe e Ero E erp e ie EO Hb dae iret a eee
49. 13 Part Stock WH MFR Bundle 4 4 13 1 Part Stock WH MFR Bundle Toolbar 4 4 13 2 Part Stock WH MFR Bundle Basic Operations 4 4 13 3 Part Stock WH MFR Bundle Field Descriptions 69 4 4 14 Cycle Counter Manager 4 4 14 1 Cycle Count Manager Toolbar 4 4 14 2 Cycle Count Manager Basic Operations 4 4 14 3 Cycle Count Manager Field Descriptions 70 Software 4 U User Manual 4 4 15 Cycle Counter Selection 4 4 15 1 Cycle Counter Selection Toolbar 4 4 15 2 Cycle Counter Selection Basic Operations 4 4 15 3 Cycle Counter Selection Field Descriptions 71 4 4 16 Manage Stockers The Manage Stockers page is used to add modify or delete users or workers as stockers to the system If modifying or adding a stocker the Stockers page will be displayed and this is where parameters such as which warehouse he she is assigned which groups categories classes and parts can be accessed by this stocker To access this page from the Start Page select Warehouse Management then Manage Stockers This page follows a generic format and is described in detail in the Manage Entity Pages section of the User Interface portion of this document See Manage Search Entity Pages on page 44 72 Software 4 U User Manual 73 4 5 Warehouse Operations The Warehouse Operations module is a main component of inventory management within the Software 4 U system It is where a user can allocate and manage parts that are outgoing
50. 2 00 PM PurchaseOrderFromSalesOrderWarehouse PO Set where warehouse I fromVendor I value comes from 0 From SO QRServiceURL Set URL to generate the QR any address listed on page 11 12 Software 4 U User Manual Configuration Name Description Possible Values Detault Value endInvoiceApprovedMail l oCustomer ndicates 11 a mail must be yes 0 sent to the customers after 0 no approve invoice SendSMS Indicates if the system I yes 0 should send sms messages 0 no UserCustomerProfitV alidationInformation use customer info if I Customer I applicable or global values Info 0 Global Config UserActivityQueStartMultipleA ctivities Allow user to start multiple I yes activities at the same time 0 no UserActivityQUeStartOnlyTopActivity Allowusertostatany I yes JO activity from any que 0 7 no WarehouseActivitiesAllowChangeAssignation Allow user to assign a task I yes 0 assigned to another person 0 no WarehouseActivitiesAllowManualAssignation Allow manual activity I ye JO assignation by warehouse 0 7 no users WarehouseActivitiesAllowWarehouseAssigna Allow cross warehouse T yes T tion assignations 0 7 no Chapter 2 2 3 Company Specific Configurations To view or reset these configurations you will need to access the Administration module To do this select Administration from the Start Page and then from the Administration page se
51. 2 CashDeposit PVF o I s Y Home Appearance Windows 50 D Laj s Ez E Ww em m 3 ajo iz O OD E amp e i E New Save FindCash Delete Refresh Hold Post Clean Find Collection UnDeposit Deposit Header Lines Filter Collection Exit Deposit Filters Methods Methods Main Collection Methods Navigation Ext 29 start page JG casnDdeposit x Cash Deposit Page Header Totals Number Q Date 9 10 2014 Total Deposit 0 00 Bank Account n Bank Hold Total Collection Method 0 00 Document Apply Date 9 10 2014 Posted Notes Reference I Journal Posted Date M Filters 4 Collection Method Filters Lines 4 Cash Deposit Lines Date From 9 10 2014 DateTo 9 10 2014 is com Date con con Metnoa Notes Amount T essc Costin Method Is Select Coll Nu Date Coll Me Coll Method Description Amount l Ag MaxVallaro Company Team Alloys Business Unit Team Alloys amp Warehouse Main Houston Warehouse 4 9 1 1 Cash Deposit Operations The basic operations available on the Cash Deposit page are e Create a cash deposit e Add a collection to a cash deposit e Remove a collection from a cash deposit Here are step by step procedures for each operation listed above Create a cash deposit 1 Enter header information 17 e Bank account where the depos
52. 2259 PDA pRPSps da ds A dci y 34 A ats a este see sos eeatee one aeees oases E sae ss 35 QUOTES EP PCT PP 39 MEISXOG C RR 44 Warehouse Man gement i i esse yh heh ienis edet dk RETE QE e ease nae Haein 53 A bed err ORIS PPS aDEEDRe Dente el bates lee aia Bean he regn vs 54 Inventory Availability 5 222 m re Ek Reese rec Ru kde d EERE NE EE ETE ERENS 56 Physical Count icd 2 9045 yen vy dN Ye CAS las Pe ad deg nd A Mave es FT eds 58 Physical Count Entry 0 hh rh rra 59 Physical Count Manager 4 osse sees er hehehe a Eg RE Oe dae ER RE 60 Replenishment Batch 0 cece hh e n ren 61 Replenishment List Entry 0 0 0 ccc cee ehh mh hn 62 Replenishment Configuration lesse ee 63 Cycle Count 2 PEL Wb iaa dun Seni ec E a e reden des 64 Cycle Count Schedule 43 31am Nu queas esee dae volando Li de Mn E aed 65 Cycle Count AdJUuSEHellt coss reor seit e seme sesame eae a ow D ants 66 Cycle Count Manager 25 4o mi iii ba sida rh aot ud Us dealt tte bap ics o daca 67 Part Stock WH MER Bundle 52 52543 24 say a0 bees PPP ode taeda ote aa Dy 68 Cycle Counter Manager i uiu Ir me ERE PIG iaa pak ba eed RIDES 69 Cycle Counter S lection i 4e Pee ev nm eset durer ed qe a nds 70 Manage Stockers 1 2 2 hh hh e rr ln 71 Warehouse Operations 4 s s ee hes he 6 000 69 tr I eR esi Geld ele iss iss wee nes HES RE EE 73 Order Fulfillment 2 se egos Ri e a ee iple S a RE NUR RIG on E ordo 75 Picking Batido a 80 Picking L
53. 4 5 2 Physical Count Manager Basic Operations 4 4 5 3 Physical Count Manager Field Descriptions 61 4 4 6 Replenishment Batch 4 4 6 1 Replenishment Batch Toolbar 4 4 6 2 Replenishment Batch Basic Operations 4 4 6 3 Replenishment Batch Field Descriptions 62 Software 4 U User Manual 4 4 7 Replenishment List Entry 4 4 7 1 Replenishment List Entry Toolbar 4 4 7 2 Replenishment List Entry Basic Operations 4 4 7 3 Replenishment List Entry Field Descriptions 63 4 4 8 Replenishment Configuration 4 4 8 1 Replenishment Configuration Toolbar 4 4 8 2 Replenishment Configuration Basic Operations 4 4 8 3 Replenishment Configuration Field Descriptions 64 Software 4 U User Manual 4 4 9 Cycle Count Wikipedia A cycle count is an inventory auditing procedure which falls under inventory management where a small subset of inventory in a specific location is counted on a specified day Cycle counts contrast with traditional physical inventory in that a full physical inventory may stop operation at a facility while all items are counted at one time Cycle counts are less disruptive to daily operations provide an ongoing measure of inventory accuracy and procedure execution and can be tailored to focus on items with higher value higher movement volume or that are critical to business processes Cycle counting should only be performed in facilities with a high degree of inventory accuracy great
54. Bundles sections is similar to the Details section except that it deletes the bundle lines instead of the PO lines Actions The choices in the Actions section of the toolbar are specific to entering and managing a pre receive Find PO Lines This action is used to find the Purchase Order lines Alt T that are listed on the pre receive documentation The PO Line Search page is loaded and can be used to filter and find the actual PO lines Duplicate Bundle This action is used when you need to AIt LI Generate Bundles This action is used when you need to AIt GE Calculate Duty amp This action is used to calculate the duty and freight Freight based on the PO lines listed Alt U Navigation In additions to the Header option in the Navigation section of the toolbar as described in Table 6 on page 37 the following options are available for navigation on the Purchase Order page Table 3 Pre Receive Page Toolbar Section 23 Description Header Contains all of the header information for a pre Alt 1 rceive transaction Detail Contains a grid of all PO lines listed on this pre Alt 2 receive Bundles Contains a grid of all the bundles for this pre Alt 3 receive Line Additional Info AIt L12 Contains a grid of all PO lines listed on this pre receive Bundle Additional Info Alt B13 Contains a grid of all the bundles for this pre receive Printing The Pri
55. Cost 1 F18W060 6 150 A105N RF WN XH EA 25 00 10 00 250 00 2 F18W100 10 1504 A105N RF WN XH EA 15 00 3 00 45 00 3 F1S020 2 1504 A105N RF SLIP ON EA 25 00 4 00 100 00 Authorized By Merchandise Subtotal 395 00 Freight Charge Subtotal 0 00 Duty Charge Subtotal 0 00 Misc Charge Subtotal 0 00 Total 395 00 2000 PO122710 Form POForm 4 1 2 Pre Receive 15 Pre Receive makes the Receive process smoother and requires less effort Pre Receive is done when documentation is sent from the participating vendor the company that you purchased from Such documentation means that order has been shipped This documentation contains package numbers heat numbers and often MTRs for all parts If this information is not entered into Pre Receive then it will need to be entered during the Receive process The Pre Receive page is accessed via the Purchasing start page Figure 5 Pre Receive Page Ig Receive Y Attachments K gt Pre Reception PVF o Home Appearance Windows 4 mm p Tq j H 8 o9 XX o 5 m New Save Find te Refresh Remove Remove Find PO Header Detail Line All Lines Lines F gt T m x amp start Page WB Pre Reception 4 PreReception Header Pre Paid Pre Reception Number Vendor Manufacturer Warehouse FOB Carrier State Pre Reception Date Shipment Departure Date Invoice Est Arrival Date Packing L
56. F Ko Home Appearance Windows H oo R P ox a 1j Y se ES Picking List CE a Ff Picking Lines Save Find Delete Refresh Ready Cancel Open Pi icking Manage Unselect Select Unselect Collapse Swap Grids to Pick Picking List Pickers All All ES Picking Bundles Lin L Start Page d Picking Batch X Batch A Total Orders User Total Lines Pickers 1 Max Vallaro Picking Lists picking L List Seg Cr Pickers State Notes Line sos SO Line Part WH MFR Qty To Picking Bundles Route AssignedTo Part MFR WH WH Zone Location Bundle Sel Cri Once opened the picking batch page includes header information and details about the pickers picking lists lines and bundles within the batch The header information includes the general information for a batch including the user that created the picking batch the total orders in the batch the total lines for within the batch total quantity in the batch and the total price tagged with the batch 4 5 2 1 Picking Batch Toolbar The Picking Batch toolbar is where all choices are listed for the user when working with a picking batch The different sections of the Picking Batch toolbar are Main Actions Grids Selections and Exit Table 11 Picking Batch Page Toolbar 81 Section Option Icon Description Main The Main section of the toolbar is described in detail in Table 6 on page 37 On the Picking Batch page this information is specific to sa
57. Filters section of the toolbar is used to display desired results through a selection of filter criteria Warehouse This option is used to show all orders in the Alt W warehouse s selected Warehouse All Warehouses Filter This option is used to narrow down search results Alt F by filtering by the type of order such as Open Y Orders Hot Orders Partial Orders etc Filter Fulfillment The Filters section of the toolbar is used to display desired results through a selection of Simulation filter criteria Complete Orders Alt O Complete Orders This action is used to allocate all complete orders eligible in Sales Order cue Table 10 Orders Fulfillment Page Toolbar Section 77 Description Complete and Partial Orders This action is used to allocate all complete and partial orders eligible in Sales Order cue Alt P Complete and Partial Orders Fill Up To This action is used to consume desired percentage Alt U of stock Fill Up To ij Sort AIZ This action will display the Sort Field page and is Alt L T A used to sort the Sales Order Lines grid based on any of the columns listed sort Refresh The Refresh section of the toolbar is used to update information for the page and view the most recent data Refresh Selection This action is used to refresh the page displaying Alt R Y 4 the most up to date information based on the 2 filtering selected Refres
58. I is over under 0 no SalesOrderAskPrintA IBundlesOnQuickPicking Quick Pick Print all bundles I Configuration Name Desccription an so be created from Quote partially Should SO show line selection window Chapter 2 System Configuration Val partial show selection window and allow user to choose lines 1 Don t allow partial or line selection don t show selection window 2 Don t allow partial but show windows w lines checked don t allow to change checked state Detault Value SalesOrderHeaderAllowPartial Allow partial SO T yes 0 no SalesOrderHeaderShowMessageProfitPercentag eValidations Show header profit messages T yes 0 7 no SalesOrderHeaderShowProfitPercentage Validations Which type of header profit message 2 showerror 1 show warning 0 no message SalesOrderlfNotPrintingAlIBundles WichForDef ault Print All Bundles T yes 0 7 no SalesOrderLineATlowPartial Allow partial SO Iine T yes 0 7 no SalesOrderLineShowMessageProfitPercentageV alidations S Show line profit messages T yes 0 7 no SalesOrderLineShowProfitPercentageValidation Which type of Tine profit message 2 showerror I 1 show warning 0 no message SalesOrderLineUnderAvailableStockValidation Flag understock part lines 2 showerror 1 show warning 0 no message SalesOrderMaximumAllowedDiscountValue S
59. Inventory Availability Page Toolbar Section Description Warehouse Manufacturer Alt Exit The Exit section of the toolbar is described in detail in Table 6 on page 37 4 4 2 2 Inventory Availability Basic Operations 4 4 2 3 Inventory Availability Field Descriptions 58 Software 4 U User Manual 4 4 3 Physical Count Wikipedia Physical inventory is a process where a business physically counts its entire inventory A physical inventory may be mandated by financial accounting rules or the tax regulations to place an accurate value on the inventory or the business may need to count inventory so component parts or raw materials can be restocked Businesses may use several different tactics to minimize the disruption caused by physical inventory Software 4 U provides the tools to facilitate and expedite physical counts as much as possible Even though it is still a manual process there is the ability to scan the goods with a scanner automating the counting process and automating the entering of the data 4 4 3 1 Physical Count Toolbar 4 4 3 2 Physical Count Basic Operations 4 4 3 3 Physical Count Field Descriptions 59 4 4 4 Physical Count Entry 4 4 4 1 Physical Count Entry Toolbar 4 4 4 2 Physical Count Entry Basic Operations 4 4 4 3 Physical Count Entry Field Descriptions 60 Software 4 U User Manual 4 4 5 Physical Count Manager 4 4 5 1 Physical Count Manager Toolbar 4
60. L eoe ia ida 19 Assign PACK EE RE 20 Packing List Batty otra eat 21 Packing List Window Blank nih danse tot rettet ei eio de cet aie c Le eed dienen 21 Bundle Verification Tab tret ero eite peri rrt EP err Pe berets Fe Hee ER SERERE REPOS 23 Bundle Packing Tab Package Drop down Packer PrOBrES I Shipping Order siia e ad eed o OO e iR RI Shipping Order Window Brhpty iudei de tei ettet eripe ctae ear cheney shots sup da ata 27 Open Packing Dista M 27 Shipping Order Window 5 5 nite ed inen t c ats e dd id 28 Shipping Order Created Successfully sincsen ii al aenea nete enne 28 Shipping Station Monitors ICOn ient tee iie t tite nter ek aee tbe nea cho e beo dentarias bee aea sede Shipping Station Monitor Window Assign Shipper to Station nas di i ee atte ep e deba HF EE re E erre ee Edo soa ses kb uet iia Shipping Order Entry co 5252 ege iei pod HP Ta dives ded e e HERPES Shipping Order Entry Window cue teeth tiit tenni dad fos Le E Lee pts Eee po eua case Start Shipping COD e aaa Involce Generation vom Involce Pagecucas fishies din ue A E REA e Figure144 QuickPickinglcon Ud AA AI Figure Bundle Search Page etd d an diia ed e eddie Purchasing start Page 2 5 ase oS d tia ande meu Purchase Page E
61. Method AR The different types of collection methods available to be used Company Your company and the information about your company Company Package Type WM The different types of package types such as crate box pallet Cost Center GL Country Admin Country Credit Card Type AP The different types of credit cards available Customers Sales A company or person that buys products from you Customer Part Xref Sales The cross reference of Customer User Sales The user information of a person that works for a customer Department GL 48 Software 4 U User Manual Table 9 Entities Search by Code Entity Moduele Description Duty Admin Expense Type AP The different types of expense types available FoB Admin Free on Board term of sale under which the price invoiced by a seller includes all charges up to placing the goods on board a ship at the port of departure specified by the buyer Used in shipping to indicate that there is no charge to buyer for goods placed on board a carrier at the point of shipment Forecast AR Freight Admin A charge paid for transportation of goods by air land or sea Goods may be transported on freight prepaid or freight collect FoB basis Location WM A location within the warehouse Typically a rack parking lot or pipe yard Manufacturer Admin Companies that manufacture the products in inventory Movement Type Pac
62. N This will generate the vouchers automatically after goods or services are received Insert Payment Generation page 4 8 6 1 Payment Generation Operations The basic operations available on the Payment Generation page are e Print Checks Here are step by step procedures for each operation listed above Print one or more Check s 1 Select the bank account to use to issue the check N Select which check to print Select print Alt P Choose which print option to use bud e print extra invoice lines on check paper 16 16 Software 4 U User Manual e Print extra invoice lines on white paper 4 8 6 2 Check Printing Page Toolbar 16 Section 4 Debit Memo Occasionally there may be a problem with goods received from a vendor To formally document the request for a refund a debit memo is generated The Debit Memo page is where the creation of the debit memo occurs Debit Memo is used after funds have been paid for products or good that have been received and paid for A memo is sent to the vendor seller documenting the request for a credit to our account There are three pages which support Debit Memo Debit Memo Generation Debit Memo Review and Debit Memo Insert Debit Memo diagram 16 Software 4 U User Manual 4 8 7 Debit Memo Generation The Debit Memo Generation page is used to generate the debit memo for a vendor There are many filter options to sort the debit memo due to a vendor Insert De
63. ONPO InTr Recei OnH Avail Purc Last Avg Cost Mfr Wh Quoted SO Picked Packed Shipped This section includes Purchase Orders Toolbar on page 5 Purchase Order Basic Operations on page 8 Purchase Orders Output on page 14 Purchase orders have states that signify at what stage of the purchasing process the purchase order is in Below is a diagram that gives the possible flow of a purchase order 4 Software 4 U User Manual Figure 3 Purchase Order State Diagram Purchase Order States On Hold Cancelled Set the PO Purchasing Documentation received that at least one line of goods were shipped Pre PO Created Received for aBO All goods arrive and Received Completed ome of the goods Need Rejected Authoriza Authorized Partially Received Pre Received at least 1 line has been pre received that is QtyPreReceive gt 0 Partially Received at least 1 line has been received that is Qty Ordered gt QtyReceived gt 0 Received all lines have been received that is Qty Received Qty Ordered 4 1 1 1 Purchase Orders Toolbar The Purchase Orders toolbar is where all choices are listed for the user when managing purchase orders The different sections of the Purchase Order toolbar are Main Details Actions Navigation Printing Attachments Next Steps and Exit Table 1 Purchase Orders Page Toolbar Section Description Main The Main section of
64. Orders Page micras a rl dd id aii 4 Pre Retelve Page nenita aaa 14 Figure 5 Figure 6 Figure 7 Figure 8 Figure 9 Figure 10 Figure 11 Figure 12 Figure 13 Figure 14 Figure 15 Figure 16 Figure 17 Figure 18 Figure 19 Figure 20 Figure 21 Figure 22 Figure 23 Figure 24 Figure 25 Figure 26 Figure 27 Figure 28 Figure 1 Figure 2 Figure 3 Figure 4 Figure 5 Figure 6 Figure 7 Figure 8 Figure 9 Figure 10 Figure 11 Figure 12 Figure 13 Figure 14 Figure 15 Figure 16 Figure 17 Figure 18 Figure 19 Figure 20 Figure 21 Figure 22 Figure 23 Figure 24 Figure 25 Figure 26 Figure 27 Figure 28 Pre Receive Page xiu ca ilies cie eben tendente lebe in 20 Receive Page ei dna t dae d tau am S I e Dein 28 Incoming Shipments Page neri en e er eie dehet res ope dr Ye gn pe ie re Phi dir 32 ONO 39 Sales Orders Page conri iii ea Eaa EEEE C CR cov de FERRE e FU EEEFOE e EIGENE IS SEX So e ER faseus 44 Order Fulfillment Page en I iere po io eidem fp eae eR 75 Picking Batch Page Left click and Hold Drag tO Steis reiben did Picking Configuration Page nenn digna SEE D ede I Hei iat 88 Selection Configuration Page ec ined eerte ere ia eap ke oe di 89 Selection Configuration p ge i isi e rer eie etr ect E pee Fin Des t E REIR ERE ERE Nee EEE EELE E 92 Invoice Generation Page eei stent tese dd tii 123 Invoice Revi
65. PO Lines This action is used to find the Purchase Order lines Alt T that are listed on the pre receive documentation The PO Line Search page is loaded and can be used to filter and find the actual PO lines Add Bundles This action is used to add the bundles that are Alt Y coming in from the shipment Calculate Duty amp This action is used to calculate the duty and freight Freight based on the PO lines listed Alt U Navigation In additions to the Header option in the Navigation section of the toolbar as described in Table 6 on page 37 the following options are available for navigation on the Purchase Order page Header Sets focus to the Header section of the page which Alt 1 contains all of the main information for a pre receive transaction Detail Sets focus to the Detail section of the page which Alt 2 contains a grid of all PO lines listed on this pre receive Pre Paid Alt 3 17 Table 2 Pre Receive Page Toolbar Section Description Printing The Print section of the toolbar is described in detail in Table 6 on page 37 The document that can be printed or previewed from the Purchase Orders page is the purchase order Attachments The Attachments section of the toolbar is described in detail in Table 6 on page 37 Next Steps Receive This action is used when actually receiving the pre AIt B receive Selecting it will cause the Receive page to open with t
66. RUE MURUS bre eder p RE A EUR SL e a 223 Sales Manara ais isis 223 Sales ASSOCIA S accipio uecobresnrgesbesterte bes dmessebegdpeebkebedaude cede dead jorge 223 ACCOUN ci v2 mx 1909 9 1I S ER dag ie AAA PRA UA RU S Biel Boers UN HR RP wen 224 Accounts Receivable Manager 2 0 0 0 ccc ccc ccc hh hm ra 224 Accounts Payable Manager 0 0 20 ccc cette tn hn 224 Billing Clerk oei 552i de ntn do jak tinla dis beth da asad polite tm dene deeb wee 224 Warehouse Administrators 0 cece cc cee ce cee cece ee he hh hh hn 225 Inventory Logistics Manager 0 2 e rh hs 225 Warehouse Managot sis ccs ados ches pens qe bheeelu heir ed deed unu b Ip dont og 225 Warehouse Operators sr ev er EY EV SI EY RV RP VPVE RUE CETUE V EY E 226 lu M 226 lob cc ra cnc 226 ShiIDDpel oec ues oes denm edo e PUDE Pan rusos e ae ha e erp m aed 226 SOCKETS t ux ada ada e de ae a ee aede dao ad etes 226 Chapter 7 PTOCESSES 50000 aiii ELITS 227 Quote 10 Cash siue so Ra A AS AAA AAA 1 Place Order 2 su 4 kp ER a oni EnA ans AEE E te ute de ida EEEE EE E E dada 2 lun AE 10 Pace usa CM ure 18 ETERNI TRO TNR 25 Accounts Receivable CA Ris sis dus sto ue usu rame ur I PEU EDD a a EAT RR E 34 Advanced ESatutEs cionado near e e m Rx Rene muB EP pae Ria Hee dee he PE EE Gd Rd 38 Quick Warehouse ves s e XE Ep A C GN NEUE NE od a EAR wide Sew VOR s wae A 39 Quick Pick Pack and Ship uos RIP a AN SCREEN 39 Quick Pre Re
67. Sales Order must have been successfully created and saved 1 Select Create Quick Picking from the toolbar Alt The QuickPick page is displayed with the information from the sales order loaded The focus is on the Picking Notes field 2 Enter any notes necessary by pressing F4 to drop down box and type in any necessary information 3 Follow steps starting at Step 2 in the To quick pick an order task 11 Cancel picking 1 If you need to cancel the picking process at any point select Cancel Alt C 2 At this point you will need to enter the reason why in the text box displayed Press OK to continue or exit to cancel 3 Once you press OK you will not be able to undo the cancel Quick pack an order to ship To pack an order and ship it using the Quick Pick page the sales order needs to loaded on the page and it must be in the Picked state 1 Select Pack The message appears Select Yes to continue to packing 2 The Quick Pick number is displayed and the focus moves to the Total Packages field CJ Enter total number of packages into the Total Package field and press Enter D Enter the tracking number into the Tracking Number field and press Enter Ui Entry any notes necessary by pressing F4 to display the text box Oo Select Ship Alt H A confirmation message is displayed Select Yes to continue 7 The finish icon is available for selection and the status of the order changes from
68. Software 4 U Copyright Disclaimer Trademarks and patents Software license agreement Copyright 2014 Team Alloys All rights reserved This document may not be copied in whole or in part or otherwise reproduced without prior written consent from Team Alloys except where specifically permitted under US and international copyright law Document number XXXXXXA September 2014 The information in this document is subject to change without notice Team Alloys assumes no responsibility for inaccuracies or omissions and specifically disclaims any liabilities losses or risks personal or otherwise incurred as a consequence directly or indirectly of the use or application of any of the contents of this document For the latest documentation contact your local supplier or visit us online at www teamalloys com This publication may contain examples of screen captures and reports used in daily operations Examples may include fictitious names of individuals and companies Any similarity to names and addresses of actual businesses or persons is entirely coincidental Team Alloys and the Team Alloys logo are trademarks of Team Alloys Software 4 U product is a trademark of Team Alloy Other trade names used in this document may be trademarks or registered trademarks of the manufacturers or vendors of the respective products Important This end user license agreement Agreement is a legal agreement between Team Alloys and y
69. StockerAssignAcceptWarehouseZoneWhenNoCriteriaFo Replenish without T yes T und warehouse zone 0 no configuration Stocker ValidateUnitW eight Validates if stocker can 7 I handle alone or needs help StockerAssignAcceptStartReplenishmentOnBusystocker Let dispatcher start I no JO s replenishment when 0 yes stockers are busy StockersAssignValidateBusyStockers Validates stocker T yes T assignments when assigning 0 no another replenishment list Figure 13 Miscellaneous Configurations Possible Values Default Value Configuration Name Description AcctPriority LookUp eneral ledger accounts y look up when posting group transactions 1 look by account CanEditInvoiceFromMiscSalesOrder Allow user to modify T yes I invoice from SO 0 no CanEditVoucherFromMiscPurchaseOrder Allow user to modify T yes I voucher from PO 0 no ChartOfAccountConfigurationID Set default configuration ID I CustomerPortalPassword Set the password for the any CustomerPortal customerportal user CustomerPortalPasswordGuest Set the password for the any CustomerPortalGuest customerportal user CustomerPortalUser Set the customerportal user any CustomerPortal CustomerPortalUserGuest Set the customerportal user any CustomerPortalGuest MTRWarningNotificationTime Indicate time interval in 0 no alert 10000 milliseconds to show the alert PickupHourByDefault Set default pick up hour any hour I
70. TINGS Shipment 1 Receive Date 8 28 2014 Source Number PRCP114 Manufacturer ER ERNE FITTINGS sas Invoice 154 54 541 Invoice Date 8 28 2014 Source Type Pre Reception Warehouse 1 JSTON WAREHOUSE sss Packing List 154 24 Invoice Due Date 8 28 2014 Receive State Opened Fob 1 DEFAULT Vessel Name Apply Date 8 28 2014 Receiver Carrier 1 DEFAULT Containers Indirect Journal Freight 1 DEFAULT Notes bd Detail Packages Receive Lines Is Selected Number Original Package Type Code Type Warehouse Location State Description PACKI 1 1 1 Created Drag a column header here to group by that column Is Selec Line Type Reserve Tx Tr Line TrxLine Bundle Part Category Group Class MFR WH Location WH Zone Package Compa Contai Heat This section includes Receive Toolbar on page 30 Receive Basic Operations on page 31 Receive Output on page 32 30 Software 4 U User Manual 4 2 1 1 Receive Toolbar The Receive toolbar is where all choices are listed for the user when managing incoming inventory The different sections of the Receive toolbar are Main Details Actions Navigation Printing Attachments and Exit Table 4 Receive Page Toolbar Section Option Description Main The Main section of the toolbar on the Receive page is described in detail in Table 6 on page 37 However it is specific to saving and finding incoming shipments or inventory Details The Detai
71. Upon initial installation each configuration is set to a predefined default value It is strongly recommended to get very familiar with all configurations This will make Software 4U just right for you The following table includes all configurations that are mandatory upon initial setup Figure 5 Mandatory Initial Configurations Configuration Name Description Possible Example Value Value mptUser ath where report files are stored any aleantect com SmsFrom Number from which an sms will be sent any 12815009627 SmsTo Number to send an sms message any 8327760799 SmtpHost Path where report files are stored any smtp gmail com SmtpPassword Path where report files are stored any LeanTect2012 SmtpPort Path where report files are stored any 587 SmtpSSL Path where report files are stored any I There are many more configurations in the system To view all configurations possible values and the default value please review Default Configurations on page 3 Each configuration can be reset to accommodate your company s needs To do this go to Company Specific Configurations on page 13 Chapter 2 3 System Configuration 2 2 Default Configurations There are configurations that can be set for each of the following modules or parts of the software They are organized as follows View each section to see a list of all configurations for that group along with each ones possible values and default value e Qu
72. Vendor Name Vendor Invoi Dutie Freight Total Pip Goods Total Total Disc H Part Descript Mfr Receive POR Pre Receiv Qty Receive Qty Voucher Cost Pipes Surc Ext Cost GP GALPERTI 599351 0 00 0 00 000 500 00 500 00 0 00 E gt F116 4 150 GP ROVT8 POT9 200 2 00 250 00 0 00 500 00 E BE BEBITZ 1 0 00 0 00 000 305 130 305 130 91 0 00 H EN ENUN 3 0 00 0 00 0 00 0 00 0 00 0 00 ER ERNE FITT 4 0 00 0 00 0 00 0 00 0 00 0 00 A FLOWUN 16 3554 34 0 00 0 00 0 00 192 00 192 00 0 00 FL FLOWUN 16 3554 35 0 00 0 00 0 00 979 20 979 20 0 00 INTGLO INTEGRIT 191520 0 00 0 00 000 67 415 60 67 415 60 0 00 Hi Sn ua wma Bundle Heat Qty Receive Qty Voucher Cost Ext Cost GP79 GP548 2 00 2 00 250 00 500 00 4 8 1 1 Voucher Generation Operations A voucher is needed to track invoices internally within your company The basic operations available on the Voucher Generation page are e Generate one or more vouchers e Filter invoice list 15 Software 4 U User Manual Here are step by step procedures for each operation listed above Generate one or more vouchers Enter the Vendor Code or use the search icon to find a particular vendor Filter invoices List if needed see procedure below Check boxes as needed Select vouchers to generate by checking the box next to the invoice line Select Generate Voucher Alt G pU X IM Se Filter Invoice List T
73. agement cece cece ce cee cere eee eee hh hh e E 197 Document Matagets co citadas a each gre bud abri E E 198 Email Editor 24 04 sincatdia les cane deed thie daha ded eqni sodio Heec due tueri ida dde deed deed 199 ABO Ranking TREE RETE NEL 200 Data Importe Exportador oes asics NEP NO RO ERG ra Ed d A e E en S 201 T0018 i 75 sies REX HOO RA UREX AA CE NR KEEN AAA 203 Email Edito dosis an sc odes D DINIAeS a epu ee bes e E RERRPRDUL ORE SD PSP 204 ABC Ranking ii red eere en dunia bs IR CRI t diae tui OR ali E Aue p ane anne ds 205 Data Importer Exporter l i rr ehh n 206 iv v Software 4 U User Manual Chapter 5 Chapter 6 Us ucraniana moa TUN Ls a EEA 207 Change str ataco ECCLE 208 User Activity Queue cias dadas da ia it Ed a doi 209 User Activity History oo ooooooororrr e 210 User Schedule ios rasos Leila mike gu menk tae Sele eae RSURERTeRCOP OLTRE LR deed 211 SeCUFILY 4S oss eR x ERO QUEUE UNDER Res du Sa Siue he Erde Ba sn By SR UR RR OR FRU RUE E DI RE eq RU 213 TOPS scort arrasada E fee Mam ER E XC RA RUE RC wow NE 214 Users tai eiue Sarat ah Sind Min Surio deep AAA acd d Rev TAS AA e dote Mp reas 215 Data Importer Exporter s osusu nener Rh e e e rrr hes 216 Administration 1 aia rer 217 O O hes 218 Mobile Modules 5 52 22 045 ohhr bh rr 219 A darker d MI RIO A ee ree Top Management social cp p epson casas 13 ea ae dae da 222 Sales Personnel iia MOX DUX NR eno s pP e x Cad P
74. an also create a purchase order or a picking list directly from a sales order The status of all merchandise available can also be viewed from here to help ensure a successful sale and order fulfillment Figure 9 Sales Orders Page Ke Sales Order 50606555 Home Appearance Windows aggio E s pL 5 ig Previ E Mail m P l Create PO g BOROTA XE 6 ali E k T nee ES B E Quick Print J Attachments Commit Stock New Save Find Delete Refresh insert Remove Remove Remove BuyOut Search lines Navigation Move To Create Quick CTETUR Exit line line lines All Lines Quote Lines Status s Print Attach Me Distribution Cente Picking ig Commit Heat Detail m Acor Printing Attachments Related Operation Next Step f start Page dee Order 50606555 amp x E 4 Sales Order SOG06555 E Header Additional info Addresses Prepayment statistics Totals E A El Order Number 50606555 A Status Opened Total Ordered 140 00 Customer APCHOU APCHOUSTON Sisteme Price List PLGEN GENERIC PRICE UIST u Total Goods 140 00 Ordered For Kelly Phone 713 926 1490 Ext Sales Order Date 9 12 2014 Total Discount 0 00 Ship To s SAMEDEFAULTADDRESS Required Ship Date 9 12 2014 y Total Freight Charges 0 00 Ordered By ESM BOBBY Pickup Hour NOON ex Pickup Time 12 00 PM Total Misc Charges 0 00 Warehouse 1 ISTON WAREHOU Notes gt Blind comment 2 Re
75. an use the check boxes are the select keys to select the parts 5 Select Accept AIt A This will load the Sales Order Page with all the parts selected 6 Enter the Customer Quoted For and Phone fields 7 Select Save from the toolbar Alt S Create a sales order from another sales order 1 Select New AIt N 2 Select Copy from Sales Order AIt C The 3 Enter the Ordered For and Phone fields 4 Modify part fields as needed You may edit delete or add parts 5 Select Save Alt S 47 Create a sales order from scratch without a quote 1 Select New AIt N or enter the letter n in the Sales Order field 2 Enter the Customer Ordered For and Phone fields 3 Enter one or more lines in the detail section A line indicates either a part to order machining that needs to be done or Refer to the Enter line data for a quote or sales order on page 50 section for a detailed explanation as to how to enter data into the line fields 4 Select Save Alt S Open an existing sales order 1 Select Find AIt F or select the search icon to the right of the Sales Order field 2 Select a sales order from the Search Sales Order page and select Accept Alt A Note Use the filters provided on the search page to find a sales order if needed Modify an existing sales order 1 Open an existing sales order 2 Modify the sales order as necessary e To insert a part into the sales order select Insert Line Alt 1
76. anual Figure 4 PVF Start Page Sales a Account Receiveable 4 Account Payable d Cash Management 57 General Ledger d Authorization g MTR Management Dashboards SRLN Home Appearance Windows a Ej q z 4 tp t3 EEAS Bk BYE e BR p Requisition Purchasing Receiving Warehouse Warehouse Sales Account Account Cash Management General Authorization MTR Management Dashboards Document Tools Users Security Administration Exit Management Operations Receiveable Payable Ledger Management Modules Exit startrage x Nwigtion ada its ox i n SA l 1 Y Requisition a AO 4 Requisition Q Search Requisition EP W Request For Quot i Section M P vind Requisition Reports A DashBoard Desig de MachRoard Viewer Sar User Defined Sections Ye Requisition WW Purchasing Most Used D Receiving Leara Qi Configuration amp Warehouse Management gt a Cycle Counting Request For Quotation DashBoard Designer DashBoard Viewer M Purchase Order a Warehouse Operations n Quote Manage Cycle Counter User Activity Queue Qyde Count Schedule Cyce Count Entries An Customers 5 Payments Wy Voucher Sales Order Part Categories g MIR Generation 4 ABC Ranking 1 4 2 Logging Out To log out from the desktop application of Software 4 U 1 From the main start page select either the Exit icon or the x from the toolbar as shown below H
77. anual CAUTION Cautions identify conditions or practices that may result in damage to the equipment or other property WARNING Warnings identify conditions or practices that could result in equipment damage or serious personal injury Chapter 1 Getting Started 1 2 Frequently Used Terms The following terms are used in this document Screen As defined by Microsoft is the graphic portion of a visual output device It is sometimes used interchangeably with a MONITOR or a DISPLAY A screen displays one or more window s but not the other way around A screen has one size which is the size of the monitor Every window on the other hand might have a different size depending on the user preference Window Refers to the individual display area surrounded by a FRAME and displays when the user clicks a button or selects certain menu options A window is a more abstract term when compared to a screen and that s why although there is a screen RESOLUTION number of pixels in a unit length of screen there is no corresponding window resolution There is for example screen SAVER programs but there are no similar window savers You can save and close a window but a screen as the physical medium of the interface is there always no matter which window s it is displaying Focus When there are multiple windows open in a screen the window that is selected and responds to user commands i
78. ar as described in Table 6 on page 37 the following options are available for navigation on the Purchase Order page Additional Info Contains any additional information needed about the goods being received Printing The Print section of the toolbar is described in detail in Table 6 on page 37 The document that can be printed or previewed from the Receive page is all iand package labels Preview Package This action is used to preview the package labels to Labels be printed Alt D Print Package Labels This action is used to print the package labels for Alt D the receiving goods Attachments The Attachments section of the toolbar is described in detail in Table 6 on page 37 Exit The Exit section of the toolbar is described in detail in Table 6 on page 37 4 2 1 2 Receive Basic Operations Below is a list of the basic operations available on the Receive page Receive without having pre received the shipment Receive a purchase order after pre receiving Print package labels Support Operations Calculate Duty and Freight 32 Software 4 U User Manual e Add a bundle e Add a packacke Here are step by step procedures for each operation listed above Receive without having pre received the shipment later release 1 2 3 Receive a purchase order after pre receiving 1 Open an existing Pre Receive that is in the Opened or Partially Received state 2 Select Receive Alt B If required fields are missing an error
79. are Small Business Innovative Research SBIR Program clause at DFARS 252 227 7018 You acknowledge that you have read and understand this agreement and agree to be bound by its terms You further agree that this agreement is the complete and exclusive statement of the agreement between you and Team Alloys and supersedes any proposal or prior agreement oral or written and any other communication relating to the subject matter of this agreement Intended use Use this product only for the purpose it was designed for refer to the data sheet and user documentation For the latest product information contact your local supplier or visit us online at www teamalloys com Chapter 1 Chapter 2 Chapter 3 Getting Started i2 22522225529523 955 svba sis 000s ds 1 Conventions used in this document 0 ccc ccc c eee e cee cee eee eee ee eee eee hh nn 2 Safety terms and Symbol a ri a bt bears ete e a deed dee gees 2 Frequently Used Terms 24 2 29b Ir ERE Rr a Bore E E VP TEES 3 System Overview ve cxi xrexr rr kb ERUERLE ii AA A e a DUC PER Boer V 4 System Configuration Overview cece cc eee mm e 4 User Tuteriace OVNI Wena impe ee ai derat ud etude eam a ele eee E 6 Modules OverVieW ii ics scc e cidad dada da ade 7 Processes OVer VIEW dosis da A aia toed oes Shedd pipes 8 USES OVERVIEW cc eR saci panne Roa deidad 10 Logeing In Outras aia 11 ETT A NO 11 LAO A a a wean da ico 12 Help and Contacting Tech Support
80. art Page 2 x Purchasing n W Purchase Orders Pu rchasing 4 Pre Receptions la Purchasing Main Page B Receive amp Warehouse Management Purchase Orders Pre Receptions Warehouse Operations da Sales Account Receivable Y Account Payable E Authorization MTR Management Dashboards 73 Document Management Tools amp Users E Be S ala je amp MaxVallaro Company Team Alloys Business Unit Houston N A 12 21 PM 2 20 2004 a Side Bar 22 Software 4 U User Manual 3 2 1 1 Tabs On every page within the system there are three tabs available which are listed as tabs at the top left portion of the page These tabs are Home Appearance and Windows Home provides access to the current page in focus The latter two provide access to tools which customize the workspace Home The Home tab brings the main focus to the current page which can be identified in the tab section of the main part of the screen There can be many pages open at once but only one can have the focus of the workspace Appearance The Appearance tab provides the toolbar for customizing your workspace Selecting different fonts and skins will modify the way the screen is displayed to the user A skin is the look and feel of the screen Figure 17 Appearance Tab Home Appearance Windows Ac Ac Aa a Aa n Aa Aa Aa MA Aa E Font Skins Windows Provides the toolbar
81. ate Alt 3 Enter the following information to identify this template 15 e Enter a code for the template voucher e Enter a description e Select Save Alt S to save the template Search Purchase Orders At some point you may want to search for any miscellaneous purchase orders in the system that have not been processed and create a voucher to pay for the purchase To do this 1 Select Search Purchase Order Alt H The Miscellaneous Purchase Orders Search page is opened and loaded with all opened misc POs 2 Usethe filtering options to find miscellaneous POs by vendor manufacturer warehouse or by a range of dates 3 Select one or more of the listed POs All POs must be with the same vendor 4 Select Accept Alt A The information from the PO will be loaded into the voucher For each line in the PO there will be a voucher line added Shortcut to pay voucher To go directly to the payment view to make payment 1 Select Open Payment Alt Y This will load the Payment View page with the current Vendor and voucher information loaded Shortcut to credit a vendor To go directly to the Debit Memo page to document a credit from a vendor 1 Select Apply Debit Memo Alt M This will load the Debit Memo page with the current Vendor and voucher information loaded 4 8 3 2 Voucher Toolbar 15 Software 4 U User Manual Section 3 Payments The management of payments to your vendors those companies you purchased p
82. ateBuyout Auto allocate for BO goods I yes I 0 no Configuration Name Descripton Chapter 2 System Configuration Possible Values RecervePutaway AutoAllocateCommit Auto allocate for committed yes goods 0 no ReceivePutaway AutoPick Launch picking batch after I yes 0 auto allocation for put away 0 no goods ReceivePutaway AutoPickAllowPartial Launch picking batch after I yes 0 auto allocation for partial 0 no put away ReceivePutawayAutoPickOnlyReceived Launch picking batch on put T yes 0 away for receiving amount 0 no of for all of the allocated order ReceiveStockerAssignAcceptCategoryWhenNoCriteriaFou Rec without category T yes T nd configuration 0 no ReceiveStockerAssignAcceptClassWhenNoCriteriaFound Rec without class I yes I configuration 0 7 no ReceiveStockerAssignAcceptGroupWhenNoCriteriaFound Rec without group T yes T configuration 0 no ReceiveStockerAssignAcceptPartWhenNoCriteriaFound Rec without part T yes T configuration 0 no ReceiveStockerAssignAcceptWarehouseWhenNoCriteriaF Rec in any warehouse T yes T ound without warehouse 0 no configuration ReceiveValidateAllowedPercentageOnUI Allow UI to validate min T yes T max rec 9o 0 no InvoiceGenerationState Set state value for invoice 7 I generation VoucherGenerationState Set state value for voucher 7 I generation Generate VoucherAfterDirectReceiveComplete Automatically
83. ations Below is a list of the basic operations available on the Picking List Entry page e Perform the picking process Here are step by step procedures for each operation listed above Perform the picking process The following steps are to be followed while performing the actual picking of the products from the floor warehouse to bring to the packing station This is to provide a status of what has been done and the current state of the picking process 1 Open a Picking List 2 Click Start Picking Alt X 87 3 Enter data about picking For each line you must enter the Quantity Picked The Picked 9 o column will be updated with the percentage picked 4 You can also enter Notes about the line 5 Click Stop Picking Alt X if you need to pause the picking process for this list 6 Save at any point by clicking Save Alt S 7 After all parts have been picked at the 100 level the window will display 100 in Total Progress and Picker Progress and you can then close the picking process by clicking Finish Picking Alt X 8 After closing the system will confirm that you want to close If you do and there are no errors or problems click Ok A successful close message will display Once closed you cannot make changes to the picking list The picked items are ready to be packed and loaded at the assigned packing station 4 5 3 3 Picking List Entry Field Descriptions 88 Software 4 U User Manual 4 5 4 Picking Co
84. ay and Filters Table 14 Packing Stations Monitor Toolbar Section Option Icon Description Main The Main section of the toolbar on the Packing Station Monitor page only contains Save to save changes and Refresh to refresh the page to pull the state of the stations since the last save Actions The only action available in the Actions section of the toolbar on the Packing Station Monitor page is Manage Packers Manage Packers This action will bring up the Manage Packers page AIt M 42 which will provide the user with the chance to add delete or modify packers Manage Packers Actions Display The Display section of the toolbar is available on those pages where there is more than one grid to be viewed This section of the toolbar will allow you to display the grid s that you want to view on the page For the Packing Stations Monitor this includes the following Collapse Packers The option removes the list of packers displayed Alt 1 cH ene ane Collapse Toggles with Packers Expand Packers Alt 1 This options puts the list of packers back in view on the page 97 Table 14 Packing Stations Monitor Toolbar Section Description Swap Grids This option changes the view of the grids from Alt 2 M horizontal to vertical and vice versa Swap Grids Filters The Filters section of the toolbar is described in detail in The only filtering provided on the Packing Stations Monitor is by Warehouse
85. bar is where all choices are listed for the user when and Exit Table 23 Collection Batch Page Toolbar Section Description Main The Main section of the toolbar is described in detail in Table 6 on page 37 On the Collection Batch page this information is specific to finding and cleaning collection batches Actions to the Collection Batch process The choices in the Actions section of the toolbar on the Collection Batch page are specific Add New Alt i Add New Table 23 Collection Batch Page Toolbar Section Description Modify This option removes all lines Alt 2 71 Modify Delete P Alt Ig m Delete Add Collection Alt x Add Collection Exit The Exit section of the toolbar is described in detail in Table 6 on page 37 4 7 5 2 Collection Batch Basic Operations 13 14 Software 4 U User Manual Section 1 Credit Memo Credit Memo is the process used after funds are collected for an invoice and a memo is sent to the buyer documenting the credit to their account There are three pages which support the Credit Memo process Credit Memo Generation Credit Memo Review and Credit Memo Credit Memo Generation page Credit Memo Review page Credit Memo page 14 4 7 6 Credit Memo Generation page From the Start Page select Accounts Receivable then Credit Memo Generation The Credit Memo Generation page is opened Figure 22 Credit Memo Generat
86. being sent to your vendor After the PO has been sent you will have ability to Pre Receive the order Pre Receive is done once a manufacturer has confirmed your order and provided proper documentation Below is a list of the basic operations available on the purchase order page e Create a purchase order PO from scratch e Create a purchase order by importing the order from a file e Create a purchase order from an existing purchase order e Open an existing purchase order e Modify an existing purchase order e Delete an existing purchase order e Add parts to the purchase order by category e To Pre Receive a purchase order e Receive a purchase order after pre receiving Here are step by step procedures for each operation listed above Create a purchase order PO from scratch 1 2 If the page is blank go to Step 2 Otherwise select New AIt N Enter the Vendor Manufacturer and Ordered By the buyer fields in the Header section of the page Enter the Part Number Qty Order Unit Cost and Due Date fields for each part needed in the Detail section of the page Select Save Alt S The Purchase Order POxxx was created successfully message will be displayed Press OK to continue The purchase order is created and the status is set to Opened From this point you have the ability to Pre Receive Receive create a new PO or Exit from the screen Create a purchase order by importing the order from a fi
87. bit Memo Generation page 4 8 8 Debit Memo Review The Debit Memo Review page is where each individual voucher is posted after approval All details about the voucher can be viewed from this page Insert Debit Memo Review page 16 16 Software 4 U User Manual 4 8 9 Debit Memo The Debit Memo page is where each individual voucher is posted after approval All details about the voucher can be viewed from this page Insert Debit Memo page 16 4 9 Cash Management Cash Management is the module within Software 4 U that manages all records with the bank s including cash deposits manual bank transactions bank to bank transfers and bank reconciliation Figure 25 Cash Management Simple Flow Payments Collections Cash Deposits Bank Manual Transactions Bank Transfers 17 Software 4 U User Manual 4 9 1 Cash Deposit Cash Deposit is available for internal control and accounting The Cash Deposit is a record of depositing customer collections typically in the form of cash or check into the company bank account Accounts management uses the bank issued deposit receipt along with the customer collections history from a period of time to record the collections deposit and assign a deposit number The Cash Deposit page is accessed via the Cash Management module on the start page When opened the page is loaded with all current collections not tied to a deposit yet
88. cetve i doch end Gd ach nacre a CRANE AE QUU DUE Rp EE ub a denna does 44 Transformation Cycle 0 cee nent nen tenn eee hn an 46 PURCHASE to PAY oed v9 49 9 Rey Ce PUE eve P S ii 47 Purchasing se edsa abuse id eer e ia ade cddagudaede sth de eek bride pe dde lt b 48 RECEIVE oec trate trae e dVeBU Gen dE deett cds dre ah eee ys sue este anh A 54 Accounts Payable i cipal os dds i u died A deve pA Run Baye 56 Customer Portal asii eer E NA MX ASA AAA 65 Purchases pc x EI 65 bud MEME CERIS 67 Accounts Payable yes 085 440 DU Sb Tei e RE rayada 68 Mobile ACCeSS4 23i at busco eros a idee ere que a ais Dude AUR m DU erbe uere neri De pra S ER ca OR e 71 vi vii Software 4 U User Manual Figure 1 Figure 2 Figure 3 Figure 4 Figure 5 Figure 6 Figure 7 Figure 8 Figure 9 Figure 10 Figure 11 Figure 12 Figure 13 Figure 14 Figure 15 Figure 16 Figure 17 Figure 18 Figure 19 Figure 20 Figure 21 Figure 22 Figure 23 Figure 24 Figure 25 Figure 26 Figure 27 Figure 28 Figure 29 Figure 30 Figure 31 Figure 32 Figure 33 Figure 34 Figure 35 Figure 36 Figure 37 Figure 38 Figure 39 Figure 40 Figure 41 Figure 42 Figure 43 Figure 44 Figure 45 Figure 46 Figure 47 Figure 48 Figure 1 Figure 2 Figure 3 Figure 4 System eniTanc gem 5 User Interface Diagram niue dnm verde Sin or e pan d oai eie nen 6 Software 4 U Module Flow Diagram ien iniret pert bd
89. ch allows you to access details about the business Table 3 Toolbar Modules Chapter 3 User Interface Module Name Icon Module Description Document Manages all transactions and documents within the system allowing Management you to find print download or email the selected item Alt C Document Manaaemen Tools peN Provides support tools for emailing cycle count rankings and Alt T A importing exporting data Tools Users Manages user access schedule activity queue and activity history AIt U Security Used to set user and group specific customizations for what is Alt I allowed to be worked on or viewed Administration AIt A D JS m Manages all entities within the system allowing a user to find add modify and or delete an instance of an entity depending on the users authorization level Exit AIt E F Exit Exits Software 4 U system Start Page Sidebar The sidebar of the Start page is on the left side of the page and has a corresponding list of all modules available within the system just as the toolbar does However it also has the option to display the pages available under that module in list form instead of icon form The solid line at the bottom can be moved up or down so that more or less modules will be displayed 27 28 Software 4 U User Manual Figure 21 SStart Page Side Part 2 Start Page x IA Administration K 4 Admini
90. chasing transaction This begins with purchasing and is completed with the payment of the purchase giving a full picture of cash flow inventory flow and financial responsibility for the purchase made This process directly impacts your inventory and is used to purchase products from approved vendors receive these products transfer products to your inventory generate vouchers and pay for the products received 1 3 4 3 Transformation Cycle This process includes both Warehouse Operations and Warehouse Management and is specific to handling all products within all warehouses beginning at the moment the products are officially received that is dropped off at the warehouse and ending at the moment the products are shipped that is leaves the warehouse This also includes the management of inventory while being stored so that the location and the number of each product is known at any time Required inventory counts such as physical and cycle counts are part of this process 10 Software 4 U User Manual 1 3 5 Users Overview The Software 4 U system will be used by many different types of users from sales persons to pickers to administrators Each user will have different authorization levels and will utilize a different portion of the system Here are the known users e Sales personnel e Purchasing personnel e Logistics e Warehouse Manager e Warehouse Operator Picker Packer Shipper Stocker e Accountant e System Adminis
91. clicking on that key To do this either e Scroll through the list or e Type it in directly or e Use the filtering options if needed For example if you are looking for a configuration specific to a quote type in Quote in the filter A list of only those configuration keys that contain the word quote will be displayed 2 Select Modify Alt M The Configuration View box will be displayed with that configuration key and its description and value displayed Jl Configuration View a H 2 x Sav e Refresh Exit Key AcctPriorityLookUp Value E General ledger Accounts LookUp When Posting Transactions 0 Look by Group Type 1 Look by Account Type 3 The focus should be set at the value field so just enter the new value 4 Select Save Alt S to save the new value The Configuration View box is closed and the Configuration page is displayed with the new value Continue to make other changes if needed or exit if there are no more changes to be made Chapter 2 15 System Configuration 2 4 User Configuration 16 Software 4 U User Manual Chapter 3 User Interface This chapter gives an overview of the user interface It includes e an overview of the user interfaces available e adescription of how and when each interface can be used For each user interface there will be a section that includes e how to navigate and search within each interface and e how to use each system In this chapter
92. con will be displayed which should explain its functionality At this point left click to select In addition each icon has a corresponding Alt key that can be used to initiate the task Some icons in the main section of the toolbar can also be accessed by using the Control CTRL key Both the alt and the ctrl keys are considered shortcuts 3 2 1 4 Page The page portion of your workspace is the actual main part of the page It is where the main focus of that page is displayed whether it is to display data to provide tasks 24 Software 4 U User Manual available or for data entry The next section of this document details the types of pages available in the Software 4 U system 3 2 2 Pages The Software 4 U system contains many pages There are several types of pages as listed below e Start Page on page 24 e General Pages on page 30s e Search Pages on page 43 e Monitoring Pages on page 41 e User Management Pages on page 42 The Start page is where it all begins and is where you can get access to all components or modules of the system Each module has a specific functionality and has one or more pages that support it Each of these pages are considered to be general pages search pages monitoring pages or user management pages Each one consists of a toolbar and the main section of the page The start page is very unique However the other pages share common tools and navigation methods These are described in the genera
93. counts Payable cuasi A AA e isla 149 Voucher Generation 24 eb cedida da a ad o 151 Voucher RevieW o o o o o oo eh e rh rh hh 153 AngL 155 Payment Generation 0 cece hh hn 159 Pay Me miii ds be e dee e wn Sense dem dia 161 Check Printing io de ido Ai hee Odd ads A feted adda teed Maye ia 163 Debit Memo Generation suy yel eb I9 Dewb s eee SP DU Ner Or RUD EIE DO DLE das 166 Debit Memo Review oss cds dae dee Ru deeds doa dd AIR RR RES Ree 3 Rue ques das 167 Debit Memo e 168 Cash Management 52e ope xr Ie e oer ERATES NS Y S T FUE EE A AA SR IE 169 Cash Deposit 5 1m a ral Oe ada 170 Bank Manual Transaction 2 522 00085 oeeee exer e 39 ey ep sia 174 Bank Transfer diia A a Cale Gr SY p Ln Eade DE 176 General Ledger esstes dox ya EX s rE ENEEIER Se EEEE EE EE EEE VN Ne e o e e Male VR EU XC 179 pre I TP LLL sd do iso da 180 Authorizatioti 5 ex vex ves or PPS eux E exe dei dese p qa x D RUE UNE M PRU URN RE ER AU 183 Authorize Quotes ssec 35548 0519 x x e e IR DDR Oh aoe Gu Y RN RIA YU 465 a FERRE a Raa 184 Authorize Sales Orders eeit eseria Feeseepesress9 sa drid cass 187 Authorize RMAS o d Rx E RAE ewes dada 188 Dashboards co eos v eee ina eO aa idas 191 Business Intelligence 0 0 0 e hh hn 192 Sales Dashboard ood y dede ee wed idilio DERE 193 Allocation Dashboard cid A A Maye ia ers 194 Dashboard Editor 4 suis si che scgiets ew GF ssa sagem UU PO IS CP Ve PE T Saw SCTLOV SIG 195 Document Man
94. d is blank The Manage Packing Stations page is described in detail in the Manage Entity Pages section of the User Interface portion of this document See Manage Search Entity Pages on page 44 You can filter the list of packing stations displayed by Warehouse Zone Warehouse and or Part Group in the header section of the page 10 Software 4 U User Manual 4 5 9 Manage Packer The Manage Packer page is used to add or delete users or workers as packers to the system You can also edit information about a packer here Any user assigned as a packer can be assigned to pack To access this page from the Start Page select Warehouse Operations then Manage Packers The Manage Packer page follows a generic format and is described in detail in the Manage Entity Pages section of the User Interface portion of this document See Manage Search Entity Pages on page 44 Section 3 Shipping 10 10 Software 4 U User Manual 4 5 10 Shipping Order The Shipping Order page allows a packer or an administrative user to create a shipping order selecting from a packing list and adding a tracking number to it Once the carrier confirms the shipping the user must complete the order to continue the process From the Start Page select Warehouse Operations then Shipping Order The Shipping Order page is opened Once opened the Shipping Orders page includes some general information about a shipping order and details about the packages getting pr
95. dress displayed on the left side of the page Print The Print section of the toolbar is described in detail in Table 6 on page 37 The document that can be printed or previewed from the Shipping Orders Entry page is the packing list for the shipping order From the Print section you can also print the tracking labels for the shipping order Print Tracking Use this option to print the tracking labels for the Labels shipping order No preview is available for this AIt L option 4 5 12 2Shipping Orders Entry Basic Operations Below is a list of the basic operations available on the Shipping Orders Entry page e Open a shipping order e Ship merchandise Here are step by step procedures for each operation listed above Open a shipping order To open or load a shipping order enter the number directly into the Order Number field search for the shipping order or pull up the current shipping order s 11 Software 4 U User Manual Ship merchandise The user that does this is typically a shipper Shipping merchandise includes verifying the packages to be shipped prior to loading and then printing the tracking labels 1 Select the packages to be shipped by clicking on the Is Selected column for that package For each package selected get the weight and size by selecting Get Weight and Get Size After this the Weight Weight UOM Unit of Measure Width Height Length and Size UOM should all be fi
96. e Create a Miscellaneous Invoice 1 If there is data in the fields select New to clear all fields Otherwise proceed to Step 2 2 Enter the following mandatory header information for the invoice e Customer Code this will load the header with default data and data specific to that customer e Invoice For e Phone e Customer PO 13 Software 4 U User Manual e Dates Edit the preloaded header information for the invoice if you need to make a change The fields that can be edited have a white background Click on the Additional Info and Addresses tabs to view additional data about the invoice and customer For each line of the invoice enter e Type of invoice line the different types are listed in Table x x e Description of the item being invoiced e Quantity e Price e Notes optional 6 If there is credit available you may apply it here See details below 7 When satisfied with the invoice select Save Alt S A message will appear stating that Invoice INVxxx was created successfully Select Ok to continue The invoice is saved with the system created invoice number and is in the Opened state You can now post the invoice Apply credit to a customers account If the invoice has not been posted that is in the Open state you can apply credit to a customer s account There are two situations where this occurs and shortcuts to these processes are available on this page 1 Load
97. e Refer to Packing Station Monitor on page 96 for details on how to use this page 11 Software 4 U User Manual 4 5 12 Shipping Orders Entry The Shipping Orders Entry page allows the shipper the shipping user to verify all the packages were uploaded to the truck and that the merchandise has abandoned the warehouse to its destination Once the shipping order is completed here the merchandise will be removed from inventory From the Start Page select Warehouse Operations then Shipping Orders Entry The Shipping Orders Entry page is opened and is blank Note Even though this page is available to enter information about the shipping order this will typically be done on the floor by the warehouse operators shippers utilizing a mobile device the mobile app and a scanner To read documentation about the mobile app and how to use it refer to XXXXX However details about this page are explained here for completeness Once opened the Shipping Orders Entry page includes some general information about the shipping order and details about the packages within the shipping order The general information found in the header section includes information about a shipping order including the tracking number and all details about the shipping for this order 4 5 12 1Shipping Orders Entry Toolbar The Shipping Orders Entry Toolbar is The different sections of the Shipping Orders Entry Toolbar are Main Actions Display and Print
98. e FOR He reta ML et ERR epa gena 7 PVE Start Pdge c iso si e Ee NN 12 Mandatory Initial Configurations circa intercalan Lead teat Enna obo 2 Quote Related Configurations Sales Configurations Quick Picking Configurations Pick Pack Ship Configurations 1 3 da ie Ere E ks ae ER Di anus epe de denota oap 7 Receive and Voucher Generation Configurations esses eren eret nne 8 Cycle and Physical Count Configurations entente eene ttem eterne enne 9 Replenishment and Stocking Configurations esses eren etre nne tnnt nennen 10 Miscellaneous Configurations sciistica teer Lr id ica ri 11 Administration Start Page haeo anm ee lieto mto P ERG 13 Configuration Page add 13 Workspace Appearance Tab Windows Tab evades iei e I een E RO e umeadad LOOMS 5 se Ene Start PAGE P SStart Page Side Part incerti ederet ac diet d ed pe et ee e obedit t aee Lee ae ic 28 Start Page Navigation Bat a2 ouai et tea iade dti iore a atto eade re e Es 29 General Page n Toolbar Navigation A delen HERO dec DOR eave 36 Search Manage Entity Page 2s eerte ti idt eite atr iar Rr sheds sus da ER Le ba ede Reap edt 45 Transaction Search Page sace e
99. e Quick pick from the sales order page e Cancel picking e Quick pack an order to ship e Quick ship an order Here are step by step procedures for each operation listed above Quick pick an order The first step in the quick pick process is to pick an order to pack To do this a sales order has to have been created and is in the open state 1 Open the sales order to pick To do this either type in the sales order number or use the search tool to find the sales order Note Use the filters provided on the search page to find a sales order if needed 2 After the sales order is open and loaded on the Quick Pick page the process of picking the lines is the next step For each line a Enter the line number to be picked into the Sales Order Line field typically starting with line number 1 and press Enter b Enter quantity picked in the Qty field and press Enter c Enter into the Bundle field to search for a bundle or select the little magnifying glass icon to the right of the Bundle field The bundle search page is displayed d Select desired bundle s by checking box es beside the bundles to pick and select Accept e Enter the quantity picked in the Qty Picked field and press Enter 3 After all lines have been successfully picked select Save The QPICK is assigned The Pack icon is now available for selection The status of the sales order changes to from Opened to Picked Quick pick from the Sales Order page The
100. e doing the buyout for 2 Enter the quantity and price for the part 3 Select to buyout by selecting Buyout Alt B or you can click the box under the BO column for that line between Blind Comments and Allow This will flag or check mark the box in the Buyout column 4 After marking all of your buyout lines create the purchase orders necessary to fill the order Create a purchase order for a buyout BO or MD There are times when a purchase order needs to be created from the Sales page This is done when a buyout is needed for a sales order that is merchandise is needed to fulfill an order Note Depending on your authorization level you may need to get the sales order authorized first by selecting Authorize Sales Order Alt Q 1 From the Sales Order page select Create PO Alt V This will load the Create Purchase Order page 2 Enter the vendor and manufacturer 3 Select the parts for which you wish to create the purchase order from the list provided All items from the same manufacturer can be grouped to one purchase order 4 Select Create PO Alt 4 V This will load the Purchase Orders page with the parts you selected along with the manufacturer and vendor that was selected You will now need to enter the remaining information for the purchase order 5 Enter in the number of parts you want to order for each line 6 Enter the name of the buyer in the Ordered By field 7 Select Save Alt S A purchase order n
101. e required fields and select Receive again The Receive page will be displayed with the data from the Pre Receive At this point you will need to select bundles to receive and save the Receive transaction For details on how to do this refer to Receive on page 69 Remove a line from a Quick Pre Receive 1 Open an existing Pre Receive that is in the Opened or Partially Received state Lines can not be removed when the Pre Receive is Completed Select the line by checking the box to left or clicking on the line Then select Remove Line from the toolbar Only lines in the Opened or Partially Received state can be removed The Do you want to delete this line confirmation message will be displayed Select Yes to delete Select No to cancel The line is deleted from the Pre Receive and the Total values on the right of the header are updated Update the Total Package field in the header if the number of packages were reduced Select Save Alt S to save the changes If the Total packages value in the header did not get updated then the The user provided x total packages but the bundles contains y packages message will appear The Pre Receive PRCPxxx was modified successfully message will appear Select OK to continue 26 Software 4 U User Manual Remove all lines from a Quick Pre Receive 1 6 Open an existing Pre Receive that is in the Opened state Removing all lines is not allowed when t
102. e secrets belong to Team Alloys and Team Alloys retains title to each copy of the Software You may only install and use the Software on a single computer workstation or terminal Computing Device at one time unless You have purchased additional copies of the Software in which case You may install the software on the number of Computing Devices for which You have purchased copies of the Software You may not use the Software over a computer network You may not transfer or distribute the Licensed Product to others in electronic format or otherwise and this Agreement shall automatically terminate in the event of such a transfer or distribution You may not sell rent lease or sublicense the Software You may not copy or modify the Licensed Product for any purpose including for backup purposes You may use the original copy of the Software provided to You for backup purposes You agree that Team Alloys at any time upon reasonable notice may audit Your use of the Software for compliance with the terms and conditions of this Agreement 2 Term This Agreement is effective until terminated You may terminate this Agreement by uninstalling all components of the Software from all Computing Devices and returning the Licensed Product to Team Alloys Team Alloys may terminate this Agreement if You breach any of these terms and conditions Upon termination of this Agreement for any reason You agree to uninstall all components of the Software and re
103. e system These additional tasks are Table 8 Additional Toolbar Tasks Search Entity Page Name Icon Description Import E Imports data from a spreadsheet into the database of the Alt I x entity currently being viewed map Import Export i Exports data from the database of the entity currently being AIt E Ex viewed into a spreadsheet Export Chapter 3 47 User Interface Name Icon Description Print Prints the list of entities and the fields associated with that Alt P entity LJ Print Preview Allows the user to preview the list prior to printing Alt W E os Preview As stated previously there is a search page for each entity within the system Most entities only contain a code and a description for each entity so each page looks the same However there are a few entities that have more fields than just code and description Filtering is provided for each entity search The table below contains a list of all entities available in the system Those in bold letters are considered to be the main entities of the system Table 9 Entities Search by Code Entity Moduele Description Aging Bracket Admin Banks CM Bank Account CM Bank Movement Type CM Check Format CM Carrier Admin The company that does the delivering like FedEx UPS etc City Admin Dependent on the country selected Can be a state province territory district etc Collection
104. e toolbar is described in detail in Table 6 on page 37 4 7 4 2 Collections Basic Operations To assign a collection method to one or more invoices 1 Select OK to continue Create a collection 1 Select OK to continue Create a collection batch 1 Select OK to continue Modify a collection batch 1 Select OK to continue Close a collection batch 1 Select OK to continue 13 13 Software 4 U User Manual 4 7 5 Collection Batch Page From the Start Page select Accounts Receivable then Collection Batch The Collection Batch page is opened Figure 21 Collection Batch Page Collection Batch Search PVF o Appearance Windows 3 m SHE Y Find Accept Cle an Filters Home aF a Exit zu d Results AddNew Modify Delete Add Collection Main Navigation f start Page ES Collection Batch Search 9 x Filters Number Type Description Bank Account Bank om ts Posted AN Results Batch Number gt 1 COLB3 2 COLB2 3 COLB1 Description Payments for 7 17 14 Lockbox for 7 11 14 Collections 7 10 14 Bank 15445 15445 15445 Type Lock Box Lock Box Lock Box Total Amount Posted Date Posted Date 13 000 00 7 17 2014 9 000 00 6 690 00 7 10 2014 Jl ls Posted 4 7 5 1 Collection Batch Toolbar dig Sales Team Ji Company Team Alloys Business Unit Leantect AY Warehouse Warehouse 1 The Collection Batch tool
105. ed Number Date Due Date State Total Amt Open Amt Applied Amt to Apply t E dig Sales Team J Company Team Alloys Business Unit Team Alloys WI Warehouse Main Houston Warehouse 4 7 4 1 Collections Page Toolbar The Collections toolbar is where all choices are listed for the user when collecting funds for an invoice The different sections of the Collections toolbar are Main Collections Tabs and Exit Table 22 Collections Page Toolbar Section Option Icon Description Main The Main section of the toolbar is described in detail in Table 6 on page 37 On the Collections page this information is specific to creating saving finding deleting and refreshing invoices The Main section of the toolbar on the Colllection page also includes the following option Post Alt E Post Collections 13 Software 4 U User Manual Table 22 Collections Page Toolbar Section Option Icon Description Auto Apply This option removes the one line that is in focus Alt E or where the cursor is positioned Auto Apply Additional Info EC This option removes all lines H Alt Additional Information Remove Selected This option removes all lines Collections X Alt 1 Remove Selected Collections Tabs Header AIt Header Detail Alt Detail Invoices Alt Invoices Application Details Alt m Application Details Exit The Exit section of th
106. ed how to view and enter data and 20 Software 4 U User Manual how to navigate within the system will be described below for the following user interfaces e Windows Application on page 21 e Mobile Applications on page 53 e Web Based Tool on page 56 For each user interface depending on the platform there is a workspace created for you It is your view of and the interface to the Software 4 U system available on that platform Chapter 3 21 User Interface 3 2 Windows Application The majority of the system is supported via the Windows application desktop version which requires direct or remote access to the computer that the system is loaded onto It is a windows based application that contains many modules which support the configuration user interface and functionality of the Software 4U system This section of the document will describe in detail the different parts of the Desktop application and how to utilize all features of the user interface 3 2 1 Workspace For the Windows application the parts of your workspace are the tabs the windows navigation tools the toolbar and the page itself Figure 16 Workspace Workspace Home Appearance Windows 4 f p a a A OX ty a E S8 Bii a s e 3 R A Purchasing Receive Warehouse Warehouse Sales Account Account Authorization MTR Management Dashboards Document Tools Users Administration Exit Management Operations Receivable Payable Management e St
107. ee E HL ir 9 Create Picking Batch 222 ea lo eint Reid e edd e Hee eii 10 Picking Batch Page sis ld Blank Picking Batch Windows entes e t ded pop said 11 Picking Batch Select Batch idonee in te eroe terere ias 12 Picking Batch Assign Picker di A eia is 13 Save PICKEL sso 25 13 Picking Batch Success tule iia Gc to tede senses o E ii 13 PICK Ist Ready M 14 Selected Picking List Ready uiii notre is 14 Picking List ENUY RH E Eiai 15 Picking List Entry Window Blank sav ld Picking List Entry Window x 2 iaa peticion 16 Total Propress Picker Progress initial epa d HUC ei HR 17 Clos Picking List sin 17 Picking List Closed 5a nani id 17 viii ix Software 4 U User Manual Figure 29 Figure 30 Figure 31 Figure 32 Figure 33 Figure 34 Figure 35 Figure 36 Figure 37 Figure 38 Figure 39 Figure 40 Figure 41 Figure 42 Figure 43 Figure 44 Figure 45 Figure 46 Figure 47 Figure 48 Figure 49 Figure 50 Figure 51 Figure 52 Figure 53 Figure 54 Figure 55 Figure 56 Figure 57 Figure 58 Figure 59 Figure 60 Figure 61 Figure 62 Figure 63 Figure 64 Figure 65 Figure 66 Figure 67 Figure 68 Figure 69 Figure 70 Figure 71 Figure 72 Figure 73 Figure 74 Packing Stations TR 18 Packing Station MOnItO
108. egregation Criterias grid set criteria for what is allowed and indicate if it is an active setting or not e Select Allow Single to indicate that the segregation criteria should be used when a single sales order is sent to be picked e Select Allow Multiple to indicate that the segregation criteria should be executed when multiple sales orders are sent to be picked e Select Active to indicate whether or not the criteria is on or not 2 Set the priority of the segregation criteria Use the up and down arrow keys to set the priority For example move Part Group first then Unit Weight and then Warehouse to have the system use the part group criteria first then weight criteria and then warehouse criteria when picking goods Set selection criteria On the Picking Configuration page in the Selection Criteria grid set criteria for how the parts are selected to fulfill a picking order Simply set the priority by using the up and down arrow keys to the right of the grid Add a new part group 1 From the Picking Batch Configuration page select Add New from the toolbar The Selection Configuration page is displayed 92 Software 4 U User Manual Figure 16 Selection Configuration page Selection Configuration Ho Save Refresh Exit Main Exit Part Group gt Bundle Age Bundle Cost Open Box e LIFO LIFO Overstock FIFO FIFO 2 Open Box Warehouses Location Types Warehouse Code Warehouse Desc
109. ehouse in the most efficient way for stocking and retrieving There are a few major areas of warehouse management There is the inventory control and accountability tools such as managing and controlling physical and cycle counts the stocking of inventory through transfers and replenishment and the accessibility to inventory through data retrieval tools 54 Software 4 U User Manual 4 4 1 Transfers The Transfers page is used to transfer products within the warehouse Transferring occurs after products have been received into the warehouse The products need to be put into the proper location The location is typically a defined location in a particular warehouse 4 4 1 1 Transfers Toolbar The Transfers toolbar is where all choices are listed for the user when transferring products within the warehouse The different sections of the toolbar are and Exit JBHBe 66 3 XX I ii DE 9g 8 eaga 5 B New Save Find Find Part Remove Remove Select Unselect Select Header Detail Fill Full Qty Move All Attach Attachments Exit Bundle Line All Lines All to Stock Me Main Bundles Reversion Selection Navigation Actions Printing Attachments Exit Table 8 Transfer Page Toolbar Section Option Icon Description Main The Main section is described in detail in For Transfers it is specific to saving finding and creating the transfer transaction Bundles The Bundles section of the toolbar is used to manage the bundle
110. eld cursor active A field surrounded by dotted lines indicating that the cursor is in that field Text box Grids To enter text simply start typing To exit the text box press the F4 key Figure 24 Grids Drag a column header here to group by that column LJ Table 5 Icon val Loose Descripti MFR Chapter 3 User Interface Qty Order Unit Cost Ext Cost Qty Pr Qty Re Qty O Due Date Notes A grid is a table with rows and columns The column headers are lightly shaded Each row has the data for a particular item and has a line number If a field is a user input field it will be white There are many tools available to help you filter and sort the data in a table If you hover your mouse over the column header a little pin mark will appear Clicking the little pin allows you to sort that column based on options listed You can also drag a column header to the first column to sort by that column If you right click in any column header the following drop box appears with choices Column Drop down List Name Sort Ascending Description Sorts the column alphabetically from a to z Sort Descending Sorts the column alphabetically from z to a 1 At Clear Sorting Clears any sorting that has been set Group By This Column Sorts the entire grid by this column te Show Group By Box ES Remove This Column Hides that column from the g
111. elected lines The Bundle Entry page will be loaded create bundles manually a Enter the letter n to create a new bundle for the line b Enter the Qty to Pre receive Unit of Measure UOM Number of Pieces Heat and Package number c Select Save Alt S to save the bundle This will bring you back to the Pre Receive page Notice the Qty Pre Received column is modified for the purchase order line d Repeat step 5 for all lines Enter the Total Packages field which is the number of packages that will be pre received Select Save Alt S The Pre Receive PRCPxxx was created successfully message will be displayed Press OK to continue The pre receive transaction is created and the status is set to Opened and the related purchase order s status is set to Pre Received Receive merchandise after pre receiving 1 2 Open an existing Pre Receive that is in the Opened or Partially Received state Select Receive Alt B If required fields are missing an error message will be displayed indicating which fields are missing Fill in the required fields and select Receive again The Receive page will be displayed with the data from the Pre Receive At this point you will need to select bundles to receive and save the Receive transaction For details on how to do this refer to Receive on page 69 Remove a line from a Pre Receive ie Open an existing Pre Receive that is in the Opened or Pa
112. ent ways to do this 1 If you enter word will find all that starts with word 2 If you enter word the system will find all that end in word 3 If you enter words separated by a space the system will look for words inside the sentence For example entering 2 FLANGE STEEL will find all that start with 2 contains the word FLANGE and ends with STEEL 4 Highlight or select the desired entity transaction 5 Select Accept Alt A to select that entity transaction The page you were previously on will be loaded with data about that entity transaction Filter the list of entities or transaction 1 Enter values into the field by entering the name code of the field or by searching for the name code for those fields that are search able 2 Press Enter or select Filters Alt L to apply the filters The results will be narrowed based on the filter you entered 3 To return to the original list clear the filters Clear the filters that are currently loaded 1 Select Clean Alt C to clear all filters currently set The original list will be displayed for the entity or transaction being searched The following tasks are available for the manage and search entity pages but not the transaction search pages Add a new entity 44 Software 4 U User Manual 1 Select Add New AIt N to add a new data record Until you select Save it is not saved in the database N Enter in a valid Code with a description of the entity
113. entory Availability Alt Y The Inventory Availability page will display This page allows you to see the status of the part within all warehouses and for all manufacturers bundles and locations Refer to Inventory Availability on page 79 for a detailed explanation of this page Check Change Manufacturer and Price You can shop for better prices per manufacturer using the Change Manufacturer amp Price option This can only be done after at least one part has been entered and at least one line is complete 1 Bi Insert a Select Change Mfr amp Price Alt T The Apply Command to All Lines page is displayed Enter a manufacturer and price command into Scenario One and press Enter Updated pricing information is calculated for Scenario One Enter a manufacturer and price command into Scenario Two and press Enter Updated pricing information is calculated for Scenario Two Using these calculations you can compare prices You can then select either Scenario 1 Alt S1 or Scenario 2 Alt S2 to use one of the entered scenario for the line To select one of the scenarios click on the appropriate Save Scenario icon in the toolbar The Quotes page is displayed with the updated line information based on the scenario selected Simply select Exit to go back without selecting a scenario line into a quote 1 Open the quote to be worked on Select the line just below where you want to insert a line To do t
114. epared to ship The general information found in the header section includes information about a shipping order including the tracking number and all details about the shipping for this order 4 5 10 1Shipping Order Toolbar The Shipping Order Toolbar is where all choices are listed for the user when working with a shipping order The different sections of the Shipping Order Toolbar are Main Actions Selection and Packages Table 16 Shipping Order Page Toolbar Section Description Main The Main section of the toolbar is described in detail in Table 6 on page 37 On the Shipping Order page this information is specific to creating a new shipping order or saving and finding an existing shipping order and refreshing the page as needed Actions The choices in the Actions section of the toolbar on the Shipping Order page are specific to working with a shipping order As stated above this is typically done via a mobile device but can also be handled through the software directly These actions include the following Open Packing List This option is used to open the Packing List search Alt O page so that a packing list can be selected Complete Order This option is selected to let the system know the AIt C order is complete and ready to be shipped Selection The Selection section of the toolbar is described in detail in XXXXX Packages The choices in the Packages section of the toolbar on the Shipping Order page a
115. er then 95 The purpose of cycle counting is to verify the inventory accuracy and is not an adequate procedure to be used to correct inventory errors Software 4 U provides an automated option for cycle counting in order to conduct efficient and accurate cycle counts After initial configuration as to priority of inventory usage the system selects which items are to be counted at which locations for which period of time To facilitate automation it is best to utilize the mobile devices and barcode scanner options This allows the counters to automatically identify items via the barcode scanner and enter inventory counts via a keyboard Software 4U uses ABC and XYZ analysis which identifies the item count frequencies 4 4 9 1 Cycle Count Toolbar 4 4 9 2 Cycle Count Basic Operations 4 4 9 3 Cycle Count Field Descriptions 65 4 4 10 Cycle Count Schedule 4 4 10 1 Cycle Count Schedule Toolbar 4 4 10 2 Cycle Count Schedule Basic Operations 4 4 10 3 Cycle Count Schedule Field Descriptions 66 User Manual Software 4 U 4 4 11 Cycle Count Adjustment 4 4 11 1 Cycle Count Adjustment Toolbar 4 4 11 2 Cycle Count Adjustment Basic Operations 4 4 11 3 Cycle Count Adjustment Field Descriptions 67 4 4 12 Cycle Count Manager 4 4 12 1 Cycle Count Manager Toolbar 4 4 12 2 Cycle Count Manager Basic Operations 4 4 12 3 Cycle Count Manager Field Descriptions 68 Software 4 U User Manual 4 4
116. eractions are done via the touch screen of the iOS device This can be achieved by just touching a location on the screen to initiate an action or to trigger the keyboard to be displayed Swiping the movement across an iOS device screen that moves you from screen to screen 54 Software 4 U User Manual Fields Scrolling a list once a list is displayed on the screen use your finger to scroll through the list by positioning your finger at the bottom and swiping up to scroll down the list or at the top and swiping down to scroll up the list Icon a small picture on the screen that represents an App or an action within an App Button a rectangular or circular shape that provides the user a simple way to trigger an action or event Most buttons on the iOS apps trigger the event of pulling and displaying new data Just like in the Windows application there are two types of fields that are displayed on the screen Each field is either a user input field or a data display field User input fields are those fields that the user can modify or change Data display fields are fields that display only and cannot be modified The data can be system supplied or previously user supplied Whether or not a field is user input or display only is dependent on the App that is open and the user that is logged in at the time e To move focus to a field touch the field e To move from one input field to the next input field enter data for the
117. et max discount for SO to be valid 0 100 MS SalesOrderMillDirectA ow Picking Can Mill Direct be picked packed and shipped 0 Can be picked 1 Throw Warning 2 Do not allow 5 6 Software 4 U User Manual Configuration Name Desccription 1 Val Detault Value alesOrderMilIDirectAllowReceive an Direct be received an be received 1 Throw Warning 2 Do not allow SalesOrderPONumberAllowedRepeatedValue Validate PO on SO entry novalidation I 1 Throw Warning 2 Throw error SalesOrderPricesFromSalesOrderNotAuthorized Retrieve LSO prices from SO s T yes I Allowed needing authrization 0 7 no SalesOrderPricesFromSalesOrderRejectedAllow Retrieve LSO prices form rejected T yes T ed SO s 0 no SalesOrderUnderAvailableStock Validation Flag understock SO s 2 show error I 1 showwarning 0 no msg SalesOrderValidatePONumber Require a PO when entering SO T yes T 0 no Figure 8 Quick Picking Configurations Configuration Name Description Possible Values QuickPickingBlockMachining ould Qpick block machining unti yes order is sent to pack 0 7 no QuickPickingBlockOutsourcing Should Qpick block outsourcing T yes 0 until order is sent to pack 0 no QuickPickingBundleAge Set age of bundle selection T newest 0 0 oldest QuickPickingBundleCost Set cost of bundle selection T lower 0 0 higher QuickPickingCommittedHeats Se
118. ew Page ain 0 oim deti aia 126 ndo diro 129 Collection Page nml ei tei aa 135 Collection Batch Page viii done etti ie ter er ee tee fel tree ate rib cie dedita 138 Credit Memo Generation Page i55 i id eo p d ea o nds 141 Cr dit Memo Review Page i e terret ere tbe deitate ee oye eee ae n ii 143 Credit Memo Page rias eda OR RE HR RH FERE DER e IESU epe ete er ER digas 145 Cash Management Simple Flow coincida 169 Authorize Quotes Page siete beant die as gana en aa pite E Authorize Sales Orders Page Authorize RMAS Pape cette e tees tes Uo E i D aii Quote to Cash Process Flo Wild ian ami ici v dais 1 Sales Orders cence Saisie teas ce ada Seu recs nd ads Gasca caged Het EB RR NI RH OQ 2 Quotes WIN RC 3 Quote e rir Eee DE 4 SElSct Quote LM p 9 5 Select AM ICO sooo See ati itae ede i 5 Select All E Sales Order Window Sales Order Successful inei reete ed eie e E ed e die ete MIEL Lt do ae TEA ad e adore Warehouse Operations c ou ee da m poen 8 Order Fulfillment Wind Ow ini cn t e ett etie tea iol ee rei ds 8 Allocation Created Success iii ados scescescesseacestassaeteaiosteatoctoenscs senuckseasesseaacsievaeaiens 9 Allocated Sales Order List niea eie i dic reet t eri eerie ei rii b Cb eh E
119. existing quote 2 Modify as necessary 41 42 Software 4 U User Manual e To insert a line into the quote select Insert Line Alt 1 To enter the line information see the Enter Line task above e To remove a line from the quote select Remove Line Alt K e To remove all lines from the quote select Remove All Lines AIt L e To compare and evaluate cost changes if the manufacturer and or price is changed for one or more parts select Change Mfr amp Price AIt T The Change Mfr amp Price page will display This page allows you to enter different scenarios for manufacturer and price for one or more parts as described below e To modify one part move your cursor or focus to that line in the Detail tab of the page You can change the part the manufacturer quantity quoted price and the notes or blind comments Press Enter to accept the change on the line 3 Select Save Alt S to save changes to the quote Authorize a quote 1 On the Quotes page if any part on the quote has a yellow circle at the end of the line then it will need to be authorized by a sales manager before the order can be fulfilled 2 Select Authorize Quote Alt Q This will need to be performed by an authorized sales manager 4 3 1 3 Quotes Output Here is an example of the output produces from the Quotes page 4 3 2 Sales Orders The Sales Orders page is used to create edit delete and manage all sales in the system A user c
120. face To maneuver between the different pages either Use the keyboard shortcut Ctrl Tab to switch between the different open pages The system will display a box that shows the different pages open as you enter CTR Tab Which ever page is stop at is the one that will be made current Use the mouse and click on the tab of the page that you want General Page Elements Fields To navigate this system it is helpful to familiarize yourself with the different elements that make up a page such as fields field descriptors grids and tabs There are two types of fields on each page Each field is either a user input field or a data display field User input fields are those fields that the user can modify or change Data display fields are fields that display only and cannot be modified The data can be system supplied or previously user supplied Whether or not a field is user input or display only is dependent on the page that is open and the user that is logged in at the time e To move the focus to a field left click on the field e To move from one input field to the next input field press Enter e To enter data directly into the field a Tab down to or left click in the user input field b Type the data in the user input field and press Enter e To search for data from the database when a search button is present a Select the or LA button to the right of the user input field b Search and accept data from Search page
121. for nonconforming Software shall be repair or replacement of the Software in the sole discretion of Team Alloys To obtain a repair or replacement of nonconforming Software contact Team Alloys Customer Service toll free at 855 TEAM ATM 8326 286 or online at www teamalloys com during the Software Warranty Period Your exclusive remedy under this limited warranty for defective media is replacement of the defective media To receive replacement media under this limited warranty return the defective media to Supplier during the Media Warranty Period with proof of payment Except as expressly provided above the licensed product is provided as is without warranty of any kind either expressed or implied including but not limited to implied warranties of merchantability or fitness for a particular purpose and except as expressly provided above you assume the entire risk as to the quality and performance of the licensed product 5 Limitation of liability Team Alloys sole obligation or liability under this agreement is the repair or replacement of nonconforming software and or defective media according to the limited warranty above In no event will Team Alloys be liable for any damages whether consequential incidental or indirect nor for any loss of data loss of profits or lost savings arising out of use of or inability to use the software or documentation or any hardware furnished with the software even if Team Alloys has been adv
122. ge PRY Quote amp x Quote Number Status Total Quoted Customer Price List Total Goods Quoted For Phone Quote Date 2 11 2014 Total Cost Ship To Required Ship Date 2 11 2014 Total Weight Quoted By Respond By 2 11 2015 Total Profit Warehouse Notes Blind Comment Total Profit Amount Detail Additional Info Quote Salesman PrePayment Statistics Follow Ups Line Category Part Description UOM Mfr Price List Qty O Qty Av Avg C Qty Quoted Price Ext Price Profit Profit Notes Blind Comme WH OnPO InTransit Received OnHand Quoted Allocated Available SalesOrder Picking Picked Packing Packed Shipped _ Invoice d AvgCost Lower P C Purchase 2 Max Vallaro Company Team Alloys Business Unit Houston cbap o0 lee S o impo The following sections of the toolbar are shown below Main Details Actions Navigation Printing Attachments Next and Exit Ej La Table 6 General Page Toolbar Section Option Icon Chapter 3 User Interface Description Main The main section of the toolbar is used to create find delete and save data relating to the page loaded Also only when Save is selected are changes applied to the database New New clears the screen so the user can enter brand new AIt N D information If New is selected after data has been entered the user Mos will be prompted to
123. ge the collection process Collection and Collection Batch Collection page Collection Batch Page 13 4 7 4 Collection page From the Start Page select Accounts Receivable then Collection The Collection page is opened Figure 20 Collection Page Collection View PVF Loe Es Home Appearance Windows ago b 3 G Ss L i oo a q Y 8 uz a H 0 X 6 mm 45 a de c E J New Save Hold Post OnAccount Find Delete Refresh AddCredit Add Collection Apply Unapply Auto Apply Additional Remove Selected Collapse Header Detail Search Invoices Application Exit Memo On Account Info Collections Collection Batch Invoice Details E start Page A contiguration search Es Colection view x Collection Batch Totals Batch Number m Bank Bank Account Collected 0 00 Batch Type Collections Qty Batch Total Amount From On Account 0 00 Applied 0 00 Collection Information A A A Collected Unapplied 0 00 Leave On Account Collection Number Status Post Customer i Related Customers Collection Date 8 27 2014 Notes Hold Posted Posted Date v Method BankAccount Description Document Reference Date Due Date Amount Amt Applied Amt Unapplied Amt Adjusted Leave As On Notes Info Number Date Due Date Amt Applied Amt Adj Notes dB e 0 00 0 00 Search Invoice Invoice Number Amt To Apply 0 00 Invoice to Apply Invoice Clos
124. gs but most commonly contains details about which part is being ordered That is considered a goods line Other types of lines are machining 1 To enter a Goods line which is a part to be ordered e Enter Part field use the search icon if needed to find the part e Enter Mfr field which manufacturer to use for that part Note Pressing Ctrl M will move focus to the list of manufacturers available for the part Use the up and down arrow keys to scroll through the list and press Enter to select the manufacturer to use e Enter Qty Quoted field how many are being ordered e Enter Multiplier field optional if used it overrides any price codes entered e Enter Price field Use one of the price codes available to determine the price or enter the price directly To view the table of price codes enter or select the search icon to the left of the field To view the table in this manual refer to the Price Codes table e Enter Comments optional Use the F4 key to begin or exit entering text in the text box 2 To enter a Machining line 3 To enter a Miscellaneous line 4 To enter a Check Inventory Availability At any point during the quote or sales order process for a given part you can check all details about the inventory of that part 1 51 Select highlight the part to check by left clicking on that line or by selecting Detail from the toolbar and using the arrow keys to navigate around the parts grid Select Inv
125. h Selection Clean and Refresh This action is used to delete unnecessary Alt C Vz information and refresh page Clean and Refresh Navigation The Navigation section of the toolbar is used to move focus to different areas of the page Sales Order Alt 1 Selecting this option will move focus to the grid in the middle section of the page The information that this contains is dependent on the tab currently Sales selected Orders Sales Order Lines Selecting this option will move focus to the Sales Alt 2 Order Lines grid in the lower portion of the page It includes details about each line for each sales Sales Order order Lines Sales Order tab Alt 3 Sales Order Selecting this option will move focus to the Sales Order tab 78 Software 4 U User Manual Table 10 Orders Fulfillment Page Toolbar Section Option Icon Description Allocated SOs Selecting this option will move focus to the Alt 4 Allocated SOs tab Allocated S Machining Selecting this option will move focus to the Alt 5 Machining tab Machining Display The Display section of the toolbar is used to modify the way the data is presented on the Orders Fulfillment screen Collapse Expand Selecting Collapse will remove the Sales Order Sales Orders List d lines from your view of the page Alt 6 collapse Sales ae ee LE Order lines Orders List PM Residents Swap Order Grids This action changes the arrangement
126. hase Order Receiving Fulfill Wwarehod AAN Order Pre dj R Management Pick Receive COME Invento m i Pack Ship General Ledger Customer Journal Entries Invoice Internal Invoice Voucher Cash Collections Business Management Payments Administration Management Management Management utnorizations ES 4 1 Purchasing The Purchasing module is one component of Software 4 U system It is where a user typically someone in the purchasing department will create and manage purchase orders and pre receiving with the goal of obtaining merchandise for your warehouse Purchasing interacts with Vendors to order goods services for your company If the purchase order PO is accepted by the vendor then that vendor will provide your company with a voucher The Sales department will send a request for a PO to purchasing to handle a buyout for a sale The Purchasing module manages and supports the purchasing department The basic flow is as follows Your Company Create PO for a Buyout Invoice Inventory Availability Order to Receive Inventory 2 Software 4 U User Manual The processes which directly support the Purchasing module can be accessed via the Purchasing option located on the Start page The three purchasing specific pages that can be accessed from here are explained in detail below Purchase Orders used to create and manage purchase orders POs Pre Receive
127. hat the loading process has started for the current shipping order Stop Shipping This option is selected to indicate to the system Alt H that the loading process has stopped temporarily for the current shipping order Finish Shipping This option is selected to indicate to the system Alt G that the loading process has been completed for the current shipping order Cancel Shipping This option is selected to indicate to the system Alt C that the loading process has been cancelled for the current shipping order Display The Display section of the toolbar for the Shipping Orders Entry page has one option Expand Use this option to have the Ship To Address and Alt 1 the Warehouse Address displayed on the left side of the page Print The Print section of the toolbar is described in detail in Table 6 on page 37 The document that can be printed or previewed from the Shipping Orders Entry page is the packing list for the shipping order From the Print section you can also print the tracking labels for the shipping order Table 18 Shipping Orders Entry Page Toolbar Section Print Tracking Labels AIt L Description Use this option to print the tracking labels for the shipping order No preview is available for this option 11 11 Software 4 U User Manual 4 6 2 Quick Pick Basic Operations Below is a list of the basic operations available on the Quick Pick page e Quick pick an order
128. he Invoice List can be filtered by Vendor by Vendor Invoice by PO by Pre Receive number and or by Receive numbers 1 Enter or search for the item s that you want to filter the list by 2 Select Find Alt F to apply the filters 3 Select Clean Alt C to clear all filters 4 8 1 2 Voucher Generation Toolbar The Voucher Generation toolbar is where all choices are listed for the user when generating vouchers The different sections of the Voucher Generation toolbar are Main Selections Navigation and Exit Table 27 Pre Receive Page Toolbar Section Description Main The Main section of the toolbar on the Voucher Generation page is described in detail in Table 6 on page 37 However it is specific to finding an invoices and generating a voucher Generating a voucher is specific to this page Generate Voucher This action is used to generate vouchers for the Alt G invoices selected on this page Selection The Selection section of the toolbar on the Voucher Generation page Navigation In additions to the Header option in the Navigation section of the toolbar as described in Table 6 on page 37 the following options are available for navigation on the Purchase Order page Exit The Exit section of the toolbar is described in detail in Table 6 on page 37 15 4 8 2 Voucher Review The Voucher Review page is used to review and then approve one or more vouchers that have been generated T
129. he Pre Receive is in the Partially Received or Completed state Select Remove All Lines Alt The Do you want to delete all lines confirmation message will be displayed Select Yes to delete all Select No to cancel The lines are deleted from the Pre Receive and the Total values on the right of the header are updated Update the Total Packages field to O Select Save Alt S to save the changes If the Total packages value in the header did not get updated to O then the The user provided x total packages but the bundles contains O packages message will appear The Pre Receive PRCPxxx was modified successfully message will appear Select OK to continue Modify a Quick Pre Receive 1 Open an existing Pre Receive that is in the Opened or Partially Received state Edit header information a For Opened Pre Receives all fields in the header can be modified b For Partially Received Pre Receives only the Shipment Invoice Packing List Total Packages Containers and Vessel Name fields can be modified in the header Edit line data for any line in the Open state 4 Add bundles for any line in the Open state Select Save Alt S to save the changes If the Total packages value in the header did not get updated to O then the The user provided x total packages but the bundles contains O packages message will appear The Pre Receive PRCPxxx was modified successfully me
130. he header information and the lines from the current pre receive If there is no more merchandise to receive then a message will be displayed and the receive page will not be loaded Exit The Exit section of the toolbar is described in detail in Table 6 on page 37 4 1 2 2 Pre Receive Basic Operations Pre Receive is done once a vendor manufacturer has confirmed your order and has provided documentation indicating that the order has been shipped In addition the documentation contains information about the shipment including how the product is packaged heat numbers if applicable and the quantity The basic operations available on the Pre Receive page are e Pre receive one or more purchase order lines e Receive merchandise after pre receiving e Remove a line from a Pre Receive e Remove all lines from a Pre Receive e Modify a Pre Receive e Enter one or more new Incoming Containers for a Pre Receive Here are step by step procedures for each operation listed above Pre receive one or more purchase order lines 1 If the page is blank go to Step 2 Otherwise select New Alt N 2 Enter Vendor Manufacturer Warehouse FOB Carrier Freight Invoice and Packing List Number 3 Select Find PO Lines Alt X 4 Select one or more lines from the purchase order using Select One Select All or clicking the box to the left of the line 18 Software 4 U User Manual 5 Select Add Bundles to each of the s
131. his either left click on that line or select Detail from the toolbar Then use the arrow keys to move through the lines until you are positioned on the correct line Select Insert Line Alt I This will bring up a prompt confirming that it is okay to insert a line and re number all lines below 52 Software 4 U User Manual 4 Select Yes to insert or No to cancel Delete one line from a quote 1 Open the quote to be worked on 2 Select the line or part to delete by highlighting the line that is make it in focus To do this either left click on that line or select Detail from the toolbar and then use the arrow keys to move through the lines 3 Press the Delete key or the Remove Line option Alt K A confirmation pop up will display 4 Select Yes to delete or No to cancel Delete more than one line from a quote 1 Select Remove Lines AIt L 2 Enter a range and or a list of lines to delete For example 10 12 14 will delete lines 10 11 12 and 14 Press Enter A confirmation pop up will display 3 Select Yes to delete or No to cancel 53 4 4 Warehouse Management The Warehouse Management module is the primary component of inventory management within the Software4 U system It is used to manage the products or goods coming into your company by providing tools to manage the warehouses that store the products to help you know what products you have and how much at any given time and how to stock the war
132. his process will change the status of a voucher from Hold to Open Configuration VoucherGenerationState The Voucher Review page will display all vouchers that are currently in the Hold state These are displayed on the left side of the page and can be filtered by date generated due date a vendor or a particular invoice number If a vendor is selected or in focus then on the right the voucher information voucher line information and voucher line bundle information will be displayed 4 8 2 1 Voucher Review Operations The basic operations available on the Voucher Review page are e Approve one or more vouchers e Filter voucher list Here are step by step procedures for each operation listed above 15 Software 4 U User Manual Approve one or more vouchers Enter the Vendor Code or use the search icon to find a particular vendor 9 Filter voucher List if needed see procedure below 3 Select vouchers to approve by checking the box next to the voucher line 4 Select Approve Vouchers Alt A Filter Voucher List The Voucher List can be filtered by Vendor by Vendor Invoice date created range due date range 1 Enter or search for the item s that you want to filter the list by 2 Select Find Alt F to apply the filters 3 Select Clean Alt C to clear all filters 4 8 2 2 Voucher Review Toolbar The Voucher Review toolbar is where all choices are listed for the user when reviewing vouchers The different section
133. icking list loaded Start Picking Stop Picking _ This option is selected to indicate to the system Alt T A that the picking process has stopped temporarily UB for the picking list loaded Stop Picking 86 Software 4 U User Manual Table 12 Picking List Entry Page Toolbar Section Option Icon Description Finish Picking FA This option is selected to indicate to the system AIt N G9 that the picking process has been completed for the picking list loaded Close Picking Cancel Picking This option is selected to indicate to the system Alt C ck that the picking process has been canceled for the picking list loaded Cancel Picking Navigation The Navigation section of the toolbar on the Picking List Entry page will help you navigate and manage the data displayed on the page For the picking list entry page this includes the following Picking List Selecting this option will move focus to the Alt 1 E Picking List Picking List field in the header section Picking Bundles Selecting this option will move focus to the Route Alt 2 Picking Bundles grid in the lower portion of the page It includes details about the bundles and the route to take to pick Print The Print section of the toolbar is described in detail in Table 6 on page 37 The document that can be printed or previewed from the Picking List Entry page is the actual Picking List 4 5 3 2 Picking List Entry Basic Oper
134. indCredit Delete Invoice Line Remove Remove Remove Header Addresses Lines Collapse Exit Bundle Search Line Alllines Bundle Bundles GD start Page __g Cr ditMemoGenerationView Credit Memo X Credit Memo Addresses Totals Credit Memo Number State Hold Total Goods 0 00 Customer Ln Date 9 12 2014 X Total Cost 0 00 Bill To in Due Date 92 2014 hi Total Weight 0 00 Sales Tax Code I T Appiy Date 9 12 2014 Total Fee 0 00 Sales Tax 0 00 Applied Invoice 4 OnAccount Total Credited 0 00 Sales Tax Amount 0 00 Open Amount 0 00 Applied Amount 0 00 Total Applied 0 00 RMA Notes Total OnAccount 0 00 Hold Reason b Post Posted Posted Date Credit Memo Line Credit Memo Line Bundle TypeCode TypeDescript Description Qty Credit Memo Price Extended Bundle Code Heat Company Package Qty Credit Memo Price Extended Price dig Sales Team J Company Team Alloys Business Unit Team Alloys Y Warehouse Main Houston Warehouse 4 7 8 1 Credit Memo Toolbar Table 26 The Credit Memo toolbar is where all choices are listed for the user when issuing a credit memo The different sections of the Credit Memo toolbar are Main Credit Memo Lines Tabs and Exit Credit Memo Page Toolbar Section Description The Main section of the toolbar is described in detail in Table 6 on page 37 On the Credit Memo page this information is specific to creating saving refreshing finding and dele
135. ing tasks are available for all manage search entity pages in the toolbar Table 7 Toolbar Tasks Search Entity Page Name Icon Description Find After the user enters a specific code or one or more letters of Alt F y the code Find will search and retrieve those entities that match the code This will filter the list and helps the user find Find a particular code item Accept Once a code item is selected by clicking the box to the left in AIt A the row select Accept to pick that item Accept Clean Clears any filters that have been entered on the page Alt C x Clean 46 Software 4 U User Manual Name Icon Description Filters f Sets focus to the primary field in the Filters section of the AIt L 13 page Add New Results Sets focus to the Results grid which displays the current data AIt R a3 on the search page Add New Add New Opens a new page that allows the user to add a new entity Alt N a3 This page is specific to the type of entity Add New Modify Opens a new page that allows the user to modify the entity Alt M 22 that is selected This page is specific to the type of entity Modify Delete Deletes the entity that is selected Alt D Imm Delete Exit Returns to the previous screen with nothing selected or 3 accepted Alt E 17 P Add New Some entities need the capability to import and export data along with printing the list of entities currently in th
136. ion Page CreditMemoGenerationView PVF m Home Appearance Windows 20850 H oo6eEJ v 4 B B NM G Generate Refresh Find Clean Select UnSelect Select UnSelect Collapse Collapse Expand Receive Exit Credit Memo Al All Receives Receive lines Line Bundles stomer RMA Num RMA Date RMA Due Total To In Part Number Mfr Qty Credit Memo Price Extended Price Receive Number RMA Number Invoice Number Ge Sales Team Ji Company Team Alloys Business Unit Leantect MH Warehouse Warehouse 1 4 7 6 1 Credit Memo Generation Toolbar The Credit Memo Generation toolbar is where all choices are listed for the user when generating a credit memo The different sections of the Credit Memo Generation toolbar are Main Selection Grids and Exit Table 24 Credit Memo Generation Page Toolbar Section Description Main The Main section of the toolbar is described in detail in Table 6 on page 37 On the Credit Memo Generation page this information is specific to generating saving finding and cleaning credit memos Selections The Selection section of the toolbar is described in detail in XXXXX Select This option selects the one item that is in focus or Alt Y where the cursor is positioned Select 14 Software 4 U User Manual Table 24 Credit Memo Generation Page Toolbar Section Option Icon Description Unselect This option deselects the one item that is in foc
137. is more than one grid to be viewed This section of the toolbar will help you navigate and manage the grids displayed on the page For the Invoice Generation page this includes the following Collapse This option removes the Shipments List grid from Shipments view Alt Collapse This option removes the Shipments Lines from Shipment Lines Alt the grid Expand Shipment Line Bundles AIt This option moves the focus to the Shipment Line Bundles grid 12 Table 19 Invoice Generation Toolbar Section Description Exit The Exit section of the toolbar is described in detail in Table 6 on page 37 4 7 1 2 Invoice Generation Basic Operations Below is a list of the basic operations available on the purchase order page e Generate an invoice e Filter the list of shipping orders Here are step by step procedures for each operation listed above Generate an Invoice 1 If needed filter the list of shipping orders as explained below 2 Select one or more shipping orders using the check boxes in the left column or the Selection icons in the toolbar 3 Select Generate Invoice Alt G to generate invoices for the shipping orders selected A message will appear indicating Invoices were generated successfully where is the number of invoices selected 4 Select Ok to continue Filter the List of Shipping Orders 1 On this page you can filter the shipping orde
138. ised of the possibility of such damages nor for any claim by any third party 6 General Any hardware provided to You by Team Alloys shall not be exported or reexported in violation of any export provisions of the United States or any other applicable jurisdiction Any attempt to sublicense assign or transfer any of the rights duties or obligations hereunder shall be void This Agreement shall be governed by and interpreted under the laws of the State of New York United States of America without regard to conflicts of law provisions You hereby consent to the exclusive jurisdiction of the state and federal courts located in Houston Texas to resolve any disputes arising under or in connection with this Agreement with venue in Houston Texas iv Software 4 U User Manual Restricted rights legend The Licensed Product is provided with restricted rights In the event the United States Government or an agency thereof is granted a license the following additional terms apply Restricted Computer Software as defined in the Commercial Computer Software Restricted Rights clause at Federal Acquisition Regulations 52 227 19 and the restrictions as provided in subparagraphs c 1 and c 2 thereof and as applicable the Government s rights to use modify reproduce release perform display or disclose the Software also are restricted as provided by paragraphs b 2 and b 3 of the Rights in Noncommercial Technical Data and Computer Softw
139. ist Invoice Date Vessel Name Invoice Due Date Total Package Apply Date Freight Containers Detail a POF PO Line MFR Code Part Description PO Qty UOM POQtyPreRa Qty Ro This section includes details for Pre Receive Toolbar on page 15 Pre Receive Basic Operations on page 17 Pre Receive Output on page 20 4 1 2 1 Pre Receive Toolbar 2 Notes UOM Oty UOM QtyTo Raw Exit 8 14 2014 8 14 2014 8 14 2014 8 14 2014 8 14 2014 8 14 2014 Unit Cost Pipt The Pre Receive page toolbar is where all choices are listed for the user when pre receiving a shipment or order The different sections of the Pre Receive page toolbar are Main Details Actions Navigation Printing Attachments Next Steps and Exit 16 Software 4 U User Manual Table 2 Pre Receive Page Toolbar Section Description Main The Main section of the toolbar on the Pre Receive page is described in detail in Table 6 on page 37 However it is specific to creating saving deleting and finding a pre receive transaction Details The Detail section of the toolbar on the Pre Receive page refers to the lines in the Detail tab of the page listing the parts being pre received The two options are Remove Line and Remove All Lines and is described in detail in Table 6 on page 37 Actions The choices in the Actions section of the toolbar are specific to entering and managing a pre receive Find
140. ist Enty a steeds oe Sy alot de ee ho Mabe gy nay ere qa 85 Picking Configuration c2sc0503 9404 riada aaa dadas 88 Manage Pickers cist dn do dei e xe eo a e ordre Avda dob be hdd dea das oes eS 94 Packing Station Monitor 2 0 hh e hr ran 96 Packing List Entty i dla ener aia RR aa di dla adus side dace 99 Manage Packing Stations ez keeper eres pene RR da bala bw Pap ep edes org eg quels es d 103 Manage Packers 2 2 bue ici 104 Shipping Order x24 nays Fie aa S DEN ae anh ee Aaa TERI dette DE enn 106 Shipping Station Monitors o 109 Shipping Orders ENY issiria ex quoa deni an Moe RA VR RE RR EUR EERE ad Hone em eo 110 Manage Shipping Stations 0 0 ccc e rrr e 113 Mariage ShiPpetS ecri ws rex ERE ARD yaaa ea saa eed ae E Rad ae dae BG RECO EX BRE RI ws 114 Quick Pick Pick Pack Ship 0 ce ccc ccc ccc cee cee ree eee hh hh hh 115 Quick Pick Toolbat 5s odia 10 QR dee ew PERITO EPA PICS gc da ei 116 Quick Pick Basic Operations 0 00 ccc cence cnet mh n 118 Accounts Receivable sisi da tes sl nehm hex I a 121 Invoice Generation e 123 Invoice Review 24 we he REI ES4PE T GN RAE EUER UR Rid ba RP SLT das 126 InvolCe nva coaster gr mre a nu vrbs bbb domo des 129 Collection pareadas daa 135 Collection Batch Page ovio dad il a a ta a da dada 138 Credit Memo Generation page 141 Credit Memo Review pages miis io dd dee A A a dated dada 143 Credit Memo page resiste aie hisa a A AAA 145 Ac
141. it was made e Document the number on the deposit from the bank e Date the date the deposit was made e Notes optional e Reference optional Use Date From and Date To fields to filter the collections list on the bottom left of the page if needed Add at least one collection to the cash deposit see below Select Save Alt S to assign an internal deposit number Select Post Alt P to finalize the cash deposit transaction Add one or more collection s to a cash deposit 1 4 5 Load the cash deposit be entering the number in the cash deposit field or by searching using the cash deposit search page Use Date From and Date To fields to filter the collections list on the bottom left of the page if needed Select a collection in the left bottom grid to add To do this check the box in the Is Selected column of the collection to select Select Deposit Alt DP to move the collection s selected from that list to the cash deposit line Select Save Alt S to save the change Remove one or more collection s to a cash deposit 1 Load the cash deposit to edit by entering the number in the cash deposit field or by searching using the cash deposit search page Select the collection s in the right bottom grid that need to be removed To do this check the box in the Is Selected column of the cash deposit lines grid Select UnDeposit Alt U to remove the collection s selected from that list back t
142. iving Warehouse Warehouse Sales Account Account Cash Management General Authorization MTR Management Dashboards Document Tools Users Security Admini Management Operations Receiveable Payable Ledger Management Modules E Start Page x B Receiving a P Receiving 4 a Receiving 5 Manage Receive S A a Shipme Receiving a Renorts Y Requisition W Purchasing D Receiving Warehouse Management Warehouse Operations J Sales Account Receiveable 4 Account Payable 44 Cash Management General Ledger l Authorization 4 2 1 Receive The Receive page is used to receive shipments coming 29 in and to track all purchase order lines associated with the shipment It is accessed via the Receiving start page Figure 8 Receive Page Home Appearance Windows Lu C a E e O lt Unselect zd A A Move All to Warehouse El Header I swap Lines tfj Preview Pac wf Select All 3 Move All to Location LES cml Collapse Lines Save Find Refresh Select Calculate Duty Add Bundle Add Package Split Inventory 7 Print Packa amp Unselect All amp Freight Bundle JA Move All To Stock Availability ES Detai a Collapse Bundles 2 Main Details Actions Navigation Display stat age BP Receive ai Pre Reception PY Purchase Order P0122698 PI Breceive 9 x 4 Receive Receive Number A Vendor ER ERNE FIT
143. king Station WO The station or location in the warehouse where goods or products are packaged in preparation to be shipped out Parts WM Every type of part or item in your inventory Each one will be identified with a Group and Category Part Categories WM Part Group WM A grouping of parts based on the type of part basically the subgroup like pipe fitting or flange Part Classes WM Part Type WM Payment Method AP The method of payment that will be used such as credit card debit card e transfer Payment Terms Pickup Hours Sales The different options for pickup times such as morning noon after 5pm etc Price List Sales The suggested retail price by the manufacturer and can be sold either above or below this price It is determined based on factors such as supply demand and manufacturing costs Price Terms Sales Tax Code The code given for the sales taxes available Sales tax is a tax paid to a governing body for the sales of certain goods and services Usually laws allow or require the seller to collect funds for the tax from the consumer at the point of purchase Ship Terms Admin Table 9 Entities Search by Code Chapter 3 User Interface Entity Moduele Description Ship Via Admin How the product or goods will be transferred or shipped out such as by truck train or ship Shipping Station WO The station or location in the warehouse where shipments are prepared and
144. l page section Specifics about the other pages are explained following the general page 3 2 2 1 Start Page The Start page is where you can access all pages available to you within the system and includes a toolbar and a main section just like all pages However within the main section of the start page on the left side there is a sidebar that mirrors the toolbar the main section and the system navigation bar This format is unique to the start page The main part of the page displays all pages via icons that are available based on which module is currently selected The following section explains the details of the Start page and how to use or navigate it Figure 20 Start Page Chapter 3 User Interface 25 Toolbar Home Appearance Windows 4 amp a Ex e Start Page amp X Kj Requisition x 4 Y Requisition i Request For Quotation DA 89 B amp gt Requisition Purchasing Receiving Warehouse Warehouse Sales Management Operations qua V General Ledger Users X Authorization EJ Document Management 4 Security Account Account Cash Management gt xit Receiveable Payable El MTR Management Ji Tools A Administration Modules Exit Dashboards Navigation Add iljstats 2 x ADM Q Search LI Requisition Section z Y pun Y 7 ma amp User Defined Sections Om O Most Used Request For Quotation El Voucher Sidebar Start Page Toolbar dig Max Vallaro li Compan
145. l section of the toolbar on the Receive page refers to the lines in the Detail tab of the page listing the incoming packages and receiving lines The two options are Remove Line and Remove All Lines and is described in detail in Table 6 on page 37 Actions The choices in the Actions section of the Receive toolbar are specific to documenting and handling incoming shipments inventory Calculate Duty amp This action is used to calculate the duty and freight Freight for the goods being received Alt D Add Bundle This action is selected when you are pre receiving Alt G or receiving goods Add Bundles is the method used to define how the goods were packaged and shipped Add Package This action is used to Alt K Split Bundle This action is used to AIt L Move All to This action is used to move all bundles selected to Warehouse the warehouse Alt Z Move All to This action is used to move all locations selected to Location the specified location Alt X Table 4 Receive Page Toolbar Section 31 Description Move All to This action is used to move all bundles selected Stock straight to stock Alt C Inventory This action is used to bring up the inventory Availability availability page which will show specific details Alt I about the part selected Navigation In additions to the Header option in the Navigation section of the toolb
146. lbar This will remove all filters and give you the entire list again 12 4 7 3 Invoice The Invoice page is used to post invoices that have been reviewed approved and are now in the open state From the Start Page select Accounts Receivable then Invoice The Invoice page is opened and is blank Figure 19 Invoice Page 4 7 3 1 Invoice Page Toolbar The Invoice toolbar is where all choices are listed for the user when posting an invoice The different sections of the Invoice toolbar are Main Invoice Lines Tabs Next Step Printing Attachments and Exit Table 21 Invoice Page Toolbar Section Description Main The Main section of the toolbar is described in detail in Table 6 on page 37 On the Invoice page this information is specific to generating saving and finding a invoices The Main section of the toolbar on the Invoice page also includes the following options Post AIt Ju Post 13 Software 4 U User Manual Table 21 Invoice Page Toolbar Section Description Invoice The Invoice Lines section of the toolbar is described in detail in XXXXX Lines Remove Line This option removes the one line that is in focus Alt x lt or where the cursor is positioned Remove Line Remove All Lines This option removes all lines AIt X Remove All Lines Tabs Header AIt t Header Additional Information zs AIt Additional Informati
147. le 1 2 If the page is blank go to Step 2 Otherwise select New AIt N Enter the Vendor Manufacturer and Ordered By the buyer fields in the header section of the page Select Import Alt X The Excel Importer page will open Select the at the right corner of the File field The file selection pop up will appear Select a file to import the data from 6 Verify the row from which to start the copy by reviewing the file and the Starting Row field If correct go to the next step If not enter the correct row number to start the copying from and press Enter Make sure the mapping from the file being imported into the system is correct by verifying and or selecting the Part Qty and Cost columns that map to the system fields Select Preview Alt W to see all the parts with the quantity ordered and cost Select Accept AIt A This will load all the data from the file into the current purchase order 10 You may modify the parts being ordered if needed 10 Software 4 U User Manual 11 Select Save Alt S The Purchase Order POxxx was created successfully message will be displayed 12 Press OK to continue The purchase order is created and the status is set to Opened From this point you have the ability to Pre Receive Receive create a new PO or Exit from the screen Create a 1 2 Open an purchase order from an existing purchase order If the page is blank go
148. lect Configuration System Configuration Figure 14 Administration Start Page Home Appearance Windows BEA BBSU5L v Qv zi BRS a Requisition Purchasing Receiving Warehouse Warehouse Sales Account Account Cash Management General Authorization MTR Management Dashboards Document Tools Users Security bit Management Operations Receiveable Payable Ledger Management Module bit E start rage x Administration Navigation Add iljstats 2 x Y Administration a SI 4 Q Administration Ad Q Search nem ministration gl Configuration Section X Aging Brackets H inm Eee n Shared Geographic Shipping 4 Geographic 17 BE Countries User Defined Sections States Bi Cities 4 89 Shipping Most Used Carriers el Configuration acm gt BB ice Counting e Freights es CX Duties S n HE Eel reson la Purchase Order f Quote ae ip a B Manage Cycle Counter la Purchasing g gt 9 User Activity Queue B Receiving g 43 Cycle Count Schedule Cycle Count Entries amp Warehouse Management n Manu Cites 5 Du Jg Customers Warehouse Operations J BS A Payments do Sales Wy Voucher gt Account Receiveable da sales Order 4 Part Categories Account Payable MTR Generati amp eneration da 3236 amp ABC Ranking 1 The Configuration page is displayed Figure 15 Configuration Page Configuration Search Eee Home A
149. lect which one to use 3 Enter the directory or location that the data is to be exported to 4 Enter the filename that the data is to be exported to 5 Select Save Alt S to export the data and store in it in the file entered Manage Search Entity Pages The pages that help you search and manage the various entities used and referenced within the system are referred to as Manage Search Entity pages An entity is something that exists in itself actually or hypothetically It need not be Chapter 3 45 User Interface of material existence It is a person place or thing that is used in the system such as a vendor customer date person address or a warehouse Page Description Each manage search entity page is accessed from various other screens within the system There is a page to help you manage and search each entity available within the system This icon appears to the right of a search able entity You can click this icon or type a question mark Shift key in the field to view the search screen Below is the format of the search and manage entity pages Each entity search page has a toolbar filters and the code number along with the fields associated with the entity Figure 27 Search Manage Entity Page Freight Search Filters Code BOE 2 vet a Find Accept Clean Add New Modify Delete Exit Main Actions Exit Description Code Description The follow
150. lled with data Enter the Tracking Number supplied by the carrier and press Enter 4 Click Save in the toolbar 5 If any mandatory data is missing the system will prompt you for this information and the shipping order cannot be created until all mandatory fields are entered Once all fields are entered the system will create a new Shipping Order Number for this shipping order and save it in the database A message box will appear Click OK to continue A Shipping Order has been successfully created The shipping order is complete and ready to be shipped 11 4 5 13 Manage Shipping Stations The Manage Shipping Stations page is used to add or delete shipping stations You can also edit the information for a shipping station including the carrier warehouse and warehouse zone assigned to the shipping station From the Start Page select Warehouse Operations then Manage Shipping Stations The Manage Shipping Stations page is opened and is blank The Manage Shipping Stations page is described in detail in the Manage Entity Pages section of the User Interface portion of this document See Manage Search Entity Pages on page 44 You can filter the list of shipping stations displayed by Carrier in the header section of the page 11 Software 4 U User Manual 4 5 14 Manage Shippers The Manage Shippers page is used to add or delete users or workers as shippers to the system You can also edit information about a shipper here An
151. lly be done on the floor by the warehouse operators pickers utilizing a mobile device the mobile app and a scanner To read documentation about the mobile app and how to use it refer to section XXXX However details about this page are explained here for completeness Once opened the picking list entry page includes some header information and details about the route for each line within the picking lists The header information includes information about a picking list including the picker assigned the picking date the state of the picking list the specific properties of the picking list and specific properties about the picker assignment 4 5 3 1 Picking List Entry Toolbar The different sections of the Picking List Entry toolbar are Main Actions Navigation and Print Table 12 Picking List Entry Page Toolbar Section Option Icon Description Main The Main section of the toolbar on the Picking List Entry page is described in detail in Table 6 on page 37 On the Picking List Entry page this information is specific to saving and finding a picking list Actions The choices in the Actions section of the toolbar on the Picking List Entry page are specific to working with a picking list As stated above this is typically done via a mobile device but can also be handled through the software directly Start Picking o gt This option is selected to indicate to the system AIt B CP that the picking process has started for the p
152. message will be displayed indicating which fields are missing Fill in the required fields and select Receive again 3 The Receive page will be displayed with the data from the Pre Receive 4 At this point you will need to select bundles to receive and save the Receive transaction For details on how to do this go to the Receive page section 4 2 1 3 Receive Output 33 4 2 2 Incoming Shipments The Incoming Shipments page is a monitoring page for all incoming shipments All shipments that have been pre received will be displayed and will list the expected time of arrival ETA and at which warehouse the shipment will be received Figure 9 Incoming Shipments Page Incoming Shipment Monitor PVF 9 Home Appearance Windows isese y 52310 2 Warehouse Warehouse 1 d y t Refresh Orders Packages Lines Containers Manage Receive Preview Print Email Exit Stockers amp start Page d incoming shipment Monitor ax Warehouse 1 PRCP57 a PRCP69 ER MF ETA 07 Double Click PRCP65 PRCP73 ER ETA 08 12 2014 Double Click to Receive This section includes Incoming Shipments Toolbar Incoming Shipments Basic Operations Incoming Shipments Output 34 Software 4 U User Manual 4 2 2 1 Incoming Shipments Toolbar The Incoming Shipments toolbar is where all choices are listed for the user when managing incoming shipments The different sections of the Incoming Shipments to
153. must press Add New or Modify If you select Add New or Modify the Selection Configuration page is displayed Figure 15 Selection Configuration Page Selection Configuration H a v Save Refresh Exit Main Exit Part Group up Bundle Age Bundle Cost Open Box e LIFO LIFO Overstock FIFO FIFO t Open Box z Warehouses Location Types Warehouse Code Warehouse Description Location Type Code Location Type Description On this page each selection criteria can be configured individually e Bundle Age Indicates if the bundle should be ordered from oldest to newest ascendant or newest to oldest descendant e Bundle Cost The same as the previous point but taking in account the cost order from least to most expensive ascendant or most to least expensive descendant 90 Software 4 U User Manual e Open Box Indicates if open box locations have more priority to pick than overstock or closed locations Overstock or closed box locations are locations with closed boxes and open box locations contain goods to manually pick without opening bundle boxes e Warehouses Indicates the warehouse priority moving up and down the warehouses e Location types Similar to point 4 Indicates the priority of each location type 4 5 4 1 Picking Configuration Toolbar The toolbar for the Picking Configuration page contains basic options to modify and save part groups and criteria
154. n grid on the left of the page to a a cash deposit line Deposit Navigation In additions to the Header option in the Navigation section of the toolbar as described in Table 6 on page 37 the following options are available for navigation on the Purchase Order page Filtert Alt 3 Y Filter Sets focus to the Filter section of the page Table 29 Pre Receive Page Toolbar Section Option Description Collection Methods cuu Sets focus to the Collection Method section of the Alt 4 page which is the grid at the bottom left of the Collection pages Methods Exit The Exit section of the toolbar is described in detail in Table 6 on page 37
155. n specific to that page Figure 23 General Page o Quote PVF Ee Jcen Es Home Appearance Windows aggio E AA Insert Line Copy From Quote f 4 PrePayment Uf m A amp Pa E 5 lt 3 d s EB 3 Remove Line amp Change Mfr amp Price Lg Statistics e Ma New Save Find Delete Refresh Header Detail Swap Detail Manufacturer Additional Quote Previe Attachments g Exit 3 Remove All Lines s Inventory Availability Grids Stock Info Salesman Follow Ups t ff start Page a B Quote x Quote Number Status Total Quoted 0 00 Customer w Price List Total Goods 0 00 Quoted For Phone Quote Date 2 20 2014 Total Cost 0 00 Ship To Required Ship Date 2 20 2014 Total Weight 0 00 Quoted By Respond By 2 20 2015 Total Profit 0 00 Warehouse Notes y Blind Comment y Total Profit 0 00 Detail Additional Info Quote Salesman PrePayment Statistics Follow Ups Line Category Part Description UOM Mfr Price List QUO Qty A Avg C Qty Quoted Price Ext Price Total Profit Total Profit Notes Blind Comm WH OnPO In Transit Received On Hand Quoted Allocated Available Sales Ord Picking Picked Packing Packed Shipped Invoiced AvgCost LowerP Purchase Many General Pages can be open at one time There are page tabs just below the toolbar that show which pages are open Chapter 3 31 User Inter
156. nctions will not be available Also only when Save is selected are changes applied to the database 37 38 Software 4 U User Manual Section Description Insert Line Insert Line inserts a line into the detailed section of the Alt I page It will insert a new line based on where the cursor is positioned in the details list provided on the page All lines Insert below the inserted line will be renumbered Line Remove Line Remove Line removes a line from the detailed section of Alt K X the page It will delete the line based on where the cursor is positioned in the details list All lines below the deleted Remove line will be renumbered Line Remove Lines Remove Lines removes a range of lines from the detailed Alt K section of the page It will delete the lines based on the range entered All lines will be renumbered Remove All Remove All Lines removes all lines from the detailed Lines X section of the page Alt L Remove All Lines Actions The Action section of the toolbar is set aside for actions specific to a page and will be explained for each page Navigation The Navigation section helps the user navigate within the page Most pages have two main parts the header and the body of the page The main body is typically called the Detail section but can include tabs to access additional data relevant to the header information The header does not change When one of the navigation ic
157. nd the Sales Order tab is in focus The header section includes information about sales orders lines selected the date to sort by and some totals The Sales Order tab lists all sales orders and all lines or parts for each sales order There are two tables within the Sales Order tab which contain this information as shown above 4 5 1 1 Order Fulfillment Toolbar The Orders Fulfillment toolbar is where all choices are listed for the user when fulfilling an order and managing sales orders The different sections of the Orders 76 Software 4 U User Manual Fulfillment toolbar are Orders Fulfillment Simulation Refresh Grids Navigation and Exit Table 10 Orders Fulfillment Page Toolbar Section Option Icon Description Orders The Orders section of the toolbar of the Orders Fulfillment page is where the main actions of allocation de allocation and creating picking batch batches will take place Allocate Alt A sd This action is selected to allocate an order for picking packing shipping Allocate De Allocate This action is selected to reverse allocation that is Alt D al de allocate an order De Allocate Create Picking This action is used to create a picking batch for Batch Multiple i multiple sales orders RIERA Create Picking Batch Multiple Create Picking P This action is used to create a picking batch for one Batch Single g sales order Alpes Create Pickinc Batch Single Filters The
158. ne who can do what and the maximum weight they can be assigned to Each User Management page listed below looks exactly the same but is specific to a job e Receiving e Manage Receiving Stockers e Warehouse Operations e Manage Stockers e Manage Pickers e Manage Packers e Manage Shippers Chapter 3 43 User Interface 3 2 2 5 Search Pages Within the Software 4 U system there are many pages to help you search and or manage the various entities and transactions An entity is something that exists in itself actually or hypothetically It need not be of material existence It is a person place or thing that is used in the system such as a vendor customer date person address or a warehouse A transaction is defined as anything created by the system This section of the document is divided into three parts e Search Pages Common Operations e Manage Search Entity Pages e Search Transaction Pages The first describes the pages and fields used to manage and search entities The second part describes the pages and fields used to search for a transaction that has been created For both types of search pages the following operations are available Search Pages Common Operations Search or find a specific entity or transaction 1 Enter values into filter fields to narrow results if needed Note If you only know a certain portion of the code or description you can use the 9o character to help filter by what you know There are three differ
159. nfiguration The Picking Configuration page is used by the warehouse manager or the system administrator to configure the different steps of the picking process in order to fulfill the business requirements of different types of companies It is the entry point to configure the picking process as explained in Section x x x The picking process has four different criteria that it uses to decide how to pick and what to use as a priority when picking From the Start Page select Warehouse Operations then Picking Configuration The Picking Configuration page is opened and is blank Figure 14 Picking Configuration Page z P Bo 8 o B Save Refresh Add New Modify Exit Main Actions Exit e Start Page 8 stock configuration Picking Batch x Segregation Criterias Selection Configuration Name Allow Single Allow Multiple Active Part Group Code Part Group Description Use Lower Bundle Cost Use Lower Bundle Age Use Open Box Bundle Part Group y y y Warehouse y y Unit Weight Y y y Selection Criterias 3 Name Active Bundle Cost Bundle Age Warehouse aaa Location Type O To explain the different aspects of the picking configuration process let s look at the three components of this page 1 Segregation Criteria On this grid the user can configure how the Line Segregation will be executed For example when picking you may want to separate sales order lines based on the part group For instance all the pipes will be
160. ns COL97 AR Internal record of a customer payment Collections Batch COLB23 AR Internal record of multiple customer payments Credit Memo CM43 AR A memorandum issued to an customer allowing a credit to a customer s account 52 Software 4 U User Manual Table 11 Transaction Types Transaction Example Module Description RMA RMA12 AR Return Material Authorization the documentation of a customers request to return materials Cycle Count CYCA WM An inventory count based off of the ABC ranking assigned to selected parts It assigns a specific number of parts to be counted each day within the designated counting cycle Physical Count PHY34 WM A list of all parts in stock to be counted annually or bi annually Transfer XFER3 WM Documentation of inventory movement from one location or warehouse to another Purchase Order PO32 Purchasing A request to purchase by the company to an approved vendor containing the types quantities and agreed prices for products or services Pre Receive PRCP93 Purchasing The document prepared by a firm s receiving department upon receipt of vendor s receipt of transit detailing that a shipment is on the way Quick Pre Receive PRCP321 Purchasing Same as pre receive Receive RCV75 Receiving The document prepared by a firm s receiving department recording the goods the firm has received from a vendor Vouchers VOU786 AP A form authorizing a
161. nt section of the toolbar is described in detail in Table 6 on page 37 The document that can be printed or previewed from the Purchase Orders page is the purchase order Attachments The Attachments section of the toolbar is described in detail in Table 6 on page 37 Next Steps Receive This action is used when actually receiving the pre AIt B14 receive Selecting it will cause the Receive page to open with the header information and the lines from the current pre receive If there is no more merchandise to receive then a message will be displayed and the receive page will not be loaded Exit The Exit section of the toolbar is described in detail in Table 6 on page 37 24 Software 4 U User Manual 4 1 3 2 Quick Pre Receive Basic Operations Quick Pre Receive is done once a vendor manufacturer has confirmed your order and has provided documentation indicating that the order has been shipped In addition the documentation contains information about the shipment including how the product is packaged heat numbers if applicable and the quantity The basic operations available on the Pre Receive page are e Quick Pre receive a purchase order e Receive a purchase order after quick pre receiving e Remove a line from a Quick Pre Receive e Remove all lines from a Quick Pre Receive e Modify a Quick Pre Receive Here are step by step procedures for each operation listed above Quick Pre receive a purchase order 1 2 If the page
162. o save the changes If the Total packages value in the header did not get updated to O then the The user provided x total packages but the bundles contains O packages message will appear The Pre Receive PRCPxxx was modified successfully message will appear Select OK to continue 20 Software 4 U User Manual Modify a Pre Receive 1 Open an existing Pre Receive that is in the Opened or Partially Received state 2 Edit header information a For Opened Pre Receives all fields in the header can be modified b For Partially Received Pre Receives only the Shipment Invoice Packing List Total Packages Containers and Vessel Name fields can be modified in the header 3 Edit line data for any line in the Open state 4 Add bundles for any line in the Open state 5 Select Save Alt S to save the changes If the Total packages value in the header did not get updated to O then the The user provided x total packages but the bundles contains O packages message will appear The Pre Receive PRCPxxx was modified successfully message will appear 6 Select OK to continue Enter one or more new Incoming Containers for a Pre Receive 1 Open an existing Pre Receive that is in the Opened or Partially Received state 2 Select the Incoming Containers search icon The Incoming Containers page is displayed 3 Enter a valid container code with a description 4 Select an Estimated Arrival Date using the drop d
163. o the collections list on the left 4 Select Save Alt S to save the change 17 Software 4 U User Manual 4 9 1 2 Cash Deposit Toolbar The Cash Deposit toolbar is where all choices are listed for the user when recording cash deposits The different sections of this toolbar are Main Selections Navigation and Exit Table 29 Pre Receive Page Toolbar Section Option Description The common functionality of the Main section of the toolbar on the Cash Deposit page is described in detail in Table 6 on page 37 Additional functions are as follows Hold This action is used to put the Cash Deposit on Alt HO O hold Once on hold the button is changed to Release Hold Post This action is used to post the Cash Deposit that is Alt P oy currently loaded Post Collection The Collection Method section of the Cash Deposit toolbar includes functions that affect Methods the collections listed in the Collection grid on the bottom left of the page Clean Filters This action is used to clear all filter set AIt CL A Clean Find Collection This action opens the Collection Method search Methods eo page Alt FN Find Collection Methods UnDeposit This action is used to move selected cash deposit Alt U lines back to the collection list on the bottom left of 4 the page UnDeposit Deposit This action is used to move each selected collection Alt Dp y from the collectio
164. ociated with the tab in the Navigation section of the toolbar e Select the Alt key and then press the number associated with that tab as displayed in the toolbar General Page Toolbar The toolbar is where all choices are listed for the user for that particular page Each page has a portion of choices that are fairly generic across the system and then a set of very specific tasks for that page The generic or more general choices will be explained here For those tasks that are very specific to a page they will be listed under that specific page in the sections below Note All choices can be accessed by left clicking the icon or by selecting the Alt key on your keyboard and then the letter that is shown under the icon The latter method is for those users more comfortable with the keyboard than the mouse It is also a faster method once the keystrokes are learned Here is an example of a page that includes all of the general toolbar options Not all pages will have all of these options Figure 26 Toolbar Navigation Quote PVF c 8 Home Appearance Windows agn NOR 9 X X ze ORM a B ser a a M B Change Mfr amp Price M Statistics New Save Find Delete Refresh Insert Remove Remove x Header Detail Swap Detail Manufacturer Additional Quote a e Line Line Alllines Inventory Availability Grids Stock Info Salesman Xj Follow Ups Main Details Action Tabs Printing Attachments Next Exit Start Pa
165. of the toolbar is described in detail in XXXXX Select This option selects the one item that is in focus or Alt Y where the cursor is positioned Select 14 Software 4 U User Manual Table 25 Credit Memo Review Page Toolbar Section Option Icon Description Unselect This option deselects the one item that is in focus Alt or where the cursor is positioned UnSelect Select All r 4 This option selects all items in the main part of Alt Y 4 the page Lo Select All Unselect All This option deselects all items in the main part of Alt L the page Unselect All Grids Collapse This option removes the Receives List grid from Receives view Alt Collapse Receive Lines Alt This option removes the Receive Lines from the grid Expand Receive Line Bundles AIt This option moves the focus to the Receive Line Bundles grid Exit The Exit section of the toolbar is described in detail in Table 6 on page 37 4 7 7 2 Credit Memo Review Basic Operations 4 7 7 3 Credit Memo Review Field Descriptions 14 4 7 8 Credit Memo page From the Start Page select Accounts Receivable then Credit Memo The Credit Memo page is opened Figure 24 Credit Memo Page Credit Memo Ko Home Appearance Windows agg t rim A Proa JAOLG o E a XXX E New Save Hold Post Refresh F
166. olbar are Main Filter Actions Printing and Exit Table 5 Receive Page Toolbar Section Option Icon Description Main The Main section of the toolbar is described in detail in Table 6 on page 37 On the Incoming Shipments page this information is specific to refreshing the monitoring page Filter Warehouse This field is used to filter the warehouses displayed AIt F on the monitoring screen Actions The only action available in the Actions section of the toolbar for the incoming shipments page is Manage Receive Stockers Manage Receive This action will bring up the Manage Receiving Stockers Stockers page which will provide the user with the Alt chance to add delete or modify receiving stockers Printing The Print section of the toolbar is described in detail in Table 6 on page 37 The document that can be previewed printed or emailed from the Incoming Shipments page is a document that contains a list of all incoming shipments Exit The Exit section of the toolbar is described in detail in Table 6 on page 37 4 2 2 2 Incoming Shipments Basic Operations Below is a list of the basic operations available on the Incoming Shipments page e Filter by warehouse e Manage Receiving Stockers Here are step by step procedures for each operation listed above Filter by warehouse You can view the incoming shipments that will be received for all warehouses or just one warehouse To do this
167. ome Appearance Windows uu J BY S a Requisition Purchasing Receiving Warehouse Warehouse Sales Account Account Cash Management General Authorization MIR Management Dashboards Document Tools Management Operations Receiveable Payable Modules Management E REg stip 4 B Users Security Administration Exit Exit e Start Page amp X o Requisition a 2 If there are any pages open with unsaved data you will be prompted to save the data or not Following any save confirmations the following message box will be displayed Chapter 1 13 Getting Started z Are you sure you want to quit the application JE 3 Select Yes to quit or exit out of the Software 4 U application You are now logged out of the system 14 Software 4 U User Manual 1 5 Help and Contacting Tech Support To be added Chapter 2 System Configuration This chapter of the Software 4 U Manual includes details as to how to set up your system including e the initial setup and how to configure it specifically for your company e how to change configurations once set and e how to set up each user In this chapter Configurations Overview on page 2 Default Configurations on page 3 Company Specific Configurations on page 13 User Configuration on page 15 Software 4 U User Manual 2 1 Configurations Overview The Software 4 U system was designed to be extremely configurable for your company
168. ome day to day functionality The web based tool has limited capabilities and is used primarily by outside organizations to view and access data within the system The table below lists the general functionalities of the system and what is available for each user interface Chapter 3 19 User Interface Table 1 Create a Purchase Order Purchasing X Pre Receive a Purchase Order Logistics X Receive a PO after a Pre Receive Logistics X Receive a PO without a Pre Receive Logistics X Monitor Incoming Shipments Logistics X Check Inventory All X X X Pick Wh Operators X X Pack Wh Operators X X Ship Wh Operators X X Transfer Inventory Wh Mgmt X X Manage Warehouse Operators Wh Mgmt X X Replenishments Wh Mgmt X X Physical Counts Wh Mgmt X X Cycle Counts Wh Mgmt X X Order Fulfillment Sales X X Create Quotes Sales X X Create Sales Orders Sales X X Create a Buyout Sales X X Authorizations Admin X AR Invoicing Accounting X AR Collections Accounting X AR Credit Memos Accounting X AP Vouchers Accounting X AP Payments Accounting X AP Debit Memos Accounting X Cash Management Accounting X Check status of an order Accounting X X X Check status of customer account Accounting X X X The following sections within the chapter include how to use navigate and manage each user interface tool Definitions of terminology us
169. on Address AIt ei Address Lines Alt Lines Expand Lines Alt P Expand Lines Next Steps The Next Steps section of the toolbar is described in detail in Table 6 on page 37 Open Collection This action is used to authorize 2 AIt cK 13 Table 21 Invoice Page Toolbar Section Description Apply Credit This action is used to authorize 2 Memo AIt Printing The Printing section of the toolbar is described in detail in Table 6 on page 37 The document that can be printed previewed or emailed from the Invoice page is the invoice Attachments The Attachments section of the toolbar is described in detail in Table 6 on page 37 Exit The Exit section of the toolbar is described in detail in Table 6 on page 37 4 7 3 2 Invoice Basic Operations Below is a list of the basic operations available on the Invoice page e Open an invoice e Create a miscellaneous invoice e Apply credit to customer account e Post an opened invoice e Approve an invoice Here are step by step procedures for each operation listed above Open an Invoice There are three ways to find and open an invoice 1 Enter the invoice number in the Invoice Number field and press Enter 2 Search for the invoice using the search icon to the right of the field This will open the Invoice Search page 3 Select Find Invoice Alt F to search for the invoice This will open the Invoice Search pag
170. on It contains Alt 6 Detail Sets focus to the Detail section of the page which Alt 2 contains a detailed list of all items being ordered on this purchase order There are three grids displayed in the detail section The 2 on the right are display only and based on the line selected in the grid on the left Buyouts Alt 7 Commitments Alt 8 PO Vouchered AIt 9 Sets focus toe the PO Vouchered tab in the detailed section which contains the history from Pre Receive to Vouchered for the purchase order Contextual Information Alt 9 Selecting this will open the Context Information tab on the right side of the page By default it will be loaded with data for the part selected from the purchase order At that point different views can be generated using the key commands listed on the bottom The page will automatically disappear when a different part is entered To keep the page open select the little pushpin icon in the top right corner Printing The Print section of the toolbar is described in detail in Table 6 on page 37 The document that can be printed or previewed from the Purchase Orders page is the purchase order See appendix B for an example of a Purchase Order Attachments The Attachments section of the toolbar is described in detail in Table 6 on page 37 Export Add Lines By Category Alt Z This action is used when you want to add lines to the purchase order based
171. on a part category by exporting from the part category database Software 4 U User Manual Table 1 Purchase Orders Page Toolbar Section Option Icon Description Next Steps The Next Steps sections provides the options available to the user as far as operations can be performed next Pre Receive This action is used when you want to pre receive from Alt Q the purchase orders page Selecting this will cause the Pre Receive page to open with the header information from the current purchase order If you select Yes from the Do you want to create the pre receive lines using the purchase order lines then the lines from the purchase order will also be copied Receive This action is used to receive the purchase order AIt B Selecting it will cause the Receive page to open with the header information and the lines from the current purchase order Exit The Exit section of the toolbar is described in detail in Table 6 on page 37 4 1 1 2 Purchase Order Basic Operations A purchase order needs to be created for all parts supplies that are needed to run your business A purchase order is created for each vendor that you do business with A vendor may order from one or more manufacturers You have the ability to create a purchase order from scratch create a purchase order from an existing spreadsheet or create a purchase order from an existing order Once a PO is created it can be modified or even deleted prior to
172. on the Quotes page are specific to creating and building a quote Copy from Sales This action is used when you want to create a Order gt new quote by copying an existing quote Alt CS Copy From Quote Change Mfr amp This action is used to compare and or change the Price zi manufacturer and price for a part listed in the Alt T quote Change Mfr amp Price Inventory This action is used to bring up the inventory Availability T availability page which will show specific details Alt Y about the part selected in the quotes page Inventory Availability Navigation In addition to the Header and Detail options in the Navigation section of the toolbar as described in Table 6 on page 37 the following additional options are available for navigation on the Quotes page Additional Info Contains Customer address and contact info Shipping address and contact info and additional information about the sales payment and shipping for this order Quote Salesman Prepayment Statistics Follow Ups Print The Printing section of the toolbar is described in detail in Table 6 on page 37 The document that can be printed previewed or emailed from the Quotes page is the Quote Attachments The Attachments section of the toolbar is described in detail in Table 6 on page 37 40 Software 4 U User Manual Table 6 Quotes Page Toolbar Section Option Icon Description Next S
173. one group all the fittings another group etc Then you may want to segregate those groups by warehouse if some of the lines are targeted for different warehouses The up and down arrow allows the user to set the priority of each criteria e Allow single Indicates if the segregation criteria will be executed when a single order is send to pick e Allow multiple Indicates if the segregation criteria will be executed when various sales orders are send to pick e Active Indicates if the criteria is active or not If not neither the allow single nor the allow multiple options will work 89 2 Selection Criteria On this grid the user can configure how Stock Selection will be executed This process selects the right goods to supply an order The process takes into account each sales order line and searches for the best goods This process is highly configurable because each business can have very different objectives when deciding which goods are better For example I may want to choose first older parts then the more expensive first take in account the goods inside the warehouse and then the ones outside Also this configuration is individual for each type of part groups pipes flanges fittings valves With the up and down arrow the user can choose the execution order 3 In this grid the selection configuration for each part group will be listed To create or edit a selection configuration for a given part group the user
174. onfiguration CycleCounterAssignAcceptWarehouseZoneWhenNoCriteria Allow counter to count in T yes Found any warehouse zone without 0 no zone configuration CycleCountQuantityOfDays Valid Define the number of days count will remain open from date of activation PhysicalCountAddBundle Define Cost of bundle generated by any physcial count adjustment PhysicalCountNumberOfCounts Assign number of counts by I or Z default PhysicalCountTagOrder Set direction of order 0 tag down then over 1 over then down Figure 12 Replenishment and Stocking Configurations Configuration Name Description Possible Values eplenishmentMaxAllow Unit Weight et max weight per any replenishment list ReplenishmentRouteGenerationMethod Set generation method 0 TtoT 1 FIFO 2 LIFO 3 OPTIMAL StockerAssignAcceptCategory WhenNoCriteriaFound Replenish without category I yes configuration 0 no Chapter 2 System Configuration Possible Values Configuration Name Description tockerAssignAcceptClass W henNoCriteriaF ound eplenish without class yes configuration 0 no StockerAssignAcceptGroup WhenNoCriteriaFound Replenish without group T yes I configuration 0 no StockerAssignAcceptPartWhenNoCriteriaFound Replenish without part T yes T configuration 0 no StockerAssignAcceptWarehouseWhenNoCriteriaFound Replenish without T yes T warehouse configuration 0 no
175. onfiguration Field Descriptions 94 Software 4 U User Manual 4 5 5 Manage Pickers The Manage Picker page is used to add or delete users or workers as pickers to the system You can also edit information about a picker here Any user assigned as a picker can be assigned to pick To access this page from the Start Page select Warehouse Operations then Manage Pickers The Manage Picker page follows a generic format and is described in detail in the Manage Entity Pages section of the User Interface portion of this document See Manage Search Entity Pages on page 44 Section 2 Packing 95 96 Software 4 U User Manual 4 5 6 Packing Station Monitor The Packing Station Monitor page allows the user to observe the status of each packing station in all the warehouses Each rectangle represents a packing station and from here the warehouse manager or a dispatcher can assign users packers to the packing station to start packing a packing list order For each packing station in the upper right corner the state of that packing station is listed as Occupied Free Ready or Packing From the Start Page select Warehouse Operations then Packing Station Monitor The Packing Station Monitor page lists the packing stations per warehouse along with the list of available users that are packers 4 5 6 1 Packing Stations Monitor Toolbar The different sections of the toolbar on the Packing Stations Monitor are Main Actions Displ
176. ononrcnnooncon con eren tette nette nnn ntn enne rennen nennen 184 Authorize RMAs Page Toolbar iain eid ea et ente eripere eie doi 188 xi Software 4 U User Manual Chapter 1 Getting Started This chapter of the Software 4 U Users Manual includes an overview of the product an overview of the documentation and set up procedures including system configurations and logging in There is also information describing how to access help via online help or by contacting technical support if you have questions or concerns To use this document effectively you should have the following minimum qualifications e a basic knowledge of xxxxxxxx and e a basic knowledge of xxxxxxxx Read these instructions and all ancillary documentation entirely before installing or operating this product In this chapter Conventions used in this document on page 2 Frequently Used Terms on page 3 System Overview on page 4 Logging In Out on page 11 on page 12 Software 4 U User Manual 1 1 Conventions used in this document The following conventions are used in this document Bold Tabs menu items fields icons and buttons Italic Emphasis of an instruction or point special terms Titles of books and various documents Blue italic Electronic version Hyper links to cross references related topics and URL addresses Monospace Programming or coding sequences 1 1 1 Safety terms and symbols These terms may appear in this m
177. ons is selected the focus of that page goes to that selected item Selecting one of the other tabs in the body of the page or selecting the corresponding icon in the navigation section will open and load that data into the body of the page Header Selecting Header will move the focus to the header Alt 1 portion of the page and will position the cursor to the first field in the header Header Detail I Selecting Detail will move the focus to the detail tab and Alt 2 will position the cursor to the first field in the pane Detail Other icons will be in the Navigation section based on the number of tabs available in the pane for that page Selection The Selection section provides actions that can assist the user in making selections from a list displayed on the page Chapter 3 39 User Interface Section Description Select Choosing this will select the current line of data that is Alt T where the cursor is located Unselect Choosing this will unselect the current line of data that is Alt U where the cursor is located in the grid Select All Choosing this will select all of the lines of data in the grid Alt Y on the page Unselect All Choosing this will unselect all of the lines of data in the Alt I grid on the page Printing The Printing section includes all functions related to capturing documentation for printing emailing or electronically attaching it to a transaction Preview Allows the user to pre
178. ory Availability Search Quote This action is used to search all lines from all Lines quotes and then will insert the selected lines into Alt the sales order Navigation In addition to the Header and Detail options in the Navigation section of the toolbar as described in Table 6 on page 37 the following additional options are available for navigation while in the Sales Order page Table 7 Section Sales Order Page Toolbar 45 Description Additional Info Contains Customer address and contact info Shipping address and contact info and additional information about the sales payment and shipping for this order Quotes Sales Order Committed Lines Pre Payment Statistics Purchase Orders Related Print The Printing section of the toolbar is described in detail in Table 6 on page 37 The document that can be printed previewed or emailed from the Sales Order page is the Sales Order Attachments The Attachments section of the toolbar is described in detail in Table 6 on page 37 Related Operations Create Picking This action is used to create a picking list for the Batch sales order Selecting this will load the Picking Alt U Batch page Create Purchase This action is used to create a purchase order Order directly from sales This is not typically done but Alt V is used to support buyouts Commit Stock Alt O Next Steps The Nex
179. ote Related Configurations e Sales Configurations e Quick Picking Configurations e Pick Pack Ship Configurations e Receive and Voucher Generation Configurations e Cycle and Physical Count Configurations e Replenishment and Stocking Configurations e Miscellaneous Configurations e User Figure 6 Quote Related Configurations Configuration Name Desccription Possible Detault Values Value QuoteAllowedHeaderMaximumPercentage et maximum profit for 0 100 00 quote to be valid QuoteAIIowedHeaderMinimumPercentage Set minimum profit for 0 100 TO quote to be valid QuoteAllowedLineMaximumPercentage Set maximum profit for 0 100 TOO quote line to be valid QuoteAllowedLineMinimumPercentage Set minimum profit for 0 I00 TO quote line to be valid QuoteAllowHeaderProfitValidation Throw warning if quote 1s T yes T under min or over max 0 no QuoteAllowLineProfitValidation Throw warning if quote line is 1 yes I under min or over max 0 no QuoteHeaderShowMessageProfitPercentage Validations Show quote profit message T yes T 0 no QuoteHeaderShowProfitPercentage Validations Throw warning if quote header 2 showerror I profit is under min 1 show warning 0 no msg QuoteLinesShowMessageProfitPercentageValidations Show quote line profit warning I yes I message in Quote view 0 7 no QuoteLineShowProfitPercentageValidations Throw warning if quote line 2 showerror ITI profit is under min 1 sho
180. ou Read the following terms and conditions carefully before installing or using this software This agreement provides a license from Team Alloys to use the software It also contains warranty information disclaimers and liability limitations Installing and or using the software confirms your agreement to be bound by these terms and conditions If you do not agree with these terms and conditions do not install or use the software or if already installed immediately cease all use of the software and promptly uninstall all components of the software 1 License In this Agreement you the purchaser of the rights granted by this Agreement are referred to as You or Your whether an individual or a business entity of any kind Subject to the terms and conditions of this Agreement Team Alloys a Texas corporation grants You a nonexclusive license to use the accompanying software including any upgrades modified versions updates additions and copies of the software furnished to You during the term of the Agreement Software and all associated media printed materials and electronic documentation accompanying the Software Documentation but only in the country where acquired from your supplier and or authorized reseller Supplier In this Agreement the Software and Documentation are referred to as the Licensed Product All rights to and in the Licensed Product including but not limited to copyrights patents trademarks and trad
181. own calendar by the field 5 Repeat steps 3 4 for each container being pre received 6 Select Save Alt S to save the container information 4 1 2 3 Pre Receive Output The Pre Receive page toolbar is where all choices are listed for the user when pre receiving a shipment or order The different sec 4 1 3 Quick Pre Receive 21 Quick Pre Receive makes the Receive process smoother and requires less effort Pre Receive is done when documentation is sent from the participating vendor the company that you purchased from Such documentation means that order has been shipped This documentation contains package numbers heat numbers and often MTRs for all parts If this information is not entered into Pre Receive then it will need to be entered during the Receive process The Quick Pre Receive page is accessed via the Purchasing start page Figure 6 Pre Receive Page Pre Reception PVF Home Appearance Windows ra Previe H Eo x e lA s q s t j Attachments New Save Find t Refresh Remove Remove Find PO r it Header Detail Receive t Exit line All Lines lines e e t A E start Page A Pre Reception gt x 4 PreReception Header Pre Paid Pre Reception Number State Pre Reception Date 8 14 2014 Vendor Ln Shipment Departure Date 8 14 2014 Manufacturer ow Invoice Est Arrival Date 8 14 2014 Warehouse an Packing List Invoice Date 8 14 2014 FOB a Ve
182. ppear stating the picking batch was modified successfully 5 Press OK to continue You now need to let the system know that the picking lists within the picking batch are ready to be picked by the pickers This basically releases the jobs to the pickers Set Picking Lists as Ready to Pick To set the picking lists as ready to be picked by the pickers make sure you have opened the picking batch and assigned pickers to the picking list s The state of the picking list will be Created 1 Select the picking list by clicking the box to the left of one or more picking lists or by using the selection options in the toolbar 2 Select Ready to Pick from the toolbar Ctrl B to flag that the picking lists are ready to be picked by the pickers The state of the picking lists will be Ready to Pick The pickers will now get the job to pick the picking lists 4 5 2 3 Picking Batch Field Descriptions 85 4 5 3 Picking List Entry The Picking List Entry page is where the user a picker handles the picking lists documenting how much he picked for each bundle or choosing alternative bundles to fulfill the picking lists It can be accessed via the Warehouse Operations module located on the Start page From the Start Page select Warehouse Operations then Picking List Entry The Picking List Entry page is opened and is blank Note Even though this page is available to enter information about the picking lists this function will typica
183. ppearance Windows cons E y a Find Clean Modify Ext Main Actions Exit start Page A contiguration Search x EA Filters Key Description Key Formatted Description Value a General ledger Accounts LookUp When Posting Transactions 0 Look by Group Type 1 AcdriorityLookUp 1 Look by Account Type 0 Possible Values 1 The system show Background Process line warnings message when 2 BackgroundProcessTransactionsValidation the transaction is not posted 2 The system show Background Process line error message 1 when the transaction is not poste 3 CancelBackgroundProcessHour Quantity of hours in which a process line is active 2 4 CanEdilinrolceFromMscSalesOrder i 1 the system will allow the user to modify an Invoice from e Misc Sales Order otherwise 14 Software 4 U User Manual The configuration keys are displayed in the left column These are all of the configurations provided to make your system specific to your needs The middle column is the description of the configuration key including the possible values and what they mean The column on the right is the current value of the key To initially set these configurations The most efficient method to set these configurations is to walk through them one by one to determine how the system should work to best fit your companys needs and change each value as needed To change the value of a configuration key 1 Select the key to change by left
184. process has stopped temporarily for the packing list loaded 10 Software 4 U User Manual Table 15 Packing List Entry Page Toolbar Section Option Icon Description Finish Packing This option is selected to indicate to the system Alt G that the packing process has been completed for the packing list loaded Cancel Packing This option is selected to indicate to the system Alt C that the packing process has been canceled for the packing list loaded Navigation The Navigation section of the toolbar on the Packing List Entry page will help you navigate and manage the data displayed on the page For the packing list entry page this includes the following Packing List Selecting this option will move focus to the Alt 1 Packing List field in the header section Packing Bundles Selecting this option will move focus to the Alt 2 Bundle Verification grid in the lower portion of the page It includes details about the bundles on the packing list Print The Print section of the toolbar is described in detail in Table 6 on page 37 The document that can be printed or previewed from the Packing List Entry page is the actual Packing List 4 5 7 2 Packing List Entry Basic Operations Below is a list of the basic operations available on the Packing List Entry page e Open a packing list e Pack merchandise Here are step by step procedures for each operation listed above Open a packing li
185. r Windows based version It is specific to creating and managing quotes and sales orders and viewing the stock available at any given time The Stock App is used as a tool by Sales and Purchasing to get a very detailed view of the inventory and can be accessed directly or via the Sales App There are several different ways to view the inventory depending on what information you need Once the Stock App is open the choice to view the inventory By Location By Manufacturer or By Part is given via the icons on the dock The Warehouse Lite App For each type of platform there is a specific user interface but for the most part all mobile devices and interfaced with similarly These are explained below Any user interface techniques or terminology specific to iOS or Android devices are explained in the following sections 3 3 1 Workspace On mobile devices your workspace consists of the icons the home screen the App screen and the screen navigation tools The initial workspace is your home screen as shown below Insert diagram of iOS home screen describing the dock the home screen the home button For each Software 4 U App the format and navigation is similar just as pages and toolbars are similar in the Windows application App Elements To navigate an App it is helpful to familiarize yourself with the different elements that make up an App screen such as fields field descriptors lists and icons First and foremost all int
186. r each operation listed above Post one or more vouchers 1 Enter the voucher number or use the search icon to find a particular voucher 15 15 Software 4 U User Manual 2 Once the voucher is loaded on the page select Post Alt T to formally post it The Posted check box should be checked and the Posted Date will be automatically entered in the Posted section of the page Create a new voucher The Voucher List can be filtered by Vendor by Vendor Invoice date created range due date range 1 Ifthe page is not empty then enter N into the Voucher number field and press Enter or select New AIt N to clear all data from the page and start the process of creating a new voucher Note Press enter after each field to move focus to the next field for steps 2 4 2 Enter the required header information e Vendor Code e Vendor Invoice number e Apply Date e Voucher Type e Due Date 3 Enter any of the optional header information e Expense Type e Credit Card Type e Voucher Category Type e Notes 4 For each voucher line enter e Type e Description e Quantity e Cost e Dept Code e Cost Center CC Code e Percentage 5 Select Save Alt S to save the voucher A new voucher number will be generated Create a new voucher as a template A voucher can be created and then used as a template for future use To do this 1 Simply follow the steps for creating a voucher or open an existing voucher to use 2 Select Save as Templ
187. re specific to working with a shipping order As stated above this is typically done via a mobile device but can also be handled through the software directly These actions include the following 10 Table 16 Shipping Order Page Toolbar Section Description Remove This option is used to remove one package from Alt X the shipping order as listed in the Packages grid for this order Remove All This option is used to remove all packages from Alt Z the shipping order as listed in the Packages grid for this order 4 5 10 2Shipping Order Basic Operations Below is a list of the basic operations available on the Shipping Order page e Create a shipping order e Open a shipping order e Remove one or more packages from the shipping order Here are step by step procedures for each operation listed above Create a shipping order 1 Open a packing list by clicking Open Packing List Alt X The Packing List search page will be displayed Select or filter the list displayed to find and accept the packing list to load Once a packing list is selected the packages within the packing list are listed in the Packages section of the Shipping Order page Select the packages to be shipped by clicking on the Is Selected column for that package For each package selected get the weight and size by selecting Get Weight and Get Size After this the Weight Weight UOM Unit of Measure Width Heigh
188. rid Column Chooser Displays the customization available for the current grid The Customization tool is displayed with a list of additional Best Fit columns available to be displayed To add one select the column title that you want by left clicking it and holding down the left mouse key drag it to the location in the grid where you want it displayed and release drag and drop Makes this column that you are the size that is best for that column 33 34 Software 4 U User Manual Table 5 Column Drop down List Icon Name Description Best Fit all columns Makes all the columns currently displayed the best for all columns gt Filter Editor Opens an editor which allows for more filtering options Show Find Panel Displays a panel above the grid that contains a search field for the grid displayed Show Auto Filter Row Displays an entire row above row one that allows for filtering of every column Another option to perform on a grid is to move columns around To do this right click and hold the column header and move between columns of your choice A table will always be displayed based on the default configuration To customize the view here are some functions available for all grids in the system However the changes will not be saved from one use to another To remove a column in a grid table 1 Right click on the column header of the column to remove 2 From the drop down list selec
189. ription Location Type Code Location Type Description gt 2 Enter a new Part Group code in the Part Group field This is typically 4 10 characters but can be as many as 50 characters 3 Enter a description for the new Part Group in the text field to the right of the code 4 Select LIFO last in first out or descending or FIFO first in first out or ascending for Bundle Age option This indicates how the bundle s should be picked 5 Select LIFO or FIFO for Bundle Cost option This indicates the cost of the bundle from least to most expensive or vice versa 6 Select Overstock or Open Box for the Open Box option This indicates if open box locations have more priority to pick from than overstock or closed locations An overstock or closed box location are locations with all closed unopened boxes 7 Set the priority for Warehouses To do this use the up and down arrows to move the priority of each warehouse up or down 8 Set the priority for Location Types To do this use the up and down arrows to move the priority of each location type up or down 9 Select Save to save the new part group 10 Select Exit without Save to cancel 93 Modify an existing part group The steps to modify an existing part group is the same as when a part group is added except you will need to find and accept which part group you want to modify using the search options and then selecting Accept 4 5 4 3 Picking C
190. roducts and or services from is provided here via the Payments pages The main process is to generate one or more payments post payments make the payments and make adjustments to payments made if needed Insert Payment diagram 15 4 8 4 Payment Generation The Payment Generation page is used to generate a batch of payments to a vendor based on a period of time A voucher is required to generate a payment This process basically converts the vouchers internal into payments external The process of generating a payment can be triggered by a user or can be automated by setting the GenerateVoucherAfterReceiveComplete configuration to ON This will generate the vouchers automatically after goods or services are received The Payment Generation page is originally loaded with any vouchers These are displayed on the left On the right depending on which line is in focus it will display all lines in the receive and then all bundles for that receive line Insert Payment Generation page 4 8 4 1 Payment Generation Operations The basic operations available on the Payment Generation page are e Generate a batch of payments Here are step by step procedures for each operation listed above Post one or more vouchers 1 Use the filtering options to filter the list by 16 Software 4 U User Manual 2 Enter the following information e Bank Account e Bank e Payment Method e Batch Amount LImit e Payment Amount LImit
191. rs displayed by one or all of the following fields Customer Date From or Date To These fields are located in the header section of the page 2 Enter the data for the field by which you want to filter the list 3 Select Find AIt F or press Enter to apply the filter s to the list 4 To clear the filters entered select Clean from the toolbar This will remove all filters and give you the entire list again 12 Software 4 U User Manual 4 7 2 Invoice Review The Invoice Review page is used to approve and send invoices that have already been generated After one or more invoices are generated using the Invoice Generation page each one will need to be approved Based on how your system is set up the invoice will automatically get sent to the customer buyer via email or will be prepared to send via regular mail Use the InvoiceGenerationState configuration option to customize From the Start Page select Accounts Receivable then Invoice Review The Invoice Review page is opened with all shipping orders that are currently open Figure 18 Invoice Review Page 4 7 2 1 Invoice Review Toolbar The Invoice Generation toolbar is where all choices are listed for the user when reviewing an invoice The different sections of the Invoice Review toolbar are Main Selections Collapse and Exit Table 20 Invoice Review Toolbar Section Description Main The Main section of the toolbar is explained in detail in Table 6 on page 37 On
192. rs to the right of a searchable transaction You can click this icon or type a question mark Shift key in the field to view the search screen Each transaction search page has a toolbar filters and the transaction number along with the fields associated with the transaction Figure 28 Transaction Search Page B Search Quotes pd ee ME da Find Accept Clean Exit Main Exit Number Customer Date From DateTo Drag a column header here to group by that column Quote Number Date Quote State Salesman Quoted By Line Numbers Customer Code 1 QTEL 12 5 2013 Ordered Lenovo 3 APCHOU The following tasks are in the toolbar for all search transaction pages Table 10 Toolbar Tasks Search Transaction Page Name Icon Description Find After the user enters a specific transaction number or one or Alt F AS more numbers of the transaction Find will search and retrieve those transactions that match the number This will filter the Find list and helps the user find a particular transaction Accept Once a transaction is selected by clicking the box to the left in Alt C e the row click Accept to pick that transaction and make it current Accept Clean Clean clears any filters that have been entered on the page AIt L Ex Clean Chapter 3 51 User Interface Description Exit Returns to the previous screen with nothing selected or AIt E accepted There is a search transaction page for
193. rtially Received state Lines can not be removed when the Pre Receive is Completed Select the line by checking the box to left or clicking on the line Then select Remove Line from the toolbar Only lines in the Opened or Partially Received state can be removed 6 19 The Do you want to delete this line confirmation message will be displayed Select Yes to delete Select No to cancel The line is deleted from the Pre Receive and the Total values on the right of the header are updated Update the Total Package field in the header if the number of packages were reduced Select Save Alt S to save the changes If the Total packages value in the header did not get updated then the The user provided x total packages but the bundles contains y packages message will appear The Pre Receive PRCPxxx was modified successfully message will appear Select OK to continue Remove all lines from a Pre Receive 1 Open an existing Pre Receive that is in the Opened state Removing all lines is not allowed when the Pre Receive is in the Partially Received or Completed state Select Remove All Lines Alt The Do you want to delete all lines confirmation message will be displayed Select Yes to delete all Select No to cancel The lines are deleted from the Pre Receive and the Total values on the right of the header are updated 4 Update the Total Packages field to O Select Save Alt S t
194. s This page follows a generic format and is described in detail in the Manage Entity Pages section of the User Interface portion of this document See Manage Search Entity Pages on page 44 35 4 3 Sales The Sales module is one component of Software 4 U system It is where a user typically a salesperson will create and manage quotes and sales orders SOs with the goal of selling merchandise goods to customers This process includes providing quotes to the customers as requested If the quote is accepted by the customer then a sales order will be created A quote is not required to create a sales order but typically that is what happens The capability to create a purchase order for a buyout if needed for a sale is also available The Sales module manages and supports the sales department The basic flow is as follows Your Company Create PO for a Buyout Inventory Availability Warehouse Operations Inventory Database As shown above all communications to the customers is via Sales Sales has to interact with the Inventory database and Purchasing in order to make sure the proper quote or sales order is given to the customer Sales will hand off the sales order to Warehouse Operations in order to get the order fulfilled for the customer In order to track the status of an order quotes and sales orders have states that signify what can be done or what is being done at that point The quote and sales order states are
195. s and RMAs e Accounts Payable Creates vouchers after a supplier has issued an invoice and it has been approved for payment documents money your company owes for purchases of goods or services generates payments and prints checks A P also manages Debit Memos e Cash Management Manages all interactions with the bank s including cash deposits manual bank transactions bank to bank transfers and bank reconciliation e General Ledger Used to set configurations for the general ledger and to make journal entries into the general ledger e Authorization Used by a manager to authorize a quote sales order return purchase order voucher or payment that does not fall within the normal pre determined criteria e MTR Management Manages the Material Test Reports by finding opening and scanning the reports that are needed when selling and purchasing materials e Dashboards Allows for complete monitoring of all aspects of Sales from orders to shipping to invoicing along with access to a Business Intelligence tool which allows you to access details about the business e Document Management Manages all transactions and documents within the system allowing you to find print download or email the selected item e Tools Provides support tools for emailing cycle count rankings and importing exporting data e Users Manages user access schedules activity queues and activity history e Administration Manages all entities within
196. s listed for that transfer Details Other than the general functions of removing a line and removing all lines there is the ability to find a part bundle available Find Part Bundle Used to find the part bundles to be transferred Alt This option brings up the Bundle Line Search page which lists all bundles that have been received Reversion The Reversion section of the toolbar is used to display Display Selection The Selection section is described in detail in section x x x and is used to make bundle selections found in the detail section of the page Navigation The Navigation section of the toolbar is used to move focus to different areas of the page Actions The choices in teh Actions section are specific to the transfer process The following actions are the options as to how to move the products received Move All To Location Alt Table 8 Transfer Page Toolbar Section Option Icon Description Fill Full Qty Alt Move All to Stock Alt Printing Described in detail in Table x on page y Attachments Described in detail in Table 9 on page 23 Exit Described in detail in Table 6 on page 37 4 4 1 2 Transfers Basic Operations There are a few operations associated with transferring inventory after receiving The basic process is to 1 Find the part bundles that have been received that you want to transfer 2 Select which bundles to transfer from the list 3 Decide on which action
197. s of the Voucher Review toolbar are Main Selections Navigation and Exit Table 28 Pre Receive Page Toolbar Section Description Main The Main section of the toolbar on the Voucher Generation page is described in detail in Table 6 on page 37 However it is specific to finding an invoices and generating a voucher Generating a voucher is specific to this page Approve Voucher This action is used to approve vouchers in the hold Alt G state for the invoices selected on this page Selection The Selection section of the toolbar on the Voucher Generation page Navigation In additions to the Header option in the Navigation section of the toolbar as described in Table 6 on page 37 the following options are available for navigation on the Purchase Order page Exit The Exit section of the toolbar is described in detail in Table 6 on page 37 4 8 3 Voucher The Voucher page is where each individual voucher is posted after approval and where you would generate any and all miscellaneous vouchers An example of a miscellaneous voucher is All details about the voucher can be viewed from this page 4 8 3 1 Voucher Operations The basic operations available on the Voucher page are e Post one or more open vouchers e Create a new voucher e Create a new voucher as a template e Search Purchase Orders e Shortcut to pay voucher e Shortcut to credit a vendor Here are step by step procedures fo
198. s referred to as the window in FOCUS By focusing on a window you select it and make it respond to your interaction Within a window the focus can refer to which field the cursor is on at that moment Page Refers to the window that is being displayed but is more specific to a window requiring the world wide web and a web browser A web browser displays a web page on a monitor or mobile device It is short for web page Toolbar A graphical user interface GUI that contains buttons menus that allows you to interact with the current page loaded Icon A picture on computer screen a small image on a computer screen that represents something such as a program or device that is activated by a mouse click App Short for application The programs you download and run on a mobile device 3 Software 4 U User Manual 1 3 System Overview Software 4 U ERP system is designed to help all employees be more productive and to help your business run more efficiently by offering more control over resources tasks and processes within your company It does this by automating as many processes as possible and then integrating the process so they all work together seamlessly while managing resources vital to the company Resources can be people products services and equipment This manual is broken into a different sections based on how and what the user would like to know or learn The different sections are e S
199. ser Manual Section 1 Invoicing The main process of invoicing is to generate one or more invoices review approve the invoice s and post the invoice s The following three pages are utilized to accomplish all invoicing tasks Invoice Generation generate invoices for goods shipped Invoice Review approve and send invoices that have already been generated Invoice post invoices 12 4 7 1 Invoice Generation The Invoice Generation page is used to generate invoices for goods that have been shipped Once a shipment has been made and a shipping order is in the shipped state the invoicing process can begin One or more invoices can be generated at a time for a customer buyer The process of generating an invoice can be triggered by a user as explained below or can be automated by setting the GenerateInvoiceAfterShipmentComplete configuration to ON This will generate the vouchers automatically after goods have been shipped From the Start Page select Accounts Receivable then Invoice Generation The Invoice Generation page is opened with all shipping orders that are currently open Figure 17 Invoice Generation Page Invoice Generation PVF balbe Home Appearance Windows 56 roa z lof g E oeE v EE NM u Generate Refresh Find Clean Select UnSelect Select UnSelect Collapse Collapse Expand Shipment Exit Invoice All All Shipments Shipment Lines Line Bundles e Start Page Invoice Generation X
200. shown in the diagram below 36 Software 4 U User Manual Quote Sales Order Cancelled no quote l Sales Order Created l l Quote Created l l l Ordered Sales Order Created Pick Pack Ship Shipped from quote Process Complete Partially Ordered Rejected Authoriza Authorized tion The processes which directly support the Sales module can be accessed via the Sales option located on the Start page The pages that can be accessed from here are Quotes used to create and manage quotes Sales Orders used to create and manage sales orders Detailed explanations of each page are given below Home Appearance DEAS 48kh BYE Windows Requisition Purchasing Receiving Warehouse Warehouse Sales Management Operations Receiveable Payable Dashboards Document Account Account Cash Management General Authorization MTR Management Ledger Management Modules Tools Users GRSA A B Security Administration Exit Exit eesa start Page ex de Sales a 4 do Sales 4 9 Admin Pa Customers dig Customers User Mf Customer Part C Aff Pickup Hours Y Requisition a Purchasing B Receiving Warehouse Management Warehouse Operations Ae Sales gt Account Receiveable Account Payable dis Cash Management v ja uma gt Sales Admin Sales Reports Customers Sales Order Dasttoud D
201. so supe tide iet ep Re be DEEP p tpe nee eee EE e ecd 50 Search Quotes Page RE HH 57 Search Sales Orders Page 5o seid etna redeem aae tesi dre B Ete 57 Search Picking Batch Page erre rre ad 57 Search Picking List Pages iii ii 58 Search Packing List Page deseen deii tL an irai e eie e ER re EE ete oL edt ces e o LE head dicas 58 Search Shipping List Page a cial Rd ieu e eo dd ia 58 Search Inyolces Page eee e tede hrs der Led dureh aee er ey des darlas 58 Search Collections Page eee alas 59 Search Credit Memo Pag initial Lee a na RUE Rn adeo 59 Search Return Material Authorization RMA Page sess nennen nennen 59 Cycle Count Search Page sss Search Physical Count Page Search Transfer Pale nacional t rid apis e dide at a Search Purchase Orders Page sisi eee reon ee e PEERS M eR eene eo veo eh sepa ehe epe pa etae doce aa ruebant 60 Search Pre Recetve Page i eese ete eret hi t ipe atra cheney sheds sup de e Le br depen dese 60 Search Receive Page iia pitis at tae eae db e DEFERT Lycus isse eden e d EDEN 61 Search Vouchers Page 2 eenra creer dep HR RES e oe e Pe ETE el eres eet ee b e epe eeepc eet 61 Search Payments Pagezzi oue euet ede a Aii ester en E e 61 Search D bit Memo Page crisi etie dab detta ned ta repete ek ee the Poo a EE LR Fea datar 61 Simple Bustmess Flia ia 64 Purchase Order State DIagr tn neutre ee di sou dhs seth idea 2 NN 3 Purchase
202. spond By 9 12 2015 Total Cost 124 67 Carrier 1 DEFAULT PO Number 565 45 Total Weight as Comments Allow Partial v Hot order Total Profit 15 33 Total Profit 109556 Detail Quotes Sales Order Committed Lines Purchase Orders Related Sales Order Line Committed Heats Quick Pickings Lin Part Cat Typ TypeD Related Line MakeTo Description U WH mir Qy O Qty Av Qty Sales Avg Price Mult Price Ext Total Total Pr Comments BO Allow gt 1 1 BSACROG CBS G Goods 6X3STDA SA234 EA 1 ER 9100 9100 5 00 24 93 356 28 00 140 1533 10 95 o we e su wH Mtr On Po In Transit On Hand Quoted Available Last Purchase Cost Lowest Purchase C Average Cost Highest Purchase C Last Received Cost ma AD 147 00 0 00 1 00 736 00 7 00 10 46 59 85 10 46 1046 0 00 1 ap 91 00 0 00 6 00 82 00 6 00 35 60 35 60 35 60 35 60 0 00 1 B0 0 00 0 00 0 00 2 00 0 00 0 00 0 00 50 00 0 00 0 00 dig Sales Team J Company Team Alloys Business Unit Team Alloys B Warehouse Main Houston Warehouse This section includes Sales Orders Toolbar Sales Order Basic Operations Sales Output 4 3 2 1 Sales Orders Toolbar The Sales Orders toolbar is where all choices are listed for the user when managing sales orders The different sections of the Sales Orders toolbar are 44 Software 4 U User Manual Main Details Actions Navigation Printing Attachments Related Steps Next Steps and Exi
203. ssage will appear 27 4 2 Receiving The Receiving module is the component of Software 4 U system that receives and documents the bundles and packages of products or goods from each shipment and then adds them to inventory as stock Within this process you can Pre Receive or Receive Pre Receive makes the Receive process smoother and requires less effort Pre Receive is done when documentation is sent from the participating vendor the company that you purchased from Such documentation means that order has been shipped This documentation contains package numbers heat numbers and often MTRs for all parts If this information is not entered into Pre Receive then it will need to be entered during the Receive process Figure 6 Receiving Your Company Invoices DOT D m Order to Receive Inventory The processes which directly support the Receiving module can be accessed via the Receiving option located on the Start page The three pages that can be accessed from the Receiving start page are Receive used to create and manage goods that have been delivered Incoming Shipments a monitoring page used to view status of all incoming shipments Manage Receive Stockers used to manage the stockers assigned to receive goods These are explained in detail below 28 Software 4 U User Manual Figure 7 Home Appearance Windows BWA 8SB5iL 5H 6 RES Requisition Purchasing Rece
204. ssel Name Invoice Due Date 8 14 2014 Carrier Total Package O Apply Date 8 14 2014 Freight Containers 2 Notes Detail PO POlines MFRCode Pate Description POQty UOM POQtyPreRw QtyRw UOM Qty UOM QtyToRw UnitCost Pipes Duty Cost This section includes details for Quick Pre Receive Toolbar on page 21 Quick Pre Receive Basic Operations on page 24 Quick Pre Receive Output on page 27 4 1 3 1 Quick Pre Receive Toolbar Totals Total Qty to Rec Total Weight Vendor Discour Total Duty Total Freight Total Pipes Sure Total Goods Total Amount Freight Cost The Quick Pre Receive page toolbar is where all choices are listed for the user when pre receiving a shipment or order The different sections of the Pre Receive page toolbar are Main Details Actions Navigation Printing Attachments Next Steps and Exit 22 Software 4 U User Manual Table 3 Pre Receive Page Toolbar Section Option Icon Description Main The Main section of the toolbar on the Pre Receive page is described in detail in Table 6 on page 37 However it is specific to creating saving deleting and finding a pre receive transaction Details The Detail section of the toolbar on the Purchase Orders page refers to the lines in the Detail tab of the page listing the parts being ordered The two options are Remove Line and Remove All Lines and is described in detail in Table 6 on page 37 Bundles The
205. st To open or load a packing list enter the number directly into the Order Number field search for the packing list or pull up the current packing list s Pack merchandise The user that does this is typically the packer There are two steps in the packing process The first step is the Bundle Verification and the second step is the Bundle Packing Both of these steps have to occur for the packing to be 100 complete 1 Click Start Packing AIt N to indicate you are starting the packing process This will enable the Verification and Packing fields on the page Verify Bundles 2a Open the Bundle Verification tab if it is not already open by clicking the tab or selecting Packing List from the toolbar 2b Physically verify that the heat number on the packing bundle matches the heat numbers for each part Trainers assume correct 2c Once verified physically mark the packing bundles line as Is Verified by either clicking the box for that line in the Is Verified column or by pressing the Space bar on your keyboard to toggle the field On checked or Off not checked 2d When all packing bundles lines are marked verified the Total Progress and Packer Progress fields will indicate progress at 50 the packing is 50 complete at this point Pack Bundles 3a Open the Bundle Packing tab if it is not already open by clicking the tab or selecting Packing Bundles from the toolbar 3b Build packages e Click the Add Ne
206. stacked to be shipped out State Admin Dependent on the State selected User The name of a person using the system This person can be a sales person a warehouse operator such as a stocker picker packer shipper a warehouse manager someone in billing who created the quote who created an invoice etc User Line Type The different types of lines that a user can input into the system such as a goods line a misc line etc Vendor WM Companies that you purchase products and goods from Vendor Part Xref WM A cross reference of Voucher Type AP The different types of vouchers such as goods expense freight duty etc Warehouse WM Names of warehouses used by your company Warehouse Zone WM Names of warehouse zones used by your company A way to subdivide your warehouse The filtering options provided for most entity searches is by Code and by Description A filter is a way to find a subset of data 49 50 Software 4 U User Manual Search Transaction Pages Within the Software 4 U system transactions are created by the system A transaction is defined as anything that is created by the system and is triggered by an event that affects the finances of a business The user cannot enter a transaction directly Page Description Each search transaction page is accessed from various other screens within the system There is a page to help you search each available transaction within the system This icon appea
207. stration 4 y Shared al Configuration H Aging Brackets A Manufacturers 4 Y Geographic EE Countries 7 m y Requisition ha Purchasing BA Receiving warehouse Management aJ Warehouse Operations ds Sales 7 Account Receiveable amp Account Payable 4x39 Cash Management amp General Ledger Sl Authorization MTR Management 9 Dashboards 5 2 8NA Start Page System Navigation bar The Navigation Bar on the Start page is provided to give you direct access to a page a transaction or data depending on your need It also provides a way to display commonly used modules and pages by you specifically To find a transaction for example a specific sales order simply type SOxx in the search box where xx is the sales order number To go directly to a page simply type in the page name Chapter 3 29 User Interface Figure 22 Start Page Navigation Bar Navigation Add lil stats 9 x Q Search Section User Defined Sections Most Used N Configuration Cycle Counting v YY Quote Purchase Order Manage Cycle Counter User Activity Queue Cycle Count Schedule Cycle Count Entries Customers Payments Voucher Sales Order Part Categories MTR Generation Feeraewr St Bent ABC Ranking Start Page Navigating Navigating the Start page is very easy The basic function of the start page is to get you where you want to go within the system This can be done using the toolbar
208. t Table 7 Sales Order Page Toolbar Section Option Icon Description Main The Main section of the toolbar is explained in detail in Table 6 on page 37 On the Sales Order page this information is specific to saving finding deleting and modifying Sales Orders Details The Details section of the Sales Orders page refers to the lines or parts being sold If a sales order is not open and loaded then these functions will not be available Buyout The Buyout option in the Details section is used to AIt B indicate a buyout is needed for the line selected BuyOut Line Status The Line Status option in the Details section is AIt Z used to view in a graph representation of all details or status of a selected part that is the BuyOut part from the current line selected Actions The choices in the Actions section of the Sales Order toolbar are specific to creating and building a sales order SO Copy from Sales Order Ere Alt C Capy From Sales Order This action is used when you want to create a sales order by copying an existing sales order Change Mfr amp Price zi This action is used to compare and or change the manufacturer and price for a part listed in the sales order ud Change Mfr amp Price Inventory a This action is used to bring up the inventory Availability m availability page which will show specific details Alt Y os about the part selected in the sales order Invent
209. t Length and Size UOM should all be filled with data Enter the Tracking Number supplied by the carrier and press Enter 6 Click Save Alt S to create the shipping order number and to save the information entered 10 Software 4 U User Manual The shipping order cannot be created until all mandatory fields are entered Once all fields are entered the system will create a new Shipping Order Number for this shipping order and save it in the database 7 Click Complete Order Alt C to close the shipping order which indicates the order is complete and is ready to be shipped Open a shipping order To open or load a shipping order enter the number directly into the Order Number field search for the packing list or pull up the current packing list s Remove one or more packages from the shipping order 10 4 5 11 Shipping Station Monitors The Shipping Station Monitor page allows the user to observe the status of each shipping station in all the warehouses Each rectangle represents a shipping station and from here the warehouse manager or a dispatcher can assign users shippers to the shipping station to start shipping merchandise For each shipping station the state of that shipping station is listed as Free Ready or Shipping From the Start Page select Warehouse Operations then Shipping Station Monitors The Shipping Station Monitors page is opened This page operates the same as the Packing Station Monitors pag
210. t Remove This Column The column is removed for display purposes To add a column in a grid table 1 Right click on any column header 2 From the drop down list select Column Chooser A box title Customization will be displayed if there are additional fields that can be displayed 3 For those listed select the one you want by left clicking and holding the field name to display 4 Move the mouse left and right A down and up arrow will be displayed when you hover between two columns 5 When it is where you want it release the left mouse button 6 When finished adding columns click on the little red x in the customization box To move a column in a grid table 1 Left click on the column header of the column to move 2 Move the mouse left and right A down and up arrow will be displayed when you hover between two columns Chapter 3 35 User Interface 3 When it is where you want it release the left mouse button To filter a column 1 With your mouse hover over the column header of the column to filter 2 Select the little filter icon in the top right corner of the column header A box will be displayed with all the possible contents to filter by 3 Select one of the values displayed by moving the arrows keys through the list and pressing Enter or by selecting using the mouse The column will display only those rows lines with that column value equal to the one you selected 4 To select All again simply select All in the filter
211. t Steps section of the toolbar is described in detail in Table 6 on page 37 Authorize Sales This action is used to authorize a sales order that Order de does not meet the standard rules for placing an Alt Q order Only a user with certain user privileges Authorize can authorize a sales order Sales Order Exit The Exit section of the toolbar is described in detail in Table 6 on page 37 46 Software 4 U User Manual 4 3 2 2 Sales Order Basic Operations The basic operations available on the Sales Order page are e Create a sales order from a quote e Create a sales order from another sales order e Create a sales order from scratch without a quote e Open an existing sales order e Modify an existing sales order e Authorize a sales order e Request a buyout for one or more parts e Create a purchase order for a buyout or MD e Create a partial order e Flag an order as Hot Here are step by step procedures for each operation listed above Note Anytime data is entered which is signified by the word Enter in the instructions press the Enter key to enter the data into that field This will also cause the focus to move to the next logical field Create a sales order from a quote 1 Go to the Quotes page 2 Open a quote 3 Select Generate Sales Order from the toolbar Alt G This will open the Select Quotes Line page 4 From the Select Quotes Line page select the parts from the quote to use for the sales order You c
212. t already there 2 Select one or more sales orders and or one or more sales order lines by clicking on the box to the left of the line 3 Select De Allocate Alt X The sales order is de allocated and moved to the Sales Order list in the Sales Order tab Create a Picking Batch A picking batch is created to group products to be picked based on location and what item is being picked A picking batch can include one or more sales orders and usually is made up of one or more picking lists 1 Select one or more sales orders and or sales lines from the Sales Order tab or the Allocated Sales Order tab 2 Select Create Picking Batch Single to create 3 Select Create Picking Batch Multiple to create One picking batch may be broken into different picking lists based on where the parts are and which packing station is used So creating a picking batch will create one or more picking lists 4 5 1 3 Order Fulfillment Field Descriptions 80 Software 4 U User Manual 4 5 2 Picking Batch Once an allocation is made a picking batch can be generated The Picking Batch page handles the picking batch which is a group of picking lists grouped by selection and segregation criteria It can be accessed via the Warehouse Operations module located on the Start page From the Start Page select Warehouse Operations then Picking Batch The Picking Batch page is opened and is blank Figure 11 Picking Batch Page Picking Batch PV
213. t validation for committed heats 2 showerror 2 1 show warning 0 no message QuickPickingDefauItWarehouse Set default warehouse for picking T yes I 0 no QuickPickingLocationDistance Set distance of next bundles to pick I yes 0 0 no QuickPickingLocationTypeClass Set default picking Location Class IT yes 0 ID 0 no Configuration Name Description Chapter 2 System Configuration Detault Value Q Possible Values QuickPickingReportCycleCount Report a cycle count when negative yes stock is found 0 no QuickPickingReportShowBarcode Show barcode on report T yes 0 0 no QuickPicking Validate NegativeStockForPacking Set validation for stock packing operations Z showerror T 1 show warning 0 no message QuickPickingValidateNegativeStockForShipping Set validation for stock shipping Z showerror I operations 1 show warning 0 no message UseQuickPicking Use quick pick insead of complex I yes I warehouse 0 no Figure 9 Pick Pack Ship Configurations Configuration Name Description Possible Values ickerAssignAcceptCategory WhenNoCriteriaFou Ow picker to pick without yes nd category configuration 0 no PickerAssignAcceptClassWhenNoCriteriaFound Allow picker to pick without class I yes I configuration 0 no PickerAssignAcceptGroup WhenNoCriteriaFound Allow picker to pick without gro
214. tanding liability because it has not been paid Payment is the second step and the process is completed when the payment is made Another process within A P includes generating debit memos Debit memos are used to inform a vendor or supplier that an error has occurred and the amount owed has been reduced This usually occurs when a goods are returned to the vendor supplier At this point the vendor supplier typically removes the value of the sold goods from the your account rather than issue a refund insert diagram A P 14 15 Software 4 U User Manual Section 2 Voucher The management of vouchers is provided via three pages Voucher Generation Voucher Review and Voucher The main process is to generate one or more vouchers review approve the voucher s and then post it ready to be paid A voucher is formal documentation indicating an invoice has been received and is accepted All vouchers have to be posted to get paid There are basically three paths for generating vouchers 1 After receiving goods or product as part of the PO Receive process 2 After a purchase order that does not require receiving such as expenses and monthly payments 3 Without a purchase order that does not require receiving such as miscellaneous expenses The specific process of generating vouchers transforms the external invoices received from vendors suppliers into vouchers required internally by A P Insert Voucher diagram 15 4 8 1 Vo
215. teps The Next Steps section of the toolbar is described in detail in Table 6 on page 37 Authorize Quote This action is used to authorize a quote that has e Sob Alt Q ae not met pre defined criteria Authorize Quote Generate Sales This action is used to generate a sales order from Order de the current quote Alt G Generate Sales Order Exit The Exit section of the toolbar is described in detail in Table 6 on page 37 4 3 1 2 Quote Basic Operations The basic operations available on the Quotes page are e Create a quote from scratch e Enter line s for a quote e Create a quote from another quote e Create a sales order from current quote e Open an existing quote e Modify an existing quote e Authorize a quote Create a quote from scratch 1 Select New AIt N Todays date will be automatically stored for the date fields Enter the mandatory header information for the quote e Customer type the customer code and press enter or use the search option to find the customer The information stored for that customer will automatically be displayed e Quoted For type the name of the person that the quote is for Edit any fields in the header section that are different than what is stored for that customer These are displayed with a white box Enter one or more lines for each part being quoted Refer to the Enter Line s for a Quote task below Select Save Alt S to save the quote The quote number is a
216. the Invoice Review page this information is specific to approving sending refreshing finding and cleaning Invoices Table 20 Invoice Review Toolbar Section 12 Description Selections The Selection section of the toolbar is described in detail in XXXXX Select This option selects the one item that is in focus or Alt Y where the cursor is positioned Select Unselect This option deselects the one item that is in focus Alt or where the cursor is positioned UnSelect Select All F a This option selects all items in the main part of Alt4 the page Lo Select All Unselect All This option deselects all items in the main part of AIt lt A the page Unselect All Collapse The Collapse section of the toolbar is available on those pages where there is more than one grid to be viewed This section of the toolbar will help you navigate and manage the grids displayed on the page For the Invoice Review page this includes the following Collapse Invoices Alt This option removes the Shipments List grid from view Collapse Invoice Header Alt This option removes the Shipments Lines from the grid Expand Invoice Lines Alt This option moves the focus to the Shipment Line Bundlex grid Expand Invoice Line Bundles Alt This option moves the focus to the Shipment Line Bundlex grid 12 Software 4 U User Manual Table 20
217. ting credit memos The Main section of the toolbar on the Credit Memo page also includes the following option Post Alt u Post Credit Lines Memo 14 Software 4 U User Manual Table 26 Credit Memo Page Toolbar Section Invoice Line Bundle Search Alt Invoice Line Bundle Search Description Remove Line xX This option removes the selected lines AIt Remove Line Remove All Lines This option removes all lines AIt gt Remove All Lines Remove Bundle This option removes the selected bundle AIt gt 4 Remove Bundle Tabs Header Alt t Header Addresses Alt I2 Addresses Lines Alt Lines Expand Bundles y T Expand Bundles Exit The Exit section of the toolbar is described in detail in Table 6 on page 37 14 4 7 8 2 Credit Memo Basic Operations 4 7 8 3 Credit Memo Field Descriptons 14 Software 4 U User Manual 4 8 Accounts Payable Accounts Payable is the module within Software 4 U that represents the money that your company owes other companies vendors or suppliers for goods or services ordered The process involves generating vouchers and making payments The first step after receiving an order is for the buyer to generate a voucher for the goods or services received The voucher indicates that the invoice associated with the order is approved for payment It is recorded as an open or outs
218. to Step 2 Otherwise select New AIt N Select Copy from PO Alt X The Copy from Purchase Order page will open Enter the purchase order number in the Purchase Order field or select at right of the Purchase Order field to search existing purchase orders a To search for an existing purchase order you can filter the list provided by date by vendor or by manufacturer b Select a purchase order from the list After an existing purchase order is selected for copy select Accept AIt A You may modify the header information and or the parts being ordered if needed once the order has copied Select Save Alt S to save the order The Purchase Order POxxx was created successfully message will be displayed Press OK to continue The purchase order is created and the status is set to Opened existing purchase order Type in the number of the purchase order to open and press Enter or use the search tool to find it To search for an existing purchase order select Find Alt P or select the search icon to the right of the Purchase Order field Select a purchase order from the Search Purchase Order page and select Accept AIt A The purchase order page is loaded with the information for that purchase order Modify an existing purchase order 1 Open an existing purchase order 2 Modify the purchase order a To remove a part line from the purchase order select Remove Line
219. trator e Customers Chapter 1 11 Getting Started 1 4 Logging In Out Logging in details are specific to the hardware being used along with which software application is being used For the purpose of this document the primary platform to use is the desktop version so that is what will be explained here Reference the User Interface chapter to learn how to log in using the other platforms available to you After the software is initially loaded onto your desktop the PVF icon will be displayed on your desktop 1 4 1 Loggin In To log in to the Desktop application of Software 4 U 1 Left double click on the PVF icon to start the Software 4 U system 2 The Log In box will be displayed amp PVF xm Server Local Remote Company Team Alloys Business Unit Team Alloys User Password Remember Me Log In Cancel 3 Select either Local or Remote Note Local means that the computer is connected directly to the Team Alloy s network which basically means it is inside the building Remote means that is computer is not directly connected to the Team Alloy s network which would be the case if the user was out of the building for example if they are working from home 4 Select the Company and Business Unit from the drop down lists that you are wanting to log in with 5 Enter your User name and Password 6 Select OK The PVF Start Page is displayed You are ready to go Software 4 U User M
220. turn the Licensed Product to Team Alloys All provisions of this Agreement relating to i disclaimer of warranties ii limitations on liability remedies and damages and iii Team Alloys proprietary rights shall survive termination of this Agreement 3 Object code The Software is delivered in object code only You may not alter merge modify adapt or translate the Software nor decompile disassemble reverse engineer or otherwise reduce the Software to a human perceivable form nor create derivative works or programs based on the Software 4 Limited warranty Team Alloys warrants that for one 1 year from the date of delivery of the Licensed Product Software Warranty Period the functions contained in the Software will be fit for their intended purpose as described in the applicable Documentation from Team Alloys and will conform in all material respects to the specifications stated in such Documentation Team Alloys does not warrant that the operation of the Software will be uninterrupted or error free Team Alloys does warrant that the media on which the Software is furnished will be free from defects in materials and workmanship under normal use for a period of thirty 30 days from the date of delivery Media Warranty Period Except as specifically provided therein any other software and any hardware furnished with or accompanying the Software is not warranted by Team Alloys Your exclusive remedy under this limited warranty
221. ucher Generation The Voucher Generation page is used to generate vouchers for internal accounting purposes An invoice is required to generate a voucher This process basically converts the invoices external into vouchers internal An invoice can come from receiving for the shipments received which are based on purchases made by your company from expenses and monthly payments and from miscellaneous expenses This is the first step in the Accounts Payable process One or more vouchers can be generated from the Voucher Generation page The process of generating a voucher can be triggered by a user or can be automated by setting the GenerateVoucherAfterReceiveComplete configuration to ON This will generate the vouchers automatically after goods or services are received The Voucher Generation page is originally loaded with all invoices for all vendors that are already received These are displayed on the left On the right depending on which line is in focus it will display all lines in the receive and then all bundles for that receive line Voucher Generation PVF Home Appearance Windows M ij A 0E v 4 Y PEE B H o E Y Exit Generate Refresh Find Clean Select UnSelect Select UnSelect Filters Receives Receive Receive Line Voucher All All lines Bundles fa e x ff start Page gj Voucher Generation x we B8 Vendor n Vendor Invoice Purchase Order Pre Receive ww Receive
222. umber is created for this purchase order 8 Return to the Sales Order page to complete any remaining purchase orders for the buyout lines Create a partial order For a sales order you can specify whether or not an order can be partially filled To do this simply check the Allow Partial box in the header Each 49 line of the order can be specified as allowing partial If one line is selected as Allow Partial then the flag for the order will also be set to Allow Partial Flag an order as Hot For a sales order you can specify if an order is hot that is the order is flagged as a high priority to be filled To do this simply check the Hot Order box in the header Create a picking list 4 3 2 3 Sales Output Here is an example of the output produces from the Sales page known as a Sales Order 50 Software 4 U User Manual 4 3 3 Quote And Sales Support Operations There are other operations available on the quote and sales page and are used to support the basic operations or are considered more advanced capabilities These are e Enter line data for a quote or a sales order e Check inventory availability e Check or change manufacturer and or price e Authorize a quote or sales order e Insert a line e Delete a line e Delete more than one line Enter line data for a quote or sales order Every quote and sales order contains one or more lines which details what is in the order A line can be many different thin
223. up I7 yes I configruation 0 7 no PickerAssignAcceptPartWhenNoCriteriaFound Allow picker to pick without part T yes T configuration 0 no PickerAssignAcceptWarehouse WhenNoCriteriaF Allow picker to pick without T yes T ound warehouse configuration 0 no PickerAssignAcceptWarehouseZoneWhenNoCrit Allow picker to pick without I yes I eriaFound warehouse zone configuration 0 no PickerAutomaticAssignation Automatically assign pickers I yes I 0 no PickerAutomaticReadyToPick Automatically set picking list to T yes T ready to pick 0 no 7 Should system allow cross I warehouse operations in picking packing PickerValidateUnitWeight Validates if picker can handle pick 7 I list alone or needs more packers PackerAssignAcceptCategoryWhenNoCriteriaFo Allow packer to pack without T yes I und category configuration 0 7 no PackerAssignAcceptClassWhenNoCriteriaFound Allow packer to pack without class I yes I configuration 0 7 no 7 8 Software 4 U User Manual Possible Values Configuration Name Description ackerAssignAcceptGroup WhenNoCriteriaFoun ow packer to pack without group yes d configruation 0 no PackerAssignAcceptPartWhenNoCriteriaFound Allow packer to pack without part I yes I configuration 0 no PackerAssignAcceptWarehouse WhenNoCriteriaF Allow packer to pack without T yes T ound warehouse configuration 0 no PackerAssignAcceptWarehouseZoneWhenNoCnit Allow
224. urchase Order Receiving Pre I j eus Receive Invoice Order Customer Invoice Warehouse Management Inventory Dow wr to Journal Entries Callertinns e Purchasing Used to purchase products needed by your company Creates and manages the purchase orders POs while in work completed or in transit e Receiving Used to process when and how products that were purchased via a PO are received by your company This begins the moment a shipment arrives at a warehouse e Warehouse Management Used to manage the products or goods coming into your company by providing tools to manage the warehouses that store the 8 Software 4 U User Manual products to help you know what products you have and how much at any given time and how to stock the warehouse in the most efficient way for stocking and retrieving e Warehouse Operations Used to manage the products or goods going out of your company by providing tools to guarantee fulfillment of sales orders and to expedite the picking packing and shipping processes within your warehouse e Sales Used to sell your products to your customers Creates and manages quotes and sales orders SOs e Accounts Receivable Creates invoices after an order is placed by a customer keeps track of what payments have been made to which invoices and initiates the collection process if invoices become overdue A R also manages Credit Memo
225. urchase order after pre receiving 1 Open an existing purchase order that is in the Opened or Partially Received state Select Receive AIt B If required fields are missing an error message will be displayed indicating which fields are missing 13 3 Fill in the required fields and select Receive again The Receive page will be displayed with the data from the purchase order 4 At this point you will need to select bundles to receive and save the Receive transaction For details on how to do this refer to Receive on page 69 When a purchase order is placed the vendor will send confirmation of the order with documentation This documentation will have heat numbers for all requested parts and may or may not come with MTRs for all parts When the confirmation is received the order can be Pre Received making the receive process much quicker In the Pre Receive process bundles are assigned and heat numbers are entered to account for all parts on the purchase order 14 Software 4 U User Manual 4 1 1 3 Purchase Orders Output Figure 4 Sample Purchase Order Team Alloys Purchase Order Team Alloys PO Number PO122710 Page 1 of 1 PO Date 09 02 2014 Vendor MF ITEX PIPING PRODUCTS MF Ship To Phone 713 360 1060 adde 7350 Roundhouse Lane DATA IMPORT Houston DATA IMPORT Texas DI Us Ship Via Default Terms Delivered F O B Default Line Part Number Description UOM Code Unit Cost Qty Ordered Extended
226. us Alt or where the cursor is positioned UnSelect Select All r 4 This option selects all items in the main part of Alt the page Ll Select All Unselect All This option deselects all items in the main part of Alt L the page Unselect All Grids Collapse This option removes the Receives List grid from Receives view Alt Collapse Receive Lines Alt This option removes the Receive Lines from the grid Expand Receive Line Bundles AIt This option moves the focus to the Receive Line Bundles grid Exit The Exit section of the toolbar is described in detail in Table 6 on page 37 4 7 6 2 Credit Memo Generation Basic Operations 14 4 7 7 Credit Memo Review page From the Start Page select Accounts Receivable then Credit Memo Review The Credit Memo Review page is opened Figure 23 Credit Memo Review Page 4 7 7 1 Credit Memo Review Toolbar The Credit Memo Review toolbar is where all choices are listed for the user when reviewing a credit memo The different sections of the Credit Memo Review toolbar are Main Selection Grids and Exit Table 25 Credit Memo Review Page Toolbar Section Option Icon Description Main The Main section of the toolbar is described in detail in Table 6 on page 37 On the Credit Memo Review page this information is specific to approving refreshing finding and cleaning credit memos Selections The Selection section
227. used to pre received goods coming in that were ordered via a PO Quick Pre Receive used for quick warehouse functions when pre receiving Figure 1 Purchasing Start Page Home Appearance Windows BEA Sg Bhkb Y ERA 4 D B a g Ya amp E X Requisition Purchasing Receiving Warehouse Warehouse Sales Account Account Cash Management General Authorization MTR Management Dashboards Document Tools Users Security Administration Exit Management Operations Receiveable Payable Ledger Management Modules bit G stat Page ax Navi Qaa al stats 8 x a Purchasing 4 Y A Purchasi i ares Purchasing Asah D Vendors j Sedi A A on Oversetter Admin Purchasing Reports Price Lists 4 ha Purchasing Y Requisition d pi d User Defined Set la Purchasing 4 gt Most Used E Es 1 p Receiving la Purchase Order Al Warehouse Management PreReceive DashBoard Designer Datdoad iO el Configuration Quote a Cycle Counting B Warehouse Operations d Sales uy b Manage Cyde Counter gt Account Receiveable df Account Payable 6 Cash Management vde Quick Pre Receive 9 User Activity Queue E Cycle Count Schedule BH cle Count Entries Za Customers Pre Receive 4 1 1 Purchase Orders The Purchase Orders page is used to create edit delete and manage all purchase orders in the system A user can create a purchase order from an e
228. utomatically generated by the system Enter line s for a quote 1 To get to the lines section of a quote you can use the navigation shortcut key Alt 2 to move focus the first line or use your mouse to click on the first line 2 There are different types of lines that can be entered 3 For a Goods line 4 For a Labor In line 5 For a Labor Out line 6 For a Freight line 7 For a Miscellaneous line Create a quote from another quote Select New AIt N Enter Customer Quoted For and Phone fields Select Copy from Quote AIt C Select a quote to copy from in the Search Quotes page and select Accept Ui BR WN HL Add or edit parts lines using the options in the Detail section of the toolbar Select Save Alt S Oo Create a sales order from current quote 1 First make sure a quote is up and loaded by creating a new quote or finding an existing quote utilizing the Find option AIt F 2 Select Generate Sales Order Alt G 3 Select lines to use from the quote in the sales order 4 Select Accept Alt C The Sales Order page will be loaded with the lines selected The Sales Order still needs to be created Open an existing quote 1 Select Find AIt F or select the search icon to the right of the Quote field 2 Select a quote from the Search Quotes page and select Accept Note Use the filters provided on the search page to find a quote if needed Modify an existing quote 1 Open an
229. view the documentation created on Alt W lt 5 this page Preview Quick Print Allows the user to print the documentation created on this Alt Q page automatically without the print page being displayed Print Allows the user to print the documentation created on this Alt P page The Print box is displayed so that a range copies ILI and printer information can be entered if needed Print Attachments The Attachments section of the toolbar contains those functions that are related to electronic versions of documentation being stored with association to the current transaction Email Utilize emailing services to email documentation Alt M z Email 40 Software 4 U User Manual Section Description Attach Me Ji Attaches the document associated with the page specific Fi transaction to the transaction This is like putting a paper Alt J document into a folder Attach Me Attachments View attachments linked to the transaction that is Alt H currently open Next Step The Next Step section of the toolbar is set aside for actions to be taken next specific to this page and will be explained for each page Exit Exit The Exit section is on every page and only contains the AIt E ua Exit button Clicking Exit closes the current page If any data has been changed the system will prompt the user Exit to save or exit anyway This is the same as selecting the little x in the upper right
230. ving deleting and finding a picking batch The Main section of the toolbar on the Picking Batch page also includes the following options Actions The choices in the Actions section of the toolbar on the Picking Batch page are specific to the picking process including managing the pickers Ready to Pick When a picker has been assigned to a loaded AIt P 3 picking batch and it is ready to be picked select this option to flag that it is ready to be picked so Ready the picker can start the picking process to Pick Cancel Picking This action is used to cancel the ready to pick flag Alt C ck Cancel Picking Manage Pickers m This action will bring up the Manage Pickers page AIt M Lg and is used to add delete or modify pickers Manage Pickers Open Picking List gt This action will open the Picking List page and load Alt O zi all data about the picking list selected Open Picking List Selection The Selection section of the toolbar is described in detail in xxxxxxx Select This option selects the one line or picking list that Alt T is in focus or where the cursor is positioned Select Unselect This option de selects the one item or picking list Alt Y that is in focus or where the cursor is positioned In amp elert 82 Software 4 U User Manual Table 11 Picking Batch Page Toolbar Section Description Select All r 74 This option selects all items or picking lists AIt
231. vo 3 APCHOU Figure 31 Search Picking Batch Page e HE Find Accept Clean bit Main Exit L Date From Drag a column header here to group by that column Number Is Multiple User Code Picking List Count Picking List Line Count gt 1 PICKBT1 Y mvallaro Max Vallaro 12 5 2013 3 16 a mevnrs m 2 First Name Last Name Date Created z pp A VE dns a Chapter 3 57 User Interface Figure 32 Search Picking List Page 4 Panem Ene LE e ARDVAIUE Ct ARNM 58 Software 4 U User Manual Figure 36 Search Collections Page se B ES g Find Accept Clean Exit Main Exit Filters Nina mem E Date le Apply Date les State ley On Account E Qty of Records 200 Drag a column header here to group by that column Number Batch Number Batch Description Bank Customer Date State On Account Is Posted Posted Date Figure 37 Search Credit Memo Page ee B ES d Find Accept Clean Exit Main Exit Filters Number Customer Date From sj Date To Im Drag a column header here to group by that column Number Customer Date Due Date State Total Total Applied Total Open Posted Qty Lines Figure 38 Search Return Material Authorization RMA Page SoHE amp Find Accept Clean Exit
232. w warning 0 no msg 4 Software 4 U User Manual Configuration Name Desccription Possible Detault Values Value QuoteLineUnderAvailableStock Validation Validate understock quote line 0 Not validate available column 1 Show warning message 2 Ask if the user wants to continue QuotePricesFromQuoteNotAuthorizedAllowed Retrieve last quote LQ prices I yes I from quotes needing 0 7 no authorization QuotePricesFromQuoteRejectedAllowed Retrieve last quote LQ prices I yes T from rejected quotes 0 7 no QuoteSalesOrderShowQuestionChangeCarrierToLines Prompt user to set customer T yes T carrier to all lines If no then 0 7 no automatically set customer to all lines Figure 7 Sales Configurations Configuration Name Desccription Possible Val Detault Value alesOrderAllocatelmplicit ocate implicit all sales orders yes 0 no SalesOrderAllowedHeaderMaximumPercentage Set max profit for SO to be valid 0 TOO 100 SalesOrderAllowedHeaderMinimumPercentage Set min profit for SO to be valid 0 100 IO alesOrderAllowedLineMaximumPercentage et max profit for ine to be 0 valid SalesOrderAllowedLineMinimumPercentage Set min profit for SO Line to be 0 100 TO valid SalesOrderAllowHeaderProfitValidation Throw warning when SO profit 1s T yes T over under 0 no SalesOrderAllowLineProfit Validation Throw warning when SO Line profit I yes
233. w box for each type of package to be used for this packing list The choices are Box Pallet or Crate e Select the package to build by clicking the down arrow on the Package drop down list and then selecting the package in the list e Select the parts to put in the package selected by clicking the little box to the left of the part e Click the right arrow button to move the parts to the package section on the right When all the bundles are packaged the Total Progress and Packer Progress will show 100 complete and all bundles will move from the left to the right side of the page 4 5 Click Stop Packing Alt to pause the packing process for this list Click Finish Packing Alt X to indicate you are finished with the packing process Click Cancel Packing Alt C to completely cancel work done on the packing list 10 10 Software 4 U User Manual When packing is complete that is when the Total Progress field shows 100 and you have clicked the Close Packing icon then the packing lists can be created and printed 10 4 5 8 Manage Packing Stations The Manage Packing Stations page is used to add or delete packing stations You can also edit the information for a packing station including the description monitor part group warehouse and warehouse zone assigned to the packing station From the Start Page select Warehouse Operations then Manage Packing Stations The Manage Packing Stations page is opened an
234. ws application a Web based tools or an App for mobile devices are all options depending on the users location hardware and privileges The majority of the system is supported via the Windows application which requires direct or remote access to the computer that the system is installed on This is also referred to as the desktop version The Web based tool has limited functionality than the Windows application but can be accessed anywhere via the Internet Certain functionalities can be accessed via mobile devices Figure 2 User Interface Diagram Windows Application Desktop Web Based Tools Customer Portal PCs amp Laptops Software 4U Mobile devices iOS Apps Android Apps iPad iPhone others Chapter 1 7 Getting Started 1 3 3 Modules Overview There are many modules that make up Software 4 U Utilizing all modules will save you time money and effort when used properly Each module communicates with other modules relevant to the business flow to improve productivity and decrease problems This manual will teach you how to configure your system for your company how to manage the software to get the most out of it and how to run all processes available The modules that make up your system are listed below along with a short description of that module s primary purpose Each module is described in more detail in the follo s aa Figur Purchasing P
235. xisting PO from scratch or import from a spreadsheet The Purchase Orders page can be accessed via the Purchasing start page as well as from the purchase order Figure 2 Purchase Orders Page W Home Appearance Windows Sales page when creating a buyout Ue 8 L f 5 EA na aA amp Import OB Previe g lA Receive 9 dla l 4 o E X Remove line d S LJ ix VP ET mw gt Gd ay Copy FromPO sj Inventory Availability E UR B oup d Auto Generate New Save Find Delete Refresh Cancel Close Close Hold Authorize Reject Pg Remove Alllines E Add Lines Pre Receive bit Line Paste Bs amp Print By Category Generate Voudh ff start Page PY Purchase Order NEW x RA 4 Purchi e o urchase Order H Order Additional Information Addresses Vendor Contads Pre Payment Totals Purchase Order Number state Total Amount o Vendor s PurhsseOrderpe Standard Total Open Amount 000 Manufacturer Purchase Order Date 8 14 2014 ES 0 00 Warehouse J ue bate ania Total Goods FOB Est Ship Date mm Total Pieces Carrier Ordery 5B BILBOOTZ u Total Duty E Freight Price ist 7 50 00 0 00 Total Weight 000 Detail Detail Buyouts Commitments PO Vouchered re to group by that column Pat Cat TypeC TypeD Descrip MFR Qty Multipli Multiplier A Unit Cost Ext Price List Qty Qty Qly Due N From SO la Mfr Wh
236. y Team Alloys Business Unit Leantect amp Warehouse Warehouse 1 Main page Navigation bar The toolbar for the Start page is in the upper portion of the page and contains a list of all modules available within the system The modules are what make up the whole system and are defined below Table 3 Toolbar Modules Module Name Module Description Purchasing Used to purchase products or goods needed by your company from Alt P approved vendors Creates and manages the purchase orders POs while in work completed or in transit Receiving Used to process when and how products that were purchased via a AIt R PO are received by your company 26 Software 4 U User Manual Table 3 Toolbar Modules Module Name Icon Module Description Warehouse 2 Used to manage the products or goods coming into your company Management by providing tools to manage the warehouses that store the Alt W arehouse products to help you know what products you have and how much Management at any given time and how to stock the warehouse in the most efficient way for stocking and retrieving Warehouse AR 27 Used to manage the products or goods going out of your company Operations by providing tools to guarantee fulfillment of sales orders and to Alt o Pme expedite the picking packing and shipping processes within your Operations warehouse Sales Used to sell your products or goods to your customers Creates and
237. y user assigned as a shipper can be assigned to ship To access this page from the Start Page select Warehouse Operations then Manage Shippers The Manage Shipper page follows a generic format and is described in detail in the Manage Entity Pages section of the User Interface portion of this document See Manage Search Entity Pages on page 44 4 6 Quick Pick Pick Pack Ship This functionality is specific to Team Alloys or a smaller shop that has the need to do all the picking packing and shipping on one page without all the bells and whistles of checking and confirming each step along the way 11 Software 4 U User Manual 4 6 1 Quick Pick Toolbar The Quick Pick Toolbar is The different sections of the Quick Pick toolbar are Main Actions Display and Print Table 18 Shipping Orders Entry Page Toolbar Section Description Main The Main section of the toolbar is described in detail in Table 6 on page 37 On the Shipping Orders Entry page this information is specific to saving and finding a shipping order and refreshing the page as needed Actions The choices in the Actions section of the toolbar on the Shipping Orders Entry page are specific to working with a shipping order As stated above this is typically done via a mobile device but can also be handled through the software directly These actions include the following Start Shipping This option is selected to indicate to the system AIt N t
238. ystem Configuration Set up guide for configuring the software for your needs e User Interface How to guide for using and interfacing with each system e Desktop Application Modules Reference guide for specific system functionality e Processes Users guide specific to certain process flows basic tutorial Users A guide for understanding the different users of the system An overview of the following sections are given below Details about each section are provided in following chapters 1 3 1 System Configuration Overview The Software 4 U system is extremely configurable to your company s needs Configurations set will be applied to all platforms The system has configurations that are specific to a process as well as the user interface Each configuration has a default setting but can easily be changed through the configuration tool on the administrative module Please see Appendix x x for a list of all configurations and their default values Configurations specific to a module will also be explained and defined in the chapter specific to that module Note Configurations can only be set through the Windows application Chapter 1 5 Getting Started Figure 1 System Configurations Software 4 U User Manual 1 3 2 User Interface Overview The Software 4 U system is accessible in many different ways by many different users It can be accessed via several platforms depending on which application you will be using The Windo

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