M1.0 Master Files
Contents
1. r Levy Group Maintenance 34 Group Description BANANA CITRUS QFUG CITRUS OTHER DPI OTHER FRUIT HERUY PRODUCE MELONS ONION POTATO STONE FRUIT TOMATOES VEGETABLE QFVG VEGETABLE DPI B C D E H M 0 P S I V W Count x12 Replace 7H andrew stw E andrew stw E Log in stw Connected to 192 158 0 1 Macro Print Capture Hold VT420 Ohr29min Row3 Col25 Information required for each levy group Levy Group A unique one character code that identifies the levy group Levy Group Name Name of the levy group Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 1 16 LETTUS User Manual Masterfile Maintenance Menu 1 1 14 Produce Type Maintenance Each produce record is grouped into a produce type group Produce types can be created and maintained in this form 2 SmarT erm Essential Log in stw BEI Es 3 File Edit View Tools Properties Connection Window Help 8 x nc m See e mma r Produce Type Maintenance 4 Typ Name GL Sales Description Description Count xe Replace d T andrew stw 5 andrew stw Erea to 192 168 0 1 Macro Print Capture Hold VT420 Ohr 30min Row3 Col3 Log in stw Each produce type requires the following information Produce Type A single character code that can be used to define the produce type Allowable values are A Z and 0 9 Produce Na2. _ BANK CASH BOOK BANK ADJUSTMENTS 640 00 CASH ON HAND E CONT CONTRA 278 00 DISCOUNTS ALLOWED E _ CRD SUNDRY CREDIT 030 SALES mE _ CINB CARDBOARD BANANA CARTONS 308 00 BANANA CARTONS 01 JUL 00 10 00 DISC DISCOUNTS ALLOWED 018 00 DISCOUNTS ALLOWED EN DTO DEBTOR TRKEON 683 00 DEBTOR CONTROL TRKEON mu _ FRIT FREIGHT 285 00 FREIGHT EM EST GST 850 00 GST REVENUE COLLECTED CONTROL E GST Entries Entered _ Deleted _ GST Start Date Time Login SecuritylD Date Time Login SecuritulD Scroll to Create GL Account Count 12 V Replace J andrew stw Log in stw Connected to 192 168 0 1 Macro Print Capture Hold VT420 1hr2min Row3 Col20 Each sundry product record requires the following information Product Code The sundry product code to be used Examples of sundry products CRD Sundry Credit INTR Interest charges Description The description of this sundry product code GL Account The general ledger code that will be credited with the value of the sale when processing invoices Once entered the description of this account will appear to the right of the account GST Entries Press NxtBlk to enter GST rate and start date Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 1 23 LETTUS User Manual Masterfile Maintenance Menu 1 1 20 Sundry Product List Select this option to print a list of sundry product codes established on the system Afte
3. List refer Menu 2 Field Rep codes and names are established and maintained in the Field Rep Maintenance option VB SmarT erm Essential Log in stw Efx 8 File Edit View Tools Properties Connection Window Help 8 x Dg mee m seam EER o r Field Rep Maintenance Rep Name JC JOE CITIZEN Count x1 Replace d andrew stw 3 andrew stw E Log in stw Connected to 192 168 0 1 Macro Print Capture Hold VT420 Ohr27 min Row3 Col 29 To create a new Field Rep enter the following fields Code Enter a unique code for this Field Rep Up to three characters may be used Name Enter the name of the Field Rep Up to 20 characters may be used To modify a Field Rep code or name position the cursor on the record to be changed using NxtRec and PrvRec make the required changes and press Commit to save the changes to the database To delete a Field Rep code position the cursor on the record to be deleted using NxtRec and PrvRec and press DelRec Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 1 15 LETTUS User Manual Masterfile Maintenance Menu 1 eS LOEO SS 1 13 Levy Group Maintenance Levies are assigned to levy groups These groups are used in determining whether a purchase is subject to a levy charge VB SmarTerm Essential Log in stw m xi 8 File Edit View Tools Properties Connection Window Help amp x jOca 4 en8 e sloale gt S5 m
4. Menu 1 1 21 State Master Maintenance This form allows you to create valid abbreviations for address states used within the system The states are used throughout the system in address details shipping details and invoicing In each of these areas you may only select a state if it has been established via this maintenance screen FE SmarTerm Essential Log in stw m x 3 Fie Edit View Tools Properties Connection Window Help m 8 x Csu eelle Enae h 358 r State Maintenance 34 State Name ACT AUST CAPIT TERRITORY NSW NEW SOUTH WALES NT NORTHERN TERRITORY LD QUEENSLAND SR SOUTH AUSTRALIA AS TASMANIA VICTORIA WESTERN AUSTRALIA C D 4 c rA C2 Count x8 andrew stw 3 Log in stw Connected to 192 168 0 1 Macro Print Capture Hold VT420 1hri min Row 3 Col 28 Replace Each state record requires the following State A unique 3 character code used to identify the state For example QLD or NSW Name The full name of the state For example Queensland or New South Wales Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 1 25 LETTUS User Manual Masterfile Maintenance Menu 1 1 22 Master Charge Maintenance Master Charge Records provide the mechanism to deduct or add charges to a grower return Examples of master charge records are Freight Charges These can be recovered from the grower Levies These can be charged
5. N V VEGETABLES L N N NN ASP 07 VEGETABLES B N N WV VEGETABLES L N N No N R0 Q9 FRUIT B EN N N E FRUIT L N N NN BB 07 VEGETABLES B N N WV VEGETABLES L N N NN BER 07 VEGETABLES B N N V VEGETABLES L N N N N BEE 07 VEGETABLES B N N V VEGETABLES L N N NN BLV Q3 LOCAL CAVS EN N N E FRUIT L N N N N BN_ 01 PRODUCE E N N V VEGETABLES L N N NN Levy Groups Defined Unit Types Group Description Unit Description Unit Weight F OTHER FRUIT CTN CARTON KG DupFld to Enter GST Rates Replace 4 andrew stw 3 andrew stw Log in stw Connected to 192 168 0 1 Macro Print Capture Hold VT420 Ohr37 min Row4 Cal 5 Information required on the form includes Produce Code Department Code Location Code Size Flag Grade Code Produce Type Lot Type Print on Invoice Printed on 16 May 2002 A code of up to 4 characters used to define this produce This is followed by the description of this produce The department associated with the produce Press ListVal to display valid department codes The Department Name is displayed upon entry of a valid department code Enter the default location for this produce Press ListVal to display all valid location codes The location description 1s displayed on entry of a valid location code Enter Y to update stats by size Enter Y to update stats by grade The produce type that the produce belongs to Press Lis
6. Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 1 13 LETTUS User Manual Masterfile Maintenance Menu 1 1 11 Location Maintenance LET TIENI Log LE a fie Edt View Took Proper Connecton Window Heb D aW amp eI 3256080 7 Lacation Maintenance Code Description SF SALES FLOOR SFA SALES FLOOR STAND A SFB SALES FLOOR STAND B WHOL WAREHOUSE 1 WHO2 WAREHOUSE 2 Count 5 Replace T arare ole E aiem 79 Log im siw Connected 6 182 10 Fre bed Wi OS ow Co This field is an optional code used to show the location of an Item Lot Each Item within a Lot can be identified by a Location code when coded Code A unique 4 character code used to specify a Location Description The description of the above location 20 Characters Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 1 14 LETTUS User Manual Masterfile Maintenance Menu 1 1 12 Field Rep Maintenance Field Representative is a term used for an agent who refers Suppliers to you and receives remuneration for this usually in the form of commission based on cents per unit The Field Representative feature in the system allows a Field Rep code to be setup against a Supplier s record and an amount cents per unit is setup in Unit Maintenance Thus when lots are received from the Supplier the commission based on this information may be calculated The amount payable can be calculated using the Field Rep Commission
7. may be used Next Ticket Enter the next pre numbered Customer Sale Ticket for this Salesman or enter 1 if not applicable Press Commit to save the changes to the database Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 1 7 LETTUS User Manual Masterfile Maintenance Menu 1 1 5 Authority Maintenance The system allows a user to specify which salesman has the authority or allowed to sell out of each department If this authority is not established when sales are entered see Section 4 for more information a warning is displayed informing the user that this salesman does not have the authority to sell this produce from this department Select the Authority Maintenance option from the Masterfile Maintenance menu and the following screen will be displayed 8B SmarT erm Essential Log in stw BE Es 3 File Edit View Tools Properties Connection Window Help 8 x s us eem saa s5m a Authority Maintenance 4 lt Department gt Salesman gt Code Name Code Name 01 PRODUCE JR JACK RADUNZ 01 PRODUCE RM RON MURTAGH 0g _ FRUIT JR JACK RADUNZ FRUIT RM RON MURTAGH LOCAL CAVS BW BRUCE WAKEFIELD LOCAL CAVS JP JOHN PAT LOCAL CAVS MN MAX NORRIS LOCRL CRUS PH PETER WILSON LOCAL CAVS RS ROGER SELLARS LADY FINGERS BW BRUCE WAKEFIELD LADY FINGERS P JOHN PAT LRDY FINGERS MN MAX NORRIS LRDY FINGERS PM PETER WILSON LRDY FINGERS S ROGER S
8. that aged balances are to be shown on the statement and N indicates that no aged balances are to be shown on the statement Three Statement formats are available for customers O pen item B alance Forward and D ocument Open Item No balance forward invoices are listed by date and receipts are listed under the relevant invoice in which it was allocated Balance Forward Lists an opening balance and invoices and receipts in that period only These are listed in date order Document No balance forward invoices and receipts are listed in date order Receipts do not display the invoice in which it was allocated If this flag is set to Y then all invoices that are not fully paid will appear on the statement All payment details and invoices that have been fully paid will not be shown on the statement Fresh Computer Systems Pty Ltd 1 2 LETTUS User Manual Masterfile Maintenance Current Activity GST List Totals Debtors GL Code Invoice Heading Invoice Format Specials Percentage Cost Unit Printed on 16 May 2002 Menu 1 If this flag is set to N then all invoices and payments either carried over from the last statement raised or received from the last statement will be shown on the current statement A flag set to Y or N Y indicates that transactions for the current period are to be printed on the statement N indicates that transactions for all periods are to be printed on the statement The current period date
9. to the grower Bin Hire Hire costs can be recovered from the grower This form is used to create and maintain master charge records 8B SmarT erm Essential Log in stw e dE x 8 File Edi View Tools Properties Connection Window Help amp x Dg mace m meae 35 e Master Charge Maintenance 4 Charge RBGC RBGC BANANA LEVY Charge Type L lt BANANA Rate Group or Cents Unit 2 000 or Type CTN CARTON Unit Levy Group or Produce co Grade x Deduct Flag Lot Item Flag L Grower Return Column __ Pay Supplier 1119 GL Income 287 00 LEVIES Expense 287 00 LEVIES Collect _10 00 Collect 288 00 LEVIES COLLECTION CHARGE Charge General Ledger Code GL Income Expense Collect Code GL Income Expense Collect Scroll to Create GL Account DupFld to Enter GST Rates Count 2 V Replace E andrew stw Log in stw Connected to 192 168 0 1 Macro Print Capture Hold T420 1hri8min Row2 Col16 The following fields are available on this form Charge Code A code used to define this charge This is followed by the description of this charge code Charge Type Four types of charges are supported by the LETTUS system These are L evy Where a levy is imposed either by levy group or by product and this is collected on behalf of a third party A commission for collecting the lev
10. 8 0 1 Macro Print Capture Hold VT420 Ohr19min Row3 Col25 This field is used to group same Units for reporting and displaying of information Group A unique character used to identify the Group Description The description of the group Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 1 11 LETTUS User Manual Masterfile Maintenance Menu 1 1 9 Area Maintenance This form is used to establish areas on the system The area field is used in both Customers and Supplier Maintenance Areas already established will be displayed automatically E Smarleam Casentiad Las sn rie Ee Edt Wew ouk Popat Conneclon Window Heki lel Ose dk c e EP slom ler 35 8 E L Area Maintenance Code Hame BOWEN BOWEN BRIS BRISBANE EAST EASTSIDE NTH NORTHS IDE STAN STANTHORPE Di weenie eden Log nate Connected lo 132 168 0 1 Mace Piet Caio Hold VEMZU Gh ime lewd Cab zT Enter the following highlighted fields Code A code representing a specific area Up to 6 characters may be entered For example BOWEN may represent Bowen Queensland Name The full name of the area Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 1 12 LETTUS User Manual Masterfile Maintenance Menu 1 1 10 Territory Maintenance Each customer may optionally be allocated to a territory The territory is used for reporting purposes only an may be used in conjunction with Area codes e g an A
11. ELLARS NTH QLD CRUS BN BRUCE WAKEFIELD NTH QLD CRUS JP __ JOHN PAT NTH QLD CRUS MN MAX NORRIS NTH QLD CRUS PETER WILSON C OC COC CE Io o Io o c S o o c o C1 C1 OT JO gt gt gt gt Co CO Co Co Co Po Count 18 V Replace i T andrew stw E andrew stw Log in stw Era to 192 168 0 1 Macro Print Capture Hold T420 Ohr14min Row4 Col21 To setup authority between salesmen and departments enter the following fields Department Code Enter the department code for a salesman to have authority to ListVal may be used to assist in the selection of a department code Upon entry of a valid code the department name is displayed in the next field Salesman Code Enter the salesman code that is to have authority to this department ListVal may be used to assist in the selection of a salesman code Upon entry of a valid code the salesman s name is displayed in the next field Press Commit to save the changes to the database Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 1 8 LETTUS User Manual Masterfile Maintenance Menu 1 1 6 Department Maintenance Under LETTUS each purchase lot or pool is assigned to a department This assignment or grouping 1s done to assist updating or reporting This form allows for the creation or alteration of departments 2 SmarT erm Essential Log in stw e d x 8 File Edi View Tools Properties Connection Window He
12. LETTUS User Manual Masterfile Maintenance Menu 1 Table of Contents 1 1 Customer T ypeVIamitenatce 49 ber ek d rm emis L2 Supplier Type MaTBtenatiCe ueste aie ag cedent ade rdiud 1 3 Customer Category Maintenance nicissarii nin aner AE 1 4 Salesman VAMC atl CC deesse E E E E 1 5 AUthorty Martenatee aroa siecle cea iden eed 1 6 Departiment NIaIntenadioe uii cet eU ersdas x E di Kem Ly D elt IG A ooi eee aua LEE CE EUM 1 8 Um Group Maintenant e sodes ed o d ON Rd iei biens 1 9 Area M ante Dade siti cenobio Der stri toii ut e oia eee 1 10 Tetntory Maine aCe ao eontra b etti 1 11 LEocapomNIartendllCe sao cac ene vit us oie I emu 1 12 Field R p Maimlen ane 6 ooo o italiae N 1 13 bevy Group Maintenafice e di aede i ums 1 14 Produce Type Maintenance either tase andddc el Produce Mantenan e ernaia 1 16 Produce DISEo doe o RE etie 1 17 Count size Matitenalbe eco tito Ea 1 18 Item Pre Set Maintenance eee ette ed coi ive st insi 1 19 sundry Product Matntetlalice uoo t ntn een ee pase toe urs 1 20 Sundry Product LIS outils xe OLD e awa unn 1 21 State Master Maintenant e sen iet RO Denies 1 227 Master Chlaree Maintenance o itin i ded 1 23 Master C aree EASE aer tttm IR rea EROR tU es 1 24 Trackin kem Mantenan E i cca RH ES Printed on 16 May 2002 Fresh Computer Systems Pty Ltd Menu 1 1 1 LETTUS User Manual Masterfile Maintenance Menu 1 1 1 Customer Type Maintenance Each Customer belongs to a single customer type which
13. This 1s also known as the cost of sales account The general ledger code that will be credited with the value of the sale when processing invoices The General Ledger code that refers to the Creditor control account Fresh Computer Systems Pty Ltd 1 5 LETTUS User Manual Masterfile Maintenance Menu 1 SSS SSS a 1 3 Customer Category Maintenance This form allows for the creation or alteration of customer categories Each customer may optionally belong to a customer category Customer categories provide an additional means to customer areas for sorting customers The product group is generally not used by the LETTUS wholesale module but is available for user queries A customer may belong to one customer category There is no correlation between customer category and customer areas Customers are assigned to a customer category in Customer Maintenance VB SmarTerm Essential Log in stw mE x 3 File Edit View Tools Properties Connection Window Help 18 x ose S gt m e sloale gt 6 8 e r Customer Category Maintenance 34 Code Description I INTERSTATE WEEKLY Count 2 lt Replace gt 7E andrew stw 9 andrew stw Log in stw Connected to 192 168 0 1 Macro Print Capture Hold T420 Ohr11 min Row3 Col 24 Each customer category record requires the following Code A unique code used to identify the customer category Up to 2 alphanumeric chara
14. can be used to group customers with similar features Customer types can be used to produce invoices for selected groups of customers such as for all interstate customers The customer types are created and maintained on this form Examples of customer types include I for interstate S for Staff B for credit association members fi esarTrerin Feerrtial Micra Esp ile Ldt pew Tool propetas Connection window Hiep la x Oeae oR ES enl dme Sak e lal xi Stat Age Count 16 Lal Anime shy ir Anken ster En Menu it Connected to 19200001 Customer Tupe Maintenance Statements Distribution gt ement Outstanding Current List Debtors Invoice Invoice Specials Cost ing Format OMY Activity GST Totals GL Account Description Heading Format Percentage Unit Y D N No Y HM li N H R Y D N Hn N H i N H R Y D Y Hn H UW H N H R H D y H ho i li i R Y B N n N H i li H R Y D 1 Y oH Y li N H R Y B N n oN H N N H R Y B N H HN H H N H R Y l Y on Y li N H R Y 0 N h H H H N H R Replace hes Wes DwT420 hed2me ews Cag The following information is required for each customer type Type Name Statement Ageing Format Outstanding Only Printed on 16 May 2002 A single character that is used to indicate this customer type Allowable types are A Z and 0 9 A description of the customer type A flag set to Y or N Y indicates
15. cters may be used Description The description of the customer category Up to 30 characters may be used Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 1 6 LETTUS User Manual Masterfile Maintenance Menu 1 1 4 Salesman Maintenance Every sale entered in the LETTUS system 1s recorded against a salesman code This allows for a range of information and reports to be produced including profitability information Select the Salesman Maintenance option from the Masterfile Maintenance menu 1 and the following screen will be displayed VB SmarTerm Essential Log in stw m x 8 File Edit View Tools Properties Connection Window Help lej x D as wm e es s emen im e v aen 3 9 Salesman Maintenance 34 Salm Name Next Ticket 99 MISC C BW BRUCE WAKEFIELD 11 CD COL amp DONNA I JP JOHN PAT 4 JR JACK RADUNZ 1 MN MAX NORRIS 1 MS MARTIN SELLARS 1 PW PETER WILSON g RM RON MURTAGH I RS ROGER SELLARS 1 Count x10 Replace 7E andrew stw 9 andrew stw Log in stw Connected to 192 168 0 1 Macro Print Capture Hold VT420 Ohr12min Row3 Col 26 Each salesman record requires the following information Salesman Code Enter a unique code for this salesman Up to 3 characters may be used The salesman s initials are commonly used Salesman Name Enter the salesman s name in this field Up to 20 characters
16. d to enter a unit type Press ListVal to display all Valid Unit Groups Enter a valid unit to which the Cents Unit charge applies Press ListVal to display all valid Unit codes Enter an asterisk to have this rate apply to all units Here you enter the grade of the produce that will attract this charge Only produce that have a matching grade will be subject to this charge If this field is left blank then grades of a blank A and 1 will attract this charge Enter an asterisk to apply this charge to all grades Enter A to force charge to be average deduct Y to be deduct and N to be no deduct If this flag 1s set to L then the charges will be applied at Lot level If this 1s set to I then the charges will be applied at Item level Grower Return Column Number Pay Supplier Collect GL Income GL Expense GL Collect Printed on 16 May 2002 If Grower Return Stationery type 2 132 column is chosen in the configuration file refer Menu 0 enter the column number in which to print levy deductions This field shows the code of the supplier to whom the charges will be paid This is the commission percentage that will be kept by the wholesaler for collecting this charge on behalf of the supplier nominated in the Pay Supplier field The default General Ledger account that will be credited with the income from the levy The default General Ledger account that will be credited with the payment of the l
17. ed against these two fields The entry must be between these two fields Note that numerical characters are considered lower than alphabetical characters Packing Ratio Optionally enter the ratio of this Item to the System base Packing Unit Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 1 30
18. evy to the supplier The default General Ledger account that will be credited with the commission paid for the collection of the levy Fresh Computer Systems Pty Ltd 1 27 LETTUS User Manual Masterfile Maintenance Menu 1 The General Ledger may be based on Department Supplier Type or Produce type For each of these types you may specify a specific General Ledger code to be used instead of the default codes If codes are entered under Charge General Ledger then these codes will be used instead of the default codes for the specific Department Supplier Type or Produce type Thus you may have a specific set of General Ledger codes for some departments where you need this level of control and allow the others to default by leaving them blank Charge General Ledger block Code The code for the department supplier type or produce type for which it is desired to specify specific General Ledger accounts The type of code that is allowed will depend on how the General Ledger has been established GL Income The specific General Ledger account that will be credited with the income from the levy GL Expense The specific General Ledger account that will be credited with the payment of the levy to the supplier GL Collect The specific General Ledger account that will be credited with the commission paid for the collection of the levy See Section 6 Auto Charge Generation for more information on automatically applying Master Charges to Supplie
19. intenance form It details item codes item descriptions and optional user references On selection of the Tracking Item Maintenance menu option the following form will be displayed E Smart eam Eesenial Log in ctw Be Edt Yew looi Properties Connecton Widow Helo ng x Oe e oe Fl mme 0mm Tracking Reference Description Flag Tup Low High PRLLET Replace 3 Corrected lo 1521621 Mac Pod foie RA VT Vinge Hows Cul To set up an item record the following fields are entered Code Enter here a unique code for the tracking item For example DPAL for Domestic Pallets Description Enter here a description for the code entered in the previous field Flag If this Item is used for Tracking enter Y es otherwise N o Reference Type Enter the User Item Reference type here Valid options are Y The User Item reference field will be mandatory when entering a tracking transaction 1 e the system will force a value to be entered in the reference field N No User Item reference is to be entered O An entry into the user item reference field when entering tracking transactions is optional Reference Low For those items where the user reference is mandatory or optional a range can be entered Enter here the beginning reference value for this item Characters can be either Alphabetical or Numeric Reference High Enter here the ending reference value for this code When entering a transaction the entered value is validat
20. ld Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 1 21 LETTUS User Manual Masterfile Maintenance Menu 1 1 18 Item Pre Set Maintenance This screen is used in conjunction with Lot entry Data Entry Standards in the way Lots are entered into the system can be established and maintained in this screen An example of a such standard could be the first item of every lot of tomatoes 1s to be entered as Cartons with a Grade of A To establish this standard select the Item Pre set Maintenance option from the Grower Crop Yield Maintenance menu and the following screen will be displayed 8B SmarTerm Essential Log in stw BEE 3 File Edit View Tools Properties Connection Window Help 18 x Gas Ql amp 5s e E esf aer een n 9 C CM C e CN b a dn C aA Uh _ Cel LIN 2 C ee CIN e C 23 CIN e UC 24 UIN e CUE 1 CIN _ CUE 2 CIN _ CUE 3 CIN CUE 9 CIN _ EGG 1 LIN __ EGG 2 IRAY __ TOM _l Count x15 i andrew stw Log in stw XL LGE ED r uo rp rn X m C lt 5 Item Pre Set Maintenance 4 Produce Item Unit Grade Size Description LEBRNESE Connected to 192 168 0 1 Enter the following fields Mort dos Misa Mord Capture Hold T420 1hri min Row3 Col20 Produce Enter the product code or press ListVal to display valid entries To select all produce codes enter In the exam
21. lp l x DS ma em snak 2E 8 Department Maintenance 6L Account Code Name Sales Description Cost Of Sales Description 01 PRODUCE 030 03 SALES GROWERS 273 00 PURCHASES GROWERS 02 FRUIT 230 03 SALES GROWERS 213 00 PURCHASES GROWERS 03 LOCAL CRUS 030 03 SALES GROWERS 013 00 PURCHASES GROWERS 04 LADY FINGERS 230 03 SALES GROWERS 013 00 PURCHASES GROWERS 05 NTH QLD CRUS 230 03 SALES GROWERS 273 00 PURCHASES GROWERS Q6 PRODUCE B 030 03 SALES GROWERS 273 00 PURCHASES GROWERS 07 VEGETABLES B 230 03 SALES GROWERS 273 00 PURCHASES GROWERS 08 MUSHROOMS B 230 03 SALES GROWERS 273 00 PURCHASES GROWERS 09 FRUIT B 030 02 SALES MARKET PURCHASES 272 00 MARKET PURCHASES 10 LOCAL CAV B 230 00 SALES MARKET PURCHASES 212 00 MARKET PURCHASES 11 LADY FINGERS B 230 03 SALES GROWERS 213 00 PURCHASES GROWERS 12 N QCAVS B 230 03 SALES GROWERS 273 00 PURCHASES GROWERS 13 C amp D SALAD MIX 230 03 SALES GROWERS 273 00 PURCHASES GROWERS Scroll to Create GL Account m andrew stw E andrew stw 3 Log in stw Connected to 192 168 0 1 Macro Print Capture Hold T420 Ohr15min Row4 Col13 Each department record requires the following Code A unique code used to identify the department Name The full department name Sales The Sale s General Ledger Accou
22. m Wi erin ea Cals Once a unit has been created it 1s linked to the stock item A stock item may only have one unit associated with it Each unit record requires the following Unit Type A unique code used to identify the stock unit Up to 4 characters may be used Description The description of the stock unit Group The Unit group as per Unit Group Maintenance Description The description of the Unit Group Refund Amount to be refunded by the Crate Service optional Cost Leave Blank or Enter Cost per Unit to charge Customer optional GL Account Enter General Ledger Sales Account optional Description Description of GL Account default Field Rep Commission Cents Unit The commission rate associated with this unit for field representatives who sell the wholesaler s services to the suppliers It is used in conjunction with the Field Rep Commission report optional Sell Mark up Enter the Mark Up in Dollars and Cents for this Unit External Reference Optionally enter an external interface Unit Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 1 10 LETTUS User Manual Masterfile Maintenance Menu 1 1 8 Unit Group Maintenance 8 File Edit View Tools Properties Connection window Help 81 xj Dd me eee Enae t 358 Unit Group Maintenance 4 Group Description NO DESCRIPTION CRRTON r IC co Count x2 Replace T andrew stw E andrew stw Log in stw Connected to 192 16
23. me Desc Combine Payments Grower Type Discount Percentage Supplier to Pay Printed on 16 May 2002 One character unique code id supplier type Examples of supplier types are G for grower L for levy O for other T for trade A short description of the supplier type A long description of the supplier type A flag set to Y or N Y indicates that supplier cheques are combined and only one cheque is drawn The supplier that is paid in this manner is set in the Pay to Supplier field and must be of the same supplier type as this supplier If this flag is set to Y then a grower return remittance will be produced for purchases from this supplier If this flag is N then a grower return remittance will not be produced Optionally entry the discount as a percentage for this Supplier Type The code of the supplier that will be given a combined payment This field is only required if the Combine Payments flag is set to Y Fresh Computer Systems Pty Ltd 1 4 LETTUS User Manual Masterfile Maintenance GL Code COS GL Code Sales GL Code AP Control Printed on 16 May 2002 Menu 1 The update of the general ledger will require the following values only when the general ledger update flag is set to supplier type in the system configuration file Otherwise these fields should be left blank The General ledger code that will be charged with the value of the purchase when processing grower returns or supplier stock invoices
24. me The name of the produce type GL Sales The General ledger code that will be charged with the value of the purchase when processing grower returns or supplier stock invoices Upon entry of a valid GL code the description will be displayed GL COS The General Ledger code that will be credited with the value of the sale when processing invoices Upon entry of a valid code the description will be displayed Note The update of the general ledger will only be by product type when the general ledger update flag is set to product type in the system configuration file Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 1 17 LETTUS User Manual Masterfile Maintenance Menu 1 1 15 Produce Maintenance Use this form to create or alter produce master records An example of produce master records are CAR for Carrots 2 SmarT erm Essential Log in stw e d x 8 File Edi View Tools Properties Connection Window Help l x Ba m amp e Em eed 8 e Code Description Customer Commission Typ Code Description I INTERSTRTE ALL RLL CUSTOMERS l gt qno q Count 10 V XSMSx SUPERMARKET SUPPLIES Produce Maintenance lt otats Lot Use Item Print on Invoice Dept Name Locn Description Size Grade Typ Descr Type Descr Item Descr Grade Size gt AP APPLES NE RT L ot N N oN APR 09 FRUIT B EN NN E FRUIT L N N NN RR Q7 VEGETABLES B N
25. mi Row8 Col 30 Make your report selection by completing the following fields Charge from Enter the beginning charge code of the range to report on ListVal may be used to assist in the selection of a charge code Pressing NxtFld will default this field to the first charge code to Enter the ending charge code of the range to report on Pressing NxtFld will default this field to the last charge code If only one code is required enter the same code in this field as entered in the charge from field Charge Type Enter the beginning charge type of the range to report on ListVal may be used to assist in the selection of a charge code Pressing NxtFld will default this field to the first charge type to Enter the ending charge type of the range to report on Pressing NxtFld will default this field to the last charge type If only one charge code 1s required enter the same type in the field as entered in the charge type to field All Values OK If you need to change any report selection values enter N and press NxtFld If all of the values entered are acceptable then you may accept the default value here by pressing NxtFld The report will now be printed to the device specified in the printer selection form Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 1 29 LETTUS User Manual Masterfile Maintenance Menu 1 1 24 Tracking Item Maintenance Items to be tracked are maintained through the Tracking Item Ma
26. nt that will be credited with the value of the sale when processing invoices Description The description of the above Sale General Ledger Account Cost Of Sales The General ledger code that will be charged with the value of the purchase when processing grower returns or supplier stock invoices Description The description of the above Sale General Ledger Account The update of the general ledger will only be by department when the general ledger update flag is set to department in the system configuration file Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 1 9 LETTUS User Manual Masterfile Maintenance Menu 1 E 1 7 Unit Maintenance This form allows you to create and maintain purchase sale and stock units for products within the system E Gimat enn Cecontial Log an Hw 3 Fie Ed View Toole Properes Connection Wee Heb E AE iege seg ugs H OCR a 0r Unit Maintenance Unit lt fAmount ield Rep Sell External Type Description Group Description Refund Cost GL Account Description Commission Mark Up Reference gt E BAG BIO BAG LOG _ B20 BAG BOND _ BCH BUNCH BIN BIN _ CIB CARTONLEKG No Description a CARTON CARTON la 6723 Cr3 S3 CRATE 30 0 00 0 00 403 00 PRLLET HIRE Customer Unit Costs Customer Mame Cost FRM 40180 Rt first record Court 14 V Replace 3 ande sia E andicechw E Log inthe Connected ta 192 11 misas Pin Capa H
27. ple above enter the produce code for Tomatoes Item Enter the item number to be used in the Lot Entry screen In the example above enter the item number as 1 Unit Enter the unit type or press ListVal to display valid entries In the example above enter the unit type code for cartons Grade Enter the grade of the produce In the example enter the Grade of A Size Enter the count size of the produce or press ListVal to display valid entries Description Enter the item description Press Commit to save these entries Information entered into this screen 1s used as a default only Upon entry of a Lot all information entered into this screen will be used Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 1 22 LETTUS User Manual Masterfile Maintenance Menu 1 1 19 Sundry Product Maintenance Non stock sales can be processed by LETTUS instead of processing a sale with a produce code a sundry product code is used A sundry product is a predefined link to the general ledger 2 SmarT erm Essential Log in stw e d x 8 File Edi View Tools Properties Connection Window Help l x Dd um aem 358 8 Sundry Product Maintenance Code Description GL Account Description Start GST gt ACHG PAYMENT CHARGE 309 00 BANK CHARGES E _ AVG AVERAGE PRICING 081 00 REBATES ALLOWED E _ BAD BAD DEBTS GST INCLUSIUE 301 00 BAD DEBTS 01 JUL 00 10 00 _ BADF BAD DEBTS GST FREE 301 00 BAD DEBTS EN
28. r records The DupFld key has been mapped to shortcut to the Master Charge GST Maintenance form for easy and quick keying of GST information While in the form Master Charge Maintenance press DupFld to display additional form Press Exit Cancel to return to original form The Scroll key has been mapped to shortcut to the General Ledger Account Maintenance form for quick and easy adding of General Ledger Account information While in the form Master Charge Maintenance press Scroll to display additional form Press Exit Cancel to return to original form Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 1 28 LETTUS User Manual Masterfile Maintenance Menu 1 1 23 Master Charge List Select this option to print a list of master charge records established on the system After selecting the print display option from the printer selection screen the following screen will be displayed VB SmarTerm Essential Log in stw m xi 8 File Edit View Tools Properties Connection Window Help amp x Ds me ejm saa 25a Master Charge Listing xxx DEMO COY ae Last Run Date Time MON 20 NOV 00 10 32 AM Current Date Time MON 24 SEP 01 03 20 PM Charge from ABGC BANANA LEVY to VEGETABLE LEVY Charge Type from _ COMMISSION to _ MISCELLANEOUS All values OK Y Count x1 Replace ij 7H andrewstw E Log in stw Connected to 192 168 0 1 Macro Print Capture Hold T420 1hr28
29. r selecting the print display option from the printer selection screen the following screen will be displayed VB SmarT erm Essential Log in stw 3 File Edit View Tools Properties Connection Window Help 8 x o us tele soak gt SSR le O 2 Sundry Product Listing xxx DEMO COY xxx Last Run Date Time TUE 19 DEC 00 11 43 RM Current Date Time MON 24 SEP 01 03 08 PM Product from AVERAGE PRICING tp CASH SALES ROUNDING All values OK Y Count x1 Replace 7H andrew stw Log in stw Connected to 192 168 0 1 Macro Print Capture Hold vT420 1 hr18 min Row 11 Col31 Make your report selection by completing the following fields Product from Enter the beginning product code of the range to report on ListVal may be used to assist in the selection of a code Pressing NxtFld will default this field to the first code to Enter the ending product code of the range to report on ListVal may be used to assist in the selection of a code Pressing NxtFld will default this field to the last code All value OK If you need to change any report selection values enter N and press NxtFld If all of the values entered are acceptable then you may accept the default value here by pressing NxtFld The report will now be printed to the device specified in the printer selection form Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 1 24 LETTUS User Manual Masterfile Maintenance
30. range is established in the accounts periods table Enter Y es to show the Current Period GST Total on Statements otherwise enter N o A flag set to Y or N Y indicates that customer balances are to be listed in a strip form on the statements N indicates that no customer balances are to be listed in strip form This option is used when the statements are printed by customer type The strip list 1s a list of customer codes and the current balance The listing is printed at the end of each group of customer types The General Ledger account code to be used for the posting of payments and invoices for this customer type This field is optional If this field is left blank then the system will use the Debtors General Ledger code specified in the system configuration When entered a description will be displayed Enter Y in this field to print invoice details at the top of every page Enter N ormal or 1 for Special Format Enter Y to print the percentage of the invoice retail total is made up of specials If this flag 1s set to Y then in addition to the normal cost price being shown in sell units the cost price will be shown calculated in retail units For example if a product was sold at 20 00 ctn and was retailed at 2 009 kg assuming a ratio of 10kg lctn the cost price would also show as 2 00 kg This simplifies the calculation of retail margins when the retail price 1s advised by the seller This functionality is only available in
31. rea of Bowen can be broken into say two territories of North and South or a territory of Australia can be broken into a number of areas The Customer is allocated to a territory in the territory code field in the Customer Maintenance option see Section 5 for more information To setup and maintain Territory Codes select the Customer Territory Maintenance option from the Masterfile Maintenance menu The following screen will be displayed 8B SmarT erm Essential Log in stw e d x 3 File Edit View Tools Properties Connection Window Help 8 x Osale Lem mma Territory Maintenance 4 Code Description ET ERST TERRITORY NT NORTHERN TERRITORY Count x0 Replace J E andew stw E andewstw 3 Log in stw Connected to 192 168 0 1 Macro Print Capture Hold T420 Ohr22min Row5 Col 22 Enter the following fields to setup a new territory code Code Enter a unique territory code Up to six characters may be used Description Enter the description for the territory code in the previous field Up to 30 characters may be used To modify a territory code or description position the cursor on the record to be changed by using NxtRec and PrvRec make the required changes and press Commit to save the changes to the database To delete a territory code position the cursor on the record to be deleted using NxtRec and PrvRec and press DelRec
32. tVal to display valid unit types When type has been selected the description will be displayed Press NxtFld to enter the optional field Unit Weight The DupFld key has been mapped to shortcut to the Produce GST Maintenance form for easy and quick keying of GST information Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 1 19 LETTUS User Manual Masterfile Maintenance Menu 1 1 16 Produce List A list of produce established on the system can be produced through this option Select the Produce List option from the Masterfile Maintenance menu After selecting the print display option from the printer selection screen and the following screen will be displayed m Smarter Caxential Log in ste Ele Ed Wew Tools Proveries Connection Window Hee Le x Make your Oe iB ee mum S9 Produce Listing xxx DEMO COY xxx produce Last Run Date Time THU 25 RPR 01 11 40 AM Current Date Time MON 24 SEP 01 02 43 PM List by P roduce or D epartment P Code from BPPLES to ZUCCHINI All values OK Y Count xl Replace D Dennencled lo T32 158301 Ma Ferd Eaptgs Hok Mi Uhi mm Aoi Col S report selection by completing the following fields List by P roduce or D epartment Code from to Enter P for the report to be listed by produce or D for the report to be listed by department Enter the beginning produce or department code of the range to report on ListVal ma
33. tVal to display valid Produce types The Produce type descriptor is displayed on entry of a valid Produce code P indicates the produce can be pooled L indicates that the produce is not normally pooled and A indicates that the produce is averaged Fresh Computer Systems Pty Ltd 1 18 LETTUS User Manual Masterfile Maintenance Use Item Descr Item Descr Grade Count Size Customer Commission Type Code Commission Levy Groups Groups Defined Unit Types Unit Types Menu 1 Enter Y here to print the item description on the invoice in place of the Produce description Enter Y to print Item Description on all invoices Enter Y here to print the grade of the item on the invoice Enter N if the grade is not required on the invoice Enter Y here to print the count size of the item on the invoice Enter N if the count size is not required on the invoice Enter the type of customer to be applicable to the commission Valid codes are Customer Code Customer Category Area All Customers p DE After selecting the applicable type press NxtFld to select the code relevant to the type Press ListVal to be displayed all relevant codes for that type Enter the Commission to be applied The produce can be associated with a number of levy groups these associations are entered Press ListVal for the full list of valid Levy groups The produce can be associated with a number of unit types Press Lis
34. the LETTUS Distribution system Fresh Computer Systems Pty Ltd 1 3 LETTUS User Manual Masterfile Maintenance Menu 1 1 2 Supplier Type Maintenance Each supplier belongs to a supplier type group The supplier types are created and maintained using this form 2 SmarT erm Essential Log in stw FEJ x 8 File Edi View Tools Properties Connection Window Help 18 x Oca 4 gt e8 e sloale gt a5 8 o 2 Supplier Type Maintenance Typ Name Description GL Account Description A AGENTS MARKET AGENTS IN BRISMARK CREDIT SERVICE COS Combine Pymnts Y Discount Percentage Sales Grower Type N Supplier to Pay BCS RP Cntr 883 00 CREDITORS TRADE F FREIGHT FREIGHT COMPANIES COS Combine Pymnts N Discount Percentage Sales Grower Type N Supplier to Pay AP Cntr 885 00 CREDITORS OTHER G GROWERS GROWERS COS Combine Pymits N Discount Percentage Sales Grower Type Y Supplier to Pay AP Cntr 883 00 CREDITORS TRADE I INTERSTATE INTERSTATE AGENTS COS Combine Pymits N Discount Percentage Sales Grower Type N Supplier to Pay AP Cntr 883 00 CREDITORS TRADE L LEW LEVY SUPPLIERS COS Combine Pymnts N Discount Percentage Sales Grower Type N Supplier to Pay AP Cntr 885 00 CREDITORS OTHER Count 5 V Replace l E andrew stw 3 andrew stw Log in stw Connected to 192 168 0 1 Macro Prnt Capture Hold VT420 Ohr9min Row3 Col10 Information required for each supplier type Type Na
35. y be used to assist in the selection of a code Pressing NxtFld will default this field to the first code Enter the ending produce or department code of the range to report on ListVal may be used to assist in the selection of a code Pressing NxtFld will default this field to the last code All value OK If you need to change any report selection values enter N and press NxtFld If Printed on 16 all of the values entered are acceptable then you may accept the default value here by pressing NxtFld The report will now be printed to the device specified in the printer selection form May 2002 Fresh Computer Systems Pty Ltd 1 20 LETTUS User Manual Masterfile Maintenance Menu 1 OOOO SSS 2 1 17 Count Size Maintenance Count size denotes the size of the produce This screen allows the user to establish the valid types of count size Details needed are the Count size and it s Description HEL SmarT mm Essential A Log m al 11 4 E m Fie Edt Yew Tod Properties onnecsen Window Heb 6 xi jDuu d n5 5585 Oo 7 Count Size Maintenance Size Description COCKTAIL LGE LARGE MEDIUM Count 19 Replace d T akowe 7E Log note Connected to 192 EGRE T cesse lee WER bheSRmae Wow Cal Enter the following fields Size Enter a unique 4 character code to be used for nominating the count size of the produce Description Enter a description for the count size entered in the previous fie
36. y is charged to the third party F reight Where freight charges are imposed and collected on behalf of the transport company A commission may be charged to the transport company C ommission Where sales commissions are charged to the grower Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 1 26 LETTUS User Manual Masterfile Maintenance Levy Group Rate Produce Cents Unit Group Type Grade Deduct Flag Lot Item Flag Menu 1 M iscellan Where a variety of miscellaneous charges are made as a result of a sale If required a collection fee may be charged This field contains the levy group that this charge belongs to This group must have already been set up using the Levy Group Maintenance This field is optional For charge types of L and M either this field or the produce field must have an entry So if this field is not entered then the produce field must be entered This field shows the levy rate as a percentage of the sale to which the levy applies You may either enter the rate as a percentage using this field or as a flat rate using the Cents Unit field You may change this rate if you wish The single produce for which a levy is to be charged This field is available only if the levy group 1s blank If the Rate field is blank then you may enter a flat cents per unit levy rate here If a Rate was entered then this field will not be available Either enter a valid Unit group or press NxtFl
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