dydacomp's multichannel order manager 5.4 setup guide

8/7/2019 Dydacomp's Multichannel Order Manager 5.4 Setup Guide

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Copyright

The Mail Order Manager software and its documentation are protected by both UnitedStates copyright law and international treaty provisions.You may not copy the Mail Order Manager softwareor the Mail Order Managerdocumentation for any reason except for archival purposes, and by express writtenpermission from Dydacomp Development Corporation.

Accumail is a registered trademark of DatatechAuthorize.Net is a registered trademark of Authorize.Net Corp.

Avery is a registered trademark of AveryBlackthorne & Blackthorne Pro is a registered trademark of eBay, Inc.R & R Report Writer is a registered trademark of Concentric Data Systems, Inc.Transcell is a registered trademark of Transcell Technology, Inc.Microsoft is a registered trademark of Microsoft, Inc.FoxPro is a registered trademark of Microsoft, Inc.MS Mail is a registered trademark of Microsoft, Inc.MS Word is a registered trademark of Microsoft, Inc.Microsoft Graph is a registered trademark of Microsoft, Inc.Microsoft Office is a registered trademark of Microsoft, Inc.Windows is a registered trademark of Microsoft, Inc.IBM is a registered trademark of International Business Machines CorporationNovell Netware is a registered trademark of Novell, Inc.

UPS OnLine is a registered trademark of United Parcel ServiceSiteLINK is a trademark of Dydacomp

This document published by Documentation Resources, Inc.

Version 5.4 for WindowsApril 2006


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Table of Contents

M.O.M. Windows Setup Guide i

Table of Contents

Introduction 1

About this Guide 1

What You Need to Run M.O.M. 3

Special Paper Supplies 3

Installing the M.O.M. Software 4

Starting M.O.M. 6

Getting Information 7

Becoming Familiar with M.O.M. and Windows 9

Some Troubleshooting and Savings Tips 14

Backing Up Your Data 16

Chapter 1 Making Preliminary Settings 18

Setting Up System Users and Assigning Security Levels 19

Setting Up Your Company Billing and Shipping Addresses 21

Setting Up User Defined Order Entry Preferences 23

Setting Up User Defined Contact Entry Preferences 24

Setting Up User Defined Customer Lookup Preferences 25

Setting Up User Defined Point Of Purchase Preferences 26

Setting Up User Defined General Lookup Preferences 27

Customizing the Customer Entry Screens 29


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Table of Contents

ii M.O.M. Windows Setup Guide

Customizing the Order Entry Screens 32

Selecting Forms and Form Options 36

Customizing Order Processing 37

Selecting Special Print Output Options 40

Setting Up Sales Commission Groups 41

Chapter 2 Setting Up Suppliers and Stock Information43

Setting Up Suppliers 44

Setting Up a New Stock Item 45

Establishing Starting Inventory or Viewing Current Information 47

Establishing Warehouse Locations for Items (Bins) 48

Establishing Inventory Low Level and Purchasing Levels 50

Establishing Special Selling Prices 53

Establishing UPC, ISBN or Alternate IDs for a Stock Item 55

Establishing a Product Classification Code for a Stock Item 56

Establishing a Product Shipping Preference 56

Setting Up Shipping Information for an Item 57

Establishing Salesperson Commissions 58

Establishing Royalty Payments 59

Setting Up an Item-Specific Customer Notice 60

Setting Up Advanced Search Criteria 60

Setting Up Accounting Information for a Stock Item 61


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Table of Contents

M.O.M. Windows Setup Guide iii

Setting Up Special Types of Items 62

Setting Up an Item Substitution, Cross-Sell, Up-Sell or Promotion 80

Discontinuing an Item or Preventing an Item from Being Sold 83

Establishing Product and Supplier Return Codes 83

Renaming Stock Items 85

Changing Product Retail and Special Prices 86

Changing Product Vendor Prices 87

Printing Additional Stock ID Labels 88

Chapter 3 Setting Up Advertising and MarketingInformation 91

Setting Up Source Keys for Media Tracking 92

Setting Up Catalogs 93

Setting Up Customer Form Letters 97

Setting Up Pre-Defined Gift Greetings 104

Setting Up a Points and Rewards Program 105

Establishing RFM Analysis Settings 108

Creating a Default Advertising Message for Customer Invoices 110

Setting Up Order Type Codes 112

Setting up Order Promotions 113

Chapter 4 Setting Up Accounting Information 116Setting Up Sales Taxes 117


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Table of Contents

iv M.O.M. Windows Setup Guide

Setting Up Credit Card Merchant Accounts 121

Setting Up Accounts Payable Terms for Suppliers 123

Setting Up Default Customer Terms 124

Setting Up COD and Open Invoice Order Payment Rules 126

Setting Up the General Ledger Interface 126

Establishing Inventory Valuation Method 131

Chapter 5 Setting Up Shipping Information 134

Setting Up Shipping Methods 135

Setting Up Carrier Zones and Rates for Shipping Methods 137

Establishing Customer Charges for Shipping Methods 141

Setting Up Special Shipping Charges for a Stock Item 144

Setting Up a Flat Rate Shipping Charge for a Source Key 145

Setting Up UPS Call Tag Service 146

Determining Carrier Calculated Declared Value 148

Allocating COD Charges for Orders Shipped in Multiple Boxes 149

Setting Up the UPS OnLine Compatible Interface 150

Setting Up Interfaces to Other Shipping Systems 151

Setting Up the Interface for an Electronic Bench Scale 151

Making Special Settings for Drop Shipments 152

Chapter 6 Setting Up Special Customer Information154


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Table of Contents

M.O.M. Windows Setup Guide v

Establishing Customer Type Codes 155

Creating Special Customer Demographics Information Screens 158

Establishing Customer Honorifics and Salutations 162

Chapter 7 Setting Up the Telemarketing Module 164

Creating Telemarketing Scripts 165

Entering Modem Settings for the Auto-Dialing Feature 167

Chapter 8 Setting Up the Interactive Credit CardAuthorization System 170

About the M.O.M. and SiteLINK Internet Gateway 171

Setting Up ICCAS 172

Chapter 9 Setting Up the Import/Export Module 174

Planning the Use of the Import/Export Module 175

Establishing Default Settings for Import or Export Sessions 177

Chapter 10 Setting Up the Multi-Company Controller

Module 180Setting Up Companies 181

Chapter 11 Setting Up the Point of Purchase Module184

Defining Settings for the Point of Purchase Module 185

Chapter 12 Setting Up the Advanced WarehouseModule 188

Setting Up Warehouses 189

Setting Up Warehouse Service Regions 191


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Table of Contents

vi M.O.M. Windows Setup Guide

Setting Up Warehouse Use Preferences for Stock Items 193

Chapter 13 Setting up the Web Auction ManagementModule 196

Setting up the interface with eBays Blackthorne Pro Software 197

Setting up a Stock Item for Auction 198

Chapter 14 Setting up the Address Correction andValidation Module 200

Setting up ACVM 201

Chapter 15 eCommerce Management Setup 204

Amazon Order Management Feed Setup 205

Amazon Order Management Product Setup 207

ShopSite Order Management Feed Setup 209

ShopSite Order Management Product Setup 211

Miva Order Management Feed Setup 213

Miva Order Management Product Setup 215


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Introducti

M.O.M. Windows Setup Guide 1

Introduction

Welcome to Mail Order Manager (M.O.M.) for Windows, the powerfusoftware package designed expressly for both business-to-businessand business-to-consumer direct marketing and catalog companies.

M.O.M is designed to take advantage of the most sophisticatedtechniques and programming devices available for Windows softwar

Because all of the essential business functions for direct marketing arincluded in the software, M.O.M. provides a complete and cost-effective automation solution for anyone selling products or servicesby mail, phone, or even the World Wide Web. With M.O.M., each ofthe major application areas of your business is expertly managed inone highly integrated program, including:

mail, phone and web order entry and order processing inventory management and purchasing

customer and contact management

journal accounting and reporting

shipping control and shipping system interfaces

profit and response analysis

list management and mailing

subscription management

order import and export

sophisticated reporting using a relational database design

About this GuideThis guide is designed to help you find what you are looking forquickly and easily. Each section is organized around the tasks that yoneed to perform for your business. In addition, each page is designeto let you locate and read only the information you need.


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Setting Up Mail Order Manager

2 M.O.M. Windows Setup Guide

Whats in this GuideThe contents are arranged to serve both as a source of reference andas an instructional tool.

Introductioncontains instructions for software installation and

provides other general information about the system. Setting Up Mail Order Managercontains step by step instructionon how to set up the databases for your stock items, advertisinginformation, accounting information, etc., as well as setting up theoptional modules available in M.O.M., such as the Interactive CredCard Authorization System and Contact Management module.

Conventions used in this GuideThe following conventions are used in this Guide.

SymbolsTo enable you to more easily reference important information, thefollowing symbols are used as identifiers.

Note: This symbol identifies a note or additional information abouthe use of a particular field or option in the system.

Hint: This symbol identifies a suggestion for the application of aM.O.M. feature or function.

Warning! This symbol identifies a special advisement about aparticular condition or situation pertaining to a system function oruser procedure.

Click on: tells you to use your computer mouse for the procedure

Type: tells you to type a specific word or command using yourcomputer keyboard.


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Introducti


What You Need to Run M.O.M.The information below is provided as a quick summary.

System Processor and Operating System M.O.M. for Windows requires a standard PC hardware/operating

system, including the following. Pentium or Equivalent Processor 64 MB RAM Minimum, 512 MB RAM Suggested Windows 2000, XP or Vista. Hard Disk Drive with at least 50 MB of available space. On an

ongoing basis, 1 MB of storage per 1000 orders is recommended. An Internet connection (for SiteLINK and/or ICCAS only)

Networks

For network installations, M.O.M. supports any NetBEIU/NetBIOScompatible LAN.

PrintersMany types of printers are available in todays marketplace. Keep inmind, M.O.M. can support multiple printers connected to yourcomputer. For this reason, different types of printers may be used.Paper forms are available for both laser and tractor feed printers.

Special Paper SuppliesDepending on how you use M.O.M., and what forms you want to prinfor your daily order processing, paper forms must be ordered for youM.O.M. system. Special forms include the following.

INVOICES and PACKING SLIPS - imprinted with company logo insingle or multiple part with attached box labels or plain paperinvoice. Available in styles for laser printers and pin-feed printers.

PURCHASE ORDERS - imprinted for drop shipments and internallyfulfilled orders. Available in styles for laser printers and pin-feed

printers. LETTERHEAD - for customer notices. WINDOW ENVELOPE - for letterhead, invoices, purchase orders,

and statements. CONTINUOUS CHECKS - imprinted for Accounts Payable and

Customer Refund processing. Available in styles for pin-feed andlaser printers.


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STATEMENTS - imprinted for Customer Statements. Available instyles for laser printers and pin-feed printers.

GIFT CERTIFICATES - imprinted for laser printers. LABELS - pressure-sensitive, imprinted with logo for shipping and

or catalog mailing. All special paper forms and labels used with Mail Order Manager ar

available through Software Forms, Inc. 800-651-FORM (3676).

Other Paper SuppliesOther paper supplies required, including Avery labels, regular andwide report paper, can be obtained from any office supply store.

Installing the M.O.M. SoftwareTo install your M.O.M. software, follow the instructions that apply to

the M.O.M. system you have purchased, either the single station ornetwork version.

Single Station Version

Prerequisites1. Be sure the CPU, monitor and printer are cabled properly, receivin

power and are switched on.2. Be sure that Windows is installed.

Install the M.O.M. System1. Make sure the Microsoft Windows Operating System is running.2. Insert the CD labeled Main System Installation into your CD-ROM

drive.

3. If the Mail Order Manager System Installation menu is automaticalldisplayed, skip to Step 6 below.

4. In Windows, select the START button and choose Run.5. Type: d:\setup, where dis the letter representing your CD-ROM

drive, and press .

6. On the Mail Order Manager System Installation menu, select theNew System Installation option. Follow the instructions on thescreen. You will be able to choose the destination drive anddirectory location for your actual system.


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Introducti


7. Once the installation process is complete, MOM prompts you tocreate your first user in the system. This user must be set up as anauthorization level of Owner/Operator. See Setting Up System Userand Assigning Security Levels in Chapter 1.

Network Version

Prerequisites1. Be sure the CPU, monitor and printer are cabled properly, receivin

power and are switched on.2. Be sure that Windows is installed.

Install the M.O.M. System (First Station)1. Make sure the Microsoft Windows Operating System is running.2. Follow steps 2-7 for the Single Station Version installation on the

previous page. In Step 6, make sure you select a networked drive

Installing and Setting Up the Additional Network WorkstationsThere are two ways to set up additional workstations for access toyour M.O.M. system.

Method 1: CD-ROM Based Workstation Set Up

To use this set up option, each workstation must have a CD drive an

the following set up procedure must be run at each workstation.

1. Make sure the Microsoft Windows Operating System is running.2. Insert the CD labeled Main System Installation into the workstatio

CD-ROM drive.

3. If the Mail Order Manager System Installation menu is automaticalldisplayed, skip to Step 6 below.

4. In Windows, select the START button and choose Run.5. Type: d:\setup, where dis the letter representing your CD-ROM

drive, and press .

6. On the Mail Order Manager System Installation menu, select theWorkstation Installation option.

7. Follow the instructions on the screen.


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8. Once the installation process is complete, MOM prompts you tocreate your first user in the system. This user must be set up as anauthorization level of Owner/Operator. See Setting Up System Userand Assigning Security Levels in Chapter 1.

Method 2 - LAN Drive Based Workstation Set Up

This set up option is suggested for more than 3 stations.

Copy the contents of the d:\workstn directory located on the CD-ROMto any LAN drive, into a directory with the same name (such asf:\workstn). Be sure to include all sub-directories. You can useWindows Explorer or use a DOS copy command such as:

XCOPY D:\WORKSTN F:\WORKSTN /S

At each workstation:

9. Make sure the Microsoft Windows Operating System is running.10. In Windows, select the START button and choose Run.11. Type: f:\workstn\disk1\setup, where f is the letter representin

your LAN drive, and press .

12. Follow the instructions on the screen.13. Repeat these steps at each workstation where M.O.M. will be used

You may wish to leave this directory in place for future workstatio

set ups.

Starting M.O.M.Once M.O.M. is installed, to start the program at any workstation,

Click on: StartProgramsMail Order Manager 5.4M.O.M. Version 5.4

OR, on your Windows desktop,

Click on:


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Getting InformationThe user documentation for your M.O.M. system consists of threemajor components, each one designed to help you in a specific wayIn addition, technical support is also available.

User Learning GuideThe Mail Order Manager User Learning Guide is a companion book tthe User Reference Guide. The Learning Guide is designed to help thnew user learn how to use M.O.M.s most common functions.

It is designed to be used interactively with the M.O.M. WorkingDemonstration software.

The User Learning Guide addresses the following activities:

Entering and Reviewing Orders Working with Customer Information Processing Orders Setting Up a Stock Item Using the Purchasing Functions Daily Accounting Activities Creating a Mailing List

Mail Order Manager On-Line HelpM.O.M. for Windows includes extensive help that you can accessquickly and easily when you need detailed information on a feature.There are three different types of on-line help available.

1. Help for Buttons tells you what a button does before you use it.Drag your mouse pointer slowly over the button to display the tootip help explanation of that buttons use.

2. Screen Level Help explains the purpose and use of the screen anincludes definitions for the fields on the screen. To access thescreen level help for a screen, press on the screen or on the TooBar,

Help for Tool Bar But-tons


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Click on:

3. Search-For Help lets you search the entire on-line help system fohelp on a particular topic. To access the search, select Help on thMenu Bar. Then select Search For Help On...

To help you find related information, all of the Help screens in M.O.Mcontain hypertext links (cross-references) to other related Helptopics. To jump to another topic, double click on any green line tosee details on that topic.

User Reference GuideThe purpose of the M.O.M. Windows User Reference Guide is to helyou easily find the information you need according to the task that yoare completing. The User Reference Guide also includes

cross-references to M.O.M.s on-line help that you can use with theSearch-For option in the on-line help system. In the guide, thecross-references look like this:

For information about See

Documentation components Documentation

Technical SupportAs a licensed M.O.M. user, you receive the highest level of technicalassistance, Dydacomp Development Corporation provides completeproduct support, including the following:

Telephone support during normal business hours, Monday througThursday, 9 am to 6:00 pm and Friday, 9 am to 5:00 pm EST, 973-237-0300.

FAX support at 973-237-9039 E-mail support at [email protected] Web based help at www.dydacomp.com/support.As a new client, you may have been provided with a free period ofsupport. After this period, you may continue your support contract o

a yearly renewal basis. Prior to the anniversary date of your purchaseDydacomp automatically notifies you to ensure that your supportservice continues uninterrupted.

In order for us to better assist you, please reference your M.O.M.license number when contacting technical support.


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Introducti


Becoming Familiar with M.O.M. and WindowsIf youve used Windows before, everything about M.O.M. will alreadseem very familiar. The menu design and the ways that you navigateand perform functions in M.O.M. are all modeled on standardWindowdesign conventions. Even the Help System is just like every other

help system for Windows.

MenusThere are two types of menus in M.O.M. for Windows.

Menu Bar- on the top of your screen with the words File, Edit,Customer, Order, etc.

Tool Bar- right below the Menu Bar with the colorful picturebuttons.

The Menu Bar contains all of the options and functions in the M.O.Msystem. The Tool Bar is a subset of the Menu Bar and contains onlythose options that you use most often.

Using the Menu Bar

Each option on the Menu Bar contains a pull-down menu with all ofthe functions relating to that option.

There are two ways to select a Menu Bar Option.

Using Your Mouse

Use your mouse and click on the option on the Menu Bar to displaythe pull-down menu. To select an option on the pull-down menu,click on that option.

Help for Tool BarButtons

Pull-Down Menu


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Using Your Keyboard

Throughout the M.O.M. system, menu options, push-buttons, andother graphical selections have a corresponding keyboard hot-keyletter. You can easily recognize the hot-key letter because it isunderlined in the option name. For instance, in the Menu Bar optionProduct, the P is the hot-key. To use the hot-key, press and hold on your keyboard and press the appropriate hot-key for that option.

Using the Tool BarNot every screen in M.O.M. has a Tool Bar, and in most cases the TooBar is provided only as a way to quickly access those options that youse most. To use the Tool Bar, just click on the button.

Lookup ScreensThe Lookup screen is one of the most useful and powerful tools in

M.O.M. Throughout the system, it can be used to find any one of themaintainable objects in the system (Source Key, Stock Item, User,Catalog Code, etc.) using virtually any piece of information about thaobject.

The top line of fields, LOOKUP ON, CONDITION, and VALUE wortogether to express the formula to be used as the lookup criteria.

1. Use the LOOKUP ON pull-down menu to select the piece ofinformation about the object to be used as the lookup criteria.

2. Use the CONDITION pull-down menu to specify the way thelookup matches are to be determined based on the VALUE. For

Lookup Screen


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instance, equals, greater than, contains, etc.

3. Enter the VALUE to be used to determine a match and press.The results of the search are displayed in the list.

4. Optionally, use the SORT BY pull-down menu to sort the list usina specific piece of information.

5.Optionally, use the THIRD COLUMN pull-down menu to show aspecific piece of information in the third column of the list.

For example, a supplier of ours, the American Exercise SupplyCompany (AES) has gone out of business. We buy many items fromthem and want to make sure that we enter a new supplier code foreach of these items. Therefore we need to look up the stock items fothat supplier and make the appropriate changes.

LOOKUP ON - We would select Current Distributor, because we arebasing the lookup on the supplier of the items.

CONDITION - We would select EQUALS, because we are basing oulookup on the supplier code for the American Exercise Company.

VALUE- We would enter AES, the supplier code for the AmericanExercise Supply Company.

Press and the stock items for that supplier are listed.

Note: The lookup parameters selected above are optionally saved buser ID for the next lookup depending n the preferred setup by thauser. See Setting Up Defined General Lookup Preferences in Chapte1.

Hint: Place the cursor in the Value field and press ENTER to viewthe list of all stock items

Multi-Select ScreensLike the Lookup screens, the Multi-Select screens let you find one ormore of the maintainable objects in M.O.M. and then allows you to

select either one or several of these items to create a list. These screenare used throughout M.O.M. but mostly for generating reports.


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The three fields on the top of the screen are used the same way as othe Lookup screen, except the first field is called SELECT ON insteaofLOOKUP ON. The items that match the criteria you specified arethen listed in the Available Items box.

1. To select items from the Available Items List, highlight the item andselect the INCLUDE button or drag and drop the item with yourmouse into the Selected Items List box.

2. To include all of the items in the Available Items box select the

INCLUDE ALL button.3. If you wish to remove an item from the Selected Items List, select thREMOVE button or drag and drop the item with your mouse bacinto the Available Item List box.

4. To remove all of the items from the Selected Items box, select theREMOVE ALL button.

For example, we want to run a Master Inventory report, but we onlywant to include only the stock items that cost over $100.

SELECT ON - We would select PRICE, because we are basing the

lookup on the price of the items.

CONDITION - We would select GREATER THAN, because we arebasing our lookup on items over $100.

VALUE - We would enter 100.

Multi- SelectScreen


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Press and the stock items over $100 are listed in the AvailableItems List box. We want to run the report for all of these items so weselect the INCLUDE ALL button, and all of the items are then added tthe Selected Items List box.

Note: The lookup parameters selected above are optionally saved b

user ID for the next lookup depending n the preferred setup by thauser. See Setting Up Defined General Lookup Preferences in Chapte1.

Report Output Options ScreenWhenever something is printed in M.O.M., whether automatically orby using the PRINT button on a screen, the Report Output Optionsscreen is displayed. There are many options available for use on thisscreen.

Printing, Viewing or Graphing1. To print, graph or view the output,

Click on:

2. Use the pull-down menu to select the printer or device.3. Optionally, select the SETUP button to define page orientation, tra

selection, etc. for the printer or device.

4. Optionally, select the MORE>>> button to display the Page Rangoptions. (Shown in the screen above.) Use the radiobuttons toselect all pages (the default), just the first page, or a range of page

Report OutputOptions


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Select Print to File to send the entire output to a file instead of aprinter for use at a later time. If this option is selected, you areprompted for the file name when you select the PRINT button inStep 7 which follows.

5. To close the Page Range options, select the LESS


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When to ReindexIndex files are usually corrupted when the M.O.M. program is exitedimproperly or when an electrical or hardware failure occurs duringuse. If M.O.M is unable to find an order or customer that is known tbe on file in the system, you more than likely to have a corruptedindex. In this case, it is necessary to rebuild the corrupted index filesto bring back this lost information.

How to ReindexTo reindex M.O.M., follow this procedure.

1. Make sure that all users are logged out of M.O.M.

Warning: It is absolutely necessary to have exclusive use of theM.O.M. system when reindexing.

2. On the Main Menu Bar,

Click on: FileReindex System Files

The Reindex Database(s) Selection screen is displayed.

3. Select the files you need to reindex. For instance, in the CustomerFile, the indexes are the Last Name, Company Name, ZIP Code,Phone Number, Customer Number, and Alternate CustomerNumber.

4. Select the INCLUDE and REMOVE buttons (or drag and drop wityour mouse) to create the Selected Items List of files to bereindexed.

ReindexDatabase(s)

SelectionScreen


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5. Select the REINDEX button to rebuild the indexes.

Note: Reindexing is not a cure-all program. If problems persistafter reindexing, contact a Dydacomp Technical Supportrepresentative.

Backing Up Your DataPlease remember, accurate data is your most valuable asset. The wayto keep data safe and up-to-date is to back up frequently!Protect youbusiness from data loss! The most common reason for data loss ishardware or electrical failure. To avoid any problems associated withthese conditions, it is strongly suggested that all files associated withM.O.M. and its databases be backed up regularly and frequently.Archive all back-up copies in a safe place. If you have a lot of data,you might want to consider using a streaming tape backup system.Depending on which operating system and version you are running,back-up and restore procedures vary. Consult your operating systemreference manual for specific procedures.

Routine Back-upsMost users back-up their data based on the volume of orders enteredIf you have a high volume of data (network versions especially), bacup every day. If you have just a few orders per day, you might onlyneed to back up every other day or even once a week. If yourbusiness is phone order generated, you should back-up very

frequently, since you have no written audit trail.

Special SituationsIn addition to routine back-ups, back-up your data before:

Running either the Post A/R or Post A/P functions in M.O.M., sincposted information is finalized in the general ledger

Your computer or network server is repaired or moved Any type of electrical or construction work is done in the vicinity o

your computer or network server Attempting to install an option, update or new release of M.O.M. o

any other software

DisclaimerDydacomp is not responsible for any lost data due to user negligencin performing routine or special situation back-ups.


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Chapter 1

Making Preliminary Settings

This chapter provides detailed instruction on the following:

Setting Up System Users and Assigning Security Levels

Setting Up Your Company Billing and Shipping Addresses

Setting Up User Defined Order Entry Preferences

Setting Up User Defined Contact Entry Preferences

Setting Up User Defined Customer Lookup Preferences

Setting Up User Defined Point Of Purchase Preferences

Setting Up User Defined General Lookup Preferences

Customizing the Customer Entry Screens

Customizing the Order Entry Screens

Selecting Paper Forms and Form Options

Customizing Order Processing

Selecting Special Print Output Options Setting Up Sales Commission Groups


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Chapter 1Making Preliminary Settin


Setting Up System Users and Assigning Security LevelsEach person in your organization who uses Mail Order Manager needto have a unique identification code. This identification code is usedthroughout M.O.M. to track each customer transaction and customercontact. The code lets you determine who took a customer order, wh

talked to a customer, who processed a payment, etc. The identificatiocode also enables you, the business operator or owner, to control whaM.O.M. functions and options each user may access.

To set up a new user or to change the information for an existing use


Click on: MaintainSystem InformationUser Security Profiles

The User ID Lookup screen is displayed.

2. For an existing user, use the lookup screen to find and select theuser and display the User ID Information screen.

For a new user, select the NEW button to display the User IDInformation screen.

Looking upa User


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3. Enter an ID code for the new user and complete the other fields arequired.

4. If the new user is a salesperson in your organization, check the Useis a Salesperson box. Those users that are classified assalespersons are included in the commissions calculations of theProfit by Product Report. Optionally, select a Sales CommissionGroup to which the salesperson belongs.

Note: Sales Commission Groups must be setup in advance of settinup salespersons. See Setting Up Sales Commission Groups later inthis chapter.

5. If the user is a salesperson, and has their own commission structur(not those in the Sales Commission Group) check the box titledUse Special Commission Calculations for This SalespersonEnter commissions calculations based on Selling Price, GrossProfit, or Net Profit. Any combination of fields can be used.

6. If the new user does picking and/or packing using the PackersWorkstation for order processing, select the User is a Picker/Packer. This field is only used when the Advanced WarehouseModule is installed with your M.O.M. system. If it is not installed,the field is dimmed.

7. If the user is assigned to just one single warehouse, check the boxUser is Permanently Assigned to Warehouse and select thewarehouse in the pull-down list.

UserInformation


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3. Type in your companys Billing Address.4. Type in your companys main Phone number.5. Select the Country in which your company operates.6. Type in the State Codeor province for your company.7. Type in your companys Shipping Address to be printed on

purchase orders to your suppliers.

8. Optionally, the Setup Countrys Phone Entry Formatenable yoto select a country from the SETUP PHONE FORMAT FOR

dropdown menu and type in the PHONE FORMAT.

The United States and Canada do not appear in the list becausethese dialing formats have already been setup in M.O.M.

9. Optionally, type in the Ship from Address Format to Appear onShipping Labels. Select VIEW SAMPLE FOR for a preview of howthe label will appear.

Note: If you are using multiple warehouses with the optionalAdvanced Warehouse Module, enter a default shipping address; i.eyour main warehouse or selling location.

See AlsoMail Order Manager HelpFor information about See

Company Name and Address Global ParametersMaintenance-Company Address

Multiple Warehouses Advanced Warehouse Module

CompanyBilling and

ShippingAddresses


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Setting Up User Defined Order Entry PreferencesM.O.M. enables each user to establish time saving preferences for aorder. These preferences can be changed as often as required by eacuser.

To establish user order entry preferences,


Click on: FileMy Preferences

The User Defined Preferences screen is displayed.

2. Select the Order tab.

3. Optionally, enter one or more of the defaults to be used on allorders entered by you. These defaults are Shipping Method, SourcKey, Catalog Code, Sales ID, Order # To Use As A PermanentTemplate, Order Type, Order Priority and Other Search in OrderLookup. These will only be used as defaults, and can be changed ieach new order as required.


User Defined Preferences User Defined Preferences -Order Tab

User DefinedPreferences -

Order Tab


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Setting Up User Defined Contact Entry PreferencesM.O.M. enables each user to establish time saving preferences forcontact entry. These preferences can be changed as often as requiredby each user.

To establish user contact entry preferences,




2. Select the Contact tab.

3. Optionally, select which one of the two tabs in Contact Entry youwant to be displayed as a default. Also, optionally, select a defaulCatalog Code and or Customer Notice to send to each contact entryFinally, select to automatically default the check box to Yes for thPrint a Catalog Mailing Label for each contact entry. When youenter a new contact for a customer, Print a Catalog Mailing Label

automatically selected.


Contact Tab


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See AlsoMail Order Manager Help


User Defined Preferences User Defined Preferences -Contact Tab

Setting Up User Defined Customer Lookup PreferencesM.O.M. enables each user to establish time saving preferences forcustomer lookup. These preferences can be changed as often asrequired by each user.

To establish user customer lookup preferences,



The User Defined Order screen is displayed.

2. Select the Customer tab.

3. Optionally, select the default Customer Lookup Search, CustomerLookup Third Column and Tab in Customer to customize your usof those features in M.O.M.

4. Optionally, use the Retain Last Customer Lookup Criteria check boto retain the last customer lookup criteria the next time you openthe Customer Lookup screen.

User DefinedPreferences -Customer Tab


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User Defined Preferences User Defined Preferences -Customer Tab

Setting Up User Defined Point Of Purchase PreferencesM.O.M. enables each user to establish time saving preferences forPoint Of Purchase. These preferences can be changed as often asrequired by each user.

To establish user Point Of Purchase preferences,




2. Select the POP tab.

3. Select the Type of Cash Drawer being used: either No Built-in Sliin slot for Checks & Credit Card Receipts or Built-in Slip-inslot for Checks & Credit Card Receipts

4. Select the printer for POP receipts by using the pull-down menu inthe Printer for POP Receipts field.


POP Tab


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5. If you are using a cash drawer with your workstation, enter the casdrawer open sequence in the Cash Drawer OpenSequence fieldthe cut sequence in the Cut Sequencefield, the color sequence your printer will print Red ink in the Color Sequence (Red) fieldthe color sequence for the black ink in the Default ColorSequence (Black) field.

Note: If you are using a special receipt printer, you must install it iyour Windows settings as you would any other printer forWindows.

6. Select the Pole Display Interface Port if you will be using a poledisplay.

7. Optionally, enter a Welcome Message to be Shown on The PolDisplay and Goodbye Message to be Shown on The PoleDisplay. This may be a promotion message or a Thank you forShopping at Our Store.

See AlsoMail Order Manager HelpFor information about SeeUser Defined Preferences User Defined Preferences - POP Tab

Setting Up User Defined General Lookup PreferencesM.O.M. enables each user to establish time saving preferences fororder and product lookup. These preferences can be changed as ofte

as required by each user.

To establish user order and product lookup preferences,




2. Select the General tab.


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3. Optionally, select the Always go to Main Address wheneverlooking up Contacts, Ship-Tos, Gift Recipients, Mailing andAlternate Addresses check box to automatically default to a maior primary address in M.O.M. whenever you search and find arelated address such as a ship-to address, gift-to address, contactname, etc.

4. Optionally, select the Do not use the Selling Tools Featurecheckbox to disable cross-sell, up-sell, substitution and promotionselling tools.

5. Optionally, select the Remember the Last Value used in Lookupcheckbox to automatically display the last value in your lookupscreens.

6. In the F2 Product Lookup Search Criteria section of the screen, youmay select to automatically use Full Lookup or Advanced SearchCriteria when pressing the F2 key otherwise, Full Lookup is thedefault.


User Defined Preferences User Defined Preferences -General Tab

Advanced Search Criteria Global Parameters Maintenance -Miscellaneous


General Tab


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Customizing the Customer Entry ScreensThe Customer Lookup and Customer Information screens are usedthroughout your M.O.M. system to find and view information about customer in the database. To enable you to better use these screens,several customization options are provided to let you tailor M.O.M. t

best suit the needs of your customer service staff.

Customer Lookup - Defining the Cursor SequenceThere are seven fields that can be used to search for a customer on thCustomer and Order Lookup screen.

Last Name Company Name ZIP Code Phone Number Customer Number Alternate Customer Number E-Mail AddressA retail mail order company may always want to start with the LastName of the customer. A business-to-business company may alwayswant to start with the Company Name field. To establish the sequencfor the cursor through these seven fields for your company,


Click on: MaintainSystem InformationGlobal Parameters

The Global Parameter Maintenance screen is displayed.

2. Select the Customer Entry tab.


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3. The list of fields in the Customer Lookup Sequence box arearranged using the Windows mover bars. Use your mouse to clicand drag to arrange the fields in the sequence desired with the tofield in the list being the first field in the cursor sequence. Thesequence can be changed at any time.

4. Check Also include First Name in Lookup to enable yourcustomer service staff to include first name and last name for amore precise search.

5. Check Use Sound Search on Last Name Lookup to enablelookup based on names that sound alike as well as namesspelled alike. This enables an entry of JONZ to produce a list onames including JOANS, JONES and JONZ.

Note: Names that sound alike are included at the bottom of lists omatches in the customer search screens.

Automatic Formatting for New Customer EntryTo improve the speed of the keying process for a new customer,M.O.M. provides three different options for keying in a new custome

name and address.

To set these options for your company,

Customer EntryTab in

MaintainGlobal

Parameters


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2. Select the Customer Entry tab. (See the previous screen.)3. Select one of the three options for Format for Name and Address.

The Initial Caps and Upper Case options are applied no matter howthe name is typed. Free Form preserves the upper and lower caseas typed by the operator.

Alternate Customer Number Field for LookupAs another means of simplifying the task of finding a customer in

your database, you can create a customized Alternate CustomerNumber by combining various database fields of customer informatiointo one single XBASE expression. For instance, you could combinethe Last Name of the Customer with ZIP code and phone number arecode to create a single lookup field. When customer Smith of WayneNJ (ZIP Code = 07470 and area code = 201) calls to place anotherorder, you would enter SMITH07470201 in the Alternate CustomerNumber field to find an exact match.

Once the Alternate Customer Number field is defined as an XBASE

expression, M.O.M. automatically creates the unique number for eaccustomer in the database.

Note: If you change the XBASE expression, M.O.M. gives a newalternate customer number to each customer that has a blankAlternate # field.

To create an Alternate Customer Number,




2. Select the Customer Entry tab. (See the previous screen.)3. Consult the Customer File (CUST.DBF) in the Data Dictionary in th


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M.O.M. On-Line Help and enter one or more field names in XBASformat in the XBASE Expression for Alternate CustomerNumber field. When combining field names, be sure to separatethe fields with +. For example,

4. STR(CUSTNUM)+ZIPCODE+SUBSTR(PHONE,2,3)

Hint:Use the BUILD button to help you create the expression usin

the XBASE Expression Builder.


Customizing Customer Entry Global ParametersMaintenance-Customer Entry

Data Dictionary Data DictionaryUsing the XBASE Builder XBASE Expression Builder

Customizing the Order Entry ScreensTo enable each company to tailor the use of the order entry screensand to establish company-specific business rules regarding informatiorequired at order entry, M.O.M. provides several options forcustomizing order entry.

Establishing Order Entry Business RulesM.O.M. provides several parameters that help you control what

information is required for each new order, as well as how thoseorders are delivered to stock and shipped to the customer.

To set these parameters,




2. Select the Order Entry tab.


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3. In the screen section titled, Business Rules, set each ruleaccording to your business requirements. For explanations of eachrule, consult the M.O.M. On-Line Help. (See the Help reference atthe end of this section.)

Creating an Alternate Order Number Field for LookupAs another means of simplifying the task of finding an order in youdatabase, you can create a customized Alternate Order Number bycombining various database fields of order information into one singlXBASE expression. For instance, you could combine the CustomerNumber with the Customers Purchase Order Number. When customeSmith (Customer Number 12345) calls about his purchase ordernumber 678 order, you would enter 12345678 in the Alternate OrderNumber field to display his order on the screen.

Once the Alternate Order Number field is defined as a XBASEexpression, M.O.M. automatically creates the unique number for eacnew order entered into the database.

Note: You cannot create an Alternate Order Number for lookup ifthis field is to be used for an order number imported from 1.) anorder taking service bureau, 2.) another system, 3.) the SiteLINKweb commerce optional module.

To create an Alternate Order Number,

Order EntryTab in

MaintainGlobal

Parameters


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2. Select the Order Entry tab. (See the screen on the previous page.)3. Consult the Order File (CMS.DBF) in the Data Dictionary in the

M.O.M. On-Line Help and enter one or more field names in XBASformat in the XBASE Expression for Alternate Order Numberfield.

When combining field names, be sure to separate the fields with +. Foexample, STR(ORDER)+CHECKNUM

Hint:Use the BUILD button to help you create the expression usinthe XBASE Expression Builder.

Selecting a Products Special Pricing DiscountM.O.M. can discount an items pricing by either the total number of thitem on the order or by the quantity of each item. By selecting BaseOn The Total Quantity Of That Item In The Order, M.O.M will discounthat item on the order depending on the total quantity of that item othe order. To discount a certain item on the order each time that itappears, select Based On Only The Quantity On Each Line Item. Thi

will discount the quantity of that item per line on the order.

For instance, an order with 2 recipients has a total of 6 of a certain linitem. Each recipient will receive 3 of the item. There is a 10% discounon the item if there is a quantity of 3 purchased and a 25% discount a quantity of 5 is purchased. By selecting "based on the total quantityof that item in the order," M.O.M. will give a 25% discount to this itembecause the entire order has 6 of the item. If you select "based on onlthe quantity of each line item," then this item will receive a 10%discount because each line would contain 3 of this item.

To select a Products Special Pricing Discount,


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2. Select the Order Entry tab. (See the screen on the previous page.)3. Select either Based On The Total Quantity Of That Item In The

Orderor Based On Only The Quantity On Each Line Item.

Creating a Daily Announcement for Order Entry OperatorsAs a means of reminding your order entry staff of special promotionsprocedures, etc., M.O.M. enables you to create a daily announcementhat flashes on the order entry screen and disappears as soon as theoperator begins to enter the order. This announcement can be update

as often as you like, but will not update on a users workstation untithat user exits M.O.M. and restarts the program.




2. Select the Order Entry tab. (See the screen earlier in this section.)3. Type in the message for the Daily Announcement.


Customizing Order Entry Global ParametersMaintenance-Order Entry

Data Dictionary Data DictionaryUsing the XBASE Builder XBASE Expression Builder


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Selecting Forms and Form OptionsM.O.M. supports many different types of paper forms for OrderProcessing including pick tickets, packing slips, invoices, box labels.The style of each form used can be selected by your company. Inaddition, you can also select to eliminate certain forms completely

from your Batch Order Processing function. For instance, you may noneed Pick Tickets in your business, or you may wish to combinepacking slips with invoices, including the charges for an order on thepacking slip that is packed with that order. These types ofpreferences are easily accommodated in M.O.M.

To make form and form options selections,


Click on: Maintain

System InformationGlobal Parameters


2. Select the Formstab.

3. Make your selections as required. Press the F1 key to access theM.O.M. On-Line Help for explanations for all of the options on thscreen.

Note: Those forms used in Order Processing have theircorresponding order processing (O/P) stage indicated. Forms

FormsTab in

MaintainGlobal

Parameters


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without an O/P stage are printed through separate routines inM.O.M.


Form Settings and Options Global ParametersMaintenance-Forms

Customizing Order ProcessingOrder processing is one of the most important functions in M.O.M. Ibrief, it is the way that you take an order from order entry and ship ito your customer. In M.O.M., order processing consists of a number odifferent stages through which an order must pass before it finallyships to your customer.

Credit Card Approval - for those orders with credit card payment,the process of approving and charging the amounts.

Picking - the process of printing picking paperwork and pulling thitems off the shelves for each order

Packing - the process of printing packing slips and boxing the ord Gift Certificate Printing - the process of printing any gift certificate

that are ordered by customers. Box Labeling - the process of printing any special labeling

paperwork for the box, including shipping labels, airbills, COD tag

etc. Notices - the process of printing customer notices, both for orders

and non-order situations. Drop Shipping - the process of sending purchase orders to the

designated suppliers of each order that are to be sent directly toeach customer.

Shipping - the process of informing the designated carriers of eachpackage that is to be shipped to each customer.

Invoicing - the process of printing invoices for those orders forwhich the invoice needs to be mailed.

Each stage is latched to the previous one, except for CustomerNotices, Dropshipping and Catalog Request Labels. Latching means aorder must pass through each stage before going to the next one. Andas new orders enter the first stage after order entry, there are otherorders that have already worked their way further through the stagesAs a result, it is possible to have many different orders at manydifferent stages at any one time.


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Selecting Batch or Single Order ProcessingSome companies process a whole group of orders from credit cardprocessing right through to shipping. Each group of orders processeis referred to as a batch. Other companies prefer to process orders onat a time. M.O.M. provides the ultimate control by letting you select

how you want each stage of processing to be done - either in batchusing the Batch Order Processing function or one-at-a-time using thePackers Workstation. For instance, if you want to process all of yourpick tickets in batch and then give them to your shipper to box andship one at a time, M.O.M. lets you control the way that you want toprocess those stages of order processing where paperwork printingand/or a specified manual task is involved.

To make these selections,




2. Select the Order Processing Design tab.

3. For the first four stages - Pick Tickets, Packing Slips, Gift Certificateand Box Labels/COD Tags - select one of the following options.

Batch Order Processing processes this stage- this choice

FormsTab in

Maintain

GlobalParameters


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requires that this stage be run in batches using the Batch OrderProcessing function.

Packers Workstation manually processes this stage - thischoice requires that a warehouse person must actually move theorder through the stage by completing whatever printing task that required using the Packers Workstation function.

Packers Workstation automatically processes this stage - thchoice runs the stage at only at the Packers Workstation, butenables the warehouse person do whatever printing task that isrequired automatically, without having to request the printing foreach order. This choice might be used for pick tickets to keep newtickets printing automatically at the Packers Workstation without thwarehouse person having to request the ticket for each order.Optionally, Customer Notices can be selected to be a part of thisprocessing if selected.

4. Optionally, if you have the Advanced Warehouse Module installedwith your M.O.M. system, select where you want to run theShipping stage. Either using the Batch Order Processing screen othe Warehouse Managers Station.

5. Optionally, set the Processing Checkpoints preferences to furthetailor order processing for your company.

An order must be picked before credit cards can process -Check this box to require Pick Tickets to be printed before creditcards can be processed. Even though M.O.M. tracks inventory leveautomatically, some companies prefer to only charge credit cardsafter making sure that the merchandise is actually on the shelf,

and therefore want card processing to occur only after picking habeen completed. This option has no effect if you elect not toinclude pick tickets in your order processing cycle.

An order must have its item contents bar-code scanned as itis packed- Check this box to require scan and pack for everyorder to verify that what was ordered is actually packed in the boxIf this preference is selected, the Packing Slips stage must be set torun either manually or automatically at the Packers Workstation.See Step 3 above.

A box must be weighed as it is packed - Check this box to

require that every box of an order be weighed to verify weight anshipping rates. If this preference is selected, the Packing Slips stagmust be set to run either manually or automatically at the PackersWorkstation. See Step 3 above.

A box must be confirmed for shipment - Check this box torequire that every box be scanned for shipment. This enables


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batches of packages to be selected manually for shipment at theShipping stage of order processing using the Shipment Confirmatioscreen. If the Warehouse Managers Station was selected in Step 4previously, this checkbox is dimmed, since all shipping done at thWarehouse Managers Station must, by default, use the ShipmentConfirmation Screen. See Using the Shipment Confirmation Screenin the User Reference Guide.

6. Select a Bar Code to Use on Packing Paperwork. This barcode printed on pick tickets and packing slips and can be used with ascanner to quickly access a particular order or order shipment at thPackers Workstation. If most of your orders are shipped to multipladdresses or from multiple warehouses with the AdvancedWarehouse Module, Segment ID is recommended.

7. Select a Bar Code to Use on Box Label. This bar code prints onthe box label and is used to scan the box when the A box must bconfirmed for shipment preference has been selected in Step 5. Ithis preference has not been selected and you do not want a barcode on the box label, you may use the No Box Label Bar-Codingchoice here.


Customizing Order Processing Global ParametersMaintenance-Order ProcessingDesign

Order Processing ConceptsOrder Processing Methodology

Selecting Special Print Output OptionsIn Windows, printer selection is done at the local workstation. Certaiprinters may be shared by more than one user while others may bededicated to just one workstation. Some of the output in the M.O.M.order processing cycle requires universal settings related to numbeof copies, margins, etc.

To make these settings,




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2. Select the Printer Output tab.3. For Invoices and/or Packing Slips, select the # of Copies. If you ar

using the same form style for both invoices and packing slips, the of Copies entry must be the same for both.

Hint: If you are printing multiple copies on a laser printer, you caorder color-coded, pre-collated, multi-part forms from SoftwareForms.

4. Optionally, for those Form Names that have Left Hand Marginsettings, enter a margin number. This is generally used only if theform is being printed on a dot matrix printer and/or is an irreguladimension (not 8 1/2 by 11). The number is best set based on a fewtest runs on the printer. If the printer is printing on the form toofar to the left, increase the value. If the printer is printing on theform too far to the right, decrease the value. A setting of 0 isequivalent to no margin.

5. For Customer Notices, select the PAGE LAYOUT button to define thleft margin, as well as top and bottom margins. You can also defina special font for your notices using this button. If all of yourcustomer notices are set up as MS Word RTF documents using theM.O.M. Word interface, no settings are required.

6. If you are using thermal printers at workstations for use with theUPS OnLine Compatible Interface, specify the Local LPT ThermaLabel Printer Device that you are using. All workstations withthese label printers must use the same port for this output.


Setting up Printers and Printer Global ParametersOptions Maintenance-Printer Output

Setting Up Sales Commission GroupsA Sales Commission Group can be used in M.O.M. to groupsalespeople for commissions reporting in the Profit by Product ReporThe Sales Commission Group can also be used to define commissioncalculations for every salesperson who is a member of that group. If asalespeople in your company or in a department of your companyreceive the same commissions, this eliminates the necessity of having


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to set up separate commission plans for each individual salesperson.

To set up a new sales commission group user or to change theinformation for an existing group,


Click on: MaintainSystem InformationSales Commission Group

The Sales Commission Group Lookup screen is displayed.

2. For an existing group, use the lookup screen to find and select thegroup and display the Sales Commission Group screen.

3. For a new group, select the NEW button to display the SalesCommission Group screen.

4. Enter a CodeandDescription for the new group.5. Optionally, to set up a commission structure for the group, enter

commissions calculations based on Selling Price, Gross Profit, oPer Unit Rate. Any combination of fields can be used.


Setting Up Sales Commission Groups Sales Commissions GroupsTypes of Commissions Commissions

SalesCommission

Group


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Chapter 2Setting Up Suppliers and Stock Informati


Chapter 2

Setting Up Suppliers and Stock Information

This chapter provides detailed instruction on the following:

Setting Up Suppliers

Setting Up a New Stock Item

Establishing Starting Inventory or Viewing Current Information

Establishing Warehouse Locations for Items (Bins)

Establishing Inventory Low Level and Purchasing Levels

Establishing Special Selling Prices

Establishing UPC, ISBN or Alternate IDs for a Stock Item

Establishing a Product Classification Code for a Stock Item

Establishing a Product Shipping Preference

Setting Up Shipping Information for an Item

Establishing Salesperson Commissions

Establishing Royalty Payments Setting Up an Item-Specific Customer Notice

Setting Up Advanced Search Criteria

Setting Up Accounting Information for a Stock Item

Setting Up Special Types of Items

Setting Up an Item Substitution, Cross-Sell, Up-Sell or Promotion

Discontinuing an Item or Preventing an Item from Being Sold

Establishing Product Return Codes

Renaming Stock Items

Changing Product Retail and Special Prices

Changing Product Vendor Prices

Printing Additional Stock ID Labels


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Setting Up SuppliersIn M.O.M., a supplier is any company from whom you purchase youstock items for resale, or a company who drop ships products directlto your customers for you. In addition, if you have set up royaltypayments for a product in the Maintain Stock function, a supplier can

also be a person or company to whom you want to report royaltiesusing the Product Royalties report.

To set up or maintain a supplier,


Click on: ProductMaintain Suppliers

The Supplier Lookup screen is displayed.

2. For an existing supplier, use the lookup screen to find and select thsupplier and display the Supplier Information screen. For a newsupplier, select the NEW button to display the Supplier Informatioscreen.

Supplier

Lookup


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3. Enter a Supplier Code and Name for the new supplier andcomplete the other fields as required. If you are using the M.O.M.G/L interface, make sure that the Name is entered exactly as it isentered in your G/L package.

4. If you want purchase orders faxed or e-mailed, select yourpreference for the Additional Send Options.

5. Optionally, for users with the Advanced Warehouse Module, selecthe Drop Ship Options, enter the suppliers zip code and click thLoad Zones button to determine the zones based on the ship

location of the supplier.6. Optionally, select the Supplier Requirements to specify theminimum units and/or minimum amount for a purchase order to bgenerated.


Setting Up Suppliers Supplier Maintenance

Setting Up a New Stock ItemM.O.M. lets you set up many different types of products, selling priceand purchasing levels.

To set up or maintain a stock item,

SupplierInformation


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Click on: ProductMaintain Stock Items

2. Or, on the Tool Bar,

Click on:

The Stock Item Lookup screen is displayed.

3. For an existing item, use the lookup screen to find and select theitem and display the Stock Item Information screen.

4. For a new item, select the NEW button to display the Stock ItemInformation screen.

Stock ItemLookup


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Hint: As a time saver when setting up new items, you can also selean existing item that is similar to the new item and use the SAVE Abutton on the Stock Information screen to create a new item withall of the information fields already completed.

5. Enter a Stock Number and Description for the new item. A stoccode can be a maximum of 20 characters. See the other procedurein this chapter for more information about the fields and optionsassociated with setting up a product.


Setting Up Stock Items Stock Maintenance-OverviewOther Fields on the General Tab Stock Maintenance-General

Information

Establishing Starting Inventory or Viewing Current InformationFor a new item, you need to establish a starting inventory. On anongoing basis, inventory levels are decreased whenever an order forthe item is entered. You may want to spot check inventory for an itemto make a purchasing decision.

To enter starting inventory or to view inventory for a stock item,

Stock ItemInformation


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1. Select the Inventory tab in the Stock Item Information screen.2. For a new item, Enter the starting inventory figure in the Units in

Stockfield.

3. For an existing item, view the information on the screen.


Inventory Stock Maintenance-Inventory

Establishing Warehouse Locations for Items (Bins)The designated location or container in your warehouse(s) in whichyou keep a certain stock item is commonly referred to as a bin. M.O.Mprovides a range of features to assist you with managing your

warehouse bin locations for each stock item, including multiple binlocations for each stock item with options for pick-from priority,feeder or bulk bins with automatic replenishing, and preferred binlocations for receiving, returns and composite item assembly. Inaddition, you can use the Adjust Inventory function at any time tomove inventory from one bin to another.

If you have purchased the Advanced Warehouse Module with yourM.O.M. system, you are also able to establish multiple warehouselocations, each with its own bin options as above. This should be donbefore you set up bins. See Chapter 12, Setting Up the AdvancedWarehouse Module, for more information on this option.

To establish bin information for an item,

1. Select the Inventory tab in the Stock Item Information screen,2. To edit or delete an existing bin, select the Bin Number using the

pull-down menu and press the EDIT button to display the Edit Binscreen.

To set up a new bin, select Add a New Bin Location using the BinNumber pull-down menu, and press the ADD button to display theEdit Bin screen.

Note: To force all of the line item of an order to be pulled from onbin, check the box Back order item if it cannot fill completelyfrom a single bin. This is important for companies selling itemslike fabric that must all be one dye or color lot for each line item.


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For these types of companies, each dye or color lot should be givea dedicated bin.

3. If you have the Advanced Warehouse Module, select a Warehousfor the new bin. If you do not, continue to step 4.

4. Enter a Bin Number for the new bin. The Bin Number may alsocontain a description such as bulk bin or first choice, etc. Notethat the System Bin ID field cannot be edited.

5. Select a Status for the bin. There are two choices: Available for Sale - a bin that is used to pick from or feed from an

can be selected in order entry. Do Not Sell - a bin that cannot be selected in order entry as a ship

from location for an item. Typically, this might be a bin that is useto return damaged items or returned items that need repackaging.

6. Select a Priority for the bin in regards to its use in a sequence ofbins for picking. The lower the number, the higher the priority.

7. Optionally, use the check boxes to select one or more Preferencefor the Bin.

Preferred Bin for Receiving Product - makes the bin the defaultlocation for that item when recording receiving from suppliers. Thmight be a bulk bin that feeds other bins.

Preferred Return Location - makes the bin the default location forreturns from customers for that item. This might be used inconjunction with the Do Not Sell bin status above.

Preferred Bin to Use for Creating Composite Items - makes the binthe default location for items that are used as component items foassembly as a composite or kit item.

Edit Bin


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Preferred Bin for POP Sales - if you have the optional Point ofPurchase Module, you can make the bin the default location for ancounter sales.

8. Optionally, use the Auto Replenish fields in steps 9-11 below to seup a bin-to-bin feeding system that automatically moves inventoryfrom one bin to another based on low level settings. This wouldmost likely be used if you have bulk bins feeding other bins in thwarehouse. The Auto-Replenish Bins function is used for this. SeeAutomatically Moving Inventory Between Binsin Chapter 17,Purchasing.

9. If you do not need this special function, skip to step 12 below.10. Enter the Low Level amount that signals that the bin needs to be

replenished and enter the Quantity to Take when the Auto-Replenish Bins function is run.

11. Use the pull-down menu to select the Bin to Take From. This lis

includes all other bins that have been previously set up for thisitem.12. In the Notes field, enter a notation to be used in the Inventory

Transaction Report whenever the Auto-Replenish Bins function isused to make inventory changes to the bin based on the Auto-Replenish settings.

13. When complete, select SAVE to exit. To delete a bin, press theDELETE button. Before a bin can be deleted, you must use theAdjust Inventory function to remove all inventory from that bin. Inaddition, a bin cannot be deleted if there are committed orders

depleting from it. Review those orders and select line item status tforce-backorder and deplete from another bin.


Setting Up Bins Bin MaintenanceAuto-Replenish Bins Function Auto-Replenish BinsSetting Up Multiple Warehouses Advanced Warehouse ModuleMoving Inventory from Bin to Bin Adjust Inventory for a Stock

Establishing Inventory Low Level and Purchasing LevelsThe low level for an item is the minimum quantity that you want tokeep on hand based on the length of time it takes you to reorder anthe quantity that you are selling.


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A purchasing level identifies the supplier and the price that you payfor an item based on the quantity that you are purchasing.

Low LevelTo establish the Low Level,

Select the Suppliers tab on the Stock Item Information screen.

Enter the Low Level figure in the Re-Order When Stock Is At OrBelow field.

Purchasing LevelsTo set up a new purchasing level,

1. Select the Suppliers tab on the Stock Item Information screen.2. Under the Purchasing Level and Supplier List, select the NEW butto

to display the Purchasing Level Information screen.

Low Level andPurchasing

Levels


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3. Enter the appropriate information. Lookup is available on Supplie

Note:The ISBN Number or UPC Code can be set up to be copieddirectly to the Supplier ID field. This can be done in theMiscellaneous Tab of Maintain > System Information > GlobalParameters.

Hint: The Supplier Purchase Group ID is optional but whenentered can be used to associate the item with a group of items thacan be purchased at a special price from a supplier or need to

purchased together for some reason. This ID code is free form anis used to list the group of products when using the SpecialCriteria Purchasing function. See Making Purchasing DecisionsBased on Other Criteriain the MOM User Reference Guide.


Low Level Purchasing MethodologyPurchasing Levels Purchasing Level Information

ScreenISBN/UPC in Supplier ID Global Parameters Maintenance

- MiscellaneousSuppliers Stock Maintenance-Suppliers

PurchasingLevel

Information


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Establishing Special Selling PricesIn addition to a regular selling price for the item, M.O.M. enables yoto set up special selling unit prices, discounts or cost plus basisprices based on quantity purchased, advertising source key, catalogcode, customer type, customer number, order total, and sale date.

To set up selling prices for the item,

1. Select the Pricing tab on the Stock Item Information screen.

2. Enter the regular selling price of the item in the Normal RetailSelling Pricefield.3. Optionally, enter aMix & Matchcode for the item. The Mix & Matc

Code can be used to tie together the Special Situation Prices formore than one item. Typically, this is done to create a minimumpurchase quantity discount for a page of items in a catalog. Forinstance, buy any 3 out of 10 items on this page and receive a 10%discount. Mix & Match can also be used to create a catalog widediscount based on Order Total. In this case, every product in thecatalog would be given the same Mix & Match Code and the Orde

Total qualifier would be used to create Special Situation pricesaccordingly. For instance, if your order total exceeds $200, take aadditional 5% off your order. If your order total exceeds $400, takan additional 6% off your order.

4. To set up a Special Situation Price, select the NEW button to displathe Special Price Information screen.

Retail PriceInformation


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5. The Sea # field is assigned by M.O.M. as you set up each specialsituation price. However, this number can be changed by you to teM.O.M. in what order a series of special prices should be appliedThis is especially important in those cases where more than onespecial price applies to a customer purchase. For instance, if acustomer is eligible for a customer type code price and also aminimum quantity price, M.O.M. has to know whether to applythe type code price first and then the quantity price or vice versa.

To make sure that this occurs, special prices should be sequencedfrom most general situation to most specific.

6. Select a Method of Pricing for the special price; Unit Pricewith aoptional Discount or a Cost Plus pricing based on your unit cosor last price paid for the item.

7. Select the Qualifier for the Price based on one or more of theCustomer and/or Order special price qualifiers.


For information about SeeSpecial Selling Prices Stock Maintenance-Pricing

Special PriceInformation


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3. Optionally, enter a ISBN/Alternate ID for the item. When used inplace of the Stock Item code in order entry, this code may enteredpartially for a list of like matches.


Setting up Alternate IDs for ItemsStock Maintenance-GeneralPackers Workstation Packers WorkstationPoint of Purchase Module Point of Purchase Module

Establishing a Product Classification Code for a Stock ItemTo help you look up or search for an item, as well as to help youorganize profit and/or inventory reports, M.O.M. enables you to set ua product classification code for each item. This code can also be usein the optional List Management Module to build lists of customersbased on what types of products they have purchased.

To set up classification code,

1. Select the General tab on the Stock Item Information screen. (Seethe previous page.)

2. Enter a Product Classification Codefor the item. Any keyboardnumber/symbol/character can be used, and the field is notmaintained, so any entry is allowed.


Setting up Classification Codes Stock Maintenance-General

Establishing a Product Shipping PreferenceM.O.M. lets you predefine the preferred method of shipment for theitem. This shipping method will take precedence over any shippingmethod automatically entered by preferred defaults, such as customepreferred shipping method and user defined order entry preference,unless the shipping method was manually changed within the order.

To set up classification code,


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1. Select the General tab on the Stock Item Information screen. (Seethe previous page.)

2. Select the Product Shipping Preferencefor the item.

See Also

Mail Order Manager HelpFor information about SeeSetting up Classification Codes Stock Maintenance-General

Setting Up Shipping Information for an ItemM.O.M. lets you predefine the shipping weight of an item as well asspecific shipping charges to the end user. In addition, you can also teM.O.M. to ship the item separately for those products that are eitherprepackaged or too large to be packed with other items.

To establish these shipping parameters for an item,

1. Click on the General tab in the Stock Item Information screen. (Sethe screen earlier in this section.)

2. If the item always ships in its own box, check the box for Itempacks __ to a box in the Product Attributes area of the screen anenter the number of that item that can be packed in a box. In ordeentry, M.O.M. automatically creates additional boxes based on thifield for the item.

3. If the item is oversized according to UPS regulations, check eithethe box for UPS Oversized 1 or UPS Oversized 2 in the ProducAttributes area of the screen. For definitions of these terms andrequirements, consult your UPS documentation.

Note: An Oversized item usually ships in its own box. If this is thecase, set the Item packs __ to a boxfield to 1.

4. If the item does not have a regular weight that can be predefined,check the box for Product Requires Weighing at PackersWorkstation in the Weights/Shipping area of the screen. If the itemdoes have a predefined weight, enter the weight in the Weight o

Item field instead.5. Optionally, enter a Product Specific Shipping Charge to be

added to other shipping charges for the customer order.

6. Optionally, choose a Product Shipping Preference to be used fothe item, which will override all other shipping preferences for thitem within an order.


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Shipping Information for Stock Item Stock Maintenance - General

Establishing Salesperson CommissionsIn the Maintain System Users function, M.O.M. enables you to define system user as a Salesperson. (See Setting Up System Usersin Chapter1.) As an alternative to across-the-board commissions payable toyour salespeople, you may want to set up commissions only forcertain products or at certain rates.

To establish a commission for a product,

1. Select the Misc

dydacomp's multichannel order manager 5.4 setup guide

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