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Software Release Notes / Version 1112.1 / 4-30-2012 - of 31

Software Release NotesRollMaster Retail System / Version 1112.1

Sales Processing:1. The Partial Invoicing feature has been updated to allow partial invoicing of a material line

that does not have 100% of the material assigned. Previously, in order to partial invoice, material lines had to display “JC” in the Status column before you could create a partial invoice. With this update, you can now create a partial invoice up to the amount assigned, and the system will move any remaining assigned quantity—including pointer records—and any “on order” quantity, to a new line on the job for further processing and the Status column will reflect the applicable designation

2. In the new Graphical Order Entry and Quotation Entry programs, when you first enter these programs, you will see a new sort column to the far right titled “Install Date” as follows:

When you first enter this screen, the default sort lists all jobs in order of job number. However, with the addition of this new column, you can click on the Install Date column button and the system will re-order the display to list the jobs in order of the Install Date furthest out as follows:


Along with the Install Date, the column will also display AM/Any/PM, which is selected when an install date is entered on a job. When more than one job appears for a specific Install Date, the system will automatically list AM jobs first, followed by Any jobs and then PM. The AM/Any/PM listings will also now export to Excel on reports where Install Date is listed. The “Selected Job Detail” box is thinner, but contains the same information as before and also now displays the “Customer PO #”at the bottom of the screen.

Also, a “Refresh” button has been added to the top left of the Order and Quote screens once you enter a job. You will see this button located to the right of the E-Docs button once you are in a job or quote. This functionality was added so that when changes are made in the “Find and Add Line Items” feature, upon exiting, you can click the Refresh button and the system will automatically run all Job Costing and totaling routines as well as remove any blank lines to update the job or quote in preparation printed reports or additional processing.

Also, in the “Ship To” box on the job, the Code field is now a button rather than a drop down menu option. This was changed to prevent tabbing through this field and making a change inadvertently. When you click on the new Code button, the system will bring up a list of all existing “Ship To” Codes for this customer. If you change the code on a job, the system will continue to prompt “Are Your Sure” before allowing you to proceed.

Additionally, if the Customer is changed on an existing quote or order, the system will now prompt the following message:

If the Salesperson ID’s need to change as a result of the Customer change, this option will automate that process if you click “Yes” at this prompt. You should only click “Yes” if the Sales ID(s) need to change to the Salesperson ID(s) tied to the Customer Maintenance screen for this customer. Otherwise, click “NO” if you wish to keep the Sales ID(s) the same or change to an ID other than the one(s) tied to the customer. Please Note: If a User ID is set to not be able to change a Sales ID, they will not get this prompt.

Please Note: If you change the Customer on a job, you will need to click on the Code button in the “Ship To” box in order to read in the new data for this job to match the customer’s ship to address information. There should at least be a “0000” default code for each customer. If this is the case, you will need to click on that default code to read in the new customer’s Ship To address information into the job. The system will then prompt the following:


Click “Yes” to read in the default code. If there are multiple “Ship To” codes under the new Customer ID, when you make a selection other than the “0000” default code, the system will promt the following:

If this is the code you want to select, click “Yes” to continue. Otherwise click “No” to make a different selection.

3. In the new Graphical Order Entry and Quotation Entry programs, all credit control features are now working in these programs, including the display of the Credit Limit field and the Approved field (if the Credit Control features have been enabled in the system). These fields will appear as follows:

If you would like more information on how the Credit Control features work in the RollMaster System, please refer to Appendix J in the Appendices section of your documentation. Also, the Special Instructions field now displays up to 30 characters.

4. In the new Graphical Order Entry and Quotation Entry programs, the Find & Add Lines feature has been updated to make the process of changing style and/or colors within a product code quicker. Previously, you would need to delete the line and re-enter to make these changes. Important Note: If you need to change product codes on the line, you will continue to delete the line and re-enter from scratch. The only restrictions to making a color or style change to a line are that the line must have a blank Status in order to make a change, and if it is a Labor line, if any portion of the labor quantity has been updated as paid, you will not be able to make a change. Special Note: If a user is not allowed to change job lines because of user control options, they will not be able to use this feature.


To change the color or style name on an existing line, make sure you first click on the Find and Add Line Items button to bring up the following screen:

In the example above, Line 001 cannot be changed because the Status shows “Job Costed.” However, Line 002 has a blank status, so you can place the cursor on the line and click to highlight, and then right click on the mouse to pull up the following menu:

The new option that allows you to make a change appears at the bottom of this menu as follows: Reset Results for Item Replacement. The selected item will be searched by product code and then display in the Results tab screen below. You will then locate the style and/or color you wish to use instead. Please note: since the search is built based on the existing line item, the new item may have been excluded if it appears before the selected item alphabetically. If that occurs, you will need to go back to the Select from Catalog tab, and rebuild the results with no style name, provided you stay in the same product code. Once the new style and/or color are selected, you will need to once again right click on the existing line item above to access a new option that will appear as follows:


Now you can click on “Change Style and Color from Results Section Below” to complete the process of making a style and/or color change to the line. This was intentionally created as a two-step process to make sure it cannot happen by accident. It must be a deliberate action in order to properly take place. If the style and style number changes during this process, the system will display the following: Resetting the Unit Selling Price on changed line. Please note that the Old Price was xxx.xx. In addition, if the calculated price in the re-price routine is “0.00,” the system will replace the current price, because the system is treating the reset line as if it was added new and so will display the default pricing for the catalog item.

With regard to Private Labels by Branch, an update was made to this version that will no longer allow you to see Private Label items that are set up in a specific branch if the system is set to not share the catalog between branches.

Another new feature now available in the Results box of the Graphical Order Entry module is the ability to view the “Stock” field, which is tied to the Catalog Maintenance screen. That field now appears in the Results box along with the other existing catalog information above the “Colors in Catalog” section as follows:

5. With regard to the E-Docs functionality, the system will now indicate that E-Docs exist in all the programs in which the E-Doc program is relevant. In the Property Management/Builders Templates module, an “*” will appear beside all template names where an E-Doc exists in the Diagram folder. Additionally, when you use the F1 Print all existing templates function, the system will now prompt the following:


If you click “Yes” at this prompt, the system will only print those templates with Diagram E-Docs. If you click “No” at this prompt, all templates will print, but the system will still display an “*” to the left of the template name if a Diagram E-Doc exists. Additionally, when working in a template, in the Select Option box, the (F2) Electronic Documents option in that menu will display an “*” if any electronic documents exist for that template.

In the system Work Order program, at the (F2) Electronic Documents option prompt during the print process, if a Diagram E-Doc exists, an “*” will appear next to that function prompt. Additionally, if a Diagram E-Doc exists, a new function key will display as follows: EDOCS – Diagrams. This option will pull up the View Files menu for all existing electronic documents as follows:

And finally, in the Graphical Quote and Order entry modules, if any E-Docs exist, the E-Docs button at the top left of the screen will display an “*” on the button tab as follows:

6. This next section of the documentation only applies to customers who sell carpet or carpet remnants in the state of California and must track jobs for CARE assessment. With proper setup in the system (see System Maintenance section below) all jobs containing carpet or carpet


remnants to be sold in the state of California will display the following field at the top left of the screen, just below the “Order No:” field as follows:

This field will also display in applicable quotes. This field can only be accessed and changed by users with permission in the system. In the majority of cases, the field will not need to be accessed, but in the case of carpet being shipped out of the state of California, this field should be changed to “N” for no. Another aspect to point out with regard to CARE in the Job Entry screen is the breakout of the CARE assessment from any sales tax being charged on the job. At the bottom of the Order Entry screen in the “Charges” section, if you click on the magnifying glass icon, the system will prompt the following detail for the Tax/Fees line amount:

On the printed Receipt, Sales Agreement and Invoice, the system will automatically display the following on each: CA CRPT STEWARDSHIP ASSESSMENT. Next to that line the system will display the amount being assessed to the customer.

With regard to selling carpet remnants on CARE applicable jobs, when you first enter the material line for the remnant, if proper setup has been completed, the system will prompt you to enter an “Estimated Square Yards” for each remnant and the initial CARE fee will be calculated on that square yardage amount. That line item screen should appear much like the following:


Then, when the actual remnant inventory item is assigned to the line, the system will look at the Piece Size field from the Inventory Item screen and use the actual width and length to calculate the exact square yardage and override the estimated CARE fee with the actual CARE fee.

7. For customers using NEBS forms for the system Invoice, changes have been made so that all relevant fields on the NEBS form are utilized, thereby improving the functionality of using the NEBS forms. Also, RollMaster is now compatible with the NEBS Sales Agreement form. The printed NEBS form will display “Work Order” and the printed fields have been updated to match the required fields. If you need contact information for ordering NEBS forms, please contact RollMaster customer service.

8. When converting a quote to an order, the system will no longer carry over any “Deleted” lines form the quote into the new Order, so that only valid lines will appear.

9. In the Property Management/Builders Templates module, when using the (F1) Print All Existing Templates option, a new prompt will appear as follows:

This prompt will allow you to only print templates that have been sent to the Web Portal program, or print all existing templates, or Cancel the process without printing.

Inventory Control:10. This next section of the documentation only applies to customers who sell carpet in the state of

California and must track CARE inventory. In the Product Code Maintenance module, when setting up new Product Codes, you will see a new field just below the “Inactive” field as follows: CARE. This field should be set to “Y” for yes on all broadloom and modular carpet product codes. Where this field has been set to “Y” for yes on the product code, the system automatically knows what amount to assess on each applicable CARE job. Important Note: Synthetic grass products do not fall under the CARE guidelines and should not be sold under a CARE enabled Product Code. Additionally, for Remnant Product Codes, the CARE field should also be set to “Y” for yes, and any non-carpet remnant items, such as vinyl, should not be mixed in under these Product Codes.

11. In Catalog Maintenance, you can now use the standard Prod/Style Name lookup and the (F1) Wild Card Lookups feature to locate Private Label items that have been added to the system. In the standard search, once a Product Code has been selected, you can type the first couple of letters of the private label style name and hit enter to select it from the Catalog Lookup box. Similarly, in the Wild Card lookup, you can enter the first couple of letters of the private label style to perform a similar search.

12. In the Inventory Maintenance module, users who previously could not transfer inventory because they did not have permission to edit inventory, can now do so with this update, provided


they do have permission to perform inventory transfers. Though this change allows for inventory to be transferred, no other editing changes can be made to inventory by the user.

13. This next section of the documentation only applies to customers who sell carpet in the state of California and must track CARE inventory. In the Inventory Item display area of the screen, there is a new field to the right of the “Remnant Y/N” field that appears as follows: CARE. For most inventory, this field will default to “Y” for yes, unless it has been changed to “N” in the “Review PO History” screen of the A/P Open Item Maintenance module for a legitimate reason, or unless it is a piece of inventory that was received into the system prior to enabling the CARE procedures or added directly via the Inventory Maintenance module, which should rarely, if ever, be the case. This field can only be accessed and changed by users with permission to make changes to CARE inventory, and should only be changed according to CARE guidelines.

14. A new print option for programmed special pricing has been added to the Special Price Mtc. (Date Range Pricing) module. That option appears in the “Enter Special Pricing” section of this module under the (F2) Print Existing function key. This option pertains to any private label items you have set up in Catalog Maintenance that also have special pricing programmed. You can now include those items on this report. When you hit the F2 key, a Select Print Option box will prompt with all the existing prompts that you must enter through to sort the report. At the very end of that list of items, you will now see the following prompt: Print Private Label Info. (Y/N): N. If you wish to include Private Label items with special pricing, type a “Y” for yes at this prompt.

15. In the Special Catalog Mtc. (By Product Code) module, you can now update Freight and Overbill amounts by Product Type rather than by Product Code. In order to use this feature, when you enter either the “Enter Freight By Product” or “Enter Overbill By Product” options, you will need to leave the first Product Code field prompt blank and hit enter. The system will then prompt the following Enter Product Type box:

You will need to type in the applicable Product Type in this box to continue.

16. In the Catalog Listing report module, when exporting to Excel, the data now includes the following fields: Overbill, Stock Item, Pattern Match, Item Sold By Box, Units in a Box, Date Price Change, Date Dropped, Last Price Cut, Roll, Qty Price, and Last User ID to Edit.

17. The Inventory Transit Report module has been updated to include Job Detail on inventory tied to jobs that is in the process of being transferred between branches via a new prompt. That new prompt appears once you have selected the “Print” option and answered all existing prompts as follows:


If you click Yes at this prompt, all inventory for job transfers (meaning inventory currently assigned to a job in another branch and not for stock transfer) will display important job details to assist the warehouse to more easily track incoming inventory. The report will now display the Branch #, Job #, Line #, Customer name, Salesperson ID and Reserved amount on the report. If more than one job is tied to an inventory transfer record, the report will display the following: Multiple records exist.

18. A new graphical Stock Usage Report has been added to this update designed to show you how many periods/months worth of stock you have remaining at the current selling rate. In order for material to show up on this report, it must first be marked as “Stock” in the Catalog Maintenance module. When you first enter this graphical program, the screen will appear as follows:


Prior to generating the report, you can customize the report by making different selections in the Print Options section at the top. For example, you can select another Branch or All Branches, select a specific Product Type or Product Code, enter a Beginning and Ending Style name, or select a specific vendor. You can utilize all, some or none of these options depending on the information you would like to see. If you select “All Branches” at the top of this screen, then you can check the “Group Branch on Print” option to group items by Branch on the printed report if applicable. If your hard surface material items are set to Box Quantity’s in the Catalog Maintenance module, you can check the “Convert Quantities to Boxes where applicable” option to see that data listed in boxes on the report.

In the next section, you can adjust the “rolling” month or week period if applicable. When you first enter this report module, the system will default to the current date as the Ending Date as follows:

The system defaults to a 30-day period when determining the “Initial Period” and also defaults to the “Month” option. So in the example above, the “Final Period” will be the last 30 days, and the “Initial Period” is exactly twelve 30-day periods prior. Your first option in this screen is to switch to a Period Length of a Week and then the periods will revert to twelve 7-day periods prior as in the example below:

Under the Ending Date, you can change to any prior date and the system will then re-calculate the Initial and Final Periods based on whether Month or Week is selected, as in the example below:


The final option in this section appears as follows: Snap to end of Month. This feature will only apply when Month is selected as the Period Length. When you click this feature, the system will revert from twelve 30-day periods, to the actual twelve prior monthly periods, meaning, it will factor in the last day of each month, whether it be the 31st or the 28th as in February. The “?” to the right of the Ending Date field will display a reminder of this feature as follows:

The final option in this screen appears at the very bottom as follows:

This feature will allow you to set a minimum size/qty to count when looking at the inventory records. The default is anything over “0.01.” To utilize this feature, you will need to click the box next to “Set minimum size/qty to count” in order to enable the other two fields. You can then increase the Unit of Measure (UOM) to whatever applicable size you desire. In the Roll Goods section, you can leave the default to All Widths, or click the down arrow to see a list of available widths.

When you have made your customization selections, you can click the Excel Icon to export the data to Excel, or you can click the “Generate Report” button to print the data. The printed or exported data will display sales for each period side-by-side, with an average per period, and an average lot size or roll size if rolled goods.

Purchase Orders:19. The Open PO Report can now be exported to Excel. All the options for customizing the Open

PO Report will carry through to the exported Excel data.

Installation System:20. A new print option has been added to the Installer Listing Report to allow printing or non-

printing of Inactive installers. When you enter this report module, you will not initially see the new prompt displayed, but once you enter through the “Installers with loans” prompt, the new prompt will appear as follows: Print All Installers (see illustration below). In order to access this prompt, you must space through the Branch ID at the first prompt and select “ALL” Branches. This prompt will default to “Y” for All Installers. However, if you would like to exclude Inactive installers, provided the installer is inactive in all branches, you can type an “I” for “Inactive only”


at this prompt. You can also type an “A” to print “Active only” installers, knowing that an installer will only be excluded from this option if he or she has been set to “Inactive” in all branches.

Additionally, this report can now be exported to Excel. Make sure you select “Excel” as your print option and then enter into this module to create the data to export to Excel.

21. A change has been made to the Inventory Cut Sheet program to denote whether a roll item needs to be pulled as is, rather than be cut for a job. When an entire balance of a roll item is assigned to a job and the roll does not have a cut sequence #, the Cut Sheet module will display a “P” rather than an “*” to the right of that item. This will indicate to the warehouse staff that it needs to be pulled because the entire roll is going out on a job, rather than be placed in line for cutting. When a list of roll items are displayed in the Cut Sheet Print screen, you will now see these “Pull” items denoted with a “P” as follows:

22. The Installation Schedule has been updated with a couple of new prompts for printing totals on the report. The first prompt requires some maintenance to your Labor Catalog Items if you wish to use the option. It will allow you to total labor items based on the Accumulator Code in Catalog Maintenance module. You should only program labor catalog items that you would wish to have totaled for time purposes on this report. For example, all carpet labor items that are sold by square foot or square yard and you want to be accumulated for the base yardage figure should have the same Accumulator Code such as “C” for Carpet, so those items can be totaled to determine how much time an installation crew would need to complete. For example, your regular cut pile and berber installation labor items should be accumulated, but other items, such as “Take Up” or “Moving Furniture” you would not want to factor in, as it will only serve to inflate the labor totals on the report. Also, you should leave the carpet labor catalog items that are sold by “Each” or “Piece” blank so they won’t factor into your Installation Schedule labor totals either. After you have completed the maintenance in your labor catalog, you will be able to use this feature.

Once you enter through the “START READ AT ORDER #” field, the following new prompt will appear:


As explained above, if you have completed the setup and wish to see labor totaled by Accumulator Code, click the “Yes” key to continue. If set up has been completely properly, you will have a total of how many yards or feet of carpet are scheduled for installation for the timeframe entered. If you selected “Yes” at the prior “Accumulate” prompt, a second prompt will appear as follows:

If you only want to see the totals by Accumulator Code and no other job detail, you can click “Yes” at this prompt; otherwise click “No” and the usual job data for each job will display. If you click “Yes” at the previous prompt, one additional prompt will display as follows:

This option will allow you to view totals by day if you are printing the report for a multiple number of days. For example, if you entered a Beginning and Ending date to cover the span of an entire week, you could then click “Yes” at the above prompt to see totals for each of the five or six days separately, followed by totals for the week at the end of the report. The report will list each Install Date followed by the day’s totals. Additionally, the Excel output now includes more data, including any Special Instructions, Installer Name, Salesrep, and Zip Code for the job. The Excel output orders the data by Job Number. You will still need to add formula’s to Excel to total any of the data.

Accounts Receivable:23. In the Customer Maintenance module, when accessing Ship To codes via the F3 function,

three new fields have been added to the bottom right of the screen as follows:


The Date Built and Units fields are 4-digit fields and the data entered will print out on the Customer Master Listing, including to Excel. The OPS field is not currently available and will default to “N” for no when you enter through the field. In a subsequent update, it will be tied to the “Invoice Export” functionality. Please Note: these fields can also be accessed when adding a “Ship To” Code from Order and Quote entry.

24. In the Post Customer Payments module, a new option has been added to look-up by Invoice number. This option was added because there are times when the Invoice number is known but the actual Customer ID is not and therefore it would be much quicker to enter the Invoice number rather than search for the Customer ID. When you enter the Post Customer Payments module, you will see the new feature to the right of the (F2) Alpha Key options as follows:

When you hit the F3 key, an Enter Invoice Number prompt will appear as follows:

Type in the applicable Invoice Number and the system will prompt the following screen displaying the Invoice Number, Customer ID, Beginning Balance and Current Balance of the invoice as follows:

If this is the correct customer and invoice, click the OK button to proceed, otherwise you will need to hit the Esc key to start again. When you click the OK button, the system will place the cursor in the Period field. However, when using the (F3) Invoice feature, you will have a couple of additional options in this screen. The first option occurs after the “Modify Distribution” prompt. If you select “Y” for yes at this prompt, rather than prompt you to sort by Invoice or Job Number, the system will display the invoice at the top of the display screen and all other invoices will be listed below that invoice in invoice number order.

The second option allows you to review only the payment(s) that paid the invoice. At the “Receive New Payment” prompt, accept the “N” for no default and hit enter. The system will display only the payment(s) that paid this specific invoice on this customer’s account, rather than displaying


multiple payments currently open on the customer’s account. This is especially helpful for builder and property management clients. In the example below, using the function described above, the system is only displaying the payments that were applied to the invoice number entered during the (F3) search as follows:

If the (F3) search had not been used, the system would have displayed all payment types on the customer’s account as follows:

Using this same scenario, if the invoice has not been paid in full, the system will then display any payments that have been applied along with any other payments with a remaining balance for the customer selected. You can then choose a credit or unapplied payment to apply to the invoice.

And finally, a new Deletion Date Screen has been added to the Post Customer Payments module that will pop up during the F4 Delete Payment process following the “Unapply Distribution (if required), and Delete Payment” prompt when you type a “Y” for yes at that prompt. That screen will appear as follows:

The “Date of Item” field will reflect the actual date the item was entered in the system. Please Note: You cannot access this field. In the “Adjustment Date” field, you can use the drop down arrow to locate a date different form the default when and if applicable. You can then override the default period in the “Adjustment Period” field if that change is also applicable. Only users allowed to change Posting Periods will have access to this screen. Similarly, if adding or deleting a discount to a payment, the following screen will prompt:


Just as with the Deletion Date Screen above, you can access both the Adjustment Date and Adjustment Period fields in the screen above to override the defaults if applicable. Again, only users allowed to change Posting Periods will have access to this screen.

25. The Customer Payment Register can now be exported to Excel.

26. The Customer Payment Register (History) can now be exported to Excel.

27. The A/R Aging Report (Standard) and (As Of) reports can now be printed by Property Manager, if that data has been properly set up in the system and A/R generated. Also, these two reports will now allow you to enter a Beginning and Ending Territory code if you select to sort by Territory in either the Summary or Detail print options. And finally, a new option has been added to the A/R Aging Report (Standard) as follows:

If you type a “3” for Display Totals Only in the field above, the system will prompt the following on screen:

Accounts Payable:28. This next section of the documentation only applies to customers who sell carpet in the state of

California and must track CARE inventory. During the Review PO History process, if you have set the Branch Control to prompt the CARE question, it will pop up as you enter through each carpet PO line item, you will be able to make changes on a case-by-case basis as to whether the inventory needs to be CARE processed, as in the case of retailers who do a mix of business in the state of California and other states. However, in most systems, you will not see the prompt and the CARE flag will automatically default to “Y” for yes in the Review PO History screen. The Flag


can be changed to “N” for no by clicking in that field, such as in the case of carpet being shipped out of the state for sale, and is not, therefore, CARE applicable, but this should only happen if the change is applicable under the CARE guidelines.

29. In the Vendor Type Maintenance module, new options for 1099 Vendors have been added that will impact the printed 1099 in the system. You can now designate a 1099 Payment Type, if applicable. When you access this module, whether you are adding a new Vendor Type or making a change to an existing Vendor Type, the maintenance box will now appear as follows:

The current choices appear at the bottom of the Add Vendor Type box as follows: NEC (non-employee compensation), Rent, Royalty, Medical, Other, Interest, Dividend, and X=do not report. This change allows for splitting out and totaling different types of payments on the system 1099 printed forms. At the present time, you can only have one type of payment per vendor. Along with these changes, the 1099E, laser and dot matrix print options have been updated to print 1099-INT and 1099-DIV forms.

30. The following new option has been added to the Vendor Listing report:

This option will prompt once you enter through the Vendor Type field. If you select “Yes” at this prompt, the report will only list those vendors that have been set as “Inactive” in the system.

31. The Vendor History by G/L Account report can now be exported to Excel.

32. In the Print A/P Form 1099 Report module, a new Select 1099 Type box has been added that will appear as follows:


Because new 1099 Vendor Types were added in the system in the Vendor Type Maintenance module, you can now print 1099 forms in these groupings. You can click on a type in the menu above to print 1099’s for only those particular 1099 types or you can click the **ALL** intermixed option to include all types.

General Ledger:33. In the Journal Posting module, a new Reverse option has been added to the program to allow

for auto reversal of accounting accruals or other items. If the reversing period can’t be accessed, this process will always default to the next open accounting period. For example, for period 1, the reversal will post in period 2, for period 12, the reversal will post in period 1. Once you have entered through a journal detail line, at a blank Account line, when you hit the Esc key, the system will now prompt the following:

If you wish to auto reverse the entry you just made, click “Yes.” The system will then prompt the following:


The cursor will be positioned at the Comment 1 field. You can make a change to the default comment or enter through to the Comment 2 field and add any notes. You can also make a change to the default Date field and the Reference field if applicable. When you have entered all the way through the Reverse G/L box, the following message will display:

All entry lines will be reversed and the system will place the cursor back at the Function prompt.

34. The Journal Entry Template module is now working and was developed using a graphical display. The purpose of this module is to create templates for regular monthly general journal entries that are recurring, but where the amounts will differ, as in the case of posting payroll entries if you are not using the RollMaster Payroll Management program. Another example is for monthly depreciation entries or any entries where it would be easier to access a template and then just type in amounts, rather than starting the entries from scratch each month from the Journal Posting module. You can select an existing template when you first begin this module, or you have the option to create a new template. When you enter this module, a Template Selection box will appear as follows:


Any existing templates will appear in the Existing Templates screen and you can double-click to select. The system will prompt the graphical G/L Journal Entry Template screen as follows:

From this screen, you can use the Delete Line or Add Line buttons to make changes to the template or click the Process Entries button to perform the automated journal entry. The Exit button will return you to the Template Selection box. To create a new template, type a name for the template in the New Template field and then click the Add button. The system will prompt a blank G/L Journal Entry Template for you to create your entries. To begin, click the Add Line button and the system will prompt an Add Line to Template box as follows:

Use the drop down arrow to search through a list of existing G/L Acct numbers or you can type the G/L account directly. Once the required fields are completed, the system will make the Add button available for you to save as follows:


The system will prompt a message that the entry has been successfully added. You can then click the “X” at the top right to return to the G/L Journal Entry Template screen. You will continue to add journal entry lines until all necessary Debit and Credit lines are entered for the template.

Sales Analysis:35. There is a new check box in the graphical Sales Analysis screen that provides a quick way to

include Claim Sale Types on the report, when selected. That box appears to the right of the “Rank By” option in the selection screen as follows:

As a reminder, in Job Type Maintenance, you have the option to designate a Job Type Code as a “Claim” code, which means that “Claims” sales are excluded by default from all Sales Analysis reports, unless that specific Job Type Code is run by itself. With the addition of the “Include Claim Sale Type” check box, you can include “Claims” sales quickly by simply clicking this box before you click the Generate Screen button. This means you no longer need to run “Claims” sales separately and combine them with your regular analysis outside of the system, where applicable.

Owner Functions:36. The Sales Analysis (Owner’s Version) has been changed over the new graphical version. If

you need to familiarize yourself with the graphical Sales Analysis program, please consult the Graphical program documentation now available from RollMaster Software. When you enter this program, you will note the following box next to the Branch field:

This will indicate that you are in the Owner’s Version of the Sales Analysis program. The program functions identically to the graphical Sales Analysis program, but will break out any overbill and overhead figures separately, just as the non-graphical Owner’s Version did.

Special Functions:37. The Vendor Invoice Report can now be exported to Excel.


38. This next section of the documentation only applies to customers who sell carpet in the state of California and must track CARE inventory. There is a new module in the Special Functions menu that appears as follows: CARE Reporting. This module features two report options. When you enter this module, the screen will appear as follows:

The Transitional Inventory Report is for tracking inventory that was purchased prior to July 1, 2011, but sold after that date. In these cases, the CARE fee assessed for the sold carpet was collected from the consumer, but not paid to the vendor, and should therefore be totaled and remitted to the proper CARE agency. The Inventory Credit Report is used to capture data regarding the amount of CARE fees paid on inventory to CARE vendors, but not collected from consumers for legitimate reasons based on CARE guidelines, such as in the case of carpet sold to be installed on Indian Reservations, or carpet sold to be installed out of state. In these instances, CARE was paid but not collected and this report will total that amount so you can be reimbursed by an applicable CARE reporting agency. For either report, once a beginning and ending date are entered and you click Generate Report, the system will save the report and move it to the Reprint Report box for historical purposes. You can call up each report at any time in the future and reprint if applicable. The following is an example of a saved report in the Reprint Report screen:


You can switch to either Report Type in this screen and once the applicable report is highlighted, you can click the Generate Report button to print the saved report.

System Maintenance:39. Under the Company Control 3 menu, there is an option that was added previously but has not been

documented. That option appears as follows: “Activate Invoice Discounts by PC.” This control is now working and allows you to add an A/R Early Payment Discount percentage in the system by Product Code. This applies mostly to RollMaster clients functioning as distributors where they would offer a discount on carpet, but not on hard surfaces, as an example, though anyone can use this feature.

The next new control appears as follows: “Activate CARE for Company.” This control turns on a feature that is only applicable for RollMaster customers selling carpet in the state of California. CARE stands for Carpet America Recovery Effort and basically requires that retailers buying and selling carpet in the state of California collect and remit an assessment on each carpet job sold in the state from customers to suppliers. This feature must be activated in the system for any company that sells carpet in California, whether it pertains to only a small portion of jobs or all jobs. To activate the CARE feature, you must first set the company control option mentioned at the beginning of this paragraph to “Y” for yes, and then save your changes prior to exiting. The next step will be to access the Branch Control menu to continue the activation process by entering through a couple of prompts to set up defaults within the system. And finally, to complete the system setup, you will need to enable the CARE User Control option for applicable users. Instructions for these next steps appear below.

40. Under the Branch Control Menu, there is a new control that appears as follows: “Activate CARE in Branch.” For each branch that sells carpet in the state of California, this control must be set to


“Y” for yes. When you set this control to “Y” for yes, the system will prompt you to enter a G/L Account for Invoicing as follows: Enter CARE G/L Acct. for Invoicing. Type in the applicable G/L account and hit enter to continue. The system will then prompt the following:

The recommended selection at this prompt is to click “No.” The “Yes” option was added to make the transition for existing customers easier, but will not be applicable for new users where 99% of jobs in the branch are sold in the state of California. The “Zip Code Required for all Quotes/Orders” option basically looks at the existing zip code on the job before determining if the job falls under the CARE guidelines. A database of all California zip codes has been loaded on each RollMaster system so that when one of these zip codes is entered in the “Ship To” location, the job will be tracked and processed under the CARE requirements. However, if a zip code is entered incorrectly, the system will not track the job for CARE assessment and reporting, which could cause an audit issue in the future. That is why RollMaster recommends setting the default to “No” at this prompt, unless only a portion of business in this branch is conducted in the state of California. When this default is set to “No,” and a job needs to be deactivated for CARE tracking for legitimate reasons, only a Manager with User Control privileges enabled can make a change at the job level to switch off CARE tracking. Please see User Control section below for more information.

The system will then prompt the following:

This feature allows you to pre-set the default when you are reviewing PO’s in the A/P Open Item Maintenance module. The recommended response for new dealers is “Yes” to have the prompt reflect that inventory is CARE assessed. Prior to July 1, 2011, dealers transitioning needed to make sure that existing inventory was properly assessed and so this option was added. This does not mean that the default cannot be changed during the Review PO History process if applicable, and certainly dealers who only conduct partial business in California within this branch can decide to have the prompt default to “N” for no. The final prompt in Branch Control appears as follows:


The recommended response to this prompt is “No” for new dealers. In this instance, the prompt asking if you want to mark the inventory as CARE will not show up during the Receive Inventory process. Again, for transitioning existing dealers, the option to have the question prompt was added, but has become unnecessary for new dealers.

41. Under the User Control Menu in the System Control Maintenance module, new controls appear under the User Control 5 menu. They will be explained in the order they appear in that menu. The first new control appears as follows: Allowed to Unassign W/O’d Line. Set this control to “Y” for yes to allow a user to unassign material from a job line that has been “shipped” on a system Work Order. Otherwise, set this control to “N” for no to permit this action. The next new control appears as follows: Allowed to Change Care (Job,Inv,Report). This user control is only for customers who sell carpet in the state of California. If that doesn’t apply to this user, leave this control set to “N” for no. This control should also be set to “N” for no for users who sell carpet in the state of California but do not have the authority to make CARE changes to jobs, inventory or CARE reporting options in the system. This control should only be set to “Y” for yes for Managers or System Administrators who may need to change the CARE status on a job, a piece of inventory or on the CARE reporting features in the RollMaster system.

The next two new controls have similar functionality; they appear as follows: Allow to Invoice inventory out of Branch and Allow to W/O inventory out of Branch. Both of these controls are tied to a Branch Control level question, and depending on how that control is currently set, the system will default one of two ways. These user controls are tied to the following Branch Control option: Inv. Must Be In Br. To Process. If this control is currently set to “N” for no in the Branch Control screen, you will see the following default for both of these User Controls: All Enabled at Branch Level. This means that currently this control is enabled for all users at the Branch Control Level. To make each of these processes a User Control option, you will first need to change the Branch Control question to “Y” for yes, and then you can access these controls for each user to determine if he or she is allowed to invoice a job where some or all of the material does not reside in the selling branch, and then if he or she is allowed to process a work order to ship material on a job where some or all of the material does not reside in the selling branch. Set these controls to “Y” for yes to allow this functionality.

42. Under the User Control Menu in the System Control Maintenance module, additions have been made to the Edoc Control screen. When you enter this module, the screen now appears as follows:


The first change was to add a new Modules Allowed section below the User id prompt. This section enables you to control from which modules the user is allowed to access Edocs. All Edoc users will default to “Y” on all modules so the System Administrator will need to enter into this screen after your system has been updated in order to make any changes. Type an “N” for no to enable use in any of the listed modules. Additionally, two new additions now appear under the Can View Documents Tagged As: section. They are as follows: Any and Legal. Again, these will default to “N” for no, which means all users will not be allowed to view these items until the System Administrator accesses this section to update the status of applicable users. Once the Edoc User Controls are updated, applicable users can then use the new Document Tags.

43. Under the Hardware Maintenance menu, major changes have been made to the Printer Set-up And Maintenance module to make the system more intuitive during the printer set-up process. Because so many customer service matters have been related to printer set-up issues, much work has been done to this program to make it both easier for the set-up process to be completed by RollMaster customers and harder for errors to be made that would require RollMaster customer service intervention. The program is also now graphical, so the screen is easier to navigate. The following charts the steps that should be taken to add a new printer in RollMaster with this new graphical module:


Go to the Master Menu and click on System Maintenance:

From the System Maintenance Menu, click on Hardware Maintenance (Menu):

From the Hardware Maintenance Menu, click on Printer Set-up and Maintenance:


The graphical Printer Maintenance screen will appear as follows:

From this point you can Add, Edit or Delete any current printers. To “Add” a new printer, click on the Add New button at the bottom left of the screen. You will then be prompted to enter the Printer Name; make sure you use a single word description with no spaces up to 14 characters. At the “Active in Branch” box, leave the field blank if you want the printer to be active in all Branches, or you can type the Branch ID, making it available on in that Branch. You will then need to select the “Printer Type” in the next box as follows:

Select Printer Type: Logo, Text or Barcode


If you click on the “Text” option, you will then need to make a selection from the options directly below. Similarly, if you click on the “Barcode” option, you will also need to make a selection from the options below. Once your selection is made, click on the “Remap” button to complete the setup of the printer. The system will prompt a “Print Setup” box as follows:

Click on the drop down menu in the Name field and select the printer you want to use and then click the “OK” button at the bottom right of the screen. Please Note: if you are printing to “Email,” you will be printing to “PDF Redirect.” This will complete the process. If you need to add another Printer, click on the “Add New” button again to add the next printer.

Special Note: At the bottom of the screen, you will see directions to instruct you during the setup process. This new graphical module will not allow you to enter data that can potentially cause an issue. The system will also not accept incorrect data in accessible fields, and neither will users have access to key fields that have created many issues in the past. Instead, the system is programmed to intuitively default to the proper set-up information based on what is needed for most printers on the market. Additionally, the Remap process is no longer global, meaning that the process will now only affect the current user’s machine.

New Appendix—Tab & Alt Keys for Faster Order/Quote Entry:For RollMaster users who have become proficient with the program and are faster with the keyboard than the mouse, you can move through both the Order and Quote Entry screens without using the mouse by using the Tab button to move through required fields and then employing the “Alt” key in combination with underlined letters on the screen for accessing those screens and features. Wherever an underlined letter appears on the screen, you can perform that function by holding down the “Alt” key on your keyboard and then typing that letter while the “Alt” key is depressed. When the cursor reaches a field with a drop down arrow, you can use the up and down arrow keys to bring up the options for that field one at a time or type the first letter of the option to bring it up quicker. As an example, once you are ready to add lines on a new job or quote, you can depress the “Alt” key and type and “F” to bring up that screen. That option appears on the New Job screen as follows:

Once that screen appears, you can tab through any applicable fields and then perform all the button functions by using the Alt key process.


Please Note: If you are not seeing underlined letters on the screen, it is likely a Windows Setting that can be easily changed. In Vista and Windows 7, go to Control Panel, select Ease of Access Center, click on “Make the keyboard easier to use (Adjust settings for the keyboard).” Make sure box is checked: “Make it easier to use keyboard shortcuts (Underline keyboard shortcuts and access keys), click apply. In Windows XP, go to Control Panel, Display Settings, Appearance Tab, Effects. Make sure the following box is unchecked: “Hide underlined letters for keyboard navigation until I press the ALT key.”

In the Order Entry screen, once you click the New Job button, you can make it all the way through to assigning inventory without touching the mouse. This is only recommended for folks who are familiar with RollMaster and quicker with the keyboard than with the using the mouse to point and click. For users who are just learning RollMaster, the point and click mouse method is the better way to get started.