Implementation Training Guide

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Implementation Training Guide

  1. 1. Implementation Training Guide
  2. 2. DAY 1 AGENDA <ul><li>Introduction </li></ul><ul><li>Boxcar System Platform Overview </li></ul><ul><li>Navigating Through the WMS </li></ul><ul><li>Setting Up DC’s </li></ul><ul><li>Setting Up Customers </li></ul><ul><li>Adding Users </li></ul><ul><li>Warehouse Configuration Settings </li></ul><ul><li>Warehouse Bin Location Set Up </li></ul><ul><li>Set Up and Upload Products </li></ul>
  3. 3. DAY 2 AGENDA <ul><li>Review Day 1/Brief Q & A </li></ul><ul><li>Purchase Order Functionality Overview </li></ul><ul><li>Manually Enter Test Purchase Order </li></ul><ul><li>Purchase Order Upload (Initial Inventory Example) </li></ul><ul><li>Set Up Clients </li></ul><ul><li>Manually Enter Test Sales Order </li></ul><ul><li>Sales Order Upload Process </li></ul><ul><li>Navigate Through System </li></ul>
  4. 4. DAY 3 AGENDA <ul><li>Review Day 1 and 2 - Brief Q & A </li></ul><ul><li>Introduction to Billing – Definitions and Functionality </li></ul><ul><li>Create Billing Codes </li></ul><ul><li>Create Rate Schedules </li></ul><ul><li>Miscellaneous Billing Entry </li></ul><ul><li>Create Billing Cycles </li></ul><ul><li>Invoicing </li></ul><ul><li>Exporting Billing Data to External Accounting System </li></ul><ul><li>Introduction to Reporting Module </li></ul><ul><li>Creating Reports </li></ul><ul><li>Executing Reports </li></ul>
  5. 5. INTRODUCTION <ul><li>Contact Information: </li></ul><ul><li>Office – 5819 Robinson St, Hanahan, SC 29410 </li></ul><ul><ul><li>Phone 843.278.8033 Fax 843.278.8034 </li></ul></ul><ul><ul><li>Tom Shannon (Direct Support)– 803.233.6798 [email_address] </li></ul></ul><ul><ul><li>Paul Biddle (technical support)- AOL IM: paulonjava paul.biddle@boxcarcentral.com </li></ul></ul>
  6. 6. INTRODUCTION <ul><li>Training Objectives: </li></ul><ul><ul><li>Understand System Hierarchy and Terminology </li></ul></ul><ul><ul><li>Define and Create Distribution Centers and options </li></ul></ul><ul><ul><li>Create Customer Account and Define Customer options </li></ul></ul><ul><ul><li>Set Up Warehouse Configuration </li></ul></ul><ul><ul><li>Upload and Define Clients </li></ul></ul><ul><ul><li>Define Users and Assign Accesses and Privileges </li></ul></ul><ul><ul><li>Learn File Upload Processes </li></ul></ul><ul><ul><li>Define Packaging Configuration and Upload Products </li></ul></ul><ul><ul><li>Upload Test Inventory </li></ul></ul><ul><ul><li>Navigate through System Views </li></ul></ul><ul><ul><li>Manually enter Purchase and Sales Orders </li></ul></ul><ul><ul><li>Reporting Module Overview </li></ul></ul>
  7. 7. PLATFORM OVERVIEW <ul><li>Internet Based WMS </li></ul><ul><li>Written in JAVA </li></ul><ul><li>Housed on Linux Server </li></ul><ul><li>Utilizes MYSQL Database </li></ul><ul><li>To date 99.9% up time (only taken down for periodic maintenance) </li></ul>
  8. 8. System Hierarchy <ul><li>Terminology </li></ul><ul><li>Company – Level Users: Users whose job functions may require them to make company-wide changes to your system, such as changing the look and feel of your Boxcar Central website. You may only have one user who will have access at this level, since few employees are apt to have a need to make changes at the company level. </li></ul><ul><li>System Administrator : The System Administrator maintains your corporate database and user access to it. This is the most powerful access available within your Boxcar Central WMS, so you should give careful consideration to the question of who will serve as your System Administrator and whether you will designate a second S.A. as a backup for the primary S.A. </li></ul><ul><li>Customer Administrator : A Customer Administrator can be designated for each of your customers, performing system-level tasks (such as user access, passwords, etc.) within their own account. Your System Administrator can create a Customer Administrator for any or all of your customers. </li></ul>
  9. 9. System Hierarchy <ul><li>Terminology Continued </li></ul><ul><li>Distribution Center (DC) Users : Users whose job functions are directly involved with your warehouse operations. This group of users may be one of your largest, as numerous operations employees may have a need to perform the functions allowed at this access level – for instance, setting up a new branch location, editing an existing branch location, setting up a new customer account, and similar operations tasks. </li></ul><ul><li>Client-Level Users : Users who are your customer’s customers. If your customers desire, their own customers can gain access to information such as pricing, available stock, and pending orders. Administratively, access at this level is probably best handled by a Customer Administrator (see definition below). </li></ul><ul><li>Customer-Level Users : Users who are your direct customers. Your customers will be able to perform a variety of tasks on their own account, including placing new orders or checking the status of existing orders, performing queries of stock on-hand, and other routine tasks. </li></ul>
  10. 11. Distribution Center Set Up <ul><li>Company Level User </li></ul><ul><li>Position your pointer on “System Setup” and use the pull-down menu to locate “DCs.” Click on it to open it. </li></ul><ul><li>Users at this level are considered to be the people actually operating the distribution center. System Administrators can be assigned at this level to control access among other DC level users. </li></ul><ul><li>The user will be taken to the “ View DCs” screen, where any defined branches (those already in the database) are visible. Click on the “ Add DC ” bar to add a new branch to the database. </li></ul>
  11. 12. Distribution Center Set Up <ul><li>Enter Set Up Data </li></ul>
  12. 13. Customer Set Up <ul><li>Customer Set Up </li></ul><ul><li>Position your pointer on “System Setup” and use the pull-down menu to locate “Customers.” Click on it to open it </li></ul><ul><li>Users at this level are your direct customers. Either the company or a branch administrator should grant system access to the customer administrator. An access questionnaire should be developed jointly with your customer to evaluate user access needs prior to granting access. Customers can be added and deleted in a way similar to that used to add or delete branches. By selecting and clicking on the Add Customer button, updates to the customer database are performed. See Table 4 for data field descriptions. </li></ul>
  13. 14. Customer Set Up <ul><li>Enter Set Up Data </li></ul>
  14. 15. Customer Set Up <ul><li>Enter Set Up Data </li></ul><ul><li>Click on Add Customer </li></ul>
  15. 16. Customer Set Up <ul><li>Enter Set Up Data </li></ul>
  16. 17. Customer Set Up <ul><li>Configure Customer Process Options </li></ul>
  17. 18. Customer Set Up <ul><li>Configure Customer General Process Options </li></ul>
  18. 19. Customer Set Up <ul><li>Configure Customer General Process Options </li></ul>
  19. 20. Customer Set Up <ul><li>Configure Customer General Process Options </li></ul>
  20. 21. Customer Set Up <ul><li>Configure Customer General Process Options </li></ul>
  21. 22. Customer Set Up <ul><li>Add Customer Addresses – Bill To, Ship To, 3 rd Party, Mail To </li></ul>
  22. 23. Customer Set Up <ul><li>Configure Packaging </li></ul>
  23. 24. Customer Set Up <ul><li>Set up Automated Alerts - Listed below are the standard process types that can be defined: </li></ul><ul><li>OMSSOCONF – WMS & email accounts get notified when OMS order is placed </li></ul><ul><li>OMSSOUP – Customer notification of order shipment </li></ul><ul><li>RECBOHDLR – Email addresses are alerted when a receipt occurs that fills a backorder </li></ul><ul><li>RECCONFOUT – Email addresses are alerted when a receipt confirm occurs </li></ul><ul><li>SHPCONFOUT - Email addresses are alerted when a ship confirm occurs </li></ul>
  24. 25. Customer Set Up <ul><li>Set up Automated Alerts </li></ul>
  25. 26. Adding Users <ul><li>Click on Set Up – Users Tab </li></ul><ul><li>Select User Type – Click On Add User Button </li></ul>
  26. 27. Adding Users <ul><li>Fill in User Information (* fields are required) </li></ul>
  27. 28. Adding Users <ul><li>Select User Security Settings and click the Add Button </li></ul>
  28. 29. Warehouse Configuration Set Up <ul><li>Add Manufacturers </li></ul><ul><li>Add Carriers </li></ul><ul><li>Add Hold Reason Codes </li></ul><ul><li>Add NMFC Codes </li></ul>
  29. 30. Warehouse Configuration Set Up <ul><li>Add Manufacturers </li></ul><ul><ul><li>WMS – WAREHOUSE – CONFIGURATION </li></ul></ul><ul><ul><li>Click on Manufacturers and Add Manufacturers </li></ul></ul>
  30. 31. Warehouse Configuration Set Up <ul><li>Add Carriers </li></ul><ul><ul><li>WMS – WAREHOUSE – CONFIGURATION </li></ul></ul><ul><ul><li>Click on Carriers and Add Carriers </li></ul></ul><ul><ul><li>Follow Same Procedure for all other Configuration Set Ups </li></ul></ul>
  31. 32. Warehouse Bin Location Set Up <ul><li>Click On WMS – INVENTORY – BIN MAINTENANCE </li></ul><ul><li>Click on Add Bin </li></ul><ul><li>Enter Data and Click on the Add Button </li></ul>
  32. 33. Product Set Up <ul><li>Position your pointer on “ WMS .” Use the pull-down menu to locate “ Inventory ,” then “ Product Maintenance .” Click on it to open it. </li></ul><ul><li>After bins are created and configured properly, product ID information must then be entered. This process can be performed either manually (one product at a time) or by upload during system implementation. The manual process is as follows: </li></ul>
  33. 34. Product Set Up
  34. 35. Product Set Up <ul><li>From the “View Product” screen, click on “Add Product.” </li></ul><ul><li>From the “Add Product” screen, enter the “Product ID Number”, “Alt Product Id” is optional and “Brief Description” (Mandatory Fields); “Full Description” is optional. </li></ul><ul><li>Use the pull-down menu to select the appropriate “Customer ID” (Mandatory Field) that was entered into your database during system set-up. </li></ul><ul><li>Use the pull-down menu and select a product status (“Active,” “Discontinued,” or “Marked for Deletion”). This field is also mandatory. </li></ul><ul><li>Next, select “Manufacturer ID” and from that pull-down menu, choose a manufacturer of the item from data previously entered (during system setup). </li></ul>
  35. 36. Product Set Up <ul><li>The next five fields are mandatory; they are used to describe the physical characteristics of the product: “Packaging” is selected from a pull-down menu (“each,” “case,” “pallet,” etc.); then, enter “Height,” “Width,” “Depth,” and “Weight.” </li></ul><ul><li>Tip: If you are using weight as your base unit of measure, set the product weight to 1, and the base package level to 1. Then all quantities will be reflected as the actual weight on hand. </li></ul><ul><li>If the unit of measure is “each,” you must then enter how many of the units make up a case and how many make up a pallet load (i.e. eaches to case, 20:1). If the packaging levels have no correlation, then the units can be 1:1. These package definitions are defined on the customer options maintenance screen. </li></ul>
  36. 37. Product Set Up <ul><li>Indicate whether the item is “Lot Controlled” by clicking on the appropriate button. Finally, you can designate an item as “expiration date sensitive” or “mixed product” by checking the appropriate box. </li></ul><ul><li>If using a Control Number (sub-lot) specify if it is required and whether or not it should be unique (such as a serial number). </li></ul>
  37. 38. Product Set Up
  38. 39. Product Set Up
  39. 40. Product Set Up – File Upload <ul><li>Upload Processes: </li></ul>
  40. 41. Product Set Up – File Upload <ul><li>The Product File Upload option allows the user to upload product information in bulk. When a new Customer is added to the Boxcar system, then all their existing products can be uploaded into the system with this process. </li></ul><ul><li>Also, this process allows for updating existing product information. </li></ul>
  41. 42. Product Set Up – File Upload
  42. 43. Product Set Up – File Upload
  43. 44. Product Set Up – File Upload
  44. 45. Product Set Up – File Upload
  45. 46. Product Set Up – File Upload
  46. 47. Product Set Up – File Upload <ul><li>Enter Product data onto Spreadsheet </li></ul><ul><li>Save as .csv file </li></ul><ul><li>Click on UTILITIES – FILE PROCESSES </li></ul><ul><li>Go to Product Upload and Select a Customer from the Drop Down Menu </li></ul><ul><li>Click on the Browse Button and Locate the Product Data File </li></ul><ul><li>Select the Product Data File and Click on the Process File Button </li></ul>
  47. 48. Product Set Up – File Upload
  48. 49. Product Set Up – File Upload <ul><li>Enter Product data onto Spreadsheet </li></ul><ul><li>Save as .csv file </li></ul><ul><li>Click on UTILITIES – FILE PROCESSES </li></ul><ul><li>Go to Product Upload and Select a Customer from the Drop Down Menu </li></ul><ul><li>Click on the Browse Button and Locate the Product Data File </li></ul><ul><li>Select the Product Data File and Click on the Process File Button </li></ul>
  49. 50. Receiving Product - Creating a PO In order to receive a product, a PO must be created. To create a PO, select WMS – Receiving – PO Maintenance. Then click on the Add PO button. Next you will be presented with the PO Header Information Screen. Select and fill in the desired fields (fields annotated with an * denote required fields), then click on the Detail Information Button
  50. 51. Receiving Product You will now be at the Detail Information Page. Enter the Detail information for each product on the incoming PO in the Add Purchase Order Line section. When finished with each line item, click on the Add Button.
  51. 52. Receiving Product When finished entering in the detail information for the PO click on the PO Review button in the lower right hand corner of the screen. You will now be in the PO Review Screen. Click on cancel to edit the detail information or Confirm PO if the detail information is correct.
  52. 53. Receiving Product When the PO is confirmed, the system will direct you to the View Purchase Orders Screen and display the newly created PO information. Next click on the Receive button to receive the PO
  53. 54. Receiving Product Enter the quantity and other applicable detail information for each line item received in the PO. Once completed, select the Confirm Button
  54. 55. Receiving Product Next, review the receipt information, and if correct check the Confirm Line boxes for each line item. Then…… Click on the Confirm Button
  55. 56. Receiving Product Selecting the confirmation button directs you to the Receive Order Confirmation Screen, and the next step which is to put away the received product. Select the Confirm Put button.
  56. 57. Receiving Product Put Away You are now ready to put away the received items. Upon selecting the Confirm Put button, the system will direct you to the Putaway Detail Screen. The detail information on this screen displays the assigned put away Bin Id, quantity and user. Each of these fields can be overridden or edited. The drop down box on the user ID field allows for the assignment of different users for each put line item if desired.
  57. 58. Receiving Product <ul><li>Once the line items have been put away, the Put assignments must be confirmed. To do this, check the confirm box for each line item – or – check the header confirm box at the top of the detail section to select all put assignments. </li></ul><ul><li>When a “manual” bin location is assigned as the put bin, this indicates that no other locations are available –or – the total volume of the receipt is too large for a put location. To process the put for the first example, an available bin must be overwritten into the Bin Id window. To process a put for example 2, the receipt must be broken into multiple receipts that are not larger than the defined bin dimensions. </li></ul>
  58. 59. Receiving Product In this case we selected Bin Id “abc” as an available bin and entered abc into the Bin Id window. We confirmed the put away by clicking on the “process” button in the lower left hand corner of the screen. This directed us to the next screen in the Putaway Detail process. Here put away information is reviewed and if needed, the “undo” button selected for any/all line items that require editing. If no further editing is required, the receipt process is complete. Click on the PO Id Number…..
  59. 60. Receiving Product … You will be directed back to the PO Screen. The final step in the receiving process is to close the PO…Do this by changing the status from In-Progress to Closed and selecting the Update Header Information Button.
  60. 61. PO File Upload Process <ul><li>The PO File Upload option allows the user to upload one complete Purchase Order with details at one shot instead of having to key it in. This process can also be used to help load initial on hand inventory into system. </li></ul>
  61. 62. PO File Upload Process <ul><li>Upload File Field Requirements </li></ul>
  62. 63. PO – File Upload <ul><li>Enter PO data onto Spreadsheet </li></ul><ul><li>Save as .csv file </li></ul><ul><li>Click on UTILITIES – FILE PROCESSES </li></ul><ul><li>Go to PO Upload and Select a Customer from the Drop Down Menu </li></ul><ul><li>Click on the Browse Button and Locate the PO Data File </li></ul><ul><li>Select the PO Data File and Click on the Process File Button </li></ul>
  63. 64. PO – File Upload
  64. 65. Shipping Product Client Set Up Before shipping products, clients must be set up in the system. To set up a Client click on Setup and Client. Then click on the Add Client Tab. You will now be in the Add Client Screen. Enter the client information and click on the Add button to add the client into the system.
  65. 66. Shipping Product Add Client address After the Client is set up, addresses for the Client must be added. To add a Client address go back into the Client set up screen and click on the appropriate Client name. Next click on the view address button
  66. 67. Shipping Product Add Client address Next click on the Add Address Button. This will bring you to the Add Client Address Screen. Fill in the ship to address information then click on the add button
  67. 68. Shipping Product You are now ready to create a Sales Order. Select WMS – Shipping – Order Maintenance. Then click on the Add Order button. Next you will be presented with the Header Information Screen. Select the desired Client ID from the drop down box and click on Continue
  68. 69. Shipping Product You will now be at the Header Information Page. *First select an existing ship to address *Next, select an existing billing address. (These can be edited later if needed) Now fill in the desired order header information and, when finished, click on the Detail Information button. *Note: Billing and ship to addresses must be created for each client.
  69. 70. Shipping Product The detail information screen will display the header information and a shaded detail information box. In this screen you may update the order header information as needed. Enter the Detail information for each product in the Add Order Line section. When finished with each line item, click on the Add Button. *Selecting the + button next to the Product ID field will display all available inventory for the customer (See Next Slide)
  70. 71. Shipping Product Here the + button was selected and all available inventory for the customer is displayed. Select the appropriate UM, Quantity and add optional shipper information. Then click on the Add and Return to Order Button If + is not selected, Enter in the product ID, quantity and all other applicable product information and click on the Add button.
  71. 72. Shipping Product When finished adding line items to the order, verify the order line detail information is correct, update and edit as needed by overwriting any “window” information and clicking on the Update Order Lines button. When the finished adding and editing/updating order lines click on the Release Order button to release the order for picking.
  72. 73. Shipping Product Once the order is released, you will be directed to the View Orders screen, and are now ready to view and confirm the assigned Pick Select the Confirm Pick button
  73. 74. Shipping Product You are now ready to pick the ordered items. Upon selecting the Confirm pick button, the system will direct you to the Picking Detail Screen. The detail information on this screen displays the assigned pick Bin Id, quantity and assigned user. Each of these fields can be overridden or edited. The drop down box on the user ID field allows for the assignment of different users for each pick line item if desired.
  74. 75. Shipping Product Once the line items have been picked, the Pick assignments must be confirmed. To do this, check the confirm box for each line item – or – check the header confirm box at the top of the detail section to select all pick assignments. * When a “manual” bin location is assigned as the pick bin, this indicates that no other locations are available for that particular product ID. To process the pick, an available bin must be overwritten into the Bin Id window.
  75. 76. Shipping Product Next confirm the picks by clicking on the “process” button in the lower left hand corner of the screen. The next screen is the Pickng Detail Screen. Here pick information is reviewed and if needed, the “undo” box selected for any/all line items that require editing. If no further editing is required, the pick process is complete and no further action is required.
  76. 77. Shipping Product Once the order and picking processes are complete, you are ready to ship and close out the Sales Order. -OR- add a BOL and ship the order. TO SHIP AND CLOSE: First Click on the Order Id. Then in the Order Header, select “shipped” from the drop-down box under the Order Status heading. Finally click on the update button to update and finalize the order status to “Shipped”.
  77. 78. Sales Order File Upload Process <ul><li>The Sales Order File Upload option allows the user to upload the Order details all at once instead of having to key in all the details individually. The file to be uploaded should be submitted in CSV or XLS format </li></ul><ul><li>The client must exist and be a client of the select customer. </li></ul><ul><li>The client must have valid Bill To and Ship To addresses. </li></ul>
  78. 79. Sales Order File Upload Process
  79. 80. Sales Order File Upload Process
  80. 81. Sales Order File Upload Process
  81. 82. Sales Order – File Upload <ul><li>Enter SO data onto Spreadsheet </li></ul><ul><li>Save as .csv file </li></ul><ul><li>Click on UTILITIES – FILE PROCESSES </li></ul><ul><li>Go to SO Upload and Select a Customer from the Drop Down Menu </li></ul><ul><li>Click on the Browse Button and Locate the SO Data File </li></ul><ul><li>Select the SO Data File and Click on the Process File Button </li></ul>
  82. 83. Sales Order Upload
  83. 84. Billing <ul><li>Overview: </li></ul><ul><li>The billing module allows for charging your customers for services and storage. Handling codes are used to charge for services – these can be created to monitor specific activity trace transactions such as Receiving, Picking or Cycle Counts. </li></ul><ul><li>Handling codes can also be used to set up miscellaneous charges that are not recorded by the system – shrink-wrapping, printing, faxing, etc. </li></ul><ul><li>Storage charges are divided up into two types – receipt storage and anniversary storage billing. Receipt Storage charging is done when product is received into the warehouse. Anniversary Storage charges occur on a periodic or anniversary basis – I.e. monthly storage charges for product currently in the warehouse. </li></ul>
  84. 85. Billing <ul><li>Overview: </li></ul><ul><li>Billing allows flexibility in configuration of charges. </li></ul><ul><li>Initially, the user sets up generic billing codes for each of the three main types of billing codes – Anniversary, Receipt Storage and Handling. Once this is done, the customers can be configured. </li></ul><ul><li>Rate Schedules are created that allow the user to associate billing codes with customer products. These will be used to create the billing cycles. Each billing code added to a rate schedule can be further configured for the customer. </li></ul>
  85. 86. Billing <ul><li>Overview: </li></ul><ul><li>Billing cycles are the final piece of the Billing Module. These are created to bill customers based on their rate schedules. </li></ul><ul><li>The user can bill for all three or any combination of the three types of billing. </li></ul><ul><li>Once created, the counts from the system for the various transactions and storage are retrieved and also allow for the user to enter custom counts for the miscellaneous handling codes. </li></ul><ul><li>After closing the billing cycle, the user can print an invoice or have an email sent to them with exported billing cycle data. </li></ul>
  86. 87. Billing <ul><li>Terms: </li></ul><ul><li>Billing Cycles: Whenever it is time to bill your customer for services or storage, a billing cycle needs to be created. You can bill for any or all three billing types. Based on this and what is defined for the rate schedules for the customer, the billing cycle is created. With this information, the system is polled for quantity/count information so that the customer can be billed for the month’s activity. When the billing cycle is closed, an invoice can be printed and an export can be created. </li></ul><ul><li>Rate Schedules: These allow the user to bind billing codes and products for a customer. These are used by the billing cycles when a customer is billed. </li></ul><ul><li>Anniversary Codes: These billing charges are for storage of product on a cyclical basis. </li></ul><ul><li>Handling Codes: These can be of two types – transaction or miscellaneous charges. The transaction charges will be based on activity that is occurring in the warehouse. I.e. for receiving pallets from a container. Miscellaneous charges are generic charges, not monitored by the system, that are charged to the customer in the billing cycle. </li></ul>
  87. 88. Billing <ul><li>Terms: </li></ul><ul><li>Receipt Storage Codes: These billing charges will be for storage during the month that the product was received into the warehouse. I.e. Product received on or before the 15th will be charged full month storage, product received after the 15th will be charged ½ months storage. </li></ul><ul><li>Grace Period Exceeded: This displays billing cycles that have passed their Grace Period (defined in Rate Schedules) </li></ul><ul><li>Billing Report: Print summary and detail reports for billing by branch and customer. </li></ul><ul><li>Miscellaneous Billing Entry: Enter billing codes on the fly for activities such as one time support charges, labor charges, FAX charges, etc… </li></ul>
  88. 89. Creating Billing Codes <ul><li>Anniversary Storage: </li></ul><ul><li>Position your pointer on “ WMS .” Use the pull-down menu to locate “ Billing ,” then “ Anniversary Codes .” Click on it to open it. </li></ul><ul><li>To Add a Billing Code: </li></ul><ul><li>Click on Add Billing Code >> to add Anniversary Billing Codes. This takes you to the Anniversary Code Maintenance screen. </li></ul><ul><li>From the Anniversary Code Maintenance screen, enter the billing code data in the appropriate fields. </li></ul>
  89. 90. Creating Anniversary Storage Codes
  90. 91. Creating Billing Codes <ul><li>Anniversary Storage: </li></ul><ul><li>Add a Standard Anniversary code: (this applies to certain requirements for a product) </li></ul><ul><li>Select the Standard button. </li></ul><ul><li>Enter data in all appropriate fields. </li></ul><ul><li>Add a SKU type billing code: (this counts the number of SKUs in the warehouse) </li></ul><ul><li>Select the SKU button. </li></ul>
  91. 92. Creating Billing Codes <ul><li>Anniversary Storage: </li></ul><ul><li>Add a location type billing code: (this counts the number of locations that have quantity in the warehouse for a given billing date) </li></ul><ul><li>Select the Location button. </li></ul><ul><li>Click on the Save button. This will add the code to the system. Clicking on Cancel will cancel the information entered. </li></ul><ul><li>You can edit this code simply by clicking on the link from the Anniversary Codes screen. </li></ul>
  92. 93. Creating Anniversary Storage Codes
  93. 94. Cancels billing information Cancel Saves billing information Save A billing code, to count locations and bill according to number of locations Location Location A billing code to count SKUs and bill according to the number of SKUs in the warehouse SKU SKU ▼ Drop down menu to select Packaging Base Weight Units Base Weight The way the billing code is traced. ▼ Drop down menu Counted By Choose a packaging level by which to bill. Packaging Standard Anniversary Code General ledger number. GL Number The minimum charge for this code during a billing cycle. Minimum Charge The price per billing type occurrence. Unit Price Brief description that will be printed on the invoice. Billing Code Description* Unique identifier that represents the billing code. Billing Code ID* ▼ Drop down menu to select DC if there are more than one Change DC Anniversary Code Maintenance
  94. 95. Editing Anniversary Storage Codes <ul><li>To Edit a Billing Code: </li></ul><ul><li>Click on the appropriate code from the Anniversary Codes screen. </li></ul><ul><li>If the information for the code is incorrect, edit it as necessary. </li></ul><ul><li>Click “Save” after all desired changes have been made. </li></ul><ul><li>To Remove a Billing Code: </li></ul><ul><li>Simply click on the Delete button to the right of the billing code. </li></ul><ul><li>A confirmation will appear. Click “Yes” to confirm, “No” to cancel. </li></ul>
  95. 96. Creating Billing Codes <ul><li>Handling and Miscellaneous Billing Codes: </li></ul><ul><li>Position your pointer on “ WMS .” Use the pull-down menu to locate “ Billing ,” then “ Handling Codes .” Click on it to open it. </li></ul><ul><li>To Add a Billing Code: </li></ul><ul><li>Click on Add Billing Code >> at the top left hand of the Handling Codes screen. This takes you to the Handling Code Maintenance screen to add Handling Billing Codes. </li></ul><ul><li>From the “ Handling Code Maintenance” screen, enter the billing code data in the appropriate fields. </li></ul>
  96. 97. Creating Billing Codes <ul><li>Handling and Miscellaneous Codes: </li></ul><ul><li>Add a Transaction code: (this is if the code is per transaction) </li></ul><ul><li>Select the Transaction button. </li></ul><ul><li>Enter data in all appropriate fields. </li></ul><ul><li>Add a Miscellaneous code: (this applies to custom codes during the billing cycle) </li></ul><ul><li>Select the Miscellaneous button. </li></ul><ul><li>Click on Save. This will add the code to the system. Click on Cancel to delete the billing code information. </li></ul><ul><li>You can edit this code simply by clicking on the link from the Handling Codes screen. </li></ul>
  97. 98. Adding Handling/Miscellaneous Codes
  98. 99. Cancels billing code information Cancel Saves billing code information Save Adds a custom code used during this billing cycle. Miscellaneous Miscellaneous Code ▼ Drop down menu to select Packaging Base Weight Units Base Weight The way the billing code is traced. ▼ Drop down menu Counted By Choose a packaging level by which to bill. Packaging Check this box to show billing detail on the customer invoice. Show Detail The way the billing code is traced. ▼ Drop down menu Activity Trace Code Transaction Code General ledger number. GL Number The minimum charge for this code during a billing cycle. Minimum Charge The price per billing type occurrence. Unit Price Brief description that will be printed on the invoice. Billing Code Description* Unique identifier that represents the billing code. Billing Code ID* ▼ Drop down menu to select DC if there are more than one Change DC Handling Code Maintenance
  99. 100. Editing Handling/Miscellaneous Codes <ul><li>To Edit a Billing Code: </li></ul><ul><li>Click on the appropriate code from the Handling Codes screen. </li></ul><ul><li>If the information for the code is incorrect, edit it as necessary by clicking on the Billing Code Id link from the list of all billing codes listed in the table on the left. </li></ul><ul><li>Click “ Save ” after all desired changes have been made. </li></ul><ul><li>To Remove a Billing Code: </li></ul><ul><li>Simply click on the Cancel button to the right of the billing code. </li></ul>
  100. 101. Creating Billing Codes <ul><li>Receipt Storage Codes: </li></ul><ul><li>Position your pointer on “ WMS .” Use the pull-down menu to locate “ Billing ,” then “ Receipt Storage Codes.” Click on it to open it. </li></ul><ul><li>To Add a Billing Code: </li></ul><ul><li>Clicking on Add Billing Code >> will take you to the Receipt Storage Code Maintenance screen to add Receipt Storage Codes. </li></ul><ul><li>From the “ Receipt Storage Code Maintenance ” screen, enter the general billing code information in the appropriate fields. </li></ul><ul><li>Enter general billing code information. </li></ul>
  101. 102. Adding Receipt Storage Codes
  102. 103. Creating Billing Codes <ul><li>Receipt Storage Codes: </li></ul><ul><li>After clicking on Continue , Add or edit Pricing Details. Enter amount of days for billing and a unit price. Click on the Add button to add information. </li></ul><ul><li>To Remove a pricing detail, click the Remove checkbox and click Update . </li></ul>
  103. 104. Adding Receipt Storage Codes
  104. 105. Creating Billing Codes <ul><li>Receipt Storage Codes: </li></ul><ul><li>Example: </li></ul><ul><li>Days Unit Price </li></ul><ul><li>Detail 1 10 $3.75 </li></ul><ul><li>Detail 2 10 $2.50 </li></ul><ul><li>Detail 3 10 $1.25 </li></ul><ul><li>For the month of January, the billing date ranges would look like the following: </li></ul><ul><li>Date Range 1 – 10 $3.75 </li></ul><ul><li>Date Range 11 – 20 $2.50 </li></ul><ul><li>Date Range 21 – 31 $1.25 </li></ul>
  105. 106. Editing Receipt Storage Codes <ul><li>To Edit a Billing Code: </li></ul><ul><li>Click on the appropriate code from Billing Code Id list of Code “ Links ” from the Receipt Storage Codes screen. </li></ul><ul><li>If the information for the code is incorrect, edit it as necessary. </li></ul><ul><li>Click “Update” after all desired changes have been made. </li></ul><ul><li>To Remove a Billing Code: </li></ul><ul><li>Simply click on the Remove button to the right of the billing code. </li></ul><ul><li>A confirmation will pop up. Click Update to confirm, No to cancel. </li></ul>
  106. 107. Creating Rate Schedules <ul><li>Position your pointer on “ WMS .” Use the pull-down menu to locate “ Billing ,” then “Rate Schedules .” Click on it to open it. </li></ul><ul><li>Configuration </li></ul><ul><li>To configure a Grace Period for a customer: Click on the “ Configuration ” link next to the appropriate customer. This will take you to a Customer Billing Configuration screen. </li></ul><ul><li>Enter Minimum Charge in this field </li></ul><ul><li>Terms to be entered into this field </li></ul>
  107. 108. Creating Rate Schedules <ul><li>Configuration </li></ul><ul><li>Billing Code Minimum Charge for Handling </li></ul><ul><ul><li>Always </li></ul></ul><ul><ul><li>Only When Quantity Transacted </li></ul></ul><ul><li>Receipt Storage Transaction Code </li></ul><ul><ul><li>By Receipt </li></ul></ul><ul><ul><li>By Putaway </li></ul></ul><ul><li>Print Product Level Detail on Invoice – select this checkbox </li></ul>
  108. 109. Creating Rate Schedules <ul><li>Configuration </li></ul><ul><li>Print Invoice Summarized – select this checkbox </li></ul><ul><li>Print BOL Id for Ship Confirm transactions on invoice –select this checkbox </li></ul><ul><li>Override Miscellaneous Handling Recalculation – select this checkbox </li></ul><ul><li>Grace Period </li></ul><ul><ul><li>1. Day : Type in number of Days in this entry field </li></ul></ul><ul><li>2 . Charges if Grace Period is Exceeded: (select appropriate checkbox) </li></ul><ul><ul><li>“ Maximum” follows the maximum unit price </li></ul></ul><ul><ul><li>“ Follow Price Matrix” follows the price matrix for that billing code </li></ul></ul>
  109. 110. Creating Rate Schedules <ul><li>Configuration </li></ul><ul><li>Deferment Processing </li></ul><ul><li>Uses Deferment - select this checkbox </li></ul><ul><li>Percentage Deferred – enter Percentage (%) in this field </li></ul><ul><li>Opening Balance – enter amount ($) in this field </li></ul><ul><li>Average Shipping Cost Per Unit – enter amount ($) in this field </li></ul><ul><li>Select Update to complete the Rate Schedule Configuration </li></ul>
  110. 111. Creating Rate Schedules - Configuration
  111. 112. Creating Rate Schedules - Configuration
  112. 113. Creating Rate Schedules - Configuration
  113. 114. Creating Rate Schedules <ul><li>Creating/Editing Rate Schedules </li></ul><ul><li>To create or edit a Rate Schedule, click on “ Rate Schedule” link in the right hand column for the Customer Id list. This will take you to the Rate Schedules screen </li></ul><ul><li>The ID and Description can both be edited in the fields provided in the Add Rate Schedule field. Clicking on Add >> updates the rate information for the customer listed at the top of the screen. </li></ul><ul><li>Copy Existing Rate Schedule allows the user to copy rates from another rate schedule to this customer. Select a billing code from the dropdown, and then Click the Copy >> button to add to the rate schedule. You can Update or Delete a billing code </li></ul>
  114. 115. Creating Rate Schedules <ul><li>Creating/Editing Rate Schedules </li></ul><ul><li>Under Maintenance column, click on “ Edit” under billing Billing Code. This takes you to the Rate Schedule Billing Code Maintenance screen. Add or update or delete billing codes as necessary </li></ul><ul><li>From the Rate Schedule Billing Code Maintenance screen, under “ Billing Code Id ” link, takes you to the maintenance screen to edit charges for this specific billing code for this customer. </li></ul><ul><li>Once billing codes are added to the rate schedule(s), click on product associations and attach the products that apply to each rate schedule. </li></ul>
  115. 116. Creating Rate Schedules
  116. 117. Creating Rate Schedules
  117. 118. Creating Rate Schedules
  118. 119. Creating Rate Schedules
  119. 120. Creating Rate Schedules <ul><li>Creating/Editing Rate Schedules </li></ul><ul><li>To remove the billing code, click on the Delete button. A confirmation will appear. Click “Yes” to confirm, “No” to cancel. </li></ul><ul><li>Under Maintenance column, click “ Edit ” under Product Associations. This takes you to the Rate Schedule Product Maintenance screen. </li></ul><ul><li>Reattach any unattached products to the appropriate rate schedule. </li></ul>
  120. 121. Creating Billing Cycles <ul><li>Billing Cycles </li></ul><ul><li>Position your pointer on “ WMS .” Use the pull-down menu to locate “ Billing ,” then “ Billing Cycles .” Click on it to open. </li></ul><ul><li>Use the filter to search for specific Billing Cycles, or just click Go >> for all Billing Cycles. </li></ul><ul><li>To add a Billing Cycle: </li></ul><ul><li>Create a new billing cycle </li></ul><ul><li>If including an Anniversary Date billing, make sure to enter a date. </li></ul><ul><li>If including Handling Billing and/or Receipt Storage Billing, make sure the boxes are checked indicating so. Select the month and year (This will include all un-billed transaction for the selected month.) </li></ul><ul><li>Hit the Go >> button to calculate the data. </li></ul>
  121. 122. Creating Billing Cycles
  122. 123. Creating Billing Cycles
  123. 124. Creating Billing Cycles <ul><li>Billing Cycles </li></ul><ul><li>Select the Recalculate Activity Button </li></ul><ul><li>Review the data and enter/update any transaction counts as needed </li></ul><ul><li>Select the Save button to save the billing cycle charges. </li></ul><ul><li>Review the data for accuracy and select the Close Billing Cycle Button. </li></ul>
  124. 125. Creating Billing Cycles
  125. 126. Creating Billing Cycles
  126. 127. Creating Billing Cycles <ul><li>Billing Cycles </li></ul><ul><li>To review the invoice, Select the Print Invoice button. This will display the invoice on the screen in pdf format </li></ul><ul><li>Once the invoice is reviewed and “ok’d”, check the approve box and click on update. This will complete the billing cycle process and assign an invoice number to the invoice. </li></ul>
  127. 128. Creating Billing Cycles
  128. 129. Creating Billing Cycles
  129. 130. Further Discussion and Questions

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