ProFrame I, Reference Guide

Order Entry (CSR Menu)

Purpose: This reference page covers all order entry type processes. All order entry type options uses the same order entry screens. Each option activates fields and options that fits the process being performed. Ex: the Post Date is made active when posting shipments, but not when creating work orders. This is the Order Entry reference page.

Contents (TAB's)

Header

Commands (bottom)

Detail

Add, Edit and Delete
QtyBrowse
Back Order
BO, Edit Qty
Print Item Labels

Usage

Access Menu: (start form Main Menu Screen)

File
CSR Menu
Activated for any Order Entry Type option. see CSR Menu

Each section is referenced on TAB's of the Order Entry Screen. Some screens within each TAB may contain TAB's or Commands that are sectioned within that TAB section.

Example: Detail Section would explain field options and features within that TAB.

Header Tab

Active Only When:

All processes

Detail Tab

Active Only When:

All processes

Usage Tab

Active Only When:

Confirm Orders (option 5)
Post Shipments (option 6)

Header Tab Section

Purpose: To select and access customer options for this orders header portion. Such as Ship-To accounts, Terms, Create Date, Customer Notes, Credit Card information.. etc... Again this reference covers all order entry type processes.

Top Header: The customer name and the order number is displayed at the top of the order screen. The title depends on what process you're working. Ex: this sample screen is Confirm Order.

CustNo: Customer Account Number, displayed only.

CSR User: CSR User ID, related to Login, displayed only. learn more...

Create Date: Create date for this order, defaults to today's date during Create Order process.

Terms: Terms of Sale for this order, defaults from customer account.

Terms of Sale Determines: learn more...

Cash Discounts
Print on Statements
Interest Charges
Credit Card Validation

Credit Card Validation: (depends on Terms)

Active Only When the Terms selected is a Credit Card Term.

	Validation
	In-Valid Expiration date. No Credit Card Name. No Credit Card Number. Note: all information is updated back to the customer file record and current order. Tip: you should fix the issue during this Validation screen to stop this pop-up. Note: validation occurs each time the total sale price changes including the terms selection and when saving.

Post Date: Shipment Post Date, date this order was shipped.

Active Only When:

Posting shipments, (6. Post Shipments)
Posting returns, (6. Post Shipments)
Note: date must be greater than last close period date.

Last Update: Date this order was last updated, displayed only.

Billing Address: customer name and address, defaults from customer account. displayed only.

Note: reflects current address from customer account. (changes reflects here)

Ship To: Section Ship To customer name and address, defaults from the 1st Ship To account under this billing account during order creation. You can manually edit this address by clicking any Ship To address field and then type over it.

Pressing the Ship To button will open the Ship-To Selection Window.

Each customer account will have at least one Ship-To account by default. You can setup as many as needed for each account. The idea is to access only one billing account and ship to many different location for that customer.

Note: Selection window opens only if more then one Ship-To account exist for this customer..

Route: Select a delivery route for this order. This list defaults from the Ship-To account.

Only routes that are assigned to this Ship-To account are made available for selection. See Ship To Tab of Customer File.

Contact Information

Contact, name of contact, defaults from Ship-To account.
Phone Number, defaults from Ship-To account.
Fax Number, defaults from Ship-To account.
Salesman, defaults from Ship-To account.
Dept Code, department code, defaults blank.
ShipVIA, defaults from Ship-To account.
PO Num, customer PO number, defaults blank.
AR Balance, customers current balance.
Comment 1,2 & 3, defaults from Ship-To account.
Note: 1,2 & 3 will print on Work Orders.
Note: 2 and 3 will print on Invoices.

Customer Memo & HotNotes, these fields have no headers, see image below.

Customer Memo, defaults from customer account.
HotNotes, defaults from Ship-To account.

HotNotes has a special feature that if turned on, will be displayed after user presses the Detail or Usage tab's. The idea is to force the user to at least select the Okay button to move on. In other words, they should make sure they read the HotNotes for this account before taking the order.

This feature is controlled from the Company Info screen.... learn more...

Credit Card Section:

Credit Card: name of Credit card, defaults from customer account.
Crd No: credit card number, defaults from customer account.
Exp Date: expiration date, defaults from customer account. (99/99)
Tax ID: US Sales Tax ID Number, defaults from customer account.
Note: For our Canadian users this field is the PST Number. If a number exist here, the PST calculation is skipped during order entry.
Class: Class, defaults from customer account. (not changeable)

Force Item Sales Tax On, On - Force sales tax ON for all items. Off - Use item default. ProFrame allows you to set each item as taxable from Inventory file and allows each line item to be taxed or not during order entry. This options allows you to override the item default for this customer and force it ON. Defaults from customer billing account.

Total Sales Section:

Sub Total: sub total sales amount.
Sales Tax: total sales tax amount.
Shipping: total shipping amount.
Total Sale: total sales amount. (sub+tax+shipping)
Total Balance: total balance amount. (sub+tax+shipping-payment)
Discount: total cash discount amount. (see Terms)
Disc Balance: total discount balance amount. (see Terms)

Sales Tax (defaults from customer billing account)

On - Charge sales tax for this order. (order header level)
Off - Do NOT charge sales tax for this order. (order header level)
Note: each item's sales tax option can be turned On or Off. (item detail level)
Note: this option must be ON for individual items to be calculated as ON.

Shipping (defaults OFF)

Off - Do NOT charge shipping for this order. (will zero out charges)
On - Open the UPS Shipping Charges window to calculate S&H.

UPS Zone: select the Zone, defaults from Ship-To account.
Pounds: enter pounds.
Amount: enter dollar amount.
Box 1 Charge: check On to add.
Box 2 Charge: check On to add.
Box Length Chg: check On to add.
COD Charge: check On to add.

AddTo click to add to running total.
Done click when done.

Note: using UPS Zone and Pounds, ProFrame will calculate Amount for you.

Note: user can modify amount after pounds has been entered.

Note: The Box 1, 2, Length and COD charges are special built in Inventory items.

Box 1 Charge - item number = BOX1
Box 2 Charge - item number = BOX2
Box Length Chg - item number = BOXLENGTH
COD Charge - item number = COD

Discount (defaults ON) this works in conjunction with the selected Terms for this order.

Off - Do NOT calculate cash discounts for this order. (no matter what the Terms indicates)
On - calculate cash discounts for this order. (only if Terms discount option is also On)

Command Buttons

Again, because ProFrame uses the same order entry screens, some commands are only made active depending on the process being performed.

Bottom Buttons (Header TAB)

Note: these command buttons are only made available while on Header Tab.

Save select this to save changes made to this order.

Active Only When:

Creating New Orders, (options 1, 2, 3 and 4)
Edit Orders, (option 7)
Note: Print is automatic after saving.
Note: if Print Chop Labels is ON, Chop Labels will print after Work Order.

Print select this to print order.

Active Only When:

Inquiry Orders (option I)
Post Shipments (option 6)
Note: when Creating and Editing orders the Print is automatic after saving.
Note: if Print Chop Labels is ON, Chop Labels will print after Work Order.

This prompt is controlled by the Form Type Copies feature on Company Info setup. This is made active only if default copies is greater than one. learn more...

Prompt for each Copy - ON to send each copy to a different printer. (default off)
Number of Copies - defaults from Company Info.
Print - continue to open Windows Print Manager to select printer.
Cancel - cancel print process.

Confirm select this to confirm work order.

Active Only When:

Confirm Orders (option 5)
Note: Print is automatic after confirming.

Post select this to post shipments.

Active Only When:

Post Shipments (option 6)
Note: Print is Not automatic, you must select Print before posting.

Ship Labels select this to print shipping labels for this order.

Active Only When:

Print Shipping Labels must be set to ON, learn more...
All processes.

Quit select this to quit without making changes to this order.

Active Only When:

During any order entry process.
Note: selecting this option disregards any changes made to this order.

Delete select this to cancel and delete this order.

Active Only When:

Editing Orders, (option 7)

Detail Tab Section

Purpose: Detail Line Item Entry, allows you to Add, Edit and Delete line items for this order. You can add as many line items as needed.

Tips:

Most line item list screen headers are self-explanatory. (BO = Back Order)
Highlight line item with pointer then select Edit, Delete, Back Order or BO Edit Qty.
Double Click the Order Qty field to Edit..
Highlight line item with pointer then select enter key to Edit..

Note: The bottom command buttons are only made available from the Header Tab.

Command Buttons (Detail TAB)

Note: Commands are only made active depending on the process being performed.

Add select this to add a new line item to this order.

Active Only When:

All processes except Inquiry.

Edit select this to a edit the highlighted line item OR Double Click the Order Qty field.

Active Only When:

All processes.
Note: Although Inquiry allows this option, it's only used to view details.

Delete select this to delete the highlighted line item.

Active Only When:

All processes except Inquiry.
Note: this action will activate the Delete button on Detail Line Item screen.

QtyBrowse select this to make quantity changes from a browse window for any line items.

Active Only When:

Confirm Orders (option 5)

Back Order select this to back order the highlighted line item.

Active Only When:

Confirm Orders (option 5)
Post Shipments (option 6)

BO, Edit Qty select this to edit back order quantity for the highlighted line item.

Active Only When:

Confirm Orders (option 5)
Post Shipments (option 6)
Note: ONLY when working with Back Orders.

Print Item Labels select this to print item labels.

Active Only When:

Company Info option must be set to ON, learn more...
All processes..

Selecting Line Items (Detail TAB)

Order Qty field is the selection key.
Highlight line item with pointer.
Then select Command.
OR..........
Double Click to Edit.
Use keyboard Up and Down arrow keys.
Press enter key to Edit.

Detail Line Item Screen (Add, Edit or Delete)

Item Number, when adding new line items, the system allows four ways to access inventory items.

Item, enter the item number and select this to search by Item Number.
VPN, enter the vendor part number and select this to search by Vendor Part Number.
Aux, enter the item auxiliary item number and select this to search by Aux Item Number.
Desrp, enter the item description and select this to search by Item Description.

Notes: When adding line items.

When searching by Item, VPN and Aux.. the system will left justify and filter any items that match your entry. Ex: "ABC" entry will render any items that starts with "ABC".
If entry is an exact match, that item is accessed without the Selection List.
When searching by Description, the system will filter any match within the description field. Ex: the entry "32 X" will render any items that the phrase "32 X" is within the description.
If the entry renders on match, the system will remove the last character and try again. Until a match is found or all characters are exhausted.

Inventory File List

Highlight and press enter key.
Use arrow keys and press enter key.
Press the ESC key to re-enter your entry.

Preferred Vendor Feature, if preferred vendor is setup for this customer, ProFrame will display this message if user tries to sale a non-preferred vendor product. As you can see, user can continue or cancel to re-enter another item.

Description, item description. defaults from inventory, can be modified if item Class is MISC.

Type Sale, this option works in conjunction with the Inventory Item Class. The Item Class determines how this item is sold, that then determines this option and price levels used for this sale.

	Type Sale Selection	Inventory Item Class
	All selections are made available for Moulding and Square Class products. All others default to Unit/Box.	Unit Moulding Misc Square

Chop, select this to sell as a chop, usually for moulding or glass products.
Length, select this to sell product in length, usually moulding.
C&A, select this to sell as a chop and assembly, usually for moulding or glass products.
Unit/Box, select this to sell as units or boxes, all class of products.
Split Box, select this to sell as split box, usually for moulding products, glass products if set as Class Square.

UOM, Unit of Measure for this product, defaults from inventory item, Is not editable.

Order Status

ETA, estimated time of arrival if on order through PO.
On-Order, on order quantity through PO.
Avg-Per-Box, average per box, defaults from inventory item, Is not editable.

Pricing Section (Moulding product sample)

Price Levels are populated as soon as the Type Sale selection is made from above. This includes all discount level pricing.

Price Level (Top Row, regular price, defaults from inventory item.)

Chop, if Type Sale (above) is Chop, this price and discount level 1 is used.
Length, if Type Sale (above) is Length, this price and discount level 2 is used.
C&A, if Type Sale (above) is C&A, this price and discount level 3 is used.
Unit/Box, if Type Sale (above) is Unit/Box, this price and discount level 4 is used.
Split Box, if Type Sale (above) is Split Box, this price and discount is used.
Note: No discount level 5 exist, but Split Box does have a discount.
Note: Discount is a Item level.
Ex: Type Sale = Length, $1.07 regular price, 25 feet or more at $1.04.
Ex: Type Sale = Chop, $1.69 regular price, 10 chops or more at $1.66. (priced per foot)

Pricing Section (Matboard product sample)

Discount Price Levels are are based on quantity breaks.

Price Level (Top Row, regular price, defaults from inventory item.) Type Sale = Unit/Box

Note: Regular price is based on Unit/Box field, notice how all levels are populated with the same price of $3.15
Regular Price (Unit/Box Price) of $3.15
Level 1 Discount Price of $3.09 if 10 or more.
Level 2 Discount Price of $2.99 if 50 or more.
Level 3 Discount Price of $2.90 if 100 or more.
Level 4 Discount Price of $2.83 if 250 or more.
Split Box, this is not used...
Note: Discount is at Customer level.

Note: Discount Priority - OnSale, Customer, Item, Type

Size Entry Section (Moulding product sample)

If Type Sale = Chop, C&A or Square the Size entry section is made available for user to enter the size in inches. In this sample, the chop moulding product is 26-1/2 X 34-1/2. ProFrame will calculate the united inches for this chop. If it where Square, the square footage is calculated.

Notes:

United Inches calculation is based on the custom united inches chart.
Square Footage is based on this formula: ((Length * Width) / 144) = Square Footage.

Quantity Entry Section (Moulding product sample)

Chop Row (Top Row)

Price Total Chop Price or Unit Price.
Footage Single Chop Footage for Chop type products. (Zero for all other types)
Quantity Order Quantity for all type products.
Note: Quantity determines price level that's populated in Unit Price.
Discount Off Total Price Enter discount in decimal format (8% = .0800)
Total Price ((Price X Quantity) - Discount))
Tax Sales Tax (Y - Yes) (N - No) defaults from inventory. (unless Force On from Header)
Note: Sales Tax option must be ON from Header for this to be active.
Note: Sales Tax Rates is controlled from Company Info, learn more...
Extended Price Sales Tax Amount.

Unit Row (Bottom Row)

Price Unit Price. (all type products)
Footage Total Allocation for all type products. (after quantity entry)
Quantity Current available quantity. (all type products)
Note: A message is displayed if order quantity is not available.
Extended Price Total Extended Sale Price including discounts and tax.

Note: In this sample, a single chop is based on $1.66 per foot.
Note: a single chop footage is 11.30 at $1.66 per chop. ($18.76)
Note: 10 chops at $18.76 per chop = $187.60 before tax.
Note: total footage is 113.00 feet for all 10 chops.

Chg Price

After the Quantity Entry section has been completed, the Change Price button is made active. This feature can be turned on or off for this user using the password system. learn more...

Detail Item Notes Section

Note 1 Note One, defaults from ship-to account.
Note 2 Note Two, defaults from ship-to account.
Note 3 Note Three, defaults from ship-to account.
Note: notes 1, 2 and 3 will print on Work Orders.
Note: notes 2 and 3 will print on Sales/Invoice Orders.
Note: buttons 1, 2 and 3 will open the Item Comment file to choose from.
ShipFrom If using the Remote Utility feature, this allows you to ship from another location.
Type Discount This works in conjunction with the Qty Type Discounts file, check ON to include this product in the quantity break discounting calculation. learn more...
Note: if this Type Discount will not stay clicked ON, it's because another discount with higher Priority is already being applied. (this Type is last in priority)

Command Buttons

Save select this to save changes made for this line item.

Note: if you've edited the order quantity to a lesser value, the system will record lost sales.

Yes select this to record this quantity change as lost sales.
No select this to skip the recording of this change as lost sales.

Quit select this to quit without saving changes made for this line item.

Delete select this to delete this line item.

Note: requires the selection of the Delete button from the Detail TAB
Note: to recall deleted lines items, select Quit from the Header TAB screen. This action will quit without saving changes made to this order.

QtyBrowse Command (Detail Tab) Section

Purpose: Allows user to modify Ship or Back Order Quantity values using a spreadsheet style screen without having to edit each line item to make quantity changes.

Note: use the Edit command to make changes other than quantity values.

Note: this command is made available only when Confirming work orders.

Ship Qty use mouse or arrow keys to select and make quantity changes for any line item.

Back Ord use mouse or arrow keys to select and make quantity changes for any line item.

Command Buttons

Update select this to save changes made during this qty browse session.

Cancel select this to quit without saving changes made during this qty browse session.

Notes:

Lost sales are recorded by default unless back order is set.
Unit Price is re-calculated based on new quantity value.
Item quantity changes are not updated unless you select the Update button.

Back Order Command (Detail Tab) Section

Purpose: Allows user to create Back Orders.

Notes:

after saving this order, a new Back Order is created that resides in the open work order file.
new Back Orders are assigned new order numbers.
back orders are reflected on current invoice.

Selecting Line Items (Detail TAB)

Highlight line item with pointer
Select Back Order

Ship Qty enter the Ship Quantity value.

Note: system will calculate the quantity difference and populate the back order value.
Note: system will only allow a lesser value.

Discount Off Total Price enter discount in decimal format (8% = 0.800)

Total Price ((Price X Quantity) - Discount))

Tax Sales Tax (Y - Yes) (N - No)

Note: this re-calculates the total sale of Ship Quantity.
Note: all discounts are maintained on current invoice and back orders for this line item.

Back Order..... Section

Back Order This Qty

On to back order this quantity.
Off do not back order this quantity.

Command Buttons

Save select this to save changes made for this back order.

Quit select this to quit without saving changes made for this back order.

Notes:

The Save command is only made available if a valid quantity has been entered.
Use this option to create back orders, use Edit to change order quantity.

BO, Edit Qty Command (Detail Tab) Section

Purpose: Allows user to edit Back Order quantity without changing current discounting.

Notes:

This option is made available during Edit or Confirm (Back Orders only)

Selecting Line Items (Detail TAB)

Highlight line item with pointer
Select BO, Edit Qty

Order Qty enter the new Order Quantity value.

Note: use this feature to keep any discounting created on original order.

Discount Off Total Price enter discount in decimal format (8% = 0.800)

Total Price ((Price X Quantity) - Discount))

Tax Sales Tax (Y - Yes) (N - No)

Note: this re-calculates the total sale of new Order Quantity.
Note: all discounts are maintained on current back order for this line item.

Command Buttons

Save select this to save changes made for this back order.

Quit select this to quit without saving changes made for this back order.

Notes:

The Save command is only made available if a valid quantity has been entered.
Use this option to edit back order quantity without changing the original discount.

Print Item Labels Command (Detail Tab) Section

Purpose: Allows user to print item labels for this entire order.

Note: Order Quantity determines number of labels per item.

Row use mouse to select the Row start point.

Col use mouse to select the Column start point.

Command Buttons

Ok select this to continue to print item labels.

Cancel select this to quit without printing item labels.

Notes:

No need to waste sheet labels, use Row and Col to set start point.
Report Form is called atrpt25.frx
Prints on Avery 8167 1/2 X 1-3/4, 4 across, 20 down, 80 labels per sheet.

Usage Tab Section

Purpose: This allows user to edit usage quantities to relieve inventory, while order quantity and pricing is not effected.

Usage enter the new usage quantity to be relieved from inventory.

Notes:

Usage defaults from allocation (Aloc - system usage calculation for this item)
Prior to Waste Factor calculation.