| |
| Utility Pull-Down Basic Options |
| |
| Contents |
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| On Sale System Section |
| |
| Access Menu: (start form
Main Menu Screen) |
|
|
| Purpose: Allows user to place
products on-sale in a global fashion. It's very similar to discounting
customers. The idea is to use the Catalog System to globally place certain
product lines on sale and then be able to easily manage them. Ex:
you may want to place all Mats for a certain vendor on-sale for a week. |
| When: |
|
|
 |
| |
| Command Buttons: |
 |
|
Add |
-
Select this to ADD a new product line to
the OnSale Discount Table
- Note:
all OnSale product line records are Active by default.
|
|
Edit |
-
Select this to EDIT an existing OnSale
Discount product line.
-
Note:
all OnSale product line records are Active by default.
|
|
Delete |
-
Select this to DELETE (remove) an existing
OnSale Discount product line.
-
Tip:
consider the Active option to turn off OnSale product line..
-
Note:
deleted records cannot be recalled..
|
|
 |
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Save |
-
Select this to SAVE any changes made while
working in this session.
|
|
Quit |
-
Select this to QUIT without saving changes
made while working in this session.
|
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|
Accessing OnSale Discount Records... |
 |
-
Highlight the
Vendor Name
- Select
Edit or Delete
- OR Select
Add to add new record.
|
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|
|
| Detail Discount Table Screen: |
 |
| |
 |
|
Vendor |
-
select the vendor for this OnSale Discount
record. (1st level)
-
Note:
vendor selection is required.
-
Tip:
you can stop at 1st level.
|
|
Catalog
(button) select this to open the Catalog for 2nd level and/or
3rd level selections. |
-
Select Main Group or press ESC key to skip
2nd level.
-
Select Sub Category for the 3rd level or
press ESC to stop at 2nd level.
-
Note:
Sub Category (3rd level) is not made available if Group level is
skipped.
-
Tip:
you can stop after 1st level or after 2nd level.
|
|
Main Group Selection |
Sub Category Selection |
|

|

|
-
Select Exit to stop at Level 1
(Vendor)
- Select Main Group
(Level 2)
|
-
Select Exit to stop at Level 2
(Group)
- Select Sub Category
(Level 3)
|
|
|
Item Number |
-
enter a specific item or leave blank. (4th
level)
|
| Accumulative Discount |
- ON -
Discount is based on accumulated quantities of whole order.
- Note:
This feature only works for UNIT Class items.
- OFF -
Do NOT use accumulated quantities for this discount.
|
| Discount Status |
- ON -
Discount Record is Active during order entry.
- OFF -
Discount Record is NOT Active during order entry.
- Tip:
use this to turn off discount without deleting the discount record.
|
| Discount Type |
-
Percentage, discount is based on
percentage. The figure entered in the Discount field should be a
percentage in decimal format. Ex: .0800 = 8%
-
Cost Plus, discount is based on
Cost + percentage. The figure entered in the Discount field should be a
percentage in decimal format. Ex: .0800 = 8%. The calculation is based
on Cost not the sale price. Ex: Cost(1.85) X
Percentage(.0800) = (.15 + 1.85) = Sale Price of $2.00
|
|
The headers Moulding... and UNIT Class |
 |
-
Chop, Length, C&A, Unit/Box and
Split Box headers are for Moulding products. Each Discount
and Quantity fields line up for that specific Moulding type sale.
-
Ex: 8% off for 10 chops or
more, 5% off for 50 feet or more (Length column)
-
The headers Level 1, Level 2, Level 3
and Level 4
are for Unit Class type products. Like glass, mat-board etc...
Anything other than Moulding. Each Discount and Quantity fields line up
as quantity break levels for Unit Class products.
-
Ex: 8% off if more than 25 (level
1), 10% if more than 50 (level 2), 12% at 100 (level 3)
-
Note:
Notice that there's no Level 5 under
Split Box. That's because Split Box was added at a later time and
there was no need for another quantity break level for unit class items.
-
Tip:
For Unit Class products there's actually Five (5) price levels
instead of four (4). The 1st is actually the regular
price.
|
 |
-
If it's a Moulding product. Then
the Discount and Quantity fields line up with the Chop
header and only Chops are affected by this discount.
- Otherwise the Discount and
Quantity fields line up with the Level 1 header which
then is the 1st quantity break level.
|
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|
Discounts |
-
Discount.., enter a percentage
value in decimal format. Ex: .0800 = 8%
-
Quantity.., enter a quantity value.
|
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Moulding Product Sample.. |
 |
-
Chops - No Discounting
-
Length - 5% off at 25 feet or
more.
-
C&A - 5% off at 25 or more Chops &
Assembly
-
Unit/Box - 5% off on Boxed Moulding
at 25 feet or more
-
Split Box - 5% off on Split Boxed Moulding
at 25 feet or more
-
Note:
normally Split Box is already discounted, no need to discount it here.
|
|
Unit Class Product Sample.. |
 |
-
Level 1 - 2% off at 25 or more.
-
Level 2 - 5% off at 55 or more.
-
Level 3 - 8% off at 100 or more.
-
Level 4 - 10% off at 150 or more.
-
Note:
Split Box Column not used on Unit Class products.
|
|
Command Buttons: |
 |
-
Save -
select this to SAVE changes made to this discount record.
-
Quit -
select this to QUIT without saving changes made.
-
Delete -
select this to DELETE this discount record.
-
Note:
only made available if the Delete option was selected from previous
screen.
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 |
|
| Purge History Files Section |
| |
| Access Menu: (start form
Main Menu Screen) |
-
Utility
-
Purge History Files
|
| Purpose: ProFrame will not
automatically remove records from history files. Instead it allows the
user total control over history files, after all it's your data. During
the close period process, ProFrame will remove closed records form current
files and transfer them into the related history files. Each is explained
in more detail below, the basic idea is to allow you to determine how long
to keep history file records that fits your needs. |
| |
| Note:
ProFrame allows access to all history records from reports to re-printing
invoices. |
| |
| When: |
-
It starts to take longer to access high
volume accounts.
-
Note:
when accessing accounts, it loads AR History and other history
information, for large volume accounts this can get to a point that
takes to long.
-
Tip:
Three Years is a good range..
|
| CFM Access Time - Customer
File Maintenance Access Time. |
- Some history records are pre-loaded
into temporary files during CFM.
- Some are loaded into temporary files
as it's requested.
- Both can affect the access time when
working with CFM.
- Chart:
below indicates how much affect on speed
and how it's loaded.
- High -
highly affects the access speed...
- Low - low
affect on speed...
- Very Low
- almost no affect at all...
- Startup -
loads at the beginning...
- Requested
- loads as it's requested...
|
 |
| |
| Customer History File |
- Check ON - to include for
this purge.
- OFF - Do Not
include for this purge.
|
| This file holds
accounts receivable transaction records, invoices, payments,
credits, returns. |
 |
|
This is the information that's
displayed during CFM (AR History TAB) |
|
|
|
Considerations: |
- CFM Access Time -
High, Startup
- One record per transaction is
recorded in this file for each account.
- This holds important information
as far as billing accounts are concerned.
- It's related to the AR
Invoice and AR Cash Receipts history files...
- But It's not required for
ProFrame to function properly.
- Tip:
Keep as many years as possible..
|
|
| AR Cash Receipts Files |
- Check ON - to include for
this purge.
- OFF - Do Not
include for this purge.
|
| This involves two
history files... |
- AR Cash Master File
(payments, credit memos)
- AR Payment Distributions File
(one record per payment distribution)
|
 |
Payment Distribution..
After double clicking the RefNo
field during CFM AR History TAB.. |
|
|
|
|
Considerations: |
- CFM Access Time -
Very Low,
Requested
- One record per cash receipts
posting is recorded in this file for each account.
- One record per payment
distribution for each cash receipts posting.
- It's related to the AR
History File...
- But It's not required for
ProFrame to function properly.
- It can be reported on.
- Tip:
Keep as many years as possible and keep in sync with AR History..
|
|
| AR Invoice History Files |
- Check ON - to include for
this purge.
- OFF - Do Not
include for this purge.
|
| This involves two
history files... |
- AR Invoice Master File
(one record per invoice)
- AR Invoice Detail Line Items
File (one record per line item per invoice)
|
 |
|
Inquiry Invoice/Returns - After
double clicking the Invoice field from CFM AR History TAB. |
|
|
|
Considerations: |
- CFM Access Time -
Low, Requested
- One record per invoice is
recorded in the master file.
- One record per line item per
invoice is recorded in the detail file.
- It's related to the AR
History File...
- It's related to the Detail
Sales Tab of CFM...
- But It's not required for
ProFrame to function properly.
- It can be reported on.
- Tip:
Keep as many years as possible and keep in sync with AR History..
|
|
| SO Sales History Files |
- Check ON - to include for
this purge.
- OFF - Do Not
include for this purge.
|
| This involves two
history files... |
- SO Sales Master File (one
record per sales order)
- SO Sales Detail Line Items
File (one record per line item per sales order)
|
|
This is a production side that is
identical to the AR (invoice) side except without late charges and
nothing is left open. All posted sales orders are transferred into
history files during close period. |
|
|
|
Considerations: |
- CFM Access Time -
Low, Requested
(only if AR Side is turned off or remote site)
- One record per sales order is
recorded in the master file.
- One record per line item per
sales order is recorded in the detail file.
- Detail Sales Tab of CFM
ONLY if AR Side is turned off or this is a Remote Site.
- But
It's not required for ProFrame to function properly.
- It can be reported on.
- Tip:
Keep as many years as possible and keep in sync with AR History
depending on if AR Side is active or if this is a remote site...
|
|
| Status Summary Year Files |
- Check ON - to include for
this purge.
- OFF - Do Not
include for this purge.
|
| This file holds each
close period totals. |
- Each time you close the period,
it's recorded in this file.
|
 |
|
Status Summary Report - From
Main Menu.. Reports/Sales Orders/Status Summary |
|
|
|
Considerations: |
- CFM Access Time -
N/A
- One record per period closing.
- One closing per month. (12
records per year)
- It's not related to other
files..
- It's required for
reporting to function properly. (see image above)
- Tip:
Keep as many years as possible.
- Tip:
10 years would only be 120 records..
|
|
| PO Orders History Files |
- Check ON - to include for
this purge.
- OFF - Do Not
include for this purge.
|
| This involves two
history files... |
- PO Order Master File (one
record per order)
- AR Order Detail Line Items
File (one record per line item per order)
|
 |
|
Inquiry PO Screen - PO History
off Main Menu |
|
|
|
Considerations: |
- CFM Access Time -
N/A
- One record per PO is recorded in
the master file.
- One record per line item per
order is recorded in the detail file.
- It can be reported on.
- Tip:
Keep as many years as possible..
|
|
| AR Statement History File |
- Check ON - to include for
this purge.
- OFF - Do Not
include for this purge.
|
| Each month when you
close, statements are created for that period. This file can get
very large. |
 |
|
|
|
Considerations: |
- CFM Access Time -
Very Low,
Startup
- One record per open transaction
at closing.
- Only the last Statement is
pre-loaded into CFM..
- It's related to printing Monthly
Statements...
- You can print previous period
statements...
- Tip:
Keep only 12 to 15 months...
|
|
| SO Lost Sales History File |
- Check ON - to include for
this purge.
- OFF - Do Not
include for this purge.
|
| This involves only
one history file... |
- SO Lost Sales Detail Line
Items File (one record per line item per lost sale)
|
|
Used for reporting lost sales.. |
|
|
|
Considerations: |
- CFM Access Time -
N/A
- One record per line item lost
sale is recorded in this detail file.
- It's not required for ProFrame
to function properly.
- It can be reported on.
- Tip:
Keep as many years as possible and in sync with SO Sales History..
|
|
| Inventory Adjustments File |
- Check ON - to include for
this purge.
- OFF - Do Not
include for this purge.
|
| This records any
inventory adjustments made to all inventory items.. |
 |
|
|
|
Considerations: |
- CFM Access Time -
N/A
- IFM Access Time -
Very Low,
Startup
- One record per inventory
adjustment..
- It's related to the Adjust
Tab of the IFM.
- Tip:
Keep as many years as possible..
|
|
| Purge Date |
|
 |
- Enter the Purge Date
(defaults 3 years from today's date)
- Any records posted On or
Before this date is deleted..
|
|
| |
| Command Buttons |
 |
|
Purge - select this to
continue to Purge records from selected files. |
|
Notes: on
purging history files... |
- After records are purged they
cannot be recalled.
- Exclusive access of system is
required.
|
|
Quit - select this to
QUIT and return to main menu. |
|
|
 |
|
| Global Price Change Section |
| |
| Access Menu: (start form
Main Menu Screen) |
-
Utility
-
Global Price Change
|
| Purpose: Allows user to create
and manage price change records. So any price change can be updated into
live inventory file in a global fashion. The idea is to use the Catalog System to globally
change pricing on certain
product lines and then be able to easily manage them. Ex:
you may want to increase pricing on all Mats for a certain vendor. |
| When: |
|
|
 |
| |
| Command Buttons: |
 |
|
Add |
-
Select this to ADD a new product line
global price change.
|
|
Edit |
-
Select this to EDIT an existing product
line global price change.
-
Note:
select this to Run a Global Product Line Price Change..
|
|
Delete |
-
Select this to DELETE (remove) an existing
product line global price change.
-
Note:
deleted records cannot be recalled..
|
|
 |
|
Save |
-
Select this to SAVE any changes made while
working in this session.
-
Note:
Including Live Updates for any price change record.
|
|
Quit |
-
Select this to QUIT without saving changes
made while working in this session.
|
|
|
Accessing Global Price Change Records... |
 |
-
Highlight the
Vendor Number
- Select
Edit or Delete
- OR Select
Add to add new record.
|
|
|
|
| Global Price Change Detail Screen: |
 |
| |
 |
|
Vendor |
-
select the vendor for this Price Change
record. (1st level)
-
Note:
vendor selection is required.
-
Tip:
you can stop at 1st level.
|
|
Catalog
(button) select this to open the Catalog for 2nd level and/or
3rd level selections. |
-
Select Main Group or press ESC key to skip
2nd level.
-
Select Sub Category for the 3rd level or
press ESC to stop at 2nd level.
-
Note:
Sub Category (3rd level) is not made available if Group level is
skipped.
-
Tip:
you can stop after 1st level or after 2nd level.
|
|
Main Group Selection |
Sub Category Selection |
|

|

|
-
Select Exit to stop at Level 1
(Vendor)
- Select Main Group
(Level 2)
|
-
Select Exit to stop at Level 2
(Group)
- Select Sub Category
(Level 3)
|
|
|
Update Date |
-
This is the last time this Price Change
was updated live into the inventory file..
-
Note:
This defaults to blank, indicating that the Update has never been
executed.
|
| Price Change Values.. |
 |
- Chop Price -
this value affects the Chop Price field. (usually moulding products)
- Length Price -
this value affects the Length Price field. (usually moulding products)
- C&A Price -
this value affects the Chop & Assembly Price field. (usually moulding
products)
- Unit/Box Price -
this value affects the Unit or Box Price field. (usually Unit products)
- Note:
this value could be for moulding..
- Split Box Price -
this value affects the Split Box Price field. (usually moulding
products)
- Cost -
this value affects the Cost field. (you can change cost)
|
|
Note:
values can be negative or positive depending on the price
change you're running.. |
- Ex: 0.0500 is 5% x 1.78 + 1.78
= 1.87... (positive, price increase)
- Ex: -0.0500 is -5% x 1.78 +
1.78 = 1.69... (negative, price decrease)
|
| Update Type.. |
| This option determines how the
values above are handled. |
 |
- Percentage -
values are considered percentage. (decimal format)
- Ex:
0.0200 = 2% x price + price = new price..
- Dollar Value -
values are considered dollar amounts.
- Ex:
0.2700 = $0.27 + price = new price..
- Markup / Cost -
values are considered percentage. (decimal format)
- Ex:
Cost-Plus.. 0.0200 = 2% x Cost + Cost = new price..
|
|
| Notes: |
- Zero fields are ignored..
- Zero inventory fields are ignored
unless Dollar Value type is selected..
- To increase price enter positive
values..
- To decrease price enter negative
values..
- If Markup / Cost type is selected..
the Cost value is ignored..
- All percentage values should be
entered in decimal format..
- Tip:
always run Test Run to make sure changes are what you expected
before Update.
|
| Command Buttons |
 |
-
Save -
select this to SAVE changes made to this price change record.
-
Quit -
select this to QUIT without saving changes made.
-
Test Run -
select this to run a Test Run and Pre-View changes without updating..
|
 |
|
After running Test Run.. you can
Pre-View changes to make sure it's what you expected before
updating into live inventory file... New
Values are listed in Blue.. Old
values are listed to the left of each.. |
|
|
|
-
Update -
select this to UPDATE price changes into the LIVE inventory file.
- Tip:
always run Test Run to make sure changes are what you expected
before Update.
-
Note:
Update Saves this price change record.. Be sure to Save from the Global
Price Change main screen after running update..
|
|
Note:
For Network users it's necessary for all other users to log off
before continuing. |
|
 |
-
Continue make sure all other users are logged off
and select this to continue.
- Note:
the system will verify that no other users are still working in
ProFrame. If so; it will not allow you to continue.
learn more on how to
clear flags....
- Cancel
select this to cancel this operation.
|
|
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|
 |
|
| Quick Customer Section |
| |
| Access Menu: (start form
Main Menu Screen) |
|
|
| Purpose: Allows user to make
quick changes to customers by only allowing the main fields to be
modified. Also as you save each record; it automatically moves forward to
the next record. The order is determined by how you access the 1st
account. Ex:
you may want to browse your customers to make Class changes, or maybe
verify phone numbers. |
| When: |
|
|
| Accessing Accounts... |
 |
-
The sorting when browsing Forward
and Back is determined by how you access the 1st account.
-
Ex: if you access by Customer
Name..
-
the browse is sorted by name..
-
Ex: if you access by Account
Number..
-
the browse is sorted by account number..
|
|
| |
| Quick Customer Screen.. |
 |
| |
|
Contact Information.. |
|
|
| |
 |
-
Terms, select the Terms for this
account (billing)
-
UPS Zone, select the UPS Zone (Ship-To)
-
ShipVIA, select a default Ship-Via
for this account. (Ship-To)
-
Route 1-5, delivery route. (Ship-To)
-
Note:
Ship-To account updates only the 1st ship-to record for this billing
account.
|
|
Customer Memo.. notes or memo for
this account. This memo is an in-house section that's not designed
to be printed or disclosed on out-side documents. |
 |
|
|
|
Status.. |
 |
-
Active - customer is active.
-
Cancelled - customer is
cancelled.
-
Note: no orders can be accepted for this account.
|
|
|
|
Commands... |
 |
|
Save |
-
Select this to SAVE any changes made for
this account.
-
Note:
system will automatically browse forward to next account..
-
Tip:
sorting is based on how you accessed the 1st account of this session.
|
|
Forward |
-
Select this to browse forward to next
record.
-
Note:
any changes made is not saved..
|
|
Back |
-
Select this to browse back to previous
record.
-
Note:
any changes made is not saved..
|
|
Quit |
-
Select this to quit back to the Access
Screen..
-
Note:
any changes made is not saved..
-
Tip:
sorting is re-set based on how you accessed this time..
|
|
|
 |
|
| Quick Inventory
Section |
| |
| Access Menu: (start form
Main Menu Screen) |
|
|
| Purpose: Allows user to make
quick changes to inventory items by only allowing the main fields to be
modified. Also as you save each record; it automatically moves forward to
the next record. The order is determined by how you access the 1st
item. Ex:
you may want to browse your inventory file to make Vendor changes, or maybe
verify Class. |
| When: |
|
|
| Accessing Items... |
 |
-
The sorting when browsing Forward
and Back is determined by how you access the 1st inventory item.
-
Ex: if you access by Item Number..
-
the browse is sorted by item number..
-
Ex: if you access by Aux Item
Number..
-
the browse is sorted by Aux number..
|
|
| |
| Quick Inventory Screen.. |
 |
| |
|
Item Description.. |
 |
|
 |
-
UOM, unit of measure..
-
Vendor Part No, vendor part number
(key field)
-
Vendor,
learn more..
-
Catalog,
learn more...
-
EOQ, estimated order quantity.
(Purchase Order)
-
Waste Factor,
learn more...
-
Type II, user defined field..
|
|
|
On Hand Information.. |
|
|
|
|
|
Price Levels & Discounting... |
 |
|
|
|
New Item Number.. |
 |
-
New Item Number - you can change
item number by entering a new one here..
-
.. The Change
command is activated after a new number has been entered above..
-
Note:
changing a item number will take a few minutes depending how popular
this item is.
-
.. It has to change it in all files
including history files..
-
Tip:
we do have a custom program for changing item numbers in a global
fashion.
-
Aux Item No, Auxiliary
Item Number..
-
Note: when you change item numbers
above.. this becomes the old item number.
-
Color Code, applies only to the
optional Online Catalog Order System (website). Filter selection when
listing this product on website.
-
Average Per-Box, average footage
per box or pieces per box.
|
|
Item Memo.. This memo is an in-house section that's not designed
to be printed or disclosed on out-side documents. |
 |
|
|
|
|
Commands... |
 |
|
Save |
-
Select this to SAVE any changes made for
this item.
-
Note:
system will automatically browse forward to next account..
-
Tip:
sorting is based on how you accessed the 1st item of this session.
|
|
Forward |
-
Select this to browse forward to next
record.
-
Note:
any changes made is not saved..
|
|
Back |
-
Select this to browse back to previous
record.
-
Note:
any changes made is not saved..
|
|
Quit |
-
Select this to quit back to the Access
Screen..
-
Note:
any changes made is not saved..
-
Tip:
sorting is re-set based on how you accessed this time..
|
|
|
 |
|
| Copy Discount
Utility
Section |
| |
| Access Menu: (start form
Main Menu Screen) |
-
Utility
-
Copy Discount Utility
|
Purpose: Allows user to copy
customer discount structures from one the another by the class field. The
idea is to setup standard discount structures in your customer file and
modify them. Then use this utility to copy changes into each account using
the class field on a global bases.
Ex: setup a customer called "DISCOUNT (GOLD)" with a standard
discount structure that fits what you would call Gold Discount. When you
setup customers you can assign them to this GOLD discount using the Class
field. Example Class = GL. |
| When: |
|
|
| Accessing Discount Structures... |
 |
-
Enter the customer Name or Account number
of the discount structure you wish to copy.
-
Tip:
Name your discount structures all DISCOUNT etc.. so you can locate them
easily.
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In
this sample, we have two standard discount structures setup as GOLD
and PLATINUM. These are simply special customer accounts that we
only use for standard discounts. |
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| Copy Discount Utility Screen.. |
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Copy Parameters.. |
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Class, copy this structure into all
accounts that match this class.
learn more...
-
Append To, select this to add any
discount records that do not already exist. If they do exist, it's
overwritten with changes.
-
OverWrite, select this to remove
all existing records and overwrite with changes.
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Notes: |
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Class - system will only copy into
accounts that match class.. even if it's left blank.
-
Use the
Customer File Maintenance to
modify discount structures..
-
Append To - adds new records
without making any changes to existing discount structure. This allows
you to customize additional discounts while still using this copy
utility.
-
Ex: You may setup a customer with
GL - Class but also with customized discounts that are different than
the GOLD structure.
-
OverWrite - this option will delete
or remove all existing discount records and add this structure. Use this
option to make discount structures identical.
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Commands... |
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Copy |
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Select this to COPY this structure into
all matches.
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Note:
system will prompt again before continuing.
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Quit |
-
Select this to quit back to the Access
Screen..
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| Website Catalog
Utility
Section |
| |
| Access Menu: (start form
Main Menu Screen) |
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Utility
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Website Catalog Utility
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| Purpose: Allows user to build the
custom website catalog file for upload. We offer an optional Website
Online Catalog Order system and this utility builds the files necessary to
upload and update your custom website. |
| When: |
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| Website Catalog Utility Screen.. |
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Rebuild Website Catalog |
-
Select this to build the website catalog
file.
-
This is based on your current ProFrame
Inventory file, Catalog System and Discounting Structures. It builds all
the pricing based on these files.
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Browse Website Catalog |
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Select this to browse the website catalog
after building.
-
This allows you to examine and verify what
the pricing, catalog and vendors would look like after being uploaded to
your custom website.
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Forward
- select this to browse forward..
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Back -
select this to browse back..
-
Quit -
select this to quit back to main browse screen.
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Qty Type Discount |
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Inventory File |
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