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Reference Guide

(C) 2006


 

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Utility Menu
Reindex Files
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On Sale System
Purge History Files
Global Price Change
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Utility Pull-Down Basic Options
 
Contents

On Sale System Section
 
Access Menu:  (start form Main Menu Screen)
  • Utility

  • On Sale System

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:
  • As often as you wish.

  • Note: This discount has highest priority during order entry.

 
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..
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.
Accessing OnSale Discount Records...
  • Highlight the Vendor Name
  • Select Edit or Delete
  • OR Select Add to add new record.
 
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.
Discounts
  • Discount.., enter a percentage value in decimal format. Ex: .0800 = 8%

  • Quantity.., enter a quantity value.

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.

 


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:
  • As often as you wish.

 
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.
  • Delete - select this to DELETE this discount record.

  • Note: only made available if the Delete option was selected from previous screen.


Quick Customer Section
 
Access Menu:  (start form Main Menu Screen)
  • Utility

  • Quick Customer

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:
  • As often as you wish.

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..
  • Contact, name of contact (billing)

  • Phone Number, (billing)

  • Fax Number, (Billing)

  • Salesman, (billing)

 
  • 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)
  • Utility

  • Quick Inventory

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:
  • As often as you wish.

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..
  • ReOrder, re-order point, used during Purchase Order entry.

  • Lock ReOrder Point, On - Lock re-order point..
  • .. Off - allow average sales to adjust the re-order point.
  • OnOrder, quantity on order. (Purchase Order)
  • OnHand, quantity on hand.
  • Adjustment Note, if you change on hand.
  • Re-Set, re-sets allocation for this item.
  • Allocated, quantity allocated on open orders.
  • Available, quantity available. (on hand - allocated)
  • Costs, current cost for this item. (Purchase Order)
  • ETA, estimated time of delivery. (Purchase Order)
  • LRD, last received date from Purchase Order.
  • Publish to Website, applies only to the optional Online Catalog Order System (website) If ON, this product is uploaded to the website database. Off - it is not uploaded.
 
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:
  • As often as you wish.

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.
 
 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.
 
Copy Discount Utility Screen..
 
Copy Parameters..
  • 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.

Notes:
  • 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.

 
Commands...
Copy
  • Select this to COPY this structure into all matches.
  • Note: system will prompt again before continuing.
Quit
  • Select this to quit back to the Access Screen..


Website Catalog Utility Section
 
Access Menu:  (start form Main Menu Screen)
  • Utility

  • Website Catalog Utility

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:
  • As often as you wish.

Website Catalog Utility Screen..
 
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.

Browse Website Catalog
  • 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.

  • Use this to verify pricing..

  • Select View Detail for a detailed view of any item..

  • Forward - select this to browse forward..

  • Back - select this to browse back..

  • Quit - select this to quit back to main browse screen.

Qty Type Discount
  • This option allows you to modify your Qty Break Discounting table.

  • The idea is to make any changes necessary until you get your catalog the way you want it.

Inventory File