Reference Manual

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VIEW LEAD SCREEN ------------------------------------------------------------------------------------------------ 7 CREATE LEAD SCREEN ------------------------------------------------------------------------------------------- 9 FIND LEADS SCREEN----------------------------------------------------------------------------------------------11 MERGE LEADS SCREEN------------------------------------------------------------------------------------------11 CONVERT LEAD SCREEN ----------------------------------------------------------------------------------------12 FIND CONTACT SCREEN -----------------------------------------------------------------------------------------13 VIEW CONTACT SCREEN-----------------------------------------------------------------------------------------14 MERGE CONTACTS SCREEN -----------------------------------------------------------------------------------17 MY ACCOUNTS/MY TEAMS' ACCOUNTS SCREEN ------------------------------------------------------18 FIND ACCOUNTS SCREEN ---------------------------------------------------------------------------------------19 MERGE ACCOUNTS SCREEN -----------------------------------------------------------------------------------20 ACCOUNT DETAILS SCREEN -----------------------------------------------------------------------------------20 MY CASES/MY TEAMS' CASES SCREEN--------------------------------------------------------------------23 CREATE CASE SCREEN ------------------------------------------------------------------------------------------24 FIND CASES SCREEN ---------------------------------------------------------------------------------------------24 VIEW CASE SCREEN-----------------------------------------------------------------------------------------------25 MY HOME SCREEN-------------------------------------------------------------------------------------------------27 CREATE EVENT SCREEN-----------------------------------------------------------------------------------------28 CREATE TASK SCREEN ------------------------------------------------------------------------------------------29 FIND ACTIVITIES SCREEN ---------------------------------------------------------------------------------------30 ACTIVITY DETAILS SCREEN ------------------------------------------------------------------------------------31 LOG TASK SCREEN ------------------------------------------------------------------------------------------------33 MY OPPORTUNITIES/MY TEAMS' OPPORTUNITIES SCREEN----------------------------------------33 CREATE OPPORTUNITY SCREEN -----------------------------------------------------------------------------34 FIND OPPORTUNITY SCREEN ----------------------------------------------------------------------------------34 VIEW OPPORTUNITY SCREEN----------------------------------------------------------------------------------35 EDIT OPPORTUNITY SCREEN ----------------------------------------------------------------------------------37 VIEWING A QUOTE -------------------------------------------------------------------------------------------------37 MY ORDERS SCREEN ---------------------------------------------------------------------------------------------39 CREATE ORDERS SCREEN CRMSFA ------------------------------------------------------------------------39 FINALIZE ORDER SCREEN---------------------------------------------------------------------------------------40 REVIEW ORDER SCREEN ----------------------------------------------------------------------------------------41 VIEW ORDER SCREEN --------------------------------------------------------------------------------------------42 FIND ORDERS SCREEN -------------------------------------------------------------------------------------------44 EDIT ORDER ITEMS SCREEN -----------------------------------------------------------------------------------45 ORDER QUEUE SCREEN -----------------------------------------------------------------------------------------46

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FIND TEAMS SCREEN ---------------------------------------------------------------------------------------------47 CREATE TEAM SCREEN ------------------------------------------------------------------------------------------47 VIEW TEAM SCREEN-----------------------------------------------------------------------------------------------48 CREATING NEW TEAM MEMBERS ----------------------------------------------------------------------------49 FINANCIALS HOME SCREEN------------------------------------------------------------------------------------51 RECEIVABLES MAIN SCREEN ----------------------------------------------------------------------------------51 CREATE SALES INVOICE SCREEN ---------------------------------------------------------------------------52 FIND SALES INVOICES SCREEN-------------------------------------------------------------------------------52 VIEW INVOICE SCREEN -------------------------------------------------------------------------------------------53 CREATE CUSTOMER AGREEMENT SCREEN--------------------------------------------------------------55 FIND CUSTOMER AGREEMENTS SCREEN -----------------------------------------------------------------56 VIEW CUSTOMER AGREEMENTS SCREEN ----------------------------------------------------------------57 RECEIVE A PAYMENT SCREEN --------------------------------------------------------------------------------58 FIND PAYMENT SCREEN -----------------------------------------------------------------------------------------59 RECEIVE COD STATEMENT SCREEN ------------------------------------------------------------------------60 MANAGE CASH DRAWER SCREEN---------------------------------------------------------------------------61 CREATE CUSTOMER BILLING ACCOUNT SCREEN -----------------------------------------------------62 FIND CUSTOMER BILLING ACCOUNT SCREEN ----------------------------------------------------------63 VIEW BILLING ACCOUNT SCREEN ---------------------------------------------------------------------------63 PAY INVOICE WITH BILLING ACCOUNT SCREEN -------------------------------------------------------65 RECEIVE A PAYMENT TO BILLING ACCOUNT SCREEN-----------------------------------------------65 FIND FINANCE CHARGES SCREEN---------------------------------------------------------------------------66 ASSESS FINANCE CHARGES SCREEN----------------------------------------------------------------------67 BALANCES BY CUSTOMER SCREEN ------------------------------------------------------------------------68 CUSTOMER STATEMENT SCREEN ---------------------------------------------------------------------------69 ACCOUNTS RECEIVABLES AGING SCREEN --------------------------------------------------------------70 RECEIVABLES AVERAGE DSO REPORT SCREEN ------------------------------------------------------70 CREDIT CARD SETTLEMENTS REPORT SCREEN -------------------------------------------------------71 PAYABLES MAIN SCREEN ---------------------------------------------------------------------------------------72 CREATE VENDOR INVOICE SCREEN-------------------------------------------------------------------------72 CREATE CREDIT MEMO SCREEN -----------------------------------------------------------------------------73 FIND VENDOR INVOICES SCREEN ----------------------------------------------------------------------------74 FIND CREDIT MEMOS SCREEN---------------------------------------------------------------------------------74 VIEW INVOICE SCREEN -------------------------------------------------------------------------------------------75 MODIFY INVOICE ITEMS SCREEN -----------------------------------------------------------------------------77 MAKE A PAYMENT SCREEN ------------------------------------------------------------------------------------78 FIND PAYMENT SCREEN -----------------------------------------------------------------------------------------78

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VIEW PAYMENT SCREEN-----------------------------------------------------------------------------------------79 PAY MULTIPLE VENDORS (CHECK RUN) SCREEN -----------------------------------------------------79 PRINT CHECKS SCREEN -----------------------------------------------------------------------------------------80 CREATE COMMISSION AGREEMENT SCREEN -----------------------------------------------------------80 FIND COMMISSION AGREEMENTS SCREEN --------------------------------------------------------------81 VIEW COMMISSION AGREEMENT SCREEN----------------------------------------------------------------81 CREATE COMMISSION INVOICE SCREEN ------------------------------------------------------------------84 FIND COMMISSION INVOICES SCREEN ---------------------------------------------------------------------85 COMMISSION BALANCES SCREEN---------------------------------------------------------------------------86 COMMISSIONS STATEMENT SCREEN -----------------------------------------------------------------------86 BALANCES BY VENDOR SCREEN ----------------------------------------------------------------------------87 VENDOR STATEMENT SCREEN--------------------------------------------------------------------------------88 ACCOUNTS PAYABLES AGING SCREEN -------------------------------------------------------------------89 PAYABLES AVERAGE DSO REPORT SCREEN -----------------------------------------------------------89 FIND PAYCHECK SCREEN ---------------------------------------------------------------------------------------90 CREATE PAYCHECK SCREEN----------------------------------------------------------------------------------91 VIEW/EDIT PAYCHECK SCREEN-------------------------------------------------------------------------------92 QUICK TRANSACTION---------------------------------------------------------------------------------------------93 CREATE TRANSACTION SCREEN-----------------------------------------------------------------------------93 EDIT TRANSACTION SCREEN ----------------------------------------------------------------------------------94 UNPOSTED TRANSACTIONS SCREEN ----------------------------------------------------------------------95 VIEW TRANSACTION SCREEN ---------------------------------------------------------------------------------96 SETTLE PAYMENTS SCREEN-----------------------------------------------------------------------------------96 SELECT ACCOUNT TO RECONCILE SCREEN-------------------------------------------------------------97 RECONCILED ACCOUNT BALANCE SCREEN-------------------------------------------------------------97 RECONCILE ACCOUNT SCREEN ------------------------------------------------------------------------------98 EXCHANGE RATES SCREEN------------------------------------------------------------------------------------99 RECURRING INVOICES SCREEN ---------------------------------------------------------------------------- 100 REPORTS MAIN SCREEN--------------------------------------------------------------------------------------- 100 TRIAL BALANCE SCREEN ------------------------------------------------------------------------------------- 101 TRANSACTION SUMMARY SCREEN------------------------------------------------------------------------ 101 INCOME STATEMENT SCREEN------------------------------------------------------------------------------- 102 COMPARATIVE INCOME STATEMENT SCREEN-------------------------------------------------------- 102 BALANCE SHEET ------------------------------------------------------------------------------------------------- 103 COMPARATIVE BALANCE SHEET SCREEN ------------------------------------------------------------- 104 CASH FLOW STATEMENT-------------------------------------------------------------------------------------- 105 COMPARATIVE CASH FLOW STATEMENT --------------------------------------------------------------- 106

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INVENTORY VALUATION REPORT -------------------------------------------------------------------------- 107 INVENTORY VALUE DETAIL REPORT---------------------------------------------------------------------- 108 SALES, INVENTORY, PROFITABILITY ANALYSIS------------------------------------------------------ 109 TAX SUMMARY REPORT SCREEN -------------------------------------------------------------------------- 109 PURCHASING HOME SCREEN-------------------------------------------------------------------------------- 110 FIND SUPPLIERS SCREEN ------------------------------------------------------------------------------------- 110 CREATE SUPPLIER SCREEN---------------------------------------------------------------------------------- 111 SUPPLIER DETAILS SCREEN --------------------------------------------------------------------------------- 111 CREATE PURCHASE AGREEMENT SCREEN ------------------------------------------------------------ 113 PURCHASE AGREEMENT DETAILS SCREEN ----------------------------------------------------------- 114 OUTSOURCE A TASK SCREEN------------------------------------------------------------------------------- 115 INVENTORY SCREEN -------------------------------------------------------------------------------------------- 116 OPEN REQUIREMENTS SCREEN ---------------------------------------------------------------------------- 117 VIEW REQUIREMENT SCREEN ------------------------------------------------------------------------------- 118 APPROVED REQUIREMENTS SCREEN -------------------------------------------------------------------- 119 CREATE PO FROM APPROVED REQUIREMENTS ----------------------------------------------------- 120 RUN MRP SCREEN------------------------------------------------------------------------------------------------ 120 VIEW MRP SCREEN ---------------------------------------------------------------------------------------------- 121 CONFIGURE WAREHOUSES SCREEN --------------------------------------------------------------------- 122 BOM SIMULATION SCREEN ----------------------------------------------------------------------------------- 122 EDIT BOM SCREEN ----------------------------------------------------------------------------------------------- 123 OPEN PURCHASE ORDERS SCREEN ---------------------------------------------------------------------- 124 FIND PURCHASE ORDERS SCREEN ----------------------------------------------------------------------- 124 CREATE/VIEW PURCHASE ORDERS SCREEN---------------------------------------------------------- 125 INVOICE SUPPLIES ----------------------------------------------------------------------------------------------- 127 WAREHOUSE MAIN SCREEN --------------------------------------------------------------------------------- 128 OPEN BACK ORDERS ------------------------------------------------------------------------------------------- 128 FIND INVENTORY ITEM SCREEN ---------------------------------------------------------------------------- 129 EDIT INVENTORY ITEM SCREEN----------------------------------------------------------------------------- 130 RECEIVE INVENTORY ITEM SCREEN ---------------------------------------------------------------------- 131 CREATE NEW LOT SCREEN----------------------------------------------------------------------------------- 132 RECEIVE AGAINST PO ------------------------------------------------------------------------------------------ 133 ADJUST QUANTITIES SCREEN------------------------------------------------------------------------------- 134 MANAGE LOTS SCREEN---------------------------------------------------------------------------------------- 135 VIEW LOT DETAILS SCREEN---------------------------------------------------------------------------------- 136 EDIT LOT SCREEN ------------------------------------------------------------------------------------------------ 137 INCOMING/OUTGOING SHIPMENTS SCREEN ----------------------------------------------------------- 138

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EDIT SHIPMENT INFORMATION SCREEN----------------------------------------------------------------- 138 EDIT SHIPMENT ITEMS SCREEN----------------------------------------------------------------------------- 140 PACK ORDER SCREEN ----------------------------------------------------------------------------------------- 141 FIND PRODUCTION RUN---------------------------------------------------------------------------------------- 141 CREATE PRODUCTION RUN ---------------------------------------------------------------------------------- 141 VIEW PRODUCTION RUN --------------------------------------------------------------------------------------- 143 RECEIVE OUTSOURCED PO----------------------------------------------------------------------------------- 143

My Leads Page
The "My Leads" screen is the home screen for the leads section. It allows you to view a list of your leads and their basic contact information (lead name, company name, city, primary email. primary phone number). Clicking on the lead name/ID number will bring up the View Lead Screen.

View Lead Screen

The "View Lead" screen is divided into 9 distinct sections:

Lead
The Lead section has more detailed information about the lead, as well as the following basic buttons: [Duplicate Lead] - This allows you to create an identical lead listing that can be used to either store alternate information on a lead, or to assign the same lead to multiple team members. [Qualify Lead] - This will change the status of the lead to "Qualified", meaning the lead has been confirmed as a valid or interested lead. Once the lead has been qualified you can then convert it into an account. If you have qualified the lead, the button will become a [Convert Lead] button. [Convert Lead] - If a lead a is qualified this button will appear in lieu of the [Qualify Lead] button. Clicking [Convert Lead] will take you to the Convert Lead Screen. [Edit] - This will allow you to modify the lead description. [Delete] - This will delete the entry from the opentaps system.

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[Reassign] - This will reassign the lead to another team member.

Sources
This section indicates one or more sources which generated the lead. To add a source, select the appropriate type (for example "Cold call" or "Self Generated") from the drop down menu and click the [Add] button.

Marketing Campaign
This section of the "View Lead" screen will list any marketing campaigns applied to the lead with the date and time the campaign was noted in opentaps. It also allows you to add a "New Marketing Campaign" by selected it from the drop down menu and clicking [Add].

Contact Information
The "Contact Information" section details all of the contact data. Clicking the [Create Address], [Create Phone Number], [Create Email], and [Create Web URL] buttons will take you to the appropriate create contact information screen. Clicking the [Update] button next to the relevant field will take you to the edit contact information screen. To expire contact information so that it is no longer used, click the [Expire] button next to the relevant contact data. Please note: contact information is never erased, only removed from view/use.

Pending Activities
The "Pending Activities" section lists activities that have been created but have not yet been completed, and details the activity's type, purpose, activity, status, scheduled date, and due date. Clicking [New Event] will link you to the create event screen of the Activities section of opentaps CRM. Similarly, clicking [New Task] will link you to the create task screen of the Activities section.

Activities History
The "Activities History" section lists previous activities that have already been completed. Like the "Pending Activities" section, you can sort the list alphabetically/sequentially by clicking on any of the header categories: "Type", "Purpose", "Activity", "Status", "Scheduled Date", and "Completion Date". Clicking either the [Log Call] button or [Log Email] button will link you to the Log Task Screen of the Activities section of opentaps CRM, with the appropriate data fields to store the call or email information.

Catalog Requests

This section tracks information relating to previous catalog requests including date the request was taken, address the catalog was sent to, who the request was taken by, and whether the request has been fulfilled or not.

Bookmarks and Files

This section lists any previously bookmarked URLs or uploaded files (documents, images, etc.) relevant to the lead. Clicking the [Bookmark URL] button will prompt you with fields to enter the web address and a description of the URL or its relevancy. Clicking the [Upload File] button will prompt you with a field to enter the file name or browse your computer to find and select the file, and a field for a description of the file.

Notes
In this section you can make private or public notes about a lead. Clicking the [Create New] button will take you to the "Add Note" screen, where you can enter the note into an information section and select whether the note is an internal note from the drop down menu. An internal note is absent on printed documents and unavailable to anyone not logged in as the user who created the note. Click the [Save] button to save the note and return to the "View Lead Screen" or click the [Go Back] button to return to the screen without saving. If a note is labeled "internal", you have the option of clicking the [Make Public] button from the "View Order" screen to change its status. Similarly, if a note is not labeled "internal" you have the option of clicking the [Make Private] button to change its status.

Create Lead Screen

The "Create Lead" screen is divided into the following sections:

Basic Lead Details

Enter the appropriate lead details into the following fields: Company Name - This is the name of the company the lead is associated with, and is a required field to create the lead. Parent Account - This optional field can be used to indicate a parent account for the lead. You can enter the account ID manually or search for it using the [[lookup widget]. First/Last Name - This is the full name of the contact, and is a required field to create the lead. Source - This specifies how the lead was generate, for example: "Trade Show" or "Cold Call". Select the source from the drop down menu. Marketing Campaign - This indicates any marketing campaign that has been applied to the lead. Select any relevant marketing campaign from the drop down menu.

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First/Last Name (Local) - These are the local language version of the lead contact's name, if they are different than the first name and last name. Preferred Currency - This indicates the preferred currency for the lead. Select the currency from the drop down menu. The default is set during CRM/SFA Configuration. Description- This information field allows you to detail any further information about the lead. Important Note - This information field allows you to note high priority information about the lead. This information will be shown during order entry. The following input fields are to record additional information for your benefit: Salutation - This is the preffered greeting for the lead. Birth Date - Indicates the lead's birth date. Enter the birth date manually or search for it using the calendar widget. Title - Indicates the relevant title the lead has at his or her company. Department - Indicates which department within the lead's company he or she works in. Annual Revenue - This is the annual revenue of the company the lead is associated with. Industry - This is the general industry that the lead works in, for example: "Aerospace" or "Health Care". Select the industry from the drop down menu. Number of Employees - This indicates the number of employees and the company the lead is associated with. Ownership - This describes the structure of the company's ownership, for example: "LLC", or "Sole Proprietorship". Select the applicable ownership description from the drop down menu. SIC Code - The Standard Industry Classification (SIC) code of the company. Ticker Symbol - This is the stock symbol for the company associated with the lead, if the company is publically traded.

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Find Leads Screen

Select either "Name" or "Phone Number" as the search parameters from the drop down menu. Then enter the relevant information into the search fields and click the [Find Lead] button to find a list of leads that meet those fields. Entering the first characters or numbers into a search field will bring up all entries beginning with those characters/numbers. For example, entering "D" in a name search will bring up all names beginning with "D", such as "David", "Debbie", etc. Clicking the specific lead name will take you to the View Lead Screen where you can edit or delete the lead.

Merge Leads Screen

This screen allows you to merge one lead into another. Manually enter the internal ID of the "From Lead" and the "To Lead" fields or search for the lead IDs by clicking the lookup widget. Clicking the [Merge] button will take you to the "Confirm Merge" screen. The "Confirm Merge" screen has the following options: [Common View] - Clicking this button will take you to the View Lead Screen for the selected lead. [Common Change] - Clicking this button will take you to the previous screen, allowing you to change the "From Lead" or the "To Lead". [Confirm Merge] - Clicking this button will merge the two leads and delete the "From Lead". button will merge the two leads and delete "From Lead". It will also take you to the View Lead Screen for the newly merged lead.

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Convert Lead Screen

The "Convert Lead" screen allows you to convert a lead into an account and a contact. The screen will automatically specify the lead being converted. Click the [Convert Lead] button to create a new account, or specify an existing account by entering the internal ID of the account or using the lookup widget to search for the account. For example, if you have two contacts, John and Jane at the Acme Co., you can convert both leads to the same account by entering the internal ID of the Acme Co. in the account field. Clicking [Convert Lead] will take you to the View Contact Screen.

Create Contact Screen

The My Contacts screen is the home screen for the contacts section. It allows you to view a list of your contacts and their basic contact information (contact ID number, primary phone number, and primary email address), as well as add a new contact to the list. Clicking on the contact name/ID number will bring up the View Contact screen The "Create Contact" screen is divided into the following sections:

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Basic Contact Details

Enter the appropriate contact details into the following fields: First Name/Last Name - This is the full name of the contact, and is a required field to create the contact. First Name (Local) / Last Name (Local) - This is the contact's name in his or her local language. Preferred Currency - This indicates the preferred currency for the contact. Select the currency from the drop down menu. The default is set during CRM/SFA Configuration. Initial Account - Enter the internal ID value of an account you would like to associate this contact with. You can also click the lookup widget to bring up a Find Account screen. You can search for the account by name or phone number, or select the account from the list on the Find Account screen. Description- This information field allows you to detail any further information about the contact. Important Note - This field allows you to make important notes about a contact, so that any critical information you would like noted any time the contact is viewed will be distinct from the contact description.

Find Contact Screen

Select either name or phone number as the search criteria from the "Find By" drop down menu. The search criteria in the "Find By" menu will automatically bring up the appropriate query fields. Enter the relevant information and click [Find Contacts] to list any contacts that match the entered data. You can also select a contact from the complete contact list that appears below the "Find Contacts" section of the screen. The complete list is available when the "Find Contacts" screen is initially brought up, and is reduced according to any information entered in a contact search.

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View Contact Screen

The "View Contact" screen allows you to view and edit contact details.

Contact
This section displays general information about the contact, including name, title, birth date, department, preferred currency, and the person responsible for this contact. Clicking the [Edit] button will bring up the "Edit Contact" screen where you can modify the contact details.

Contact Information
The "Contact Information" section details all of the contact data. Clicking the [Create Address], [Create Phone Number], [Create Email], and [Create Web URL] buttons will take you to the appropriate create contact information screen. Clicking the [Update] button next to the relevant field will take you to the edit contact information screen. To expire contact information so that it is no longer used, click the [Expire] button next to the relevant contact data. Please note: contact information is never erased, only removed from view/use.

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Marketing Campaigns
This section will list any marketing campaigns applied to the lead with the date and time the campaign was noted in opentaps. It also allows you to add a "New Marketing Campaign" by selected it from the drop down menu and clicking the [Add] button.

Pending Activities
The "Pending Activities" section lists activities that have been created but have not yet been completed. The list can be sorted alphabetically/sequentially by clicking on any of the header categories: "Type", "Purpose", "Activity", "Status", "Scheduled Date", and "Due Date". Clicking [New Event] will link you to the Create Event Screen of the Activities section of opentaps CRM. Similarly, clicking [New Task] will link you to the Create Task Screen of the Activities section.

Accounts
This section lists the accounts relevant to the contact, including the account name, city, primary email, and primary phone number. Click the [Remove] button to remove an account from the contact's profile. To add an account, manually enter the account's internal ID number or search for it using the lookup widget. Clicking the [Add] button will add the account to the contact's profile.

Open Orders
This section lists the active orders for the contact, including the Order Date, Order Name and ID, PO #, Customer, Status, Ship Before Date, and Amount. There are two buttons in the "Open Orders" section: [Orders] - Clicking this button will take you to the Find Orders Screen, with the contact's internal ID specified by default. You can then search for all orders. [Quotes] - Clicking this button will take you to the Find Quotes Screen, with the contact's internal ID specified by default. You can then search for all quotes.

Opportunities
This section lists any open opportunities for the lead, including the Opportunity Name, Stage Opportunity Amount, Estimated Close Date, and Opportunity For. Clicking the [Create New] button will take you to the Create Opportunity Screen. Clicking on an opportunity name will take you to the View Opportunity Screen.

Payment and Shipping Accounts

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This section lists any payment options you have created for this contact, including EFT (Electronic Funds Transfer), gift cards, and credit cards. There are three buttons in this section: [Create New EFT Account] - This will take you to the Create New EFT Account Screen to add an electronic funds transfer payment option for the contact. [Create New Gift Card] - This will take you to the Create New Gift Card Screen to create a gift card for the contact. [Create New Credit Card] - This will take you to the Create New Credit Card Screen to add a credit card to the contact's payment options.

If the account has third party shipping accounts they will be displayed here. There is no screen to enter or edit third party shipping accounts, however they can be created during order entry.

Cases
This section displays only active cases for the contact including the case's priority, subject, status, type, and reason. Clicking the [Create New] button will take you to the Create Case Screen.

Activities History
The "Activities History" section lists previous activities that have already been completed. Like the "Pending Activities" section, you can sort the list alphabetically/sequentially by clicking on any of the header categories: "Type", "Purpose", "Activity", "Status", "Scheduled Date", and "Completion Date". Clicking either the [Log Call] button or [Log Email] button will link you to the Log Task Screen of the Activities section of opentaps CRM, with the appropriate data fields to store the call or email information.

Catalog Requests
This section tracks information relating to previous catalog requests including date the request was taken, address the catalog was sent to, who the request was taken by, and whether the request has been fulfilled or not.

Bookmarks and Files

This section lists any previously bookmarked URLs or uploaded files (documents, images, etc.) relevant to the lead. Clicking the [Bookmark URL] button will prompt you with fields to enter the web address and a description of the URL or its relevancy. Clicking the [Upload File] button will prompt you with a field to enter the file name or browse your computer to find and select the file, and a field for a description of the file.

Contact Forms

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This section lists allows you to generate a contact form from existing forms to send to the contact, or to create a new form: [Generate Form] - To send an existing contact form, select the appropriate form from the drop down menu (for example: "New User Welcome"), and select the appropriate output format (for example, ".PDF" or "HTML") from the drop down menu. Clicking the [Generate Form] button will bring up the form for you to save or send to the contact. [Create New] - This button will take you to the Contact Forms Screen where you can create a new contact form that can be subsequently generated and sent to a contact.

Notes
In this section you can make private or public notes about an order. Clicking the [Create New] button will take you to the "Add Note" screen, where you can enter the note into an information section and select whether the note is an internal note from the drop down menu. An internal note is absent on printed documents and unavailable to anyone not logged in as the user who created the note. Click the [Save] button to save the note and return to the "View Order Screen" or click the [Go Back] button to return to the screen without saving. If a note is labeled "internal", you have the option of clicking the [Make Public] button from the "View Order" screen to change its status. Similarly, if a note is not labeled "internal" you have the option of clicking the [Make Private] button to change its status.

Merge Contacts Screen

This screen allows you to merge one contact into another. Manually enter the internal ID of the "From Contact" and the "To Contact" fields or search for the contact IDs by clicking the lookup widget. Clicking the [Merge] button will take you to the "Confirm Merge" screen. The "Confirm Merge" screen has the following options: [Common View] - Clicking this button will take you to the View Contact Screen for the selected contact. [Common Change] - Clicking this button will take you to the previous screen, allowing you to change the "From Contact" or the "To Contact". [Confirm Merge] - Clicking this button will merge the two contact and delete the "From Contact". It will also take you to the View Contact Screen for the newly merged contact.

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My Accounts/My Teams' Accounts Screen

This shows a list of the accounts which are either directly assigned to the user or where the user is part of the sales team. The user can toggle between "My Accounts" and "My Teams' Accounts" to choose which one he wishes to view. If "My Accounts" is chosen, then only the accounts for which the user is the "person responsible for" would be displayed. If "My Teams' Accounts" is chosen, then accounts for which the user is the "person responsible for" and accounts for which the user is an assigned team member would be displayed.

Basic Account Details

Enter the appropriate information into the following fields: Account Name - This is the name you are assigning to the account, and is a required field to create the account. Parent Account - This optional field can be used to indicate a parent account for the account you are creating. You can enter the account ID manually or search for it using the [[lookup widget]. Local Name - This is the name of the account in its local language, if it is different from the general account name. Site Name - Descriptive name of the physical location of the account. Not used by the system anywhere else right now. Preferred Currency - This indicates the preferred currency for the account. Select the currency from the drop down menu. The default is set during CRM/SFA Configuration. First/Last Name - This is the full name of the contact, and is a required field to create the lead. Source - This specifies how the lead was generate, for example: "Trade Show" or "Cold Call". Select the source from the drop down menu.

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Marketing Campaign - This indicates any marketing campaign that has been applied to the lead. Select any relevant marketing campaign from the drop down menu. Initial Team - This indicates the sales team that first brought in the account. Select the team from the drop down menu. Description- This information field allows you to detail any further information about the lead. Important Note - This information field allows you to note high priority information about the lead. This information will be shown during order entry. The following input fields are to record additional information for your benefit: o Annual Revenue - This is the annual revenue of the company the lead is associated with. o Industry - This is the general industry of the account, for example: "Aerospace" or "Health Care". Select the industry from the drop down menu. o Number of Employees - This indicates the number of employees and the company the account is associated with. o Ownership - This describes the structure of the account's ownership, for example: "LLC", or "Sole Proprietorship". Select the applicable ownership description from the drop down menu. o SIC Code - The Standard Industry Classification (SIC) code of the account. o Ticker Symbol - This is the stock symbol for the company associated with the account, if the account's company is publicly traded.

Find Accounts Screen

Select either "Name" or "Phone Number" as the search parameters from the drop down menu. Then enter the relevant information into the search field and click the [Find Accounts] button to find a list of accounts that meet the selected criteria. Entering the first characters or numbers into the search field will bring up all entries beginning with those characters/numbers. For example, entering "D" in a name search will bring up all account names beginning with "D", such as "DemoCorp", "David & Goliath, LLC", etc. Clicking the specific account name will take you to the Account Details Screen where you can edit or delete the account.

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Merge Accounts Screen

This screen allows you to merge one account into another. All of the information of the first account will now be associated with the second account, and the first account will then be removed. This useful for removing duplicate records in the system. Both the initial account and the account that it is merging with can be selected by manually entering the internal account ID, or by clicking on the lookup widget. The lookup widget will bring up the Find Accounts Screen. Searching for and selecting the account from the prompted "Find Account" screen will add the account to the appropriate field on the "Merge Accounts" screen.

Account Details Screen

The "Account Details" screen is divided into the following sections:

Account
This section displays the general account information. In addition to the basic account details, this section also displays the person responsible for the account. To reassign the responsible party, enter the team member's internal ID manually or search for it using the lookup widget, then click the [Reassign] button. Clicking the [Edit] button will take you to the "Edit Account" screen where you can modify the account details. Clicking [Deactivate Account] will permanently remove the account's functions, so that you may only view the account information.

Sources
This section indicates one or more sources which generated the account. To add a source, select the appropriate type (for example "Cold call" or "Self Generated") from the drop down menu and click the [Add] button.

Marketing Campaigns
This section will list any marketing campaigns applied to the account with the date and time the campaign was noted in opentaps. It also allows you to add a "New Marketing Campaign" by selected it from the drop down menu and clicking the [Add] button.

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Contact Information
This section provides the contact details for that account, including address, phone number, email, and web URL. You can click the [Create Address], [Create Phone Number], [Create Email], or [Create Web URL] buttons to add a new entry for the relevant contact type. Each entry will list the contact type, contact information, purpose, and whether it is OK to solicit the account through that specific contact type. Clicking the [Update] button will allow you to edit these fields for the selected contact channel, clicking the [Expire] button will remove the contact information from the account. Each entry will note the last time contact information has been updated. Additional information is available for each specific contact type. Web URLs are linked, so that clicking on the URL will open that page in a new window. Clicking on an email address will take you to the write email screen. For phone numbers, you can note the appropriate person to ask for. For postal addresses you can click the [Map It] button to find directions to the location using Google Maps, or send a catalog to the address by clicking the [Request Catalog] button.

Pending Activities
The "Pending Activities" section lists activities that have been created but have not yet been completed. The list can be sorted alphabetically/sequentially by clicking on any of the header categories: "Type", "Purpose", "Activity", "Status", "Scheduled Date", and "Due Date". Clicking [New Event] will link you to the Create Event Screen of the Activities section of opentaps CRM. Similarly, clicking [New Task] will link you to the Create Task Screen of the Activities section.

Contacts
This section displays the information for specific contacts related to the account. For each contact you will see the contact name, city, primary phone number, and primary email address. Clicking the [Remove] button will remove the contact's association with the account. The contact itself is still available under the "Contacts" tab. Clicking the [Create New] button will take you to the Create Contact Screen and will add the new contact to the account. To assign an existing contact to the account, you can enter the contact's internal ID manually or search for it using the lookup widget, then click the [Assign] button.

Payment and Shipping Accounts

This section lists payment accounts like credit cards and EFT bank accounts, carrier shipping accounts, and tax IDs for this account. Clicking the [Create New EFT Account], [Create New Gift Card], or the [Create New Credit Card] buttons will allow you to add a new payment method from the respective Create Payment Methods screen. Carrier shipping accounts are created during

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order entry and will be displayed here. Finally, you can create, edit, or update tax IDs such as resale certificate numbers here as well with the Create Tax ID Screen.

Open Orders
This section lists the active orders for the account, including the Order Date, Order Name and ID, PO #, Customer, Status, Ship Before Date, and Amount. There are two buttons in the "Open Orders" section: [Orders] - Clicking this button will take you to the Find Orders Screen, with the account's internal ID specified by default. You can then search for orders which are not active. [Quotes] - Clicking this button will take you to the Find Quotes Screen, with the account's internal ID specified by default. You can then search for quotes which are not active.

Opportunities
This section lists any open opportunities for the account, including the Opportunity Name, Stage Opportunity Amount, Estimated Close Date, and Opportunity For. Clicking the [Create New] button will take you to the Create Opportunity Screen. Clicking on an opportunity name will take you to the View Opportunity Screen.

Cases
This section displays only active cases for the account including the case's priority, subject, status, type, and reason. Clicking the [Create New] button will take you to the Create Case Screen.

Activities History
The "Activities History" section lists previous activities that have already been completed. Like the "Pending Activities" section, you can sort the list alphabetically/sequentially by clicking on any of the header categories: "Type", "Purpose", "Activity", "Status", "Scheduled Date", and "Completion Date". Clicking either the [Log Call] button or [Log Email] button will link you to the Log Task Screen of the Activities section of opentaps CRM, with the appropriate data fields to store the call or email information.

Catalog Requests
This section tracks information relating to previous catalog requests including date the request was taken, address the catalog was sent to, who the request was taken by, and whether the request has been fulfilled or not.

Bookmarks and Files

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This section lists any previously bookmarked URLs or uploaded files (documents, images, etc.) relevant to the account. Clicking the [Bookmark URL] button will prompt you with fields to enter the web address and a description of the URL or its relevancy. Clicking the [Upload File] button will prompt you with a field to enter the file name or browse your computer to find and select the file, and a field for a description of the file.

Notes
In this section you can make notes about a account. Clicking the [Create New] button will take you to the "Add Note" screen, where you can enter the note into an information box. Click the [Create Note] button to save the note and return to the "View Account Screen".

Team Members Assigned To This Account

This section will list all users assigned to the team and their role. Assigning a role to a team member will determine his or her permissions. The following buttons are available to the team leader (team members can only view the other members and their assigned roles): [Update] - You can edit the team member's role from the "View Team" screen by selecting the role (for example: "Team Leader" or "View Only Team Member") from the drop down menu and clicking the [Update] button. [Remove] - Clicking this button will remove a member from the team, and remove all team affiliations for that user. [Add] - To add a new team member, manually enter the team member's internal ID or search for it using the lookup widget. Then select the appropriate role for the new team member from the drop down menu. Clicking the [Add] button will add the user to the team and to the team members list.

My Cases/My Teams' Cases Screen

This is the home screen in the "Cases" section. You can toggle between "My Cases" and "My Teams' Cases". "My Cases" are only those cases which the current user was the request taker. "My Teams' Cases" are cases opened for any account or contact that the current user is assigned to. This list includes only active cases, and thus does not include canceled, completed, or rejected cases. It also will not include catalog requests, which are a special type of case. New cases or cases that have been updated since you last viewed them will be highlighted in bold. Clicking on the case name will take you to the View Case Screen where you can view and edit case information.

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Create Case Screen

To create a case, the subject and either the initial account or the initial contact are required. Initial Account - This is the initial account that is requesting assistance. Enter the internal ID of the initial account, or search for it using the lookup widget. Initial Contact - This is the specific contact for the account who is requesting assistance. Enter the internal ID of the initial contact, or search for it using the lookup widget. Subject - This is the subject name for the case.

You may also enter the following data: Priority - This is the level of importance you would like to assign this case.Select a priority (for example: "Critical", or "Low") for this case from the drop down menu. Type - This is a generalization of the type of assistance being requested. Select the type of case you are creating (for example: "Request for Information", or "Request for Bug Fix") from the drop down menu. Reason - This is an explanation for what necessitates the assistance. Select the reason for the case (for example: "New Problem", or "Instructions Not Clear") from the drop down menu. Description - This information box allows you to enter a general description of the case you are creating. Internal Note - This information box allows you to leave notes for yourself or other team members about the case.

Clicking the [Create Case] button will save the case and take you to the View Case Screen.

Find Cases Screen

You may search for cases using the following fields: Subject - This is the previously assigned case subject. Priority - This criterion will search for cases with the priority level you have selected from the drop down menu (for example: "Critical (1)" or "On Hold (9)") Status - This criterion will search for cases with the current status you have selected from the drop down menu (for example: "Completed" or "Reviewed").

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Type - This criterion will search for the cases by a type selected from the drop down menu (for example: "Request for Bug Fix").

Click the [Find Cases] button to bring up all cases that match the search criteria you have entered. New cases or cases that have been updated since you last viewed them will be highlighted in bold. Clicking on the case name will take you to the View Case Screen.

View Case Screen

The "View Case" screen is divided into the following sections:

Case
This section details the following case information: Subject - This is the subject name for the case. Account Name - This is the account that requested the case. Clicking the [View] button will take you to the View Account Screen. Contact Name - This is the name of the contact who requested the case. Clicking the [View] button will take you to the View Contact Screen. Priority - This is the number value of the priority that has been assigned to this case (for example: "1", representing "Critical"). Status - This is the current status of the case (for example: "Submitted" or "Rejected"). Type - This is the type of request that has been made (for example: "Request for Support"). Reason - This is the reason the contact has made the request (for example: "Complex Functionality"). Description - This is the manually entered case description.

Clicking the [Edit] button will take you to the the "Edit Case" screen where you can update the case information and add new notes. Clicking the [Close Case] button will change the status of the case to "Completed" and will remove all functionality from the "View Case" screen, only allowing you to view case information.

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Case History
The case history is a history of the status of the case. listing the status and a timestamp for when the status was changed.

Pending Activities
The "Pending Activities" section lists activities that have been created but have not yet been completed, and details the activity's type, purpose, activity, status, scheduled date, and due date. Clicking [New Event] will link you to the create event screen of the Activities section of opentaps CRM. Similarly, clicking [New Task] will link you to the create task screen of the Activities section.

Bookmarks and Files

This section lists any previously bookmarked URLs or uploaded files (documents, images, etc.) relevant to the case. Clicking the [Bookmark URL] button will prompt you with fields to enter the web address and a description of the URL or its relevancy. Clicking the [Upload File] button will prompt you with a field to enter the file name or browse your computer to find and select the file, and a field for a description of the file.

Notes
In this section you can make notes about a case. Clicking the [Create New] button will take you to the "Add Note" screen, where you can enter the note into an information box. Click the [Create Note] button to save the note and return to the "View Case Screen".

Activities History
The "Activities History" section lists previous activities that have already been completed. Like the "Pending Activities" section, you can sort the list alphabetically/sequentially by clicking on any of the header categories: "Type", "Purpose", "Activity", "Status", "Scheduled Date", and "Completion Date". Clicking either the [Log Call] button or [Log Email] button will link you to the Log Task Screen of the Activities section of opentaps CRM, with the appropriate data fields to store the call or email information.

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My Home Screen
My Calendar
"My Calendar" displays all the events scheduled. [My Teams' Calendar]/[My Calendar] - Clicking the [My Teams' Calendar] will show you all the events scheduled for your team. Similarly, clicking the [My Calendar] button will show you only your personal events. Calendar Views - You can adjust the calendar view by clicking the [Day], [Week], or [Month] buttons. Arrow Icon - The arrow icon to the right of the [Month] button. Clicking an "up" arrow will collapse the calendar, clicking a "down" arrow will open it. Book Icon - Clicking the book icon next to the dates or the hours will take you to the Create Event Screen in the Activities section.

Pending Activities
The "Pending Activities" section lists both events and tasks that have been scheduled for the logged in user which have not yet been completed. A new activity or an activity that has been updated since you have last viewed it will be listed in bold and will return to normal type after it has been viewed. An activity which is in progress will be color coded according to its status, until it is finished (when it will be removed from the list). Each activity on the list will display the type, purpose, activity name, status, scheduled date, and due date.

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Create Event Screen

The "Create Event" screen allows you to add an event to the "Pending Activities" list. Creating an event will also automatically mark the event and its details on the "My Calendar" screen. Enter the appropriate data into the following fields: Name - This required field will assign a name to the event. Security - This specifies where the activity is "Public", which means it is viewable by all other users with permission to view Activities, or "Private", which means it is only viewable to the people involved in the activity, or by the user with manager permissions. See CRMSFA Activity Security for more details. Scheduled Start - This required field is the planned starting date. The actual start time will be recorded when you click the [Start] button on the Activity Details Screen. The scheduled start will be noted on the user's calendar on the My Home Screen. End Date and Time - This optional field allows you to enter an estimated conclusion time for the event. The actual "Completed" date and time will be recorded when you click the [Finish] button on the Activity Details Screen. Availability - Select whether you will be "Available", "Busy", or "Away" from the drop down menu. Avoid Scheduling Conflicts - If you are attempting to schedule an event during a time period when you are busy or away the system will return an error unless you select to "Avoid Scheduling Conflicts", which will allow you to add the new event to the user's calendar on the My Home Screen. The following input fields are used to associate this event with other things: o Related Party - Enter the internal ID for the party you have scheduled the event with or search for it using the lookup widget. You may add additional parties from the Activity Details Screen when viewing an event. o Opportunity - If the event is related to an opportunity, you can enter the internal opportunity ID here manually or search for it using the lookup widget. o Case - If the event pertains to a particular case, you can enter the internal case ID here manually or search for it using the lookup widget. o Duration - Enter the estimated duration of the event. This will be noted on the user's calendar on the My Home Screen. o Location - Enter the name of the location where the event will take place.

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o Description - This information box allows you to enter a brief description of the event.

Clicking the [Create] button will add the event to the user's "Pending Activities" list and will bring up the Activity Details Screen.

Create Task Screen

The "Create Task" screen allows you to add a task to the "Pending Activities" list. A task is an email or a phone call with a designated purpose. Creating a task will also automatically mark the task and its details on the "My Calendar" screen. Enter the appropriate data into the following fields: Subject - This required field is the general subject of the task. Security - This specifies where the activity is "Public", which means it is viewable by all other users with permission to view Activities, or "Private", which means it is only viewable to the people involved in the activity, or by the user with manager permissions. See CRMSFA Activity Security for more details. Scheduled Start - This required field is the planned starting date. The actual start time will be recorded when you click the [Start] button on the Activity Details Screen. The scheduled start will be noted on the user's calendar on the My Home Screen. End Date and Time - This optional field allows you to enter an estimated conclusion time for the task. The actual "Completed" date and time will be recorded when you click the [Finish] button on the Activity Details Screen. Availability - Select whether you will be "Available", "Busy", or "Away" from the drop down menu. Avoid Scheduling Conflicts - If you are attempting to schedule an event during a time period when the user is busy or away the system will return an error unless you select to "Avoid Scheduling Conflicts", which will allow you to add the new event to the user's calendar on the My Home Screen. The following input fields are used to associate this task with other things:

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o Related Party - Enter the internal ID for the party you have scheduled the event with or search for it using the lookup widget. You may add additional parties from the Activity Details Screen when viewing an event. Opportunity - If the event is related to an opportunity, you can enter the internal opportunity ID here manually or search for it using the lookup widget. Case - If the event pertains to a particular case, you can enter the internal case ID here manually or search for it using the lookup widget. Purpose - Select whether the task is a phone call or an email from the drop down menu. Duration - Enter the estimated duration of the task. This will be noted on the user's calendar on the My Home Screen. Description - This information box allows you to enter a brief description of the event.

o o o o o

Clicking the [Create] button will add the task to the user's "Pending Activities" list and will bring up the Activity Details Screen.

Find Activities Screen

The "Find Activities" Screen allows you to search for activities using the following criteria: activity name, status, from date, and thru date. Clicking the [Find Activities] button will bring up any activities that match the data entered. Clicking on an activity from the list of search returns will take you to the Activity Details Screen where you can view and edit the activity.

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Activity Details Screen

If you are viewing an email, please refer to View Email Screen. Otherwise, the "Activity Details" screen is divided into the following sections:

Event/Task Information
This section includes information about the activity, including the following details: Activity - This is a brief description of the activity. Status - This is the current status of the activity (for example, "Started"). Scheduled Date/Due Date - These are the scheduled start and completion dates for the activity. When creating or editing the activity, you may enter these dates manually or search for them using the calendar widget. Started/Completion Date - These are the actual dates that the activity starts and ends on. A timestamp of the actual beginning and conclusion of an activity will be recorded when you click the [Start] and [Finish] buttons respectively. Location Description - This information box allows you to enter a description, directions, and additional data relevant to where the activity will take place. Description - This information box allows you to enter a description of the activity. Start/Finish Time - This field is automatically set to the current time, however you can record a start time or completion time predictively or retroactively by selecting the desired time from the drop down menus.

Note: attempting to schedule an activity during a time when the user is busy or away will result in an error message and will not allow the activity to be created. To override this error, you must select "Ignore Conflicts".

Activity Links
Activity links is a small screenlet to the left of the main activity screen and will show the following information: Owner: Owner of the activity Case, Opportunity, Order: Case, sales opportunity, and order associated with this activity.

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The [New] button next to the word "Case" will take you to the Create Case Screen, where you can create a new case and have it be associated with the activity. If you are the owner of the activity or have administrative permissions for activities (ie, as sales manager), you can change the owner of the activity, so long as it has not been completed or closed. Similarly, if you have update permissions, you can change the case or order associated with this activity. If the activity is closed or if you cannot modify it, then you can only see the owner and the case, opportunity, and order associated with it.

Participants
These are the individuals involved in the activity, including their role, status, and availability. There is no limit to how many parties can be added to the list, however only the user who is the calendar owner or a user with activity administration permission can add or remove additional parties. See CRMSFA Activity Security for more details. Adding and removing an internal user (for example, a sales representative) from an activity will trigger an email to be sent to the person it was assigned to.

Bookmarks and Files

This section lists any previously bookmarked URLs or uploaded files (documents, images, etc.) relevant to the activity. Clicking the [Bookmark URL] button will prompt you with fields to enter the web address and a description of the URL or its relevancy. Clicking the [Upload File] button will prompt you with a field to enter the file name or browse your computer to find and select the file, and a field for a description of the file. Clicking on the web address for a bookmarked URL will open the page a new window. Clicking on the name of an uploaded file will open the file. Uploading a file will store it in your file system and associate it with this activity. Clicking the [Remove] button will remove its association with this activity but will not remove it from your file system.

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Log Task Screen

The "Log Task" screen allows you to log emails and phone calls. The data fields are the same for both emails and phone calls. Select "Inbound" or "Outbound" from the drop down menu, enter the "Internal Party" manually (or search for it using the search icon next to the field), and enter the "Subject" of the task. In addition to this required data you can also include information about the phone call/email including "External Party", related "Opportunity", "Case", a "Message" about the task, "Start Date", and "Duration".

My Opportunities/My Teams' Opportunities Screen

Sorting the Opportunity List
The "My Teams' Opportunity" screen lists the your teams' opportunities information including the opportunity name, stage, opportunity amount, and estimated close date. You clicking on any of the information buttons on the header, you can organize the opportunities list by the relevant category.

Viewing/Editing an Opportunity
Clicking on an opportunity will bring up the complete View Opportunity screen, which has more detailed opportunity data. The View Opportunity screen also allows you to edit or delete the entry.

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Create Opportunity Screen

To create a new opportunity, enter the required data listed in red: opportunity name, either the account or lead for the opportunity, the initial stage of the opportunity (used to calculate the sales forecast), and the estimated close date. You can also enter additional details including the initial contact, type of opportunity, estimated amount, the currency, marketing campaign, and the source of the opportunity. The description and next step fields allow you to make notes about the opportunity and detail the next step in closing the sale. Click the [Create Opportunity] button to save the opportunity in opentaps. If you have not entered the required information or entered an account or lead that has not been created and saved in opentaps, you will be prompted with an error message indicating which field is inaccurate.

Please note: You can look up information for several fields on the "Create Opportunity" screen by clicking on the search icon next to the relevant field, using the calendar search, or the drop down menus.

Find Opportunity Screen

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You can select an opportunity from the complete opportunity list for your team that appears below the "Find Opportunities" section of the screen. The complete list is available when the "Find Contacts" screen is initially brought up, and is reduced according to the parameters of the search fields above the opportunity list. Enter the name, stage, and/or type and click the [Find Opportunity] button to eliminate irrelevant opportunities from the list.

Clicking on Opportunity Name, Stage, Opportunity Amount, or Estimated Close Date in the header of the opportunity list will sort the list alphabetically/sequentially by the selected category. Clicking the specific opportunity name will take you to the View Opportunity screen where you can edit or delete the opportunity.

View Opportunity Screen

The "View Opportunity" screen is divided into the following sections:

Basic Opportunity Details

This section displays the basic details about the opportunity, including the opportunity name, account name, stage, type, estimated amount, estimated probability, marketing campaign, source, estimated close date, description, and next step. Clicking the [Edit] button will take you to the Edit Opportunity Screen where you can add or modify the opportunity details.

Quotes Pending Activities

The "Pending Activities" section lists activities that have been created but have not yet been completed, and details the activity's type, purpose, activity, status, scheduled date, and due date.

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Clicking [New Event] will link you to the create event screen of the Activities section of opentaps CRM. Similarly, clicking [New Task] will link you to the create task screen of the Activities section.

Contacts
This section will list any contacts related to the opportunity, including the contact's name, primary email, and primary phone number. You can add additional contacts to the list by entering the internal contact ID manually or searching for it using the lookup widget and clicking the [Add] button.

Opportunity History
This section is a log of each edit of the opportunity, including changes to the opportunity's stage, estimated probability, estimated close date, or opportunity ammount. It will also note the date and time the opportunity was modified and who made the alterations.

Activities History
The "Activities History" section lists previous activities that have already been completed. Like the "Pending Activities" section, you can sort the list alphabetically/sequentially by clicking on any of the header categories: "Type", "Purpose", "Activity", "Status", "Scheduled Date", and "Completion Date". Clicking either the [Log Call] button or [Log Email] button will link you to the Log Task Screen of the Activities section of opentaps CRM, with the appropriate data fields to store the call or email information.

Bookmarks and Files

This section lists any previously bookmarked URLs or uploaded files (documents, images, etc.) relevant to the opportunity. Clicking the [Bookmark URL] button will prompt you with fields to enter the web address and a description of the URL or its relevancy. Clicking the [Upload File] button will prompt you with a field to enter the file name or browse your computer to find and select the file, and a field for a description of the file.

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Edit Opportunity Screen

The "Edit Opportunity" screen allows you to add or modify opportunity details. Enter the appropriate information into the following fields: Opportunity Name - This is the general name you have given this opportunity. Account Name - This is the account to which the activity belongs. Stage - Select the current stage that the opportunity is in (for example: "Quoted", or "Prospect") from the drop down menu. This will be used to create Forecasts. Type - Select the most appropriate type of opportunity (for example: "New Business" or "Upgrade") from the drop down menu.

Viewing a Quote
While viewing a quote, you can

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[Create Order] will create an order from the quote. The quote must be in the "Approved" status. [PDF] and [Email] will allow you to print the quote as a PDF or email it to a recipient. [Mini Catalog] prints the quote items out as a "mini catalog" PDF, including pictures and descriptive information. For the images to show up, your system administrator must configure the file framework/webapp/config/url.properties and set the http and https prefix to the URL of your site.

When a quote is newly created, you must click on the [Quote] button next to [View Quote] and change its status to "Accept Quote" and click on [Submit]. This will change the status of the quote to approved. Once the quote is approved, you can click on the button [View Quote] again, and a button for [Create Order] will appear.

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My Orders Screen
The "My Orders" screen lists orders created by the logged-in user in the create, processing, approved, and held stages.

Create Orders Screen CRMSFA

This screen allows you to create a sales order, and it is divided into the following subsections.

Order Settings
This section is used to set parameters for the entire order. The fields are: Store - This is the product store for the order, and cannot be changed after items have been added to the order. Channel - This is used to track the sales channel that the order came through. Order Name - This is the name of the order. Customer - This is the identifier of the customer placing the order. PO # - This can be used to track the purchase order number from your customer.

Once you click the [Update] button, if there are items already in the order and you try to change the customer the system will ask you whether to recalculate prices for the new customer, or keep the same prices.

Order Summary
This is a list of the items in the order, their prices, and the order total.

Promotion/Coupon Codes
This section allows you to enter a promotion or coupon code to apply a discount to the order.

Browse and Search

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This section allows you to search for a product using keywords, or browse through the catalog using the category structure (as if you were using the online store).

Create Order
To add items to an order, enter the internal product number, or click the lookup widget to search for the product ID. Fill in the appropriate quantity, ship before date, and order comments and click [Add to Order]. If you attempt to finalize an order without selecting an existing customer or creating a new customer the system will prompt you to identify the customer.

Finalize Order Screen

The "Finalize Order" screen allows you to select the Shipping and Payment options for your order. The top half of the screen is for setting shipping addresses and methods. Here you will see: A list of the items in the order The ship to address (which can be selected from the drop down menu) The shipping method (the price is indicated in parenthesis next to the method) Billed to Account # is for billing shipping charges to a carrier account, such as your customer's FedEx or UPS account. For UPS, the zip and country code are also shown for billing shipping charges. Shipping instructions: o There is an input box for general shipping instructions, such as "Leave on the back porch" o May split allows you to select "Y" to ship the order as the items become available, or "N" to denote that all of the items in the order must be shipped together. o The ship before date is a customer requested deadline for shipping the order o Selecting "Y" in the gift field indicates that the order is a gift and opens up a gift message box.

The lower half of the screen is for selecting the payment method. You can choose between credit cards, electronic fund transfer (wire), customer billing accounts or gift cards, or a non-electronic payment method (such as COD or offline payment). After you entered the shipping and payment methods, click the [Return to Order] button to go back to the Create Orders Screen. After the payment method has been selected, a [Review Order] button will appear, taking you to the Review Order Screen.

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Review Order Screen

This screen is divided into the following sections: Payment - Shows the payment options for the order. Shipping Information - This shows the destination, shipping method, and items to each destination. If the order is "Drop-Shipped" it will note the supplier that the order is dropping from. Order Items - This liss the items in the order, quantity, unit price, any pricing adjustments such as discounts or promotions, taxes and shipping charges.

The [Clear Items] button will clear the entire order. The [Return to Order] button will take you back to the Create Orders Screen. The [Options] button will take you back to the Finalize Order Screen if you need to change the shipping or payment options for the order. Finally, the [Create Order] button will create the order and take you to the View Order Screen.

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View Order Screen

The "View Order" screen allows you to view and edit order details.

Order Information
This gives you the order number, the status of the order, and the history of its status. If the customer is flagged with special handling, such as a "do not ship to this customer" flag, it will be displayed here in red. The [PDF] button prints a .PDF of the order for you. If the order has not been automatically approved, you can manually approve it by clicking the [Approve Order] button. If the order has already been approved, there will be a [Hold Order] button in lieu of the [Approve Order] button. This allows you to put the order "on hold" so that it will not ship. (If you need to cancel an order, click on [Edit Order Items] below, and the Edit Order Items Screen will allow you to cancel the order. Note that for the rest of this screen, an order is considered "modifiable" if it has not been cancelled, completed, or rejected.

Payment Information
This section shows the different payment methods for the order with the maximum amount to be charged to each payment method. If the order is still modifiable, you can use the [Receive Payment] button to record checks, cash, or other non-electronic payments received for the order. Clicking the [Cancel] button will remove a payment method. If there are any amounts that do not have a payment method assigned to them, there is a box to add a credit card from the drop down menu. Fill in the amount to be paid with the credit card and click the [Add] button. This will add and authorize the credit card. If there are credit cards used for the order it will display the reference number, AVS (Address Verification Score), and any other credit card scoring system results from the credit card processor. The buttons for [Authorize] and [Capture] allow you to manually authorize and capture a credit card transaction. The [Details] button will take you to a screen showing the results of the credit card authorization or capture transaction.

Contact Information
This section displays the name of the customer and any contact information associated with the order. Next to the name there are buttons to create a [New Order] which will start a new order for that customer, and an [Other Orders] button which looks up other orders the customer has placed. Next to any email there is a [Send Email] button which will take you to a screen to send an order confirmation email. The Shipping Destination Address is also detailed in the contact information section.

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Shipment Information
This section displays the address and shipping method. If the order is modifiable you can update the address from the drop down menu, which will update it in this section and in the contact information above. If you change the shipping method it will change the method but it will not automatically recalculate the shipping costs for you. There is also a [Allow Split] button to allow the splitting of an order that was originally designated as "ship together", but note: once an order is allowed to split you cannot change it back to "ship together". The shipment information section will also display whether or not the order is a gift and the estimated ship date based on the item's availability and the shipping turnaround dates set for the warehouse. If there are multiple destinations on this order, each destination will be numbered and displayed separately.

Order Items
This section displays a list of the order items and their status, as well as the item quantities, adjustments, taxes and price. The "Order Items" section displays the product name, quantity, unit price, price adjustments (as well as the price rule related to any adjustment), tax, shipping costs, and the total price. The product details in the "Order Items" section also displays inventory details about that product, including: Required for SO - This tells you how many units are currently required for existing orders. In Inventory QOH - This is the total number of units in your warehouse. On Order - This tells you how many units you have ordered from a supplier. In Production - This is how many units you are currently being manufactured internally. Unplanned - This tells you how many units you must either manufacture or order, given your requirements for existing orders and your inventory (factoring in units currently on order from a supplier or in production internally).

The quantity details in the "Order Items" section also displays data on the history of the order item: Ordered - This is the number of units in the initial customer order Cancelled - This is the number of units subsequently canceled from the initial order Net - The net is the number of units ordered less the number of units canceled. Shortfall - This is the quantity of units in the ordered not covered by current inventory. Reserved - How many units in the inventory are scheduled to be shipped out for this order. Shipped - This indicates how many units in the order have already been shipped. Outstanding - The number of units in the order yet to be shipped. Invoiced - The number of units that have been invoiced to the customer. Returned - The number of units that have been returned from the customer.

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The order items section will also display the quantity per ship group if you are shipping units in the order separately. There are three buttons in the "Order Items" section: [Edit or Add Items] - This button takes you to the Edit Order Items Screen. [Create Return] - This button only appears after an order has been shipped. Clicking the [Create Return] button will create the return and take you to the View and Edit Return screen. [Create as New Order] - This will use the order information to create a new order. Clicking the [Create as New Order] button will take you to the Review Order Screen.

Notes
In this section you can make private or public notes about an order. Clicking the [Create New] button will take you to the "Add Note" screen, where you can enter the note into an information section and select whether the note is an internal note from the drop down menu. An internal note is absent on printed documents and unavailable to anyone not logged in as the user who created the note. Click the [Save] button to save the note and return to the "View Order Screen" or click the [Go Back] button to return to the screen without saving. If a note is labeled "internal", you have the option of clicking the [Make Public] button from the "View Order" screen to change its status. Similarly, if a note is not labeled "internal" you have the option of clicking the [Make Private] button to change its status.

Find Orders Screen

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You can search for orders using the following criteria: order ID, order name, customer, status, PO #, from/through dates, created by (this is the user login of the user who created the order), lot ID for Lot Level Inventory Tracking, and serial number and click the [Find Orders] button to find the applicable orders. Searches by lot ID and serial number will find orders with inventory items of those lot or serial numbers assigned to them. If you have linked to the "Find Orders" screen from a specific account, the appropriate customer ID will be entered by default. Clicking the [Find Orders] button will bring up any orders that match the data you have entered. Selecting an order from the list will take you to the View Order Screen.

Edit Order Items Screen

The "Edit Order Items" screen allows you to edit the items and adjustments of the order. Clicking the [Cancel All Items] button will cancel all items in the entire order. If you cancel all items in an order, you will cause the entire order to be canceled. Clicking on the [View Order] button will return you to the "View Order" screen without making the changes to the order information. For Order Items you may modify: o Item description o Unit price - To change the unit price you must click on the check box next to the price before pressing the [Update] button. o Quantity - You must change the quantity per ship group. o Clicking the [Cancel] button will cancel the item in a particular ship group. o Clicking the [Cancel All] button will cancel that item from all ship groups and remove that item from the order entirely. o Clicking the [Update Items] button will update the quantity, price, and description of the order items. Below the items you can edit the descriptions and amounts of the adjustments (such as "Shipping and Handling" or "Promotions"). Clicking the [Update] button will save the changes; clicking the [Delete] button will remove the adjustment. Below the adjustment you can add additional adjustments. Select the adjustment type from the drop down menu, and if applicable associate the adjustment with a ship group from the second drop down menu. Enter the adjustment description and the amount and click the [Add] button. In the "Add to Order" section you can add items to the order. When you add items to an order the system will automatically recalculate taxes, shipping charges, and promotions

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for the order. Enter the following information as pertains to the order and click the [Add To Order] button. This will take you back to the View Order Screen and create a note for the item you have added. o Catalog - Select the product catalog for pricing purposes. o Product ID - Enter the internal product ID, SKU, or UPC, or click the lookup widget to search for the product ID. o Enter the item price and click on the "Override Price" check box if you would like to force a price. o Enter the quantity of units to be added to the order. o Enter the ship group number that the item is being added to. o Click on the box next to "Realculate Order" and it will cause the system to recalculate prices, shipping charges, and promotional discounts after the item has been added. Otherwise, the item will be added with its own taxes, but the prices, shipping charges, and promotional discounts already existing on the order will not be changed.

Order Queue Screen

The Order Queue screen allows you to manage orders that have been finalized and are awaiting shipment.

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Find Teams Screen

The "Find Teams" screen is the home screen of the "Teams" application. To search for a team, simply enter the team name or the first numerals or characters of the team name and click the [Find Teams] button to search for any teams that match the search criteria. Clicking the team name from the "Teams" list below the "Find Teams" section will bring up the team details on the View Team Screen.

Create Team Screen

This screen allows you to create a new team. Simply enter the team name and any relevant comments in the information box. Clicking the [Create Team] button will add the team and take you to the View Team Screen.

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View Team Screen

The "View Team" screen is used to view Sales Teams and their members and is divided into the following sections:

Team
This section allows you to see the team name and previously entered comments. The following buttons are available: [Edit] - This will take you to the "Edit Team" screen where you can modify the team name and add to/alter existing comments about the team. [Deactivate Team] - Clicking this button will close the team and remove the team affiliation from any users assigned to that team. Clicking the [Deactivate Team] button will also remove any editing options from the "View Team" screen.

Team Members
This section will list all users assigned to the team and their role. The following buttons are available: [Update] - You can edit the team member's role from the "View Team" screen by selecting the role (for example: "Team Leader" or "View Only Team Member") from the drop down menu and clicking the [Update] button. [Remove] - Clicking this button will remove a member from the team, and remove all team affiliations for that user. [Add] - To add a new team member, manually enter the team member's internal ID or search for it using the lookup widget. Then select the appropriate role for the new team member from the drop down menu. Clicking the [Add] button will add the user to the team as a team member, if the user has been set up as a team member.

Note that new team members must be created in the Party Manager. See Creating New Team Members. Team member roles define the operations they could perform on the accounts to which they are assigned. Team leaders can assign or de-assign team members in addition to having permission for all operations on an account. Full team members have permission to perform all operations on an account. View-only team members can only view but not modify or create new information for an account. Customer service representatives have permissions with respect to creating and updating certain aspects of an account, such as contact information, but not others. These roles and permissions can all be customized during your configuration. See Sales Teams for more details.

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Creating New Team Members

To create a new team member, go to the Party Manager ("Parties and Users" on the main sign-in page). Click on [Create], then "Create a new person" to create a person. You only need to enter first and last name. Then click on [Role(s)] and add one of the following roles with the new person: Account Manager Account Rep Customer Service Rep

The click on [Profile] again. Under the "Username(s)" section click on [Create new] to create a userlogin and password for your new team member. After creating the username and password, click on [Security Groups] next to the new username. You will now need to assign one of the following security permissions to the team member's username: CSR CSR_B2C SALES_MANAGER SALES_REP SALES_REP_LIMITED SALES_REP_TRAINEE CRMSFA_TASKS_ONLY CRMSFA_CONTACT_TASKS

These permissions will control which tabs the username can access. Note that the same team member could have multiple usernames with different levels of access. You can also use the party manager's profile screen to manage address and contact information for your team members.

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Financials Home Screen

This is the home screen of the Financials application and can be accessed at any time by clicking on the "My Home" tab in the Financials section. what you see on the screen would depend on what your security permissions have been set to. The screen is divided into "Receivables", "Payables", and "Balance Sheet". Under each section is a list of the most important GL accounts for that section and their current balances for your company. There are also some helpful links, which can be used to navigate throughout the Financials section: [Outstanding Invoices] - Clicking this button will take you to the Find Sales Invoices Screen for receivables accounts and the Find Vendor Invoices Screen for payables accounts. [Settle] - Clicking this button will take you to the Settle Payments Screen for this payment type. [Outstanding Commissions] - Clicking this button will take you to the Find Commission Invoices Screen where you can search for outstanding commissions. [Unapproved Invoices] - Clicking this button will take you to the Find Sales Invoices Screen for receivables accounts and the Find Vendor Invoices Screen for payables accounts where you can search for invoices that are pending and have not yet been approved.

Receivables Main Screen

This is the main screen of the Receivables section, and can be accessed at any time by clicking on the "Receivables" tab in the financials application. You may use this screen to navigate within the Receivables section. The screen is divided into "Invoices", "Agreements", "Payment", "Customer Billing Accounts", "Finance Charges", and "Reports". Within each section are links to the various functions related to the category.

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Create Sales Invoice Screen

This screen allows you to create an invoice for an order placed by a customer. Enter the appropriate information into the following fields: To Party - Enter the internal ID of the party you are invoicing manually, or search for the party using the lookup widget. Currency - Select the relevant currency from the drop down menu. Please note that the currency will be set to the customer's pre-configured default currency. Invoice Date - This is the date and time that the invoice is created. You may enter the date manually or by using the lookup widget. Select the time by using the drop down menus. Due Date - Enter the date and time that the invoice is due. Reference Number - This field allows you to create reference number for the invoice. Description - This field allows you to enter a brief description of the invoice to distinguish it from other invoices. Message - This field allows you to enter a message along with the invoice for the customer.

Clicking the [Create] button will create the sales invoice and take you to the Sales Invoice Screen.

Find Sales Invoices Screen

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You may search invoices using the following criteria: Invoice ID - This is the internal ID of the specific invoice. To Party - This is the party the invoice was created for. Enter the internal ID of the party manually, or search for it using the lookup widget. Status - Select the current status of the invoice (for example, "Sent" or "Paid") from the drop down menu. Invoice Date - This is the date the invoice was created. Enter the "From" and "Thru" date manually or search for it using the calendar widget. This will specify the time frame for the search. Due Date - This is the specified date by which the invoice must be paid. Enter the "From" and "Thru" date manually or search for it using the calendar widget. This will specify the time frame for the search. Paid Date - This is the actual date the payment was received. Enter the "From" and "Thru" date manually or search for it using the calendar widget. This will specify the time frame for the search. Ref Num - This is the reference number of the invoice payment.

Click the [Find] button to bring up all invoices that match the criteria you entered. Clicking on an invoice from the search results will take you to the Sales Invoice Screen.

View Invoice Screen

The "Sales Invoice" screen is divided into the following sections:

Basic Invoice Details

This section displays the following basic details: To Party - This is the internal name of the customer you are invoicing. Status - This is the current status of the invoice (for example, "Pending" or "Paid"). Paid Date - If the invoice payment has been received, the date and time will be displayed here. Orders - This is the reference number of any orders added to the invoice.

You may also update the following invoice details:

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Invoice Date - This is the date and time that the invoice is created. You may enter the date manually or by using the lookup widget. Select the time by using the drop down menus. Due Date - Enter the date and time that the invoice is due. Billing Address - Select the correct billing address from the drop down menu. Please note that any addresses created for the invoiced party will be listed in the drop down menu.

The invoice details section also allows contains the following buttons: [Mark as Ready] - This button will only appear after an item has been added to the invoice. Clicking this button will mark the invoice as ready, and will make the invoice noneditable. Clicking the [Mark as Ready] button will also bring up the [Writeoff] button. [Writeoff] - Clicking this button will mark this invoice as non-collectable. [Cancel] - Clicking this button will change the status of the invoice to "Cancelled". Please note that the invoice will not be deleted from the system, however you will no longer be able to edit the invoice details. [Create New] - Clicking this button will return you to the Create Sales Invoice Screen where you can create and a new sales invoice. [PDF] - Clicking this button will save the invoice as a PDF file. [Sample Invoice PDF] - This button allows you to save a commercial sample invoice as a PDF file for your reference. This invoice is basically a list of items without prices. [Email] - Clicking this button will allow you send an email with a PDF of the sales invoice as an attachment.

Invoice Terms
This section allows you to apply additional terms to the invoice. Enter the appropriate data into the following fields: Term Type - Select the term type (for example, "Commission for a specific product" or "Discount if Paid within Specified Days") from the drop down menu. Value - Enter the monetary value of the term for the invoice. Days - Enter the number of days relevant to this term for the invoice. Description - Enter a brief description of the term to distinguish it from other terms that may be applied to this invoice.

Clicking the [Add Term] button will apply the term to the invoice.

Invoice Items
This section lists the items added to the invoice and allows you to update the item ID, description, quantity, and price. Clicking the [Update] button will save the changes to the invoice item. Clicking the [Remove] button will remove that item from the invoice. Clicking on the number of an item will take you to a Modify Invoice Items Screen where you can modify the item type details.

New Invoice Items

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This section allows you to apply additional items to the invoice. Enter the appropriate data into the following fields: Type - Select the type of item that you are adding to the invoice (for example, "Item Sales Tax" or "Item Additional Feature") from the drop down menu. Description - Enter a brief description of the term to distinguish it from other items that may be applied to this invoice. Override Account - If the new invoice item requires you to override a General Ledger account, you may select the account from the drop down menu. Product ID - If you are adding an additional product to the invoice, you may enter the internal product ID manually or search for it using the lookup widget. Quantity - Enter the quantity of the item that you are adding to the invoice. Amount - Enter the monetary value of the item that you are adding to the invoice and select the currency from the drop down menu. Please note that the currency will be set to the customer's pre-configured default currency. Is Taxable - Select "Yes" or "No" from the drop down menu to indicate whether the new item will be added to the taxable items in the invoice. Tax Authority - Indicate the appropriate tax authority by either selecting the relevant state from the first drop down menu, or by selecting the specific state tax authority name from the second drop down menu.

Clicking the [Add] button will apply the new item to the invoice.

Create Customer Agreement Screen

This screen allows you to create customer agreements to be applied to orders made by a specific party. Enter the appropriate information into the following fields: Agreement Date - This is the date and time that the customer agreement is created. Enter the date manually or search for it using the calendar widget. Select the time using the drop down menus. To Party - This is the customer the agreement applies to. Enter the customer's internal ID manually or search for it using the lookup widget. To Classification Group - Alternatively, your agreement can be created to apply to an entire classification group of customers, such as "Preferred Customers" or "Wholesale Customers." Here you should select from one of the classification groups in the drop down.

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From Date/Thru Date - These fields specify the time frame the customer agreement will be valid through. Enter the "From" and "Thru" date manually or search for them using the lookup widget. Select the times using the drop down menus. Description - This field allows you to enter a brief description of the customer agreement to distinguished from other customer agreements. Full Text - This field allows you to enter the full text of the customer agreement.

Clicking the [Create] button will create the customer agreement and take you to the View Customer Agreements Screen.

Find Customer Agreements Screen

This screen allows you to search for customer agreements using the following criteria: To Party - This is the customer the agreement is with. Enter the internal party ID manually or search for it using the lookup widget. To Classification Group - Select a classification for the agreement (for example, "Privileged Customers" or "Net 30 day billing") from the drop down menu. Status - Select the status of the agreement (for example, "Cancelled" or "Active") from the drop down menu.

Clicking the [Find] button will search for any customer agreements that match the criteria you entered. Clicking on a customer agreement from the search results will take you to the View Customer Agreements Screen.

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View Customer Agreements Screen

This screen allows you to view and modify agreements between your company and your customers or groups of customers. The page is divided into the following sections:

Customer Agreement Details

This section will display the general information about the customer agreement, including the following details: Type - This is the type of agreement you have created (for example, "Sales"). Status - This is the current status of the agreement (for example, "Rejected" or "Active"). From Party - This is the party creating the agreement (typically your organization). To Party or To Classification Group - This is the customer the agreement pertains to. A customer agreement could either relate to a particular customer (party) or a group of customers (classification group) created in the Party Manager's Classifications tab. From/Thru Date - This specifies the time period the customer agreement pertains to. Description - This is a brief description to distinguish the customer agreement from other agreeements.

This section also contains the following buttons: [Cancel] - Clicking this button will cancel the agreement and remove all functionality from the screen so that you may no longer modify the agreement. [Reject] - Clicking this button will change the status of the customer agreement to "Rejected" and remove all functionality from the screen so that you may no longer modify the agreement. [Activate] - Clicking this button will change the status of the customer agreement to "Active", making the agreement effective for future orders and invoices. [Complete] - This button will only appear if the customer agreement is active. Clicking this button will change the status of the agreement to "Completed". The terms of the agreement will no longer apply. This will also remove all functionality from the screen so that you may no longer modify the agreement. [Edit] - Clicking this button will take you to a new screen where you can update the customer agreement information. [View Full Text] - Clicking this button will allow you to view the complete customer agreement text.

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Payment Terms
See Payment Terms.

Credit Terms
This section allows you to set the customer's credit terms with your company. The terms are available are: Credit Limit - Enter the credit limit for your customer. The term value is maximum amount of your credit for your customer, and currency is the currency of the credit limit. By default this field will be set to the customer's pre-configured currency.

Clicking the [Create Agreement Term] button will apply the agreement term to the customer agreement. Clicking the [Remove] button will remove the payment terms section of the agreement from the screen, so that no payment terms may be applied to the agreement.

Receive a Payment Screen

This screen allows you to receive a payment. Enter the appropriate data into the following fields Payment Type - Select the payment type (for example, "Customer Payment") from the drop down menu. Receive from Party - You may enter the internal party ID manually, or search for it using the lookup widget. If you have already entered the party ID on the previous screen it will be automatically applied to this field and this field can no longer be changed. Payment Method - This field will only appear if you entered the party ID on the previous screen. Select from the payment methods created of this party from the drop down menu. The payment method type will be automatically set to match this payment method.

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Payment Method Type - If you do not choose a payment method (or if the payment method option were unavailable), then you may select the payment method type (for example, "Cash", "Credit Card" or "Ebay") from the drop down menu. Amount - Enter the amount of the payment and select the currency from the drop down menu. Please note that the currency will be set to the organization's pre-configured default currency. Effective Date - Enter the date that the transaction will be effective manually, or by using the calendar widget. Comments - Enter any relevant comments into this optional field. Check/Ref Num - Enter the check number, or the reference number of a credit card or EFT transaction.

Clicking the [Receive Payment] button will take you to the View Payment Screen for this transaction.

Find Payment Screen

You may search for a payment that has been received using the following criteria: Payment ID - This is the internal ID of the specific payment. Payment Type - Select the type of payment (for example, "Customer Payment" or "Vendor Credit") from the drop down menu. Receive from Party - This is the internal ID of the party you have received the payment from. Enter the ID manually, or search for it using the lookup widget. Status - Select the current status of the payment (for example, "Received" or "Cancelled") from the drop down menu. Payment Method Type - Select the payment method type (for example, "Credit Card" or "Paypal") from the drop down menu. Effective Date - This is the date that the payment is received. Enter the "From" and "Thru" date manually or search for it using the calendar widget. This will specify the time frame for the search. Check/Ref Num - Enter either the check number or the reference number for the transaction.

Clicking the [Find] button will bring up any payments that match the criteria you entered. Clicking on a payment from the search results will take you to the View Payment Screen.

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Receive COD Statement Screen

This screen is designed for processing a COD Statement for a shipper who would collect Cash On Delivery (COD) payments on behalf of your company. The shipments for COD must have been billed with COD and scheduled with the carrier. When the carrier sends a COD statement, go to [Financials] > [Receivables] >> [Receive COD Statement], and you will see a screen like this:

This screen lists all invoices which were generated from orders that have already been shipped and have payment method of COD. It lists the shipmentId, the invoiceId, and the tracking

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numbers. Enter the check number and amount for each shipment on your carriers COD statement. Enter the carriers statement number in the Reference Number column. Enter the COD fee into the adjustment amount. For example, a $2 fee should be entered as -2.00 When you are ready, click on [Apply to Invoices]. The system will create a payment from the customer of the payment method Billed to COD for each COD payment the carrier has collected. If the payment covers the invoice amount, the invoice is automatically marked Paid. The customers outstanding Accounts Receivable balance should be reduced and transferred to Uninvoiced COD Receipts. The system will then create one sales invoice to the carrier (ie, UPS) for all the items received, minus the adjustment amount:

This invoice could be searched for using the statement number as its Ref Num. Initially, the invoice to the carrier is in the Pending state, which means that it could be modified. Once it is correct, click on [Mark Ready] and the invoice will be posted to the ledger. At that point, the Accounts Receivables balance of the carrier is increased. When the check from the carrier is received, use the regular [Financials] > [Receivables] >> [Receive Payment] to receive a payment from the carrier and apply it to this invoice.

Manage Cash Drawer Screen

This screen has three sections to help you manage cash drawers:

Open Cash Drawer

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This section is used to open a new cash drawer for an employee. Use at the beginning of a work period when cash is given to the employee and enter: Opened At: Date and time when the cash drawer is opened, defaults to now. User Login: userLoginId of the employee who is using the cash drawer. Initial Amount: Initial amount of cash given to the employee Opening Comments: Any comments you want to write

Note that there can only be one cash drawer open per user login at a time. If the same employee needs to manage multiple cash handling stations, give the employee a separate user login for each station.

Active Cash Drawers

This section shows a list of all the cash drawers that are currently open, by employee userLoginId, and the current balance which should be in the cash drawer, based on all cash receipts and disbursements made by the employee.

Past Cash Drawers

Shows previously closed cash drawers. You can search by userLoginId of the user, or leave the field blank to see all the cash drawers. The screen will show you the date the cash drawer was opened and closed, the opening and closing amount, and any closing variance. You can click to see the details of all the transactions.

Create Customer Billing Account Screen

This screen allows you to create a billing account to receive payments from a particular customer. Enter the customer's internal party ID manually or search for it using the lookup widget. In the "Account Limit" field, enter the maximum amount of money (in the organization's currency) that can be billed to this specific account. Enter a brief description of the account to distinguish it from other receivable accounts, and select the range of dates that the account will be valid manually (or by using the calendar widget).

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Clicking the [Create] button will create the customer billing account and take you to the View Billing Account Screen.

Find Customer Billing Account Screen

This screen allows you to search for a customer billing account. You may search by either some or all of the internal Billing Account ID or the Customer Party ID (which you may enter manually or search for using the lookup widget). Clicking the [Find] button will bring up any billing accounts that match the data you entered. Clicking the billing account ID will take you to the "View Billing Account" screen.

View Billing Account Screen

This screen allows you to view and modify details of a customer billing account, and is divided into the following sections:

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Billing Account Details

The following information is displayed in the billing account details section: Billing Account ID - This is the internal ID number of the customer billing account. Customer - This is the name of the customer whose account you are viewing. Net Balance - This is the current outstanding balance on the billing account. It includes previous transactions but not open orders that have not been invoiced yet. Available Balance - This is the amount which is currently available for future orders. It is account limit minus net balance and minus the total of the open orders.

You may edit or update the following information: Account Limit - This is the credit limit for this billing account. (Note that you can have multiple billing accounts or set a customer's total credit limit with the View Customer Agreements Screen. Enter the limit manually and select the appropriate currency from the drop down menu. By default, this field will be set to the customer's pre-configured currency. From/Thru Date - These fields specify the time period the customer billing account is valid. Enter the date manually or search for it using the calendar widget. Description - This field allows you to enter a brief description of the customer billing account to distinguish it from other accounts.

Click on [Update] to update any of the information you have modified for the customer billing account. The following buttons are available in the billing account details section: [Receive a Payment] - Clicking this button will take you to the Receive a Payment to Billing Account Screen where you can receive a payment from the customer. The customer's billing details will be automatically entered into the "Receive from Party", "Payment Type", and "Payment Method" fields. [Pay Invoice] - Clicking this button will take you to the Pay Invoice with Billing Account Screen where you can pay an open invoice from the customer's billing account.

Customer Billing Account Transactions

This section details the history of transactions for this customer billing account. The following information is displayed: Date - This is the date and time that the transaction was posted. Transaction - This is the type and internal ID of the account transaction (for example, "Sales Invoice #10001"). Amount - This is the amount of the transaction. Net Balance - This is the net balance of the account's transactions as of this transaction. Available Balance - This is the available balance of the customer billing account as of this transaction.

Customer Billing Account Open Transactions

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This section details open transactions for current orders placed by the customer. The following information is displayed: Order Date - This is the date and time that the order was placed by the customer. Order - This is the internal ID of the order (for example, "WS10002"). Order Name - This is the general name you have given to the order. Please note that if no name was given to the order, this will display "N/A". Grand Total - This is the total amount of the order. Open Orders Total - This is the sum amount of all open orders. Available Balance - This is the balance of the customer billing account available to pay invoices for open orders.

Pay Invoice with Billing Account Screen

This screen allows you to pay a customer's invoice from their customer billing account. The billing account ID will be automatically set from the View Billing Account Screen. Enter the invoice ID number and the amount to be paid, then click the [Submit] button to apply the payment to the invoice.

Receive a Payment to Billing Account Screen

This screen allows you to receive a payment to a customer billing account. Enter the appropriate information into the following fields: Received From Party - This is customer who is making the payment. It will be automatically set to reflect the customer from the previous billing account screen. You may change the party by entering the new internal ID manually or searching for it using the lookup widget. Payment Type - This is the type of transaction (for example, "Customer Payment" or "Customer Deposit") and is by default set to customer payment. You may change the payment type by selecting the relevant type from the drop down menu.

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Payment Method - The payment method (for example, "Credit Card" or "Cash") of the payment and is by default set to credit card. You may change the payment method by selecting from the previously created customer payment methods using the drop down menu. Amount - Enter the amount of the payment manually and select the appropriate currency from the drop down menu. By default, this will be set to the billing account's preconfigured currency. Effective Date - This is the date that the payment will be made and applied to the customer billing account. Enter the date manually or search for it using the calendar widget. Reference Number - Enter the check number or reference number of the payment transaction.

Clicking the [Submit] button will apply the payment to the customer billing account and return you to the View Billing Account Screen.

Find Finance Charges Screen

This screen allows you to search for finance charges using the following criteria: Invoice ID - This is the internal ID of the specific finance charge. To Party - This is the party the finance charge was invoiced to. Enter the internal ID of the party manually, or search for it using the lookup widget. Status - Select the current status of the finance charge (for example, "Sent" or "Paid") from the drop down menu. Invoice Date - This is the date the finance charge was created. Enter the "From" and "Thru" date manually or search for it using the calendar widget. This will specify the time frame for the search. Due Date - This is the specified date by which the finance charge must be paid. Enter the "From" and "Thru" date manually or search for it using the calendar widget. This will specify the time frame for the search. Paid Date - This is the actual date the payment was made. Enter the "From" and "Thru" date manually or search for it using the calendar widget. This will specify the time frame for the search. Ref Num - This is the reference number for the finance charge payment.

Click the [Find] button to bring up all finance charges that match the criteria you entered. Clicking on an invoice from the search results will take you to the View Finance Charge screen.

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Assess Finance Charges Screen

This screen allows you to assess finance charges on overdue invoices created for customers. You may search for the invoices using the following fields: Party ID - Enter the internal ID of the party whose invoice you are assessing the charge to, or search for it using the lookup widget. Party Classification - Select the appropriate customer classification (for example, "Do Not Ship Customers" or "Net 30 day billing") from the drop down menu. Grace Period - Enter the number of days for the payment grace period. Invoices will not be assess a finance charge during their grace period, and newer invoices which are not older than the grace period will not be shown in the list below. Interest Rate - Enter the interest rate for the finance charges.

Clicking the [Find] button will bring up any open invoices that match the criteria you have entered and display the following information: Invoice ID - This is the internal ID of the open invoice. Invoice Date - This is the date the invoice was issued to the customer. Customer Party - This is the name and internal ID of the customer who you sent the invoice to. Clicking on the customer name will take you to the Customer Statement Screen. Days Outstanding - This is the number of days since the invoice due date. Outstanding - This is the amount of money the customer owes your organization. Previous Finance Charges - This is the amount of money that have previously been charged to the customer.

You may assess the finance charges using the following fields: Finance Charge For Invoice - Enter the amount to be charged for the overdue invoice according to the interest rate. By default, the system will calculate the finance charge for you based on the interest rate and grace period you have entered. Description - Enter a brief description to distinguish the finance charge from other charges. Please note that the description will read "Finance Charge For Invoice #" (where the "#" space will automatically display the relevant internal invoice number) by default.

Clicking the check box next to any invoice for which you are assessing the finance charge and clicking the [Assess Finance Charges] button will assess the charges and update the screen to reflect the amount charged.

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Balances by Customer Screen

This screen will show you the outstanding balances for all your customers as of a specified date or at the end of a pre-configured fiscal time periods. You may manually enter the "As Of" date or search for the date using the calendar widget. You may also use a fiscal time period by selecting it from the drop down menu. Select the Fiscal Type (for example, "Actual" or "Budgeted") from the drop down menu to run the balance sheet for actual results or for budget or forecast results. The two columns of the report show the customer name and ID and their outstanding balance. To the right is a chart breaking down outstanding balances for all customers which account for more than 5% of the total. Above it is an [Excel] button which will generate this report into a spreadsheet for further analysis. Clicking the [Run] button will run the balance sheet. Clicking the [Return to Receivables] button will take you back to the Receivables Main Screen.

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Customer Statement Screen

This screen shows a statement of a customer's account during a specified date range or a preconfigured fiscal time period. You may manually enter the "From" and "Thru" dates or search for the date using the calendar widget. You may also use a fiscal time period by selecting it from the drop down menu. Select the Fiscal Type (for example, "Actual" or "Budgeted") from the drop down menu to run the customer statement for actual results or for budget or forecast results. Clicking the [Run] button will run the customer statement. Clicking the [Return to Receivables] button will take you back to the Receivables Main Screen.

The statement shows the following: An initial balance, which is the customer's outstanding balance at the beginning of the report period Each transaction during this time period, showing:

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A date and time The type of transaction (Sales Invoice, Customer Payment) A transaction number. Click on this link to see the transaction. If the transaction is an invoice, a [PDF] link which allows you to print the invoice as a PDF o If you have permission to view transactions, a [Transaction] link to see the accounting entries of the transaction. o The amount of the transaction o The customer's balance after this transaction An ending balance at the end of the period o o o o

Accounts Receivables Aging Screen

This screen allows you to run an accounts receivables aging report on invoices sent to your customers as of a specified date or at the end of a pre-configured fiscal time period. You may manually enter the "As Of" date or search for the date using the calendar widget. You may also use a fiscal time period by selecting it from the drop down menu. Select the Fiscal Type (for example, "Actual" or "Budgeted") from the drop down menu to run the receivables aging report for actual results or for budget or forecast results. Clicking the [Run] button will run the accounts receivables aging report. Clicking the [Return to Receivables] button will take you back to the Receivables Main Screen. The report shows your customer's open invoices over four time periods (0-30 days, 30-60 days, 60-90 days, and 90+ days) and will display the outstanding balance for each invoice and an ending balance at the end of the period. For each outstanding invoice, you may click the [Email] button to email the invoice, or the [PDF] button to create a PDF file of the invoice. Please note that invoices overdue according to their due date will appear in red.

Receivables Average DSO Report Screen

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This screen allows you to run a report averaging the days outstanding for customer invoices during a specified date range or a pre-configured fiscal time period. You may manually enter the "From" and "Thru" dates or search for the date using the calendar widget. You may also use a fiscal time period by selecting it from the drop down menu. Select the Fiscal Type (for example, "Actual" or "Budgeted") from the drop down menu to run the average DSO report for actual results or for budget or forecast results. Clicking the [Run] button will run the average DSO report. Clicking the [Return to Receivables] button will take you back to the Receivables Main Screen. The report shows the following: Party - This is the internal ID of the customer relevant to the outstanding invoice. Number of Invoices - This is the number of outstanding invoices for the customer. Invoices Total - This is the total value of the outstanding invoices. Average DSO - This is the average number of days the invoices for this customer are outstanding based on the number of invoices to this customer. Value Weighted DSO - This is the average number of days the invoices for this customer are outstanding, based on the value of the invoices.

The total for all outstanding invoices is displayed at the bottom of the report along with the average days outstanding for all the customers, both by number of invoices and by value of invoices.

Credit Card Settlements Report Screen

This report shows the credit card settlements during a period of time. Enter the "From" and "Thru" dates manually or search for them using the calendar widget. By default the report runs for the past day. Clicking the [Run] button will create the credit card settlements report. The top portion of the report shows each credit card type(Visa, MasterCard, AmEx) and the total amount settled from that credit card type. The bottom portion of the report shows the details of the credit card settlements, including: Date and time of the transaction Internal Payment ID. You can click on this link to view the payment.

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Credit card number Credit card type Expiration date Amount of the settlement Order Id for this settlement, if any Invoice Id for this settlement, if any Reference number from the payment processor for this settlement Gateway code from the payment processor for this settlement

Payables Main Screen

This is the main screen of the Payables section, and can be accessed at any time by clicking on the "Payables" tab in the financials application. You may use this screen to navigate within the Payables section. The screen is divided into "Invoices", "Payment", "Commissions", and "Reports". Within each section are links to the various functions related to the category.

Create Vendor Invoice Screen

This screen allows you to create an invoice for a payment owed to a vendor. Enter the appropriate information into the following fields:

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From Party - Enter the internal ID of the vendor you are paying the invoice to manually, or search for the party using the lookup widget. Currency - Select the relevant currency from the drop down menu. Please note that the currency will be set to the vendor's pre-configured default currency. Invoice Date - This is the date and time that the invoice is created. You may enter the date manually or by using the lookup widget. Select the time by using the drop down menus. Due Date - Enter the date and time that the invoice is due. Reference Number - This field allows you to enter the reference number of the invoice payment. Description - This field allows you to enter a brief description of the invoice to distinguish it from other invoices. Message - This field allows you to enter a message along with the invoice for the vendor.

Clicking the [Create] button will create the vendor invoice and take you to the View Invoice Screen.

Create Credit Memo Screen

This screen allows you to create a credit memo for a credit to be paid. Enter the appropriate data in the following fields: From Party - Enter the internal ID of the party you are paying the credit to manually, or search for the party using the lookup widget. Currency - Select the relevant currency from the drop down menu. Please note that the currency will be set to the team member's pre-configured default currency. Invoice Date - This is the date and time that the credit memo is created. You may enter the date manually or by using the lookup widget. Select the time by using the drop down menus. Due Date - Enter the date and time that the credit memo is due. Reference Number - This field allows you to enter the reference number of the payment. Description - This field allows you to enter a brief description of the credit memo to distinguish it from other credit memos. Message - This field allows you to enter a message along with the credit memo for the party receiving the payment.

Clicking the [Create] button will create the credit memo and take you to the View Credit Memo Screen.

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Find Vendor Invoices Screen

This screen allows you to search for vendor invoices using the following criteria: Invoice ID - This is the internal ID of the specific invoice. From Party - This is the party who created the invoice to be paid. Enter the internal ID of the party manually, or search for it using the lookup widget. Status - Select the current status of the invoice (for example, "Sent" or "Paid") from the drop down menu. Invoice Date - This is the date the invoice was created. Enter the "From" and "Thru" date manually or search for it using the calendar widget. This will specify the time frame for the search. Due Date - This is the specified date by which the invoice must be paid. Enter the "From" and "Thru" date manually or search for it using the calendar widget. This will specify the time frame for the search. Paid Date - This is the actual date the payment was made. Enter the "From" and "Thru" date manually or search for it using the calendar widget. This will specify the time frame for the search. Ref Num - This is the reference number of the invoice payment.

Click the [Find] button to bring up all invoices that match the criteria you entered. Clicking on an invoice from the search results will take you to the View Invoice Screen.

Find Credit Memos Screen

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You may search credit memos using the following criteria: Invoice ID - This is the internal ID of the credit memo. From Party - This is the party who issued the credit memo. Enter the internal ID of the party manually, or search for it using the lookup widget. Status - Select the current status of the credit memo (for example, "Sent" or "Paid") from the drop down menu. Invoice Date - This is the date the credit memo was created. Enter the "From" and "Thru" date manually or search for it using the calendar widget. This will specify the time frame for the search. Due Date - This is the specified date by which the credit memo must be paid. Enter the "From" and "Thru" date manually or search for it using the calendar widget. This will specify the time frame for the search. Paid Date - This is the actual date the payment was received. Enter the "From" and "Thru" date manually or search for it using the calendar widget. This will specify the time frame for the search. Ref Num - This is the reference number of the credit memo payment.

Click the [Find] button to bring up all credit memos that match the criteria you entered. Clicking on a credit memo from the search results will take you to the View Invoice Screen.

View Invoice Screen

The "Sales Invoice" screen is divided into the following sections:

Basic Invoice Details

This section displays the following basic details: To Party - This is the internal name of the customer you are invoicing. Status - This is the current status of the invoice (for example, "Pending" or "Paid"). Paid Date - If the invoice payment has been received, the date and time will be displayed here. Orders - This is the reference number of any orders added to the invoice.

You may also update the following invoice details:

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Invoice Date - This is the date and time that the invoice is created. You may enter the date manually or by using the lookup widget. Select the time by using the drop down menus. Due Date - Enter the date and time that the invoice is due. Billing Address - Select the correct billing address from the drop down menu. Please note that any addresses created for the invoiced party will be listed in the drop down menu.

The invoice details section also allows contains the following buttons: [Mark as Ready] - This button will only appear after an item has been added to the invoice. Clicking this button will mark the invoice as ready, and will make the invoice noneditable. Clicking the [Mark as Ready] button will also bring up the [Writeoff] button. [Writeoff] - Clicking this button will mark this invoice as non-collectable. [Cancel] - Clicking this button will change the status of the invoice to "Cancelled". Please note that the invoice will not be deleted from the system, however you will no longer be able to edit the invoice details. [Create New] - Clicking this button will return you to the Create Sales Invoice Screen where you can create and a new sales invoice. [PDF] - Clicking this button will save the invoice as a PDF file. [Sample Invoice PDF] - This button allows you to save a commercial sample invoice as a PDF file for your reference. This invoice is basically a list of items without prices. [Email] - Clicking this button will allow you send an email with a PDF of the sales invoice as an attachment.

Invoice Terms
This section allows you to apply additional terms to the invoice. Enter the appropriate data into the following fields: Term Type - Select the term type (for example, "Commission for a specific product" or "Discount if Paid within Specified Days") from the drop down menu. Value - Enter the monetary value of the term for the invoice. Days - Enter the number of days relevant to this term for the invoice. Description - Enter a brief description of the term to distinguish it from other terms that may be applied to this invoice.

Clicking the [Add Term] button will apply the term to the invoice.

Invoice Items
This section lists the items added to the invoice and allows you to update the item ID, description, quantity, and price. Clicking the [Update] button will save the changes to the invoice item. Clicking the [Remove] button will remove that item from the invoice. Clicking on the number of an item will take you to a Modify Invoice Items Screen where you can modify the item type details.

New Invoice Items

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This section allows you to apply additional items to the invoice. Enter the appropriate data into the following fields: Type - Select the type of item that you are adding to the invoice (for example, "Item Sales Tax" or "Item Additional Feature") from the drop down menu. Description - Enter a brief description of the term to distinguish it from other items that may be applied to this invoice. Override Account - If the new invoice item requires you to override a General Ledger account, you may select the account from the drop down menu. Product ID - If you are adding an additional product to the invoice, you may enter the internal product ID manually or search for it using the lookup widget. Quantity - Enter the quantity of the item that you are adding to the invoice. Amount - Enter the monetary value of the item that you are adding to the invoice and select the currency from the drop down menu. Please note that the currency will be set to the customer's pre-configured default currency. Is Taxable - Select "Yes" or "No" from the drop down menu to indicate whether the new item will be added to the taxable items in the invoice. Tax Authority - Indicate the appropriate tax authority by either selecting the relevant state from the first drop down menu, or by selecting the specific state tax authority name from the second drop down menu.

Clicking the [Add] button will apply the new item to the invoice.

Modify Invoice Items Screen

This screen allows you to modify an item that has been added to an invoice. You may update the following fields: Type - Select the type of item that you are adding to the invoice (for example, "Item Sales Tax" or "Item Additional Feature") from the drop down menu. Description - Enter a brief description of the term to distinguish it from other items that may be applied to this invoice. Override Account - This optional field can be used to override the account the item would be invoiced to by default. Product ID - If you are adding an additional product to the invoice, you may enter the internal product ID manually or search for it using the lookup widget. Quantity - Enter the quantity of the item that you are adding to the invoice.

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Amount - Enter the monetary value of the item that you are adding to the invoice and select the currency from the drop down menu. Please note that the currency will be set to your organization's pre-configured default currency. Is Taxable - Select "Yes" or "No" from the drop down menu to indicate whether the new item will be added to the taxable items in the invoice. Tax Authority - Indicate the appropriate tax authority by either selecting the relevant state from the first drop down menu. This will automatically select the appropriate tax authority from the second drop down menu.

Clicking the [Update] button will update the invoice to reflect the changes you have made to this invoice item.

Make a Payment Screen

This screen allows you to make a payment. Enter the appropriate data into the following fields Payment Type - Select the payment type (for example, "Vendor Payment") from the drop down menu. Pay to Party - You may enter the internal party ID manually, or search for it using the lookup widget. If you have entered the party ID on the previous screen, it will automatically be applied to this field. Payment Method Type - Select from the company's available payment methods from the drop down menu. Amount - Enter the amount of the payment and select the currency from the drop down menu. Please note that the currency will be set to the organization's pre-configured default currency. Effective Date - Enter the date that the transaction will be effective manually, or by using the calendar widget. Comments - Enter any relevant comments into this optional field. Check/Ref Num - Enter the check number, or the reference number of a credit card or EFT transaction.

Clicking the [Make Payment] button will record the payment in the system and take you to the View Payment Screen for this payment.

Find Payment Screen

You may search for a payment that has been received using the following criteria: Payment ID - This is the internal ID of the specific payment.

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Payment Type - Select the type of payment (for example, "Customer Payment" or "Vendor Credit") from the drop down menu. Receive from Party - This is the internal ID of the party you have received the payment from. Enter the ID manually, or search for it using the lookup widget. Status - Select the current status of the payment (for example, "Received" or "Cancelled") from the drop down menu. Payment Method Type - Select the payment method type (for example, "Credit Card" or "Paypal") from the drop down menu. Effective Date - This is the date that the payment is received. Enter the "From" and "Thru" date manually or search for it using the calendar widget. This will specify the time frame for the search. Check/Ref Num - Enter either the check number or the reference number for the transaction.

Clicking the [Find] button will bring up any payments that match the criteria you entered. Clicking on a payment from the search results will take you to the View Payment Screen.

View Payment Screen

NOTE For your check to print properly, make sure that the logged in user has set a country for his language of choice in Profile screen. For example, set "English (United States)" rather than just "English".

Pay Multiple Vendors (Check Run) Screen

A check run is a special expedited process for paying outstanding bills. Select a payment method, enter an initial check number, and enter a due date to find all READY invoices with either an empty due date or a due date before the one you just entered. You will see the outstanding amounts of all the invoices. Enter the amount youd like to pay, then select the invoices to pay.

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The system will then automatically create a Payment for each vendor partyId for the total of all the invoices selected to be paid for this vendor. It will then apply the payment to all of those invoices. The payment will be in the UNPAID state and can then be printed from the check printing screen. For purchase invoices, the payments are created with the type VENDOR_PAYMENT. For customer return invoices, they are created with the type CUSTOMER_REFUND. For commission invoices, they are created with the type COMISSION_PAYMENT.

Print Checks Screen

There should be several links to the print checks, one for each of your company's COMPANY CHECK payment methods. This screen is designed to print the unpaid checks for this payment method. Click on one, and you will be shown a list of outgoing Payments which are still UNPAID. You can click on the ones you want to print and then print them all as PDFs. Once youre done, click on [Mark as Sent], and all the selected payments will be marked as SENT.

Create Commission Agreement Screen

This screen allows you to create commission agreements to be applied to sales for a team member. Enter the appropriate information into the following fields: Agreement Date - This is the date and time that the commission agreement is created. Enter the date manually or search for it using the calendar widget. Select the time using the drop down menus. Party ID to - This is the sales team member the commission agreement applies to. Enter the party's internal ID manually or search for it using the lookup widget.

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From Date/Thru Date - These fields specify the time frame the commission agreement will be valid through. Enter the "From" and "Thru" date manually or search for them using the lookup widget. Select the times using the drop down menus. Description - This field allows you to enter a brief description of the commission agreement to distinguished from other commission agreements. Full Text - This field allows you to enter the full text of the commission agreement.

Clicking the [Create] button will create the commission agreement and take you to the View Commission Agreement Screen.

Find Commission Agreements Screen

This screen allows you to search for commission agreements by either the party the commission is paid to or the status (for example, "Active" or "Rejected"). Enter the internal party ID manually or search for it using the lookup widget. Select the status from the drop down menu. Clicking the [Find] button will bring up any commission agreements that match the search criteria. Clicking on a commission agreement from the search results list will take you to the View Commission Agreement Screen.

View Commission Agreement Screen

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This screen allows you to view and modify commission agreements that you have created for members of your organization's sales team. The page is divided into the following sections:

Commission Agreement Details

This section will display the general information about the commission agreement, including the following details: Type - This is the type of agreement you have created (for example, "Commission"). Status - This is the current status of the agreement (for example, "Rejected" or "Active"). From Party - This is the party paying out the commission (typically your organization). To Party - This is the sales team member the commission will be paid to. From/Thru Date - This specifies the time period the commission agreement pertains to. Description - This is a brief description to distinguish the commission agreement from other agreements.

This section also contains the following buttons: [Cancel] - Clicking this button will cancel the agreement and remove all functionality from the screen so that you may no longer modify the agreement. [Reject] - Clicking this button will change the status of the commission agreement to "Rejected" and remove all functionality from the screen so that you may no longer modify the agreement. [Activate] - Clicking this button will change the status of the commission agreement to "Active", applying the terms of the agreement to future sales. [Complete] - This button will only appear if the commission agreement is active. Clicking this button will change the status of the agreement to "Completed". The terms of the agreement will no longer apply to your organization's sales. This will also remove all functionality from the screen so that you may no longer modify the agreement. [Edit] - Clicking this button will take you to a new screen where you can update the commission agreement information. [View Full Text] - Clicking this button will allow you to view the complete commission agreement text.

Payment Terms
See Payment Terms.

Commission Customers
This section allows you to define the customers for which the agent would earn a commission. Select the term type first and the fields for that term type will appear: Applies to any order with role - The agent would earn a commission on any order or invoice for which he is associated with a specified role. For example, if you add "COMMISSION_AGENT" or "SALES_REP" in the role field, then for any order/invoice which the agent is the commission agent or sales rep, he would be eligible for a commission. The commission agent and sales rep roles are by default created by the CRMSFA application for the user who enters the order and automatically created for the invoices of the order. Enter the role code into the "Role" field.

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Applies to customer - The agent would earn a commission for any order or invoice to the customer. Enter the customer's internal ID into the "Party" field manually or search for it using the lookup widget. Applies to customer classification - The agent would earn a commission any order or invoice for which the customer is part of the entered classification code. Enter the classification code into the "Party Class" field.

Commission Rate Schedule

This section allows you to define the commission rate earned by the agent. Select the term type first and the fields for that term type will appear: Flat commission rate on entire order - This is a flat percentage commission for the entire order or invoice, excluding tax and shipping and handling charges but including any discounts or adjustments on the order or invoice. The term value is a percentage number--for example, "10" means 10% of the total invoiced amount. Enter the percentage number into the "Term Value" field. Commission for each product in a category - This allows you to specify a commission rate for each product in a product category. The term value defines the percentage of commission ("10" being 10%), the min and max values define the minimum and maximum quantity of that product sold for which this commission is applicable, and the category is the product category ID. For example, if a sales rep sells between 1 to 10 units of a product in category A, he would earn a 10% commission. If he sells between 11 and 20 units, he would earn a 12% commission, and so forth. Commission for all products in a category - This is similar to "commission for each product in a category" except that the commission quantity break points are calculated for all the products on the invoice which belong in a category. For example, if products 100 and 200 both belong to category A, and the agent sells 5 units of 100 and 6 units of 200, under "commission for each product in a category" he would be eligible for 10% commission on both products, but under "commission for all products in a category" he would be eligible for a 12% commission on the total value.

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Create Commission Invoice Screen

This screen allows you to create a commission invoice for a member of your sales team. Enter the appropriate data in the following fields:

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From Party - Enter the internal ID of the member of the sales team you are paying the invoice to manually, or search for the party using the lookup widget. Currency - Select the relevant currency from the drop down menu. Please note that the currency will be set to the team member's pre-configured default currency. Invoice Date - This is the date and time that the invoice is created. You may enter the date manually or by using the lookup widget. Select the time by using the drop down menus. Due Date - Enter the date and time that the invoice is due. Reference Number - This field allows you to enter the reference number of the invoice payment. Description - This field allows you to enter a brief description of the invoice to distinguish it from other invoices. Message - This field allows you to enter a message along with the invoice for the team member.

Clicking the [Create] button will create the commission invoice and take you to the View Invoice Screen.

Find Commission Invoices Screen

This screen allows you to search for commission invoices using the following criteria: Invoice ID - This is the internal ID of the specific commission invoice. From Party - This is the sales team member the commission invoice was created for. Enter the internal ID of the party manually, or search for it using the lookup widget. Status - Select the current status of the invoice (for example, "Sent" or "Paid") from the drop down menu. Invoice Date - This is the date the invoice was created. Enter the "From" and "Thru" date manually or search for it using the calendar widget. This will specify the time frame for the search. Due Date - This is the specified date by which the invoice must be paid. Enter the "From" and "Thru" date manually or search for it using the calendar widget. This will specify the time frame for the search. Paid Date - This is the actual date the payment was made. Enter the "From" and "Thru" date manually or search for it using the calendar widget. This will specify the time frame for the search. Ref Num - This is the reference number for the invoice payment.

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Click the [Find] button to bring up all commission invoices that match the criteria you entered. Clicking on an invoice from the search results will take you to the View Invoice Screen.

Commission Balances Screen

This screen will show you the outstanding balances of commissions for sales team members as of a specified date or at the end of a pre-configured fiscal time periods. You may manually enter the "As Of" date or search for the date using the calendar widget. You may also use a fiscal time period by selecting it from the drop down menu. Select the Fiscal Type (for example, "Actual" or "Budgeted") from the drop down menu to run the commission balances sheet for actual results or for budget or forecast results. The two columns of the report show the sales team member's name and ID and their outstanding balance. To the right is a chart breaking down outstanding balances for all team members which account for more than 5% of the total. Above it is an [Excel] button which will generate this report into a spreadsheet for further analysis. Clicking the [Run] button will run the commission balances sheet. Clicking the [Return to Payables] button will take you back to the Payables Main Screen.

Commissions Statement Screen

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This screen shows a statement of a sales team member's commissions during a specified date range or a pre-configured fiscal time period. You may manually enter the "From" and "Thru" dates or search for the date using the calendar widget. You may also use a fiscal time period by selecting it from the drop down menu. Select the Fiscal Type (for example, "Actual" or "Budgeted") from the drop down menu to run the commissions statement for actual results or for budget or forecast results. Clicking the [Run] button will run the commission statement. Clicking the [Return to Payables] button will take you back to the Payables Main Screen. The statement shows the following An initial balance, which is the sales team member's balance at the beginning of the report period Each transaction during this time period, showing: o A date and time o The type of transaction (Commission Payment) o A transaction number. Click on this link to see the transaction. o If the transaction is an invoice, a [PDF] link which allows you to print the invoice as a PDF o If you have permission to view transactions, a [Transaction] link to see the accounting entries of the transaction. o The amount of the transaction o The sales team member's balance after this transaction An ending balance at the end of the period

Balances by Vendor Screen

This screen will show you the outstanding balances for all your vendors as of a specified date or at the end of a pre-configured fiscal time periods. You may manually enter the "As Of" date or search for the date using the calendar widget. You may also use a fiscal time period by selecting it from the drop down menu. Select the Fiscal Type (for example, "Actual" or "Budgeted") from the drop down menu to run the balance sheet for actual results or for budget or forecast results. The two columns of the report show the vendor name and ID and their outstanding balance. To the right is a chart breaking down outstanding balances for all vendors which account for more than 5% of the total. Above it is an [Excel] button which will generate this report into a spreadsheet for further analysis.

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Clicking the [Run] button will run the balance sheet. Clicking the [Return to Payables] button will take you back to the Payables home screen.

Vendor Statement Screen

This screen shows a statement of a vendor's account during a specified date range or a preconfigured fiscal time period. You may manually enter the "From" and "Thru" dates or search for the dates using the calendar widget. You may also use a fiscal time period by selecting it from the drop down menu. Select the Fiscal Type (for example, "Actual" or "Budgeted") from the drop down menu to run the vendor statement for actual results or for budget or forecast results. Clicking the [Run] button will run the vendor statement. Clicking the [Return to Payables] button will take you back to the Payables Main Screen. The statement shows the following An initial balance, which is the vendor's balance at the beginning of the report period Each transaction during this time period, showing: o A date and time o The type of transaction (Vendor Invoice, Vendor Payment) o A transaction number. Click on this link to see the transaction. o If the transaction is an invoice, a [PDF] link which allows you to print the invoice as a PDF o If you have permission to view transactions, a [Transaction] link to see the accounting entries of the transaction. o The amount of the transaction o The vendor's balance after this transaction An ending balance at the end of the period

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Accounts Payables Aging Screen

This screen allows you to run an accounts payable aging report on invoices sent to your organization as of a specified date or at the end of a pre-configured fiscal time period. You may manually enter the "As Of" date or search for the date using the calendar widget. You may also use a fiscal time period by selecting it from the drop down menu. Select the Fiscal Type (for example, "Actual" or "Budgeted") from the drop down menu to run the payables aging report for actual results or for budget or forecast results. Clicking the [Run] button will run the accounts payables aging report. Clicking the [Return to Payables] button will take you back to the Payables Main Screen. The report shows your organization's open invoices over four time periods (0-30 days, 30-60 days, 60-90 days, and 90+ days) and will display the outstanding balance for each invoice and an ending balance at the end of the period. For each outstanding invoice, you may click the [Email] button to email the invoice, or the [PDF] button to create a PDF file of the invoice. Please note that invoices overdue according to their due date will appear in red.

Payables Average DSO Report Screen

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This screen allows you to run a report averaging the days outstanding for your organizations invoices during a specified date range or a pre-configured fiscal time period. You may manually enter the "From" and "Thru" dates or search for the date using the calendar widget. You may also use a fiscal time period by selecting it from the drop down menu. Select the Fiscal Type (for example, "Actual" or "Budgeted") from the drop down menu to run the average DSO report for actual results or for budget or forecast results. Clicking the [Run] button will run the average DSO report. Clicking the [Return to Payables] button will take you back to the Payables Main Screen. The report shows the following: Party - This is the internal ID of the vendor relevant to the outstanding invoice. Number of Invoices - This is the number of outstanding invoices for the vendor. Invoices Total - This is the total value of the outstanding invoices. Average DSO - This is the average number of days the invoices are outstanding. Value Weighted DSO - This is the average number of days the invoices are outstanding, weighted by the values of the invoices.

The total for all outstanding invoices is displayed at the bottom of the report, including the average days outstanding for all invoices by number and value of invoices.

Employees Screens Find Paycheck Screen

This screen allows you to look up a paycheck. The relevant fields are: Payment Id: internal system ID of the paycheck Paycheck Type: the type of the paycheck ("California Paycheck", "New York Paycheck".) If left blank it is any paycheck type which has been configured for your organization. Pay to Party: internal system ID of the employee to whom the paycheck is made out Status: status of the paycheck Effective Date: Date of the paycheck Payment Method: The companny account where the paycheck is drawn from. Check/Ref Num: The check number of the paycheck

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If you do not enter any fields and press [Find Paycheck] the system will return all paychecks of any type in any status. Click on the ID of the paycheck to view paycheck details

Create Paycheck Screen

This screen allows you to create an initial paycheck for an employee. The fields are: Paycheck Type: type of paycheck. Select one from all the paycheck types which are configured for your organization. By default, paycheck types which are available to any employee will be listed. Pay to Party: system ID of the employee party to whom the paycheck is written. If you change this, the system will refresh the list of paychecks to add the paycheck types which are available to this employee as well. Payment Method: select one of the checking accounts on which this paycheck is drawn. Note that paychecks can only be written against checking accounts. Gross Amount: amount of the paycheck before withholdings Effective Date: date of the paycheck Comments Check/Ref Num: check number

Once you click on [Create Paycheck] it will be automatically created with the deduction and expense line items.

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View/Edit Paycheck Screen

This screen will show you information about the paychecks you have created. If the paycheck is still in the "Not Paid" state, then you can edit both the paycheck and its line items. Otherwise, you can only view the paycheck.

This screen is divided into three sections: Paycheck: shows the details of the paycheck Withholdings: shows all the employees' withholdings: the amount of the withholding and to whom it is sent. The withholdings are kept from the employee's portion of the paycheck. Expenses: shows the employers' expenses, including amount and to whom it is sent. The expenses are assessed separately on the employer.

The upper right hand corner are buttons which control what you can do with the paycheck: [Create New]: Create another paycheck of the same paycheck type. [Edit]: Change the paycheck header. See below for more details. [Mark as Sent]: Mark a "Not Paid" paycheck as "Sent". Note that this means the paycheck is final and will cause it to be posted to the general ledger. After you mark a paycheck sent, you can no longer edit it. [Cancel]: Cancel a "Not Paid" paycheck. [Print as Check]: Print the paycheck in three-part check format, showing gross amount, deductions, and net amount.

Editing a Paycheck
When the paycheck is in the "Not Paid" state, you can change the amount and party of every withholding and expense line. You can also click on the [Edit] button to change the paycheck details, including gross amount, check number, and paying account. You cannot change the

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employee on a paycheck. You also cannot remove or add additional withholding or expense line items. If you change the gross amount of the paycheck, the amounts of the withholding or expense line items will not change automatically--you will have to change them manually. If you change the amounts of the withholdings so that they exceed the gross amount, you will get an error, and the change will not be made. After you have set a paycheck to "Sent", you can no longer edit it. You can still void this paycheck and issue another one if it is not correct.

Printing the Paycheck

Paychecks are printed to a PDF in the three part check format. The amount shown on the top part of the check is the net amount of the paycheck, which is the gross amount minus the withholdings. The lower parts of the paycheck will show the following lines: Gross Amount: Gross amount of the paycheck For each withholding, a separate line showing: o Withholding item description o To whom the withholding item is paid o Amount of the withholding item Net Amount: Gross amount minus all the withholdings

Quick Transaction
This screen creates a debit and a credit accounting transaction entry in the base currency of the organization. The transaction will not posted after it is created.

Create Transaction Screen

This screen allows you to create a transaction. Enter the appropriate data into the following fields: Transaction Type - Select the type of transaction (for example, "Bank Settlement" or "Finance Charge") from the drop down menu. Description - Enter a brief description of the transaction to distinguish it from other transactions.

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Transaction Date - Enter the date of the transaction or search for it using the calendar widget. Scheduled Posting Date - If the transaction will occur at a future date, you may enter the date (or search for it using the calendar widget) and the system will automatically post the transaction at that specified time. Fiscal Type - Select the type of transaction (for example, "Actual" or "Budgeted") from the drop down menu.

The remaining fields are optional, and will relate the transaction to other aspects of the system. Clicking the [Create] button will save the transaction and take you to the View Transaction Screen.

Edit Transaction Screen

This screen allows you to edit transactions that have not yet been posted, and is divided into the following sections:

Transaction Details
This section will display the transaction details, and contains the following buttons: [Edit] - Clicking this button will allow you to edit the transaction header so that you can update the transaction's details. [Delete] - Clicking this button will remove it from the system. This delete button will only appear if there are no entries. You must delete the entries first before attempting to delete the transaction. [Post] - Clicking this button will post the transaction to the General Ledger. After a transaction is posted it can no longer be edited. The posting will fail if the transaction is not in balance.

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Transaction Entries
This section allows you to create easy transaction entries quickly, and contains the following fields: Sequence ID - This displays the number of this transaction entry. GL Account - Select the relevant GL account from the drop down menu. Debit/Credit - Select whether this entry is a debit or credit transaction. Amount - Enter the amount of the transaction.

Clicking the [Add] button will create the transaction entry. After you have added a transaction entry, you may edit the entry using the following buttons: [Update] - You may change the entry details and click this button to save the new information. [Remove] - Clicking this button will remove the entry from the system.

Clicking the [Create Transaction Entry] button will take you to a long form to create a transaction entry.

Unposted Transactions Screen

This screen allows you to view a list of unposted transactions, and will display the basic transaction details. Clicking the [Post] will allow you to post the transaction to the General Ledger. Clicking on the transaction ID will take you to the [[View Transaction Screen].

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View Transaction Screen

This screen allows you to view the transaction details for a transaction that has already been posted to the general ledger. It will display the transaction details, and contains a [Reverse] button, which will post a transaction with identical details, but the opposite debit/credit flag. This is useful if a transaction was posted incorrectly, and will negate the original transaction. The view transaction screen also displays transaction entries that have been created. Clicking on the sequence ID will take you to the transaction entry details. Clicking on the GL account will take you to the GL Account Activity Details Screen.

Settle Payments Screen

This screen allows you to settle undeposited receipts, payments and refunds from credit cards. Clicking on "Undeposited Receipts" or the [Settle] button (after the relevant credit card is selected from the drop down menu) will take you to a quick deposit screen with the pre-configured GL accounts.

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Select Account to Reconcile Screen

This screen allows you to search for the account you would like to reconcile. Enter the appropriate data into the following fields: Select an Account - Select the account you would like to reconcile (for example, "1223300: Accounts Receivable - MasterCard (12004)") from the drop down menu. As of date - Enter the effective date of your reconciliation, or search for the date using the calendar widget. Ending Balance - Enter the ending balance for the account as of the reconciliation.

Clicking the [Reconcile] button will take you to the Reconcile Account Screen. Clicking the [Past Reconciliation] button will take you to the Reconciled Account Balance Screen to view past reconciliations that match the search criteria you have entered.

Reconciled Account Balance Screen

This screen shows a history of the reconciliations for a GL account, including the following information: GL Reconciliation ID - This is the internal ID for this particular reconciliation. GL Reconciliation Name - This is a descriptive name assigned to the reconciliation. Description - This is a brief description to distinguish this reconciliation from other reconciliations. Reconciled By - This is the internal user login ID for the person who reconciled the account. Reconciled Balance - This is the ending balance of the account as a result of this reconciliation. Reconciled Date - This is the date that the reconciliation occurred.

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Clicking on GL Reconciliation ID will take you to the Reconciliation Detail Screen.

Reconcile Account Screen

This screen allows you to reconcile the transactions and the final balance of a GL account versus physical records or statements you may have received. The process of reconciling an account is that you check off the transactions which match your physical records until the balance calculated from the initial balance and your checked off transactions match your desired ending balance. Then you can mark the account "reconciled." It displays the following information: Beginning Balance - This is the balance as of the account's last reconciliation. Ending Balance - This is the ending balance you entered on the Select Account to Reconcile Screen. Calculated Balance - This is the balance calculated from the initial balance and all of the transactions you have checked off. Difference - This is the difference between the ending balance you entered and the calculated balance. Once this is zero, you can click on the [Reconcile] button below. Name - This is the name of the reconciliation. By default, it is just "Reconciled as of " the current date and time. Description - This field allows you to enter descriptive or notes about this reconciliation.

Below is a list of the transactions of the GL account which have not been reconciled yet, showing: Transaction - This is the internal ID of the transaction. You can click on it to view details of the transaction. Party - This is the customer or vendor or other party related to this transaction. Transaction Type - This is the type of the transaction: Payment, Settlement, Internal, etc. Reference Num - This is the reference number of the payment or invoice of this transaction. This is useful if you are reconciling against checks or invoices from other parties. Transaction Date - This is the date of the transaction. Debit and Credit - This is the debit or credit amount. Reconcile - Check this box, and this transaction will be marked tentatively reconciled, and its balance will be considered in the calculated balance.

Click on one of the heading columns to sort the list of transactions by that column's value.

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The buttons on the screen are: [Refresh] - Clicking this button will update the list of transactions, in case there have been new ones. [Check All] and [Uncheck All] - These buttons will check and un-check all the transactions and recalculate the calculated balance. [Save For Later] - Clicking this button will save the tentatively marked transactions for later and exit this screen. When you come back to it again, the transactions you have checked will be checked, and you can continue where you left off. [Reconcile] - This button only becomes active if the difference between the calculated and the ending balance is now zero. Click on this button, and the system will mark all the checked off transactions as reconciled and record the balance of the reconciliation. You can then view this reconciliation later in the Reconciliation Detail Screen.

IMPORTANT NOTE - This screen is designed for the Mozilla and Firefox browsers and may not function properly in other browsers.

Exchange Rates Screen

This screen allows you to set the exchange rate between two currencies. It will display the exchange rate history and allow you to add or update specific exchange rates. Select the "From" currency and the "To" currency from the drop down menus, and enter the current exchange rate. Clicking the [Enter New Rate] button next to existing exchange rates will set the "Update Exchange Rate" form to match the appropriate currencies, so that you can enter a new exchange rate for existing entries. Clicking the [Update] button in the "Update Exchange Rate" form will update the existing exchange rate or create a new exchange rate entry.

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Recurring Invoices Screen

This screen allows you to set existing invoices to recur at a given frequency. This is useful for invoices that you send out or receive on a regularly scheduled basis. Enter the internal invoice ID for the invoice that you would like to recur. Select the rate of recurence (for example, "Daily" or "Monthly") from the drop down menu. Clicking the [Add] button will add the recurrence settings to the selected invoice. After the recurrence has been added, you may edit the rate of recurrence by selecting the new rate from the recurrence drop down menu and clicking the [Update] button. Clicking the [Remove] button will remove the recurrence settings from the invoice. Clicking on the invoice ID will take you to the View Invoice Screen.

Reports Main Screen

This is the main screen of the Reports section, and can be accessed at any time by clicking on the "Reports" tab in the financials application. You may use this screen to navigate within the Reports section. The screen is divided into "Accounting", "Financials", "Inventory", and "Tax". Within each section are links to the various functions related to the category.

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Trial Balance Screen

This screen gives you a snapshot trial balance of your organization at the current time, showing the debit and credit balances of each GL account. You can click on the GL account code to the GL Account Activity Details Screen to see the details of the transactions for that GL account.

Transaction Summary Screen

This screen shows a summary of the GL account transactions during a period of time. On top you can enter the following: From Date and Thru Date: date range of the transactions. By default it is set to the beginning and end of today. Is Posted: Select "Y" or "N" to see the posted versus un-posted transactions.

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After clicking on [Run], the system will generate a report which shows, for each GL account, the total debit, total credit, and net debit and credit amounts during the entered time period. Net debit or credit is the total debit minus the total credit. You can click on the account code again to go to the GL Account Activity Details Screen and see the detailed transactions of this GL account.

Income Statement Screen

This screen allows you to run an income statement for your organization within a given period of time. You can enter the "From Date" and "Thru Date" (or use the calendar widget). You may also run the income statement for a pre-configured fiscal time period from using the drop down menu. The Fiscal Type drop down menu allows you to run the income statement for actual transactions ("Actual") or for previously entered budgets, forecasts, and other fiscal types. Clicking the [Run] button will create an income statement. Clicking the [Return to Reports] button will return you to the Reports Main Screen.

Comparative Income Statement Screen

This screen allows you to compare income statements either for one period of time with another or compare actual income statements versus budgets and forecasts. You can either compare the

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income statements by entering two date ranges (either manually or using the calendar widget to enter the dates) or by selecting two different time periods. The Fiscal Type drop down menus allow you to compare income statements for actual transactions ("Actual") or for previously entered budgets, forecasts, and other fiscal types. To compare income statements of actual results over two time periods, enter two different date ranges and select "Actual" for both time periods. To compare actual income statements versus budget or forecast, enter the time periods and select "Actual" for one time period and "Budget" for the other. The second time period does not need to follow the first time period chronologically. Clicking the [Run] button will run the two income statements and display them side by side. Clicking the [Return to Reports] button will take you back to the Reports Main Screen.

Balance Sheet
This screen will allow you to run a balance sheet as of a specified date or at the end of a preconfigured fiscal time periods. You may manually enter the "As Of" date or search for the date using the calendar widget. You may also use a fiscal time period by selecting it from the drop down menu. Select the Fiscal Type (for example, "Actual" or "Budgeted") from the drop down menu to run the balance sheet for actual results or for budget or forecast results. Clicking the [Run] button will run the balance sheet. Clicking the [Return to Reports] button will take you back to the Reports Main Screen.

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Comparative Balance Sheet Screen

This screen allows you to compare balance sheets either for one period of time with another or compare actual balance sheets versus budgets and forecasts. You can either compare the balance sheets by entering two date ranges (either manually or using the calendar widget to enter the dates) or by selecting two different time periods. The Fiscal Type drop down menus allow you to compare balance sheets for actual transactions ("Actual") or for previously entered budgets, forecasts, and other fiscal types. To compare balance sheets of actual results over two time periods, enter two different date ranges and select "Actual" for both time periods. To compare actual balance sheets versus budget or forecast, enter the time periods and select "Actual" for one time period and "Budget" for the other. The second time period does not need to follow the first time period chronologically. Clicking the [Run] button will run the two balance sheets and display them side by side. Clicking the [Return to Reports] button will take you back to the Reports Main Screen.

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Cash Flow Statement

This screen allows you to run a cash flow statement for your organization within a given period of time. You can enter the "From Date" and "Thru Date" (or use the calendar widget). You may also run the cash flow statement for a pre-configured fiscal time period from using the drop down menu. The Fiscal Type drop down menu allows you to run the cash flow statement for actual transactions ("Actual") or for previously entered budgets, forecasts, and other fiscal types. Clicking the [Run] button will create a cash flow statement. Clicking the [Return to Reports] button will return you to the Reports Main Screen.

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Comparative Cash Flow Statement

This screen allows you to compare cash flow statements either for one period of time with another or compare actual cash flow statements versus budgets and forecasts. You can either compare the cash flow statements by entering two date ranges (either manually or using the calendar widget to enter the dates) or by selecting two different time periods. The Fiscal Type drop down menus allow you to compare cash flow statements for actual transactions ("Actual") or for previously entered budgets, forecasts, and other fiscal types. To compare cash flow statements of actual results over two time periods, enter two different date ranges and select "Actual" for both time periods. To compare actual cash flow statements versus budget or forecast, enter the time periods and select "Actual" for one time period and "Budget" for the other. The second time period does not need to follow the first time period chronologically. Clicking the [Run] button will run the two cash flow statements and display them side by side. Clicking the [Return to Reports] button will take you back to the Reports Main Screen.

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Inventory Valuation Report

This screen allows you to run a report of your organization's inventory value as of a specified date and time. You may enter the "As Of" date (or use the calendar widget). You may also run the inventory valuation report at the end of a pre-configured fiscal time period from using the drop down menu. The Fiscal Type drop down menu allows you to run the inventory valuation report for the actual value ("Actual") or for previously entered budgets, forecasts, and other fiscal types. You may also run an inventory valuation report for a specific item, by entering the internal product ID (or by searching for it using the lookup widget). Clicking the [Run] button will create an inventory valuation report. Clicking the [Return to Reports] button will return you to the Reports Main Screen.

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Inventory Value Detail Report

This screen allows you to run an inventory valuation report based on the actual inventory items owned by your company. You may run the report for a specific inventory product by entering the internal product ID (or search for it using the lookup widget), or for all product in your inventory by leaving the "Product ID" field blank and clicking the [Run] button. The report will be as of the current date and time. The report will contain the following information: Inventory Item - This is the internal ID number for the product in the inventory. Product - This is the internal product number for the product. Serial No. - This is the serial number of the item (if none is specified this will display "Non-Serialized"). QOH - This is the Quantity on Hand value, and is the number of units currently in your inventory. Unit Cost - This is how much each unit costs to manufacture or purchase from the vendor. Value - This is the product's sale value. Cuml Value - This is the cumulative value of inventory products as listed.

The inventory value detail report will calculate the subtotal of your inventory. It will also display any adjustments relevant to your inventory (for example, inventory products currently being manufactured or scheduled to be ordered from a vendor). The Total Inventory Value is displayed at the bottom of the report.

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Sales, Inventory, Profitability Analysis

This screen allows you to run a report of the profitability of different products by analyzing the average value of your inventory, gross profits from sales, and volume of sales during a specified date range or a pre-configured fiscal time period. You may manually enter the "From" and "Thru" dates or search for the dates using the calendar widget. You may also use a fiscal time period by selecting it from the drop down menu. Select the Fiscal Type (for example, "Actual" or "Budgeted") from the drop down menu to run the profitability analysis for actual results or for budget or forecast results. Clicking the [Run] button will run the profitability analysis. Clicking the [Return to Reports] button will take you back to the Reports Main Screen. This report is based on the Du Pont formula of profitability analysis.

Tax Summary Report Screen

This screen displays a summary of the tax transactions for your organization, including the following information: Tax Authority - This is the official name and internal ID of the tax authority relevant to your organization's sales.

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GL Account ID - This is the internal ID of the account relevant to the tax authority. Clicking the [Details] button will take you to the Sales Tax Detail Report Screen where you can run a more detailed report of the tax transactions for a specific tax authority. Clicking the [Pay Tax] button will take you to the Make a Payment Screen where you can pay owed taxes.

Purchasing Home Screen

This is the home screen of the Purchasing application, and can be accessed at any time by clicking on the "My Home" tab in the Purchasing application. You may use this screen to navigate within the Purchasing application. The screen is divided into "Requirements" and "Purchase Orders", and displays the number of new purchasing and production requirements, approved requirements, new orders, approved orders, and orders on hold. New Purchasing Requirements - These are the newly created requirements for products that need to be purchased which have not yet been approved. New Production Requirements - These are the newly created requirements for products that need to be manufactured which have not yet been approved. Approved Requirements - These are requirements for either manufacturing or purchasing that have been approved but have not been ordered yet. New Orders - These are orders that have been created but not approved. Approved Orders - These are orders that have been approved but are still open. Orders on Hold - These are orders that are currently on "hold" status.

Find Suppliers Screen

This page allows you to search for suppliers by name. Enter any or all of the supplier's internal name in the "Supplier Name" field. Clicking the [Find] button will bring up any suppliers who match the criteria you have entered. Clicking the supplier name from the search results will take you to the Supplier Details Screen.

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Create Supplier Screen

Create a New Supplier
The Create Supplier screen allows you to add new suppliers to your supplier list. Supplier Details Party ID o This allows you to create an ID name for the supplier that is unique to Opentaps. You will be able to use this in addition to the "Supplier Name" to search for a supplier on the Find Supplier screen. Supplier Name

Contact Information - Enter the appropriate data into the following contact fields: Country Code Area Code Phone Number Extension E-Mail Address Web URL

Address - Enter the appropriate mailing/shipping information for the supplier.

Supplier Details Screen

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This screen displays detailed information about the supplier, and several relevant functions. It is divided into the following sections:

Supplier Name
This is the name of the supplier. Clicking the [Edit] button will take you to a subsequent screen where you can update the supplier name.

Contact Information
This section displays any contact information for the supplier, including postal addresses, phone numbers, email addresses, web URL's. Most of the fields are specific to that type of contact information, with the exception of the following: Purpose - This indicates the purposes of contact information. Any contact information could have multiple purposes associated with it. For example, an address could be a billing and a shipping address, or only a shipping address. When you first create the contact information, you can assign one purpose to it. Then, when you update the contact information, you can use the [Add Purpose] and [Delete] buttons to add or remove purposes. Directions - This information box allows you to enter directions to a postal address. Allow Solicitation - This allows you to indicate whether or not it is appropriate to solicit this contact information. Select "Yes" or "No" from the drop down menu.

Clicking the [Update] button will allow you to edit the relevant contact information. Clicking the [Expire] button will remove the relevant contact information from the profile. For Skype contacts, a small icon will show the status of the contact. This icon will show a question mark unless the Skype user has set his status to be available over the web. This can be done in the Skype under Tools > Options >> Privacy (Skype > Preferences >> Privacy on the Mac) and toggling "Allow my status to be shown on the web.)

Open Orders
This section lists open orders placed to the supplier, and displays the following information: Order Date - This is the date that the order was created. Order Name and ID - This is the internal name and ID number for the order. Supplier - This is the internal ID of the supplier the order was placed with. Status - This is the current status of the order (for example, "Pending" or "Approved"). Ship Before Date - This is the date the order must be shipped by. Amount - This is the total value of the order.

Clicking the [Create Order] button will take you to the Create Orders Screen.

Agreements

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This section lists any agreements created with the supplier, and displays the following information: Agreement - This is the internal name of the agreement. Clicking on the agreement will take you to the Purchase Agreement Details Screen. Status - This is the current status of the agreement. From - This is the date the agreement is valid from. Thru - This is the date the agreement is no longer applicable to the supplier.

Clicking the [Create New] button will take you to the Create Purchase Agreement Screen.

Notes
This section allows you to add information about the supplier, and displays the note, the user who entered the note, and the date and time that the note was entered. Clicking the [Create New] button will take you to a new screen where you can enter the text in an information box.

Create Purchase Agreement Screen

This screen allows you to create an agreement between your organization and a supplier. Enter the appropriate information into the following fields: Agreement Date - This is the date and time that the purchase agreement is created. Enter the date manually or search for it using the calendar widget. Select the time using the drop down menus. From Date/Thru Date - These fields specify the time frame the purchase agreement will be valid through. Enter the "From" and "Thru" date manually or search for them using the lookup widget. Select the times using the drop down menus. Description - This field allows you to enter a brief description of the purchase agreement to distinguish it from other agreements. Full Text - This field allows you to enter the full text of the purchase agreement.

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Clicking the [Create] button will create the purchase agreement and take you to the Purchase Agreement Details Screen.

Purchase Agreement Details Screen

This screen will display the details of the purchase agreement between your organization and a supplier, including the following information: Type - This is the type of agreement you have created (for example, "Purchase"). Status - This is the current status of the agreement (for example, "Rejected" or "Active"). From Party - This is the party making the purchases (typically your organization). To Party - This is the supplier who the agreement is with. From/Thru Date - This specifies the time period the purchase agreement pertains to. Description - This is a brief description to distinguish the purchase agreement from other agreements.

This section also contains the following buttons: [Cancel] - Clicking this button will cancel the agreement and remove all functionality from the screen so that you may no longer modify the agreement. [Reject] - Clicking this button will change the status of the purchase agreement to "Rejected" and remove all functionality from the screen so that you may no longer modify the agreement. [Activate] - Clicking this button will change the status of the purchase agreement to "Active"and make it effective. [Complete] - This button will only appear if the purchasing agreement is active. Clicking this button will change the status of the agreement to "Completed". The terms of the agreement will no longer apply to orders made with the relevant supplier. This will also remove all functionality from the screen so that you may no longer modify the agreement. [Edit] - Clicking this button will take you to a new screen where you can update the purchase agreement information. [View Full Text] - Clicking this button will allow you to view the complete purchase agreement text.

The bottom section of the page allows you to enter terms for the agreement. Select the type of term you are adding to the agreement from the drop down menu from the following options:

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Pricing - Currently, the pricing term is only used for entering the currency of the supplier. Once you set a currency for the supplier. the system will only look for products which can be purchased from that supplier in that currency. Payment Terms - see the Payment Terms common screen. Supplier Descriptive Terms - Supplier descriptive terms are used to store descriptive information which your supplier might require from you. Currently the system allows you to store a customer ID which your supplier may have assigned to you and the preferred freight service that you want your supplier to use for shipping orders to you.

Outsource a Task Screen

Define Task Outsourcing
This screen allows you to associate a production routing task with a supplier as an outsourced service. Enter the appropriate information following fields: Supplier Party ID (required) - This is the internal party ID of the supplier. You may enter the ID manually or use the lookup widget to find the supplier. Routing task ID (required) - This is the internal ID of the production task. You can use the lookup widget to find the task. Product ID - internal ID of the service product which will be created for you. You will be using this productID for future purchase orders. If you leave this field blank, the system will automatically generate one for you. Product Name - a name you use to refer to this service. For example, "Paint Doors Premium Finish." If you leave it blank it will be the same as Supplier Product Name, if supplied. Available From (required) - Date/time after which this task could be outsourced to this supplier. Defaults to now. Available Thru - Date/time after which this task could not be outsourced to this supplier. Minimum Order Quantity (required) - Minimum quantity which could be purchased from this supplier. Defaults to 0. Supplier Product ID - An ID used by your supplier to refer to this task.

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Supplier Product Name - The name used by your supplier to refer to this task. For example, "Paint Doors." Price and Currency (required) - Price this service could be Cost GL Account Type - The GL account type for expensing this outsourced service. By default, it is "Contract manufacturing expense." (MFG_EXPENSE_CONTRACT)

Once you click [Create], the system will create the required data to support the outsourcing of this production run task.

Required Permissions
Users of this screen must have permissions to create products in the Catalog manager.

Entities Created
Product SupplierProduct CostComponentCalc WorkEffortCostCalc WorkEffortGoodStandard

Inventory Screen
This screen allows you to search for items in your inventory using the following criteria: Facility Id - This is the warehouse or store location whose inventory you are searching in. Select the appropriate facility using the drop down menu. Product ID - This is the inventory item you are searching for. Enter in the internal ID manually or search for it using the lookup widget. Internal Name - This is the product name in the Opentaps system. Product Type - Select the appropriate product type (for example, "Finished Good" or "Raw Materials") using the drop down menu.

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Category - Enter the internal category ID manually or search for it among your preconfigured product categories using the lookup widget. Supplier - Select the supplier of the inventory item you are searching using the drop down menu. QOH minus Min Stock <= - This field allows you to search for inventory items whose quantity on hand minus their stock quantity is less than or equal to a given value. ATP minus Min Stock <= - This field allows you to search for inventory items whose available to promise quantity minus their stock quantity is less than or equal to a given value. Show Products Sold Thru - This field allows you to search exclusively among products that your company has sold through a given date and time. Enter the date and time manually or search for them using the calendar widget. Show Products Per Page - Enter the number of products in the search results you would like per page.

Clicking the [Find] button will bring up any inventory item that matches the criteria you have entered.

Open Requirements Screen

This screen is intended for you to review open purchasing requirements which could be generated automatically from orders or from MRP. It shows a list of all the requirements which have not yet been approved for one of the company's facilities. It should show the requirements for both the facilities where the company is the owner and the facilities where the company is designated as eligible for receiving inventory. You can narrow down the list of the requirements by using the search parameters. If you search the list of open requirements by productId, you will see requirements for both the product and any manufacturing bill of material components it may have. The list of requirements shows the product, when the requirement was created, and when it is needed. Next to each requirement is a quantity and a checkbox. By selecting the checkboxes and clicking on [Submit] below, you will approve the selected requirements. Alternatively, if you click on [Cancel] you will cancel the selected requirements.

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Finally, the upper right hand corner has an [Approve All] button which allows you to approve all your open requirements at once.

View Requirement Screen

This screen shows a requirement for purchasing products in detail. The top portion shows the requirement's detail information, including: Requirement Type - Whether it's a product requirement for purchasing or an internal requirement for manufacturing. Facility - The warehouse (facility) where this requirement was created. Product ID - The product which is required Status - The status of this requirement. You can change the status to approve, reject, or cancel this requirement. Quantity - Quantity of the product required.

Click on [Submit] to update this page. The bottom portion of this screen shows the sales orders which are associated with this requirement, if any. For example, if the requirement were created as a result of a sales order, they would be listed here with the quantity required by each sales order. Note that the quantity of the requirement does not necessarily have to equal to the sum of the orders against it: there may be a minimum order quantity set in the product's facility inventory levels record which must be met.

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Approved Requirements Screen

This screen shows you a list of the approved requirements which should be ordered. Supplier: name and ID of the supplier Number of unique products to be ordered from this supplier. Note this is the number of products, not the quantity. For example, if you had 3 products for 50 each, "3" will be shown here, not 150. Facility: Select your warehouse for this purchase order.

There are three options to the right of each line of supplier: [Review Order]: Click on this to review the list of items from this supplier and then select the ones to be ordered. You can then initiate the purchase order. [Order All]: Click on this to create a purchase order for all the approved requirements. [Cancel All]: Cancel all the approved requirements for this supplier.

Note that once you have initiated a purchase order from [Review Order], you have not actually created the PO yet. Instead you will be on the final page for reviewing the PO and will be creating it from that page. In contrast, [Order All] will cause the order to be created.

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Create PO from Approved Requirements

Qty Sold - Quantity of this item sold in the last three months. [Purchase Order Quick Entry] will assemble a purchase order from the selected requirements and leave you in the final page to review and create the purchase order. [Cancel] will cancel the selected requirements.

Run MRP Screen

This screen allows you to specify the options for running Material Resources Planning (MRP) to plan out purchasing and production. The following options are available: Facility: Specify the warehouse or facility to run MRP for. Either a facility or a facility group is required to run MRP. Product Store and Product Store Group: Specify a product store or product store group to run MRP for. If product store is supplied then product store group is ignored. Otherwise, the system could run MRP for all the stores of the group. If you specify a product store (group), then MRP will only create requirements for products which have orders in the store (group) and will not create requirements for products which may be below minimum stock for your warehouse but have no outstanding orders. Product ID: This field can be used to specify a single product to run the MRP for. Note that if you run MRP for only a single product, it will not consider the parts in it's Bill Of Material. This is recommended only for testing purposes when you have a very large number of products. Supplier: Use this field to run MRP for only products which can be purchased from this supplier as of today. If a product can be purchased from multiple suppliers, then it will show up on the MRP run for each of its suppliers. If a manufactured product with a Bill Of Material could also be purchased from a supplier, and its parts can also be purchased from the same supplier, then MRP would be run for both the manufactured product and

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its parts. Finally, running MRP for a supplier would only clear the results of previous MRP runs for that supplier and not for any other suppliers. So, you can run MRP for each of your suppliers sequentially, and then go to the Open Requirements Screen and see the requirements generated for all the suppliers together. Default Years in Future for Sales Orders: Specify how many years in the future to assume sales orders should be fulfilled if there is no ship date set on the order. The system will determine when a sales order will ship based on the following criteria: Ship Group's ship by date Ship Group's ship before date Item's ship before date Item's ship after date Item's estimated delivery date

1. 2. 3. 4. 5.

If none of those fields are set, it will add this "default years" to the current run time to determine when items should ship. By default, this is set to 1 year in the future. Inventory Receipt Time Buffer: Specify how long back item receipts for purchase orders, approved purchase requirements, or production runs should be shifted versus their stated delivery or production dates for this MRP run. This flag simulates "common sense" to solve the following problem: if inventory is scheduled to arrive at 12 PM but is required at 11:59 AM, the system would think that the shipment due to arrive at 12 PM would not arrive in time and create a new order for inventory at 11:59 AM.

Note that either facility or facility group is required. Click on [Run MRP] and the MRP process will run. When it is finished, you will be taken to the View MRP Screen

View MRP Screen

This screens is used to display the results of the MRP analysis. On the initial screen you enter the facility and optionally a particular product to view the MRP results for. This screen will show the products and its facility minimum stock, days to ship, and reorder quantity settings. It will then show all the inventory events of the MRP, including sales orders, purchase orders, manufacturing, inventory transfers, and their dates chronologically. It will include in this list proposed inventory events such as proposed purchasing or manufacturing of the product. The right hand most column will show how the quantity on hand (QOH) inventory of the product will change over time.

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Configure Warehouses Screen

This screen is used to configure Backup Warehouses for your organization's warehouses for Material Resources Planning. First select the primary warehouse, and then you will see a list of the backup inventory warehouses already configured, with their active from and thru dates and the sequence number defining their sequence in the backup. You can use the [Update] button to update the thru date or sequence number of the backup warehouse and [Remove] to remove backup warehouses. You can also click on [Add Existing] to add an existing warehouse as a backup warehouse or [Add New] to add a new warehouse as a backup warehouse.

Bom Simulation Screen

This screen allows you to run a bill of materials simulation for a product you are manufacturing. Enter the appropriate information into the following fields: Product ID - This is the product you are manufacturing. Enter the internal ID of the product manually or seach for it using the lookup widget.

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Bom Type - This is the type of process you are analyzing (either an "Engineering Bom" or a "Manufacturing Bom"). Select the correct Bom simulation type using the drop down menu. From Date Quantity - Enter the number of units that you are manufacturing. Amount - Enter the cost per unit of the product for whom you are running the Bom report. Type - Select the type of Bom report you are running (for example, "Explosion" or "Single Level Explosion") using the drop down menu. Facility ID - This is the name and internal ID of your facility which is manufacturing the product. Select the relevant facility using the drop down menu. Currency Uom Id - This is the currency type for the costs of your materials. Select the appropriate currency using the drop down menu.

Clicking the [Submit] button will run the Bom report. Clicking on the [Edit] button on the Bom report will take you to the Edit Bom Screen. Clicking the product ID or unit cost will take you to the catalog manager application of Opentaps where you can edit the product details.

Edit Bom Screen

This screen allows you to edit the bill of materials for the manufacturing of a product. Clicking the [Bill of Materials] button will take you to the Bom Simulation Screen for the product you are manufacturing. Clicking the [Show BOM] button will show information about the components of this item and products of which this item is a component. You may edit the BOM using the following fields: Bom Type - This is the type of process you are analyzing (either an "Engineering Bom" or a "Manufacturing Bom"). Select the correct Bom simulation type using the drop down menu. Product ID - This is the product you are manufacturing. Enter the internal ID of the product manually or seach for it using the lookup widget.

Product ID To From Date - (Will be set to now if empty) Thru Date

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Sequence Num Reason Instruction - This field allows you to enter any relevant instructions for the manufacturing of the product. Quantity - This is the number of units of the product created. Scrap Factor % - This is the percentage of the materials that is left over after the product is manufactured. Formula - Select the formula for the Bom simulation to use (for example, "Example bom formula (qty * k)" or "Bom formula for linear components") using the drop down menu. Routing Task

Open Purchase Orders Screen

This screen will display all purchase orders that have been created but have not yet been fulfilled, and displays the following information: Order Date - This is the date and time that the order was created. Order Name - This is the internal order number. Clicking on the order name will take you to the View Purchase Order Screen Supplier - This is the name of the supplier with whom you have placed the order. Status - This is the current status of the order (for example, "Created"). Amount - This is the total value of the order.

Find Purchase Orders Screen

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This screen allows you to search for purchase orders using the following criteria: Order Id - This is the internal ID of the order. Order Name - This is the name assigned to the order in the system. Supplier - This is the name of the supplier with whom the order was placed. You may enter the internal supplier ID manually or search for it using the lookup widget. Status - Select the current status of the purchase order (for example, "Created" or "Rejected") from the drop down menu. From Date/Thru Date - These fields allow you to search for orders within a time period. You may enter the date manually or search for it using the calendar widget. Select the time using the drop down menus. Created By - This is the user profile who created the order.

Clicking the [Find] button will bring up all orders that match the criteria you entered. Clicking on the order name will take you to the [View Purchase Order Screen]].

Create/View Purchase Orders Screen

This screen allows you to create a new purchase order from a supplier, and is divided into the following sections:

Initializing a Purchase Order

When you create a purchase order system will take you through initial screens, where you will have to select a supplier, select the purchasing agreement or set the currency of the purchase order. You will also be able to set a name for your purchase order and set the ship before and ship after dates for all the items on the order.

Order Settings
Once you have initialized your purchase order, there is a section to the left side of your screen which displays the supplier name, currency, and current total for the order. Clicking the [Cancel Order] button will cancel this order and return you to the Open Orders Screen.

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Adding Items to Your Order

This section allows you to create the initial order, and includes the following fields: Product ID - Enter the internal product ID, an alternate ID such as UPC or SKU, or your supplier's product ID for the product you would like to purchase, or search for it using the lookup widget. If you enter a partial ID number, the system will display a screen with all the products that could potentially match this partial ID number. You can add one or more products from this list. Only if the are no products which match the ID number that you have entered will the system display an error message. This is a required field to add an item to the order. Quantity - Enter the number of units of the product you are ordering. This is also a required field to add an item to the order. Ship Before Date - Enter the date the order must be shipped by, or search for it using the lookup widget. Comments - Enter any relevant comments in the information box.

Clicking the [Add to Order] button will create the order and add the product to the order items section below. The total value of the order will automatically be calculated with consideration of the items you are ordering. Clicking the [Finalize Order] button will take you through screens to finalize the order, including setting the terms of the order and the destination warehouse to ship your order to, and take you to the View Purchase Order Screen.

Order Items
This section lists the products that have been added to the order, including the following information: Product - This is the name and the internal ID of the product that you are purchasing. You may enter an optional name to describe the product in the information field below the internal name. Quantity - This is the number of units of this product in the order. You may change the quantity by manually entering the new quantity into this field and clicking the [Update] button. Unit Price - This is the value of one unit of the product. You may change the quantity by manually entering the new value into this field and clicking the [Update] button. Adjustments - This field displays any price adjustments (for example, discounts or additional fees) applicable to the order. Item Total - This is the total value of the order. Remove - To remove an item from the order, click the check box and then the [Update] button. Inventory - This section will display information about the product's availability, including the quantity currently in your warehouse or currently in production. Ship After/Ship Before Date - You may specify a date range for the shipment of the order by entering the dates manually or search for them using the calendar widget.

The cart total (including all order items and price adjustments) is displayed at the bottom of the page.

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Invoice Supplies
This screen is designed to help you create vendor or supplier invoices for supplies on an outstanding purchase order. Supplies are products that your company may use purchase orders for but which are expense directly once you receive invoices from your suppliers rather than receive into inventory. Entered a purchase order number in the order ID box and click on [Find Order]. If the order is approved, the system will display a list of all the items on this purchase order which are of the product type "supplies", including the following information: Description - This is a brief description of the supply, to distinguish it from other supplies. Remaining - This is the remaining quantity of the supply, yet to be invoiced. Unit Price - This is the value of one unit of the supply. Remaining Subtotal - This is the remaining quantity multiplied by the unit price. It is the remaining value that can be invoiced for that supply.

Enter the quantity of this item to be invoiced and click on the [Invoice Supplies] button. The system will then create a vendor invoice, which you can view in Financials, for the supplies. Once all the items on the order had been invoice, the system will tell you that there is nothing to invoice anymore, and will mark the item as completed. If all the items on order has been invoice, the system will mark the order as completed.

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Warehouse Main Screen

Open Back Orders

This screen allows you to search for open back orders reserved against this warehouse using the following criteria: Order Status - Select the current status of the back orders (including "Approved", "Created", "On Hold", and "Any") from the drop down menu. By default this screen will only display orders that have been approved. Product ID - This field allows you to search for orders by product. Enter the internal product ID manually or search for it using the lookup widget. Shipment Method - This field allows you to search for orders by the shipment method for the order fulfillment (for example, "Standard" or "Federal Express Priority"). Select the relevant option from the drop down menu.

Clicking the [Find] button will bring up any open orders to the warehouse, including the following information: Reserved On - This is the date and time the back ordered items were reserved. Product ID - This is the internal ID of the product that is being ordered from the warehouse. Order Date - This is the date and time the order was created. Order - This is the internal name/ID for the order. Status - This is the current status of the order. Ship Via - This is the shipment option selected for the order fulfillment.

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Qty Ordered - This is the total number of units of the product in the order. Qty Back Ordered - This is the number of units that are back ordered for fulfillment. Promised By - This is the date by which the back ordered units must be fulfilled.

Find Inventory Item Screen

This screen allows you to search for an inventory item using the following fields: Location - This field allows you to search for the item by physical location. Enter the internal location sequence ID manually, or search for it using the lookup widget. Product ID - This field allows you to search for the inventory item using its product ID or SKU number. Enter the product ID manually or search for it using the lookup widget. Internal Name - This field allows you to search for the inventory item by entering its internal name. Serial Number - This field allows you to search for the inventory item using its serial number. Lot ID - This field allows you to search for the inventory item using its lot ID.

Clicking the [Find] button will bring up any inventory items that match the criteria you have entered. Clicking on a product ID will remove all other items from the search results. Clicking on the inventory item ID will take you to the Edit Inventory Item Screen.

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Edit Inventory Item Screen

This screen allows you to manage and edit information about an inventory item and is divided into the following sections:

Edit Inventory Item

This section displays the inventory item ID (which cannot be changed without re-creating the inventory item) and the Available To Promise/Quantity On Hand (which can be changed by doing a physical inventory variance in the physical inventory variance sectionbelow). This section contains the following buttons: [Transfer Item] - Clicking this button will take you to the Transfer Inventory Screen where you can move inventory among your warehouses and stores. [Inventory Details] - Clicking this button will take you to a subsequent screen where you can view inventory details and shipment receipts for the item. [Edit Product] - Clicking this button will take you to the Product Manager application of Opentaps where you can edit details of the product.

You may edit the inventory item's information in the following fields: Inventory Item Type ID - Select the type for the ID (either "Non-Serialized" or "Serialized") from the drop down menu. Product ID - Enter the product ID for the inventory item. Party ID - This is the internal ID of the relevant party associated with the product. You may enter the party ID manually or search for it using the lookup widget. Owner - This is the owner of the product in the inventory. By default this will be set as your company, however you may enter an alternate owner by entering the party name manually or by searching for it using the lookup widget. Date Received - This is the date and time the item was received into your inventory. You may enter the date and time manually or by using the calendar widget. Expire Date - This is the date date and time the item will expire in your inventory (if applicable). You may enter the date and time manually or by using the calendar widget. Facility/Container - You may select the facility using the drop down menu, or a specify a container by entering the internal container ID. Facility Location - This is the item's location within the facility. Enter the location ID manually or search for it using the lookup widget. Lot ID - This is the internal ID for the lot to which the inventory item belongs. Enter the lot ID manually or search for it using the lookup widget. Uom Id - Enter the internal ID for the unit of measurement relevant to the inventory item. Bin Number - Enter the bin number for the inventory item. Per Unit Price - Enter the value of one unit of the inventory item. The per unit price is in the currency of your organization. Comments - This optional field allows you to enter any notes relevant to the inventory item.

Inventory Item Reservations

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This section lists any reservations currently active on the inventory item including the following details: Order Id - This is the internal ID for the order reserving the inventory item. Ship Group Seq Id Order Item Seq Id Reserve Order Enum Id Quantity - This is the number of units of the inventory item reserved by this order. Quantity Not Available - This is the number of units of the inventory item beyond the Quantity on Hand in the inventory required to fulfill this order. Reserved Datetime Created Datetime Promised Datetime - This is the original date and time the order fulfillment was originally promised to the customer. Current Promised Date - This is the current date and time the order fulfillment is promised to the customer. Sequence Id Old Pick Start Date - This is the original date the inventory item was scheduled to be pulled for the order.

Physical Inventory Variance

This section allows you to manually adjust the number of units in the inventory available to promise and currently on hand. Adjust the physical inventory quantities for this item using the following fields: Variance Reason Id - Select the appropriate reason for the adjusting the inventory quantities for the item (for example, "Damaged" or "Integration") from the drop down menu. Available To Promise Var - This is the positive or negative adjustment of the current quantity available to promise. Entering a positive integer (for example: "5") or negative integer (for example: "-5") will increase or decrease the "ATP" total by that number of units. Quantity On Hand Var - This is the positive or negative adjustment of the current quantity on hand. Entering a positive integer (for example: "5") or negative integer (for example: "-5") will increase or decrease the "QOH" total by that number of units. * Comments - This optional field allows you to enter any relevant notes about the inventory variance.

A history of physical inventory variances is displayed below including the internal variance ID, date and time of the adjustment, user login who processed the variance, and the variance details.

Receive Inventory Item Screen

This screen allows you to receive products to your warehouse. The system will first ask you for the ID of the product and whether the product is serialized or not. You can use either the system's product ID or another ID associated with the product, such as SKU or UPC.

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After finding the product you are receiving from a previous screen, you may receive the item by entering the following information: Item Description - Enter a brief description of the item to distinguish it from other inventory items. Date Received - This is the date and time you are receiving the inventory item, and will be set to the current date and time by default. Facility Location - Enter the internal ID of the facility location the item is being received to. You may enter the ID manually or search for it using the lookup widget. Lot ID - Enter the internal ID of the lot number to tag this inventory item to a particular lot. You may enter the ID manually or search for it using the lookup widget. Clicking the [Create New] button will open a new window where you can create a new lot. Lot numbers are only available for non-serialized items. Quantity Accepted - Enter the number of units of the product that you are receiving if the item is not serialized. Serial Number - If your item is serialized, the enter the serial number here. Per Unit Price - Enter the value of a single unit of the product.

Clicking the [Receive] button will receive the item and take you to the Edit Inventory Item Screen.

Create New Lot Screen

This screen allows you to create a new lot for you inventory. Enter the appropriate information into the following fields: Lot ID - This field allows you to assign an ID to the lot you are creating. Supplier - Enter the name of the supplier relevant to the product for which you are creating the new lot. Expire Date - This field allows you to enter an expiration date and time for the lot in your inventory. Enter the date manually or search for it using the lookup widget. Enter the time using the drop down menus. Quantity - Enter the quantity of inventory items available for the lot. Select the unit of measurement (for example, "Kilogram" or "Cubic foot") from the drop down menu. Comments - Enter any comments relevant to the lot into the information box.

Clicking the [Create] button will create the lot and make it available for your inventory.

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Receive Against PO
This screen is used to receive products against outstanding purchase orders. Enter the order and the ship group (usually 00001, unless you have multiple ship groups in PO) at the top and click on [Receive]. If the purchase order is approved, you will see a list of the open items on the purchase order, including the following fields: Supplier Product - Supplier product name and product Id Product - Your product Id, internal product name, and UPC code. Order Net - This is the net ordered quantity. Current Back-Ordered Quantity - This is the total quantity of this product which is currently back ordered. Received - This is the quantity already received. Open - This is the quantity still not received (or the "Order Net" minus "Received"). Fulfilled Back Orders - This is a list of back orders which this PO would fulfill, with a link to [Pack Order] to go ahead and pack that order screen. Receive - Enter the quantity to be received. Inventory Item Type - Select serialized or non-serialized to set whether the items are serialized or not. Lot - Fill in the lot Id for the item to be tagged with a lot. Receive - Click on this box to receive this line from the PO.

You can enter the quantities to be received by either typing a number in the Receive column or by going below to the Add Product to Receive section, where you can enter (or scan in with a barcode scanner), either your product Id, a UPC or SKU (Good Identification), or your vendor's supplier product Id. You can enter a quantity or use the default of 1 each time you scan an item, and it will be added. In addition, there are three buttons available: [Clear All] will clear the quantities for all the lines [Receive and Keep Open] will receive the quantities you have entered into a shipment selected, or "New" for new shipment, and keep the rest of the PO open. Use this option if you expect additional shipments from your supplier.

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[Receive and Close] will receive the quantities you have entered and cancel any unreceived quantity on the PO and mark it as completed. Use this button if you believe after this shipment, the vendor will not send anything else from your PO.

Finally, the [PDF] button at the top right hand corner will print a PDF of this PO with items received and back orders fulfilled.

Adjust Quantities Screen

This screen is intended to help you adjust the inventory quantities of your products in the current warehouse. You can use the productId or the SKU, UPC, or other id of the product or the beginning of its internal name to look for all inventory items of this product in your warehouse. The system would then show you a list of all the inventory items for your product. Notice that you may have several inventory items per each product, recording different times when the item was received or manufactured. The system will display both the available to promise (ATP) and quantity on hand (QOH) quantities for the each inventory item and across all the inventory items for your product. You can select the reason for adjusting the quantities from the variance reason drop down box and then enter the difference in actual quantities versus the system's recorded quantities in the variance box. Enter a positive number if you have more of this item than the system thinks and enter a negative number if you have fewer items. Click on the [Apply Variance] button when you're ready, and the system will will simultaneously adjust both the available to promise and quantity on hand total for all your inventory items at the same time by the variance amount.

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Manage Lots Screen

This screen allows you to manage your inventory lots. Clicking the [Create New] button will take you to the Create New Lot Screen where you can create a new lot. You may search for existing lots to manage using the following criteria: Lot ID - Enter the internal ID of the lot. Supplier - This is the supplier of the inventory item relevant to the lot. You may enter the supplier ID manually, or search for it using the lookup widget. Clicking the [Find] button will bring up any lots that match the criteria you entered. Clicking on the lot ID will take you to the View Lot Details Screen where you can view and edit the lot.

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View Lot Details Screen

This screen allows you to view specific information about a particular lot (or bactch of a product from a supplier), and is divided into the following sections:

Lot Details
This section displays general information about the lot, including the following details: Lot ID - This is the internal lot ID in the system. Created Date - This is the date and time the lot was created in the system. Supplier - This is the name of the supplier of the product in the lot. Expire Date - This is the date and time the product in the lot will expire, if applicable. Quantity - This is the number of units of the product in the lot. Comments - Any comments relevant to the lot will be displayed here. Clicking the [Edit] button will take you to the Edit Lot Screen. Clicking the [Create New] button will take you to the Create New Lot Screen.

Inventory Items
This section displays general information about the inventory items in the lot, including the following details: Inventory Item Id - This is the internal inventory ID for the product. Clicking on the inventory item ID will take you to the Edit Inventory Item Screen. Location - This is the internal location ID for the lot in your warehouse. Clicking the location ID will take you to the Find Inventory Item Screen. Product ID - This is the internal product ID for the product in the lot. Clicking the product ID will take you to the Find Inventory Item Screen.

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Internal Name - This is a name you have assigned to the inventory item. Serial Number - This is the serial number (if serialized) for the product in the lot. Lot ID - This is the internal ID for the lot that the inventory item belongs to. Date Received - This is the date and time the inventory item was received. Expire Date - This is the date and time the inventory item expires (if applicable). Status - This is the current status of the inventory items (for example, "On Hold" or "Shipped"). ATP/QOH - This is the quantity of the inventory items available to promise and the quantity on hand. Clicking the [View All Inventory Items] button will take you to the Find Inventory Item Screen where you can search for all items in your inventory.

Edit Lot Screen

This screen allows you to edit an existing inventory lot. Lots are groups or batches of a product from a supplier in your inventory. The screen displays the lot ID number and the created date, and allows you to modify the following fields: Supplier - This is the supplier of the product relevant to the lot. The current supplier will be listed in this field by default. You may enter the internal ID of a new supplier manually or search for it using the lookup widget. Expire Date - This is the date and time the products in lot will expire (if applicable). Enter date manually or search for it using the calendar widget. Select the time using the drop down menu. Quantity - Enter the quantity of inventory items in the lot. Select the unit of measurement (for example, "Kilogram" or "Cubic foot") from the drop down menu. Comments - Enter any comments relevant to the lot into the information box.

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Clicking the [Update] button will save the changes to the lot information and take you to the View Lot Details Screen.

Incoming/Outgoing Shipments Screen

This screen allows you to search for incoming shipments (including shipments from suppliers or returned sales orders) using the following criteria:

Shipment Id - Enter the internal ID of the incoming shipment. Shipment Type - Select the appropriate shipment type (including "Any Shipment Type", "Purchase Shipment", and "Sales Return") from the drop down menu. From Party - This is the internal ID of the party you are receiving the shipment from. Enter the party ID manually or search for it using the lookup widget. Status - This is the current status of the shipment (including "Created", "Shipped", and "Received"). Select the appropriate status from the drop down menu. Lot ID - This is the internal lot ID relevant to the product of the incoming shipment. Enter the lot ID manually or search for it using the lookup widget. Clicking the [Lookup Shipment(s)] button will bring up any shipments that match the criteria you have entered, including shipment ID, from party, and status. Clicking on the shipment ID will take you to the View Shipment Screen.

Edit Shipment Information Screen

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This screen allows you to edit this shipping information. The following information is displayed, but cannot be modified: Shipment Id - This is the internal ID of the shipment, and cannot be changed without recreating the order. Created Date - This is the date and time the shipment was initially created. Created By User Login - This is the user login who created the shipment. Last Modified Date - This is the date and time the shipment information was last modified. Last Modified By User Login - This is the user login who last modified the shipment information. You may update the shipment information in the following fields: Status Id - Select the appropriate status from the drop down menu (including, "Packed", "Ship", and "Cancel"). Primary Order ID - This is the internal order ID relevant to the items being shipped. Primary Ship Group Seq Id Picklist Bin Id Estimated Ready Date - Enter the estimated date the shipment will be ready manually, or search for it using the calendar widget. Estimated Ship Date - Enter the estimated date the shipment will leave its origin location manually, or search for it using the calendar widget. Estimated Ship Work Eff Id Estimated Arrival Date - Enter the estimated date the shipment will arrive at its destination manually, or search for it using the calendar widget. Estimated Arrival Work Eff Id Latest Cancel Date - Enter the most recent date the shipment was canceled manually, or search for it using the calendar widget. Estimated Ship Cost - Enter the estimated cost of the shipment in this field. Currency Uom Id - Select the currency unit of measurement from the drop down menu. Handling Instructions - Enter any relevant handling instructions into this optional field. Origin Facility - Select the facility the shipment is originating from from the drop down menu. Destination Facility - Select the destination facility of the shipment from the drop down menu.

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Origin Postal Address Id - Enter the internal ID for the origin's postal address. The actual address will be displayed next to this field. Origin Phone Number Id - Enter the internal phone number ID at the shipment's origin. The actual phone number will be displayed next to this field. Destination Postal Address Id - Enter the internal ID for the destination's postal address. The actual address will be displayed next to this field. Destination Phone Number Id - Enter the internal phone number ID at the shipment's destination. The actual phone number will be displayed next to this field. To Party - Enter the internal party name to whom the shipment is being sent if this is an outgoing shipment. The actual party name will be displayed next to this field. From Party - Enter the internal party name from whom the shipment is being sent if this is an incoming shipment. The actual party name will be displayed next to this field. Additional Shipping Charge - Enter the value of any additional shipping charge applicable to the shipment. Addtl Shipping Charge Desc - This field allows you to enter a brief description of the additional shipping charge to identify it. Return Id Shipment type Id - Select the shipment type (for example, "Sales Shipment" or "Purchase Return") from the drop down menu. Clicking the [Update] button will save the shipment information and return you to the View Shipment Screen.

Edit Shipment Items Screen

This screen displays the items currently in the shipment, and allows you to add or remove items. To remove an item from the shipment, click the [Delete] button next to the shipment item. To add a new item, enter the appropriate information into the following fields next in the "New Item" row: Product ID - Enter the internal product ID for the item you are adding to the shipment. Quantity - Enter the number of units of the item you are adding to the shipment. Description - This optional field allows you to enter a brief description of the item to distinguish it from other items in the shipment.

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Clicking the [Create] button will add the item to the shipment. Clicking the [View Shipment] button will save the updated information and return you to the View Shipment Screen.

Pack Order Screen

This screen is used to record order items which are being packed and shipped to your customers. At the top of the screen, enter the Order ID and order ship group Id (by default 00001) and click on [Pack Order] to bring up a list of items in this ship group which should be packed. You can also enter both separated by a "/", as "WS10010/1" order "WS10011/2", and the system will fill in both the orderId and the ship group Id for you.

Find Production Run

This screen allows you to search for production runs in the current warehouse using the following criteria: Production Run ID - This it the internal system ID of the production run. Product ID - This is the internal ID of the product being manufactured. You may enter the ID manually or search for it using the lookup widget. Type - Select the type of production run (including "Any", "Assembly", and "Disassembly") using the drop down menu. Status - Select the current status of the production run using the drop down menu. Clicking the [Find] button will bring up any production runs matching the criteria you have entered. Clicking on the production run name will take you to the View Production Run.

Create Production Run

This screen allows you to create a production run to manufacture a product. Enter the appropriate data into the following fields:

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Product ID - This is the internal ID for the product you are manufacturing. You may enter the ID manually or search for it using the lookup widget. Quantity - Enter the number of units of the product to be manufactured. Start Date - This is date and time when the production run will begin. By default, this will be set for the current time, however you may enter an alternate date and time manually, or search for it using the calendar widget. Routing Id - This field identifies the routing, which is a list of tasks, required to manufacture the product. The routing must already be associated with the product using the Manufacturing > Routing >> Routing Product Link screen. If you do not enter one, the system will use the first routing associated with the product. If there are no routings, then it will try to look for one with identifier DEFAULT_ROUTING. If this could not be found, you will get an error. You may enter the routing ID manually or search for it using the lookup widget. Production Run Name - This field allows you to assign a name to the production run. Description - This optional field allows you to enter a description of the production run to distinguish it from other production runs. Your product must also have a Manufacturing Bill Of Material (BOM) associated with it, or a production run cannot be started. To check, go to Purchasing > BOM >> BOM Simulation, select "Manufacturing Bill Of Materials", type in your productId, and make sure that a valid BOM is shown. Please note that the BOM information is cached, so if you just created or update one, you might need to ask the system administrator to clear the cache in webtools for it to work properly.

Dependent Production Runs

If the product being manufactured has any parts which are not inventoried, then dependent production runs will be created for all those parts. The definition of parts which are not inventoried is that they are either products of the type "Work in Progress" or they have no Facility minimum stock records defined for them in the Catalog Manager > Product >> Facilities tab (or the ProductFacility record.) Note that dependent production runs will be created regardless of whether you actually have the part in stock or not.

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View Production Run

This page allows you to view the production run and allows you to manage the production run. The screen is divided into the following sections:

Production Run
This section of the production run screen shows the general information about the production run including the following fields: Product Name - This is the name and internal ID of the product of the production run. Status - This is the current status of the production run. Qty To Produce - This is number of units of the product to be produced. Estimated Start Date/Calculated Completion Date - This is the estimated start date and the completion date calculated by the system. Start Date/Completion Date - This is the actual start and completion date of this production run. Production Run Name - This is the name given by the user for this production run. Description - This is a general description of the production run to distinguish it from other production runs. Produced - This is the number of units of the product that were produced. Rejected - This is the number of units of the product that were rejected. The following buttons are also available in this section: [Print] - Clicking this button will print a .PDF of this production run [Schedule] - Clicking this button will schedule this production run on your manufacturing calendar. [Confirm] - Clicking this button will confirm that the production run has now started. [Cancel] - Clicking this button will cancel the production run.

Tasks
This section of the "View Production Run" screen shows a list of the tasks in sequence of when they are being run and their current status. If there are no currently active tasks, then the first task which could be started should have a [Start] button next to it. Click on [Start] to commence this task.

Receive Outsourced PO

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This page is used to "receive" the tasks of a Purchase Order for outsourced manufacturing tasks. The tasks are not actually physically received or added to inventory in the warehouse. Rather, the purpose of this screen is to mark which products on the PO were finished by the vendor and therefore which outsourced tasks may be considered complete.