AUTOPART. Release 20R013 Autopart version 20 update. Key features. Introduction R013

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1 AUTOPART R013 Release 20R013 Autopart version 20 update Introduction Key features This document covers all the new enhancements made to Autopart v20 in release version R013. This new version offers a host of new features and developments, including graphical documentation enhancements, price capping, returns note autogeneration, tyre records creation amendments, plus many more. For instructions on upgrading or migrating to Autopart v20 R013, please refer to page 4. Various developments to Amail Graphical documentation enhancements Price capping when selling within Autopart Auto generate a returns note when crediting a bought out part Driversboard enhancements New field for product images Tyre records creation amendments MAM Software Ltd. Autopart version 20 update R013 APVUP0411

2 Contents 1. Upgrading Upgrading or migrating to Autopart v20 R Existing Autopart v20 users Autopart v17 users and competitive system users Hardware requirements Default System Settings File Maintenance Convert Qbs to Markons Account code in title bar Stock Bin card - start and end dates Amail Various developments Trader Trader new references Parameters Miscellaneous Graphical documentation - additional settings Sales Amend picking note address Create a suspend from Deallocation and Despatch Confirmation Display customer account by default in point of sale Display of customer balances Order of transactions displayed in vertical info Additional information - backorders Linked parts free stock check Backorders - drop ship and cross dock Consolidated transactions - user entered document numbers Branch specific picking notes Cost / Selling price check - passwords Mixed rate quantity breaks - enhancements Price capping Credits Auto generate a returns note when crediting a bought out part Display stock message when crediting Additional reference - validate format Purchasing Stock details grid Highlighting parts in purchase order enquiry Mandatory line level due date Default line level due date Graphical purchase orders - logic change Purchase orders branch specific document numbers Page 2 MAM Software Ltd. Autopart version 20 update R013

3 Contents 3.5. Returns Prompt for return reason Suggested returns additional selection criteria Mandatory advice note number when creating returns File Maintenance New Delivery Details in customer file maintenance Branch specific special terms Highlight obsolete and deleted condition indicator parts in search screens Additional <Back>/<Fore> in product and price file maintenance Field for product images Goods Receiving Receipt of non-stocked parts Auto-print pre-deliveries Stock / Stock-taking Free stock adjustments reason code Display all supercessions in bin card enquiry Driversboard Additional functionality Document / Spec Changes Display weight in point of sale Additional payment options in method of payment Method of payment prompts Display customer cross reference description Despatch confirmation total units, goods Suspended transaction enquiry total units, goods Reports Default branch code Tyres Tyre configuration Tyre group Tyre tab in product and price file maintenance Tyre selection - QJI Tyre Selection grid Tyre elements for printing Company background Established reputation The aftermarket...32 MAM Software Ltd. Autopart version 20 update R013 Page 3

4 Upgrading Upgrading or migrating to Autopart v20 R013 Many of the enhancements in R013 are available free-of-charge* to existing Autopart v20 users with a current support and maintenance contract. Special offers are available to companies upgrading from Autopart v17 or migrating from competitive systems. For further details, please follow the appropriate instructions below: Existing Autopart v20 users Please release@mamsoft.co.uk with the following information: Company name MAM code Contact name Contact phone number Current Autopart release number* Areas of interest (e.g , 3.5.1) If you are unsure which version of Autopart you have, please open Autopart and proceed to the Help Menu then select About. A window will appear displaying several pieces of information, one of which will be headed Autopart followed by your version number in brackets [AP20****- **]. If your code is in the format [17**] please follow the instructions below Autopart v17 users and competitive system users Please call quoting reference R Hardware requirements Depending on your current configuration, some features in Autopart v20 R013 may require additional or upgraded hardware. Please call for current hardware recommendations. * some enhancements may incur an implementation or training charge. Page 4 MAM Software Ltd. Autopart version 20 update R013

5 2. Default System Settings This section of the Release Update covers all the amendments to the program which will work as default settings, i.e., there is no requirement to set new parameters, or to amend control files, etc File Maintenance Convert Qbs to Markons A new option called Convert Qbs to Markons has been added to the Miscellaneous tab of Block Changes. This will allow the user to convert part level quantity breaks set currently as NSPs, to Markons. When run, the process will generate two proposed changes, one to amend the NSP to 0.00 and another to create the Markon (from 0.00) Account code in title bar When in Customer File Maintenance the customer account code and name will display by default on the Autopart title bar no matter which tab of the file maintenance is being viewed Stock Bin card - start and end dates The Bin Card Enquiry screen has been enhanced to allow the entry of a start and end date: MAM Software Ltd. Autopart version 20 update R013 Page 5

6 2. Default System Settings (cont.) Amail Various developments A number of enhancements have been made to Autopart Mail (Amail), all of which are documented below: When viewing a message it is now possible to copy and paste the subject line: A <Forward/4> button has been made available to allow the user to send the message on to other recipients: Right-clicking on a message will offer the user additional options, e.g., <Mark as Unread>, <Mark as Read>, <Mark for Deletion>, etc. When an Urgent message has been received and read the status will now display as Read and will display in red font to indicate that it was originally flagged as urgent. Page 6 MAM Software Ltd. Autopart version 20 update R013

7 2. Default System Settings (cont.) Trader Trader new references When running in Trader mode (with the /TRADER switch), by default ALL references to Drop Ship and Cross Dock orders will be changed: Drop Ship will be called Direct Deliveries Cross Dock will be called Back to Back E.g., MAM Software Ltd. Autopart version 20 update R013 Page 7

8 3. Parameters This section of the Release Update details all of the enhancements to the program which are enabled by setting a newly developed parameter. Users MUST follow the instructions in section on page 4 prior to implementing any of these features. This will allow checks to be made to ensure that any new settings will not conflict with the current system configuration Miscellaneous Graphical documentation - additional settings Existing parameters are used when implementing graphical documentation. There have been a couple of additional settings made available to work in conjunction with these: Allow an to be sent in the format that has been set in the default export field on the Printers - Assign Defaults screen. Note: When the default export is set some documents still export/ files in txt format, to rectify this you have to add the document type to a parameter to list of documents. If there is more than 1 address field set up, either as: i) EBU address in the Address Details tab of Customer File Maintenance ii) Document Destinations tab of Customer File Maintenance iii) The General tab of Customer File Maintenance Page 8 MAM Software Ltd. Autopart version 20 update R013

9 When selecting a transaction from the document enquiry screen and clicking the < > button it will show all 3 addresses allowing selection: If a parameter is not set an will be automatically sent to each of the available addresses Sales Amend picking note address Setting a parameter will mean that the user is able to amend the address on a picking note without having to invoice it. After setting the parameter an <Address> button will display on the header of the Deallocation tab of Deallocation and Despatch Confirmation. MAM Software Ltd. Autopart version 20 update R013 Page 9

10 Click on the <Address> button to call the Delivery Address screen and amend as required. Click on <OK/2> to save the change Create a suspend from Deallocation and Despatch Confirmation An existing parameter relating to suspended transactions has 2 new settings available as below: Create a suspend when using the <Invoice> button in Deallocation and Despatch Confirmation Prompt the user as below when using the <Invoice> button: Display customer account by default in point of sale Previously if a user accessed Customer File Maintenance (CFMT) from Point of Sale (POS) without having entered an account code, then entered a code in CFMT - returning to POS would not retain the code. Autopart has been amended so that now the account code will display by default in POS when returning to that screen Display of customer balances A previous Autopart Version Update detailed a parameter as follows; Setting a parameter will mean that when requesting a customer balance from point of sale/sales order entry (by typing the word BALANCE in the order number field after entering the account code), the figure displayed will include the value of stock on picking notes. This parameter is now ~ delimited and can be set to any or all of the following which will result in other transaction types being included in the balance: Page 10 MAM Software Ltd. Autopart version 20 update R013

11 Cross dock orders Drop ship orders Suspended transactions Order of transactions displayed in vertical info If the user has their Point of Sale screen set to display Vertical Info, by ensuring the No vertical info box is unchecked: The transactions will by default display with the newest transaction at the top of the list, e.g.; A parameter can be used to change the order so that the oldest is at the top of the list. The options available are: Quotations Backorders Suspended transactions Picking notes Additional information - backorders A request has been made by a user to be able to enter additional text (Info) against a backorder from within the Backorder Enquiry and Sales Backorder Management screens and to also be able to view that text in the Backorder Amendment screen. This option has been made available and a maximum of 20 characters can be entered. MAM Software Ltd. Autopart version 20 update R013 Page 11

12 A new parameter will add an Info field to the Backorder Amendment screen. The user is able to enter or amend text in the highlighted field: Another new parameter will add an Info field to the Backorder Enquiry screen. The user is able to view the text: A further new parameter will add the Info field to Sales Backorder Management. Text can be entered or amended Linked parts free stock check Setting a parameter will force a free stock check after selecting a linked part to include in Point of Sale, helping to ensure that any selected linked part is available to sell. Page 12 MAM Software Ltd. Autopart version 20 update R013

13 Backorders - drop ship and cross dock Setting a parameter will add a new set of check boxes to the selections on the Sales Backorder Management screen to cater for Drop ship and Cross dock orders: Consolidated transactions - user entered document numbers With a new setting the user will be prompted to enter a document number and date when completing a transaction (invoice or credit) for a customer with a ledger type of CONSOL. This has been further enhanced with the development of a new parameter to make this branch specific. When invoicing or crediting the screen will display as per the example below: MAM Software Ltd. Autopart version 20 update R013 Page 13

14 Note: The user will be able to enter a maximum of 8 characters following the prefix Branch specific picking notes A parameter can be set to a branch code, when set only picking notes for that branch will display within the Despatch Confirmation tab of Deallocation and Despatch Confirmation Cost / Selling price check - passwords Two new passwords have been made available to use in Point of Sale and Sales Order Entry. When set, the following will occur: If the user tries to complete a sale where at least one line on the transaction has a zero selling price the password will display and will detail the relevant line(s): If the user tries to complete a sale where at least one line on the transaction has a zero cost price the password will display and will detail the relevant line(s): Page 14 MAM Software Ltd. Autopart version 20 update R013

15 Mixed rate quantity breaks - enhancements The mixed rate quantity breaks (MRQB) functionality has been enhanced. The enhancements are as below: The system will now automatically check the highest MRQB (quantity) first then moves to lowest. Setting a parameter will exclude any parts where special terms have already been applied. Setting a parameter will mean that the MRQB will only be offered to customers with the requisite selling levels. A parameter can now be set to a pecking order. Support for setting up an MRQB at range and supplier levels has been made available. Setting a parameter will return the user to the Point of Sale / Sales Order Entry sales grid to review after applying MRQB s. Setting a parameter will automatically apply the MRQB and not prompt the user Price capping Price capping rules have been made available when selling within Autopart. When setting a new parameter column called Capping Override will be added to Product Group Codes File Maintenance and Product Range Codes File Maintenance: Capping the group or range will give the user the option to utilise a new parameter. The logic for the pricing is: If the price is not a special terms price and a parameter isn t set, the user CAN change the price UP/DOWN. If the price IS a special price the user CANNOT change the price UP regardless of capping settings. If the price is NOT a special price and the group is not capped (not flagged with a Y in the Capping Override column) and the range is NOT capped (not flagged with a Y in the Capping Override column) then the user CAN change the price UP/DOWN. A parameter is set to include a 4 (Group/Range) - If the group is NOT capped but the range is - the user CANNOT change the price UP; else if the group is capped and the range is not explicitly set to N again the user CANNOT change the price up. Another parameter setting will mean that if the range is NOT capped but the group is the user CANNOT change the price UP; else if the range is capped and the group is not explicitly set to N again the user CANNOT change the price UP. MAM Software Ltd. Autopart version 20 update R013 Page 15

16 Credits Auto generate a returns note when crediting a bought out part A set of new parameters have been made available to facilitate the following process; any * or # parts credited to a customer will default to a selected credit reason code (and will prompt the user to enter free text as to why the part is being credited), which in turn is linked to a returns reason code that cannot be amended by the user. A returns note will be generated automatically, i.e., there is no need for the user to turn a suspended returns log into a returns note. The process is: Select a */# part to credit. Initially the free text box will display: Enter details and click on <OK/2>. The grid will populate with the default reason code, in this example, BOP. Click on <Credit/2> to complete the credit. The returns note will be generated automatically: Page 16 MAM Software Ltd. Autopart version 20 update R013

17 Display stock message when crediting Setting a current parameter will mean that the user is prompted with a message, Do not put into stock return to supplier, when crediting a part with zero minimum/maximum or if free stock would be taken above maximum. This has been further refined so that if a parameter is set then the message will only display where the local branch minimum and maximum levels are zero only Additional reference - validate format A parameter is currently available and can be set to a field name, this will then appear as an additional reference field on the crediting screen. E.g., in the screenshot below the parameter is set to Addl Ref. A new parameter can now be set to work in conjunction with the above example to force the user to enter a value in the extra field and for that value to match a set format Purchasing Stock details grid A Stock Details check box has been added to the Purchase Order Processing screen, this works in the same way as the one available on the Suggested Ordering screen. It is spec driven and is controlled by a parameter Highlighting parts in purchase order enquiry Setting a parameter will mean that the part number entered on screen will be highlighted on the selected purchase order. In the example below part has been entered and is highlighted: MAM Software Ltd. Autopart version 20 update R013 Page 17

18 Mandatory line level due date Setting a parameter will mean that the user MUST enter a line level due date when creating a purchase order. Failure to do so will result in a message as below: Setting another parameter will allow the user to override this check Default line level due date A parameter has been developed to work in conjunction with line level due dates on purchase orders. The option currently exists to manually enter an order due date and to then on a line by line basis enter a line level due date. It is also currently possible to import text files into the Purchase Order Processing screen. A user has requested the option (having imported an order) of being able to manually enter a transaction due date and for that date to then auto-fill against all the transaction lines. This option is now available. Page 18 MAM Software Ltd. Autopart version 20 update R013

19 Graphical purchase orders - logic change The default logic used where graphical documents have been set up in conjunction with purchase ordering has been amended. Previously if a user created a purchase order for a graphical supplier the system would prompt to /Fax first, and then prompt to print. Now the default will prompt to print first: Selecting Yes will ask whether to /fax and then whether to print Selecting No will ask whether to /fax but not to print. A parameter setting is available to revert back to the original logic Purchase orders branch specific document numbers A parameter is currently available and can be set to a purchase order prefix. When an order is then generated a prompt will display allowing the user to enter a purchase order number (which will automatically be prefixed with the setting in the parameter). This functionality has been further enhanced to facilitate where a user may create orders on behalf of other branches but want to be able to maintain different prefixes. MAM Software Ltd. Autopart version 20 update R013 Page 19

20 Returns Prompt for return reason A parameter can be set to a string of text which will display as a message if the user fails to enter the reason (in the Remarks to field against the supplier) when generating a returns document. E.g., parameter is set to Please enter a reason for generating the return, message displays: Click on <OK> and the focus will be on the Remarks to field: Suggested returns additional selection criteria A new parameter has been developed to work in conjunction with the Suggested Returns (Stock Cleanse) option. When set it will add a new field to the selections section of the Suggested Returns. The parameter settings relate to the additional fields available on the PRODUCT file. In the example above the parameter is set to 1 which enables the MFG Code field, this is the first additional field on the example PRODUCT file: Page 20 MAM Software Ltd. Autopart version 20 update R013

21 Mandatory advice note number when creating returns Setting a parameter will add a new option to the Supplier File Maintenance, Miscellaneous tab called Need advice on returns : When set the user MUST enter an advice note number against all lines when creating a returns document. This can be overridden by using a password File Maintenance New Delivery Details in customer file maintenance Currently, a parameter enables the Delivery Details (Van Routes) option on the Addresses tab of Customer File Maintenance: Note: The SLA, POD and Credit Collection options are detailed in the Driversboard user guide. Click on the <Van Routes> button to display full details of any routes that have been set up and to also add more: MAM Software Ltd. Autopart version 20 update R013 Page 21

22 Branch specific special terms Setting a parameter will allow the user to set up customer special terms on a branch by branch basis. A new drop-down box will display on the special terms screen (defaulting to All branches) but with the option for the user to specify that terms will only apply to the selected branch. A branch column will also display in the main grid to make it easy to identify which terms apply where. Page 22 MAM Software Ltd. Autopart version 20 update R013

23 Highlight obsolete and deleted condition indicator parts in search screens A number of changes have been made to a variety of screens to highlight the presence of parts with (O)bsolete or (D)elete condition indicators. They are: 1. Part searches will result in parts meeting the criteria being highlighted in magenta: Adding a parameter will mean that highlighted parts will be excluded if they have zero free stock. 2. Sales screens - Setting a parameter will mean that the parts are highlighted in magenta in the Point of Sale, Sales Order Entry and QJI screens: Additional <Back>/<Fore> in product and price file maintenance It is possible using current functionality to move <Back> and <Fore> between parts in a product group or range whilst in the Product and Price File Maintenance screen: MAM Software Ltd. Autopart version 20 update R013 Page 23

24 Use either of the Stay within group or Stay within range check boxes and select <Back/9> or <Fore/10>. This option has been further enhanced so that the user is also able to move back and forth for parts within one of the additional fields implemented using a new parameter. This parameter can be used to add up to 10 additional fields on the product file Field for product images It is now possible to use one of the additional fields in a new parameter, to display the image of a part. In the example below the image location will be stored in the second extra field. A parameter should then be set to the number of the additional field which is to be used, in this example, 2. The full path and file name can now be entered in that field: Page 24 MAM Software Ltd. Autopart version 20 update R013

25 Double clicking in the field will result in the image being displayed: Goods Receiving Receipt of non-stocked parts Autopart Version Update Release R009 details Non-Stocked parts and the functionality that they offer. Release R011, section details a parameter that when set will not allow receipt of these parts. Now, a further enhancement will mean that receipt of Non-Stocked parts is allowed, with the part being treated in the same way as a Bought-Out part (* part). E.g., No bin card record. No amendment to average cost. No amendment to free stock Auto-print pre-deliveries Setting a parameter will mean that the pre-delivery document will print automatically when clicking on the <GRN/11> button on the Predel screen. When this is not set the user will be prompted with a message similar to that below: MAM Software Ltd. Autopart version 20 update R013 Page 25

26 Stock / Stock-taking Free stock adjustments reason code Currently, if a user amends the free stock quantity within Product and Price File Maintenance the system will generate a stock adjustment which can be viewed on the bin card but no reason code will be allocated against the adjustment. As a result a new setting has been made available for the stock adjustment reason code. This will allow users if required to set up a code specifically for adjustments made in this manner Display all supercessions in bin card enquiry By default if a part has been superceded and the user views the new part on the bin card enquiry screen a label will display to indicate the previous part number: Setting a parameter will mean that if there is a string of previous supercessions that they will display in a combo box: Driversboard Additional functionality There have been a number of additional developments made to the Driversboard screen, all of which have been included in both the user and implementation guides. Contact MAM Software for updated documentation, if required. Page 26 MAM Software Ltd. Autopart version 20 update R013

27 4. Document / Spec Changes This section of the Release Update details all of the new developments to the control files for both document printing and screen layouts Display weight in point of sale Two new elements have been made available for use in the Point of Sale or Sales Order Entry specs to allow for additional data to display on the product details grid. The elements are: Unit Weight. Extended Weight (Unit Weight*Qty). If either or both of these elements are included in the spec there will also be a Total Weight field displayed at the foot of the screen: 4.2. Additional payment options in method of payment It is now possible to include <SagePay> and/or <Paypal> buttons onto the Method of Payment screen by adjusting a parameter: 4.3. Method of payment prompts An Autopart user has indicated that they have issues with staff selecting the wrong method of payment when prompted. As a result the following amendments can be made to try to stop this from happening. E.g., a possible option could be, user selected the <CSH> button and the customer ledger type was either ACCOUNT or CONSOL then an Are you sure? message would display. E.g., MAM Software Ltd. Autopart version 20 update R013 Page 27

28 4. Document / Spec Changes (Cont.) 4.4. Display customer cross reference description An element can be used in the body of a customer specific document (invoice, quote, suspend, etc.) and will display the customer cross reference description Despatch confirmation total units, goods Three new elements have been made available to use in the Despatch Confirmation screen: Total Units on the Picking Note. Total Goods Value on the Picking Note (including VAT). Total Goods Value on the Picking Note (excluding VAT). When the options are added they will display as below: Note: An additional by-product of adding these elements is a new Totals grid which will display on the header of the screen and will increment as picking notes are selected: Page 28 MAM Software Ltd. Autopart version 20 update R013

29 4. Document / Spec Changes (Cont.) Note: The Goods total is exclusive of VAT. A parameter is available to use in conjunction with this that will mean only positive values will be added to the running totals in the Totals grid Suspended transaction enquiry total units, goods On a similar vein, the suspended transaction enquiry screen, can also include a Units column. When set the screen can display as below. Note again the presence of the Totals grid (in addition to the Units column in the main body of the screen). This will total the units and goods of the selected transactions: 5. Reports This section of the Release Update covers all of the amendments to the reporting software module available within the Autopart program Default branch code A parameter can be set to default the branch prompts on Autopart reports to the local branch, which will stop the user from running any reports for other branches. Settings available are: Will default the branch to local where the prompt is validating for Branch Will default the branch to local where the prompt is validating for IBranch (impress stock reporting, e.g., 229I) Note: At Head Office the branch prompt will work as normal, i.e., the user will be able to enter any branch code or ALL. MAM Software Ltd. Autopart version 20 update R013 Page 29

30 6. Tyres The process for the creation of tyre records has been amended. The Tyre File Maintenance form has been removed. Tyre records should be created as per other parts using the Product and Price File Maintenance screen. The following enhancements have been made to facilitate this: 6.1. Tyre configuration A new Tyres Configuration screen has been made available which will allow the user to maintain up to 28 attributes. Note: The new legal labelling requirements due in 2012 have been added, Fuel Eff, Wet Grip and Ext Rolling Noise: The user is able to determine which attributes they want to maintain, what they are called, whether they are to be validated, what are valid entries, etc, etc Tyre group A Tyre Group column has been added to Product Groups File Maintenance, this should be set to a Y where the group is created for maintenance of tyres Tyre tab in product and price file maintenance When either viewing or adding a tyre using a product group flagged with a Y the user will see that an additional tab will display in Product and Price File Maintenance called Tyre : Page 30 MAM Software Ltd. Autopart version 20 update R013

31 6. Tyres (Cont.) Click on this tab to access the attributes that have been made available via the Tyres Configuration screen (see 6.1 earlier): 6.4. Tyre selection - QJI The Tyre Selection screen accessed from QJI will by default display the attributes made available via the Tyres Configuration screen: 6.5. Tyre Selection grid An existing parameter is used to control the data displayed in the Tyre Selection grid. It can now include any fields from the TYRES table Tyre elements for printing New elements have been made available to allow inclusion of any of the tyres data in the body of a printed document. MAM Software Ltd. Autopart version 20 update R013 Page 31

32 Company background Established reputation Founded in 1984, MAM Software has established an enviable reputation as the leading provider of professional business management systems and data solutions to the UK automotive aftermarket. This reputation is built upon our ability to consistently deliver reliable, innovative and economical software solutions that bring competitive advantages and increased profitability to our clients and business partners The aftermarket MAM applications are recommended by many of the country s leading trade organisations and buying groups. Thousands of companies nationwide - from single-site operations to multiuser, multi-site organisations - rely on MAM Software to manage their business. Our customers operate throughout the aftermarket in sectors such as: Parts warehousing Component distribution Motor factoring Accessory retailing Vehicle repair Fast fit servicing Tyre retailing Tyre wholesaling Accident repair MAM Software Ltd. Autopart version 20 update R013 Page 32