TaiRox Productivity Tools User Guide

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1 Extended Order Entry - SmartFinder (Orders) How do you find orders quickly for a customer? Use SmartFinder, enter part of a customer's name or address and SmartFinder will search multiple columns in multiple tables and display all matches - just like a modern search engine. Click on the Order No. button as shown: All rights reserved

2 Extended Order Entry - SmartFinder (Orders) The SmartFinder form pops-up. Suppose you remember that this customer has something to do with a warehouse. Enter "ware" and click on the Find button. Orders for matching customers are shown in the top grid. Details of an order are shown in the bottom grid. Using multiple words in the search? Enter "300 Main" and the search will find entries "300 Main Street" as well as "123 Main Street, Suite 300". Searching for a phone number? Enter the phone number segments separated by blanks. Enter " " and the search will find entries "(451) " as well as "(408) " All rights reserved

3 Extended Order Entry - SmartFinder (Customers) How do you find a customer when you only know part of an address or a phone number? SmartFinder will search multiple columns in both customer and ship-to tables and display all matches - just like a modern search engine. Click on the Customer No. button as shown: All rights reserved

4 Extended Order Entry - SmartFinder (Customers) The SmartFinder form pops-up. Suppose you remember that this customer has something to do with a warehouse. Enter "ware" and click on the Find button. A/R customer rows are shown in the top grid and A/R shipment locations are shown on the bottom grid. You can see that many columns in the database tables are searched simultaneously. Select a row in the customer grid and that customer will be selected and you will be returned to the main entry form. Select a row in the ship-to grid and that customer and that ship-to location will be selected and you will be returned to the main entry form. Using multiple words in the search? Enter "300 Main" and the search will find entries "300 Main Street" as well as "123 Main Street, Suite 300". Searching for a phone number? Enter the phone number segments separated by blanks. Enter " " and the search will find entries "(451) " as well as "(408) " All rights reserved

5 Extended Order Entry - Margin and Recent Cost Columns Extended Order Entry's line detail grid now includes 3 additional columns to display: Margin Percent, Margin Amount and Most Recent Unit Cost (based on P/O receipts). Click on the Order Margin button at any time to see the margin on the order as a whole. Time is saved when margins may be constrained contractually or when the most recent cost may be used rather than a price list. These 3 columns are also displayed when using the Order from History function - on the Orders tab in the detail line grid All rights reserved

6 Extended Order Entry - Edit Kit Details Some businesses have kits that change with almost every order and it is impractical to have each variation be a different kit number. Edit Kit Details provides a way to edit kit details without creating new kit numbers - right inside an order. Items can be added or deleted and quantities can be changed. A convenient place to edit detail line optional fields is provided. The unit price on the order detail line can be recalculated and entered into the detail line. The functionality is available by pressing the standard Components button. When the Components button is pressed, a message is displayed allowing a user to select the standard Sage 300 functionality (which contains serial and lot functionality) or the TaiRox Edit Kit Details functionality: If the item has been shipped, then the Sage 300 form will be displayed All rights reserved

7 Extended Order Entry - Edit Kit Details A form is presented. Optional fields can be entered for the detail line at the top of the form. The kit components are now editable. When the kit components are displayed and as edits are made, the unit price for the kit is automatically calculated. The resulting calculation may represent a new Unit Price for the kit as a whole. If so, when Save is pressed or the window is closed, users will be prompted so they can have the price on the O/E detail line changed to reflect these calculations or left as is: If the unit price has not changed when closing the window, the prompt will be: All rights reserved

8 Extended Order Entry - Quick Forms Printing The ability to quickly print a number of order-related forms, without Posting an order or navigating to another window is provided from an O/E Forms button. Clicking on this button pops-up a form, so that you can select a form to print using the Sage 300 printing functions. Note that only a shipment number can be passed to the Sage 300 Print Picking Slip function - the last shipment number is passed through in this case. For quotes, the form will be pre-populated as follows: All rights reserved

9 Extended Order Entry - Quick PJC Entry When entering Sage 300 Project and Job Costing entries in an order and when multiple lines use the same selections for Contract, Project and Category, Extended Order Entry will default inserted lines to the previous entry's selections to speed up data entry. The following form shows how the order form appears immediately after pressing the Insert key: All rights reserved

10 Extended Order Entry - Item Finder The Item Finder provides a selection grid with columns such as price, quantity (current location), quantity (all locations) and comments. It is often desirable to select between similar items based on these columns. The normal finder columns are also displayed. The price is the quantity zero price for that customer. Selecting an item inserts a new row into the shipment entry grid. Columns are added or hidden as determined by user editable settings (File, Settings). The Item Finder is launched by clicking on the Item Finder button: There are several search options available. The default option "Search" is a SmartFinder All rights reserved

11 Extended Order Entry - Item Finder - SmartFinder (items) Searching: Enter a few word fragments in the entry field and the items table will be searched. Many fields will be searched simultaneously. All of the word fragments must be present in one of the fields being searched. Display: When you click on a row in the top grid, the bottom grid will display all of the customer item numbers that are in use by that item. Selection: Selecting from the top grid will enter the item number into the standard form. Selecting from the bottom grid will enter both the item number and the customer item number into the standard form All rights reserved

12 Extended Order Entry - Item Finder (Show All Records) Select filter ranges and press Find. The default finder columns will appear as shown. Quantities will be from the location shown and for all locations All rights reserved

13 Extended Order Entry - Item Finder To control the columns displayed in the Item Finder, click on File, Settings. The default settings are show here, with all possible inclusion columns. Note that optional and calculated fields are available for inclusion, for example Item s Color and Qty. Available for Sale All rights reserved

14 Extended Order Entry - Create Purchase Order Extended Order Entry extends the functionality of Sage 300 Order Entry by adding several buttons to the primary entry window. Create Purchase Order functionality extends core functionality by providing a flexible and robust way to create purchase orders from orders. Sage 300 will blindly create purchase orders from orders. TaiRox extends this functionality by previewing the inventory items on-screen so that item quantities, vendors and other data can be edited before the PO is created. Creates a new PO or adds lines to an existing PO PO description and reference information can be added for the PO Order Comments and Instructions can be copied to PO Comments and Instructions Settings control reference/description field defaults: Blank, Order Number, etc. Settings control the default selection (yes/no) for stock and non-stock items Optional field merging is enabled for the PO, for PO lines and kit items Status messages are displayed when there is no vendor for an item Multiple or combined purchase orders can be created Drill-down to purchase orders is conveniently provided after creation Items can be cherry-picked for inclusion When the Create Purchase Order button is pressed, a window will display purchase order items that could be created. If there is an inconsistency, the Status column will show the reason why the line items cannot be added to the purchase order. Drill-down is supported All rights reserved

15 Extended Order Entry - Create Purchase Order When launched, Extended Order Entry displays an O/E entry screen with additional buttons, including "Create Purchase Order". Note that until Extended Order Entry displays an order that has been posted, the Create Purchase Order button will be grayed-out All rights reserved

16 Extended Order Entry - Create Purchase Order Clicking the Create Purchase Order button will call up a list of purchase order items. Note that the Create PO column allows you to cherry-pick which purchase orders to create. If there is an inconsistency, the Status column will show the reason why the line items cannot be added to the purchase order (e.g. "Item vendor not defined" when Using Item Vendor Information). There are 3 options to choose from when creating a PO: If you select Using Item Vendor Information, the item's preferred vendor, if there is one, will be the default vendor. If there is no preferred vendor, Vendor 1 will be the default vendor. If you choose Using a Specific Vendor then you must enter a Vendor Number. When you enter a Vendor Number the Vendor Number for each line is set to the Vendor Number entered. You can override the Vendor Number for each line if you choose. When using a Specific Vendor - and if there is the same vendor number in every detail line, the automatically generated purchase order number can be overridden. If you select "Using Existing Purchase Order", this determines a specific vendor and the same restrictions apply. The Create Purchase Order function will create a PO for an item that is a component of a Kit if that Kit is on the Sales Order All rights reserved

17 Extended Order Entry - Create Purchase Order Default behavior is controlled by settings (File, Settings). Clicking the Create Purchase Orders button will create one purchase order per vendor. The form will be updated to show the PO Number of the newly created purchase orders and a message will appear: If you over-ride the Purchase Order Number and there is more than one vendor involved, an error message will appear: If you want to over-ride purchase order numbers and multiple vendors are involved, select Yes/No in the first column of the grid, Create PO and process the items one vendor at a time All rights reserved

18 Extended Order Entry - Ship by Picking Sequence Ship by Picking Sequence functionality is most useful when a large order has been picked and now the picked items are to be recorded as shipped. The picking slip is in picking sequence order with quantities marked. The order entry form is displayed in line number order. Matching and recording the entries can be time-consuming. Ship by Picking Sequence addresses these problems. When the Ship button is pressed a window pops up that displays items in a number of different orders, most particularly by Picking Sequence order or by Location, by Picking Sequence order. Three levels of sort order are provided. Picked entries can be entered on this form using a timesaving enter-tab-enter-tab- sequence. When launched, Extended Order Entry displays an O/E entry screen with additional buttons, including Ship" All rights reserved

19 Extended Order Entry - Ship by Picking Sequence When the Ship button is pressed a window pops up that displays items in a number of different orders, most particularly by Picking Sequence order or by Location, by Picking Sequence order. Three levels of sort order are provided. The grid is cleared when you change the sort order, click on Load to redisplay the items in the new order. Data can be entered on only one column of the grid: Qty. Shipped. This enables you to enter the picked entries quickly ( enter-tab-enter-tab- ) All rights reserved

20 Extended Order Entry - Ship by Picking Sequence Note: If you change the quantity shipped for an item with a serial number, the Sage 300 logic will kick-in and you may see pop-up Sage 300 windows like the following, which are dealt with using standard Sage 300 techniques All rights reserved

22 Extended Order Entry - Order from History Order from History functionality provides a convenient means to create new orders for a customer based on what that customer ordered previously. Use of Order from History tends to increase average order size while decreasing the number of orders processed per dollar of order. The result is lower shipping costs and other operational efficiencies. When the Order from History button is pressed, a window will pop up showing previous orders. Items from previous purchase orders can be selected, quantities can be changed and the selected information can be copied into a standard line item row. When launched, Extended Order Entry displays an O/E entry screen with additional buttons, including "Order from History". Note: The Order from History button is only enabled once the customer has been entered on the form All rights reserved

23 Extended Order Entry - Order from History Clicking on the Order from History button will pop up a window. The Orders tab allows selection of previous orders. The Sales History tab is similar, allowing selection of items. We ll trace through a typical sequence for the Orders tab All rights reserved

24 Extended Order Entry - Order from History Press the Load button and historical orders will be displayed. Select an order line to see what items were on that order. Note the Include column, which defaults to No. Press Select All to change the Include selection to Yes for all items on the previous order: All rights reserved

25 Extended Order Entry - Order from History The quantities to be copied from the previous order can be edited. Here the Qty Ordered is changed from 15 to 12. Press the Order button when edits are complete. A confirmation and completion messages will appear: All rights reserved