Apex Reports Book. Software Solutions for the Materials Industry

Transcription

1 Apex Reports Book JWS a Division of Command Alkon W 75th Street, Suite 103 Shawnee Mission, KS Phone: (913) , Fax: (913) [email protected] Software Solutions for the Materials Industry

2 Nearly 3,000 active installations throughout North America Our software is used by many of the nation s top Aggregate, Asphalt, Sand & Gravel, Cement Producers and Waste/Recyclers System features are based on customer input and industry trends Responsive, knowledgeable support staff ODBC compliant database Metric capabilities Interfaces with popular financial packages Established W 75th Street, Suite 103 Shawnee Mission, KS Phone: (913) Fax: (913) Web: [email protected] 2009 Command Alkon Incorporated.

3 JWS Apex System - Overview Software Modules: Ticketing - Creates and prints scale tickets or miscellaneous tickets for non-weighed products Office & Ticket Repository - Stores ticket history for reporting, billing & A/R Add-on Modules: Accounts Receivable Auto ID Data Replication Dispatch General Ledger Interface Inventory Invoicing Loadout Quote Processing Production/Operations Rail Scale Watcher Third Party Controls Interface Wireless Loader Operating System: Single-user: Windows XP Pro or Vista Business Multi-user: Windows 2003 Server or Windows Peer-to-Peer Central Processing: Citrix or Windows Terminal Services Database: Pervasive.SQL V9 Forms: Standard or custom printing templates are available. Forms are available for pricing by your existing local printers or JWS. (See sample forms at back of this booklet.) Installations: North America Portable or Permanent Operations Industries: Sand and Gravel Crushed Stone Asphalt Clay and Shale Cement/Bagged Products Lightweight Aggregate Waste/Recycling/Incineration Salt Services: Onsite installation and training Consulting Telephone support Web-based support Software upgrades Custom reports or templates

4 JWS Apex System Hardware Guidelines (Software performance may be affected by one or a combination of the below recommendations. Performance may be improved by exceeding the below specifications.) Stand Alone or Network Client Minimum 1.4 GHz Pentium Dual Core or Compatible 1 GB RAM Recommended 2.0 GHz Pentium Dual Core or Compatible 2 GB RAM 2 GB Free hard drive space for Apex (data dependent) CD-ROM Drive Dial-up modem or high-speed connection for data transfer (like or compatible operating systems required for dial-up) Printers HP compatible laser for reports, invoices and statements Laser, thermal or most dot matrix printers for ticketing File Server Minimum 1.4 GHz Pentium Dual Core or Compatible 1 GB RAM Recommended 2.0 GHz Pentium Dual Core or Compatible 4 GB RAM 10 GB Free hard drive space for Apex (data dependent) CD-ROM Drive Dial-up modem or high-speed connection for data transfer (like or compatible operating systems required for dial-up) Printers HP compatible laser for reports, invoices and statements Workstations used for Ticketing One COM port per serial device Continuous output, Gross weight in lbs/kgs from scale indicator Windows XP Professional SP2 or Vista Business Windows Server 2003 or higher

5 JWS Apex System Contents Ticketing Truck Scale Tickets Manual Tickets Miscellaneous Tickets Sales Customers/Prospects Quotes/Orders Pricing Sales Tax Accounting Invoices Payments Statements Aging Reports Credit Memos Inventory Products Product Mixes Inventory Production/Operations Ship/Receive/Transfers Freight Carriers Vehicles Delivery Zones Freight Pay

6 Ticketing Ticketing methods: 1. The Truck Scale Ticket Entry Screen may be interfaced directly to a digital scale indicator to read Tare and Gross weights from the scale. 2. The Miscellaneous Ticket Entry Screen may be used to hand enter tickets for multiple products or for miscellaneous products not necessarily weighed on the scale. 3. The JWS Auto ID Module may be integrated to allow for attended/unattended ticketing. With this method, each truck is assigned a unique ID number, via hand-held card or truck tag, and various parameters such as customer, product, etc. are then assigned to each ID prior to the vehicle entering the ticketing facility. Touchscreen interface and traffic lights may be integrated for further automation. Central office or remote billing locations: 1. The Manual Ticket Entry Screen may be used to hand-enter tickets obtained from sites without JWS ticketing software. 2. The Edit Ticket Screen is used for reviewing and/or correcting tickets which have been transferred to the office system or entered manually. 3. Data Replication may be used to import tickets from other systems for pricing, billing and reporting. Ticket printing: 1. Standard ticket format for dot matrix printer or outdoor thermal printer. 2. Custom ticket templates available to match your existing ticket form or to match government requirements such as NTEP. California type certified. Remote ticket/master file transfers: Data replication may be used to transfer tickets and/or master files via diskette, dial-up modem, LAN, WAN or Internet to central office location. Tickets and master files may be transferred daily, multiple times during the day or continuously.

7 This is a sample scale ticket printed by the Apex Ticketing module onto a pre-printed ticket form. The standard ticket forms are half-page size and perforated. This form may be modified by the end-user to fit their own forms or preferred layout. Pricing, freight and tax information are printed here for a Cash ticket Delivery information Metric and standard ton calculations. Metric units may be removed if not desired. Job to date or today s load information. (See forms at back of this booklet.) Ticketing Reports 5

8 The ticket to the left is a sample plain paper scale ticket printed by the Apex Ticketing module. This ticket was printed on standard half-page, perforated, white ticket stock. This form may be modified by the end-user to fit their own requirements. The ticket below was printed with a thermal transfer printer (e.g. Zebra 105SE). These printers are designed for outdoor use and may be installed near the scale for driver convenience. These are typically used with the JWS Auto ID unattended ticketing module. Your own logo may be scanned and placed on this ticket form. Ticketing Reports 6

9 The Scale Ticket Edit Report produces a list of tickets from either the scale ticket file or the office ticket file. This report can be printed in a number of different formats. Tickets may be sorted by Customer or Ticket number. If sorted by Customer, an option to subtotal by Customer is available. Prices may be displayed or hidden from view based on user security settings. Changed tickets are denoted with an asterisk (*) after the ticket number. Voided tickets will be zeroed out. Other Amount is a total of up to 5 Other Charges per ticket. Fees are used for states with mineral taxes, environmental fees, lime inspection fees or for PST and GST in Canada. Ticketing Reports 7

10 The Scale Ticket Detail Edit Report displays all of the information for each ticket in a single report. Ticketing Reports 8

11 The Ticket Inquiry report may be used to display a list of tickets from the daily scale ticket file or the ticket history file. Filter options include Date Range, Customer, Order, Product, Vehicle and Carrier. Ticketing Reports 9

12 The Daily Customer Sales Report summarizes sales by Customer, by Order, by Product. Customer Order Ticketing Reports 10

13 The Daily Location Sales Report summaries sales by Location (site) and by Product including the Average Price per Product. Average selling price Ticketing Reports 11

14 The Customer Ticket Summary Report provides daily sales information for one or multiple locations. Other selection criteria includes: One or All Customers One or All Orders One or All Products Multiple sort options including by Product, Date, Hauler, Truck or Hour are also available. The Last section provides information on the last ticket printed. Ticketing Reports 12

15 The Cash Ticket Report lists all Cash tickets for the day sorted by Payment Method (e.g. Account, Check, Cash, Debit Card or Credit Card) Ticketing Reports 13

16 The Bin / Product Report summarizes daily sales by Location, by Date, by Bin (if used) and by Product. Report options include showing tickets for one or All Locations and Shipped or Received (Inbound) loads. Ticketing Reports 14

17 The Daily Freight Report lists all tickets for the day sorted by Carrier and Vehicle. Carrier Vehicle Freight Pay Rate (freight rate paid to the hauler) Ticketing Reports 15

18 The Daily Truck Cycle Report calculates the time between tickets for each truck. Reporting options include: One or All Locations One or All Customers One or All Orders One or All Products The report may also be sorted by Hauler, Customer/Order or Zone/Order. Truck Cycle Time in minutes Ticketing Reports 16

19 Sales Customers Customers may be setup with multiple billing cycles, discounts, minimum charges, A/R terms, late charges and print options for tickets, invoices and statements. Screen inquiries and reports are available for customer account balance and A/R history. setup with each order. Price Lists Multiple price lists may be created for each location and may be tied to the location, customer or order. Prices may be overridden at order or ticketing time. Sales Reports Customer Sales by Product Location Sales YTD Customer Sales by Period Location Sales by Product Customer Sales by Rank (Qty or Price) Location Sales by Date Customer Sales by Order Quotes (optional module) Quotes allow the user to bid out jobs using current products with standard or special pricing prior to the placement of an Order. Once accepted, the Quote may be activated and converted to an Order for ticketing. Orders Orders allow the user to track tickets for specific projects and record order quantities. Daily and job-to-date totals are displayed on the ticketing screen as well as being available for printing on each ticket. Special pricing and freight rates (freight rate & freight pay), delivery instructions, tax rates, fees, etc. may be Sales Tax Sales taxes and Fees are user defined and may be changed as needed. Tax reports are available which itemize totals for each taxing jurisdiction (federal, state, county, city, etc.). Canadian taxes are also accommodated. Taxes may be updated electronically when rates change. Tax and Fee codes may be setup to tax material, freight, both or neither. Fees are calculated by percent or unit with an option to be taxed. This accommodates special tax requirements such as GST/PST for Canadian users.

20 Sample Printed Quote Form This is a sample Quote printed from the Apex Quote Processing module. Quotes may be entered into Apex and then converted electronically to Orders for ticketing. This form may be modified to fit the user s requirements. Other Reports: Quote Report Quote Detail Report Quote Status Report Sales Reports 18

21 The Order Report displays the information for all orders for one customer or all customers. Multiple locations with unique price Option to include customers without any orders Sales Reports 19

22 The Order Summary Report Summarizes the orders for one customer or all customers. You can select a range of orders to be included in the report. Status: Active, Complete, Void Detail option includes Project Name, Purchase Order and Release Numbers, direction to site, Salesperson, whether product is to be Shipped or Received, Sold or Bought and other miscellaneous information. Orders Standard rate billed to customer Standard rate pay to truck An asterisk in this column shows that this product description will be updated if changed elsewhere in the system Sales Reports 20

23 The Order Requirements Report consolidates the quantity of material for all orders. The Ship Qty is the amount of material sold as of the last ticket. The Remaining Qty is the projected amount of material needed to complete committed orders. When compared to inventory balances, this provides management information for production. Option to report by Ship or Receive Orders Option to include one or all locations Option to report by Order Option to include finished product and/or mix components Option to include active Orders or all Orders Date range selectable Sales Reports 21

24 Insert Pricing Flowchart Sales Reports 22

25 The Tickets by Tax Code Report summarizes ticket information by tax code. Print one or all locations Print Ship, Receive or all tickets Print Sell, Buy or Transfer tickets Date range selectable Sales Reports 23

26 The Sales Tax Report summarizes by tax code and/or fee code the sales and tax amount by taxing jurisdiction. Fee codes are user-defined fees such as mineral tax, environmental fee, lime inspection fee, etc. Print tax and/or fee codes by location Sales Reports 24

27 This Sales by Location report is a modified version of a standard Sales report. Crystal Reports, a third-party report writer, can be used to customize or create a new report to be used with the Apex System. This report summarizes by product the sales information for the current period and year-to-date. Print one or all locations Exclude products with no activity in current period Choice of period and year Subtotal by product groups Sales Reports 25

28 The Sales by Customer report summarizes by customer by product the sales information for the current period and year-to-date. Include one or all customers Exclude products with no activity in current period Choice of period and year Sales Reports 26

29 This Sales by Salesperson Report is setup to sort sales for the period and for year-to-date by Salesperson by Customer by Product. This is one of the user-customizable Period/YTD Sales reports in Apex. Other sort options include Location, Customer Type, Order, Product Group and Date. Select options include: One or all locations One or all customers One or all products Salesperson totals Sales Reports 27

30 The Multi-Period Sales Reports summarize by dollars or quantity the sales by month for the year. Print one or all locations, customers and/or products Choice of numbers of years to include in report Multiple sort options Include material, freight, sales tax, etc. Ability to create user-defined reports from available criteria Product Groups are user-defined and allow subtotals for products on reports. Sales Reports 28

31 The Sales Ranking Reports rank customers, products, locations, salesperson, etc. by quantity or sales amount. Multiple sort and criteria options available Print totals or detail Multiple sort options Include material, freight, sales tax, etc. Average selling price Sorted by Customer Sorted by Location by Product Sales Reports 29

32 The Customer Tickets by Product report summarizes ticket information by customer by product. Include one or all customers Date range selectable Include Sell, Buy or Transfer tickets Include Ship, Receive or all tickets Sales Reports 30

33 The Location Tickets by Product report summarizes ticket information by location by product with subtotals by product group. Include one or all locations, customers and/or orders Include pricing, daily, location and/or customer totals Sales Reports 31

34 The Customer Tickets by Order report summarizes sales information by customer by product with subtotals by order. Include one or all locations, customers and/or orders Include pricing, daily, location and/or customer totals Include sales or freight pay Customer Order Sort restrictions Sales Reports 32

35 This is a sample custom report created with the third-party Crystal Reports application. This report links sales data with unit cost information to calculate sales margin figures by product. End users may use Crystal Reports, or any other ODBC-compliant report writers, to create their own custom reports from the Apex data files. Custom reports may also be commissioned from JWS on an hourly fee basic. Sales Reports 33

36 Accounts Receivable Invoicing (optional module) Print invoices form posted tickets. Invoices may be created for user-defined billing groups or for an individual customer. Example of user-defined groups are Daily, Weekly, Government, Monthly, etc. Once posted, invoices are stored in history for inquiry and added to customer account balances. Invoice print templates are modifiable to fit your existing forms. Multiple ticket sort options and pricing formats available. Payments, Credit Memos, Adjustments (included in optional A/R module) These input screens provide entry of receivables to posted JWS invoices. Screens are arranged by open item or balance forward. General Ledger (G/L) account totals are available for transfer to existing G/L programs for financial reporting. Late Charges Late charges may be generated and are customer specific. All or some customers may be charged late charges which are defined per customer. Statements Print Monthly Statements that itemize A/R activity and aging information. Statement formats reflect Open Item or Balance Forward accounting method as selected in the master and customer setup. Statement templates may be modified to fit your forms. End of Month Reports Customer Account Balance Payment History Journal Delinquent Account Sales History Journal Monthly Summary Aging Reports (Detail & Summary) End of month reports may vary in format depending on the type of accounting format selected by the user. Audit trails are provided by edit lists and cross referenced posting reports.

37 This is a sample invoice printed from the Apex Invoicing module. This invoice was printed using format A which prints separate columns for the material and freight amounts on the ticket. Several sort options are available including location, order, product, date, PO. These options may be defined for each customer. This print form may be modified to fit the users own requirements. (See forms at back of booklet.) A/R Reports 35

38 This is a sample invoice printed from the Apex Invoicing module using format B. This format will combine the material and freight amounts into single rate and amount columns. Several sort options are available including location, order, product, date, PO. These options may be defined for each customer. This print form may be modified to fit the users own requirements. (See forms at back of booklet.) A/R Reports 36

39 This is a sample Statement printed from the Apex Accounts Receivable module. This statement was printed using the Open Item accounting method and Detail format. The Summary format will print a single line for each invoice (Charges) and its perspective payment(s) (Credits). Balance aging is also displayed on the statement for your customers information. This print form may be modified to fit the users own requirements. (See forms at back of booklet.) A/R Reports 37

40 This is a sample Statement printed using the Balance Forward accounting method. This method applies Charges and Credits to the account balance instead of to individual invoices. Balance aging is displayed at the bottom of the statement for your customers information. This print form may be modified to fit the users own requirements. (See forms at back of booklet.) A/R Reports 38

41 A/R Journals are generated when Invoices, Payments or Adjustments are posted for the period. A/R Reports 39

42 The Cash Summary Report is generated when the accounting period is closed. Cash Sales for the period are subtotaled by the day. A/R Reports 40

43 The Customer Account Balance Report provides detailed information on recent A/R activity for a particular Customer as well as A/R history by period. A Summary Account Balance is also generated. A/R Reports 41

44 The Period A/R Summary Report provides A/R summary information by category for both the Current Period and the Year to Date. A/R Reports 42

45 The Detail Aging Report provides detailed A/R information for each customer as well as A/R Aging calculations. Customer A/R Reports 43

46 The A/R Summary Aging Report gives Aged Balance information for each customer as well as a summary of Charges (invoices) and Credits (payments) for the period. Include all accounts or delinquent accounts Include or omit customer phone numbers Print zero amounts as zeros or blanks A/R Reports 44

47 This is a sample custom report created with the third-party Crystal Reports application. This report lists all open A/R transactions including Invoices, Payments and Adjustments that have not yet been closed. End users may use Crystal Reports, or other report writers, to create their own custom reports from the Apex data files. A/R Reports 45

48 With the optional General Ledger module, a G/L report listing G/L related transactions from the Apex system in either Summary or Detail format may be generated. The Account numbers used for these reports are defined by the end-user to match the accounts in their other G/L accounting system. Provides information for making journal entries into 3rd party financial system. A/R Reports 46

49 Inventory/Operations Inventory (optional module) Inventory is updated automatically when tickets and daily production are posted. Products produced, sold, received or transferred are tracked for each location. These figures are available through printed report or screen view. Remote inventory is also available. Products Products are entered by product code with user-defined product descriptions and with various units. Product Groups Products may be assigned to Product Groups to provide subtotals on printed reports. Sales Unit Each product may be setup to be sold by English or Metric tons, cubic yards, loads or a specified conversion. The conversion allows for units to be converted from Pounds(lbs.) to other units. Bags/Palette conversion also available. The freight pay, freight bill and inventory unit may be different from the billing unit. Production Reports Daily production reports are used to update inventory by location. Operations Daily operations and downtime are entered for tracking purposes.

50 The Inventory Report summarizes what has been Produced, Received or Shipped for each product up to a specified date. These amounts, as well as any Adjustments to inventory, are added or subtracted to the Beginning Inventory amount to calculate the Ending Inventory balance. The amount that has been Produced is entered through the Production/Operation module. The amounts that have been Received or Shipped are obtained through ticket transactions or Miscellaneous Shipments or Receipts. Inventory adjustments Totals for location Inventory Reports 48

51 The Inventory Posting Journal is generated whenever Inventory is posted. This report details all transactions that affect Inventory and the description (source) of that transaction. Inventory Reports 49

52 Using the optional Production/Operation module, Production activities may be entered that affect inventory and production. In this case, 1200 Tons of material were produced that were screened into three finished product piles. The finished product Percent distributions are user defined or actual belt scale tonnage may be entered. Inventory Reports 50

53 The Product / Mix list shows all mix designs by percentage that have been defined. Mix designs most typically apply to Asphalt producers who supply a number of different types of mixes for various sales products. When these finished products are sold, the components in the mix are relieved from inventory. Inventory Reports 51

54 This is a sample of a custom report created with a third party report writer, Crystal Reports. This report lists all transactions that affected inventory for a specified date range. The end-user may use Crystal Reports, or any other reporting tool, to generate their own custom reports from Apex data files. Inventory Reports 52

55 Freight Carriers Carriers (or Haulers) are the payees for freight charges and are used to organize groups of trucks. They may also be used to standardize freight rates for a fleet of trucks. Tickets and orders have two rates, Freight Pay (the rate paid to the hauler) and Freight Rate (the rate charged the customer). Vehicles Vehicles (or Trucks) are typically tied to a specific carrier and may or may not be assigned unique truck codes. Truck files are used for maintaining tare weights and hourly rates. There are ten user-defined truck types available. Zones Zones may be used to standardize freight rates within certain areas (e.g. Zip codes, 2-4 mile range, Area codes, etc.) Reports Daily Freight Report Freight by Ticket (totaled by hauler over truck, date range specific) Freight by Customer (subtotaled by customer by order and available by date range) Vehicle Time in Plant Vehicle Cycle Time Report Pay Rate Analysis

56 The Freight Report by Ticket lists all tickets for a specified date range sorted by Carrier (hauler/broker) by Vehicle by Ticket. This report is often referred to as the Trucker Pay Sheet. Report options include range of Carriers, Customers, Orders and/or Products. Carrier Vehicle Freight Pay Rate (freight rate paid to the trucker) Amount owed individual truck Net amount owed to carrier Flemming Rhodes Freight Reports 54

57 The Freight Report by Customer lists all tickets for a specified date range and Carrier range grouped by Carrier. Further sort options include Date, Customer, Order and Product. Option to include all carriers or range of carriers. Freight Reports 55

58 The Vehicle Cycle Report calculates the time between tickets for each truck for a specified date range. This report may be sorted by Carrier, Customer/Order or Zone/Order. Truck Cycle Time in minutes Truck type (user-defined) Freight Reports 57

59 The Time in Plant Analysis Report calculates the number of loads and average number of minutes spent on receiving each load. Sorting options include Time In, Time Out, Customer, Customer/Order, Hauler, Truck or Product. Freight Reports 58

60 GL Interface The GL Interface module generates general ledger entries which can then be transferred to third party accounting software via ASCII file or hard copy. When a posting is made to accounts in the JWS System, such as a Ticket posting, a posting to Inventory, or a Production posting, GL makes the corresponding entries in the appropriate accounts. Accounts GL can assemble accounts from components to not only reflect the account type, (e.g. Accounts Receivable, Accounts Payable, Material Sales) but more detail about the posting such as the location of the sales, the product or the customer. If detail like this is not needed, the account code can be a default number that represents only the account type. General Ledger History Posting information can also be saved as GL history. This history can later be transferred to your accounting summary if desired. Posting information is available as a detail or summary printed report. Posting Options All postings that affect Accounts Receivable, Accounts Payable and Inventory can be generated in the JWS GL System. The user has the option of shutting off posting to any of these groups of accounts so as to only record specific transactions. Any of these account reports can be excluded from posting, independent of whether or not other groups are selected.

61 Dispatch Module Rail Module Loadout Module The JWS Dispatch module is added to the Apex System for scheduling and tracking of trucks, orders and product deliveries. Once installed, it can be accessed either from the Dispatch Menu or the existing Truck Scale Ticketing Screen. Dispatch Scheduling Any orders which are not completed the same day shipment begins, may be rolled over to subsequent days until a specified percentage level has been met. User may select to automatically purge the order and/or detail after a specified number of days. Dispatch Inquiry Orders may be searched and/or printed by Customer, Dispatch Number, Date, Product or Location. They may also be accessed as Open or Closed orders. The JWS Rail module allows the Apex System to: Track status of rail cars Keep rail loading worksheets Record/Print Bills of Lading Schedule rail deliveries The Loadout module allows the Apex Ticketing software to open and close overhead bin/silo gates for loading trucks and rail cars. It also allows switching to different product bins/silos as well as the handling of different setups such as bins/silos with platform scales, weigh hoppers and load cells. The JWS loadout control panel provides electrical connection from PC to existing bin/silo controls, wiring, and scale indicators. Retro-fit Asphalt plants using existing controls New installations/overhead loadout for bulk materials Automatically defaults to stored drops and target weight based on the selected vehicle. Apex Auto ID and Loadout may be combined for additional automated efficiency.

62 Auto ID Module Auto ID is part of the truck identification system for the Apex System that allows for attended/unattended ticketing. The Auto ID software is used in conjunction with the Auto ID hardware to quickly identify and process trucks within the plant. Reader Technology Radio Frequency (RF) Cards This technology is the least expensive to implement and utilizes hand-held RFID cards assigned by the user to identify Vehicles, Carriers, Orders, Products, etc. Radio Frequency (RF) Tags Radio frequency tags may be affixed to the side of the vehicle which send an electronic signal to the scale house. These tags are currently in use by all rail cars transporting freight in the U.S. This technology has a greater range and minimizes errors. Auto ID Hardware The following hardware may be assembled in a variety of configurations to accommodate the users requirements: Auto ID Terminal The JWS Auto ID terminal contains a RF scanner and keypad for use with handheld cards. These may be assigned to inbound/outbound scales or to multiple lanes. SmartPass Reader This RF receiver captures the electronic signal from the RF tags affixed to each vehicle. Touch Screen Interface A Touch Screen monitor may be added to allow greater flexibility for driver interaction. The driver may select options on the screen from pre-defined assignments. Traffic Signals - Normal traffic lights may be employed to notify drivers: 1) wait to be identified (Red), 2) they have been identified (Yellow) or 3) they may proceed to be loaded (Green). TNET Box Network box connecting the terminal readers to the scale house computer. Additional TNETs may be used to expand the network. Electronic Photo Sensors - These optional sensors may be placed in a number of locations to assure that the truck is properly aligned on the scale.