User Manual – TeSOPs – v1.9.0
Contents
1. User DAVE Z start sage 200 MMS51 20 lar 22 34 Similar to the standard Sage 200 full order entry details screen but with the following differences e Company Details section shows the invoice and currently selected delivery address fields delivery address changed via middle tab e Contact Details section shows all the contacts for the company and their respective contact numbers All available contact numbers are visible in the drop down lists e Analysis Codes moved from the 2 tab on Sage s screen to the front tab and also buttons allow selection from lists subject to system parameters e Date Requested and Date Promised will default to the next week day from today s date e The Generate button accepts the selected customer and creates the order list in the following screens which are disabled until this button is used e The Log Comment allows comments to be recorded against the order or just against the customer DOC NO115UM doc Page 24 of 39 DOC NO115UM doc Page 25 of 39 4 2 Delivery and Invoicing lel NO115SOR TeSOPs v1 3 0 Order Entry Warehouse add 1 Unit 15 Wayside Industrial Estate i Farmers Road Edinburgh No items to display Similar to the 2 screen on Sage s standard order entry screen with the following changes e Payment Details disabled in this release moved from the front screen to h2. This table defined the type of log reasons that are used on the order entry screen section 4 3 for recording text against the orders or lines At least 1 entry should be defined before using the system DOC NO115UM doc Page 23 of 39 4 Order Entry The order entry screen consists of 3 tabs 4 1 Order Details x Sage 200 MMS51 2000 E 15 xj BS NO115SOR TeSOPs v1 6 2 Order Entry 3 ioj xj j 4 Order Details pelivery amp Invoicing Order Items Account Selection Order Detail AIC ref aBB001 y Order No TBA Short name abbey y Document Date Postcode Jeriz 1WE y Date Requested Name Abbey Retail Ltd Date Promised 03 2010 A E By Default supply from Customer Order No i Company Details m Contact Details P nalysis Codes Invoice 16 Church Lane sa E Address Lochside PS Yes Must Enter F Edinburgh I F Midlothian 2nd contact Sales person 3rd contact None I Telephone phone 2 P p Mobile mobile 2 JPR Jack Powers e Delivery Warehouse add 1 Analysis code 5 Address Unit 15 Wayside Industrial Estate oe Farmers Road Edinburgh Analysis code 6 f Telephone phone 2 Re a i Post Code 112 6HY Mobile mobile 2 E Exchange rate Subtotals Totals Rate o e as Goods curr 0 00 Net curr 0 00 F Charges curr 0 00 Tax curr 0 00 l Ord Disc curr 0 00 Gross curr 0 00 Generate Log Comment
3. E Enter New Account Favourites Amend Account Details SL Amend Account Details for Abbey Retail Ltd ES jol xj E Amend Account Status Write Off Account v 4 Company Contacts Trading Payment Credit Documents Attachments Memo Transaction e mail Customer Rules Customer Rules for NO1155OR TeSOPs A Sales Led Last Orders No 4 Last Orders Weeks 8 pon Purchase Ledger Include Customer List Vv Ly Nominal Ledger Include Customer Discount Items mr Cash Book a Include Customer Discount Product Groups a Py Stock Control Customer Periods Price Book 5 Sales Order Processing E Purchase Order Processing Bill Of Materials 50000 00 E 0 00 4 50000 00 F 20000 00 4 50000 00 50000 00 50000 00 2 Project Accounting BO Accounting System Mana KOR Configuration Settings E Report Designer ag Excel Integration ali User DAVE Save Clear Delete AutoMemo Close y start E Sage 200 MMS51 20 Ble E 09 51 An extra tab is added to the customer maintenance and enquiry screens provided parameter 1 is set to allow customer specific settings for history This will show the following settings Show Last x orders as history defines x Show orders from last x weeks as history defines x Include items from customer item list yes no Include stock
4. Process Weights see section 2 1 for definition The data is still held within Sage in stock units in this example as Each and it is purely displayed and entered where applicable in Kg units This change applies to new amend view stock item details screens DOC N0115UM doc Page 18 of 39 3 System Tables 3 1 Quick Customer Rules entry Sage 200 MMS51 2000 J i 181 xi File view Tools Windows Help s cha Change User fA a Print Report ei Refresh We Change Company E Change User Ae Show Home Page af Hide Fayourites Pane Bespoke Bespoke Bespoke N011550R TeS 005 l T ___ _ _ _ _ _ _ __ gt Parameters NO115SOR TeSOPs 1 0 0 Customer Rules 210 x Customer At Customerite acco shore Accountame tast Mo Last weeks Cust Lit Discitems bisGrps Exclude Cus I aseoo1 Abbey Abbey Retail Ltd q 1 Vv Vv Vv Customer N BETOO1 Bett Better Kitch 2 3 Vv v Vv User Setting er letter Kitchens v v Order Enty I casHo1 CASH SAL CASH SALE ACC 2 3 Vv Vv Vv Ej PreDespatct JIT cHeoo1 Cherrie Cherrie Ltd 2 3 La a v NO1358ES Tel z P NOIB6SOR Te I couoo1 Country Country Kitchens 2 3 Vv Vv Vv al T Fesoo1 Festival Festival Homes 2 3 v yd M p ET FuTOO1 Future Future Homes R 2 3 Vv Vv v AN Sales Ledger I cEo001 George George Grey Co 2 3 Vv A Vv F itchen ry See GREOO1 Greene Greene Kitchen 2 3 Vv Vv Vv A AT 1001 Jim Murr Jim Murray Ren 2 3 Vv V
5. Units of Measure Locations a iE Units of Measure y p Product group details E Code CHEESE Bh Sales Ledger Description Cheeses poy Purchase Ledger M Product group settings Lu Nominal Ledger JT Items use batch or serial numbers E Cash Book Product type IStoc Keep movement history Costing method FIFO Allow negative stock E m Stock Control Stock take every O Days Use item description on orders and invoices I E Price Book Label printing option Label mot required y Use reverse charge VAT rules B 5 Sales Order Processing E Purchase Order Processing Eu r Default nominal codes Aic Ref CC Dept Description Bill Of Materials Stock y 13101 Stocks Finished Goods SI ia Project Accounting Revenue y 31100 Sales Default KOR Accounting System Mana Accrued receipts x 29100 Accruals KON Configuration Settings Issues y 44100 Stock Issues Default ock control needs al 5 Report Designer OK Cancel E Excel Integration tain stock items AA CA Move and allocate stock User DAVE a start El Sage 200 mms51 2000 Il E st Edit Details for Pr la YEN 09 43 There is an additional tick box called Process Weights added to the product group maintenance screen that indicates if the product group is to process sales order lines with BOTH a unit quantity and a w
6. a E Customer Items E Exclude Cust Items E Customer Notes User Settings NO115SOR TeSOPs v1 3 0 Reset Customer or Stock emi JE Ej Order Entry E PreDespatch G Log Types 2 Rebuild Customer Or Item Prices Customer AIC ref 4pB001 X E Check Cust Stock Price Records Ly NO1358ES Telephony Core 1 zj Short name abbey 2 Postcode Jeni2 1we y Bh Sales Ledger a Purchase Ledger stckttem oo x Ly Nominal Ledger E Cash Book Close Stock Control E Price Book El Sales Order Processing E Purchase Order Processing Bill Of Materials 19 Project Accounting E Accounting System Manager seme User DAVE 4 start BB sage 200 MMS51 20 uE 11 46 This screen forces the prices for a single customer for all stock items or for all customers for a single stock item to be marked as needing to be recalculated The recalculation is performed in section 6 1 4 This could be because the prices for this customer have been updated or the price of a stock item is updated and this ensures that the system knows which are needed to be performed This step would normally be needed each time a price record is changed in the price book in order to ensure the correct prices are maintained in the lookup table DOC N0115UM doc Page 33 of 39 6 1 3 Check Cust Stock Price Records Sage 200 MMS51 2000 r 181x File View Tools Wind
7. invoices the Picking note will appear just on the picking list DOC NO115UM doc Page 20 of 39 3 3 Exclude Customer Items Sage 200 MMS51 2000 18 x File View Tools Windows Help d print Report mn Refresh e Change Company EN Change User Hz Show Home Page Hide Fayourites Pane Print q Botes s s Sc La at Bespoke Bespoke r NO115SOR TeSOPs v1 0 0 Exclude Customer Items ioj xj Customer AJC ref 88001 iM Short name Abbey X Postcode EH12 1WE Parameters Customer Rules Customer Items x clude Cust Items Customer Notes User Settings ACS MIXER Professional Mixer 3 Speed 22 12 2008 ACS TOASTER Polished Steel 4 Slice Toaster 22 12 2008 et 4 ne Sales Ledger a Purchase Ledger Ly Nominal Ledger EX Cash Book m Stock Control E Price Book gt Sales Order Processing 5 Purchase Order Processing Bill Of Materials 12 Project Accounting E Accounting System Mana o llo User DAVE 4 MY Start E Sage 200 MMS51 20 2 Fy 00 23 Similar to section 3 2 but is a list of items that are NOT to appear on an order grid even if they do appear elsewhere to be included For example if the customer accidentally ordered one previously then until the history period expires that item would appear on the order so this is a means to exclude it Nete When
8. option should be used with caution it actually ensures that EVERY stock item for EVERY customer get recalculated and this WILL take a long time to achieve within section 6 1 4 It should not be used unless all other means to keep the data up to date have been used first DOC N0115UM doc Page 34 of 39 6 1 4 Server side scheduled recalculations This is designed to be a server based program that runs permanently checking for items to be recalculated It DOES require a Sage user connection in order to execute and hence may be scheduled to run overnight when free user licenses are available Operational Status tab e dimi S TeSOPs Schedule Server v1 3 0 MMS51 2000 0 x Operational Status System Setup Errors EMail Pending Jobs Status No items to display This screen displays 2 grids which display the current operational status of the import jobs and will update automatically over time as jobs become due for import and as imports occur The upper grid Pending Jobs shows all the import processes that are currently either running or are about to run only 1 process runs at a time and hence when one job completes the next will commence Mostly this grid will be empty as no imports will be taking place The lower grid Scheduled Jobs shows all the import processes awaiting their scheduled time to occur It is possible to select a job from either grid and use the Delete button t
9. shown here The tick box Send Emails for failed imports controls whether emails are sent or not and hence the rest of the details can remain on the system but emails can be suppressed by removing the tick from this box alone SMTP Server is the address normally an IP address of the SMTP server that will handle the sending of the emails From allows setup of the address from whom the email appears to come from Subject allows setup of the title to the email message Recipient List is a list unlimited length of the email addresses that will receive the error log of a failed import Simply enter a new address into the first free slot in the list or to remove an entry simply delete the line DOC NO115UM doc Page 38 of 39 6 2 Offline Order Lines This feature changes the point in time as to when the sales order details lines are actually added to the sales order and is controlled by the setting Offline Order Lines in section 1 2 By default feature disabled the lines are added as part of moving around the lines in the order entry grid As you change from 1 row to another if the order quantity is non zero then the order line is created and if zero the system ensures the line does not exist removing any line previously entered This allows the system to perform standard stock allocation procedures etc and colour the order quantity in the grid when there is a shortage This operation is recomme
10. Customer Discount Group Product Group Items Y E Cash Book im Stock Control E Price Book gt Sales Order Pro E Purchase Order Save Bill Of Materials 19 Project Accounting RO Accounting System Mana S 6 ku User DAVE 4 A start E Sage 200 MMS51 20 Fp 00 15 1 Rules definable at customer level yes no Allows overrides of the rules defined in parameters 2 through 6 at the customer level 2 Show Last x orders as history defines x This defines how many of the last sales orders are to be shown on the order template screen subject to maximum from parameter 9 and combined with orders included from parameter 3 3 Show orders from last x weeks as history defines x This defines how many weeks of sales orders are to be shown on the order template screen each order will show as a discrete column subject to maximum from parameter 9 and combined with orders included from parameter 2 4 Include items from customer item list yes no Defines if the stock items defined in the customer list screen see section later are to be included in the list of items shown on the order template screen DOC N0115UM doc Page 3 of 39 5 Include stock items from customer discount matrix yes no If set to yes all stock items that are defined in the customer discount matrix for the customer will be included in the list of items shown on the order t
11. Locations Attachments Memo Comments M Unit settings Base unit each y Stock unit Each Stock base ratio r Sales and purchase units Kg One Kg is made of 0 05 Each Multiple of Stock Unit sire Pricestorstockitem A f Stock item Code Y Name cheese 1 y Purct Stock unit I g nea Bill Of p Seling prices Proje Standard Vv 1 5000000 Pounds Sterling BO Accot Selling Band 2 0 0000000 Pounds Sterling E Confk Selling Band 3 D 0 0000000 Pounds Sterling add Ea Renove Selling Band 4 D 0 0000000 Pounds Sterling 6 Reno 2 s __ Selling Band 5 D 0 0000000 Pounds Sterling E Excel Save eting prices AutoMemno eJ m User DAVE y start E Sage 200 MMS51 2000 IE PB Prices for Stock I lt Hy 10 04 This screen shows the subtle change in the units in which the prices are shown The standard Sage screen would have displayed all prices based in Each units as that is the stock unit of this item However because the product group to which this item belongs has the Process Weights option enabled see section 2 1 then the units are displayed in Kg units defined in the parameters in section 1 2 instead Hence instead of showing a price of 30 each the system will now show 1 50 Kg Note however that this is simply a display feature on this screen and the price held within S
12. User Manual TeSOPs v1 9 0 Objective This system extends the functionality of Sage 200 to allow sales orders to be entered from a template of stock items normally required on a customer orientated basis The initial screen displays a list of stock items that will show various previous sales history data and allow selection of what items are required for the next sales order so that it generates a standard sales order within Sage 200 allowing pricing overrides etc during generation as if using the standard order entry screens This varies from the standard Sage 200 facility of template orders which are designed to be a repeat order basis of a fixed series of stock items with quantities pre defined The system has to be generated initially outside of the standard Sage 200 sales order mechanisms as the business rules for the sales order line preclude the ability to save an order line with a quantity of zero Hence the system will appear as another entry on the sales order entry sub menu to supplement the full trade and counter order entry mechanisms It is assumed that factored pricing is enabled on items that are to be priced by Kg and sold by units A notional unit weight is defined on the stock item that allows basic conversion between stock units and pricing units e g a cheese may notionally weigh 20Kg but each cheese will be at a slight variance to this The actual conversion rate will be manipulated on th
13. addine anitem tothe Customer sist in section 3 2 the iteniHis presentinthis table itavill alse_be removed from here so thatit ean_be inelided forthe next erder reworded below Note If the user were to add a stock item to the Customer s List in section 3 2 above that is also showing in this table of exclusions then the stock item will removed from this table as it is then assumed the item IS required to be included on the next template order and as the Exclude list overrides the Include list then the item would not appear unless it was removed DOC NO115UM doc Page 21 of 39 3 4 Customer Notes This section allows for comment lines not associated with any specific stock item to be added to the order and shown on either or both the picking list or despatch note invoice stationery sets DOC N0115UM doc Page 22 of 39 3 4 Log Types TES Sage 200 MMS51 2000 File view Tools Windows Help 5 Print Report a Refresh e Change Company E Change User Show Home Page W Hide Favourites Pane A NO115SOR TeSOPs v1 3 0 Log Types oj xj Check Cust Stock Price 135BES Telephony Cor y a Purchase Ledger LL Nominal Ledger E Cash Book J Stock Control E Price Book E Sales Order Processing El Purchase Order Processing Bill Of Materials E Project Accounting B User DAVE A start E sage 200 MMS51 20 Ey 11 01
14. age will remain in the 30 each format DOC NO115UM doc Page 16 of 39 2 4 Stock Item Prices File view Tools Windows Help Print Report ZE Refresh dE change Company EF change user AY show Home Page Price Book Price Book Welcome Page j Selling Prices HG Prices for Price Band Es Markup Pricing Price Bands Dis Hide Fayourites Pane B Prices for Stock Item 1 5000000 Pounds Sterling 0 0000000 Pounds Sterling 0 0000000 Pounds Sterling 0 0000000 Pounds Sterling 0 0000000 Pounds Sterling Use the Activities links information on using th section A ie T Lo lp and User Guide To see a different view right of this page to sv view Understand Pricing Manage Prices B Prices for Stock Item o Set up standard prices for multiple pricing Manage Discounts Discounts For Stock Item Manage Pricing This screen is the same as section 2 3 and shows that the changes made above are also applicable if changing selling prices directly from the Price Book module instead DOC NO115UM doc Page 17 of 39 2 5 Stock Item Details 3 x la x File wiew Tools Windows Help a E Label not label not required y The stock item screen is amended so that the cost price shown either standard cost as shown here or average price etc as defined by the product group is shown in Kg if the stock item belongs to a product group that is defined to
15. background of this column as shown in 1 row of grid above will change to Sage s warning colour if the quantity ordered is not fully allocated e Selling Unit description can select from factored units e Pricing Unit Description can select from factored units e Unit Cost added v1 5 0 showing the cost price std FIFO or Avg for the item in Pricing Units of measure Display only e Unit selling price based in pricing units e g Kg e Unit Discount percentage and amount calculated from price book e Where From shows the reason why the item is listed in the grid valid entries are Recent Order Customer Item Discount Item Discount Group Manual Entry e Log Required Only visible if the Log Reason Percentage in section 1 2 is non zero This will display a Y for any item that will require an explanation as to why the customer has not ordered this item on this order Completed using Log Reason field below DOC NO115UM doc Page 27 of 39 e Log Reason Allows operator to record any text specific to this item to this order for this customer as to why it was or was not ordered May be completed even if not using Log Required features e A dynamic number max 16 of historical columns showing prior order history quantities the actual number will depend on global or customer specific settings Each column will show either the order date or order number depending on
16. be predefined to be added to the end of the order The Exclude Item button takes the currently selected line on the order grid and after confirmation adds it to the list of excluded customer items in section 3 3 At the end of order creation the save option will take the data entered so far remove any items with a zero quantity and convert the data into a standard Sage 200 sales order Stock is allocated automatically during the initial grid order entry and hence will be carried across to the order as generated This screen also shows the System Message from section 1 2 The Suppress Forced Logging tick box allows a user to NOT have to enter any mandatory log reasons for lines not ordered where this is normally required see yellow highlighted Yes in Log column above Option only available if parameter ticked in section 1 2 DOC N0115UM doc Page 28 of 39 Items can be added to the end of the grid by simply clicking on the next blank row in the grid Choose the stock item code and from v1 9 0 also via the stock description by using the standard drop down lists using F4 for searching etc DOC N0115UM doc Page 29 of 39 5 POost picking stage Sage 200 MMS51 2000 2 m la x File viev s Help ES print Report a Refresh dE change Company BF change User S show Home Page Hide Favourites Pane E NO115SOR TeSOPs v1 6 2 Pre Despatch Updates 10 x Sales Order 0000000465 l a Sele
17. cked assumes the weights and quantities of the items in point 3 are completed and the user can override by exception rather than needing to enter all values Log Reason Percentage When this value is non zero when an order is generated the lines that represent the top x percent of the recent order history will be marked as needing reasons to be recorded if the customer does NOT order that item on this order These reasons are simply logged in the database in this release and can be reported upon using external mechanisms Run SOP Amend when created order Enable this facility only if you want the standard Sage Amend Sales Order screen to automatically launch after entering the order This is intended only for sites where there is additional bespoke implemented on the standard Sage screens that cannot be implemented on the TeSOPs screen and hence it is expected that this setting is not enabled on most sites Complete Order On Despatch Enable this option to prevent back orders occurring when a partial shipment is made At the point of despatch any line items that are not fully despatched will have their order quantities reduced to what has been despatched so that when the order is subsequently invoiced it will be treated as complete Use Customer Price Lookup By default with this option disabled the system will extract the prices for display on the order grid from the price book in the same manner as standard Sales Order Pr
18. cted Contact Numbers Andrew Lowe Customer ABB001 Abbey Retail Ltd TelNo fphone2 2nd contact Del Contact Andrew Lowe Mobile mobile 2 y 3rd contact Del Tel No 0131 6219900 Item Code Qty Outstanding Qty Allocated Selling Unit Pricing Unit Best Before Date Total Weight Avg Weight Cust Doc Comm Cheesel Cheese 1 2 00000 2 00000 Each Kg 01 04 2010 42 5000 21 25 Cheese3 Test Cheese 3 2 00000 2 00000 Each Kg 05 04 2010 5 8500 2 925 ACS BLENDER Professional Ble 2 00000 2 00000 Each Each 0 0000 0 J Hide Non Weight Items Y Complete Order On Despatch Picked By Dwl Save Invoice Save Despatch Save Add Comment Cancel Accounting System Mana KON Configuration Settings E Report Designer ae Excel Integration a User DAVE start E sage 200 MMS51 20 E Hy 22 46 A screen to amend the sales order directly to enter actual weights Select the order required This will show the following columns Stock item code fixed Description fixed Quantity ordered fixed Quantity allocated may be amended up and down Selling Unit Description fixed Pricing Unit Description fixed Best Before Date free format entry if required Total Weight entered now Average unit weight calculated from Total Weight Quantity Allocated Cust Doc Comment may be entered amended here All rows subject to weight rules with a non zero quantity allocated must have a non ze
19. e sales order so that SellingUnitWeight reflects the average rather than the notional and hence can be printed on the invoice suitably multiplied by line quantity to show the exact total weight and the PricingMultOfStockUnit reflects the true conversion between the allocated quantity and notional weight to achieve the total weight entered Note this mechanism precludes the ability to allow multiple despatches to be combined to a single invoice as the values for the 2 despatch will override those entered during the first despatch DOC NO115UM doc Page 1 of 39 Contents 1 0 Parameter SolUParac nai ii 3 1 1 Customer TUES a Isi ds AA a a a OEA 3 W2 A AE NE 3 1 3 Display Rules nina iaa 9 K4 A O 11 1 5 IR A A a O E EE E kites 12 2 Amendments to standard Sage 200 screens ccocooonooocccnncccononanannnnnonnnccnnnnnnnnn canoso 13 2 1 Product Groups eerten o canes sided e e tance ea eanne 13 22 Customer Details New Amend VieW ooocooonccccnnnnnnnnnnonocccnonnnnnnnnananinonos 14 2 3 Stock Item Selline Prices A E A peace aes 16 2 4 Stock Them PECES a A nod Reve ete a 17 2 5 Stock Item Detalla Cee hl GR Aes a ea 18 3 E LAS DA NS cia 19 3 1 Quick Customer Rules Shar masiaoia asis 19 3 2 Customer Items DSi a E e E R 20 3 3 Exclude Customer Items endhon a aa E ariaa Saa 21 3 4 Customer Note iras lianas 22 DIAS A RO 23 O 24 4 1 Order Det Sit ii AL A E ads 24 AD Delivery and VOI iia 26 4 3 Stock Item Det Sc Ge ew ani Sides a De a S
20. eight value The use of this will depend on how stock items are priced normally items such as foods etc are ordered for a quantity but the pricing is conducted on the basis of the exact weight of the item which varies on each order line and hence factored pricing cannot be easily applied At the order entry stage the user will enter the number of stock units that are to be sold e g in units rather than by weight The weights will be entered later The Percentage value to the right of this it is optional leave as zero to suppress the effects forces users to enter actual weights on the Post Picking screen section 5 within a percentage of the nominal weight for the item and is intended to prevent weights being entered incorrectly For example if a chess notionally weighs 3Kg and the customer has ordered 0 5 units then entering a weight of 2Kg will be rejected as the permitted range within 11 shown here would be 1 5Kg 0 165Kg The Force Best Before Dates field should be ticked if the entry of dates is MANDATORY for all stock items within this product group within the Post Picking screen section 5 Left blank the entry of dates is optional DOC NO115UM doc Page 13 of 39 2 2 Customer Details New Amend View EA lei Eile view Tools s Help Print Report EE Refresh se Change Company En Change User fet Show Home Page Ll Hide Favourites Pane Sales Ledger Sales Ledger Y Lists ales Accounts a
21. emplate screen 6 Include product groups from customer discount matrix yes no If set to yes all stock items for all product groups that are defined in the customer discount matrix for the customer will be included in the list of items shown on the order template screen Note parameters 2 through 6 are not mutually exclusive each can be selected in combination with any other DOC NO115UM doc Page 4 of 39 1 2 System Rules File View Tools Windows Help A E El Men lt gt Favourites E Workspaces 2 PrintBepot Lo Refresh 4e 1 Change Compan E Menu ral al 3 Customer Rules i 5 Customer Items PTA at 1 48 Exclude Custome EE Customer Notes LogType 2 aaa gaa gya g Enable weight field processing yes no Enables the facility to enter weights against stock items belonging to specific product groups as defined later Kg Unit of Measure Unit of measure that relates to Kg sales select from units table used to default the selling unit on stock items where the product group is defined as weight priced type see below Weight Process All Items Weight Process All Items being ticked allows the PreDespatch screen to allow the user to change the allocated quantities on items that are NOT subject to the weight rules used in point 1 above DOC NO115UM doc Page 5 of 39 Prefill Qty On Non Weight Items Prefill Qty On Non Weight Items being ti
22. eneca es 27 5 WPOS PICKING aiii caian 30 6 Mechanisms to enhance perforMancCe oooooccccnnnononononnnnnnnononananannnnnnnncnnnnnnannnnnnss 32 6 1 Customer Price Lookups iii ate 32 6 1 1 Create New Customer and Create New Stock IteM oooooccccnnnnn 32 6 1 2 Rebuild Customer Or Item Prices occccccnnnnnnoocccnnnnnnnnnnnnanoccnnnnnnnnos 33 6 1 3 Check Cust Stock Price RecordS cccccccnnonoonoccnnnnnnnnnnnnnnoccconnnnnnns 34 6 1 4 Server side scheduled recalculations ooooooonccnnnnncnnnnnnnooccnnnnnnnns 35 6 2 Offline Order Lines erase devs da S aa ie 39 DOC NO115UM doc Page 2 of 39 1 0 Parameter Setup There are 4 parts of the parameters screens plus the user specific setup screen 1 1 Customer rules Sage 200 MMS51 2000 o la xj File view Tools Windows Help Print Report a Refresh Change Company El Change User A Show Home Page af Hide Favourites Pane aj 15SOR TeSops a Ey Parameters Ej Customer Rules Customer Items xclude Cust Items Customer Notes User Settinc 2 NO115SOR TeSOPs v1 0 0 Parameters N Efel x Order Entry S PreDespate Customer Rules system Rules Display Rules Grid Settings NOIS5BES Te Favourites NO136SOR Te Rules By Customer Vv Saas Last Orders No 2l FrN Sales Ledger Last Orders Weeks 3 Include Customer List Vv amp Purchase Ledge y S Include Customer Discount Matrix Stock Items Vv Ly Nominal Ledger Include
23. ere as rarely used e Sundry items list added to show all non stock type lines added to the order Stock items intended to be added on a tab but can be added here also but will be listed at the end of the order rather than within the main section DOC NO115UM doc Page 26 of 39 4 3 Stock Item Details lla Order Details Delivery amp Invoicing Order Items Description wwe aty sen pri unit Unit price pise Disc ame Net Price where tog tog Type Logn 16 02 2010 16 02 21 2 00000 Each Each 27 26 256 50000 0 00 0 00000 256 50000 Recent 0 0000 2 00 0 0000 Each Each 50 00 0 00000 0 00 0 0000 0 00000 Recent 2 00000 0 00 2 00000 Each Each 75 00 299 60000 0 00 0 00000 299 60000 Recent 0 00000 0 00 O each Ko 0 50 0 00000 0 00 0 00000 0 00000 Recent 0 0000 0 0 0 00000 Each 0 00000 0 00000 0 00000 Recent 0 00000 Peang Ee Coment pave T See Order Numbers Customer Docs Comment Save 5 Suppress Forced Logging sundry tem Comments Exclude ttem Ordered Lines Save Log Comment Cancel start E sage 200 MMS51 20 2 Hy 22 41 The grid consists of the stock items that meet the criteria defined either at the global or customer specific levels depending on settings and will have the following columns Stock item code Description Warehouse if used can select from applicable list Quantity ordered will default to zero Note
24. ing that none of this stock item was available because Sage is unable to show on an invoice any completely lines that are not being invoiced The Add Comment buttons allows comment lines to be added to the order still at this stage to record any notes the packers etc may wish to send on the despatch note and invoice The MANDATORY Picked By text box forces the recording of who did the picking different to who is doing this screen as that is recorded automatically anyway by Sage and this data can be shown on the delivery note and invoice stationery The Best Before and Total Weight fields are available to be shown on both delivery note and invoice stationery layouts If the option is defined in the product group screen section 2 1 then the Best Before Dates may be mandatory for items in those product groups DOC NO115UM doc Page 31 of 39 6 Mechanisms to enhance performance These sections relate to optional features that are used to improve system performance if the time delays using the system are considered too long for use but have side effects that must be understood before using 6 1 Customer Price Lookups This section defines the mechanism by which delays caused by looking up prices from the price book can be removed during the order generation stage Use this option only if the time to generate an order is considered excessive when this feature is disabled It relies instead of having a lookup table of custome
25. items from customer discount matrix yes no Include product groups from customer discount matrix yes no See ES Note parameters 1 through 5 are not exclusive each can be selected in combination with any other See the parameters section that describes these parameters from a global level rather than customer level The example shows ABB001 including the last 4 orders OR the last 2 weeks of history on the history columns of the template order Stock items are to be included from their customer list and the price book by both stock items and product groups Customer Periods v1 5 0 This button provides access to the next screen DOC NO115UM doc Page 14 of 39 lel x E Enter New Account j Fg E This screen can be used to override the user settings in section 1 5 for a specific customer Section 1 5 itself overrides the rules defined in section 1 3 so refer to that section for what these settings do Ticking the User Customer Colours Periods option enables this facility for the customer by default all customers are disabled The Reset button would return the settings to the values in section 1 3 not to those in section 1 5 DOC N0115UM doc Page 15 of 39 2 3 Stock Item Selling Prices Sage 200 MMS51 2000 Lalo File View za ST Amend Stock Item Details loj xj Stock item Code cheese1 Name cheese 1 Details Analysis Suppliers Units of Measure Alternatives
26. n criteria for display section 1 1 and 2 2 will be treated as being in the 4 band and that colour used DOC N0115UM doc Page 9 of 39 Update All User Settings button The visibility of this button is controlled by the parameter Allow User Settings Copy in section 1 2 When pressed it will copy ALL the details on the current screen to ALL users of the system to replace those defined in section 1 5 DOC NO115UM doc Page 10 of 39 1 4 Grid Settings Elle View Tools Windows Help Bespoke E L NO11550R TeSops EI These settings define the widths of the columns for the grid in section 4 3 to allow for different setup criteria depending on things such as stock code lengths etc Qty Decimal Places and Price Decimal Places fields are not operational in this release due to Sage restrictions The Sort Sequence allows the entry screen to be listed either purely by stock code or by the last date the item was sold hence showing more recently purchased items closer to the top DOC N0115UM doc Page 11 of 39 1 5 User Settings Sage 200 MMS51 2000 o lej xi File view Tools Windows Help a Print Report a Refresh We Change Company El Change User Ei Show Home Page Hide Favourites Pane A af EB NO115SOR TeSops Parameters Customer Rules Ej Customer Items E Exclude Cust Items Customer Notes NO115SOR TeSOPs v1 3 0 User Settings Fi Max Histo
27. nded but can cause a slight pause whilst moving around the grid lines whilst the system performs stock allocation etc By enabling this feature you can reduce this pause but by doing so also remove real time stock allocation Instead the sales order detail lines are added to the order at the end as part of the Save button operations This can be of benefit when stock allocations are not required DOC NO115UM doc Page 39 of 39
28. o remove the process provided it is not in the Pending Jobs grid with a Running Status of Running rather than Pending Removal from the upper grid removes that occurrence of a job from running only if it is defined a recurring see System Setup tab for details the entry in the lower grid will remain and the job will trigger at its next scheduled time DOC NO115UM doc Page 35 of 39 Removal from the lower grid removes that job from the system for the duration of the execution of the system once the system is closed and restarted the saved job will be reloaded System Setup tab NOO71LED Import Led CS 12 1 0 0 MMSy 3 loj xj Operational Status System Setup Enors EMail Select Module sales Ledger Header y Change Fun Now Type Times zi Filename c imports MMSCustomer csv IV Prevent Duplicates if applicable Field Splitter Frequency fo Minutes Times pza 4 start BE 22 04 This screen allows the setup of the scheduled jobs for the different import types Select the import type using the dropdown list and the details will be displayed Use the Change button to start amendments to the job details Note By using the Change button any scheduled or pending jobs on the Operational Status tab will be removed unless the pending job is the currently running import in which case it will continue to completion and will be reloaded once the Save or Cancel buttons are used to confirm
29. ocessing However for larger orders this can cause a delay during the order generation stage This option disables this feature and enables the prepreparation of customer prices as described in section 6 of this manual This allows faster order generation Offline Order Lines By default with this option disabled the sales order lines are created as part of order entry and hence real time stock allocation is performed This can cause a slight time delay moving around the entry screen and hence this option was designed to prevent this delay by adding the sales order lines at the point of saving the order the work still has to be done it s just moved to after order entry but is only suitable for sites where real time stock allocation is not important DOC NO115UM doc Page 6 of 39 Suppress Delivery Note v1 4 0 To use this system you MUST enable the printing of delivery notes within Sage 200 This option then allows the delivery notes to be suppressed from being printed by this system Turning on delivery notes is required at a technical level in order for the post processing of the despatch note information without which some of the extra information entered into the Post Picking screen section 5 cannot be saved correctly System Message System Message is message that appears to users on the order entry screen and can be used as a reminder of certain promotions or actions that need to be taken etc Despatch Screen opti
30. ons v1 5 0 Show Save Button Show Save Despatch Button Show Save Invoice Button These allow the 3 individual Save buttons on the Post Picking screen section 5 to be controlled as to whether they are shown or not At least 1 must be selected in order to use the screen Set Cost Price for Kg v1 6 0 When ticked when the Post Picking stage is processed section 5 then any stock item that belongs to a product group defined as having standard costing will have the cost price value stored on the sales order line amended to reflect the actual cost price for the exact weight being despatched in an identical manner to the selling price being affected in the same manner This allows the standard invoice profitability reporting within the Sage 200 system to be used for the Expected Costs and Expected Margins note the actual costs and actual margin figures should be ignored as Sage is calculating this in a different manner and they are not reflective of the actual values required for this system Allow User Settings Copy v1 6 0 Tick to make the Update All User Settings button in section 1 3 visible Allow Suppress Logging v1 8 0 Tick this to allow the Suppress Forced Logging option see section 4 3 to be available Override Log Reason Log Type v1 7 0 Select from the Log Types section 3 4 once defined to record which log type is used automatically when an order is saved and the user has ticked the Suppre
31. ows Help Print Report lt Refresh de Change Company Ej Change User a Show Home Page Ll Hide Favourites Pane a Bespoke Bespoke E Customer Rules ala E Customer Items E Exclude Cust Items E Customer Notes E User Settings Ej Order Entry a PreDespatch G Log Types E Rebuild Customer Or Item Prices NO115SOR TeSOPs v1 3 0 Check Customer y Stock Tem a oj xj E Check Cust Stock Price Records Em NO135BES Telephony Core 1 hes This utility will ensure that there is a customer v stock item price lookup record for all combinations and if missing will create one ready to be recalculated Setting the Force Reset option below will Force ALL customer stock item prices to be recalculated Note This may take some time to complete Bh Sales Ledger a Purchase Ledger I Force Reset Ly Nominal Ledger E Cash Book Stock Control E Price Book El Sales Order Processing E Purchase Order Processing Bill Of Materials E Project Accounting KON Accounting System Manager seme User DAVE start B sage 200 mmss1 20 uE 11 46 This screen can be used to check for new combinations of customer v stock item records needed in the lookup table and create them This is useful for an initial population or where stock items or customers are being imported from other sources The Force Reset
32. r prices for every stock item derived from the price book but prepared in advance so that the system can simply extract the price rather than having to calculate it the calculation stage is performed in advance and requires background tasks to be running on the server to ensure the list remains valid despite adding new customers adding new stock items and updating prices in the price book itself Controlled by the Use Customer Price Lookup option in the parameters in section 1 2 It is not possible except on very small datasets to be able to recalculate the price for each stock item for each customer on a regular basis because of the time this takes hence although an initial calculation is required for all combinations from then on it is intended that only changes need to be recalculated which can be maintained in a timely fashion 6 1 1 Create New Customer and Create New Stock Item When the feature is enabled whenever a new customer or stock item is created records for each permutation of the customer v stock item will be added to the lookup table marked as needing a recalculation which is performed by the mechanism in section 6 1 4 DOC N0115UM doc Page 32 of 39 6 1 2 Rebuild Customer Or Item Prices Sage 200 MMS51 2000 E lex File View Tools Windows Help Print Report lt Refresh PA Change Company El Change User a Show Home Page ef Hide Favourites Pane a Bespoke Bespoke E Customer Rules
33. ro total weight The system then manipulates the sales order line to reflect these values in such a manner to allow both units and total weight to be printed on the invoices etc Subject to the parameters in section 1 2 the grid may also show the items not subject to the weight rules These may or may not subject to parameters have all their values pre filled DOC N0115UM doc Page 30 of 39 The order may be saved and returned to later if required by just using the Save button The Save and Despatch button performs the confirm goods despatched processes printing delivery notes if required and progresses the order through to needing the invoice printing The Save and Invoice takes this one stage further and prints both the despatch note if required and invoice progressing the order through to be posted The tick box hide non weight items allows the temporary removal of item lines not subject to the weight rules to ensure all weights required have been entered The tick box Complete Order On Despatch takes the default from the parameter in section 1 2 and allows the order to be completed all outstanding items not fully despatched have their order quantities reduced to the despatch quantity so that the order is treated as completed However the default can be overridden here If any stock lines have NO quantity allocated then the item line is removed from the system and replaced with a comment line stat
34. rt Designe E Excel Integratia Save User DAVE di start E sage 200 MMS51 20 ahy 22 18 The following are DEFAULTS for user grid display Each user can set their own preferences see section 1 5 1 Maximum number of historical columns max 16 The maximum number of columns of historical data to show orders for O is valid and will suppress the historical columns completely Larger numbers require larger displays and higher screen resolutions to display easily 2 Background colour to ordered items in order grid select from window palettes 3 Background colour to unordered items 1 to 4 in order grid select from window palettes When initially entering the template order screen all lines will have these background colours to indicate they have NOT been ordered As a line changes to enter a quantity the background colour will change to that defined in the parameter above The 4 colours relate to the 4 ageing periods defined in the parameter below so that different colours can be used depending on how long ago an item was purchased 4 Background age to unordered items 1 to 4 in order grid As the order items screen section 4 3 is displayed the age of the last VISIBLE order is compared to the 4 ageing periods displayed here The appropriate background colour will be used from the parameter above subject to this age Any item not ordered or where ordered so long ago that it is no longer caught in the selectio
35. ry Columns Background Colour Ordered Background Colour No Order Days 1 Background Colour No Order Days 2 Background Colour No Order Days 3 Background Colour No Order Days 4 a Purchase Ledger Ly Nominal Ledger 6 E Cash Book Stock Control ana EERE e J 42 TF Ignore Grid Column Widths in Parameters Price Book ER El Sales Order Processing Purchase Order Processing Bill Of Materials E Project Accounting EEE User DAVE Start E Sage 200 MMS51 20 lay 10 28 This is a copy of the same details as seen in section 1 3 but is specific to the currently connected user so that each user can define their own history periods and colours The option to ignore grid column widths in parameters allows this user to ignore the column widths defined in section 1 4 and instead control the size position of the columns for themselves DOC N0115UM doc Page 12 of 39 2 Amendments to standard Sage 200 screens 2 1 Product Groups Sage 200 MMS51 2000 Mi 18 xi Ele Yi Too Help Print Report A Refresh de Change Company FI Change User foal Show Home Page 57 Hide Favourites Pane rl Stock Control Stock Control M Welcome Page a Stock Maintenance I ST Edit Details for Product Group CHEESE lol xj E Product Groups lEs Amend Stock Item Prod Details Searching
36. ss Forced Logging option see section 4 3 as the system will log the fact that logging was not enabled for traceability reasons DOC NO115UM doc Page 7 of 39 Order Sort Sequence v1 9 0 This allows the order to be sorted as part of the final save process The default value is None None Order lines are based on current sequence in which screen grid is listing As Picking List Lines are sorted in the order used by picking lists Warehouse name Bin Name Print Sequence Number based on line entry sequence Selling Unit Description Order Line Unique Number Traceable Stock Item Unique Number Generally the first 2 or 3 fields alone sort the items but the full list is shown DOC NO115UM doc Page 8 of 39 1 3 Display Rules ln change user 7 e Fa nuntesPane El Change User fa Show Home Page jp Hide Favourites Pan E Customer Rules Customer Items A Sales Ledger py Purchase Ledge Max History Columns uy alicia Background Colour Ordered 16 pesa TEE cash Book Background Colour No Order Days 1 oS Background Colour No Order Days 2 Py Stock Control Lace EZ Background Colour No Order Days 3 2 TW 22 Price Book En Background Colour No Order Days 4 Si Sales Order Pro Purchase Order Update All User Settings Bill Of Materials 4 12 Project Account KOY Accounting Syst E Configuration Si B Repo
37. the amendments needed Each job can be defined to operate in one of 3 modes 1 Manual jobs are never loaded use the Run Now button on this tab to trigger a single execution of this import job 2 Frequency jobs are loaded for immediate execution and will then trigger again when the number of minutes defined in the Frequency field is reached This allows loading the job from every 1 minute upwards Typically this can be defined for every 60 minutes to make the import happen every hour for example 3 Times jobs are loaded at specific times an unlimited number per day throughout the day Hence it is possible to say that a job is to run for example every day at 09 00 12 00 and 17 00 DOC N0115UM doc Page 36 of 39 The filename the checkbox for Prevent Duplicates and the field splitter fields are not applicable to this system Errors tab E NOO71LED Import Led CSY 12 1 0 0 MMSy3 Sales Ledger Transactions This screen will display all of the errors found during processing Use the Clear button to remove all the entries from the grid DOC NO115UM doc Page 37 of 39 Email tab 1192 168 0 16 pomeo ooo feen accounts company co uk finance company co uk IT company co uk Delete New Amend This screen allows the setup of email notifications of errors to users directly by email Use the Change button allow amendments to the details
38. the setting of the see order numbers tick box Initially all rows on the grid will have a background colours for stock code and description fields defined by the user settings As quantities are entered any row with a non zero quantity will change to the ordered background colour as per the user settings This allows easy visualisation of which items have and have not been entered yet The grid is sortable by any of the first fields in the grid As the user moves up down the grid the picking list and despatch note comments are shown if present or can be added as required The save buttons stored the comments in the Customers Items List in section 3 2 for use next time and hence become customer stock item specific comments that are automatically used on orders The system will also show a total of the number of lines ordered so far The grid will normally show up to 16 sales orders as history These columns are normally shown with the order dates as headings for reference However the tick box see order numbers changes that back and forth to using the sales order number instead The Sundry button to allow item lines to be added using the standard order line details screen to allow text lines comments additional charge items etc to be added Hence items NOT already in the grid can be added as required The Comments button allows access to the customer notes section 3 4 where notes can
39. ther DOC NO115UM doc Page 19 of 39 3 2 Customer Items List i Em 200 MMS51 2000 EF 181 xi Customer AIC ref amp BB001 hd Short name Abbey y Postcode Jeni2 1WE y Item Code Description E ACS BLENDER Professional Blender 5 Speed VV pha cdia ne Sales Ledger Ba Purchase Ledi Li Nominal Ledgt Ex Cash Book O Stock Control Price Book E Sales Order Pt Purchase Ord oO Bill Of Materia Project Accou Ez Accomting sy Delete Save Close 2 E User DAVE start sage 200 MMS51 20 2 Fy 00 22 There is a screen that allows the setup of standard stock items that may always appear in the customer s template order This allows defining which items are normal for a customer to order from The Include column actually determines if this item will always be included in the order list which by default is ticked It is possible to untick this setting which then allows recording JUST of customer specific picking list and despatch note invoice comments for the stock item so that if added to an order would be shown automatically This shows account ABB0O01 having 2 stock items that will always be in the template order list and the first item has comments that will automatically appear on the all stationery printed for the customer The Customer Docs note will appear on order acknowledgements despatch notes and
40. v Vv 1 Nominal Ledger 7 krroo1 Kitchen Kitchen Refit Sp 2 3 A A Vv E ps E krrooz Kitsch Kitsch Kitchens 2 3 v Vv Vv AAA IE kooo Knobs Knobs and Knoc 2 3 Vv Vv Vv 2 Stock control maxoos Max Max Retail Ltd 2 3 v v M I moLoo1 Molly Molly Inc 2 3 v v v E Price Book Ba anon Nantes Nantes Home St 2 3 Vv Vv Vv El Sales Order Proc NEWOD1 Newark Newark Lofts U 2 3 Vv Vv Vv z I newooz New Hamp New Hampshire 2 3 Vv Vv Vv El Purchase Order FE mteoo1 Nieve Nieve et Oro Sp 2 3 Vv Vv Vv m Bill Of Materials T novoo1 Noventa Noventa Casas 2 3 m K K E ontoo1 Ontario Ontario Constru 2 3 Vv Vv Vv Project Accounti I ortoo1 Quest Ouest Home Sto 2 3 Vv Vv Vv KOY Accounting Syst pa n Reset Selected Reset All Save Close E fe lo gt User DAVE A start EE Sage 200 MMS51 20 e By 00 22 There is an additional screen that displays a grid containing all customers and the settings described above to allow rapid amendments to the customer settings without having to access the account maintenance screens for each customer See parameters section for explanation of the columns The Reset All resets the values on ALL customers to those as defined in section 1 1 The Reset Selected button does the same as the Reset All button but ONLY for the customers with the tick box on the left of their account number ticked so that any user selected combination of customers can be reset toge
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