Ideal Online Documentation

25655 A/R MAINTENANCE
AR4-08 Salesman/Operator Master

 

PURPOSE

 

The salesman/operator master maintenance program is used to add, modify and delete salesman, cashier and operator codes. A salesman code is referenced by each customer and indicates which salesperson is responsible for this customer. Salesman codes are also referenced in the sales order entry program when generating a sale. Operator codes are referenced in various processing programs. Cashier codes are referenced in the cash till sales entry program.

 

Salesman statistics which are updated though the sales order entry program are displayed on the second screen of this program. Each product can be flagged to indicate whether or not sales statistics used for profit margin analysis are to be affected on the salesman master file. Products flagged as such update the INVOICING OTHER $ field on the salesman master file, which in turn affects salesman balances, salesman summary report and customer balances.

 

Salesman Master Maintenance is accessed from:

  • A/R Main menu
  • Ideal Utilities menu

 

PROCEDURE

 

When you select Salesman Master Maintenance at the Accounts Receivable menu the A/R operator master maintenance screen displays.

 

OPERATOR MASTER MAINTENANCE DISPLAY

┌────────────────────────────────────────────────────────────────────────────────┐
│06/16/07                    D E M O   C O M P A N Y                             â”‚
│                          OPERATOR MASTER MAINTENANCE                           â”‚
│                                                                                â”‚
│     OPERATOR CODE         _____                                                â”‚
│     STORE                                                                      â”‚
│                                                                                â”‚
│1 OPERATOR NAME                                                                 â”‚
│2 SALESMAN (Y/N)                                                                â”‚
│3 CASHIER (Y/N/G)                                                               â”‚
│4 USUAL CASH TERMINAL                                                           â”‚
│5 USUAL CASH DRAWER                                                             â”‚
│6 RESERVED                                                                      â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│F2 TO SCAN; F4 TO END; F9 FOR OPERATOR BALANCES;                                â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘

OPERATOR CODE
F2 TO SCAN; F4 TO END; F9 FOR OPERATOR BALANCES;

 

Enter the code of the operator you wish to add, modify or delete.

 

To add a new code see ADD A CODE. To modify or delete an existing code see MODIFY AN EXISTING CODE.

 

 

[F2] to display next operator code on file.

 

[F4] to exit and return to the A/R menu.

 

[F5] to display operator codes for selection.

 

[F9] to display the operator balances screen.

 

 

ADD A CODE

 

If you enter a code which is not defined the following prompt displays.

 

** NOT ON FILE. DO YOU WANT TO ADD ? (CR=YES/F2=NO):

 

[Enter] to add a new code.

 

The program will step you through each field (see FIELDS below). Once all fields have been entered, the following prompt is displayed:

 

 

** OK TO UPDATE? (CR TO UPDATE; F2 TO MODIFY; F4 TO BYPASS):

 

[Enter] to accept and update.

 

[F2] to modify.

 

See MODIFY AN EXISTING CODE below.

 

 

[F4] to not add the code and return to CODE field.

 

[F2] to not add a new code.

 

You may enter a different NEW code, an existing code or press [F4] to exit.

 

 

 

MODIFY AN EXISTING CODE

 

When you enter an existing operator code the following prompt is displayed.

 

** FIELD NUMBER TO MODIFY;'P' FOR PRINTOUT;'D' TO DELETE;'B'FOR BALANCES:
   CR TO CONTINUE.

 

[Enter] to not modify the code and return to the CODE field.

 

Enter the number of the field you wish to modify.

 

Once you have modified the field data (see FIELDS below) press [Enter] to return to this prompt where you may enter the number of additional fields to modify or press [Enter] again to end modifications.

 

 

[Enter] when modifications are complete.


** OK TO UPDATE? (CR TO UPDATE; F2 TO MODIFY; F4 TO BYPASS):

 

[Enter] to accept changes and update.

 

The file is updated and you are returned to the CODE field.

 

 

[F2] to make additional modifications.

 

You are returned to the FIELD NUMBER prompt above.

 

 

[F4] to cancel changes and return to CODE field.

 

"P" to print customer information.

 

The customer is flagged and you are taken to the print selection menu when you exit the program. You may flag multiple customers for printing and all will print in the same report.

 

 

"D" to delete the code.

 

** OK TO DELETE? (Y/N):

 

"Y" to delete the code.

 

"N" to not delete the code.

 

"B" to display balances screen.

 

See FIELDS BALANCES SCREEN.

 

 

 Example Operator Master Maintenance Screen display:

┌────────────────────────────────────────────────────────────────────────────────┐
│06/16/07                    D E M O   C O M P A N Y                             â”‚
│                          OPERATOR MASTER MAINTENANCE                           â”‚
│                                                                                â”‚
│     OPERATOR CODE         AL                                                   â”‚
│     STORE                 01 - IDEALWARE STORE# 1                              â”‚
│                                                                                â”‚
│1 OPERATOR NAME            AL    - UNKNOWN                                      â”‚
│2 SALESMAN (Y/N)           Y                                                    â”‚
│3 CASHIER (Y/N/G)          Y                                                    â”‚
│4 USUAL CASH TERMINAL      1  CASH TERMINAL '1'                                 â”‚
│5 USUAL CASH DRAWER        A                                                    â”‚
│6 RESERVED                                                                      â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│** FIELD NUMBER TO MODIFY; 'P' FOR PRINTOUT; 'D' TO DELETE; 'B' FOR BALANCES: _ â”‚
│   CR TO CONTINUE.                                                              â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘

 

FIELDS OPERATOR MASTER SCREEN

 

OPERATOR CODE

 

Enter an alpha/numeric code of up to 5 characters.

 

A suggested format for the code is: first three characters of the person's last name plus the first two characters of the person's first name.

 

Example: JOHN BARKER --> BARJO

 

 

[Enter] to clear the display and return to OPERATOR CODE field.

 

When you clear the display the following prompts are available.

 

[F2] to display next operator code on file.

 

[F4] to exit and return to the A/R menu.

 

[F5] to display operator codes for selection.

 

[F9] to display the operator balances screen.

 

STORE

 

Enter the code of the store/location where the operator works.

 

If the operator works at multiple stores/locations, the operator must be set up for all.

 

 

[F5] to display location master inquiry for selection.

 

When adding a new operator code you will be prompted to confirm after entering the store code.

 

** NOT ON FILE. DO YOU WANT TO ADD ? (CR=YES/F2=NO):

 

[Enter] to confirm and advance to the next field.

 

[F2] to cancel and return to the OPERATOR CODE field.

 

OPERATOR NAME

 

Enter the operator's name.

 

You may enter up to 30 alpha/numeric characters.

 

 

SALESMAN (Y/N)

 

"Y" for salesperson.

 

This operator will be able to generate sales via the sales order entry program.

 

 

"N" for non-salesperson.

 

CASHIER (Y/N)

 

"Y" for cashier.

 

This operator will be able to process payments via the cash till sales entry program.

 

 

"N" for non-cashier.

 

"G" for a generic salesperson.

 

This is a non-cashier salesperson.

 


USUAL CASH TERMINAL

 

Enter the cashier's usual cash terminal number.

 

Applicable for cashiers only.

 

 

[F5] to display cash terminals for selection.

 

USUAL CASH DRAWER

 

Enter the cashier's usual cash drawer code.

 

Applicable for cashiers only.

 

 

 

 

Example Balances Screen display:

┌────────────────────────────────────────────────────────────────────────────────┐
│06/15/07                      D E M O   C O M P A N Y                           â”‚
│                            OPERATOR MASTER MAINTENANCE                         â”‚
│                                                                                â”‚
│     YARD CODE             01      IDEALWARE                                    â”‚
│     OPERATOR CODE         BARJO   JOHN BARKER                                  â”‚
│     SALESMAN (Y/N)        Y                                                    â”‚
│     CASHIER (Y/N)         N                                                    â”‚
│                                                                                â”‚
│                           MTD       YTD        LYR                             â”‚
│ INVOICING SALES $      79,585   594,850    819,393                             â”‚
│ INVOICING CARTAGE $       988     8,978     12,687                             â”‚
│ INVOICING C.O.G.S.     66,150   493,460    661,912                             â”‚
│ GROSS PROFIT $         13,434   101,390    157,481                             â”‚
│ GROSS PROFIT %           16.9      17.0       19.2                             â”‚
│                                                                                â”‚
│ DIRECT SALES $              0         0          0                             â”‚
│ DIRECT CARTAGE $            0         0          0                             â”‚
│ ADJUSTMENT $                0        52-       370-                            â”‚
│ PAYMENT $             191,053   458,611  1,011,242                             â”‚
│ DISCOUNT $                 36     2,391-    12,169-                            â”‚
│                                                                                â”‚
│                                                                                â”‚
│** ENTER CR TO CONTINUE, F4 TO END:                                             â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
** ENTER CR TO CONTINUE, F4 TO END:

 

[Enter] to clear the display and return to YARD CODE field.

 

[F4] to exit to menu.

 

FIELDS BALANCES SCREEN

 

There are no editable fields on this screen.

 

STORE CODE

 

Displays the applicable store code.

 

OPERATOR CODE

 

Displays the applicable operator code.

 

SALESMAN (Y/N)

 

Displays the salesman status.


CASHIER (Y/N)

 

Displays the cashier status.

 

The following fields display sales information for the current month to date (MTD), current year to date (YTD) and previous year to date (LYR) as updated in the order register and update program.

 

Depending on your system configuration, when a sales order entry invoice is updated the sales statistics either go to the customer's responsible salesperson or on the salesperson who created the sale.

 

INVOICING SALES $ (MTD/YTD/LYR)

 

Displays invoicing sales dollars.

 

INVOICING CARTAGE $ (MTD/YTD/LYR)

 

Displays invoicing cartage (delivery) dollars.

 

INVOICING C.O.G.S. $ (MTD/YTD/LYR)

 

Displays invoicing cost of goods sold dollars.

 

GROSS PROFIT $ (MTD/YTD/LYR)

 

Displays gross profit dollars.

 

Gross profit dollars = invoicing sales dollars less invoicing cost of goods sold dollars.

 

 

GROSS PROFIT % (MTD/YTD/LYR)

 

Displays gross profit percent.

 

Gross profit percent = (gross profit dollars divided by invoicing sales dollars) times 100.

 

 

DIRECT SALES $ (MTD/YTD/LYR)

 

Displays direct sales dollars.

 

When a direct billing invoice is updated the sales statistics go to the salesperson code entered in the direct billing program.

 

 

DIRECT CARTAGE $ (MTD/YTD/LYR)

 

Displays direct cartage (delivery) dollars.

 

When a direct billing invoice is updated the sales statistics go to the customer's salesperson code.

 

 

ADJUSTMENT $ (MTD/YTD/LYR)

 

Displays cash receipt adjustment dollars.

 

When a cash receipt payment is updated the sales statistics go to affected invoice's salesperson code. If a new invoice is created via the cash receipts program (for example, a credit note), the sales statistics go to the customer's salesperson code.

 


PAYMENT $ (MTD/YTD/LYR)

 

Displays cash receipt payment dollars.

 

When a cash receipt payment is updated the sales statistics go to affected invoice's salesperson code. If a new invoice is created via the cash receipts program (for example, a credit note), the sales statistics go to the customer's salesperson code.

 

 

DISCOUNT $ (MTD/YTD/LYR)

 

Displays cash receipt discount dollars.

 

When a cash receipt payment is updated the sales statistics go to affected invoice's salesperson code.