This feature gives you the ability to assign a “User-Defined Code” in the COP line item screen for special tracking purposes. In the Order Line Item Entry Screen, the system will prompt you to enter a User-Defined Code. You can either press enter to skip this field or enter a valid code (F7 search key is provided). When posting invoices to A/R, the system will update COP Invoice History, User Defined Code/Year, and Customer User Defined Code/Year Files. This information can be used later for reporting and analysis purposes. We have also provided an initialize, export, import, and rebuild function for these three files.
Before setting up User Defined Codes. You must define what, where, and how you want to use them. To do this, go to:
Main Menu ® Util-Setup ® Global Setup ® Cop-Ctl ® User Defined Code. The following setup screen will then be displayed:
User Defined Code Setup Screen
Entry Field Descriptions
Type and Description
1. User Defined Code Literal
This question prompts you for the field literal that will display in the COP line item screen. For example purposes, the literal “CHARGE BACK” is used
2. Order Type For User Defined Code.
You can select the type of orders that will display the line item user defined code, “CHARGE BACK”. There are five options displayed at the bottom of the screen. You can press <Enter> to select ALL.
3. Update Quantity When Credit Memo
If you want to return item qty. back to inventory, enter “R”. If you want to give the customer a qty. credit, enter “C”. This option only applies to credit memos.
4. Validate User Defined Code
Answer “Y” to validate the User Defined code when entered in COP Line Item screen.
5. Allow User Defined Code To Be blank
Answer “Y” to allow users to enter a blank value.
6. Default To Previous User Defined Code
If you answer “Y” to this question, the system will use the code entered in the last order.
7. Print User Defined Code On Picking Ticket
Answer “Y” to enable this function.
Using User Defined Code
After enabling this function, you will need to define the “Charge Back” codes using the User-Defined Code file maintenance. To do this, go to:
Customer Order Processing ® Maintenance ® User defined code file
The screen that appears is where you define your codes, as well as the change, delete, and list functions. Some examples of user defined codes are COOP Advertising, Damaged Goods, Defective Merchandise, Direct Mail Sales, Telemarketing Sales, etc. With careful planning and forethought to user defined codes, these codes can be powerful reporting and analytical tools.
After defining your “Charge Back User Defined Codes” (Charge Back is just a literal expression) and you enter an order type as defined in the setup, the line item screen will display a “CHARGE BACK” for your input. At this field, we have provided an F7 key function to search for your codes. After posting invoices to A/R, the system will update the User-Defined Code/Year file and the Customer User Defined Code/Year file. These are the two files used for reporting and analysis.
Charge Back field 9 and F7 popup Search window display.
The User-Defined Code/Year file is divided into 12-month buckets. It displays the Sales Amount, Quantity, and Cost. You can print a listing based on a “CHARGE BACK” (user-defined) range and year range. This information can be used as an analysis tool.
To access this file: Customer Order Processing ® Yearly user defined file.
The Customer User-Defined Code/Year file is divided into 12- month buckets. This file is similar to the User-Defined Code/Year file. The only difference is that you can display information for a specific customer. It displays the Sales Amount, Quantity, and Cost. You can print a listing based on a customer range, “CHARGE BACK” (user-defined) range and year range. This information can be used as an analysis tool.
To access this file: Customer Order Processing ® yearly cust user Def code.
User-Defined Code Year/File Maintenance Screen
Customer User-Defined Code/Year File Maintenance Screen