System Period Control

Application Overview

This feature controls the date you enter for the A/R, AP, PR, IM, COP, PO, and GL modules.  It can prevent you from entering a date before or after the current period for each module. Keep in mind in order to access this function, user needs to access Global Setup. Global Setup is usually restricted to “Admin” or Elliott “Czar” (CFO, Controller…etc.) You should have an internal discussion on who should be in charge of changing the system period. Normally, this should be centralized controlled by CFO or Controller. Letting each user changing their own financial period is not advisable.

Run Instructions

Go to Elliott Main Menu à  Util-Setup à Global Setup à System  à System Period Control 

               System Period Control Setup Screen

Field 1.                        Enable System Period Checking?

Select “Y” to enable, “N” to disable.

            Fields 2-8.        Define the periods for each module

                                    Each module has 3 controls for date entry before or after the defined periods

                                    1.  “Y” = Warning Only  

                                    2. “N” = Not Allowed (Supervisor allowed to override)

                                    3. “X” = No checking      

NOTE:              Before setting a control to “N”, you should review the Not Allowed considerations on the next page.

Not Allowed Considerations

The following is a list of modules where the system date check will apply:

General Ledger

During the G/L Interface function, a starting date is required.  This field will be restricted to the current period.

Accounts Receivable

During add and change functions of Sales and CR/DR Memo Processing, each transaction requires a document date.  This field will be restricted to the current period.

During add and change functions of Cash Receipts Processing, each transaction requires a receipt date.  This field will be restricted to the current period.

During the calculate function of Finance Charges Processing, a document date cut-off is required.  This field will be restricted to the current period.

During add and change functions of Recurring Sales Processing, a starting date is required.  This field will be restricted to the current period.

Accounts Payable

During add and change functions of A/P Trx Processing, a distribution to G/L date is required.  Also, for “P” vouchers, a check date field is required.  Both of these date fields will be restricted to the current period.

During add and change functions of Recurring Voucher Processing, a starting date field is required.  This field will be restricted to the current period.

During the A/P Open Item Adjustment function with the “M” transaction type, a check date field is required.  This field will be restricted to the current period.

During the Print A/P Check function, a check date field is required.  This field will be restricted to the current period.

During the Void Checks After Posting function, a check void date field is required.  This field will be restricted to the current period.

Payroll

During the Print Payroll Check function, a check date field is required.  This field will be restricted to the current period.

During Manual Trx Processing, a check date field is required.  This field will be restricted to the current period.

Inventory Management

During the Inventory Transaction Processing function (batch mode only), a transaction date field is required.  This field will be restricted to the current period.

During the Posting Physical Count Tags function, a posting date field is required.  This field will be restricted to the current period.

Customer Order Processing

During the printing of invoices, an invoice date is required.  This field will be restricted to the current period.

Purchase Order

During the Receiving Processing function (batch mode only), a receipt date field is required.  This field will be restricted to the current period.

User Purge Control

Application Overview

This function controls the permission to purge 23 key reports.  This is primarily designed to avoid accidentally purging records before they have been thoroughly reviewed or archived. 

Run Instructions

Go to Elliott Main Menu à Util-Setup à Global Setup à System à User Purge Control      

User Purge Control Setup Screen 1

User Purge Control Setup Screen 2

Field 1.            Control User Purging

If you select “Y”, the first of two windows pop up with reports that you can assign purge permissions.  In the report pop up window, if you set a report to “N”, then that report cannot be purged until the flag has been re-set to “Y”.

User Purge Control Example

If a report is flagged “N”, The “Purge File” field defaults to “N” and the system will not allow access to this field.

Events Handling

Application Overview

Run Instructions

Elliott Main Menu à Util-Setup à Global Setup à Events Handling

Field 10:        Enable Stock Watch In Sales Desk

                        “Y’ will require setting up Stock Watch default values and parameters as follow:

                        Stock Watch Event Template ID

The Stock Watch Template determines what information will appear in the e-mail message.  In order to complete the setup, enter 999 and after the template is defined the Template ID must be updated

                        Automatic Prompt When Qty-Avail <=0?

If you answer “Y”, a popup window will prompt the user to ask the customer if they want to be notified when the item is received into inventory.

The default Qty-Avail is less than or equal to zero.  Calculation Formula:  Qty Avail  = Qty On Hand – Qty Allocated.

If “N” the user is still notified of an Insufficient Qty situation and can press the Options Key F5 to select Stock Watch.  This will open the Stock Watch Confirmation Box.

Default Value For Automatic Prompt

Select “Y” or “N” to be the default value for the Stock Watch Confirmation Box.

Will Stock Event Expire

Y =       The event will expire if not triggered (item not received into inventory).

N =       The event will remain active until triggered by an item received into inventory.

Prompt For Expiration Days

Y =       If the event is flagged to expire, the system will prompt the user to enter the number of days before the event expires.

N =       Do not prompt user.

U =       Use the number of default days without confirmation as set in the next setup field. 

Default No of Days for Expiration

Enter the default number of days.  If “Y” was selected in previous setup field, the user can override the default value.

Exclude or Include the Following Warehouses

I =        Enter warehouses to Include for this event.

E =       Enter warehouses to Exclude from this event.

            Blank input fields will include all warehouses.

                        Stock Watch Setup Screen 2

                        Confirm Salesman E-mail

Y =       E-mail address appears in Stock Watch Confirmation Box and allows the user to override the value if needed.

N =       E-mail address will not appear in Stock Watch Confirmation Box and no e-mail will be generated when the event is triggered.

S =       System uses the e-mail address from the Salesman’s file and this field will not appear in the Stock Watch Confirmation Box.

Confirm Customer E-mail

Y =       E-mail address appears in Stock Watch Confirmation Box and allows the user to override the value if needed.

N =       E-mail address will not appear in Stock Watch Confirmation Box and no e-mail will be generated when the event is triggered.

S =       System uses the e-mail address from the Customer File/Contacts and this field will not appear in the Stock Watch Confirmation Box.

Confirm Admin E-mail

Y =       E-mail address appears in Stock Watch Confirmation Box and allows the user to override the value if needed.

N =       E-mail address will not appear in Stock Watch Confirmation Box and no e-mail will be generated when the event is triggered.

S =       System uses the e-mail address defined below and this field will not appear in the Stock Watch Confirmation Box.

Admin e-mail

Normally the e-mail address for a sales manager, customer service representative or sales assistant that follows up on triggered events.

Confirm Contact

Y =       Contact name appears in Stock Watch Confirmation Box and allows the user to override the value if needed.

N =       Contact name will not appear in Stock Watch Confirmation Box.

Confirm Phone

Y =       Telephone number name appears in Stock Watch Confirmation Box and allows the user to override the value if needed.

N =       Telephone number will not appear in Stock Watch Confirmation Box.

Enable User Defined Prompt 1

Y =       Enables prompt as defined below

N =       User defined prompts will be N/A and not appear in the Stock Watch Confirmation Box

Prompt 1 Question

            User defined literal, up to 30 characters in length

Prompt 1 Answer

            Customer response, up to 30 characters in length

Enable User Defined Prompt 2

Y =       Enables prompt as defined below

N =       User defined prompts will be N/A and not appear in the Stock Watch Confirmation Box

Prompt 2 Question

            User defined literal, up to 30 characters in length

Prompt 2 Answer

            Customer response, up to 30 characters in length

Enable User Defined Prompt 3

Y =       Enables prompt as defined below

N =       User defined prompts will be N/A and not appear in the Stock Watch Confirmation Box

Prompt 3 Question

            User defined literal, up to 30 characters in length

Prompt 3 Answer

            Customer response, up to 30 characters in length

Stock Watch Setup Screen 3

            The following template variables are available to use when defining the Stock Watch Template

      The fields flagged “Y” are template recommendations.

Stock Watch Template

Before proceeding, the user should already be able to create a Specific Event with e-mail Type Actions. 

Step 1.             Use An Existing Event or Create A New Event

From Inventory Item File Maintenance, Change Mode, open item Clock

                        Click the Specific Events Icon or press Ctrl-E

If an Event containing PO2002 Receive Item is listed, go to Step 3.  If not, Press F5 to find, highlight, and insert program PO2002 Receive Item to create a new event.

                        
Step 2.             General Window

There is no need to enter anything here since we only need to define an event template.

Step 3.             Click E-mail Tab

If Template notification message appears, select No.

In E-mail message window click Templates and select New

            Step 4.             Complete Template

The data input fields for Stock Watch Template Variables are automatically filled in and do not prompt the user for input as do the Specific Event Templates.

Step 5.             Save Template

                                    Note Template Action-ID #38

                                    Do Not Press “Use Template”

                                    Press Cancel (Template has already been saved)

            Step 6.             Update Stock Watch Setup For Temple ID

            NOTE:              To complete the update you must enter through all three setup screens.    

E-mail Notification: Template ID 38

Salesman Copy = Call Customer and Get Order