The ability to call up this menu can be extremely helpful in a situation where you need to look up a key piece of information without exiting the Job or program you are currently in, or you can use this menu to save multiple keystrokes when you are trying to get your work done. Whichever module or feature you access from this menu, when you have finished, the system will return you to the exact point you were when the Home key menu was accessed. The only restriction is you cannot call up this menu if you are currently in a program accessed from this menu, or in other words you cannot hit the Home key twice. You will need to exit the program you called up from this menu and then you can hit the Home Key or click the Home button again to call up another program.
Items 1-7 and 10 are all modules that are explained in detail under the menu sections where they appear in the system. Items 8 & 9 can only be accessed from the Home button/key and they are explained in their entirety below.
Job Line Review- this option can be used to check the status of any Job in the system. When you access this option, the system prompts you to enter a Branch ID; if you have multiple Branches and a User enters a Branch ID they are not setup in, the system will not permit the User to access a Job in that Branch and will prompt a message alerting them to that fact. Once an applicable Branch ID is selected, the system will then prompt for a Job Number. If you don’t know the number, you can hit the F1 key to search by Customer ID instead. When you have selected a Job, a Job Lines Review screen will prompt, displaying all the lines on the Job as follows:
The column at the far right will display the Status of each line so you know status of the entire Job in an instant. Also, there are a few options at the bottom of the screen that will provide additional valuable information on the Job and will be explained below. If you hit any key, the system will return you to the screen you were in when you accessed the Job Line Review option. To jump to the Customer Status Inquiry module, normally accessed via Accounts Receivable, type a “C” for (C)ust Inquiry. To view Purchase Order or Roll Number information you can type an “O” for (O)nOrder Info. If inventory has been assigned to a line, the On Order screen will display up to 10 digits of the roll number, and for multi-Branch transfers, if the inventory is in transit from one Branch to another, the system will display a “P” next to the roll number. Additional notations on the On Order Info screen will appear as follows: “W” for items that have been completely shipped on a Work Order, “w” for items that have been partially shipped on a Work Order, and “I” if the item has been invoiced. The (J)ob History option (type a “J” to call up this option), also accessible from the Order Entry module, will display a listing of all Deposits, Invoices, and Post Cash Receipts payments that have been posted to a Job to date and also how those deposits/payments were applied to any Invoices on the Job, along with any applicable status, such as if a Deposit was deleted, adjusted, or returned by either credit card, cash, or company check—will show A/P in front of Adjusted. If refunds are given, this program will also list Credit Memo data as it occurs and if applied to any Invoices. Additionally, if a Job is Financed using the Finance Tender Code feature, this screen will list the amount financed and the Tender Code. If you wish to print this information, you can use the (F3) Print function displayed at the bottom of the screen.
The (N)otes option (type an “N” to call up this option) will call up the same series of Notes accessible from the Order Entry module, which has been explained in detail in that section of the documentation. The (A)ddress Information option (type an “A” to call up this option) will call up the “Sold To” and “Ship To” address information on the Job. The (F1) Assigned Inventory option will give you detail on the inventory assigned to each Job line. When you hit the F1 key, the system will prompt the following: Enter Line Number. Type in the line number you wish to view Assigned Inventory for and hit enter. The system will then display an Assigned Inventory screen as follows:
The Branch (Br) column will display the Branch in which the inventory is located; the Transfer (TR) column will display a “P” if the inventory is in transit; the History column will display an “H” if pointer records assigned to the Job have been moved to history; the Status column will display either Assigned, Work Ordered, or Invoiced; the Reserved column will show the amount reserved on the line; and the Shipped column will display any portion of the material that has been shipped on a Work Order.
Receive Money- this option will allow you to post a Deposit on any Quote or Job in the system on the fly from another Branch, as well as post a payment to any open Invoice from anywhere in the system. Please Note: The Payment Type Codes MUST be the same in all Branches for this to work. When you hit enter on the Receive Money option, the system will display the following menu:
Hit enter on the Receive money from customer option and the system will then display the following:
At the Cust ID field, if you don’t know the exact ID, use the (F1) key to Lookup an Order or hit the (F2) key to lookup a Quote. Once the applicable Job or Quote has been selected, if you are posting a deposit, all the fields, up to the Amount field, will automatically be populated. At the Amount field, type in the amount of the payment if it is different from the total amount that is being prompted. The rest of the fields work the same as taking a Deposit. Please Note: Payments can be backdated with User Control permission from this feature. Also, when a payment is made through this feature, the system will print an “R” next to the Job Number on the Customer Payment Register and Customer Payment Register History reports.
When you have completed posting the payment, the system will return you to the screen you were in when you first hit the Home key. On the Job or Quote, Deposits will be reflected and can be edited if there is any problem. The Deposit will print on the Customer Payment Register of the Branch you are in when you post the money for banking purposes, so for multi-Branch companies, the Deposit will be reflected in that Branch’s bank account.
If you are posting a payment to an Invoice, you should still use the Lookup (F1) Order option to locate the Job, even though it is invoiced and closed. The system will call up the first Invoice number on that Job and then prompt an Enter Item Reference box. Enter the Reference number for the payment such as a check number or credit card authorization number. The system will then place the cursor at the Amount field and prompt the remaining balance of the Invoice. Hit enter to accept if the amount is correct or override with the correct payment amount. Hit enter at the Payment Type field to prompt a Lookup and make your selection. You can then fill in the credit card information if that applies. Once you enter through this screen the payment will be posted and you will see it on the Customer’s Account, the Customer Payment Register and the Payment Distribution Report, just as if you had made the payment through the A/R Post Customer Payments module. You will also be prompted to print a Receipt before you exit the program.