Software Release Notes
BMS Retail System
Release Notes v1808.2 – Q4 In Progress
Sales Processing:
- The User Lock message alert that pops up in Quote and Order Entry when another User is currently in that file is now displaying the Date and Time of when the User accessed the Quote or Job. This should help better determine whether someone is actively in the file or if the lock needs to be cleared. See example below:
- In the View Committed/Committed Inventory feature, the system now includes Unassigned PO’s in the On Order field.
- This feature was added to the system in a prior update, but does not appear in any documentation, so we’ve added here to make everyone aware and it will be added to the main Sales Processing manual, as well as a KB article in the Help Desk. In the Customer Address Notes screen, on Page 1 only, if you type an “*” before the line of type, these Notes will appear on the printed Work Order. Below is an example:
- The Print Material and Labor separate option, when checked, will print two separate documents, one with Material and one with Labor. The documents will be noted with an “M” and an “L” next to the Order #. The Group Labor Into One Line option, when checked, will display a single “Installation” line with a total for all Labor. This option will work in conjunction with the one above, also.
- Where Bundling has been activated and using SSP printing, there are a couple of new options in the View Bundle and the Quote, Agreement, and Invoice document printing screens. Those options appear as follows:
The first allows for printing lines that have not been bundled in full detail and the second allows for grouping bundled Labor Lines into one single line on the document.
- In the Credit Memo option, you can now Rebill selected Credited Lines to another Job. This option appears as a checkbox above the Rebill Credit Lines option as follows:
In order to select this option, you must first select the Rebill Credit Lines option to enable and then select the new Rebill To Another Job feature. Once selected, you will continue the Credit Memo process as you normally do, but at the very end, the system will prompt a new Job containing the selected Lines using the next available Job Number.
- The Graphical Work Order once again allows editing of the “Pre Staged” quantity amount while in the Pre-Staged Work Order mode. See screenshot below:
Also, when moving a Work Order from Staged to Shipped, there is a new option to allow for partial shipments. If multi-bin is on, the User will have to select which Bin to ship from. If multiple inventory records are assigned, you will also need to select which record. When finalizing, the newly created Partial Shipped Work Order will print and it will ask if you want to print the new Revised Staged Revision. Additionally, you can now rename completed Work Orders that have not been cancelled or closed or where any lines have not been partially shipped, as in the scenario described above.
- In the Invoice Selection Screen of the Invoice module, if a User is allowed to see Costs, a total Margin field will display at the bottom left of the screen, just under the Total field and will calculate the total Margin for all Lines selected. On each Line, a Margin and Cost column already display relating to each Line.
- A new module has been added to the Sales Processing Menu as follows: Projects. This module is available to all customers, but may only apply to commercial or multi-family focused businesses. This module was designed to allow for grouping together multiple Orders (and Quotes where applicable) for the purpose of tracking costs, margins, sales, change orders, and billing. In order to see this new module, it must first be turned on via a Company Control 4 option that appears in that menu as follows: Activate Projects Module. There are also a few new User Control 7 options relating to this module that have been explained below in the System Maintenance section. When you enter this module, the screen will appear as follows:
The cursor will be positioned in the Name field. Begin by entering a name description for the Project. This can be edited at any time. In the Contract Amount field, if you know the contracted total, enter it now. If that info has not been finalized, you can leave blank in the beginning, but you will need to enter that info at some point to track data properly. The Job Total field will display a running total of any Orders that appear in the screen below and the Remaining field will track the under/over difference between the Contract Amount and the Job Total amount. To add existing Quotes or Orders to a Project, right-click in the white display box to prompt the following menu:
Click Add Order to Project to begin. The system will prompt the Sales Processing screen for you to locate an applicable Order for the Project. Double-click on an Order to select. Please Note: If an Order is tied to another Project, a message will prompt to that effect and you will not be able to select. If any Quotes have been created that will be included in the Project, those can be added in the same manner. A Quote will not impact totals in this screen unless you check the box at the top right that appears as follows: Include Quotes. The View Order/Quote option will prompt the Order or Quote so you can make edits and then return to the Projects module. The Remove From Project option will allow you to untie an existing Order or Quote from the Project. The Cost Review option will prompt the Cost Review screen and include data for all existing Orders. Please Note: if a User is not allowed to see Costs or is not allowed to use the Retail Cost Review feature via the User Control 3 option, they will not have access to the Cost Review feature in this screen. The Change Order option can be used to identify a Job or Quote that should be designated as a Change Order on the Project. If you highlight the applicable Job or Quote and click on this option, a “Y” will appear in the Change column of the screen above.
Once all Jobs/Quotes have been added to the Project, you can view the total Cost, Sell, Profit and Margin in the designated fields above. You can also view commission data for the entire Project. The Function menu at the top left will prompt the following options: Close Project, Open Project, Lock/Unlock Project. There are User Control 7 options (explained below) that determine which Users will have access to these options. The Close and Open options impact the entire Project., and will typically only be used to Close upon completion of the entire Project, and Open only if necessary. Neither of these options impacts billing or sales analysis in any way. The Lock/Unlock feature allows a User to Lock the entire Project and prevent anyone from adding or removing Orders/Quotes, or making changes to the Contract Total or Total Sale. The E-Docs button at the top left can be used to attach documents relating to the entire Project. It will not display any E-Docs on individual Quotes or Orders tied to the Project.
In Order and Quote Entry, when Projects is enabled, a new Project tab will appear next to the Job Detail tab and will display the Project name, basic data, and includes a button to View Project as follows:
- In the Quotation Listing export to Excel, three new columns of data have been added as follows: Ship To City, Ship To State, and Job Status.
- In both the Sales Tax Reporting Details and Sales Tax History export to Excel, the detail now includes the Branch ID for each Invoice. Also, in just the Sales Tax Report History option, an enhancement was made specifically for a client in Canada, but has been made available to all BMS clients. A new checkbox—Excel Invoice Detail—has been added that will enact this change when checked. The purpose of the export is to assist with Sales Tax Audits of PST/GST tax. This export data will include the following: Tax Code, C/I, Invoice, Date, Cust.ID, Job Type, Sls ID, Job Number, Job Line Number, PO Br, PO #, Vendor Name, Vendor Invoice Number, and Material Cost Per Line.
Inventory Control:
- Using Server-Side Printing (SSP), the Inventory Daily Branch Transit Report will display Barcodes at the Line Level. See example below:
Bar-code Management and Printing:
- With the addition of the Android Handheld Wireless Device, the new tech allows for additional User Controls as relates to the Barcode Software program. These can be found in the User Web Dashboard screen in the System Control Maintenance module, at the end of the Install Web Calendar controls as follows:
- Using the new Android Handheld barcode device, you can now move “Staged” inventory to a new Location, provided the Work Order “Revision” is still open.
Job Cost:
- N/A in Q4.
Purchase Orders:
- In the main Purchase Order screen, you can now add permanent Ship To Addresses for multiple warehouse/shipping locations, and from within a PO, you can select these different Ship To locations without having to type the data each time via the Change Ship To Address button. In the main screen, under the Functions menu, you will now see a new option as follows: PO Ship To Address Maintenance. When you select that option, a selection box will appear as follows:
- :
You will need to create a Code for each address—this Code will display in Purchase Order screen when making a Ship To Address selection. Complete the address information and click Save to keep. At any point, you can enter back into any Ship To Address and set it to Inactive. In the Purchase Order Entry screen, you will now see a drop-down box next to the Ship to Address field as follows:
Use the drop-down box to select a different Ship to Address for the PO when applicable.
Installation System:
- In the Job Labor Maint. / Installer Payments module, access to Job Number Notes has been added once a Job has been selected as follows:
- In the Installer Maintenance module, two new fields have been added for the Language Translation feature. These fields will only be active if the Language Translation feature has been enabled in the Company Control 4 screen. The first is a drop-down menu option that appears just under the License ID field as follows: Language. Using the drop-down menu, select the default language for the Installer. To the right of that field, you will now also see a checkbox as follows: Auto Print Translated Notes on Work Order. When checked, where this Installer is selected on a Work Order, Notes in his selected Language will appear, even if another Language is selected in the Work Order print screen. This allows for multiple translated notes on a Work Order for each applicable Installer.
- For Multi-Branch operations, the Installer Payables History export to Excel has a new column as follows: Processing Branch. In many cases, when printing for a specific Branch, the User will want to know if the payable was processed in another Branch to ensure they are seeing all the applicable data.
- In the Customer Master Listing export to Excel, a new column has been added to display a Yardi Account #. This will only be relevant to Multi-Family dealers using RealPage and Yardi to upload invoices. The column will appear to the right of the existing RealPage (formerly Ops) column.
Accounts Payable:
- N/A in Q4.
General Ledger:
- N/A in Q4.
- As a reminder, BMS has announced that the Payroll System module will be retired at the end of this year, effective 12/31/19. A notice was sent via email to all current Payroll System customers, followed by personal phone calls to assist with the transition. Pensoft Payroll has partnered with BMS to provide a professional and affordable feature-rich alternative solution to processing payroll. If you would like additional information, you can inquire via support@rmaster.com. Or visit Pensoft.com.
- Although the ability to process payroll has been removed from the system, the Payroll menu will still allow access to all historical data, including reporting and W-2 reporting.
- A new Payroll Import (CSV) menu option has been added to the Payroll Menu and will take the place of all other menu options. The import module provides a direct interface between any third-party payroll processing software, including PenSoft, and the BMS System General Ledger. Using the approved spreadsheet format, payroll data can be uploaded via this module and will post to designated G/L Payroll Accounts. It will also generate a separate Payroll Journal that can be updated independently of the General Journal.
- N/A in Q4.
- N/A in Q4.
- N/A in Q4.
Special Functions:
- The OPS Invoice Export has been renamed to RealPage Invoice Export (formerly OPS) to stay in compliance with the name change made on the RealPage website. You will see this change reflected in the export screen as well. Also, the Branch ID is now exporting in front of the Invoice #.
- In the Vendor Café module, the Branch ID is now exporting in front of the Invoice #.
- American Olean has been added as a supplier. The accessory items will import into the same Product Code as Daltile, which is “xd.”
- Mannington has been added as a supplier for those accounts buying direct from the Manufacturer. The accessory items will import into a new Product Code for Mannington accessories as follows: y9.
- In the System Control Maintenance module, a new Company Control 4 option has been added and appears as follows: Activate Projects Module. This module is explained above in detail in the Sales Processing section. The Projects module has been added to help a Commercial and/or Multi-Family client to group together several Orders or Quotes into a single Project for cost, profit, and margin tracking purposes.
- In the System Control Maintenance module, a new Branch Control 2 option has been added as follows: Ignore Branch Pricing Control. The default setting for this control is “N” for no, so no change will happen for the User unless this control is set to “Y” for yes. In that case, it would allow for A-J and Special Pricing Mtc changes in All Branches without the User needing to be set up in all Branches. This control follows a recent change that was made in the system to not allow pricing changes in a Branch where the User does not exist when using those modules. This will override that change for applicable Users. While this control was created for a specific client, all clients now have access.
- A change has been made to the following Custom Menu: MENUSLSR.FIL. Users with this menu now have access to the View Audit option in Quote and Order Entry.
- There is a new User control 6 options that appear as follows: Allow to Override Max Daily Install Jobs. If enabled, this control allows the User to override the set maximum daily installation jobs as set forth in the Installation Scheduling Capacity Limits on Accumulator Codes feature.
- A new User Control 7 menu has been added to the System Control Maintenance module. Three new control options tied to the new Projects module have been added and appear in this menu as follows:
The first option, Allowed To Add/Edit Project $ Grand Total, controls who can access the Contract Amount field. The second option, Allowed To Add/Edit Quo./Ord. In Projects, controls who is allowed to Add Quotes or Orders to a Project as well who is allowed to Remove these from a Project. And the third option, Allowed To Lock/Unlock Projects, controls who has the ability to use the Lock/Unlock Projects option.
- In the Email Document Maintenance module, in the “Place Holders” options, we’ve added the following: Insert Branch Name.
API Add On & Miscellaneous programming notes:
- E-Docs have been added to the new Projects Module, explained in detail above. Once you select a Project from the main screen, you will see the E-Docs button at the top left.