Q1 2019 Release Notes -- Final

Q1 2019 Release Notes -- Final
New as of 1/29/19, a System Control 2 option will force ALLCAPS when you log into BMS. With this feature enabled, you no longer need to worry about enabling the Caps Lock key, and the system will allow for upper/lower case in areas such as Notes, Headers, Footers, Emails, etc., where all caps is not required. Please see System Maintenance section below for details on how to enable in your system. Please Note: You will need to exit the system and enter back in for this feature to take effect once enabled.




  An Emailing feature has been added to BMS that allows for Emailing Customer and Vendor facing documents from the Print screens as an alternative to printing. Some setup is required and can be found in standalone documentation on the Desk Support website, or a copy can be requested from support@rmaster.com. Current BMS Print documents available to Email include Sales Agreement, Customer Receipt, Invoice, Customer Statement, Purchase Order, and EFT Remittance. Also, a Print and Email button has been added to the bottom of the Invoice program screen to allow for doing both functions at once. This will be available provided all the setup has been completed for Emailing Customers. Additionally, a Preview Document button has been added to the Email Attachments screen to allow for viewing attached documents prior to sending the Email.






 

1. The Batch Work Order Processing program now has a Job Status drop down menu to allow for Batch Work Ordering by Job Status. You will see this new field to the right of the Branch field when you enter the program. Make a Job Status selection prior to clicking the Build button.

2.    If the System Control 1 option, Auto-Compute Pad Quantity, is set to “Y” for yes, the system will first prompt the following in the Find and Add Line Items box: Pad Autocompute Active. You will then need to enter a Sale Qty and the system will automatically calculate a Work Qty based on completed setup. When changing a pad line, the system will now prompt a recalculate button (Re-Calc Pad) in the Change a Line Item box for pad items as follows:
 


If you enter a new Sale Qty, you will then need to click the Re-Calc Pad button to adjust the Work Qty.
3. If the Company Control 3 option, Order – “Are You Sure?” On Edit, is set to “Y” for yes, it will now work the first time through entering a new Line when a change is made to Work or Sale Qty, and not just during editing after the Line has been added. If a change is made, or if the Sale Qty is changed from the default, an “Are You Sure?” box will prompt.



 

1. When changing the Style/Color on a Line Item in an Order, Quote, or PM Template, using the Change Style and Color from Results Section Below option, the system will now prompt you to reset the price. A Reset Price? box will prompt as follows:

 
The default is Yes to Reset. Click No to keep the Old Price.
 

1. The Committed Inventory screen, introduced in the 1701.1 part 2 Release Notes, has been updated with a couple of new features. An Install Date column has been added. If multiple dates exist, it will display the first Install Date. Also, you will now see On Hand and On Order fields in this screen. Additionally, the View Committed option is now available in Quote Entry, Property Management / Builder Templates from the Template screen, Purchase Order Maintenance from a PO Line,  and in the Results Tab screen of Catalog Selection when you right-click on a Color. And finally, the Inventory Usage Report has a checkbox to include a Committed Inventory calculation, which will only work when exporting to Excel. That checkbox appears just below the Stocking print options.

 

1. A change was made in the system to prevent both the old text Work Order and new graphical Work Order from being utilized on the same Job. This has caused issues and is no longer an option. On any existing Jobs where this happened prior to new programming, a message will prompt notifying you to alert support@rmaster.com to correct. 

 

1. A few updates have been made to the new Graphical Work Order since the previous release. An update has been made with regard to Shipping Private Label material on the new Work Order. If the Company Control 2 option, Use Private Labeling by Customer, is set to “Y” for yes and a Private Label item appears on the Work Order, the printed document will display “-customer” instead of “-warehouse” at the Header level. See below:

 
Additionally, in systems where Multi-bin functionality is enabled, an update was made to display the locations of inventory on the printed document when the inventory has not been assigned. Also, you can now print Cut Tags (Barcode) from a Staged Work Order for each line. You will right-click to get to the Assigned Inventory screen, and then right-click on the Inventory to access the following option: Print Cut Tag (Barcode).
 

1. A Quick Invoice option has been added to Order Entry. This feature allows you to process an Invoice in BMS with only two steps, but it will only be available if all material lines are ready for invoicing. You can still Partial Invoice via the regular Invoice function, if needed. Once all lines are Job Costed, on a Job, you will see a Quick Invoice button at the top left of the screen as follows: 

 
When you click on that option, if any lines are not ready for invoicing, the system will alert you to complete that process. If all lines are ready, the system will prompt the Invoice Selection Screen with all line items selected. At this point you can click the Continue button at the bottom right and the system will instantly generate and print the Invoice. If the Continue button is greyed, or unavailable, it means that one or more conditions for invoicing in the system have not been met. Things to consider would be any User Controls that would prevent invoicing of a Job, such as material needing to be shipped on a Work Order, or whether the User can Invoice, or if the Deposit doesn’t equal a percentage of the Job, etc.
 

1. The Print Quote Report export to Excel now includes the Sales Rep 2 field.

 

1. The Cost Review feature in Quote Entry now allows for viewing and editing of Bundle Names at the bottom of that screen. You will now see that feature as follows:

 
This feature also allows for editing of the Margin by Bundle grouping and Total Sale by Bundle grouping by clicking each respective button and entering a new percentage or sale total.
 

1. When converting a Quote to an Order, the system is now performing a Building/Unit # duplicate check, similar to the process that is performed when converting a PM Template to an Order.

 

1. In the Lead Processing module, when exporting the Print Lead Report to Excel, the system will display a Dispo 1 and Dispo 2 column and any totals residing in the first two fields of that screen will export to these columns.

 

1. An upgrade has been made to the system to allow Sales Commission to be recalculated every time an Invoice is created on a Job. A new Company Control 4 option enables this feature. The first Invoice will calculate the way it normally does, but with any subsequent Invoices, the system will check all previous Lines invoiced and calculate commissions accordingly. This prevents a Salesperson from being over or under paid, based on Multi-Invoicing on a Job. 

 

1. The system now allows for splitting finance Payment Codes so that the Bank Reconciliation and the Customer Payment Register properly show the amount being deposited into the Bank Account and the split portion being charged as a Fee. (This is not active with the CIP Integration upgrade.) There is a User Control 6 option to determine who can override the Deposit Split %. That control appears as follows: Allowed To Override Deposit Split %. The setup takes place in the Payment Type Code Maintenance module. In the Add or Edit Payment Type box, you will now see a Split checkbox as follows:

 
You will need to add, unless you already have a Payment Code for which this update would apply, a Payment Code for the main Financing payment, such as SHAW 12MO DEFERRED. You will also need to add the Secondary Payment Type Code to send the split, such as ZZ (to send to the bottom of the lookup) for the Financing Fee. Be sure you know to which G/L Account you want to send this Fee to and make sure it is set up as a Bank Account before completing this next step. Please Note: This works independently of Job Cost, as you may wish to cost a lower percentage to the Job. Once the new Codes have been added, start with the new “ZZ” Payment Type Code. When you check the Split option, a new box will prompt for additional setup as follows:

 
You will only need to click in the Secondary box for this setup. Be sure to click Save prior to exiting. Next, enter into the Shaw, etc. Payment Type Code and click the Split checkbox in that Code as well. Leave the Secondary option unchecked in this Code. Use the drop down arrow to select the new “ZZ” Payment Type Code you just added. In the Split % field, type in the fee percentage you are charged for offering this finance option. This is the amount that will show as split/separate in the Bank Reconciliation module and that you can show as split on the Customer Payment Register. The completed setup should appear as follows:

 
On the Job, the system will write a two-line Deposit entry as follows:
 

1. A couple of changes have been made to the Alternate Bank Rec Group feature. The first change is that the system will not allow you add a Payment Type Code to an Alternate Group if the G/L Account doesn’t match the existing Payment Type Codes in that Group for the current Branch. In other words, it will not allow more than one G/L Account within a Group. The second is the addition of an Excel export to list each Code with details for easy reference. At the top left of the main screen, the option appears as follows: Payment Type Code Maintenance Report. When you click that option the system will prompt the following:

 
You can export by Branch, Format Code, and/or Splits Only, or leave the defaults to include all Codes.
 

1. The Open Quotation Listing export to Excel now includes the Job Type and the Sales Rep 2 data.

 

1. The Open Order Report export to Excel now includes the Quote #, Cust Addr 1 Phone #, and the Catalog Sequence #.

 

1. The Invoice Register – HISTORY export to Excel now includes the E-mail address on the Ship To Code.

 

1. The Sales Tax History export to Excel now displays a Taxable Sale column after the Total Sale column.

Inventory Control:

1. In the Catalog Product Selection box of the Catalog Maintenance module, the Read a Barcode Tab has been updated to include searching by Catalog Sequence #. When you click on this Tab, the screen will now appear as follows:

By toggling to the Catalog Seq option, you can type a Sequence # in the field to the left to search by that criteria. This option is available anywhere you can access the Catalog Product Selection box.

1. In the Inventory Review screen, records showing zero available inventory because material is assigned to a Job but still resides in the warehouse, will now display in the event that inventory needs to be used on another Job shipping sooner.
2. The A-J Pricing Table has been slightly redesigned. The box is wider to accommodate customized names for each Pricing Level. Also, the Special field now has a box, and where Special Pricing exists, the cursor will default to that box with a red box outline. Additionally, to the right of the Cut column, you will see either Margin or Product (Pricing) to denote where the price is pulling from. 
3. The Catalog Sequence # has been added to the Excel export for both the Inventory Listing and Inventory Valuation reports. 

Bar-code Management and Printing:

1. The Inventory Not Scanned Report (By Prod) Excel export data now includes Box Qty.

 

1. The 2” Catalog Landscape Barcode Label can now print Style/Color #. This can be enabled in Barcode Label Setup.

 

1. The PO Selection Process on the Handheld device has been updated with a couple of changes. The screen has been modified to allow for moving up and down with the arrow keys to make a selection. Also, when a new PO or PO Line is created via Barcoding, the PO will be tagged with a flag to denote it was generated via Barcoding. Additionally, in the Selection Screen, any POs that have the Barcode flag will display a “B” to the right of the PO#. And finally, upon entry into the Selection Screen, the first line that has a “B” flag will be highlighted/selected so that the User can hit enter to select that one, or they can use the arrow keys to access a different one, or press “N” for New.

Job Cost:

1. In the Master Lead Report, a checkbox has been added to Omit Unassigned Leads. The default setting will be unchecked, so this box will need to be checked to leave these Leads off the report. This checkbox appears at the very bottom of the print screen. 

Purchase Orders:

1. An Order Date has been added to the Select Filter drop down menu to allow for searching POs by Order Date.

 

1. The ETA Date column and fields have been updated to not populate a date until the PO has been ordered. These fields will display 0/00/00 until the PO is ordered.

 

1. On the graphical printed Purchase Order, the Dye Lot Requested field now appears.

 

1. In the Purchase Order Maintenance screen, if a line is deleted the system is now removing those lines and moving up any lines below rather than leaving empty lines, much like the updates to Order and Quote Entry. However, once a PO is ordered via B2B, this cleanup feature will no longer work.

Installation System:

1. In the Work Order Instruction Sheet module, an option to include Sheets on Staged Graphical Work Orders has been added. That option appears under the Functions menu as follows: W/O Settings. When you click that option, a Work Order Settings box will appear as follows:

 
To add Instruction Sheets, click the checkbox in the screen above. You can then set the number of Copies to print for the Graphical and for Batch Work Order printing.


Accounts Receivable:

1. The Print Statements module now has a New Graphical option for the printed statements. When you access this module and select a Graphical Printer, you will see a New Graphical checkbox at the top that will be checked by default. Also, a Due Date column has been added to the graphical print. 

 

1. The A/R Aging Report (Standard) export has two new Print/Export options. These options may be easier to view on the Excel export. These options will prompt prior to the Print Credit Limit option as follows: Print Ship To address for all detail lines and Sort by Ship To Code. Both options default to “N” for No. The first will include the Ship To data (Addr 1, Addr 2, City, State, Zip), and the second will sort the report by Ship To Code under each Customer.  

 

1. The A/R Aging Report (by Salesperson) export to Excel data now includes the Credit Status setting for Customers on both the Detail and Summary versions. 

Accounts Payable:

1. The Inventory Cost Change Report export to Excel now has four new columns for totaling results. Now when you export, you will see four new columns as follows: Total Original Cost, Total Original Freight, Total Changed Cost, and Total Changed Freight.
2. The Check Register History export to Excel now includes a Payment Type column. Additionally, a new Positive Payee Report format has been added specifically for Wells Fargo Bank. This is because they require a Routing #, see new setup in Account Maintenance/Inquiry below, in order to submit. That Format appears in the Check Register History Positive Payee Format drop down menu as follows:

 
General Ledger:

1. In the Account Maintenance/Inquiry module, when an account is identified as a Bank Account, you will now see fields for Bank Account # and Routing # as follows:

These fields will primarily be used in conjunction with submitting a Positive Payee report to your bank following a check run—please see Check Register History for more details. At this time, Wells Fargo is the only banking institution that requires a Routing #.  


Owner Functions:

1. N/A to date.

Management Functions:

1. In the Open Quotes Closed in Error module, you can now perform a Mass Unclose of Quotes by Branch and Close Date. When you enter this module, at the top left you will see the following: Mass Unclose Quote. When you click on this option, the system will prompt the following Mass Unclose screen:

 
You must select a Branch and a Close Date and then click Run. 

Special Functions:

1. The OPS Invoice Export module is now including CARE in the Tax and Total. This only impacts dealers doing business in the state of California.

 

1. A new Excel report has been added to this menu to allow for tracking sales by Vendor titled Vendor Sales. This will benefit multi-family dealers who need to report quarterly sales to the management companies they do business with. When you enter this module, the screen will prompt Vendor Sales screen as follows:

 
You can customize the export data by Customer, Property Manager, and Vendor, and then set a range of Invoice dates. The data that exports to Excel can be further customized to what you need to provide to each company.


Sales Analysis:

1. The Print Private Label Names checkbox has been updated. With this update, if Customer ID is selected and Style and Style/Color selections are made under the Customer ID selection and the box is checked, any Customer Private Label Names will prompt over Branch Private Label, otherwise it works the same, which is to print any Branch Private Label Names.

B2B Catalog Process:

1. New vinyl B2B Product Codes have been created to accommodate new widths. Those two new codes should be added as follows: 

 

1. WC Tingle is now live for B2B Catalog Import. A new B2B Product Code has been added for WC Tingle Accessories as follows: y3.

 

1. Phenix Flooring is now testing for B2B Catalog Import, however, they are only sending carpet styles at the moment. They will progress to other products once initial testing is complete. A new B2B Product Code has been added for Phenix Flooring Accessories as follows: y4. Please Note: Phenix Flooring is being selective--based on dealer volume---on which dealers they will set up on B2B during this initial phase. If you would like to be considered, please email us with your account number at support@rmaster.com. 

 

1. The system is now populating Box Qty and Sold By data on Carpet Tile (a7) items when importing, even if pricing is set to SY. 

  

System Maintenance:

1. A System Control 2 option was added a few releases back, but never documented. We are adding it here to make sure everyone is aware. It appears as follows: Use Sale Inv. Period for J/C Jnl: N. this control is only accessible if the Date Driven G/L functionality has NOT been turned on. If it hasn’t, this control defaults to “N” for no for everyone, and that is the recommended setting. If set to “N” for no, when a Job is Invoiced and the A/P Bills post, during the Review PO process, if costs are adjusted, the system makes a Job Cost Journal Entry to the period the Vendor Invoice is being posted and the cost is being adjusted. If set to “Y” for yes, the Journal Entry would post to the period the original Sales Invoice was processed, which could be the prior period or even a period before.
2. A new System Control 2 option has been added to the system and appears as follows: Force CAPS Lock (w/ Exclusions). The default setting for this control is “N” for no. To force ALL CAPS without turning on and off the Caps Llock key on your keyboard, set this control to “Y” for yes. Where ALL CAPS are required, the system will force capital letters. Where it is not needed, such as in Notes, Headers, Footers, Email, etc., the system will allow upper/lower case with this control enabled. Please Note: You will need to exit the system and enter back in for this feature to take effect.
3. A new Company Control 4 has been added to the system and appears as follows: Activate All Invoices to Date Com. The default setting for this control is “N” for no so that no change will occur unless enabled. If enabled, the way the system calculates commissions will change. Instead of calculating commission on each Invoice generated on a Job, when this control is set to “Y” for yes, the system will calculate based on Invoices on the Job to date. If there are multiple Invoices on a Job, the first Invoice will calculate based on the lines on only that Invoice. On the second Invoice, and subsequent Invoices, the system will take the lines on any previous Invoices into account and if adjustments to the Commission need to be made, those will be made to the most recent Invoice.  
4. A new Custom Menu, MENUVIEC.FIL, has been added to the system that only displays the Lead Processing module. This is a duplicate of an existing Custom Menu, MENUVIEL.FIL, but allows for creating two different groups of Users that can access the Lead Processing module and then being able to mass update User Settings for each group.