What are the explanations for the Company Control 2 screen options in my Business Management Software (BMS) System?
When you enter the Company Control 2 level, the screen will appear as follows:
Control Explanations for Company Control 2 Screen:
Use Job Line Number In W/O Print- if this option is set to “Y” for yes, the following changes will take place on the system Work Order: 1.) the printed Work Order will number the lines according to the order they appear on the job, rather than in the order they print on the Work Order. 2.) Comment Lines will not be given a line number on the printed Work Order. 3.) When you delete a line from the Work Order, any Comment Lines associated with that line will also be deleted. 4.) Any Comment Lines tied to a line that is not shipping will not print on the Work Order.
Overbill on Labor Catalog Items- if you would like to add an Overbill percentage to all Labor lines for job costing purposes, type a “Y” for yes at this prompt. The system will then prompt the following: Enter Overbill %:. Type in a percentage amount to add to Labor Catalog Item costs (Please Note: you must hit enter to get through this prompt). If you do not want to add an Overbill percentage, leave this prompt set to “N” for no. (A Lic.(ensed) Contractor option was added as a way to exclude Labor Overbill charges from all paid Labor Lines assigned to certain Installers).
Material Overbill by Inventory- if this control is set to "N" for no, then the only Overbill amount that will apply in job costing is the Overbill, if any, entered in the Catalog Maintenance module. Even if you add an Overbill via the Purchase Order module, it will not apply with this control set to "N." When this control is set to "Y" for yes, then if you add an Overbill in Catalog Maintenance, but the Inventory record does not have an Overbill amount, no Overbill amount will apply, because the system is only looking at Inventory Overbill and ignoring anything in Catalog Maintenance. However, if the Overbill is set up in Catalog Maintenance, that amount will prompt on the PO, and then flow through to the Inventory record when received, unless it is changed via the F5 Overbill function on the PO Line. Therefore, the best setting for this control is "Y" for yes, if you will be using Overbill for job costing purposes.
Use Private Labeling by Customer- with this control set to “Y” for yes, any Private Label names that have been set up in the system for a given Customer ID will display on all printed documents tied to that Customer ID.
Credit Control to Disallow W/O:- this option is a two-part control. If you type a “Y” for yes in the first field, it will turn on the Credit Approval Control feature in the system. With the Credit Control feature turned on, all jobs are immediately affected and the system will not allow the processing of a Work Order or Invoice on jobs where the customer is over their credit limit or has past due Invoices. (Please Note: there are two User Control features [explained below] that will allow certain Users to override the Credit Control status on a job-by-job basis.) If you turn on the Credit Control feature in the first field, but don’t want your C.O.D. customers with a zero credit limit to be affected, you must type a “Y” in the second field. The second field in the Credit Control feature will allow processing of Work Orders and Invoices on C.O.D. customer jobs, but only if they do not have past due Invoices on their account.
Mail Float Days,
Irregular return in W/O Print- this option allows you to return irregular sized roll remnants back into stock through the Work Order without affecting job cost. With this option enabled, you can put these remnants back into your stock without a cost, and then resell them at any price you wish, and the system will automatically handle inventory, commissions, and the G/L properly. To enable this control, type a “Y” in the first field of this prompt. If you enable this field, you will need to create a Product Code for your irregular returns such as “IR.” After you enable this prompt and add the new Product Code, the system will prompt the following: Enter Irregular Return %. If you type a percentage here, the system will use that percentage to determine the value of the item being returned based on the original sale price. If you don’t wish to use this part of the feature, hit enter through the prompt and you can price each irregular return item individually. This percentage of the irregular return will calculate against the original cost (not price) of the item and will put this value in the Overbill field of the inventory item itself. This is done so a cost value will be added to the item for job costing and commission purposes only and no value will go the General Ledger upon billing.
Activate Inventory Cut Sheet- this option will allow you to turn on the Cut Sheet feature in Order Entry, allowing you to assign cuts on each job using the F6 Floor Plan Comment Lines. It then sends that data to the Inventory Cut Sheet module in the Installation System menu. The Inventory Cut Sheet module interfaces with any Accu-Cut cutting machine, or you can simply make manual cuts for the system to keep track of on the Work Order and in Inventory Maintenance. With the control set to “N” for no, nothing will change in the system. If this control is set to “Y” for yes, the system will prompt several options to allow you to customize how the Cut Sheet feature can best work in your business. Not all of these may apply so read through them carefully and make sure you understand what each will allow you to do or not do in the system. The first prompt will appear as follows: Do you want to Allow Scheduling of Individual Cuts? If you click “Yes” at this prompt, the system will allow you to have multiple install dates for cut sheet purposes. The next prompt will appear as follows: Do you want to Allow Cut Sheet settings by Job Type? If you click “Yes” at this prompt, two Cut Sheet feature questions will be turned on and will prompt when eidting an existing Job Type or upon adding a new Job Type that will make those prompts specific to the Job Type. This will be more applicable for companies that perform Commercial and Property Management jobs and only want to use these features for Property Management jobs. If you choose to use this additional feature, after setting this prompt to “Yes,” you will need to access the Job Type Maintenance module in the Sales Processing menu to update the applicable codes. The two Cut Sheet feature questions (explained below) that display in Job Type Maintenance module appear as follows: “Force Inventory Reserves and Floor Plan comments to match?” and “Allow shipping on the Installer W/O without being first cut on the Cut Sheet?” Additionally, there is a User Control that determines who is allowed to set/change these prompts (see User Control section below).
Once you have entered through the first two prompts, a third prompt will appear as follows: Do you want to force Inventory Reserves and Floor Plan comment lines to match? If you select “Yes” at this prompt, the full Cut Sheet feature options will apply, and the next prompt will appear only where this prompt is set to “Yes.” That prompt will appear as follows: Do not delete Floor Plan comment lines when unassigning. This prompt, if set to “Yes” will prevent any existing Floor Plan Comment Lines from being deleted when material is unassigned on a material line with the Cut Sheet feature enabled. The next prompt will appear following a “No” response to the third prompt and after the above prompt: Do you wish to enter line Qty in Quote Entry by prompting the total of Cut qty’s entered? If you select “Yes,” the system will allow you to enter all of your quantities by room and then it will automatically create the Work Qty amount based on the total of those quantities. This will work for roll goods as well as hard surface items. In the Quote Entry screen, after you select a style and color, the system will prompt the Enter Floor Plan Cut Information box and place the cursor at the Area field. Type in the first area you would like to enter a quantity for and enter to the Qty field. Type in the amount and enter to prompt a new entry. When you have entered all quantities, simply hit the Esc key or enter once more through both fields, leaving them blank, and the system will generate the total in the W-Qty column. If you select “No” at this prompt, then the system will allow you to continue using the Inventory Cut Sheet module, but it will no longer force you to enter each cut in the Quote or Order. Additionally, you will be allowed to assign roll sizes that are smaller than the Work Quantity, meaning that you will be able to use two or more different rolls to fill the reserve on the line. With this option set to “Y” and “Yes”, the system will not display roll sizes smaller than the Work Quantity on the line.
The next option will appear as follows: Allow shipping on the Pick Ticket without being first cut on the Cut Sheet. This will NOT actually ship the material. If this option is set to “Yes,” then material can be shipped out on the Pick Ticket without first being cut via the Inventory Cut Sheet module. Also, the system will show the material as still residing in your warehouse. A similar but slightly different prompt will appear next as follows: Allow shipping on the Installer W/O without being first cut on the Cut Sheet. This is a live report that WILL ship the material. If you select “Yes” at this prompt, the system will consider the material shipped and will display in inventory as no longer physically residing in your warehouse.
Allow private label by branch- with this control set to “Y” for yes, you will be able to create Private Label styles specific to each branch through the Catalog Maintenance module. (See the Inventory Control section of the manual for additional information about this feature.) If you do not wish to use this feature, set this control to “N” for no.
Labor code to remove from Comm- this control will allow you to enter a Labor Product Code for which none of the labor catalog items under it will affect sales commission calculations. In other words, if there are certain jobs where you do not make money on labor and do not want to count that against your salespeople, you can set up a special Labor Product Code with Labor Catalog Items that can be used on those jobs and you will type that Labor Product Code at this prompt. If you use this feature, you need to understand how the commission calculations will look wherever you see Job Cost screens. The labor line total will display and be included in the Job Total, but the commission amount will not include any cost or sale as part of the calculation. For example, if one of these Labor Lines totals $100 on a job, and there is a Material Line totaling $300, the total job will show as $400. If commission is being figured as 10% of the job total, the commission amount would display as $30 and not as $40. If this feature does not apply to your business, simply enter through this prompt and leave it blank.
Warn about Deposit in P.O.- if this option is set to “Y” for yes, the system will pop up a warning in the PO to alert when an item is ordered for a job where the deposit doesn’t match the percentage amount you enter at this prompt. For example, if you require that all orders need a 50% deposit before material can be ordered, you can type “50” for 50%. The system will then prompt a warning in the PO if any material is being ordered for a job where the deposit is less than 50% as follows:
Please Note: This prompt is an alert only and will not prevent orders from being processed. Once you enter through the prompt, it will place you at the next field to order the PO. You should instruct your purchasing department as to what internal procedures to follow when they receive this prompt. Also, if a customer has a Credit Limit set up, this warning will not prompt, regardless of the deposit amount.
Remnant Commission- with this control set to “Y” for yes, the system will allow you to enter a salesperson commission percentage amount to apply to remnants (created through the Remnant feature explained in the Inventory Control section of the manual) that will figure commission even where there is a loss on the sale. For example, if the value of a remnant is $100, but you can only sell it for $50, you may still want to pay the salesperson a commission of 10% of the sale to encourage your salespeople to sell remnants. Also, with this control enabled, the remnant sale, even when showing a loss, will not affect salesperson commissions on the rest of the job. It will be paid in addition to the regular commission earned on the job.
Quote hold of different branch- this control allows you to assign inventory in a Quote from another Branch. With this control set to “Y” for yes, in the Select Inventory box, an option will appear at the bottom as follows: (F3) Select Other Warehouses. When you hit the F3 key, the system will prompt the following: Enter Another Branch ID to Check, or (F1) for All. Type in another Branch ID to check, or hit the F1 key to see available inventory in All Branches.
Assign to PO in a different branch- this control allows you to assign inventory from a PO in another Branch. With this control set to “Y” for yes, you can assign inventory from an “On Order” PO in another Branch.
Region Reporting- this control will allow you to group Branches together into Regions and then allow you to print several reports in the system by Region. You will need the assistance of a BMS Trainer or Support Personnel to perform the setup. Once all Branches have been assigned to a Region, you can then print important reports in the system by Region.
Initials Required- this control is tied to the Initials field in the Order Entry screen, located next to the Install Date field. With this control set to “Y” for yes, the system will require that an Initials Record be entered in the Initials field if an Install Date has been entered.
Job Cost for Payment Type Codes- when enabled, this control will allow you to add financing charges to your credit card Payment Type Codes for job costing purposes. It also impacts salesperson commissions and allows you to create Special Financing Product Codes-such as 6 Months Same As Cash- that can be added as line items on a job. For a complete explanation of how this control can be used, see the Payment Type Code Maintenance section of this manual.
Stop printing “Proposal” Text- when enabled, this control will remove the word “Proposal” from the top of the printed Quote. This control was added to accommodate customers using pre-printed headers.
Sliding Scale (Auto. Neg. Comm.)- when enabled, this control will automatically calculate negative commission for Credit Memos or negative margin Invoices based on the positive sliding scale commission rates you have set up. You should remove any manually entered negative commission rates if this is the case. If this option is not enabled, you will need to manually enter negative commission rates in the sliding scale box.
Invoice up to Deposit Balance- if this control is set to “Y” for yes, the system will check each time a line is selected during invoicing to make sure that you are not invoicing more than the Deposit balance. If you do go over the balance, a message box will let you know and automatically unselect the item. You do have the option of Partial Invoicing (see instructions in the Sales Processing section of the manual) and after doing so, the system will check the Invoice Total against the Deposit balance and unselect if the amount is over. You can then try Partial Invoicing again for a lower amount. Also, if the Job Total balance is greater than the Deposit balance, the “F3 to Select All” option will not be available.
Salesperson Commission Draw Paid- when enabled, this control will turn on the Salesperson Draw Maintenance module and accompanying reports in the Sales Processing Menu. Please see the Sales Processing section of the manual for complete instructions on using the Salesperson Draw Maintenance module.
P.C. for Special Charge Job Line- this control will allow you to add a Special Charge line on a Job to add a total percentage amount based on the Job total. For example, if you wish to add a flat 1% increase to a Job total, you will create a Special Charge Product Code first, and then enter a percentage amount in this control—the Product Code must be created prior to entering in this field. Once you enter your new Product Code in this control field, the system will then prompt the following: Enter Percent. Type a percentage amount for use with this control. Once this control is set up, once all lines have been added to a Job, click the Functions menu and select “Special Charge added to Job” option. The system will write a new line to the Job and calculate the amount based on the Job total and percentage amount entered here. To skip this control, simply enter through this field without entering a Product Code.
Sales Tax – Taxable Limits Set- in a couple of States, certain local Sales Taxes are only charged up to a set sale amount, and any amount after that is not taxed. What this control allows you to do is automate that process. For example, if there is a City Sales Tax that is assessed up to a sale amount of $2,500, but any amount over that $2,500 is not taxed, you can use this control to automatically calculate the correct tax amount to be collected. This control does require some set up before it can be used. Before setting this control to “Y” for yes, you must first create a Special Charge Product Code specifically for this control that the system will use to write a credit line to a job when the tax amount needs to be credited to meet the local tax requirements. You can use your Sales Tax G/L Account Number on the Product Code setup, but nothing will be sent to your financials during this process. When the Product Code has been set up, come back to this control and type a “Y” for yes, and then enter the Product Code. When you have saved your changes, you must then go to Sales Tax Code Maintenance in the Accounts Receivable menu and pull up the applicable Tax Code. There will be a new field in this screen that will appear as follows: Taxable Limit. Type in the total sale amount after which no Sales Tax should be calculated for this Tax Code. Please Note: If you create more than one Invoice on a job, this feature will work on an Invoice-by-Invoice basis, meaning that it will calculate on the amount of the Invoice and not the Total Job. For example, if the job meets the tax cutoff requirement, but you create a partial Invoice, whereby the total Invoice amount falls below the cutoff requirement, the full amount of tax will be assessed and the Invoice total will not impact the next Invoice.
Consignment Internal Company”, “…Company/Branch…”, “Consignment Read PO into Order- these series of questions are for companies that sell on consignment to their own companies. If this pertains to your company, please contact the BMS Customer Service Department for assistance with this setup and functionality.
W/O- Print PO on Inventory Items- this control was added to allow you to include the system PO Number to the Work Order print out for each material item. There is a similar control option in the Company Control 1 screen that appears as follows: Omit Vend. ID. & P.O. # from W/O. If this control is set to “Y” for yes, to omit those items, you can then set this new control to “Y” for yes to only include the PO Number and still not print the Vendor ID, which is the preference for most customers.
Print Contact Name on Invoice- in the Customer Maintenance module and in Order Entry, there is a Contact field used to add a contact name for a business. With this control set to “Y” for yes, the system will now print whatever is in the Contact field on the system Invoice.
Print Special Instr. – Open PO Rpt- with this control set to “Y” for yes, the system will display the content of the Special Instructions field from Order Entry on the Open P.O. Report. This control does not currently apply to the Open P.O. Report (for Faxing).
Print Service Chg. –Progress Bill- with this control set to “Y” for yes, any Progress Billing Invoice will display Service Charge verbiage, just as the system currently does on regular Invoices.
When you have entered through the last field, the system will prompt the following: Company Control 2 Save Changes (Y,N): _. You will need to type a “Y” for yes at this prompt to save any changes that were made in this screen. The system will then place the cursor back at the Select Option menu.