What are the explanations for the Company Control 3 screen options in my Business Management Software (BMS) System?
When you enter the Company Control 3 level, the screen will appear as follows:
Control Explanations for Company Control 3 Screen:
Inv. Transfer –User in Branch- if this control is set to “Y” for yes, the system will not permit any Users to transfer and receive inventory, unless they are logged into the transferring Branch when sending inventory, and also logged into the receiving Branch when checking in the inventory.
Invoice Header used Prog. Billing- with this control set to “Y” for yes, the system will use the Header information that currently appears in the Invoice Header Maintenance module on any Progress Billing Invoices. It will also remove the “Terms” and “Due Date” information that appears on regular Invoices.
A/R Statements – Zip Under City- with this control set to “Y” for yes, the customer zip code will print directly under the city name on the A/R Statement, which is the way the Canadian Postal Service requires postal codes to appear if not on the same line.
A/R Statements – Print Cust. ID- with this control set to “Y” for yes, the Customer ID will print above the customer name on the A/R Statement.
The next two controls are tied together and only apply to special pre-printed forms that must be ordered. They appear as follows: “# of lines to Print – Quote” and “# of lines to Print – Invoice.” If you wish to receive further information on these special order pre-printed forms and how to use these controls in conjunction with those forms, please contact your BMS Trainer or a member of our Customer Support team. Otherwise, leave these controls set to “00”.
Prompt Ship To in Installer Pay- with this control set to “Y” for yes, when posting labor payments in the Job Labor Maint./Installer Payments module, the system will automatically prompt the Job Name, Addr 1, and Addr 2 data located in the Ship To box on the job.
Order-‘Are you Sure?’ on Edit- with this control set to “Y” for yes, in Order Entry, when you make changes to key fields, the system will prompt the following: Are You Sure? This change was added so that mistakes could be caught on fields that are important for job look-up and sales purposes. This change affects the following fields: Job Location box fields, Work Qty column, Sale Qty column, Price column, and this message will also prompt when Unassigning material or when detaching from a PO.
Update Accum. Items Job Costs?- type a “Y” for yes at this prompt if you would like to have job cost records changed for cost changes made to accumulator items (where inventory is automatically merged and cost averaged) in A/P Open Item Maintenance. This is the way the system works currently. However, if you would prefer that no cost changes be made to accumulator items from A/P Open Item Maintenance on job lines that have already been invoiced, meaning no adjustments will be made automatically to salesperson payables, sales analysis, or job cost journal records, then you can prevent that by typing an “N” for no at this prompt. Cost changes will still be allowed for un-invoiced job lines.
Print Subtotal only On Quote- if you would prefer to only see the subtotal on the Quote, along with the statement “Plus applicable Taxes,” you can set this control to “Y” for yes. If you don’t wish to make a change, simply leave this prompt set to “N” for no.
Add line if PO has no ORD lines- if this control is set to “Y” for yes, the system will allow access to an existing PO from the Order Entry module, as long as no lines on the PO have been ordered and the PO is no more than seven days old.
Slsperson Job Listing – exclude- this control will allow you to exclude certain Product Types from the Salesperson Job Listing report. If you don’t wish to utilize this control, simply enter through the prompts. However, if there are some Product Types you would like to exclude, when you enter through this control, the system will prompt the following:
The Product Type field is tied to the Product Code Maintenance module. You will not get a look up box from this screen, so you will need to know the exact Product Type in order to type it in one of these three fields.
Print Graphical Logo on docs- if a graphical logo exists for the Company, but you do not want it to print on any graphical documents, type an “N” for no at this control.
Make QB Export Branch Specific- if you would like to export data to QuickBooks separated by Branch, type a “Y” for yes at this prompt.
Require Deposit to print W/O- if you type a “Y” for yes at this control indicating that a Deposit must be posted on a job prior to printing a Work Order, the system will then prompt an Enter Deposit Percent box. Type in the lowest percentage of deposit amount you would like to be posted on a job before a Work Order can be printed. If you are using the Credit Control functionality in your system, this control will not be applicable on customers that have been issued credit in the system.
Allow Sales Lines not in Box Qty- to allow items sold by the box to be broken up among sales lines, type a “Y” for yes at this control.
Auto Set Budget Quote/Template- with this control set to “Y” for yes, the system will automatically write a budget record of all existing lines on the Quote or Template as soon as it is converted into an Order, without anyone having to use the “Set Budget” option in Order Entry. This means that the “Budget vs. Actual” features within the system will generate more accurate data. If you do not wish to use this feature, leave the control set to “N” for no.
Accumulate Inventory by Bin Loc- this control was added so that inventory value could be accumulated by Bin Location rather than by the entire inventory record. This control will only work if you are adding a bin number or description in the “Bin Loc” field of each inventory record. Set this control to “Y” for yes to utilize this feature.
Print Bill of Lading for W/O- with this control set to “Y” for yes, the system enables a much more comprehensive and detailed Bill of Lading document that requires setup via the Bill Of Lading Maintenance module, explained below in the Document Maintenance section. This switch will turn off the Work Order, and instead prompt the Print BOL option. Prior to activating this control, first make sure this is a document you will even use as it only applies to certain customers shipping material out, much like a wholesaler, and second, please review the separate Bill of Lading documentation prior to utilizing this feature.
Special Pricing for Property Mgr- this control will allow you to program Special Pricing by Property Manager, and should only be enabled for those clients using the Property Management/Builders Template module. With proper setup in the system, special pricing can be created and then pricing changes will instantly take place for all templates tied to a Property Manager. Please consult your BMS Trainer for additional help with Special Pricing features.
Allow OTC Jobs to carry balance- this control will likely remain set to “N” for no for most BMS clients, but there are a few will. This is because they like the quick functionality of the Over the Counter sale feature (OTC Job), but they also have customers with credit accounts, so they don’t want to be forced to collect payment upon invoicing in the Over the Counter sale feature. Those BMS clients, where the above applies, will set this control to “Y” for yes.
Activate Invoice Discounts by PC- this control allows you to add an A/R Early Payment Discount percentage in the system by Product Code. This applies mostly to BMS clients functioning as distributors, whereby they can offer a discount on carpet, but not on hard surfaces, though anyone can use this feature if they choose.
Activate CARE for Company- this control turns on a feature that is only applicable for BMS customers selling carpet in the state of California. CARE stands for Carpet America Recovery Effort, and basically requires that retailers buying and selling carpet in the state of California collect and remit an assessment on each carpet job sold in the state from customers to suppliers. This feature must be activated in the system for any company that sells carpet in California, whether it pertains to only a small portion of jobs or all jobs. To activate the CARE feature, you must first set this control option to “Y” for yes, and then save your changes prior to exiting. The next step will be to access the Branch Control menu to continue the activation process by entering through a couple of prompts to set up defaults within the system. Additionally, you will need to enable the CARE User Control option for applicable Users. Instructions for these next steps appear below, in the sections referenced. And finally, to complete setup, you will need to access the Product Code Maintenance module for all applicable material Product Codes and click in the Care checkbox. The CARE Reporting module can be found in the Special Functions menu.
If you have not done so already, you will need to create a Special Charge Product Code such as “HC” or “FR” for use with this functionality. That code should be entered in the Enter Product Code For Alternate Freight field, as in the example above. In the Exclude from Commision field, type a “Y” to exclude these freight costs from job cost and commission cacluations throughout the system. On printed customer documents, the selected code will print the word “Freight” in the subtotal section. Also, this charge will be grouped with Fees/Tax, much like the CARE program, explained above.
Display Job Cost Journal Dtl – AP- this control is tied to the A/P Open Item Maintenance module. Type a “Y” for yes to display Job Cost Journal Detail. To prevent the Job Cost Journal pop-ups, you can set this control to “N” for no. This will then allow the system to display a message as follows: Job Cost Journal created – review Sequence range xxxxxx thru xxxxxx. While the system is working, a message window will appear as follows: Analyzing Job Cost – Please Wait.
Print branch # -PO # on PO print- this control will default to “N” for no change. However, if you would like the printed PO to display the Branch ID next to the PO # at the top of the PO, set this control to “Y” for yes. As an example, if set to “Y” you will see the following displayed at the top of the printed PO: P / O # 1 – 110092.
Customer Mtc. Required Fields- this control allows you to set a customer’s Email, Phone 1, City, State, and/or Zip Code as Required fields of entry. If you set this control to “Y” for yes, the system will run through a series of five prompts for you to set each to your preference.
When you have entered through the last field, the system will prompt the following: Company Control 3 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.