Software Release Notes / Graphical Catalog / 11-3-2014 - Page 1 of 40

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Software Release Notes

RollMaster Retail System v1211.3

New Content as of June 2014

Sales Processing:

  1. A major new control has been added to the system that prevents a salesperson from seeing any customers, quotes, jobs, templates, etc., not associated with their ID. To use this feature, you must first enable a new User Control 1 salesperson option under the “Is this User a Sales Person?” control. That option appears as follows: Only Show Own Work. Set this to “Y” for yes to lock down a salesperson. One additional change to facilitate this feature is an update to the following existing custom menu: MENUAFB2.FIL. Customer Maintenance has been removed from this menu.

With the new switch enabled, in Order Entry, Quote Entry, Customer Maintenance, and Property Management, a salesperson will only be able to see and access data where their Salersperson ID is tied to the customer, quote, order, or template. If they attempt to manually access data, such as typing a Customer ID or Job/Quote number, etc., the system will prompt a message alerting them they are not allowed to view data for other sales people.

  1. A new item has been added to the Select Filter drop down menu. You can now sort the display data by Order Date. When you select this filter, the system will prompt you to enter a Beginning and Ending Date for the sort.
  2. The system is now tracking, via the View Job Audit and Audit Review features, the User ID of who created a job, along with all Users accessing the job, and also when a job is unlocked.
  3. In Quote/Order Entry, you can now enter/edit the Email Address field on the Ship To tab. When you click the Change Location button at the bottom of the Ship To tab screen, you will now see an editable Email field at the bottom of the Change Job Location box. Make sure you click Save before exiting to save any changes.
  4. When selecting an Install Date on an Order or when converting a Template to anOrder, the system will prompt you with a warning if you select the current date or a date in the past. The message appears as follows:Install date selected is in the past, are you sure?
  5. In the Add or Change a Line Itemscreen in Order Entry, a “Q” will display to the right of the Cost and Freight fields if those costs were entered in a commercial quote. You will see that information display as follows:

  1. An update has been made to the new Associated Products feature covered in the prior Release Notes. When a Private Label item is selected, the system will display the Private Label name throughout the system within the relevant Branch. This applies to both the Quote and Order Entry modules.
  2. When assigning material in Quote or Order Entry, the Inventory Review screen now displays a “Physical On Hand” quantity next to the Qty Available column as follows:
  1. The Remnant assignment feature in Quote and Order Entry has been updated to handle pricing differently based on User Control A-F Level permissions. If a User cannot sell below programmed A-F Level pricing, the system will check to see if the price entered is below what is allowed and adjust the price back to the stored price; otherwise, it will keep the new price entered if it equals or exceeds the stored remnant price.
  2. When a “free hand” labor or special charge line is added to a job,the system is disabling the View Catalog Item option from the right-click menu of that job line to prevent an error from occurring. Also, when adding a “free hand” labor item, you now have the ability to add an Accumulator Code(part of the recent installation schedule changes)for labor tracking in the new Graphical Installation Schedule module. An Accumulator Codedrop down menu now appears just above the Delete button in the Add or Change a Line Item box.
  3. In the Job History tab of the Order Maintenance screen, two new features have been added that appear as follows:

The first is the addition of a Job Lines Review button that calls up the Job Line Review program available from the Home Key menu. You can use all the same features when accessing the program from this button as you can from the Home key. The second is a Reprint Invoice / Credit Memo feature. If any Invoices or Credit Memos exist on a job, they will be listed in this box. You can highlight and double-click on any listed item to reprint.

  1. The Print Job Report in the Order Entry module will now export thefollowing to Excel: Job Type, Initials, Ship To City, Ship To Zip Code, and Territory Code.
  2. In the View Audit feature in the Order Entry module, the system is now keeping track of changes to the Sales Rep 12 fields. In the Line Audit screen that pops up when you select the View Audit feature, the system will now display these changes in the Status column as follows:

One additional change relating to this feature is a new sub-question in the User Control 1 screen of the System Control Maintenance module that controls who is allowed to make changes to the Sales Rep 2 field. See System Maintenance section below for further details on how to enable this control.

  1. In the Order Entry, Quote Entry and Property Management modules, the Reset Resultsfor Item Replacement option, available by right-clicking on a material line in the Find and Add Line Items screen, can now be accessed regardless of the line status, includingInvoiced lines. Previously, this would only prompt on lines with a blank Status column. This option provides a shortcut for selecting more of the same material on a job. Additionally, the Change Style and Color from Results Section Below option, which appears below the Reset Results option, is now prompting a Reset Price box with pricing details on the old and new line. You can change the pricing by clicking Yes in this box, rather than entering through the line and making the change.
  2. In the Order Entry, Quote Entry and Property Management modules, at the bottom of the Line Items screen, the Unit Price field is now showing three decimal places as follows:

  1. A new Batch Work Order Processing feature has been added to the system and is available from the Order Entry module. This feature will primarily be used by Property Management clients where Work Orders are typically printed at a high volume on jobs going out the following day. Batch Work Orders was designed for relatively simple jobs where all material and labor are shipping at once, as is typically the case with large volume PM customers. These jobs would also be “eligible” for Work Order printing, i.e., all material assigned, and in the case of customers using the Cut Sheet features, all roll goods have been cut. If these conditions are not met, a standard Work Order print may be required.

When you click on the Batch Work Order Processing menu option located at the top of the Order Entry screen, just above the new View Installation Schedule button, the system will prompt a Batch Work Order Processing screen as follows:

At the Branch(1)field, you can select ALL Branches, or switch to another Branch if applicable. At the Install Date Beginning(2)and Ending fields, select the day or days for which you will be printing eligible work orders. The Product Type(3)option can be used to display eligible Work Orders for a specific type of product. If you use this feature, the system will also prompt a second Product Type fields paired with an Or/And scenario option as follows:

In the scenario above, to print only CARPET, leave the default settings as they are. However, to see eligible Work Orders that include CARPETAnd VINYL, use the drop down menu to select And instead of Or, and change the second Product Type to VINYL. Work Orders that include both types of material may require standard Work Order processing. In this case, those should be printed prior to running Batch Work Order Processing.

At the Include Previously Printed Jobs(4)prompt, you can select this to view Work Orders that have been previously printed in the system. As soon as a Work Order successfully prints, it is “tagged” as previously printed. This option will prompt the Work Order to appear in the display screen, but will not automatically select it for Batch Processing. At the Eligible for W/O(5)field, the default is “Yes” to only display eligible Work Orders. However, you can select No or Both as additional options while you are making preparations for Batch Work Order Processing. If a Job is displayed in the “No” screen, it means the Install Date matches your date criteria, but not everything on the job is eligible for shipping on a Work Order. This will give you an opportunity to change the Install Date or correct the issue prior to Batch Processing. Once your view parameters are set, click the Build(6)button to display applicable jobs in the display screen as follows:

The data can be sorted by any of the column headings above; the default is Job #. The E-Docs column will indicate whether diagrams are available for printing with the job. The Type column pulls from the free-hand field in the Ship To Code screen. Many PM clients use this field to denote “Carpet,” “Vinyl,” etc. Prior to selecting jobs for batch processing, if you right click on a line, the system will prompttwo additional options from this screen as follows: View JobDiagrams. The View Job option will allow you to “jump” to that job in Order Entry and will then bring you back to this screen. The Diagrams option will prompt the E-Docs feature so you can access scanned diagrams to print where applicable.

Once you have determined which jobs to include in Batch Processing, you can select one of two ways. If all jobs in the display screen are eligible, you can click the Select/Unselect All button at the bottom right of the screen. You can also highlight and double-click on a job to select. Prior to beginning the Batch Process, you will need to run through the Print Prompts at the top right of the screen as follows:

These options are the same ones that appear during regular Work Order printing. Each selection will apply to all of the Work Orders within this batch. Once you click the Print button, the system will prompt the Print Work Order screen and begin printing each Work Orderone at a time in succession. This may take a few minutes, depending on the number of jobs. All Work Orders that print successfully will be “tagged” as printed so that you don’t duplicate Batch Processing.

  1. In the Invoice Print program, when printing graphical invoices, a change has been made to the system to allow for adding customer percentage terms by Branch. The “terms” feature prints a potentialfinance charge amount to be assessed for late payments and shows what the invoice total will be for future dates if not paid. It’s similar to the A/R Service Charge, but this feature doesn’t get posted to the customer’s A/R balance nor does it post to the system General Ledger. It also applies to all customers/graphical invoices printed across the board. To complete this setup, you will need to access the Branch Control level of the System Control Maintenance module to add terms data for each Branch. The last control option in that screen appears as follows: Print Finance Charge on Invoice. You must first set this control to “Y” for yes, and then the system will prompt a default percentage amount. You can type a new percentage and then save the change to activate. The new “terms” appear as follows on the graphicalInvoice:
  1. In the new Lead Processing module, the ability to Re-Open a Closed Lead has been added. This ability is tied to a User Control 5 permission and Re-Opened Leads cannot be converted to a quote or job (for reporting purposes), but can be edited, saved, copied to a new lead, and reclosed. The Re-Open Lead option is located under the Functions prompt of any closed lead as follows:

You will need to click OK at the “Lead Closed. Review-Only Mode” prompt to access the Functions menu. Also, in the Lead Report, the system is now tracking sales that flow from a new lead to a quote to an order. Previously, it was only tracking from lead to order.

Additional programming has been added to check for duplicate phone numbers in all fields, not just the phone field currently accessed. Any duplicates will prompt as soon as the field has been completed, rather than upon saving the data. If a duplicate is found, the system will prompt a Duplicate Phone # box with the Customer Name and Quote or Order information as follows:

To continue with the lead creation, click the Continue Creation of Lead button at the bottom right of the screen. Otherwise, you can click on an existing item, and if no dollar amount is listed in the column to the far right, you can select the lead from the list and then click on the Cancel Creation of Lead Go Into Selected Leadbutton. When that option is selected, the system will reset the JobStatus and Appt.Day/Time fields.

And finally, a new Cancelled checkbox has been added to the Lead Maintenance screen, but will only be seen and accessed by Users with permission. The Cancelled checkbox will appear to the right of the Branch field as follows:

To enable this option for a User, you will need to enable it in the User Control 5 screen under the Lead Options control. It will appear as a third question under that control as follows: Allowed to Cancel Leads. This new checkbox will be used for future reporting purposes.

  1. In the Property Management/Builders Templates module, a new “Ship To Address” column has been added to the main template view screen, to the left of the Unit Type column. Also, the Ship To Address now appears on the Print Template Report. Additionally, you can now copy a new line to all templates matching the current Customer and Ship To Code address. The new feature can be found under the Functions menu while in an existing Template as follows:

When you click on this option, the system will prompt the following Copy Line to Other Templates box as follows:

At the Line(1)field, type the Line # you would like to copy to another Template. The Copy Line Notes(2)option, when checked, will copy any existing comment lines over with the template line. The Insert(3)button will allow you to add the line to all applicable Templates at the specified line you enter when you click this button, or the first available spot if specified line doesn’t exist. You can skip the Insert button and click Add, and the system will add the line to the first available line on all applicable Templates.

  1. In the Salesperson Maintenance module, a new feature has been added to allow copying of one salesperson commission set up to all salespeople within a selected Branch. To access this feature, pull up an existingSalesperson Maintenance screen that will be the template for all other salesperson commissions. At the top left of the screen, under the Functions menu, is a new option that appears as follows: Copy Salesperson Commission. The system will then prompt a Branch selection box and default to the current Branch. Accept the default or select another Branch and click the Copy button.
  2. When exporting theInvoice Register – History to Excel, the export data now includes the User ID of the person who processed the Invoice. A new Invoiced By column appears to the right of the Invoice Date column. User IDs must be in use in order to see this data.
  3. Several new columns have been added to the Excel export of the Open Order Report. These new columns appear at the end of the existing exported date with the exception of the following: Order Line # appears next to Order #. The remaining new columns are as follows: Tax (Y/N), Tax Amount, Closed (blank if open, “C” if Closed), Invoice Date, Invoice (zero if no invoice), and Invoice Line. Additionally, a column for PO# when material is assigned appears after the last column. This will be one field listing all PO’s per line, including PO #, Line #, and any quantity remaining to be received, along with the ETA of arrival. Where there are multiple POs, you will see info on the first PO, followed by the second PO, and so on, separated by a vertical line referred to as a pipe character. Also, a new Print Option has been added and appears as follows: Do You Want To Include Closed Jobs? This option defaults to “No.”
  4. The Salesperson Commission Report Excel export data now includes the Job Branch ID.

Inventory Control:

  1. In Product Code Maintenance, you can now add Product Codes to any and all Branches where they do not currently exist. From the main Product Code Maintenance screen, highlight and right-click on a Product Code you would like to copy. The system will prompt the new option as follows: Copy Code to another Branch. When you select this option, the system will prompt a Branch Selection screen as follows: