M9-AR-1244 Customer Warranty Database

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Synopsis

This Extended Solution adds a database for storing product warranty information by customer. Records can be entered directly into this database or from Sales Order Line Entry or Customer Maintenance. Sales Journal Update has been modified to write additional data to the warranty record.

Additionally, User Defined Fields have been added to Custom Office for Warranty Maintenance.

Custom Office must be activated.

Installation

Before installing any Extended Solution, please verify that the version level referenced on your installation file is the same version level as your MAS 90 MAS 200 installation. (For more information please call (800) 425-9843). It is recommended to have a complete and tested backup prior to installing any application on your Sage MAS 90 MAS 200 platform.

Extended Solutions Control Center

Installing any Extended Solution will add an Extended Solutions Control Center to the MAS 90 MAS 200 Library Master Utilities menu. When you open the Control Center, the following options will be available:

Merge Installation Files
Extended Solutions Setup options

Custom Office

If you customize your MAS 90 MAS 200, then you must run the Update Utility every time you install this Extended Solution.

Setup

Upon completion of software installation, you will need to access Extended Solutions Setup from the Accounts Receivable Setup menu. Select this part number, and the Setup screen for this Extended Solution will appear (Figure 1). Check the ‘Enable Extended Solution’ box to activate this Extended Solution.

Figure 1

Answer the following prompts:

CI ITEM MASTER UDF FOR NUMBER OF DAYS IN WARRANTY PERIOD: Specify the numeric type UDF that will hold the number of days a warranty item is in effect.

SO SALES ORDER DETAIL UDF FOR WARRANTY IMPORT LINK: Specify an optional string-type UDF that will be used to link warranty records to sales order lines when importing warranty records with Visual Integrator. Additional information is available in the Visual Integrator section of this manual (under the ODBC heading).

PRODUCT LINE THAT HOLDS WARRANTY ITEMS (BLANK FOR ALL): If you specify a Product Line, AR-1244 processing will be limited to items that belong to the specified product line.

You should visit this Setup screen after each upgrade or reinstallation of this Extended Solution.

Role Maintenance

The following Task has been added to Accounts Receivable, Setup Options:

Extended Solutions Setup

The following Task has been added to Sales Order, Maintenance Data Entry:

Warranty Registration Maintenance

The following Task has been added to Sales Order, Reports/Forms

Warranty Registration Listing

The following Security Event has been added to Sales Order:

Allow Full Edit of Warranty Registration (AR-1244)

Users who are authorized to run any of the above should be granted permissions for the prospective tasks and security events. Please review your security setup in Role Maintenance and make appropriate changes.

Operation

Warranty Registration Maintenance
Warranty Registration Maintenance has been added to the Sales Order Main menu (Figure 2).

CUSTOMER NUMBER: Specify the Customer Number for the record you wish to look up or create. A lookup into the A/R Customer Masterfile is available. A Customer zoom button has been added to the Customer List window.

A Warranty Registration lookup has been added to the right of the A/R Customer lookup.

ITEM CODE: Specify the Warranty Inventory Item. A lookup into the Inventory Masterfile is available. If you specified a product line in Setup, only the items belonging to that product line can be entered or selected. An additional lookup is located next to the Inventory Item lookup. The flashlight button will list all existing Warranty records for this Customer.

SEQUENCE NUMBER: If previously assigned, this field will be locked. If you are creating a record then click the # button to assign a Sequence Number to the record.

WARRANTY SERIAL NUMBER: Enter the Serial Number for the Warranty. This field is 15 characters. It does not interface with the Inventory valuation method Serial Number.

INVOICE NUMBER*: Specify the Invoice Number on which this Warranty Item was sold. This field does not tie to A/R Invoice History.

INVOICE DATE*: Specify the Invoice Date associated with this Invoice Number.

SALES ORDER NUMBER: Read only; you cannot manually enter data here.

SALES ORDER DATE: Also read only; you cannot manually enter data here.

END USER INVOICE NUMBER: If applicable, enter the end user’s Invoice Number. This field does not tie to A/R Invoice History.

END USER INVOICE DATE: If applicable, specify the End User’s Invoice Date

PURCHASE DATE: Enter the purchase date (MM/DD/YYYY).

EXPIRATION DATE: Enter the Expiration Date. During the sales journal update this field will default as the Purchase Date + the Item’s specified UDF value, but can be overridden.

RETURN DATE: Enter a return date whenever a return is made.

UNIT PRICE*: Enter the Unit Price associated with the purchase.

* You must be assigned to the Role ‘Allow Full Edit of Warranty Registration’ in order to modify the Invoice Number, Invoice Date, and Unit Price fields (Figure 2)

End User Constant Data may only be entered from Warranty Registration Maintenance. The serial number record must be entered in sales order entry first before End User information may be entered or modified for an open sales order,

FIRST NAME:

LAST NAME:

ADDRESS:

ZIP CODE: (will fill in the City and State)

CITY:

STATE:

TELEPHONE NUMBER:

Data field access changes based on whether a record is entered via Warranty Registration Maintenance or Sales Order Entry.

Warranty Registration Maintenance

New record: Customer No*, Item Code*, Sequence No.*, Warranty Serial No., Purchase Date, Expiration Date, Return Date, all End User fields.

* Key fields can only be set by creating new records.

Existing record: Warranty Serial No., Purchase Date, Expiration Date, Return Date, and all End User fields (Figure 3).

Sales Order

S/O Entry and S/O Invoice Entry: Warranty Serial No., Purchase Date, Return Date, all End User fields (Figure 4).
A/R Invoice History: Warranty Serial No., Invoice No, Invoice Date, Purchase Date, Return Date, and all End User fields (Figure 5).

Additional Field Access Notes

Sales Order No and Sales Order Date fields are always locked.
Invoice Number, Invoice Date, and Unit Price fields are always locked unless the user has the “Allow Full Edit of Warranty Registration” security event.

- Warranty records that are linked to sales order lines by virtue of being created by Sales Order Data Entry or imported using the VI import process described at the end of the manual will lock the “Expiration Date” field because the Sales Order Journal Update will set its value.

All the other fields, including UDFs, are available.

Warranty Registration Listing
Select the printer icon to access the Warranty Registration Listing. Selections include Warranty Serial Number, Customer Number, Customer Name, Invoice Date and Item Code (Figure 6).

There is no lookup on the Warranty Serial Number selection field.

Customer Maintenance
Customer Maintenance has been modified with a ‘Warr.’ button (Figure 8). Select it to access Warranty Registration Maintenance with the current Customer Number preloaded. Only existing records for this customer can be accessed or created here.

Sales Order Entry
The Sales Order Entry Lines tab has been modified with a ‘Warr’ button (Figure 9). This button will only be active for the Inventory item line type on a Standard or Backorder type Sales Order.

Click the button to access Warranty Serial Number Entry (Figure 10). You will need to enter or scan one serial number for every quantity ordered (or backordered for Backorders), regardless of the unit of measure on the line. The quantity of serial numbers entered does not have to match the quantity ordered to exit the pop up. Any changes to quantity ordered will pop up Warranty Serial Number Entry to allow the user to adjust the serial numbers manually.

If the item on the line does not belong to the specified Product Line, you will see the following when you click the ‘Warr’ button (Figure 11):

You will need to be associated with the Role of Create or Modify in order to enter Warranty Serial Numbers in Order Entry. Those with View rights will be prevented from entry.

No changes have been made to Sales Order History.

When the Sales Order is accepted, one record will be created in Warranty Maintenance for each Serial Number record on the line. The Customer Number, Item Number, Warranty Serial Number, Sales Order Number, Sales Order Date will default into the corresponding Warranty fields. The Sequence Number will increment by one for each Customer/Item/Serial Number record beginning with ‘00001’. The Purchase Date will be set to the workstation’s system date.

S/O Invoice Entry
When YES is selected at the ‘Do you want to ship the complete sales order?’ prompt in S/O Invoice Entry, the Shipped Quantity will default to the number of records in the line’s Warranty Serial Number Entry file rather than from the Ordered Quantity.

The Lines tab of Sales Order Invoice Entry has been modified with a ‘Warr’ button (Figure 12). Select the button to bring up Warranty Serial Number Entry (Figure 10) in inquiry mode. No changes can be made to Serial Numbers in Invoice Entry.

No changes have been made to Shipping Data Entry.

Sales Journal Update
The Invoice Number, Invoice Date, and Unit Price will be written to each line’s Warranty Registration record during Sales Journal update. The Warranty Expiration Date will be calculated as the existing Purchase Date + the value in the Setup specified CI_Item UDF associated with this item for Number of Days.

If the Quantity Shipped is less than the number of Warranty Serial Numbers for the line, the program will update the first X number of Serial records (where X is the Quantity Shipped). The remaining Serial Numbers will be associated with the Back Order.

If the Quantity Shipped is greater than the number of Warranty Serial Numbers for the line, the program will update only the existing Serial Number records.

Period End
When A/R Invoice History Header records are purged as part of A/R Period End Processing, the purge will check the Warranty file to see if there are any records for that Customer/Invoice Number. If so, then that Warranty Record will be deleted as well.

Delete and Change Customers Utility
When the Change function is implemented, the utility will also scan the Warranty Maintenance file and will replace the Customer Number as specified in the utility selection screen. No changes will be made to delete Warranty Maintenance records when the Delete function is used.

Custom Office
Two new User Defined Tables have been added, SO Warranty (AR-1244) and SO Warranty Listing Work (AR-1244) (Figure 13).

SO Warranty UDFs can be added to the Warranty Registration Maintenance screen and can be selected as a source for SO Warranty Listing Work.

SO Warranty UDFs can be sourced from the SO Invoice Header file or the SO Invoice Detail file by choosing the "SO_Warranty_001_bus:SO_SALESJOURNAL_UPD" business object source (Figure 13). The data will write to the UDFs during the SO Sales Journal Update.

SO Warranty UDFs can also be sourced from the SO Sales Order Header file by choosing the "SO_Warranty_001_bus:OnAcceptSalesOrder" business object source. The data will write to the UDFs each and every time the sales order is saved from SO Data Entry.

Forms

Each warranty record associated with the current order/invoice line has a duplicate workfile record. SequenceNo$ from SO_Warranty_001 is appended to the SortField; any information from SO_Warranty_001’s fields is copied into the workfile UDFs that you have set up. This is the same design that Lot/Serial Distribution uses to populate the workfiles.

You must modify your Crystal forms to use this information. Failure to do so will create duplicate lines for every line that has warranty information associated with it.

Sales Order Printing
Define a similar formula in your Crystal template, then use that formula in your suppression logic like invoice printing does.

Create a formula in Sales Order Printing, “SONoLineNo”, similar to “InvoiceNoLineNo” in Sales Order Invoice Printing.

SONoLineNo = {SO_SalesOrderWrk.GroupField} + {SO_SalesOrderWrk.SalesOrderNo} + {SO_SalesOrderWrk.LineSeqNo}

For Order printing, make note of the other detail bands in Invoice printing; they have suppression logic that includes the phrase PreviousValue({@InvoiceNoLineNo}) = {@InvoiceNoLineNo} It means “suppress this line if the last line had the same InvoiceNoLineNo value as this one”.

Then add the following suppression logic in Sales Order printing detail bands (like the noted detail bands in Invoice printing):

{SO_SalesOrderWrk.ItemType} = "4" or {@AllowExpandedItemCodes} = "Y" or PreviousValue({@SONoLineNo}) = {@SONoLineNo}

In addition, in Record Sort Expert (on the Report menu), add SO_SalesOrderWrk.SortField under SO_SalesOrderWrk.LineSeqNo.

S/O Invoice Printing
Set up SO Invoice Work UDFs which correspond to the SO Warranty file fields you want to print. For example, make a UDF_WarrantySerial and source it from the WarrantySerialNo field.

Modify your invoice printing template. This example is for the ‘Plain’ format. 1) Add a new Detail band “m” below Detail band “l”. 2) In the Section Expert for your new band, set up the Suppression logic to use this formula: formula = {SO_InvoiceWrk.UDF_WarrantySerial} = “” Your new band will print only if there’s a value in your UDF_WarrantySerial. 3) Add UDF_WarrantySerial to your new detail band.

AR Invoice History Printing
Supports the same formulas noted above; however data must still exist in the Warranty Registration file. Warranty information is only available in AR Invoice History Printing if detailed sales order history exists for the order from which the invoice was created.

ODBC Dictionary

The files listed below have been added, or changed, in the ODBC Dictionaries by this Extended Solution for Crystal Reports purposes.

Be aware that the ODBC Dictionaries may contain other files and data fields that will be unavailable without their corresponding Extended Solutions installed.

Visual Integrator:
The Warranty Maintenance Sequence Number field has the Operation for ‘Next’

How to set up the warranty records import that follows the Sales Order import
Set up a string-type SO_SalesOrderDetail UDF. We recommend the UDF is longer than 6 characters or the value used is alpha-numeric. The assigned values for this UDF must be unique within each sales order during your import.

Set the “Warranty Import Link” UDF on the Setup screen to the name of this UDF.

When you set up your VI Import Job for the warranty records, you also need to set up Perform Logic for the LineKey field. This Perform Logic will translate the UDF values in your import file into the appropriate LineKey value as it imports each line. It should be set up as follows (Figure 15):

Perform Type = Before Assign

File Type = Standard

Table Name = SO_Warranty_001

Column Name = LineKey

Sequence = 001

Command = ..\AR\AR_1244_VIPerform.M4P;SO_Warranty_001_Linekey_FB

On each line of your warranty import file, specify the UDF Value of the line you want to link each warranty record to.

You must import the ItemCode and SalesOrderNo fields before you import the LineKey field, because the Perform Logic will attempt to find a sales order line that matches the SalesOrderNo, ItemCode, and UDF value when it’s looking for a LineKey.

Implementation Helpful Hints:

VI will attempt to force the length of the LineKey you import to the dictionary-defined length of 6. If your UDF is longer than 6 characters, you can override this by using the Source Substring feature on the LineKey’s Import Field Properties box. Be aware that VI will often undo your changes any time you make changes to the Job.
Translation failures inside the Perform Logic will be logged to the System Activity Log, but they cannot be logged to VI’s job log. To get highly visible errors in case of a translation problem, please pick UDF values that could never be accepted as a LineKey (i.e., are not numeric or are longer than 6 digits).

What’s New

With the 06-05-09 release:

- Added Setup option “Product Line that holds Warranty Items (blank for all).”
- Added SO Sales Order Header as a data source for Warranty UDFs.
- Added Warranty Serial Number for Warranty Registration Listing selection

Upgrades and Compatibility

The installation CD is labeled with the version of the MAS 90 MAS 200 module for which this Extended Solution was prepared. This Extended Solution will check its compatibility with the appropriate MAS 90 MAS 200 modules and will be disabled if an incompatibility is found. If you upgrade your MAS 90 MAS 200 modules, this Extended Solution must be upgraded as well. Your MAS 90 MAS 200 dealer can supply this upgrade.

Documentation

Only changes made by Blytheco, LLC to the standard operation of Sage Software, Inc. MAS 90 MAS 200 have been documented in this manual. Operations not documented in this manual are standard procedures of MAS 90 MAS 200 processing. Standard MAS 90 MAS 200 processes, data entry screens, inquiry screens, reports, updates, etc., have not been changed unless addressed in this document.

Parts of this document may refer to the Specific Purpose Rule. When referenced, the described feature was developed for a specific client to its specifications and may not conform to generally accepted MAS 90 MAS 200 standards and procedures. These features may or may not benefit you in your application of MAS 90 MAS 200.

Acknowledgments

Revision Note: 4.4