Author: admin

Customization CR1527

New Customer/Vendor Security

Description of Need:

ACME needs to prevent associates from creating new customers and/or vendors, but still need the ability to make changes to existing records.

Description of Solution:

Navigation: Tools >> Setup >> Company >> Customer/Vendor Security

Field	Function
User ID	Enter or select a User ID from the lookup.
New Customer	Mark this checkbox if the User ID is allowed to enter a new customer into GP.
New Vendor	Mark this checkbox if the User ID is allowed to enter a new vendor into GP.

Customer ID Controls

A User ID MUST be listed in this table AND marked to add a new Customer in order to be able to enter a new customer into GP. If the user enters a Customer ID that doesn’t already exist in GP, they will be warned with the following message:

You do not have access to add this Customer.

The Customer ID field will then be cleared and the user cannot continue. If the Customer ID is already in the system, then no messages will be displayed and the user can continue.

Various windows within GP (ex. Sales Transaction Entry) prompt the user if they wish to add a new customer when one is entered that does not already exist:

This message box will still be presented, and the user will be allowed to click ADD, however when GP opens the Customer Maintenance window, the enhancement will step in and stop the add if the User ID does not have access.

Using this method will prevent the need to use an excessive amount of triggers and should ensure that all locations in GP and most third party products will trigger the enhancement to prevent creating customers.

As per the information in the Assumptions/Requirements section, many third party products will add Customers that will be captured with this method, but not guaranteed. Triggers can be added to the enhancement at an additional cost and are not covered under this estimate.

Vendor ID Controls

The Vendor ID Controls will function as described in the Customer ID Controls section.

Assumptions/Requirements:

1. The functionality described above will not work with eConnect, any software that uses eConnect, or any software that directly writes to, updates, or deletes from SQL tables.
2. The functionality described above is intended for the GP Desktop client.
3. National Accounts functionality is NOT used.
4. Advanced Distribution functionality is NOT used.
5. Unless otherwise noted in this document, reporting is not included in this estimate.
6. Unless otherwise noted in this document, Word Template functionality is not addressed.
7. Unless otherwise noted in this document, the enhancement will not integrate with 3^rd party products. Some examples of 3^rd party products would be:

• An ISV plug-in product including WilloWare products
• A dexterity customization designed by another developer
• Dynamics GP Modules including, but not limited to:
• Project Accounting
• MDA
• Analytical Accounting
• Copy functionality found in SOP, POP and Inventory
• Field Service
• Extended Pricing
• Manufacturing

For information on this design, or any other WilloWare customization or product, please contact us:

www.willoware.com/contact-me/

 

Customization DS1011

SOP Pricing by Zone

Problem Definition:

ACME is a non-profit who business is primarily Governmental Set Aside contracts in the state of Texas. They sell copy paper. They manually enter the Ship To Address on each Sales Transaction because any given Government entity might have a large number of Ship To addresses. For example, they might sell paper to the city of San Antonio, and the purchasing agent requests that the Order be shipped to a specific building.

ACME does not want to maintain a large number of separate addresses.

One aspect of the contracts is that there can be different pricing by Zone within the state of Texas, where each Zone contains multiple Zip Codes. ACME has created Price Levels in Dynamics GP that match the “Zone”.

ACME has two requirements:

1. They need a way to map Zip Codes to Price Levels (Zones).
2. When entering a Sales Transaction, automatically use the Zone Pricing, if it exists. Given the Ship To Zip Code, the system should check the mapping table to see if the Zip Code is mapped to a Price Level, and then if the Price Level exists for the Item the “Zone Pricing” should be used. If Zone Pricing does not exist, GP should use the normal default price level.

Design Features:

Zone Pricing

The installation process for the enhancement will create a mapping table. The table name will be provided in documentation when the enhancement is delivered. It will have two columns:

• Zip Code
• Price Level

ACME will maintain the table through the SQL Server. This information changes very rarely.

In Sales Transaction Entry, when an Item is entered, the enhancement will check for a Price Level assigned to the Ship To Zip Code in the mapping table. It will then check if the Price Level is assigned to the Item in Item Price List Maintenance:

If so, the enhancement will force Dynamics GP to use the Zone Price Level rather than the default Price Level for the Item-Customer combination.

Assumptions/Requirements:

• The functionality described in this document is intended for the Dynamics GP desktop client. Unless specified otherwise, all testing will occur in the desktop client only. Projects created in Dexterity should have a very high level of compatibility with the Web Client, but cannot be guaranteed without explicitly including additional time in the estimate for testing in the Web Client.

For information on this design, or any other WilloWare customization or product, please contact us:

www.willoware.com/contact-me/

 

Customization DS0448

Return Authorization

Problem Definition:

ACME supplies flowers to retail outlets. Expired product is collected from the retail outlets and recorded on a Return Authorization (RA) form. The RA form is then used to create a Return in GP.

Entering the RA directly into GP as a return is problematic for a couple of reasons:

1. There is not an item number on the products
2. There is additional information on each RA line that is important to ACME for reporting purposes

To identify a specific item from the RA, the Vendor Code/Pull Date column can be used to identify a Vendor in GP. Cross-referencing the Vendor to recent sales invoices for the customer will provide a list of possible item numbers. The user will have to pick from the list of possible options.

The user who enters the RA will not be the same person who approves the RA and creates a Return in GP. The ability to enter the RA should be separate from the ability to approve and submit RAs.

Design Features:

Return Authorization Entry

The Return Authorization Entry (RAE) window will be used to enter the information from the paper RA so that it is captured in GP (in the database.)

Navigation: Transactions >> Sales >> RA Entry

Field	Function
Credit #	The user will start by entering the Credit Number from the RA form. This must be a unique number. It cannot exist as an open RA, (not yet submitted), as an open SOP Return, or as a posted SOP Return. An existing RA can be selected from the Lookup. (See RA Lookup below.) If an existing Credit Number is entered, it will display the existing RA, or warn the user that the number already exists as a Sales Return. If the RA has already been submitted, it will open in the RA Inquiry window. (see below.)
Customer Number**	User will enter the Customer Number, or select one from the Lookup.
Customer Name	Displays the Customer Name
Return To Site**	The GP Site that the return will be created into. Required field
Date	Date from the RA
Store ID	Store ID from the RA
	Scrolling Window
	The window will function like the Sales Transaction Entry window, where it displays one line, and if expanded, the one line becomes very large, filling the entire scrolling window.
Line	Increments automatically. Not editable
Shrink Date	Date from RA line
Shrink Code	Drop-down list with these options: CO (Company Decision) DU (Double up) PPD (Past Pull Date) PQ (Poor Quality) RI (Replacement Item) NOTE: In the database, drop-down lists are stored as enumerated values.
Vendor Code	Vendor Code/Pull Date appear as one field on the RA form. However, since the software needs to attempt to locate a Vendor ID in GP using the Vendor Code, the Vendor Code must be entered separately. The Vendor Code is stored in the Comment-1 field on Vendor Maintenance.
Pull Date	A Julian Date code
UPC Code	The UPC Code is a “price point” code, and does not tie to an Item Number in GP. This will be a 10 character string field.
Size	10 character string field. User enters the quantity returned
	Fields in the Expanded Line view
Item Number**	User enters the GP Item Number if known, or selects from the custom Lookup. See RA Item Lookup below.
Item Description	When a GP Item Number is selected, the Item Description will populate. This field is editable and can be overridden by the user. This will flow through to the GP Return.
Vendor ID	If the Vendor Code maps to a Vendor, and the system can locate that Vendor, this will fill in automatically.
Vendor Name	Displays the Vendor Name.
Unit Cost	If the Item Number was selected from the Lookup, it will have linked the RA line to the originating SOP Line, and the cost will pull in from the originating sales line. If an item number was manually entered this will display the Current Cost from Item Maintenance
Extended Cost	Not editable. Displays Units Shrunk Unit Cost.
Unit Price	If the RA line is linked to a SOP Line, this displays the Unit Price from the SOP Line. Otherwise this is zero.
Extended Price	Not editable. Displays Units Shrunk Unit Price.
Unit of Measure**	Defaults to the selected Item’s Base Unit of Measure. User can change it by entered a different (valid) UofM for the item, or selecting one from the Lookup.
Price Level**	If the RA Line is liked to a SOP Line, this pulls in from the SOP Line. Otherwise it is the default Price Level assigned to the Customer, and if that is blank, the default Price Level assigned to the Item.

** Fields that are not required during RA entry, but must be completed before the RA can be submitted. See RA Submission below.

The expanded scrolling window:

RA Item Lookup

The RA Item Lookup is opened from the RAE window.

The window sorts by Date, then Item Number, so the most recent transactions appear at the top.

Field	Function
Vendor ID	If Vendor ID is empty on the RAE window, the lookup will show all items from “recent” sales invoices for the Customer for the last 30-days (by default). If the Vendor ID is populated on the RAE window, the Lookup will show items from “recent” transactions for that Customer where the Primary Vendor for the items matches the Vendor ID. A different Vendor can be selected and the window will refresh to show items where that is the Primary Vendor, or it can be cleared to display all recent sales lines for that Customer.
Find Item Number	The “Find Item Number” does a “contains” search on Item Number and Item Description for the string entered. As shown above, entering “GR” returns all items where the Item Number and/or Description contains “GR”.
Display Last	By default, it shows last 30 days. Other options are 60 and 90.

Return Authorization Lookup

The RA Lookup shows existing documents in either the open (not submitted) or history tables. When opened from the RA Inquiry window the Open/History setting will match the selection on the RA Inquiry window.

Find Credit Number does a “contains” search on the Credit Number field.

RA Submission

The RA Submission window is used to select RA documents to submit as Returns.

Navigation: Transactions >> Sales >> RA Submission

Field	Function
Mark/Unmark All	Marks all Ras that are not currently being edited in RA Entry. Unmark All unmarks all selected documents.
Credit Number Zoom	Zoom to the selected document in RA Entry.
Submit	Asks the user to confirm they are ready to create Sales Returns, then executes the RA Submission Process.

RA Submission Process

The Submission Process will work like posting from one of the GP Series Post windows. You cannot mark an RA that is currently open in the RA Entry window, otherwise all RAs can be marked.

As the process attempts to create a SOP Return from each RA it will perform data validation on the document, report any errors, and only submit documents where data is complete and accurate. When the process is complete, the RA Submission window will redisplay. If any RAs had errors, they will still remain in the window. Submitted RAs will no longer appear in the window.

Error Conditions:

• No Customer ID or Invalid Customer ID
• No Return To Site or Invalid Return To Site
• No Item Number or Invalid Item Number
• No UofM or invalid UofM
• Quantity Error. If the Quantity field contains a number that does not fit within the Item’s Quantity Decimals, it will be reported. For example, if the item is measured in LBS and has 1-decimal but the field shows 10.01 LBS, that is an error.
• If linked to a SOP Line, the SOP Line reference is valid
  • The document exists
  • The line exists
  • The Document Customer matches the RA Customer
  • The line Item matches the RA line Item

An Error Report will print showing the Credit Number and a description of the error. Line level errors will reference the Credit Number and Line Number.

ACME’s long term plans include deploying a wireless, handheld, web-based user interface for RA Entry. At this time, the assumption is that application would feed data into the RA tables in GP and that the RA Submission window would be used to create Returns from the RAs. The data validation routine is intended to ensure the RA has the minimum amount of valid data needed to create a SOP Return.

An important aspect of entering the RA is selecting the Return Item Number. This builds a link between the RA Line and the originating Sales Invoice Line so that the system can pull the original Cost and Price. This information is not, however, required to actually create a return. The web-based application should provide the ability to create this link to an origination sales transaction, or, after importing the web-data into GP the RAs will need to be manually handled on a per-line basis to select the originating SOP Line.

All SOP Returns will be created in a Batch Named as follows: RA_RET_YYYYMMDD (that is 15-characters, which is the maximum size of the Batch ID field). The Credit Number will become the SOP Document Number.

An RA Submission Report will print showing the list of RAs turned into SOP Returns. The submitted RAs will be moved out of the open RA tables into a matching set of History RA tables.

Return Authorization Inquiry

Navigation: Inquiry >> Sales >> RA Inquiry

This is a view-only version of the RA Entry window.

The OPEN/HISTORY radio buttons allow the user to look at unsubmitted or submitted RAs, respectively.

Assumptions/Requirements:

• Items must have a Default Site specified.
• A Primary Vendor must be assigned to the Default Site for each Item.

For information on this design, or any other WilloWare customization or product, please contact us:

www.willoware.com/contact-me/

 

Customization CR1532

Consolidated Customer Name

Description of Need:

ACME needs to group customers for reporting. GP does not offer an existing field that will serve this purpose. ACME would like this field added to the Customer Maintenance window and have the following properties:

1. Contain a lookup so that the user can select values that have already been entered for previous customers.
2. Contain user security so that only selected users can modify the value.

Description of Solution:

Navigation: Tools >> Setup >> Sales >> Consolidated Name Security

FIeld	Function
User ID	Enter or select from the lookup a User ID. User IDs entered into this window will have the ability to add or modify Consolidated Names.

Navigation: Cards >> Sales >> Customer

A new, read-only field will be added to the Customer Maintenance field labeled Consolidated Name. This field will be added using “virtual fields.” Virtual Fields are added at runtime and do not require modification to the window.

To add or edit the Consolidated Name, navigate to Additional >> Add/Edit Consolidated Name

Field	Function
Customer Number	Displays the customer from Customer Maintenance.
Name	Displays the name from Customer Maintenance.
Consolidated Name	Enter or select from the Lookup a Consolidated Name. This is a 64 character, UPPERCASE text field. Values entered here will not be validated against any other values stored in the database. If the Lookup is selected, the custom lookup window will display all distinct values that have been previously entered for other customers. Values will be displayed as entered.

Assumptions/Requirements:

1. The functionality described above will not work with eConnect, any software that uses eConnect, or any software that directly writes to, updates, or deletes from SQL tables.
2. The functionality described above is intended for the GP Desktop client.
3. National Accounts functionality is NOT used.
4. Advanced Distribution functionality is NOT used.
5. Unless otherwise noted in this document, reporting is not included in this estimate.
6. Unless otherwise noted in this document, Word Template functionality is not addressed.
7. Unless otherwise noted in this document, the enhancement will not integrate with 3^rd party products. Some examples of 3^rd party products would be:

• An ISV plug-in product including WilloWare products
• A dexterity customization designed by another developer
• Dynamics GP Modules including, but not limited to:
• Project Accounting
• MDA
• Analytical Accounting
• Copy functionality found in SOP, POP and Inventory
• Field Service
• Extended Pricing
• Manufacturing

For information on this design, or any other WilloWare customization or product, please contact us:

www.willoware.com/contact-me/

 

Customization DS0978

Miscellaneous Charge Detail

Problem Definition:

ACME is one of the world’s largest manufacturers of quality canoe, kayak, and stand-up paddles. They conduct both direct to consumer sales, and sales to resellers/distributors. The B-to-C line is handled through a web-store which integrates into Dynamics GP. The B-to-B line has some additional requirements that are not well addressed by GP.

The B-to-B line sometimes needs to record several “additional charges”, such as delivery fees or other processing fees. These cannot be added as additional lines on the transaction because they would be included in the Commissions Calculation and in the Payment Terms calculation.

The additional charges also need to post to separate GL accounts, and print on the sales documents (both open and historical).

Solution Overview:

WilloWare will add to Sales Transaction Entry the ability to record a list of additional charges. These charges will be an extension of the Miscellaneous Charges field in a new window called Misc Charge Detail.

When a Sale Invoice is posted, the enhancement will post a separate Journal Entry that reverses the credit to the Misc. Charges account, and instead posts a “detailed” miscellaneous charges transaction based on the Misc Charge Detail entries.

Design Features:

Misc. Charge Setup

Navigation: Tools >> Setup >> Sales >> Misc Charge Setup

Misc Charge Setup is used to record the Items that will be available in Sales Transaction Entry in the Misc Charge Detail window. The Item Numbers entered here must be Item Type = Misc Charges. No other Item Types will be allowed.

Field	Function
Item Number	Enter a Misc Charge Item Number, or select an Item Number from the Lookup. Only Item Type = Misc Charge Items will be allowed.
Cost	Displays the Item’s Current Cost

The window will also check that each Item has a GL Account entered in the Inventory Account field on the Item Accounts window. If the Item is missing an account, the user will be warned and not allowed to continue with the Item.

Misc Charge Detail Entry

The Misc Charge Expansion button will open both the Sales Tax Schedule Entry and the new Misc Charge Detail windows.

Field	Function
Item Number	Enter a Misc Charge Item Number or select one from the Lookup. The window will only allow Accept Misc Charge Items from Setup. The Lookup will only show the Misc Charge Items from Setup.
Description	The Description defaults to the Item Description from Item Maintenance, but it can be changed in this window. The changes do not affect the actual Item Description, but are saved with the Misc Charge Detail.
Cost	Defaults to the Current Cost from Item Maintenance, but it can be changed on this window.

The same Misc Charge Item Number can be entered multiple times, if needed. As shown above, there are two “shipping” lines.

Saving the Misc Charges will update the Total Misc Charge on the Sales Transaction Entry window, and if applicable, recalculate taxes.

When Misc Charge Details have been entered, the Miscellaneous field will be locked (not editable), and the background color will be yellow.

If the Misc Charge details are NOT entered, the user will still have the ability to enter a Misc Charge directly into the field.

SOP Transfers & Posting

When a Sales Document is transferred, the Misc Charge Details will come along with the transfer to the new document. The Misc Charge Details can be edited as needed on the new document.

When a Sales Invoice is posted, the normal SOP Posting logic will occur, which is to CREDIT the Miscellaneous Fees account from Sales Posting Account Setup for the total amount in the Miscellaneous field.

The enhancement will then create and post a second Journal Entry which DEBITS the Misc. Fees account, and CREDITS the Inventory Account associated with each of the Misc Charge Items listed in the Misc Charge Detail Entry window.

The Batch ID will be upper case User ID and the date (YYYYMMDD).

The Reference will be “SOP Misc Charge Detail”.

The Distribution Reference on each line will contain the SOP Number (i.e. STDINV2277)

The enhancement will also work for Returns. If Misc Charge Details are entered, the Debit and Credit are reversed from Invoice posting. For example, posting the Return DEBITS the Misc Fees Account, so the enhancement will Credit that account, and Debit each of the Misc Fee Inventory Accounts.

It is assumed that users will not manually change the SOP Distributions to create multiple entries for the Type = MISC distribution. Prior to creating the Misc Charge Detail Journal Entry, the enhancement will check that the amount posted to the Misc Fees account matches the Total in Misc Charge Detail Entry, and if not, it will NOT create the adjusting journal entry.

The Journal Entry Number will be recorded in the SOP Misc Charge Details table for reporting purposes.

Printing

When a SOP Form is printed, the Misc Charge Details will print in the body of the report as shown below:

NOTE: This example uses the Word Template because it was easy to mock-up the desired output. ACME uses GP reports and Liaison to email the documents.

For information on this design, or any other WilloWare customization or product, please contact us:

www.willoware.com/contact-me/

Customization DS1576

Minimum Order Fee

Problem Definition:

ACME needs to implement a rule on sales orders where if an order subtotal is below a specified threshold amount, a fee will be added to the order. This fee needs to be automatically applied, or automatically removed when an order is saved.

Design Features:

The following functionality will only be active for Sales Quotes and Orders.

Minimum Order Setup

Navigation: Tools >> Setup >> Sales >> Minimum Order Setup

Field	Function
Min Order Threshold	Enter the threshold value that will be used to determine if a fee is required. Any document subtotal that is below this amount will have the fee added. If the subtotal is greater than or equal to this amount then no fee will be added.
Min Order Fee	Enter the amount of the fee that will be added to the sales document.
Min Order Item	Enter the Item Number that will display on the sales order for the fee. The fee will be added to the sales order as a NON-IV item, so this value cannot be an item that already exists in the item master, but the field format must conform to SOP line-item rules, so will be an upper case string with a maximum of 30 characters.

Sales Transaction Entry

Each time a sales order or quote is saved, the enhancement will check to document subtotal. If the subtotal is less than the threshold amount, the user will be notified: “This order total is below the minimum order threshold of $XX and a minimum order fee will automatically be added. Do you want to continue?”

If they click CANCEL, the save operation will stop and the user has the ability to add more items to the sales order to take it over the threshold amount.

If they click CONTINUE, the non-inventory item from the setup window will be added as the last line of the sales document with a quantity of 1 and a unit price equal to the min order fee from the setup window. All other fields will duplicate the entry of a non-inventory item in standard GP.

If commissions and/or taxes are being calculated for this document, the fee will also be included in this calculation.

If the Subtotal is greater than the threshold amount AND the minimum order fee is on the document, then the enhancement will check if the subtotal minus the fee is still greater than the threshold. If it is then the user will be notified: This order does not require the minimum order fee. Do you want it removed? If the user answers YES then the enhancement will remove the line and recalculate the document.

Assumptions/Requirements:

1. The functionality described above will not work with eConnect, any software that uses eConnect, or any software that directly writes to, updates, or deletes from SQL tables.
2. The functionality described above is intended for the GP Desktop client.
3. National Accounts functionality is NOT used.
4. Advanced Distribution functionality is NOT used.
5. Unless otherwise noted in this document, reporting is not included in this estimate.
6. Unless otherwise noted in this document, Word Template functionality is not addressed.
7. Unless otherwise noted in this document, the enhancement will not integrate with 3^rd party products. Some examples of 3^rd party products would be:

• An ISV plug-in product including WilloWare products
• A dexterity customization designed by another developer
• Dynamics GP Modules including, but not limited to:
• Project Accounting
• MDA
• Analytical Accounting
• Copy functionality found in SOP, POP and Inventory
• Field Service
• Extended Pricing
• Manufacturing

For information on this design, or any other WilloWare customization or product, please contact us:

www.willoware.com/contact-me/