Customization DS1257

List Price Per Site

Problem Definition:

ACME sells landscaping products, such as stones and pavers.  They have numerous stores.  Due to the difference in the cost of transport to get materials from the manufacturer or quarry to the different stores, each store needs to sell at a different price. 

ACME creates Item Price Lists using “Percent of List Price”.  Contractors may have different negotiated rates so that, for example, one may get 92% of List Price while another has 93% of List.  Since pricing to the customer is based on Percent of List, and the cost to have material delivered to each store is different, in order to maintain a desired profit margin across all sites the “List Price” needs to vary by location (i.e. List Price is higher the further it is from a quarry to account for delivery costs). 

 Additionally, each store may sell a given product in a different Unit of Measure (such as Yards or Tons). 

To accomplish the above requirements, ACME would like:

• The ability to record an Item’s List Price per GP Location Code (Site ID).
• The ability to record an Item’s Default Selling U of M per Location Code.
• In Sales Transaction Entry, have the U of M default based on the “Default Site ID” Selection.
• In Sales Transaction Entry, have the line item pricing calculated using the Customer’s Price Level and the Site-specific List Price.

ACME is not using Multi-currency, so the List Price is set on the Item Maintenance window.

Design Features:

Item-Site Sales Maintenance

Navigation: Cards >> Inventory >> Item-Site Sales Maintenance, or from Item Maintenance >> Additional >> Item-Site Sales Maintenance

This window is used to set up Site specific selling options for Inventory Items. The List Price and Default Selling U of M can be specified per Site. These values are used in Sale Transaction Entry.

Field	Function
Location Code	Enter a Location Code or select one from the Lookup.
Item Number	Enter an Item Number or select one from the Lookup.
List Price	Enter/modify the List Price for the Item in the selected Site.
U of M	Enter/modify the Default Selling U of M for the Item in the selected Site. NOTE: In Sales Transaction Entry, if the Default Selling U of M- Customer Price Level combination does not exist on the Item’s Price List, the “Default Selling U of M” from Item Price List Maintenance will be used.

When opened from Item Maintenance, the Item Number and Description will be carried over to Item-Site Sales Maintenance from Item Maintenance.

If an Item-Site is not specified above, Sales Transaction Entry will use the normal “default” pricing and Selling Unit of Measure. If selling an Item in a Site needs either a different List Price or a different Unit of Measure, BOTH values must be provided above.

Sales Transaction Entry

There are no user interface changes.

In Sales Transaction Entry, and Sales Item Detail Entry:

• The Unit Price (and Extended Price) will be calculated using the Customer’s Price List and the “List Price” specified for the “Default Site ID” on the Sales Transaction Entry window. Site-specific List Prices are maintained in the Item-Site Sales Maintenance window.
• The Sales Line U of M will default to the U of M entered for the Item-Site combination in the Item-Site Sales Maintenance window. If the U of M has not been assigned to the Customer’s Price Level in the Item Price List Maintenance window, the Sales Line U of M will revert to the “Default Selling U of M” from the Item Price List Maintenance window.

Assumptions/Requirements:

• 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.
• The functionality described above is intended for the GP Desktop client.
• Unless otherwise noted in this document, reporting is not included in this estimate.
• Unless otherwise noted in this document, Word Template functionality is not addressed.
• Extended Pricing is NOT enabled.

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

www.willoware.com/contact-me/

Customization DS1070

Item-Country Security

Problem Definition:

Some ACME products are restricted by federal law from being sold to certain countries. ACME needs a way to track in GP which countries are prohibited for an item, and to prevent use of that item in Sales Transaction Entry if it is prohibited based on the Customer’s Ship to Address. The following controls are needed:

1. Record which countries are forbidden for an Item
2. Prevent using an Item on Sales Transaction Entry if the Item is not allowed for a given Ship To Address’s country code
3. Not allow changing of the Ship To Address Code on a transaction where the change would result in Items being disallowed
4. Require Country Code on Ship To and Bill To Addresses used in Sales Transaction Entry
5. Specify certain users as having the ability to Override the following condition and allow use of a forbidden Item: If the Bill To is Forbidden but the Ship To is Allowed. When this override occurs, create an audit trail of who did it and when.
6. Prevent changes of Ship To Address information on the Sales Transaction (all changes must be recorded on the Customer Address Maintenance window).

Solution Overview:

The Country Code field on Customer Maintenance, and Customer Address Maintenance, will store the Country Code for the address.

A new window will be added to assign “Prohibited” Countries to an Item.

Another window will be added to record a list of User IDs which are allowed to override a Bill-To-Disallowed & Ship-To-Allowed conflict.

In Sales Transaction Entry, the desired controls listed above will be applied to control which items can be used, and what changes can be made to the Ship To Address Code.

Design Features:

Navigation: Cards >> Inventory >> Item-Country, or from Item Maintenance >> Additional >> Item-Country Maintenance

This window is used to maintain the list of Country Codes to which the Item CANNOT be sold.

Field	Function
Item Number	User enters an Item Number, or selects one from the Lookup
Country Code	User enters a Country Code, or selects one from the Lookup

Approval User Setup:

Navigation: Setup >> Sales >> Approval User Setup

This window is used to maintain the list of Users who may approve a restricted Bill To Address Code with a non-restricted Ship To Address Code on a Sales Document.

Field	Function
User ID	User ID will be entered or selected from the Lookup. Only User ID’s entered will be granted privileges to approve Bill To Addresses with restricted Country Codes. The Password for each User ID will be their Dynamics GP Password.

Sales Transaction Entry:

Require Country Code:

When creating a new Sales Transaction the enhancement will require that both the Bill To and Ship To Addresses have a Country Code. If either is blank, NO lines will be allowed on the transaction. The Bill To and Ship To cannot be changed on the Sales Transaction—all changes must be done on Customer Address Maintenance.

Lock Ship To Address Entry:

Navigation: Transactions >>Sales >> Sales Transaction Entry >> Sales Customer Detail Entry >> Sales Ship To Address Entry

When the Sales Ship To Address Entry window is accessed from the Sales Document, all fields on the window will be locked and unable to be edited.

Control Change of Ship To Address Code:

There are two locations on a Sales Transaction where the Ship To Address Code can be changed:

1. On the main Sales Transaction Entry window

1. On the Sales Customer Detail Entry window

When the Ship To Address ID is changed in either of these locations, the system will check if the change is allowed. It is only allowed if the Country Code on the new Ship To does NOT conflict with any of the Item-Country assignments from the Item-Country Maintenance window. If the change is NOT allowed, the user will be warned and the Ship To Address ID will reset to the original value.

Item Entry Controls

Condition: Ship To- NOT ALLOWED

When an item is added to a Sales Transaction, the enhancement will check if the Ship To’s Country Code is prohibited for the Item. If so, the Item will not be allowed.

Condition: Ship To-ALLOWED, Bill To-ALLOWED

When an item is added to a Sales Transaction, the enhancement will check if the Ship To’s Country Code is prohibited for the Item. If not prohibited, it will next check if the Bill To’s Country Code is prohibited for the Item. If not, the Item will not be allowed.

Condition: Ship To-ALLOWED, Bill To-NOT ALLOWED

When an item is added to a Sales Transaction, the enhancement will check if the Ship To’s Country Code is prohibited for the Item. If not prohibited, it will next check if the Bill To’s Country Code is prohibited for the Item. If it is prohibited, the Override Entry window will open (see next Section).

SOP Line Ship To Address ID:

The Ship To Address ID field and Lookup will be disabled on the Sales Line. The Ship To cannot be changed on a per-line basis.

Override Entry:

When a user enters an item on a Sales Transaction where the Ship To Address Country Code is allowed, but the Bill To Address Country Code is restricted, the following window will open requiring a User ID and Password to continue:

Field	Function
User ID	User will enter or select their User ID from the Lookup
Password	User enters their corresponding Dynamics GP Passwork

If an authorized user is not available to provide the override, or cannot provide the correct User ID and Password, the Item will NOT be allowed on the transaction. Once an Override is provided for a Transaction, it applies to all new lines added to the transaction (the Override is only provided once for the document). A record will be kept of which documents were overridden, by who, and when.

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

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Customization DS1320

Vendor Contract Pricing

Problem Definition:

While testing WilloWare’s Vendor Pricing module prior to purchasing and implementing it, ACME uncovered several requirements that could not be met by the module, and WilloWare determined that it would not be cost effective to modify the core product to address these requirements. Specifically, ACME needs to maintain the Vendor Pricing as a “Contract” and capture additional information pertaining to each contract, and they need pricing to be determined based on the Required Date rather than the Release Date.

ACME needs to report on the Quantity Limit on a contract, the Quantity currently on PO, and the Quantity Received. There needs to be a clear link between the Contract and the PO Lines created based on that Contract. Reporting will be created by RBC and/or their Partner.

One of the required Contract fields is “Threshold Percent”. When the total quantity on PO is within a specified percentage of the Contract Total Quantity (say 5%) it triggers warnings and alert emails, as follows:

• If creating a PO for the Item-Quantity will bring the total purchased within the Threshold Percent of the Contract Total Quantity, warn the user that the order will be within the Threshold Percent of the contract but allow them to continue (i.e. “Purchasing this item brings the contract within 5% of the contract total”). Email a notification to the Notifications Emails specified on the Contract.
• If creating a PO for the Item-Quantity will bring the total purchased to 100% or more of the Contract Total Quantity, warning the user that the order will exceed the contract, but allow them to continue (i.e. “Purchasing this item brings the contract over the contract total. The PO will be placed On Hold.”). Email a notification to the Notifications Emails specified on the Contract. Also, put the PO on HOLD.
• If creating a PO for an Item where the Required Date is after the End Date of the last available contract, the software will present a warning but allow them to continue (i.e. “The End Date for this Contract has expired.”) For example, if the Required Date is in August but the last available Contract has an End Date of July 31. Email a notification to the Notification Emails specified in the Contract.

The conditions above could result in multiple warning conditions. When that happens, the warning should provide the user with both.

The Threshold Percent and the Notifications Email Addresses will be stored in GP, but email alert will be handled via a SQL job created by ACME and/or their Partner.

The “warnings” mentioned above will be displayed inside Dynamics GP.

See the Solution Description section for the Contract fields.

Design Features:

Contract Maintenance

Navigation: Cards >> Purchasing >> Contract Maintenance

Field	Function
Contract ID	Start a new contract by creating new Contract ID. Click the NEW button to have the system auto-generate a new Contract ID. The Contract ID will be created using the 4-digit year and an incrementing number. For example: 202200001. This is a required field.
Description	Enter a description for the contract
Vendor ID	Enter a Vendor ID or select one from the lookup. This field is required.
Contract Number	Enter the Contract Number from the contract document provided by the Vendor.
Start Date/End Date	Enter the Start/End Dates for the contract. Both are required and End Date must come after Start Date. See Start Date/End Date controls below.
Quantity	Enter the contract quantity. Quantity needs to be greater than zero. This is a required field.
Warning Threshold	The percentage entered here affects when warnings appear in GP. For example, 5% will cause a warning to appear when adding an item to a PO and the quantity will bring the total ordered on the contract to within 5% of the Contract Total Quantity. 0% will cause no warnings to appear until the Total Quantity is reached/exceeded.
Notifications	Enter one or more emails for people to be notified when the Warning Threshold is reached and when the Contract Total Quantity is reached/exceeded.
VIEW	Items on Contract or Purchase Orders. See below for more details.
SAVE	Saves the Contract and clears the window.
DELETE	Asks user: Do you want to delete this contract and all linked Vendor Price Lists? If the user answers YES, the contract and all linked price lists will be deleted.
CLEAR	Clears the window without saving changes. NOTE: date changes are saved to the Contract and linked Vendor Price Lists immediately. Clicking Clear after a date change does not undo the date change.
NEW	Creates a new Contract ID
DELETE ROW	If a Vendor Price List is attached, the user will be ask: Do you want to remove this line and delete the linked Vendor Price List? If the user answers YES, the line will be removed and the price list deleted. If no price list is linked, the line will be deleted without prompting.
NOTE	Clicking the Note button opens up a window where the paperclip opens the Doc Attach window. This will allow ACME to attach scans of the Contracts to the Contract in GP.

Start Date/End Date Controls

When creating a new contract, as an item is added to the contract, the software will check that it does not conflict with another contract for the same Item and same Vendor. For example, if the new contract is for APR-1 to JUN-30, and the user enters ITEM-A, but that Vendor already has a contract for ITEM-A with a period of JAN-1 to JUN-30, the user will be warned of the overlap and prevented from using the item. An item can only be added to a contract when there is no overlap between contract start/end date for the same Item-Vendor.

When changing dates, the software will perform a check to ensure the date change would not overlap with an existing contract. Changing dates on an existing Contract will primarily occur if the Contract Total Quantity has not been reached and they extend the End Date to finishing consuming the total quantity. The check will be performed as follows:

1. Does the Vendor have any other Contracts where the new date falls with the Start/End dates of the contract? If not, then the change is allowed. If so, then:

2. Does the contract have ANY items in common with the current contract? If not, then the change is allowed. If so, the user will be warned as follows:

“Contract ID 202100003 / Contract Number 20209902231 has conflicting Start/End Dates. The date change is not allowed.”

At that point the date will revert to the original value.

If a date change is allowed, and if Price Lists exists in Vendor Pricing Maintenance for the Contract, changing the Start/End Dates will prompt the user: Do you want to change the Start/End Date on all linked Vendor Price Lists? If the user answers YES, the new date will be rolled down to all linked Vendor Price Lists. If the user answers NO, the date will revert to its original value.

Items On Contract View

To create a Vendor Price List for the contract, first add one or more Items to the contract. Items must be added to the contract before pricing can be created.

Specify the Quantity you expect to purchase of each item. The window will ensure that the total quantity entered for all items equals the Contract Total Quantity. You will not be allowed to save the contract or exit the window until the Item Quantity matches the Total Quantity. Attempting to Save, Clear, Scroll, Lookup, etc will be prevented, and the user warned, until the quantities match.

If there are NO items on the contract, the contract can be saved with whatever Contract Total Quantity has been entered.

After entering one or more items, click on an item, then click the Expansion Button (blue arrow) to open the Vendor Pricing window.

The Vendor Pricing Maintenance window will default to the Default Purchasing U of M. Item Number and Vendor ID will be populated automatically based on the Contract. Start Date and End Date will also default from the Contract and will be locked.

Purchase Orders View

When PO’s have been created based on the Contract, they will appear here in the Purchase Orders view. Click on a row in the window, then click the PO Number zoom (PO Number column header) to open the PO in the PO Entry window.

Contract Lookup

Opens from the Lookup button next to Contract ID.

Field	Function
Contract ID	Defaults to whatever portion of the Contract ID was entered on the Contract Maintenance window. This field will restrict the window to all contracts that contain the value entered into the Vendor ID field. For example, entering “2021” will display all contracts where the Contract ID contains “2021”.
Vendor ID	Enter a Vendor ID, or a portion of a Vendor ID. This will restrict the window to all contracts that contain the value entered in the Vendor ID field. For example, entering “33” will return all contracts where the Vendor ID contains 33.
Item Number	Enter an Item Number, or a portion of an Item Number. This will restrict the window to all contracts that contain the value entered in the Item Number field. For example, entering “DCP” will return all contracts that are for an Item Number containing “DCP”.
Contract Num	Enter a Contract Number, or a portion of a Contract Number. This will restrict the window to all contracts that contain the value entered in the Contract Number field. For example, entering “940” will return all contracts that have a Contract Number containing “940”.
View	Options are ACTIVE and ALL. Active shows only contracts with a Start Date on or after today. All shows all contracts.

Any of the fields at the top of the window can be used alone, or in combination, to restrict the list of contracts displayed.

Controls and Enhancements

See the Problem Definition section for the conditions that will cause warnings to be displayed, and the language used on the warnings. This is referred to below as the Warning Conditions. The warnings will appear in the following locations:

Purchase Order Generator

The Vendor Pricing Inquiry window will be modified to have a large “status” box at the bottom of the window. The warning will be displayed in a YELLOW BOX at the bottom of the window with bold black text. When the focus is in a line in the PO Generator window, and purchasing the item would trigger a Warning Condition, the warning message will be displayed at the bottom of the Vendor Pricing Inquiry window. The Vendor Pricing Inquiry window will be modified to display the Contract NUMBER.

NOTE: The GoTo button will include an option that provides access to the Contract Maintenance window.

Purchase Request Resolution

The Select Cost window will be modified to have a large “status” box at the bottom of the window. The warning will be displayed in a YELLOW BOX at the bottom of the window with bold black text. When the focus is in a line in the PRR window, and purchasing the item would trigger a Warning Condition, the warning message will be displayed at the bottom of the Select Cost window. The Select Cost window will be modified to display the Contract NUMBER on the expanded scroll window line (i.e. next to Vendor Name).

NOTE: A GoTo button will be added to the Select Cost window to provide access to the Control Maintenance window.

Purchase Order Entry

The Vendor Pricing Inquiry window will be modified to have a large “status” box at the bottom of the window. The warning will be displayed in a YELLOW BOX at the bottom of the window with bold black text. When the focus is in a line in the PO Entry window, and purchasing the item would trigger a Warning Condition, the warning message will be displayed at the bottom of the Vendor Pricing Inquiry window.

The Vendor Pricing Inquiry window will be modified to display the Contract NUMBER.

Changing the Quantity on the PO Line may cause the warning to appear, or disappear, if the quantity causes the Warning Condition to alter.

NOTE: The GoTo button will include an option that provides access to the Contract Maintenance window.

PO Line Link to Contract

When a PO Line is created, regardless of the source (i.e. PO Generator, Purchase Request Resolution, or PO Entry), the enhancement will link the PO Line to the Contract (assuming the item is contracted. This does not apply to non-contracted items). The software will always link a PO Link to the contract from which it was created. Even if the Contract Total Quantity has been consumed, and/or the End Date has passed. Such conditions are not normal and will result in the warnings and emails previously covered.

The linking is important because the links allow a calculation of the total quantity ordered on a Contract. Creating the link implicitly means the PO Line Quantity will be subtracted from the linked Contract Total Quantity.

The linking will occur as follows:

• The PO Line ProjNum field, which is not visible on the User Interface, will be populated with the Contract ID. This will allow for easy linking on reports between PO Lines and the Contracts that generated them.
• The PO Line Comment Text field (and Comment_1) will be populated with: “Cont#” and the Contract NUMBER. For example:

Putting the Contract NUMBER into this location will cause it to print on GP reports. If needed, ACME can add additional text below the Contract NUMBER line to have additional information print on the report.

Vendor Pricing

The Vendor Pricing will be changed to use REQUIRED Date rather than Release Date.

• Purchase Request Resolution has a Required Date field. That will be used instead of Release Date.
• Purchase Order Generator does not have dates. It is assumed the requirement is “now”. All pricing will be selected based on PURCHASE ORDER DATE from the Generate Suggested Purchase Orders window.
• Purchase Order Entry: Vendor Pricing will use the Required Date from the Purchasing Date Entry window. In the event a PO is created with different Required Dates on each line, Rise will need to change the Required Date in the Date Entry window BEFORE adding a line. Then enter the PO Line. Then change the date again as needed.

• The “U of M” label will be changed to “Purch U of M” on Vendor Pricing Maintenance and Inquiry will be changed.
• When the Vendor Pricing window is opened directly (i.e. not from a Contract line item), it will check if any Item/Vendor combination entered into the window is already on a Contract. If so, it will not allow the user to continue. The Vendor Pricing for contracted items must begin from the Contract Maintenance window. This prevents accidental creation of a price list for an item that conflicts with a Contract. Non-contract items can be set up in the Vendor Price Maintenance window without any restrictions.

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 customization, or any other WilloWare customization or product, please contact us at:

Contact Me (willoware.com)

Customization DS1438

SOP Invoice Lines from List

Problem Definition:

ACME is using WilloWare’s SOP-POP Multi-Link module. (SOP-POP MultiLink (willoware.com)

They have Sales Orders with several lines, and as the sales lines are received, SOP-POP Multi-Link automatically moves the quantity bucket form Qty to Back Order to Qty to Invoice. ACME needs the ability to specify which lines get transferred to invoice.

Solution Overview:

This enhancement will be active from the Sales Transfer Documents window when accessed from Sales Transaction Entry (not Sales Batch Entry)

Navigation: Sales Transaction Entry >> Transfer Action Button

The enhancement will only be active when transferring an Order to an Invoice. See next section for more details.

Design Features:

SOP Transfer Line Selection

Navigation: Sales Transfer Documents>> Additional >> Transfer Line Selection

By default, GP will transfer ALL lines that are eligible to be invoiced to a single invoice. The SOP Transfer Line Selection window will allow ACME to select only specific lines and quantities to be transferred. If this window is not used during the transfer process, then all lines will be transferred (default behavior).

Field	Function
APPLY	Sends the marked/unmarked status back to the sales order. If APPLY is not clicked, then any changes made will not be applied.
CANCEL	Closes the window without making changes.
MARK All	Marks all lines in the window.
UNMARK ALL	Unmarks all lines in the window.
Sales Order	Displays the sales order being transferred.
Item Number From/To	Allows the user to enter an item number or a range of item numbers to filter the list.
Scrolling Window	Displays all the sales lines with a Qty to Invoice > 0. By default, all lines will be unmarked. Use the checkbox to indicate the line should be transferred.
Transfer Qty	This is the quantity that will be transferred to invoice. By default, this value will be the maximum amount (Invoice Qty), but can be reduced if only part of the line is to be transferred. Partially transferring a line will allow the line to be transferred multiple times until all the Qty to Invoice has been transferred.

If lines have been marked, the Sales Transfer Documents title bar will be updated to include the text

“ – Sales Line Selections”.

When the user clicks TRANSFER, only line quantities marked will be moved to invoice.

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 regarding this customization, or any other WilloWare customization or product module, please contact us at:

Contact Me (willoware.com)