RollMaster System Graphical Order/Quote Entry – 7/25/2012
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Graphical Order Entry/Maintenance
Entering a New Order in the RollMaster System
The document is designed to be summarized information to help you refer back to certain
highlights of the Order Entry system. For complete documentation, please visit www.rmaster.com.
Order/Quote Search Screen:
The Quote and Order entry screens will work fundamentally the same. Below you will find a “sales
processing search screen”. Some highlights of functionality are: The column headers are sort able,
there is a drop down box for branches, when clicking jobs the totals and “type” are visible on the
right, the “select filter” drop down box has many new search capabilities. These searches are
“character string” searches, which means that they search for a string of text in that field and not
just in the beginning. They are also combinable. For example, you could search for customer
HALEN and Unit #40. Once you have searched, you can double click a job to go into that job. If it is
not the correct job just hit Escape and you will be back at your original search.
Additionally, you can filter by open, closed, or both. This quickly helps you narrow your search
down. Note that closed jobs are now readable and you are also able to reprint agreements from
closed jobs.
Job Status search:
This filter is now in quotes and orders. This new screen can be used as a working “queue” instead
of running a report by job status you could simply filter this screen and work off of it. The quote
status is a very helpful way to manage open quotes and potentially close more sales.
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Order/Quote Entry Screen:
The new order entry system provides most of the same data as the old system, but with easier
navigation. The left hand side is your job header information such as job type, sold to, ship to,
install date, etc. The top of the screen you have Functions and View which contain many of the
functions that you previously used an “F” key for in the past.
The job lines are now sort able based on the column headers. They can also be filtered by material,
labor, and special.
The MASTER MENU gives you access to multi-task into any part of the program that you are
allowed access to.
General Navigation:
Though the screen is designed to be “point and click”, some users will prefer to navigate using
their keyboard. Generally speaking you should be able to “enter enter enter” your way through
most of an order. Shift + Tab will move you back a field. If you see an underlined letter then Alt +
that letter will press that button for you. These shortcuts are not necessary, but some users may
find them helpful to speed up data entry.
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Item search & Selection:
The item search is one of the most powerful new enhancements. If you look at the screenshots
below you will see 3 distinct areas of search. It is important to know that the search is cumulative,
meaning you can use as much or as little of the search as you wish.
The left hand area allows you to search by Product Type or Product Code. Searching by Product
Type is very helpful because you may not know which code it falls under. The search field
“beginning style name” is searching the beginning of the style name only. The search in the center
of the screen is a “character string” search so it searches anywhere within the field. The Filter drop
down box allows you to filter your search by several different fields. Finally, the “filter by
inventory” box allows you to but minimum and maximum quantities into the search.
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Line Status explanations:
Job Costed
= Material exists in the warehouse and has been assigned to this line and it is
ready for shipping to a job and then invoicing.
Part. Assigned = Partial material has been assigned to this line from stock inventory.
Part. Received = Partial material has been received in the system for this line from a
purchase order.
PO Created
= A purchase order has been created for this job line.
PO Ordered
= Material is on order with the vendor in the P.O. Maintenance module.
Labor
= Denotes a Labor line.
Special Chg
= Denotes a Special Charge line.
Invoiced
= The line has been invoiced in the system. Credit/Refund lines will also
reflect this code but the total column amount will reflect a negative amount.
On material lines, only where material has been assigned, there are
additional Status options that will appear to the left of the existing Status as
follows:
I
= The material on this line has been Invoiced.
N
= The material resides in another branch.
P
= The material is “in transit” from another branch.
W
= All material on the line has been shipped on a Work Order.
w
= Partial material on the line has been shipped on a Work Order.
.
Right Click Line Item Options:
Other than the Line Comments option as explained above, when you right-click on a material line
item, you will see additional options available in the drop down box as follows:
View Existing Inventory
View Assigned Inventory
View Catalog Item
Unassign Material Line
Assign Material Line
Line Comments
View Assigned Inventory:
This screen will show a list of all inventory records currently assigned to a line, along with
inventory detail. Click the Exit button to return to the previous screen. If the material has been
ordered but not yet received, you will see the PO information on this screen as follows:
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The View Catalog option will call up the Catalog Maintenance screen for the item. The Unassign
Material Line option will detach any assigned material or purchase order from this line, allowing
you to make changes to the work quantity or delete the line if applicable. The Assign Material
Line option will bring up the Inventory Review screen, as explained above. From here you can
assign inventory or complete the purchase order process.
Job History:
The Job History tab will display a listing of any Deposits, Invoices, Credit Memos and Post Cash
Receipts payments that have been posted to a job, and also how those deposits/payments were
applied to Invoices on the job, as the order progresses. Also, any applicable status data, such as if
a Deposit was deleted, adjusted or returned by either credit card, cash or company check—shows
“A/P” in front of Adjusted. When refunds are processed, this feature will also list Credit Memo
data as it occurs and if the credit has been applied to any Invoices. Additionally, if a job is
“Financed” using the Finance Payment Type Code feature, this screen will list the amount financed
and the Payment Type Code used. An example of a Job History Review screen appears as follows:
If you click the Print button, the system will print out the data in this screen. With regard to
payment information in multiple branch systems, if a refund is issued from a branch that is
different from the branch it was originally posted in, the system will denote that in this screen by
prompting the refunding Branch ID just before the Payment Type Code.
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Cost Review- if enabled in the User Control 3 menu for a user, this option will be available from
the Functions menu. This feature is essentially the same as the Cost Review option accessible
from the Quotation module, but in this display you will only see the sale and margin data for all
lines totaled and averaged in each applicable section, and you will only be able to adjust the
margins or total sale on the job. When you click on this option from the Functions menu, the
system will bring up the Cost Review screen:
The Cost Review screen breaks out the different types of order lines—material, labor, special—and
then displays the total Sale and Margin % for each type, and then combines all lines in the Order
Totals box. The only options in this screen are to click either the Edit Total Margin, Edit Total Sale,
and Exit buttons. The Edit Total Margin button will allow you to enter the total margin for the
entire job (including Material, Labor, and Special Charges), and the system will then recalculate the
Material, Labor, and Special Charge totals based on this margin. The Edit Total Sale button will
allow you to enter the total sale for the entire job, and the system will first recalculate the margin
based on the total sale, and then recalculate the Material, Labor and Special Charge totals for
display purposes. If any changes are made to the Total Margin or Total Sale, the system will
recalculate all the lines on the job accordingly once you click the Exit button.