AR74 - Running report by sales agent, product group and item. Only agent prints.
Agility - Data Warehouse

Running the sales analysis report for a certain customer. All sales agents, groups and items. Sorting the report by sales agent, then product group and then by item. When the report prints only the sales agent prints. Why aren't the product group and item detailed information printing out?

In this example, the sort/Subtotal by fields for Product Group and Item didn't have the Subtotal box checked.  If the Subtotal box is unchecked only the first sort field prints on the report, which in this case is Sales Agent.

If all 3 sort fields have the Subtotal option selected then the report would print out detailed information for Sales Agent then the product group detailed information for each sales agent then the detailed information for each item under each product group.

AR83 - What is the difference between new average and average cost in viewer?
Agility - Viewers

The new average cost of an item was going down as the quantity on hand was going up. However, the average cost was remaining the same.

A. Since the item is costed at the location level, the activity cost represents the average cost of the item for the specific transaction.

B. The average cost represents the average cost of the item at the location level - the location in which the item was stored (during receiving) or committed (during invoicing).

C. The new average is the overall branch average cost of the item.

In a case where the inventory parameters are setup to carry costs at the location level, an item could have a different average cost at one location compared to another in the same branch. In this case there were 14,000 EA of the item stored in YARD at $5.50/BX, and there were 6,000 EA of the item stored in OVER STOCK at $7.00/BX.

The activity average cost and the average cost were the same for each activity record, but the new average cost continued to drop as the on hand inventory was increasing. The reason being that the on hand inventory that was being received into location YARD, which had the lower average cost, which meant the new average cost (the combined cost from both locations) was going to drop since the lower cost item was being increased while the higher cost item was still on hand.

AR96 - New winXP machine can't run Cqcs reports vcq host cannot be run directly
Agility - Cyberquery

The user is receiving errors when trying to run CQCS reports on a new client machine. The user tried to unitstall the Agility client and re-install but the user is still receiving errors when running canned reports out of Agility on this client machine. Other clients can run reports fine. The error the user receives is: TCP error connection vcq host cannot be run directly The user is then taken to a CQCS login screen for the prod_db environment.

Problem: Chad can ping server from his PC, chad_deja, server cannot resolve his PC, I added a hosts entry and it can resolve, but not ping.

Solution: Ended up being the winXP builtin firewall was enabled and blocking the cqcs traffic back to the PC. disabled it and cqcs works OK now.

AR101 - Sales Order Status and Sales Order Viewer showing different values
Agility - Sales Orders

Question:  The order status for a Sales Order reads “loaded” in the Sales Order Viewer, but the order shows “staged” on the actual sales order.  Why is this?

Answer:  The Sales Order Status is not what is changing when you change the order from Staged to Loaded inside of Staging Status Update.  You are rather updating the Shipment Records for that order. 

If you pull up the order in Sales Order Entry, the Status will still read “Staged”.

But if you click on the Staging Details, the Staging Details' status will show “Loaded”.  

This is done because different Shipments for the same order can be in different statuses themselves.  Therefore you don't see "Loaded" on the SO Viewer for an order who's Staging records have been moved to Loaded status.

AR114 - How can the user mass update laser control records?
Agility - Customer

How can the user mass update laser control records

 

Question:  

How is a user able to mass update various laser control records in Agility?

Option 1) 

If you are on v535 or higher, you are now able to Create, Delete, and Update Laser Controls through the Customer Import.  We have added this to Default Definition Layout for Sold To, Ship To, and Bill To records through Data Files > Customer Information > Customer Import. 

Default Definition Layout > what to select for Laser Control export:

What to fill out in import:

Option 2) 

If you are on v534 or lower, the user will need to go into System Administration > Mass Update > Laser Controls Update.
Once the program has been selected, the Update for Laser Control Records program window will appear.  The user has the option of overwriting laser control records for Customer Sold-To/Bill-To/Ship-To/Branch Ship-To, Supplier Ship-From and Carrier records.

NOTE:  RUNNING THIS PROGRAM WILL OVERWRITE LASER CONTROL RECORDS, NOT APPEND TO EXISTING RECORDS!

The user will select the specific form type to overwrite and then specify the valid range for the form type selected.  The user can choose a specific range or select All records within the range.

The user will then specify each laser printer, number of quantities, and any form footer for the specified laser printer. The user can also determine which Primary Contact (Sold-To, Bill-To, Ship-To) to designate. If the user chooses FAX from the available list of laser printers, the Use Default Fax # to Populate Laser Controls box is automatically checked. If you uncheck the box or if no default fax number exists on the master record, no fax number will be populated in the laser control record.

Once all settings have been selected, the user will click Update and the program will update the specified laser control records.

Laser Controls Update window you would need to fill out:

AR140 - CONTROL-FRAME errors when trying to print forms or access print scr - ocx
Agility - Forms

Customer is getting CONTROL-FRAME errors when trying to print invoices or order acknowledgements. If they try to use Instant Invoice feature from the SO Entry screen, they receive the errors and also if they try to print invoices from the Print Invoices queue. Also, if they try to enter the Reprint Forms Queue, they also receive the CONTROL-FRAME errors. This is something that the user can reproduce in Test and Live, but he has not tried to test this out on Term Server yet. They also receive this error when trying to add a note for a customer.

 Batch file on customer's system is used to correct this problem.
Had user run proxdll.bat from K:\agility\prod\batch on each machine. Where K is the drive letter that is mapped to Agility.
12/19/00  1:51 pm Jbeisch - Though this batch file does not exists on all customer's machines, it can be accomplished by doing this:
1)  Open an msdos prompt
2)  Assuming the "Agility drive" is K, type K:, then hit enter
3)  Type cd K:\DLC\bin then hit enter
4)  Type regsvr32.exe /s prox.dll

AR151 - How to Subtotal an SO Viewer
Agility - Viewers

To subtotal the Sales Order viewer, click on the Sort Order and click any Subtotal box for any sorted column displayed.  This will subtotal the amounts based on the sort column.

AR275 - Find Items where Standard Pricing is Not Setup
Agility - Pricing

Items that Don’t Have Standard Pricing Setup

Would like to find all the items where standard pricing is not setup.

Use the Pricing Report. Go to Sales Orders/Quotes > Queries/Reports > Pricing Report


(1) Select Standard Pricing
(2) Run for All Sales Types
(3) Input Item Range for All Items
̵ Use blank spaces followed by a number for the Start item and ZZZZZZZZZ for the End item
(4) Uncheck the option to Only Include Items with Prices or Discounts


Run the Viewer and select the Price column to sort by prices. Items with zero pricing would not have Standard Price records setup.

AR307 - How does the Loftware automated process work for labels?
Agility - Data Files

1. New AP client is available with v440 Agility.  This is version 6.0.0.0 of the AP client and includes the necessary pieces for the transferring the Loftware label files from one place to another.  With this change, there are essentially 2 services that can be installed.  They can be installed together or individually.  Because of the combined installation option, there are some installation process changes to gather further information.  See below.
2. AP File Transfer client configuration file contains a set of tags that is pretty much identical to the AP Queue client.  In fact, most of the entries are duplicated from the original install.  However, the ?dequeue? tag for the File Transfer service indicates how often the client should go out to move files from the location the appserver placed them (connect.xml tag) and where the user told the client to transfer them to (input during installation of the client and saved to ?FileSavePath? tag in configuration.xml).  The value entered in the ?FileSavePath? should be the final location where Loftware is looking for it to pull in for processing.
3. In the installation, there are 2 sets of inputs for user/password for the File Transfer service.  This first is for the user that will be running the File Transfer service via the API and it will be logging into Agility.  It is assumed/expected that the user id will be the same as that used to run the normal AP processing for queues.  The second user name and password is to be filled in if you will be accessing a remote share directory when accessing/moving files.  This user should have all the necessary permissions to the directors where the files are being placed or transferred to.  These fields are NOT saved in the Configuration.xml file.  Instead they are saved inside the properties of the client as the LogOn information.  The user name must be in the format ?domain\user?.  
4. New tags are available for connect.xml in v440.  They are:  Loftware and Loftware_Appserver.  These are NOT automatically added into connect.xml.  When the customer wants this, tech will need to add the appropriate tag to the connect.xml file based on whether the customer is using Windows (Loftware) or Unix servers (Loftware_Appserver).  This tag will indicate to the appserver where to store the PAS files generated for labels generated and is used when the File Transfer service needs to know where to pick up the label files from during the transfer.  This location is ONLY used when generating pick files from Automated Processing because we needed files to be placed in a spot that the appserver could find them.  The current label processing inside Agility does NOT run on the appserver.  We did not want to force the change to the appserver from inside Agility.
   If the tag is missing from the connect.xml file or is there, but is blank, labels will be placed in/pulled from the ?startin? directory + \labels.  If the \labels subdirectory does not exist, it will be created.  (Either process ? generating labels or picking up labels for transfer ? can create that directory.)  This will ensure that labels continue to be generated and printed even with the connect.xml does not have the appropriate information.  Under these condition,  an appserver error log entry will be created to alert users to the fact that the connect.xml is missing information for this process.
   **If the connect.xml is updated after labels are generated, but before they are picked up, there could be a mismatch of locations which would cause labels to not print.  This should be a very rare situation, but could occur.
5. There is no new setup inside Agility for this process.  Labels run through this process when they are setup to be run through Automated Processing (ie, run on the appserver). 
   **It is important to note the label process when not running through automated processing, like expediting a pick, it still being run through the old method, which automatically places the .PAS file in the correct loftware directory immediately.    
6. Labels files are generated 1 per pick file; this is existing functionality.
7. If the label file is larger than the BLOB file allows, the process will break the files up into multiple files, transfer the files and then combine them again into 1 large file for Loftware to process.

AR323 - How to View Purchasing or cost data for expense PO's
Agility - Purchasing

How to View Purchasing or cost data for Expense PO’s

 

Question:
We recently changed a bunch of items to sundry items and are purchasing them on an expense PO. When we click last receipts there is no ordered history or cost. Is there a way to see the history of the item?

Answer:
The best way to find order/cost info these items is by running a PO Viewer where PO type = Expense.

The best way to see the history of the item is by running the Item Activity Viewer.

Open a PO Viewer (Purchasing > Viewers > PO Viewer). Change the Purchase Type to your Expense PO type. Use any other criteria to look at the orders/items.  

Once the PO has been received you can review them via the Item Activity Viewer (Inventory Control > Queries/Reports > Item Activity Viewer). Run for specific transactions or items to see the history.  

AR361 - Unable to Complete Work Orders Due to Default Location Error
Agility - Work Orders

Unable to Complete Work Orders Due to Default Location Error

When trying to complete a work order the error message comes up that says: The following component items could not be committed to the default location.

Some component items are marked as specify commit. In order to complete the work order you will need to uncheck the box marked commit components from default loc at completion. Then when you complete the work orders it will ask you if you want to commit your components. You need to answer yes. Look for the component marked yes under the specify commit column. Go to the options button. Select on the option to modify commit. From there you can commit the quantity from the appropriate location.

See document attached for a walk through.

AR431 - Receiving error of "Sales Order in process by another user."
Agility - Sales Orders

Receiving error of “Sales Order is in process by another user”

This occurs when an order is in process and cannot be accessed. To be able to access the order, the status must be changed so that it can be cancelled or shipped.

Follow the steps below to remove the sales order:

1.   In Agility, verify you are logged into the same branch in which the sales order exists

2.   Access System Administration > Performance Tuning > In Process/Locked Orders

3.   Select a Record Type of In Process Orders and select the Search button

4.   Highlight the order in question and select the Delete button

5.   The order should now be removed from Agility as if it were never entered

Note: If you wish to keep the order, the user listed in the error message can display the order and save it. If that user isn't available (no longer works at company, etc.), reset the user's password in User Profiles and then log into Agility as that user to access & save the order.

AR436 - Aged trial balance run for a prior date still including current invoices
Agility - A/R

If the user runs the A/R Aged Trial Balance report for a prior date, current invoices are still appearing on the report. The user is running the report for the end of January, but February invoices are still showing on the report.

The AR Aging Report is a real-time report, so when a past date is entered, all invoices are pulled on the report, but aged based on the date specified.  February invoices will appear if a January date is chosen for the report, but they will be aged based on the January date entered.

AR441 - Incorrect A/R Write Off - How to add the balance back or reverse write off?
Agility - A/R

Go to A/R > Payments > Cash Application, click the "Create Adj. Invoice" Button and write in the difference between the amounts. 

Example: User wrote off some A/R balances in error and would like these balances back on the customer's account. How is this done?

Solution: An A/R Writeoff cannot be reversed or backed out. The user should perform the following:

• Within Cash Application, use the Create Adj. Invoice button. This will create an adjustment invoice on the customer's account and will post to the GL as well. This will allow the invoice amount to be placed back on the customer's account without affecting Data Warehouse and the G/L for Sales.

AR460 - Pricing Records from Template Master Quote Error message says the items were created from a
Agility - Quotes

When creating pricing records from a master quote we receive an informational message saying New Pricing records could not be created for the following items that were created from a source other than this quote. Then, it lists the items. What is causing this and how do we create the records?

1.  Search for existing pricing records for that ship to in Data Files > Price/Cost Updates > Price/Discount Maintenance
2.  Select Customer Price type, Customer ID, and Items
3.  Be sure to include expired records
4.  Delete any records for that item that are expired, not valid, or generated from a different quote id.
5.  Regenerate pricing from the master quote.

Expired records need to be deleted to create new pricing records from a master quote if your Sales Order Parameter setting does not allow multiple.

AR464 - Can You copy the quick access toolbar to multiple users.
Agility - System Administration

Can you copy the Quick Access Toolbar to multiple users

You can copy Custom Ribbon tab, Dashboard, Favorites, Quick Access Toolbar, Saved Viewers, Shortcut Keys and User Preferences via the same mass update program.

1.   Go to System Administration > Mass Updates > Copy User Customizations

2.   Select the user profile that you would like to copy in the “Copy From” field

3.   Select “Quick Access Toolbar” from the “Copy type” drop down list

4.   Select the “Object to copy” – Main Menu or SO Entry

5.   Use the “Add >>” button to move user to the “Copy to user” side for those users that you want to have the Quick Access Toolbar.

6.   Click Copy button and then close.

Be sure that the “copy to” users are logged out of Agility during the copying process.

 

AR491 - Item showing On Order but there are no Open Purchase Orders for the Item
Agility - System Administration

ITEM SHOWING ON ORDER WHEN THERE ARE NO OPEN PURCHASE ORDERS FOR THE ITEM

We have an item that is showing material on order, but we don’t have anything on order.
You will need to run a support program called rebldonord.

Go to System Administration > Restricted Processing > Support Programs

Using the drop down to ‘Select Program’ select support program rebldonord. The drop down will support jumping to selection using your keyboard input. To quickly jump to the correct section for this program, click the r key on your keyboard.

Move the program under Selected Programs using the right arrow. Then select Run.

Select Yes on the prompt “Are you sure you want to perform the selected support programs?”

Input the Branch and Item or Item range. Then select Update.

Select Yes to run the report, No to produce an Audit Report, or Cancel to abort.

You will get a prompt to check the logfile and a location of the logfile generated, which can be found in the U:/prod folder.

After running this support program, you may still notice that stock status is not reflecting correctly. If that is the case, please also try to run support program updqtyttls for the item. Also, check out our help documentation (under the Item Quantity sub-heading) if you have any questions about either of these support programs.

AR495 - Unable to release detail group from quote to a SO due to inactive item warning mesage
Agility - Quotes

Trying to release detail group inside a quote to a Sales Order. While releasing, an error message appears indicated an item is inactive and nothing gets released to an SO.

Make the item on the quote active or replace it with a different item. This will allow you to release the detail group to an SO.  You can make the item active via Data Files – Item Maintenance, Branch settings tab.  Active flag on the bottom left.

AR521 - Cyberquery reports not running after upgrade
Agility - Cyberquery

You are trying to run saved CQ reports, but get an error stating the reports are compiled using an old version.  Anytime you install a new version of Agility, you will need to recompile the reports.

 

The images associated with this article are contained in a separate Word document attached to this article.

 

1.  Go to Report Writer > VCQ Report Compiler (Image 1).

2.  Here (Image 2), you can compile a single report or all reports at once.

If you know the report name, but not where it is stored, click “Include sub-directories in compile.”

Click Run.

*** DMSi recommends that you DO NOT select “All.”  This will compile every CQ report, including each pass on multipass reports. ***

3.  The compile process launches a CQ window, detailing the results of the compile process.

If the pop-up report contains the line, “Enquiry [report name] is compiled – no errors,” then everything is fine, and your report is ready for use (Image 3).

If the pop-up report does not include the report name and specify that it’s compiled (Image 4), make sure you’ve spelled the report name correctly, and check “Include sub-directories…,” if you haven’t already.  Run the compiler again.

 

4.  If you are still not able to compile the report, please contact DMSi Support.

AR532 - Error Message when trying to export to excel
Agility - System Administration

Error Message reads: System.componentmodel.win32exception: access is denied...

The mapping has been interrupted, and needs to be reset.

1.  Go To File > User Preferences

2.  Select the Misc tab

3. Enter "G:/FTServer/FTServer.exe" into the spreadsheet viewer field.


You should now be able to export to excel.

AR540 - How to include customers in export to PreLien2Lien
Agility - A/R

Question: When running the Sales Order viewer for orders to export to PreLien2Lien, it comes back blank.  How do I update the customers in the Viewer?

Answer:  Set the Lien required flag on the Default Flags tab on the Customer Ship-to Record.  Only customers with this flag set will appear in the viewer.  See attached document for screen shots. 

To mass update this field for all customers, by customer group, or pricing group go to System Administration > Mass Updates > Customer Mass Updates.

Select the ship-to (cust_shipto) Table and Field Name Lien Required.

AR571 - Fatal Error - E111:001 Application not Found
Agility - System Administration

An unknown error has occurred. Please contact DMSi with the following information E111:001 Application not found

It appears there is not a default web browser.  Open the computer Settings and assign a default web browser.

Then uninstall and re-install the VC client if there is still an issue.

To install the Agility VC Client, you can download it from hosting.dmsi.com and select Download Virtual Channel.

To upgrade the Agility VC Client, you must first close all web browsers and log out of Agility. 

Use your computer search to open the Agility Virtual Channel Plugin Manager.

On the Plugin Manager, click on the Updates tab and select "Check for updates now".

This will notify you what version the VC Client is on and you will have the option to update it by clicking Yes.

Once the update is completed, close the VC Client and log back into hosting.dmsi.com.

AR666 - What does it mean when an item showing as being on a pending PO? (LP status)
Agility - Purchasing

We have some items that show as being linked to Pending PO's. What does this mean exactly?

If an item shows as being linked to a PO with a status of LP, that means the item is tagged to fill from a PO but the PO hasn't been created yet.

Once the PO is created than the status changes from LP to PO.
If you are running SPO's there is an option of "Create SPO's Tagged from SO's or Reman". Select that option and these items will show up to have the PO created.

AR677 - Agility Mobile Sales app - Why will customers not show in the Agility Mobile Sales app?
Agility - Agility Mobile Sales

Agility Mobile Sales app - Why will customers not show in the Agility Mobile Sales app?

Issue:

I am not able to locate any customers in the Agility Mobile Sales App

Solution:

In order for a customer to show in the Agility Mobile Sales app, the customer ship to record must have keywords built, the customer locator in the Agility Mobile Sales app is solely dependent on all information you would use to locate the customer ship-to record being contained in the ship to's customer keyword field.

If your customer records do not have any customer keywords built for them, you will need to configure what information you want to build into customer keywords in the System Configuration Settings found in System Administration > System Configuration > System Config on the Misc Settings Tab. 

To build the keywords for existing customer ship to records once you configure what information you want to include in keywords, you will need to run the custkeyword support program to build the customer keyword field on all existing ship to records. 

System Administration > Restricted Processing > Support Programs

Update which fields the system uses to assign values to Keywords field on the customer ship-to record based on the pre-defined fields selected in System Configuration Settings.

Running this program does not affect the values in the User-defined keywords field on the customer ship-to record.

AR683 - Error Message: CQ compiler license not available.
Agility - Cyberquery

Error Message: CQ-compiler-license-not-available

Cause: Error appears if you are attempting to compile a report but have not purchased the appropriate license for compiling.

Resolution: Contact DMSi Support to order a Cyberquery license that allows compiles. 

Error Message: CQ-compiler-license-not-available

AR685 - Error Message: Invalid query name in keypath.
Agility - Cyberquery

Error Message: Invalid-query-name-in-keypath. Set list does not define a valid index prefix.

Cause: Various compiling errors can occur when you are running a Cyberquery report. Errors may display during the compile of a query if two tables are not related, or a file relationship between two tables is no longer valid. 

Resolution: Define the table relationship using valid indexes for the current version.

Error Message: Invalid-query-name-in-keypath. Set list does not define a valid index prefix.

AR696 - Branch Transfer Error "Shipment criteria update is complete. No shipments were created.
Agility - Branch Transfers

Branch Transfer Error “Shipment criteria update is complete. No shipments were created.”

"Shipment criteria update is complete. No shipments were created. Sale Type was not found." and "Shipment building process for shipping SO was interrupted" "SO ID 12345 in Branch has been created." on SO: "The sale type is required to process the order." Sale type of Transfer is valid in shipping branch... when you manually apply the transfer sale type and save, you get the error "The order cannot be saved without a valid customer ship-to". Had the customer delete the PO (which deleted the SO) and try to start over. Received the same errors.

Answer: Customer ship to was not valid in the shipping branch.

Go to Data Files > Customer Information > Customers.

Pull up customer, pull up ship to, click on select branches icon and move the target branch from Available to Selected.

 

AR736 - User cannot open SO from dashboard or menu - task appears to be in focus in window but canno
Agility - Sales Orders

When opening window, the window shows to be in focus but does not show above the menu.

If user is running Agility full screen, have them take Agility out of full screen mode.  Now try opening window - does it show around peripherals of desktop?  If so, user moved the window off the desktop to the side/bottom/top and when focus goes to it - it is the window off screen.  Drag the window back onto the screen. 

AR739 - Item Activity Viewer not showing orders when run by supplier
Agility - Viewers

Trying to run an item activity for multiple products at one time. The type is set to all but the viewer is not displaying any sales orders or credit memos What does the Supplier option do on the item activity viewer?

Item activity stores the customer ID for each sales order and stores the supplier ID for each PO. When you run the item activity viewer by supplier, it reads through the records to find the ones with a supplier ID which would not include SO's or CM's. The supplier ID option on the activity viewer doesn't read the item's primary supplier, just the supplier for specific PO's.

AR741 - Error message that order must have pick printed before printing the delivery ticket
Agility - Sales Orders

Error message that order must have pick printed before printing the delivery ticket

Trying to print delivery tickets for multiple transactions in Order Processing, getting message that order must be picked before it can have a delivery ticket printed but all orders have had an Pick Ticket printed and a status of "resolved".

In order to verify all orders have had the pick file printed - update your column display on the bottom left of the order processing screen to show the pick file and print status columns.  Verify the pick status is printed for every order.  If the pick status is showing as not printed you can print the pick file right from order processing by clicking on the yellow icon labeled "View trans" then you will see the print pick ticket icon enabled. 

If this does not work and all orders show as printed you can print the delivery tickets one order at a time until you find the order that prompted the notification.  Then you will need to cancel the pick ticket and print the delivery ticket from SO Entry. 

If this is happening consistently, please submit a case with details of the orders this is happening to Agility Support so we can turn on additional audits and gather info to help find the root cause of this issue. 

AR744 - Question on Market Cost vs. Current Market Cost Column
Agility - Viewers

Question on Market Cost vs. Current Market Cost Column

Q: Quick question, running some sales order viewers in Agility and there are 2 fields for market cost-one listed as "market cost" and one listed as "current market cost". I tested some items and it looks like the "current market cost" is the correct one. Do you know if that is correct and if it is what is the "market cost". Maybe the "market cost" is historical to that SO date?

A: The Market Cost is the cost that was recorded when the detail was saved on the transaction. The Current Market Cost looks at the Market Cost currently set on the item. They could be different because when the order was originally created the Market Cost could have been set to a value that has since been updated on the item record.

AR795 - How to resolve a printer not valid for branch error (local host)
Agility - Printing

How to resolve a printer not valid for branch error (local host)

If you are locally hosted, you can print everywhere except in Agility, and you receive this error when trying to print, chances are the printer name on the PC and the name in the Print Queue dropdown of the Laser/Alias Printers screen in Agility do not match.

To resolve this error and restore the ability to print to the printer:

1. On the local PC, look at the printers mapped to that computer and note what the printer you are trying to print to is named.
   1. If the printer does not display in this list, the printer will need to be mapped to the computer.
      
2. In Agility, access Data Files > Misc Information > Laser/Alias Printers  and compare the value in the Printer Queue dropdown to what the printer is named on the local computer.
   
3. Do the printer names match?
   1. If yes: Try reprinting and contact Agility support for further troubleshooting if you continue to receive the error message.
   2. If not: Is there another option in the Printer Queue drop-down that matches the printer name on the local PC?
      1. If yes: Select the existing printer queue and try reprinting.
      2. If not: We recommend changing the name of the printer on your local PC to match the printer name in the Printer Queue drop-down.

Making changes to the Printer information on the Laser/Alias Printers screen changes the printer information globally, meaning if all the other PC’s were printing out of Agility correctly and you changed the printer queue to match this new PC, all the existing PC now don’t match.  Keep in mind, the printer queue name must match the printer name on the local PC.

 

AR797 - How to update customer credit check for all customers
Agility - Data Files

How to update the customer credit check for all customers

*The Customer Mass Update is a very powerful tool and can change a great amount of data quickly. There is no undo button for this. DMSi recommends running through this in TEST to make sure you understand how to process it and to make sure youare updating only the information youintend to.

1. In Agility, access System Admin > Mass Updates > Customer Mass Updates.
   
2. Choose the Sold-to (cust) Table and choose All Records for Method.
   
3. On the Mass Update Criteria tab, the Field Name you will need to update is the Check Credit field. The valid values include: A (Always); N (Never); D (Don't Check Thru); H (Place on Hold).
   
4. Click Validate to see how many records will be updated.
   
5. When you are ready to proceed, click Process to update the customer credit check for all customers.
   

 

AR826 - Invalid Commit Record Message On An Invoiced Order
Agility - Sales Orders

Invalid Commit Record Message On An Invoiced Order

 

*** This method is not available within current Agility versions v600+ ***

 

To delete orphaned BOs or Commits, you will need to use the Automated Support Program "Delete Orphan BO and Commits":

System Administration > Restricted Processing > Automated Support Programs

 

Run this program within the relevant branch to delete any orphaned backorders or committed item records attached to orders.

 

A Sales Order is displaying the following error message: "Invalid commit record exists for SO # 1212121212 seq 1 Line item has been completely invoiced".

To Resolve This Issue:

1. Navigate to System Administration > Restricted Processing > Support Programs and run the support program "delorphbocm" for the affected branch.
   • You can run an audit report only to show you any orphaned commit records and not change anything, or run the program as "audit report & Update" to clean up any orphaned commit records.
2. Once you have run the "delorphbocm" support program, go back into the order and confirm you no longer receive the error message.
   
   

AR832 - How to better manage trim and interior door packages to allow complete order fufillment?
Agility - Work Orders

 

For backordered pre-hungs or material on a job-site delivery I think it is a millwork industry issue when product goes to job sites and the trim carpenter does not get all of the pre-hungs he needs to start trimming and has to call us? Sometimes we do not even know until he calls. The trim carpenters get mad because they aren’t making money and don’t have time to waste. Marking the order ship complete is not always the solution. Possibly we could have substituted, upgraded, or arranged a later date with the contractor, etc. had we known the items were not going to print on a work order or pick ticket. What is a better way to manage these orders to allow for reliable and quality service for our customers?

Using the ship complete flag until you are knowingly ready to deliver (and/or build if desired) part of the quantities is likely the best option to prevent partial quantities from shipping unknowingly on these orders.  You should monitor the upcoming work orders via viewers to see if there are substitutions to be made, reallocation of quantities to fill the back orders or fulfillment of the backorders via a special fill in purchase or the like or if the customer needs to be contacted to move the date out.

Because it is components of work orders that are the key here the parent component list is a nice solution. You can save and launch a sales order viewer and include just the items (parents, other trim items you are interested in, likely by product group) for orders out a number of days.  Other filters can apply (sales agent, even misc field values if using misc fields creatively for status type tracking)

Once the viewer is launched, from there you can use the “Update Dept/Resource/Schedule Date” process selection on the lines you select (the parent lines) and that takes you into the parent component list.

With the parent component list you can

• Define a view that by default looks at backorders only (the things you have problems with. You can have another view that shows all components. There is a lot of info about dates, quantities and the like you can have in the customizable grid.
• Show the parent items completion quantity, quantity that could be completed (parents with all components available) and the quantity that is uncompleted and have backordered components
• Call the parent component list from the viewer for multiple work orders
• View stock status, reallocate quantities and the like

·         From within a sales order this is the closest thing we have to the order inquiry in DMS+ and is part of the reason we built the parent component list screen was to allow customers to see into their work orders for component statuses/quantities more easily.

With some creative use of relabeled misc fields attached to the header of the order - you can monitor what conversations you are having with customers for user defined status of the order.

Although the scheduling manager does not have this same view into the work orders themselves, the use of scheduling resources, departments and schedule dates does help to ensure the original date when placing the order is close to the real date  This would allow you to manage dates a little better on ship complete orders on the front side.

 

AR840 - Year End Procedures Checklist
Agility - General Ledger

Year End Procedures Checklist

Initial Preparation Steps

1. Complete all period-end procedures except closing and changing the periods which are included on this checklist. Refer to the Period End Procedures Checklist for instructions.

2. Review the Year End Procedures within Agility Help for general guidelines on closing year end activity.

3. Perform a year end backup of the complete system. Label the tape "Year End xxxx"(replacing xxxx with the year) and store the tape in a safe place.

Hosted (SaaS) Solution customers ONLY: The normal automatic nightly backup creates this backup for you. NO action is required.

4. Open a new general ledger year and update period start dates as needed: Select General Ledger > End of Period > Begin New G/L Year.

You can complete this step a few days prior to the new year. The new general ledger year must be open before you close the year in accounts receivable and accounts payable and before you open a new year in accounts receivable and accounts payable.

Manually opening a new year is not necessary when changing the current period using Automated Period End.

Accounts Payable Functions

5. Open the new year: Select Accounts Payable > End of Period > Begin New A/P Year.

This step is not necessary when changing the current period using Automated Period End.

6. Change the current year to the new year: Select Accounts Payable > End of Period > Change Current A/P Year.

This step is not necessary when changing the current period using Automated Period End.

7. All periods for the new year default to open when manually opening a new year. The default period is automatically set to the first period of the year.

If you do not want all periods open for the year, select Accounts Payable > End of Period > Close Open A/P Periods. Close periods other than the first period of the new year.

When changing the current period to period 1 using Automated Period End, the Close future periods created with the new year setting controls whether the periods are open or closed.

8. Select Accounts Payable > End of Period > Close Open A/P Periods. Close open periods for the previous year.

This step may not be necessary if you have been using Close current period through the Automated Period End.

9. Run the end of year process for the previous year: Select Accounts Payable > End of Period > End of A/P Year.

This step is not necessary when closing your final period using Automated Period End.

In A/P you should run the end of year process one time.

If you reopen a prior A/P year, the system requires you to run the End of A/P Year before you can run the End GL Year.

Accounts Receivable Functions

10. Open the new year: Select Accounts Receivable > End of Period > Begin New A/R Year.

This step is not necessary when changing the current period using Automated Period End.

11. Change the current year to the new year: Select Accounts Receivable > End of Period > Change Current A/R Year.

This step is not necessary when changing the current period using Automated Period End.

12. All periods for the new year default to open. The default period is automatically set to the first period of the year.

If you do not want all periods open for the year, select Accounts Receivable > End of Period > Close Open A/R Periods. Close periods other than the first period of the new year.

When changing the current period to period 1 using Automated Period End, the Close future periods created with the new year setting controls whether the periods are open or closed.

13. Close open periods for the previous year: Select Accounts Receivable > End of Period > Close Open A/R Periods.

This step may not be necessary if you have been using Close current period through the Automated Period End.

14. Run the end of year process for the previous year: Select Accounts Receivable > End of Period > End of A/R Year.

This step is not necessary when closing your final period using Automated Period End.

In A/R you cannot repeat the end of year process.

General Ledger Functions

15. To refresh the balance values on customer sold-to records, select System Administration > System Setup > Recalculate Current Balance. This program is optional.

16. Copy the customer sold-to high balance information from the current year to the previous year and move the 1099 value from the current year to the prior year on remit-to records: Select General Ledger > End of Period > Maintenance File Updates.

If you share A/R information, do not run customer update process more than once. If you do not share A/R information, run this process only once for each unique A/R branch.

Perform this step at the end of the calendar year regardless of whether your company has a calendar or fiscal year end.

17. If you share A/P information, do not run the 1099 update process more than once. If you do not share A/P information, run this process only once for each unique A/P branch.

Perform this step at the end of the calendar year regardless of whether your company has a calendar or fiscal year end.

18. Change the current year to the new year: Select General Ledger > End of Period > Change Current G/L Year.

This step is not necessary when changing the current period to period 1 using Automated Period End.

19. All periods for the new year default to open. The default period is automatically set to the first period of the year.

If you do not want all periods open for the year, select General Ledger > End of Period > Close Open G/L Periods. Close periods other than the first period of the new year.

When changing the current period to period 1 using Automated Period End, the Close future periods created with the new year setting controls whether the periods are opened or closed.

20. Close open periods for the previous year: Select General Ledger > End of Period > Close Open G/L Periods.

This step may not be necessary if you have been using Close current period through the Automated Period End.

21. Run the Retained Earnings Validation report: Select General Ledger > End of Period > End of G/L Year.

Verify that all accounts are assigned to a retained earnings account. If there are any accounts not assigned or assigned incorrectly, select General Ledger > Chart of Accounts > Retained Earning Accounts. Assign the accounts to the correct retained earnings account.

22. Run the end of year process for the previous year: Select General Ledger > End of Period > End of G/L Year.

You can run the G/L End of Year process as many times as necessary if adjusting entries are required in the previous year.

23. If start dates are not automatically updated when opening the new year, define a new start date for each period: Select General Ledger > Chart of Accounts > G/L Structure > Period Definition.

Complete this step prior to entering any receiving or receiving adjustments for the new year or running any Data Warehouse Update programs for the new year.

24. Create financial statements for the new periods in the new year: Select General Ledger > Financial Report Writer > Print/Export Financial Rpt.

All periods in financial statements are tied to a G/L year, so when you create a new year you must also create or update a financial statement layout with the periods for the new year.

Click here to view an article that helps walk through this step.

25. If you use the LIFO method to value inventory, update LIFO records and then run the LIFO report to review LIFO values assigned to items.

·         General Ledger > End of Period > LIFO Update

·         Data Files > Item Information > Queries/Reports > LIFO Report

This step is a fiscal year-end process as your LIFO update needs to correspond to when you close your books and file your tax returns.

26. If you use the F9 Professional® reporting tool, change your year as well as your period in order to get financial statements for the new year.

 

Posting to a Closed Year

If you need to make journal entries for a closed year, complete the following steps. You may repeat these steps as often as necessary.

Post Year-end Activities

1. Ensure the user has access to the 'Access Prior Year Data' security action: Select System Administration > Security Administration > Action Allocation.

2. Open the desired period: Select General Ledger > End of Period > Open Closed G/L Periods.

3. Enter the journal entries: Select General Ledger > Journal Entries > Journal Entry.

Change the Posting Period and Posting Year to the appropriate values.

4. If you use the manual post option, post the new journal entries: Select General Ledger > Posting Functions > Post Journal Entries. *

Change the Posting Period and Posting Year to the appropriate values.

5. Close the period: Select General Ledger > End of Period > Close Open G/L Periods.

6. Run the Retained Earnings Validation report: Select General Ledger > End of Period > End of G/L Year.

Verify that all accounts are assigned to a retained earnings account. If there are any accounts not assigned or assigned incorrectly, assign the accounts to the correct retained earnings account on the Retained Earnings Acct Maintenance screen within the General Ledger module.

7. Run the end of year process for the previous year: Select General Ledger > End of Period > End of G/L Year.

You can run the G/L End of Year process as many times as necessary if adjusting entries are required in the previous year.

* Recommendation: Set all default posting options to Direct Post to keep the General Ledger up to date with real time data and allow for timely balancing with subsidiary ledgers.

 

AR863 - How to set up Automated Processing Jobs in Agility
Agility - System Administration

How to setup Automated Processing Jobs in Agility

 

The Automated Processing tool, also known as Auto Processing, allows you to run routine Agility processes automatically without user intervention. The example we will use will be to setup your reorder calculations to be run each month.

Setting Up Jobs

Go to System Administration > Restricted Processing > Automated Processing > Queue Maintenance.

Click the New Job icon. In Job name, type in Reorder Calculations Forward. Type in the Job description.

Click the Add Task button.

Under Task Category, choose Update Process. The Process Type will be Reorder Calculations. Under the Process Name, click the magnifying glass to open the saved Reorder Calculations you just set up. Choose the first Forward Calculation that was set up and click OK. Verify the processing branch is correct and click OK.

When finished, click the Save Job button.

Setting up a Queue

Click on the Queue tab. Click on the Create Queue tab. In the Queue Name, type in Reorder Calculations Forward. For Frequency, choose Monthly. IN the Interval, choose Last day of calendar month. your Daily interval will be Once daily. Set the Start time sometime after the end of business. Start time is in military time, so 6 pm would actually be 18:00. Click Add Job and choose your Job of Reorder Calculations Forward. When finished, click the Save Queue button. 

Agility will run the jobs automatically at the times specified.

Listed below are tasks that can be run via automated processing:

Custom Cyberquery reports	• Automated processing supports scheduling reports with .eq and .mf extensions. If the report query cannot be located or if the report will not compile due to a syntax error, the system sends an email that the report task failed. • To email the report output, define the output format (such as PDF or .xls) on the Automated Processing job task. If there is no output format defined, automated processing emails the file with the .cqe extension.
External Interface	• A/R ACH Processing • Billtrust Invoice   • Billtrust Statement • Send/Receive EDI Files   • Process Incoming EDI Files • Process Millwork Development Orders   • Process TMS Cost Packets • Routing – Export Final File   • Routing – Export Preliminary File
Forms	• Acknowledgments This automated process emails/faxes order and/or credit acknowledgments based on the customer ship-to or customer branch ship-to laser control settings. • Invoices This automated process prints/emails/faxes invoices, finance charge invoices, and credit memos based on saved criteria settings in the Print Invoices window. • Billtrust Account Statements This automated process generates xml files for account statements based on criteria saved on the Print Account Statements with a setting of Process via Billtrust. This option is only available if your system is licensed and active for the Billtrust Interface.
Standard reports	• A/P Aged Open Payables Report • A/P Recon Register   • A/R Aged Trial Balance Report • A/R Lien Reminder Report   • A/R Tax Summary/Detail Report • Cash Drawer Balancing and Payments   • G/L Subsidiary Balancing Report • Inventory Valuation Report   • Potential Stock Outage Report • Sales Analysis Report   • SO Profitability Report • Inventory Usage/Purchase Comparison Report
Update processes	• A/R Finance Charge Application • ABC Classification   • Automated purges • Batch criteria   • Cost mass update • Create pick file   • Customer item quicklist • Data warehouse update   • KPI update • Post unposted activity   • Reorder calculations • Shipment update   • Tax interface invoice error processing • Transaction Analysis   • WMS monitor
Viewer	• Commission Viewer • Dispatch Viewer   • Inventory Viewer • Item Activity Viewer   • PO Viewer • Reman Viewer   • SO Viewer These automated process emails viewer results in .csv format based on the viewer's saved criteria.

 

AR876 - Pick adjustments that are set to default to print are not printing
Agility - Sales Orders

On Sales Order Parameters (System Administration > Module Controls > Sales Order Parameters) under the picking/deliver tab, the pick adjustments are set to default to print. 

We are still having issues where they are accidentally being resolved and they don't seem to be printing.

Check the picking viewer (Sales Orders/Quotes > Order Processing). Under the create picks tab, click “print options”

Check the “print pick adjustments” box. Sounds like the flag under the options menu for print pick adjustments has been unset for some users.

AR897 - Is there a way to see what sales order was created from a quote?
Agility - Quotes

Is there a way to see what sales order was created from a quote?

With Cyberquery

When a quote is released to a sales order, a record is created in the quote_release table. A record will exist for each line item on the quote that was released to a sales order showing which SO was created, when, and by who.  

For more information on the quote_release table, please review the database schema by accessing References > Database Table References from the Resources tab in Agility.

With SO Viewer

A SO viewer can also be set up to view this information.

1. Open the Order Criteria option.
2. On the Source tab select “Quot”.
3. Open the Column Display option.
4. Select ‘Source’ and ‘Source ID’ and add to the Column Order.

AR911 - How do I merge or renumber 2 customer accounts into 1?
Agility - System Administration

Instructions to merge two customer sold-to accounts or ship-to accounts into one.  This typically is needed for thee common scenarios:

·         one customer acquires or buys out another customer

·         duplicate customer accounts created in error

·         customer ID is incorrect and needs to be fixed

Once you merge the customers this will be reflected on all past and current sales transactions and A/R invoice history in the system. DMSi highly recommends that you performs this merge in your TEST environment first you are unsure how yo want to merge them (create new vs combine), as once the accounts are merged, we cannot un-merge them.

You can perform this process through System Administration > Renumber Processing > Renumber Customers.

 Merge entire customer account

Enter in the customer code you would like to merge into another account in the “from” customer id field.
Then enter in the correct customer you want to combine with in the “to” customer id field.

If you are moving the entire customer account then check the ALL box for all ship-to’s.

There are drop down options for both the ship-to and bill-to:

·         Create new sequences

·         Combine with sequences

  

Create new is typically used if you want to ADD the ship-to/bill to sequences to the new customer ID.  This is common when one customer acquires or buys out another customer. 

Combine with is typically used if the accounts are duplicated created in error and you just want to merge into one account.

 

 Merge / move customer ship-to

The ship-to is only needed if you want to move one ship-to to another account or you need to merge two ship-tos on the same customer account together (shown below).  Rather then selecting the “all” checkbox for all ship-to’s, specify the desired ship-to you are moving.  This is common if the ship-to is created under the wrong account or a customer that was previously as cash ship-to account decides to open a true account with credit terms, etc and you want to move history.

The ship-to and bill-to drop down have the same options and previously: Create new or combine.

 

 

 

AR917 - Marvin - Receiving error connecting to Marvin Web Service
Agility - Interfaces

Issue: Receiving error connecting to Marvin Web Service - This happens when trying to run the Send/Receive Files process within Ecommerce

Resolution: Marvin requires their password to be changed every so often. When the user's Marvin password is changed, the new password has to be updated within Agility because we are making a direct call into Marvin's back office system.

To Update, go to:

Ecommerce>Interface Maintenance
After selecting the Marvin Interface, go to the webservices tab and update the password field with the new value.
Select Save

Now go back into the Send/Receive Files, and run and everything will process through correctly

AR972 - Cannot perform cost allocation error message when trying to complete a reman
Agility - Reman

Cannot perform cost allocation error message when trying to complete a reman.

Question:

When trying to allocate the cost on a reman or completing the reman, an error displays of “Cannot perform cost allocation. Overridden costs for outputs are not equal to the input and operation costs. Work Order cannot be completed.”  How do we resolve this issue?

Solution:

1.   When completing a reman, the input cost + processing cost must equal the output item cost by Key.

2.   When the cost is manually changed on the output and there is only 1 item per key, the costs must match to the penny.  If they do not this message will be displayed.

3.  To correct, you need to pull up the output item and use the View/override cost option and select the Get current average cost. Then you will be able to allocate the cost on the reman and complete it.

AR974 - Improve performance of CQ reports starting in version 450
Agility - Cyberquery

Improve performance of CQ reports starting in version 450

 

With the newest version of Cyberquery in Agility v450, it has been reported that some custom queries that utilize file relationships have been running longer than prior to the upgrade.  If you are encountering this issue, it is our recommendation that a “no sql join” command be added to the end of each file relationship in the query (see below for example).  It is also our recommendation that all future custom queries with file relationships also use this command.
 
If there are any issues or questions in adjusting custom queries, please contact DMSi support.
 
 
define file xitem = access item,
 set item:system_id = so_detail:item_ptr_sysid,
 set item:item_ptr = so_detail:item_ptr,
 one to one,
 exact,
 null fill on failure,
 nosql join


list/domain = "so_detail"
 so_detail:so_id
 so_detail:item
 xitem:description
 so_detail:qty_ordered

 

AR1001 - Daily Balancing FAQ V521 and Prior Versions
Agility - General Ledger

V521 and Prior Versions

Setup Required

General Ledger Settings

Before you set up the processes for daily balancing, there is a little set up you need to do in the General Ledger and G/L Integration Points so the Daily Balancing process recognizes the subsidiary G/L accounts to balance.

Go to: General Ledger > Reports > G/L Subsidiary Balancing Report

•    Setup the Subsidiary Balancing Report
•    Save for All Users

Go to: General Ledger > Chart of Accounts > Categories Definition

•    Setup new GL categories in Agility "Sales" & "COGS"

Go to: General Ledger > Chart of Accounts > Account Maintenance

• Change the Category on the Sales account and COGS account.

Go to: System Administration > System Controls > Default System G/L Accounts

•    Assign default GL accounts to the new categories

These settings are needed for the custom Cyberquery that you will run daily to indicate what the balance is in your General Ledger for the G/L Subsidiary Accounts. 

Custom Cyberquery

1. Create a new folder named “GL_Balance_Rpt” under the cq_reports folder.
2. There are 3 Cyberquery files that need to be placed into your Agility Cyberquery folders
   1. Copy and paste these 3 lines (highlighted in red) into a new Cyberquery Macro (in CQ:  File > New Macro) report named: GL_balancing_report.mf

                                             run ../GL_Balance_Rpt/gl_balance_rpt1.eq
                                             run ../GL_Balance_Rpt/gl_balance_rpt2.eq
                                             rreplace gl_balance

1. The file “GL_balancing_report.mf” created in step "a" above needs to be saved (File > Save Macro As) in the folder "cq_reports"
2. Attached to this Article are two Cyberquery report files named “gl_balance_rpt1.eq” and “gl_balance_rpt2.eq”.  These 2 files need to be brought into CQ (save the file locally on your desktop, then in CQ use File > Import from “your computer”). Then save them in the new sub-folder “GL_Balance_Rpt” created in step “4” above (File > Save Enquiry As)

Daily Processes

At the end of each day you will want to do the following for Daily Balancing:

1. Ensure the Data Warehouse Update is run.  This is typically an Automated Process that is run each day after hours. 
2. Set up the G/L Subsidiary Balancing Report to run as an Automated Process daily, after hours, following the Data Warehouse Update automated process. This report can be emailed in the appropriate format.  Typically this is .xlsx or .pdf. 
3. Set up the “GL_balancing_report.mf” to run daily through Automated process, after hours. It can be included in the same scheduling that is used for running the GL Subsidiary Balancing Report in order to eliminate any timing issues between the two reports.  This report can be emailed in the appropriate format.  Typically this is .xlsx or .pdf.  
4.  Compare the G/L Subsidiary Report Balances to the 'GL_balancing_report' cyberquery.  Often the output from these two reports is entered into a daily balancing spreadsheet where you can track any variances that occur. 

Researching accounts that are out of balance

The following help links will assist you with the steps needed for you to research accounts that are out of balance
For Balancing Reports:
http://documentation.dmsi.com/agility/prod/General_Ledger/g.lbalancingreports.htm
For balancing inventory:
http://documentation.dmsi.com/agility/prod/General_Ledger/balancinginventory.htm
For balancing AP:
http://documentation.dmsi.com/agility/prod/General_Ledger/balancingaccountspayabletrade.htm
For balancing AP Recon:
http://documentation.dmsi.com/agility/prod/General_Ledger/balancinga.preconaccount.htm
For balancing AR:
http://documentation.dmsi.com/agility/prod/General_Ledger/balancingaccountsreceivable.htm
For balancing COGS:
http://documentation.dmsi.com/agility/prod/General_Ledger/balancingcostofgoodssold.htm
For balancing sales:
http://documentation.dmsi.com/agility/prod/General_Ledger/balancingsales.htm
 
The following are some of the most common errors that cause out-of-balance entries:
1.       AP and/or AR parameters set to manual post, but transactions have not been posted to the GL
2.       Reports were not printed at the correct time
3.       Backdating transaction such as invoices and receivers
4.       Posting both debit and credit side of payables and/or receivables to the same account
5.       Dropping A/P Recon records and using the A/P Clearing account as the offset
6.       Inventory adjustment reason codes set to post to the Inventory account which will leave a net impact on the GL of zero, while increasing/decreasing the on hand value report.
7.       Sales account parameters set incorrectly

AR1008 - Zip Tax - Creation and Import of Tax Code Updates in Agility
Agility - Interfaces

Instructions to import Zip.txt file to update or create tax codes in Agility using Zip Tax

Prep:

You will receive a email from Zip Tax with instructions to download the state and local tax files to your system.  DMSi recommends saving all these files in specific folder on your server. If you are hosted, you will need to use the file transfer process to move all files from this folder into the hosted site.

In Agility:

1. Access ZIP Tax Import: System Administration - External Interfaces Processing - ZIP Tax Import (DMSi recommends running the program from the Corporate branch)
2. Select the ZIP.txt tax file to import. (Note - Additional files for City, State and County also display in the directory. However, when you select the ZIP.txt file, the system automatically imports all of the files. You do not need to select the additional files for import.)
3. Enter or select the general ledger account to assign to new tax authority records created during import of the ZIP tax file.
4. Verify the setting for the Print forms description flag on new and updated tax authority records.
5. Click Import to begin processing.

Zip Tax will send you monthly updates so you will need to do this process each month to update tax rate changes in Agility.

AR1065 - Can I use Avalara if my users don't have internet access?
Agility - Avalara

Can I use Avalara if my users don’t have internet access?

Question:

I am a locally hosted customer and my users do not have access to the internet. Could I still use Avalara?

Answer:

Yes. The call to Avalara is actually via the appserver so as long as the appserver is running then it will make the call. If for some reason the appserver is down or turned off for a user then it uses local information and warns the user. For example, when we grab the tax for a record, we still store this information in the tax tables in Agility for reference. If the appserver is down, the system will use whatever information it can find in the local tax table and displays a message to the user that it provided an estimated tax only. During invoicing it would verify that the tax is correct at that point.

AR1078 - SPO Cannot Be Created, already have a saved SPO...
Agility - Purchasing

126989 filled from BT, user was saving it, system went down, getting error SPO cannot be created

Use has a SPO "in limbo" because it was suggested in the SO, then hung up when he got disconnected... need to either delete or create the existing SPO for that user. So, logged in as that user, got to Purchasing > Suggested PO's. Click the "View Saved" button and you should see a record for a SPO. Create it or delete it and access to the SO should be restored.

126989 filled from BT, user was saving it, system went down, getting error SPO cannot be created

AR1087 - Cause of excessive WMS logging
Agility - WMS

When working in a test environment, excessive, unexpected WMS Log activity could cause a database to crash if ignored. Review the following solution if you are experiencing WMS activity in a test environment which has not been properly configured for testing WMS activity.

  1. Is WMS running in a branch and environment where you don't expect WMS activity? If so, access System Administration > Module Controls > WMS Parameters and uncheck "Use WMS" to turn off WMS for that branch.

  2. Access Inventory Control > Warehouse Management > WMS Log Maintenance.  Confirm that the Logging Level is set to Error and review the messages. 

  3. If the WMS Log contains errors with a Process Type of Processing, confirm that the Agility WMS Processor service is installed and configured to run in this branch and environment. (Agility always attempts to process incoming records.  If it can't process them as soon as it receives them, it changes the records' status back to Ready and attempts to process them again.  If Agility can't process the records, it can get stuck in a loop.)

  4. If you need to prevent Agility from attempting to process records again, access Inventory Control > Warehouse Management > WMS Transaction Maintenance.  Set the Activity Type to Incoming or Outgoing (same Activity Type listed in the WMS Log), and set the Status to Ready.  If you know the record's created date, select it in Created Date; if you don't know the created date, check All.  When all options have been set, click Search.

   Select the record(s) you wish to process, and click the Update Status button (rightmost button on toolbar).  When Transaction Status appears, select Processed, and OK.  WMS Transaction Maintenance will now show an In Status of P (Processed).

AR1127 - Is there a report to see how much we charged in restock fees for a specific period of time?
Agility - Sales Orders

Question: We have Restock Fees set up as a Customer Charge, is there a report that shows how much we have charged in Restock Fees for a period of time?

Answer:  There are 2 different reports that show the amount of restock fees for a specific time period.

1.  The AR commission Viewer sorted by Charge Type (Accounts Receivable>Commission Viewer).

• This viewer will show all header charges, but will give totals for the Restock Fees as well
• While Viewers can be manipulated to include many different variations of information, please note the following settings that will be required to gather the desired Charge Type information:
  • Set the desired date range by entering them in the "Incl Invoice Options" screen
  • Ensure that the "Include Header Charges/Costs Regardless of Product Group/Item Criteria" and "Display Allocated Charges and Costs" are set as desired in the "Include Options" Screen
  • Ensure that the "Charge Type" field is selected to display in the "Column Display" window
  • Ensure that the viewer is being sorted by "Charge Type" in the "Sort Order" window

    2.  Run the Sales Analysis Report off of the Data Warehouse menu (Data Warehouse>Sales Analysis Report)

• The sort will need to be by Item# and then it will provide totals for each header level charge (Set on the "Report Options" tab)
  
  

AR1153 - Create Custom viewers
Agility - Viewers

Viewers

Define and save queries to quickly search and select data for review records such as transactions, inventory, or commissions.

The three main features of Viewers:

• Viewer Builder: to define and save viewer queries for multiple users
• Viewer Criteria: the criteria selection options to control the records returned
• Viewer Results: display data based on the selections made on the Viewer Criteria screen. The results includes additional options for viewing further information about a record returned by the query or take action on the data such as creating a new transaction and adding items to a transaction

Available viewer types: Attribute, Commission, Dimension, Dispatch, Inventory, Item Activity, Picking, PO, Reman, Shipping and SO

User the Viewer Builder to create Viewers from Scratch or to save for specific users, security groups, or All users.  (Data Files > Misc Information > Viewer Builder)

Viewers can be accessed from a number of places. An easy spot to start would be Sales Orders/Quotes > Viewers > SO Viewer. To search for a Viewer, select the Locator icon. Change the type if necessary.

To run a Viewer select the “Run” button on the bottom right corner.

If you change the criteria and wish to go back to the original viewer criteria, use the “Reset to Default” button in the top left corner.

To save a new Viewer, select the Save button and chose Create New Record. Type in the name of the new viewer and click OK. 

Recommended/Commonly Used Viewers:

The viewer options are grouped by department that most commonly use each viewer, but the same viewer may be useful in multiple departments.

Sales Department

MTD Sales by Customer: month-to-date invoiced SO information by customer; totaled by customer

Open Orders by Sales Agent: open SOs and CMs; totaled by expect date. This view should be created for each sales agent.

Orders Created Today: SOs entered for the current date by sales agent; totaled by expect date. This view should be created for each sales agent.

Orders Delivering in the next “x” days: SOs delivered for the current date range; totaled by route. This query is typically run prior to billing for the day and sometimes used for specific routes to provide a route sheet for the driver.

Inventory Stock Status Viewer: stock status information for a selected item/product group. You can set up multiple specific viewers for your “A” items or setup a viewer so that the item/product group range must be selected each time the viewer is run.

Purchasing/Receiving Department

Open PO Listing by Supplier: open POs by supplier; totaled by supplier. You can also set this query to run for a specific supplier.

Inventory Stock Status by Supplier: stock status information for a specific supplier’s products

Open Purchase Orders by Expected Date: open POs; total by PO

Production Department

Reman Production Schedule: all open reman orders

Millwork Department

Work Order by Department: Bill-of-materials work orders by expect date and department used to gauge resource allocation within a millwork shop.

Sales/Dispatch Department

Open Orders Sorted by Expected Date: Open sales orders; totaled by expect date. This query includes both orders that have been printed and orders that have not been printed.

Orders Shipping Next Day: Open sales orders expected to ship the following day used by the warehouse manager to properly allocate shipping resources; totaled by expect date

Backorder Report: Items that cannot ship due to insufficient available quantity; totaled by route

Management

Gross Margin View of Orders : Orders entered for the specified date or date range showing profitability information

MTD Booked Sales by Sales Agent: Month-to-date invoiced sales orders; totaled by sales agent

Commission Viewer- what’s been paid or not (including write-offs)

Open Purchase Orders: Open purchase orders

 

For additional information in Help, check out the Recommended/Commonly Used Viewers page.

AR1375 - Agility Security for WMS Implementation
Agility - WMS

Review the listing of suggested Security Settings

Here is the list of the recommended security restrictions that will help keep the inventory in sync with WMS.

Security Actions

The following security actions control user access to make changes to orders and inventory quantities that could potentially force the WMS and Agility quantities out of sync. Carefully review these security actions when determining the security access granted to sales, warehouse and office personnel.

Module	Security Actions
Accounts Payable	Adjust A/P Recon Records' - Grant access to users who enter receiving adjustments.
Data Files	'Update Item Branch UOMs' - Limit access to high level users. If quantity is on hand when you update UOMs, WMS may change the Small UOM value and generate errors.
	'Update Item WMS/Mobile Settings' - Grant access to users authorized to edit fields on the WMS/Mobile tab within Item Maintenance
	'Update/Add/Delete Item Records'
	'Update/Add/Delete Dimension Records'
Inventory Conrol	'Quantity Change Inventory Adjustment'
Purchasing	'Allow Receiving' - To ensure all receiving is done via WMS, limit access to high level users authorized to manually correct receiving errors listed in the WMS log. Users denied access to this security action but granted menu access to the Receiving screen can still enter receiving adjustments.
	'Complete Supplier Returns'
	'Update Suspended Receiving'
Sales Orders-Quotes	'Access Staging Detail from SO Entry'
	'Cancel SO' and 'Cancel CM'
	'Create Picks - 2 Step' - Must be granted for all users.
	'Delete Staging Records'
	'Edit Fully Picked/Staged SO
	'Edit Resolve Pick - 2 Step'
	'Expedite Print Delivery Tickets'
	'Ignore Allow Adjustment Flag in Pick File' - Deny all users access to this security action, to ensure no one reduces the order quantity on a sales order below the current pick file quantity.
	'Invoice Order from SO Entry'
	'Invoice CMs'
	'Invoice Unresolved WMS Items from SO Entry'
	'Print Pick Tickets from SO Entry' - If permission is granted and the user prints a pick ticket within sales order entry, WMS processes the order as a Will Call order.
	'Reduce Staged Quantity if Delivery Ticket Printed'
	'Specify Final Commits from On Hand' - Grant access to all users.

AR1434 - How to Modify the Default Item Activity Viewer used in Stock Status
Agility - Viewers

How to Modify the Default Item Activity Viewer used in Stock Status

 

Question:

Is there a way to set the default settings for an item activity viewer that is accessed through stock status?

Solution:

The default activity viewer in stock status (or any viewer for that matter) is the last activity viewer that you ran.

Meaning if you run the activity viewer from stock status (ie. viewer named ABC). then change the viewer to a different activity viewer that you already have saved (ie. viewer named XYZ) & run that. Or you can change the date setting on that viewer, save it and then run it again with the new defaults.

When you go back into the activity viewer the next time the last viewer you ran is what will default. Which in this case is the XYZ viewer.

To change the setting on the default activity viewer go to Data Files > Misc Information > Viewer Builder.  Locate the activity viewer that is setup & adjust the activity date range option and save the viewer.

AR1521 - Custom Item Fields
Agility - Data Files

Custom Item Fields

Easily define custom fields for item and dimension records  (Training video available here)
The new Custom Item Fields Definition screen allows you to specify user-defined field labels, determine whether the field is required, and select a data type for each custom field (e.g. text, decimal). These custom fields are then shared across all branches so there is no need to create or maintain the fields for more than one branch.

1. To create a new Definition click on the Custom Item Field (marked below).
2. Select Custom Field Definitions.
3.Identify the field label, Select the data type, and Save.

Types of Custom Fields (Data Types) for Items and Quotes:
• Date
• Decimal
• List
• Text
• Whole Number
• Yes/No

The new 'Update Custom Item Fields' security action determines whether you can add, delete, or update custom item fields. If access to this action is denied, the custom item fields are display only.

Once you define custom fields, you can maintain the actual data in the fields at the item or dimension level. A new icon on the Item and Dimension Maintenance screens gives you access to the Custom Item Fields window where you can enter values. This data is unique per branch and item/dimension, including the main item record (00x00x00). The system stores these records based on how you share item content definition branch records. In addition, with proper security, you can access the Custom Item Fields Definition screen from the Custom Item Fields window.

Additionally, custom item fields are included as available columns on the Inventory and Dimension Viewers and the values for these fields can be updated from Item Mass Update, Item Cross Branch Update, and Item Import.


For more information, see the comprehensive help files here.

  

AR1530 - Why is my order point not correct
Agility - SPO

An item does not have the correct order point after running reorder point calcuations

Question: GAF Shinglemate (GAFSM) in ABC branch has purchased 100 plus rolls in April.  I recalculated all ABC branch reorder points this a.m. to try to capture the increased GAF buying at that branch over last 30-60 days.  I was surprised that on this product (as an example) that the needle (i.e. reorder point) didn't move much and that projected monthly usage was under 5 rolls.  The item had April sales of 105.

We ran Reorder Calculations looking forward three months but trending the last 90 days.

When we did the calculation, Agility switched to B03A (backward three months), instead of F03 as selected?  Also the Average 12 month usage is 19.17 (current) and 7.42 (last).  Why is the Projected average only 4.33?

We imported the 24 month usage so the item would have the correct usage. 

Answer:
The issue has to do with the History Start Date used in Reorder Calculations

When reorder calculations are set to use forward history (e.g. selected on the Reorder Calculations screen or set as the fixed ROP Calc Method on the item record), the system verifies the history start date on the item record before calculating the reorder point.

?	History start date is blank ? The system uses the minimum reorder point as the reorder point, if a minimum reorder point is specified. If there is no minimum reorder point, the system does not calculate a reorder point for the item.

?

History start date is less than one year ago ? If the ROP Calc Method is not fixed, the system calculates the reorder point using a backward history of 3 months, since available history is insufficient to calculate a valid forward history. The system assigns B03A as the ROP Calc Method, indicating a backward history of 3 months was used as an alternative to the selected method.

If the ROP Calc Method is fixed, the system does not calculate a reorder point for the item.

?

History start date is greater than one year ago ? The system calculates the reorder point using the calculation parameters specified on the Reorder Calculations screen. If the ROP calculation method for an item is set to B03A (i.e. the history start date was previously less than one year old), the system uses the selected forward history calculation and assigns the new method to the item content definition branch record.

 

 

AR1541 - Troubleshooting custom CyberQuery reports added to the Dashboard
Agility - Cyberquery

When adding or editing a custom CyberQuery report to a Saved Reports dashboard object, there are rules that apply to ensure the report runs correctly. The report must be a compiled query (.eq) or a macro (.mf) to run from the dashboard.

Adding reports

Issue:
I do not have the link "Add Custom Report" on my Saved Reports dashboard.

What to check:
Is action allocation "Add/Update Custom Reports on Dashboard" granted?


Running reports

Issue:
I received the message "Error opening ../myfilename.rc:  File not found."

What to check:
Is the query compiled?  Navigate to the correct directory and search for a file by the same name as the query with a file extension of .rc.
Is the compiled query in the defined subfolder?  Navigate to the correct directory and search for a file by the same name as the query with a file extension of .rc.
Is the report name specified in lower case on the Add Custom Report window?  If it is not, edit the report name field to lower case.
Is the report name saved in lower case?  Navigate to the correct directory and confirm that the file name has been saved as lower case.  If it has not, either save a copy as lower case or rename the report using lower case.

Issue:
I received the message "Error opening ../myfilename.mf:  File not found."

What to check:
Is the macro in the specified subfolder?  Navigate to the correct directory and search for the macro.
Is the report name specified in lower case on the Add Custom Report window?  If it is not, edit the report name field to lower case.
Is the report name saved in lower case?  Navigate to the correct directory and confirm that the file name has been saved as lower case.  If it has not, either save a copy as lower case or rename the report using lower case.

Issue:
I received the error message "Error opening .\scratch7364.eq: Access is denied"

What to check:
Usually if the message indicates "permission denied" it means the operating system is not allowing the user to execute the macro.

 

Compiling reports

Issue:
I entered a report name in the Report Name field and clicked Process but got a blank report.

What to check:
Did you enter the file extension?  If not, add the file extension .eq. and compile the report again.
Are there spaces in the name of the query?  If there are, this query will need to be compiled using the All option on the compile window.

AR1556 - What are the recommended Credit Memo Reason Codes
Agility - Best Practice

What are the recommended Credit Memo Reason Codes

At a minimum we suggest the following reason codes.
• Reason codes set to Return to Stock and Not Return to Stock 
• Direct Cost Correction. One that decreases and one that increases (These must be setup to hit AP recon to allow the user to enter in the PO and correct direct POs).
• Cost Correction. One that decreases and one that increases. Both set to effect the Cost Adjustment Account (Used for non-direct POs when a receiving adj is done and the user gets an error that the amount hit Cost Adj.).
• Price Correction. One that decreases and one that increases.

After these recommended Credit Memo Reason Codes, it is up to the company to decide what other reason a credit memo would be issued and how they will need to behave in Agility.

 

AR1563 - Assigning users to Cash Receipts Batch for POS
Agility - Sales Orders

Assigning users to Cash Receipts Batch for POS

The most important thing about a cash batch is that the assignment of the user and the payments that are part of the cash batch MATCH what you take to the bank.  By using a process of opening a new cash batch when you pull the cash drawer(s) associated with the batch and grouping the payments that were made as part of the cash batch together and depositing them in the bank together you simplify the process of bank reconciliation throughout the month (if reconciling items as they appear online) or at the end of the month when you receive your bank statement.

For most Agility customers, typically cash batches have a unique batch ID for a branch.  All users in the branch are assigned to the cash batch.  The cash drawer is pulled at the end of the business day and the cash batch is changed at the end of the day.  This process can be automated daily through Automated Processing.

DMSi recommends that if this process matches closely to your handling of your cash drawers that you automate the process by assigning a cash batch of the date of the batch plus a sequence that is unique for the branch and that you include all users that have the branch assigned as a default branch in the cash batch. 

To assign users to the cash batch, go to System Admin > Restricted Processing > Automated Processing > Batch Criteria

Select the type of 'Cash Receipts'

Select the branch for the cash batch criteria.

Check the option to  Only Display users with default branch of (selected Branch)

Select all available users for Selected Users.  This will set the Selected Users to <all>

By selecting all users for the branch, if any users are added later with a default of that branch - they will automatically be included in the next cash batch created for the branch.  This reduces the maintenance you would need to do to maintain the cash batch criteria record when new users are added.

Select relative date for the date for batch ID.  Typically, this is set to the run date  +1 if the automated processing is set to run daily Before midnight. If running after Midnight the days would be zero

Select an additional sequence for batch ID which will make this a unique cash batch for this branch. This is a numeric field and can be up to 8 digits. 

The new batch ID for the current day will show (yyyymmddxx) where xx is the additional sequence number. 

Automate the criteria to run once a day at the end of the day if before Midnight, beginning of the day if after midnight.  By doing this, all cash receipts received in the branch are assigned to one cash receipt batch for the day.

See the following related article for information related to adding jobs to automated processing:

How do I setup Automated Processing Jobs in Agility

AR1571 - EOQ Worksheet
Agility - Best Practice

Information about the Economic Order Quantity and the worksheet to calculate it's values

EOQ Parameters

Recommendation: Update the purchasing cost and carrying cost factors annually for each branch using the EOQ Parameters Maintenance screen. The factors may be different for each branch.

Economic Order Quantity (EOQ)

Once the buyer has determined when to buy (based on reorder point) they then need to determine how much inventory to buy. Buyers use the economic order quantity (EOQ) to determine the appropriate inventory quantity to purchase. The economic order quantity is the order quantity that results in the lowest outgoing costs of an item based on the unit cost of the item, item usage, costs for purchasing, and storage cost.

Recommendation: Update the purchasing cost and carrying cost factors annually for each branch using the EOQ Parameters Maintenance screen. The factors may be different for each branch.

The system calculates the economic order quantity, rounded to two decimals, to determine the recommended buy amount for an item on a suggested purchase order. Use the economic order quantity to determine whether you should buy smaller quantities more frequently or buy larger quantities less frequently to have the lowest outgoing cost.

EOQ = square root of [(24 * TAU * Purchasing Cost) / (Carrying Cost Factor * Cost)]

Value	Definition
24	Fixed constant value representing 2 times the number of months in a year, as the formula needs to include twice the monthly demand
TAU (Trend Adjusted Usage)	Same monthly usage used in Reorder Point (ROP) calculations The exact formula for the usage is based on the method used to calculate the ROP.
Purchasing Cost	Annual cost incurred by the purchasing department for writing each line of a purchase order To determine the cost per purchase order line, divide the purchasing department costs by the number of purchase orders issued annually, multiplied by the average number of line items on each purchase order. Purchasing Cost = Annual Cost for Purchasing / (Total Number of POs Per Year * Average Number of Lines Per PO) For example, a purchasing department issues 2160 purchase orders annually with an average of 14 line items per purchase order and an annual cost of $151,200. The cost per purchase order line would be $5. $151,200 / (2160 * 14) = $5 The annual purchasing cost can consist of the following costs. Specific cost types can vary by company. See the calculation worksheet below to determine your Purchasing Cost. • Inventory control – salaries and costs related to keeping accurate inventory quantity information • Computer – portion of data processing costs related to inventory control/accuracy and purchase order entry and receiving • Purchasing – salaries, rent, phones, expediting, etc.; expenses related to stock purchasing • Receiving – costs associated with accurately receiving material into the computer system; this cost does not include unloading and put-up costs
Carrying Cost Factor	Cost of keeping the item on hand This factor represents the cost of carrying $1 of inventory for one year. You should review the carrying cost factor annually. Cost can vary widely based on the nature or your business and the type of products you carry. See the calculation worksheet below to determine your Carrying Cost factor.
Cost	Replacement cost of the material For non-lumber type items, this value represents average cost. The following hierarchy determines the cost used in EOQ calculations for lumber type items. The first step applies only if the item is costed by dimension. If the value for a step is zero, the system moves to the next step. • Average cost for dimension • Average cost for main item record • Last received landed cost for dimension • Last received landed cost for main item record

Calculating the Inventory Carrying Cost Factor

Use the following worksheet to determine the economic order quantity carrying cost factor, e.g. amount to carry $1 of inventory for 1 year.

Warehouse Space	$__________	The annual expense of warehouse space. If all space is company owned, use the cost of leasing equivalent space in the area. Include taxes and insurance paid on buildings in this amount.
Taxes	$__________	Actual taxes paid in the last year on inventory. Taxes on buildings should be part of the warehouse space cost figure.
Insurance	$__________	Insurance premiums paid in the last year on inventory. Insurance on buildings should be part of the warehouse cost figure.
Shrinkage/Obsolete Items	$__________	The value of inventory which was adjusted off during the last year, either because of physical count differences or material that was deemed non-saleable.
Material Handling	$__________	The total annual expense in labor and material handling equipment needed to receive and stock all incoming merchandise. This should also include the cost to move and count inventory during the year. Customer order-filling expense is not included.
Cost of Money	$__________	The interest that could have been earned in a safe investment if the money had not been used to purchase inventory.
======================================================================================
Total Costs	$__________	Totals Costs = Carrying Cost Factor

 

 

Total Costs	/	Avg Inventory for Past Year	=	Carrying Cost Factor
$_________	/	$__________	=	$__________

You can find the average inventory for the last year by running the Inventory Turns/GMROI report for last year. The total prints at the bottom of the report.

Cost typically is between .25 and .4

Calculating the Purchasing Cost

Use the following worksheet to determine the Purchasing Cost, e.g. amount of money it costs to buy one line item on a purchase order.

Cost of Purchasing Staff	$__________	The total annual expense for staff that handles purchasing and negotiating costs for all incoming merchandise.
Cost of Accounts Payable Staff	$__________	The percentage of cost as a dollar amount for the accounts payable staff creating invoices, paying the invoices to your suppliers and researching inventory discrepancies.
Cost of Overhead	$__________	The percentage of cost as a dollar amount for the overhead on things such as computers and phones.
Cost of Receiving	$__________	The percentage of cost as a dollar amount spent receiving the incoming merchandise and entering the receipt into Agility.
======================================================================================
Total Costs	$__________	Totals Costs

 

 

Total Costs	/	Number of PO Line Items	=	Purchasing Cost Factor
$_________	/	$__________	=	$__________

To get the total number of PO line items, run a PO viewer in detail view for all POs created in the last year. In the bottom right of the screen it will tell you record 1 of X. The number X is the total number of PO line items for the year.

Cost typically is between $4 and $8

How to Update EOQ Parameters

Access EOQ Parameters Maintenance: Purchasing Þ EOQ Parameters

Notes:

•	Update these values once a year.

AR1596 - How to set up Purchase Order Labels
Agility - Purchasing

How to set up Purchase Order Labels

The PO Label Maintenance screen maintains optional, user-defined labels to categorize open, closed or canceled purchase orders and supplier returns. You can use purchase order labels as a selection and sort criterion on the PO Viewer and linked purchase order labels as a sort criterion on the SO Viewer.

1. In Agility, access Data Files > Supplier Information > Purchase Order Labels
2. Enter a PO Label and a Description
3. Select Save

AR1600 - How to set up sales agents
Agility - Data Files

            1.  In Agility, access Data Files > Sales Order Settings > Sales Agents.

            2.  Populate the Sales agent ID and Printed ID fields at a minimum.

a.   The key field is the Sales agent ID, a 12-position alphanumeric field.  The Sales agent ID is what is seen in Sales Order Entry, Viewers, and Reports.

i.            Use a consistent format to ensure sales agent records display in a logical order throughout the system, such as range selections and reports. If you include alpha characters DMSi recommends you utilize an upper-case format to ensure a consistent sort order.

b.   The Printed ID value prints on forms. DMSi recommends you enter a meaningful value in this field to assist customers in recognizing the sales agent associated with the sales order.

c.    Assign the notification user ID

ii.           The system uses the user ID to pull the email address from the user’s profile for sending notifications via email.

            3. The remaining fields are information only and not required

            4.  To Save, click the Save icon on the top left corner

Additional information:

Agility Online Help link:

http://documentation.dmsi.com/agility/prod/Data_Files/salesagents.htm

AR1603 - How to Set up Delivery Routes
Agility - Customer

How to Set up Delivery Routes

 

When you define delivery routes, you can assign the routes to customer ship-tos or customer branch ship-tos, which allows you to batch create pick files and shipments, batch print picking/delivery forms, and invoice sales orders based on delivery route/date. In addition, you can run viewers and reports for selected routes.

Data Files > Customer Information > Delivery Routes

1. Populate Route ID, Frequency, Lead days, Cut-off time, and any other necessary information.
2. To Save, click the Save icon on the top left corner, circled below.

For field descriptions in the Delivery Route Maintenance screen, open the Delivery Route Maintenance screen in Agility and then press F1 on your keyboard to launch the Agility online documentation page.

 

Additional Information:

·         If you do not use true delivery routes, DMSi recommends you set up at least one generic route. If you don't deliver to every customer every day of the week, define a generic route for each day of the week. Assign the generic routes to all of the branch ship-to records in each branch that delivers to the customer. You can then batch print pick forms or delivery tickets using the generic routes, a process which is much faster than printing the forms on an order-by-order basis.

·         Typical methods for structuring routes:

o   Generic: define routes based on delivery schedule (days of week).

§  Examples: 1MonAM, 1MonPM, 2TuesAM, 2TuesPM

o   Generic and Truck: define one set of routes based on delivery schedule and another set representing actual trucks or drivers.

§  Before printing delivery tickets, reassign routes to the orders based on the actual truck. This method allows you to track trucks throughout the delivery process.

§  Examples: Trk1, Trk2, Trk3

o   Geographical: define routes based on a combination of delivery schedule and geographical location.

§  Used if you routinely deliver to the same locations (rather than job sites) on set days of the week.

§  Example: The Orlando branch delivers to Tampa, Miami and Jacksonville. 1Tmp, 2Tmp, 3Mia, 4Mia, 5Jax

o   External delivery services (UPS, FedEx).

o   Hold: assign to sales orders to place on hold until you resolve delivery date so pick/deliver forms are not printed for the order.

o   Expedite: flag high priority orders to ship same day or ASAP.

 

 

AR1705 - Does the GetPriceInfo API include representative item logic or future price logic?
Agility - API

Scenario:

Under Sales Orders/Quotes > Queries and Reports > Pricing Report there is an option to build a pricing viewer to display pricing information using representative item logic and future pricing logic.

The question is can the GetPriceInfo API call be used to pull this information? Can it be run for future pricing?

Can it be run to use the Representative item code functionality?

Answer:

Current functionality in our SOAP GetPriceInfo API does not include representative item logic nor future price page logic. It is currently built to essentially mimic the functionality of the price info window in stock status. 

AR1725 - How to write off duplicate finance charges created in error
Agility - A/R

 

How to write off duplicate finance charges created in error

Issue

When creating finance charges, the finance charges can be created multiple times in one day.  How do you remove the duplicate finance charges?

Solution

You will need to write off the duplicate finance charges.  The simplest way to do this is to pull up the finance charges that exist for the branches or groups of branches and then write them off in the AR Open and Paid Inquiry (Accounts Receivable > Inquiries > AR Open and Paid Inquiry).  The screen shot below indicates what you would want to use as criteria:

1. Run for branch or group of branches you included in the finance charge application process

2. Search by All invoices

3. Choose a Level to view of Customer

4. Include All Invoices

5. Select the Invoice Type of FC

You will see all the Finance Charge invoices that are open for this set of branches (including old open FC invoices).  When selecting the invoices, you can select the first invoice and then use CTRL-click to select the last invoice in the list you want to write off.  That will highlight all the invoices in between. 

6. Once the invoices are selected, select the button for AR Write Off.

This will remove the duplicates from the customers’ account and correct the duplicate entry in the GL.

This will not prevent the invoices from being printed if you print invoices.  They will still show in the print invoice queue.  They will also be transmitted to BillTrust if you print invoices there. 

It will however, remove them from the customer’s open AR. 

 

AR1771 - How to Add custom paint colors during order entry
Agility - Sales Orders

Problem: Custom paints and stains are popular items, but cause problems for sales reps. Manufacturer item codes and recipes are stored in a spreadsheet outside of Agility. When a customer places an order, sales reps must look up the item number then manually enter the recipe on the reman. Typing out complicated recipes takes time and increases the chance of errors. It is also difficult to for sales reps to give accurate pricing because they cannot enter the custom color on a quote. 

Solution: Save manufacturer codes as cross-reference items in Agility. When sales reps add the parent item to an order, they can enter the manufacturer’s number as an item detail. Agility will automatically populate the work order with the correct recipe. This makes it much easier to create accurate orders and price quotes for custom paints and stains.

AR1778 - How to import item attributes into PartnerView
Agility - PartnerView

 

How to import item attributes into PartnerView

The Item Attribute Import allows you to update the attributes within the PartnerView Search Product option. In the example used below, the Product Search contains a Power Tools section with a Drill section. Within the Drills section, items are listed according to Manufacturer, Price, and Clearance. Using this example, the steps below outline how to update this information using the Item Attribute Import.

Category: Power Tools
Group: Drills
Attributes: Manufacturer of the item, Price, Clearance items
Value: Milwaukee, Stanley, Dewalt, $20 - $30, $30 - $40, $40 - $60, Clearance 2012, Clearance 2011, Clearance 2013

1. Create a spreadsheet containing the Category, Group, Attribute, and Value you wish wish to update
    In this example, item DR1040 is being added to the filter for Dewalt items and items within the price range of $20 - $40

2. Save the spreadsheet to a location where you can access it during the import

3. In Agility, access Data Files > Item Information > Attributes Information > Import Item Attributes
     a. Select the Add new record icon to create a new import definition -or- select an existing Definition ID from the grid
               If creating a new definition, see the Creating a new Definition ID section below
     b. Select the correct branch, if applicable
     c. Select the correct Processing Branch
     d. Select the Select a file icon and choose the spreadsheet you created and saved in step 1 -or- enter the file location in the Transaction fiel field
     e. After all information has been entered, select Process to begin the import

4. When prompted, select Yes to import the file

5. Review any errors/messages after the import completes

6. Access the Product Search in PartnerView to verify the information displays correctly

Creating a new Definition ID

1. From the Item Attribute Import window, select the Add new record icon
     a. Enter a name for the Definition ID
     b. Select <all> for the branch
     c. Select the Build a Directory Path icon to locate and choose the spreadsheet you created -or enter the file location in the Transaction File field
     d. Select the corresponding column from the spreadsheet
     e. Select the radio button for one of the following options:
               - Replace Existing Attributes: This option removes all existing attributes and saves only the attributes included in the import file
                    Do not select the Replace Existing Attributes option unless you are absolutely sure you wish to wipe out all existing attributes!
               - Append to Existing Attributes: This option adds the attributes from the import file to the existing attributes
                    - Override Attribute Value if Duplicate Attribute Encountered: Setting this option replaces duplicate attributes with the information from the import file

2. After all information has been entered, select Save and Exit

AR1796 - How to use the Image Bin prior to v522
Agility - Image Gallery

1. Go to http://images.dmsi.com as a hosted user. If you are locally hosted, you can access http://imageslh.dmsi.com and follow the same instructions below.
2. Contact Support to get your API URL and service name.
3. Log in with your Agility username and password.
4. Select an existing directory or create a new directory with the “Create Folder” button. Note: DMSi recommends removing spaces to avoid any errors in the image URL, since this URL will contain the folder names.
5. Select Upload Files
6. Select the image(s) from your local directory and upload. Note: When naming images, it is easiest to use the item code here to easily find them again if future edits are needed.  To select multiple images for upload, use Internet Explorer and add dmsi.com to your Compatibility View Settings (Alt+X brings up tools menu). It does require SilverLight to be installed to upload multiple images at a time. 
7. Once you have uploaded your images, select 'Export Image list' on the folder to which you uploaded images.
8. Save as an Excel spreadsheet. Note that you will need to add 2 columns to the spreadsheet:
   1. Type – valid values are Image or Document. This is a required field.  Because your image repository only houses Images, your type will always need to be populated with 'Image' when you’re exporting from the Image Bin
   2. Primary – valid values are Yes or No. This is not a required field, but if you leave this field blank or if this column is excluded, the uploaded image will not be a primary image, even if it’s the only image associated with the item
9. Save this updated spreadsheet on a shared folder that you can access from Agility.
10. In Agility, go to Data Files > Misc. Info > Images and Documents.  Select the 'Import Images and Documents' icon.
11. Create a Layout Definition by clicking the 'Add new record' icon, select your transaction file, and map over the fields to the appropriate column.
12. Click Save to start the Import.
13. You can view the imported image in Stock Status.  You can access Stock Status by going to Data Files > Item Information > Items and click on the 'Display Stock Status' icon.  You can also access Stock Status by going to Sales Orders/Quotes > Stock Status.  In Stock Status, click on the 'View Image' icon.  Note: This only shows the primary image associated with this item.

 

You can view all images and documents associated with the item in Item Maintenance, by clicking on the 'Assign Images and Docs' icon.

NOTE:  Documents can be imported in the same way; however, the Image Bin cannot house documents.  Like your images, your docs must be exposed to the internet.  You can do this by housing these docs on a webserver you may have or by using a publicly accessible document storage URL.  The only difference in your content on the import (step 8 above) will be to change the value of your 'Type' to 'Document'.

AR1797 - How do I print a document to multiple trays?
Agility - Printing

To get a document to print to multiple trays, you will need to change the Forms Assignment settings for the specific document (i.e. Delivery Ticket).

 

Data Files > Misc. Information > Forms Assignment

In the Forms Assignment Screen:

1)      Choose the “Number of Copies” to print

2)      Under “Print to Printer Default Tray”, change to “No”.

a)      Note if this is set to “Yes” the “Tray/Copy Setting” button will be inactive

3)      In the bottom left, click the “Tray/Copy Setting” button.  

4)      In the Printer/Tray Copy Selection window, choose the same default printer as specified in the “Form Settings” grid.

5)      Next you will choose up to 5 trays for the document to print to

a)      This will take some trial and error due to the print driver that is associated with the printer.

b)      For example, you may need to print to 3 trays and you have an HP printer.  HP Tray 1 may match up with tray 2, HP Tray 3 may match to tray 2, etc.

c)       Save the Printer “Tray/Copy Selection” and Exit.

6)      Save the Forms Assignment settings.

7)      Test print a delivery ticket and monitor which trays they come out of. If they are correct, you are finished. If they are incorrect, you will need to go back to step 6 and repeat until they are correct.  

 

AR1798 - F9 was working, but it now gets errors.
Agility - F9

F9 has been installed and working correctly for a while, but now it displays errors.  The errors occur in the F9 financial reports in Excel and also when running the F9 “FMU GL Translate” data update program.

F9 works with a Pervasive database. Normally the Pervasive Server and F9 data files are on a server and the Pervasive Client and F9/Excel financial reports are on a client computer. Errors will occur when the Pervasive Client cannot communicate with the Pervasive Server. There are several reasons why this might happen.

1. If possible, restart the client (user) PC. In some instances restarting the client will restore the connection between the Pervasive client and the server as well as the connection between F9 and Pervasive.
2. Look to see if the Pervasive services are started (Windows Control Panel, Administrative Tools, Services). There are two Pervasive services on the server. If they are not started, start them both, or if they are already showing that they are started, stop them both and start them again. First start “Pervasive PSQL Relational Engine” and then start “Pervasive PSQL Transactional Engine”.
3. Also on the server, check to see that the Pervasive licensing Product Key is active and permanent (Programs, Pervasive PSQL, Utilities, Pervasive License Administrator). If the Product Key is not showing as active, click on the Repair button. If that does not correct the problem, or if there is no Repair button, call Support at DMSi.

If the errors still occur the following will need to be checked.

4. On the server, changes might have been made to the data paths for F9 folders and files. If this is the case, then the Fmu32 GL Translate and the F9/Excel financial reports need to be edited to point to the new data paths.
5. Permissions might have been changed on the server. The F9 user needs read/write permissions for the folder where the F9 data files are located.
6. The admin password on the server might have been changed. The Pervasive Server installation will need to be edited to use the new password. The password can be edited as follows:

Pervasive PSQL Server installations automatically run as a service on the server machine. There are two services and you will need to run them both under a user account other than the default Local System account. This can be modified in the Log On Properties for the Services using the Windows Control Panel. (Administrative Tools, Services, find both PSQL services (when sorted by name, they will start with “Pervasive PSQL”, right click and select properties of each PSQL service, go to the “Log On” tab, click on “This Account” and enter the network username and password. It may need to be entered as machinename@domain.com (i.e. machinename@dmsi.com) or as networkdomain\networkusername (i.e. dmsinet\networkusername) or perhaps just as the network username. The password will be the network password. If the services are already running, they will need to be stopped and started for the changes to take effect.

AR1800 - Why can't I cancel a direct SO
Agility - Sales Orders

Scenario:  Trying to cancel a direct SO and an error displays "You do not have security to make this change.  This sales order is linked to a printed purchase order and changes must be verified with the supplier"

Solution: There is an Security Action Allocation that controls this named "Update Item/Qty on DNAI SO – PO PRINTED" under the Module ID of Sales Orders/Quotes.

Once that is granted you can cancel this direct SO.

 

AR1815 - How to export and import a quote
Agility - Quotes

How to export and import a quote

Accidentally delete a quote for a customer or project? If the quote is in your test system, you can easily export it from there and then import it into your production environment. Follow the steps below to recover a quote from test and restore it in production.

DMSi recommends keeping your test system up to date and regularly completing backups in this environment.

Exporting a quote from your test system

1. Log in to Agility in your test system
2. Access Sales Orders/Quotes > Quote Entry
3. Display the quote to export
4. Select the Detail tab
5. Select the Export icon to export the quote 
6. After the spreadsheet displays, save the file in a place where you can access it during the import

 

Importing a quote into your production system

1. Log in to Agility in your production system
2. Access Sales orders/Quotes > Import SO/Quote
3. Select the Add new record icon to create a new import definition –or– select an existing Definition ID from the grid
   Note: If creating a new definition, it is suggested that you set all possible fields under the Ship-to Info and Quote Header tabs to Prompt for Value since the export does not contain that information. Doing this allows you to enter that information manually. See the Creating a new Definition ID section below for additional information.
4. Select the correct Branch, if applicable
5. Select the correct Processing Branch
6. Select the Select a file icon and choose the file you saved from the export –or– enter the file location in the Transaction file field
7. After all information has been entered, select Process to begin the import
8. When prompted, select Yes to import the file
9. Review any errors/messages after the import completes
10. Access the quote in Quote Entry for verification

 

Creating a new Definition ID

The steps below outline how to create a new Definition ID and are specific to importing a quote from your test system.

1. From the Sales Order/Quote Import window, select the Add new record icon
2. Access the Action tab
3. Enter a name for the Definition ID
4. Select Quote from the Type dropdown
5. Select <all> for the branch
6. Select the Build a Directory Path icon to locate and choose the file you saved from the export –or– enter the file location in the Transaction File field
7. Enter the number of header rows on the spreadsheet you saved during the export
8. Select the radio button for Create New Quote(s)
9. Select the desired radio button in the Break Orders by section
   Note: A PO or Reference number is required and will need to be added if not already in the import file.
10. Access the Ship-to Info tab
11. Select Prompt for Value for the following fields: Customer ID, Ship-to, Ordered by/Quoted for, Authorized to Charge, and Reference #
    Note: Selecting Prompt for Value allows you to enter these fields manually during the import since the exported file does not contain this information
12. Select the appropriate column from the exported spreadsheet for the PO#, if applicable
13. Access the Quote Header tab
14. Select Prompt for Value for the following fields: Job, Message, Print on Forms, Send to WMS, Order Date, Sale Type, Sales Agent, Sales Agent 2, Sales Agent 3, Taxable, Tax Code, Payment Terms Code
    Note: Like the Ship-to Info fields mentioned above, these fields are not contained in the exported file. If any of the fields listed here do not apply, you can mark them N/A instead and they will be blank in Quote Entry once the import is complete
15. Access the Quote Detail tab
16. If you are importing pricing, unset Default from Cust Ship-to in order for the specified information to import
17. Suggested: Select Value from the UOM dropdown
18. Fill in all remaining applicable fields, selecting the appropriate corresponding column from the exported file when possible (fields labeled red are required)
19. Access the Non-Stock Info tab
    - If Create Non-Stock Item was set to Fail when Not Found on the Quote Detail tab, you can skip this tab
    - If you need to create non-stocks, fill in all applicable fields, selecting the appropriate corresponding column from the exported file when possible
20. Access the Tally tab
21. Fill in all applicable fields, selecting the appropriate corresponding column from the exported file when possible
22. After all information has been entered, select Save and Exit

 

 

AR1821 - Getting Started Using Suggested Purchasing (SPOs)
Agility - SPO

Getting Started Using Suggested Purchasing (SPOs)

 

Below are the steps for setting up and running Suggested Purchasing (SPOs) in Agility. 

*Please watch the "Understanding Suggested Purchasing in Agility webinar" available on the Wedge. Review our list of Common Purchasing Values and What They Mean(AR2079). You can also review Common SPO Troubleshooting Issues(AR2211) if you are currently using SPOs. 

1. Set your EOQ Parameters (Purchasing > EOQ Parameters).
1. Set the EOQ cost per purchase order line. Costs typically range between $4 and $8 (DMSI recommends using 6).
2. Set the EOQ inventory carrying cost factor. Costs typically range between .25 and .4 (DMSI recommends using .3).
3. For additional help doing these calculations, refer to the “How to Calculate your Cost Factors” article (AR1945).
2. Verify you have a Purchase Type flagged as Use as Default for Stock Suggested Purchase Orders. (Data Files > Supplier Information > Purchase Order Types)
3. Verify you have a Sale Type set to Yes for the Use in Reorder Calc’s field. (Data Files / Sales Order Settings / Sale Types)
4. Verify Purchasing Parameters are correct (System Admin > Module Controls > Purchasing Parameters)
1. Display 24 month usage
2. Limit trend percentage
3. % of EOQ in Surplus calculation
5. Assign a Location for usage adjustments in the Locations Maintenance screen by having the “Use for usage adjustments” box checked (Data Files > Item Information > Locations). This prevents any errors from popping up when updating 24 month usage.
6. Refer to the “Basic System Setup for Running SPOs” article (AR1946) for steps 2-5.
7. Assign ABCs (Data Files > Item Information > Misc Settings > ABC Classification). For help, review the How to set up and run ABC Classifications.
1. Set up Parameters first, then Calculate/Update ABCs.
2. DMSI recommends A=70, B=20, C=7 and D=3
3. Can be set for All items (do this at minimum), Product Group Major/Minor, Supplier and Buyer.
4. For additional help, refer to the “How to set up and run ABC Classifications” article (AR939).
8. Verify Item info is correct. (Data Files > Item Information > Items)
1. Branch Settings tab:
1. Stock
2. History Start Date
3. ABC
2. Reorder Info tab:
1. Do Order Calculations/Include in SPO’s
2. Minimum Reorder Point (optional)
3. Minimum Delivery Delay factor (optional)
9. Verify Item Supplier information is correct. (Data Files > Item Information > Items > Item Supplier icon). *These can be updated using our List of Reorder Info (AR2283) Cyberquery report available on the Wedge. Use the articles on the Wedge on how to download, run(AR2039), then make changes and import changes(AR2038) into Agility. 
1. Set your Primary Supplier as the supplier you will be using for SPOs.
2. Verify lead times are accurate. If not you can manually update or mass update by primary supplier.
1. (System Administration > Mass Update > Item Mass Update)
2. Change the mass Update Action to Update Item Supplier Records. Select the Supplier that you would like to update the lead days for. Choose All Records or a range of items, product groups or buyers.
3. Select the Field Name of Lead Time – Most Recent.
4. Choose the Numeric value that corresponds to the average lead time from the supplier.
5. Click Process.
6. Change the Field Name to Lead Time – 2^nd Recent. Repeat through 5^th Recent.
3. Verify the minimum package quantities are accurate (optional).
4. Verify the minimum order quantities are accurate (optional).
10. Refer to the “Basic Item Setup for Running SPOs” article (AR1939) for steps 8 and 9. Watch the SPOs Part 1: Basic System and Item Setup training video for steps 1-5 and 8-9. Watch the SPOs Part 2: ABCs and Usage training video for steps 7 and 11.
11. Verify 24 month usage is correct (Stock Status > View/Update Usage icon)
1. Can be manually updated.
2. Can be updated with a Usage Import.
12. Run Reorder Calculations (Purchasing > Reorder Calculations)
1. Forward calculation for seasonal items. Should be run last day of the month.
2. Backward calculation for non-season items. Should be run first day of the month.
3. Forward calculation with Trending. Should be run last day of the month.
4. Criteria can be saved and run via automated processing.
5. For additional help, refer to the “Setting up Reorder Calculations for Running SPOs” article (AR1950).
13. Run Suggested POs (Purchasing > Suggested POs)
1. Choose the branch or branches.
2. Choose your Supplier(s), Buyer(s) or Product Group(s).
3. Choose All Items or only Items below the Buy Point.
4. Choose if you want to calculate Surplus and corresponding branches.
5. Create SPOs.
14. Work your SPO
1. View Details for the supplier.
2. Review and make changes to items and quantities to be ordered.
3. When finished, exit and Create PO.
4. Write down examples of items that don’t look right, including items that aren’t showing up when they should be, items that are showing up and shouldn’t be and recommended buy quantities that look too low or too high.
5. Use the Excel Reorder Calculations Worksheet on the Wedge to work through questionable values.
6. Refer to the “Running SPOs” article (AR1951) for steps 13 and 14.
7. Watch the SPOs Part 3: Running SPOs and SPOs Part 4: Advanced SPOs training videos for steps 13 and 14.
8. If you use Surplus and Transfers, refer to AR1825-What is Surplus and How do I Review Surplus and Create Transfers.
9. Contact Agility Support with questions about any exceptions.

 

 

AR1828 - Daily Balancing in Agility pre v545
Agility - General Ledger

Daily Balancing in Agility

Recommended only for versions pre 545; for versions after 545 DMSi recommends using AR19378 - How to set up GL Recon in Agility

Dmsi recommends a daily balancing process to ensure the Default accounts in Agility are staying in balance with sub-ledgers. This would include, AR Trade, AP Trade, AP Clearing/Recon, Inventory, Sales, and COGS. The four steps included in this article are 1) manual daily balancing 2) automated daily balancing 3) filling out the daily balancing worksheet and 4) common out of balance issues. 

Manual daily balancing

These are the manual steps for running the daily balancing. You can save the balances with the Daily Balancing Worksheet.  

Here is the link to the Day End Procedures Checklist.

At the end of each day you will want to do the following for Daily Balancing:

1. Run the Data Warehouse (Data Warehouse > Update DW)

• The Data Warehouse will take 1-2 minutes to run and will let you know when it is complete. You must run the DW before running your reports.

2. Run the Subsidiary Balancing Report (General Ledger > Reports > GL Subsidiary Balancing Reports). Make sure your Report type is "Subsidiary". You will just need to hit “print” and the report will print to your screen. From there you can email the report to yourself, save it or print a hard copy.

3. Run the GL Comparison Report (General Ledger > Reports > GL Subsidiary Balancing Reports). Make sure your Report type is "G/L Comparison". You will just need to hit “print” and the report will print to your screen. From there you can email the report to yourself, save it or print a hard copy.

Please Note: These 3 step paths can be saved in your Favorites.

 

Automate daily balancing

Automating daily balancing will allow you to have the reports run automatically and be emailed nightly.

Data Warehouse Update

1. Open the Data Warehouse Update (Data Warehouse > Update DW)
2. Select All branches, then set your DW Update to Process Item Activity, Collect Inventory Value and Collect A/R Balances
3. Click the Save Criteria For All button, then Save the name (commonly Called Data Warehouse Update)

 

Subsidiary Balancing Report

1. Open the Subsidiary Balancing Report (General Ledger > Reports > GL Subsidiary Balancing Reports). Make sure the Report type is Subsidiary. 
2. Click the Save Criteria for All button, then Save the name (commonly called G/L Subsidiary Balancing Report)

 

G/L Comparison Report

1. Open the GL Comparison Report (General Ledger > Reports > GL Subsidiary Balancing Reports). Make sure the Report type is G/L Comparison. 
2. Click the Save Criteria for All button, then Save the name (commonly called G/L Comparison Balancing Report)

 

Automated Processing

Go into Automated Processing (System Administration > Restricted Processing > Automated Processing > Queue Maintenance)

1. Click the Create Job button
2. Type in the Job Name (commonly Daily Balancing Reports)
3. Type in the Job description
4. Click the Add Task Icon
5. Choose the Task Category of Update Process
6. Choose the Process Type of Data Warehouse Update
7. Choose the Process Name that you saved in the Data Warehouse Update section
8. Click OK
9. Data Warehouse Update has now been added as a task.
10. Click the Add task button again
11. Choose the Task category of Standard Report
12. Choose the Report type of G/L Subsidiary Balancing Report
13. Choose the Report name you saved in the Subsidiary Balancing Report section
14. In the Report data type, choose either PDF or Excel spreadsheet
15. In the ‘Sent to’ addresses section, type each email address the report should get sent to with a comma separating multiple emails
16. Click OK
17. The Subsidiary Balancing Report has been added to the Job
18. Click the Add task button
19. Choose the Task category of Standard Report
20. Choose the Report type of G/L Subsidiary Balancing Report 
21. In the Report name field, type in the name you saved in the GL Comparison Report section
22. In the Report data type, choose either PDF or Excel spreadsheet
23. In the Email subject type in “GL Comparison Report”
24. In the ‘Sent to’ addresses section, type each email address the report should get sent to with a comma separating multiple emails
25. Click OK
26. On the Jobs screen, click Save
27. Click the Create Queue icon
28. In the Queue name, type in a name (commonly Daily Balancing Reports)
29. In the Frequency field, choose Daily
30. In the Daily interval field, choose Once Daily
31. In the Start time field, choose the time. This is a military value so 8:00 pm is 20:00
32. Click the Add Job icon
33. In the Job locator, search for the Job you just created. Once you find it, click OK.
34. Click the Save Queue icon
35. Your reports will now run nightly assuming the Automated Processing Client is running

 

Enter values into the Daily Balancing Worksheet

1. Enter your balances from each report into your Daily Balancing Excel file. There is a “section” for each of the AR, AP, AP Recon, Inventory, Sales, COGS and Invalid Postings.
2. Enter the date (step 1).
3. For each “section” you will put the balances from the Daily Balancing report (step 2) in the first column of the “section”
4. Put in the balances from the Subsidiary report (step 3) in the second column of the “section.”
5. Step 4 shows the file is formatted to calculate the differences between the Daily Balancing report and the Subsidiary report.
6. Step 5 shows the change in variance from the prior day.

 

Common Out of Balance Issues

For out of balances, please see the following Help links to get you started and assist in investigating. You can also search for “balancing” in the Agility Online Help.

For Balancing Reports (step 9):

For Period End Balancing (step 2):

And other Balancing help docs.

The following are common errors that cause out-of-balance entries:

1. AP and/or AR parameters set to manual post, but transactions have not been posted to the GL
2. Reports were not printed at the same time
3. Backdating transaction such as invoices and receivers
4. Posting both debit and credit side of payables and/or receivables to the same account
5. Dropping A/P Recon records and using the A/P Clearing account as the offset
6. Inventory adjustment reason codes set to post to the Inventory account which will leave a net impact on the GL of zero, while increasing/decreasing the on hand value report.
7. Sales account parameters set incorrectly

 

 

AR1839 - How to manually process Marvin Orders
Agility - Interfaces

1. Log into the OMS back office system.  You can find this URL by going to E-Commerce > Interface Maintenance > select the Web Service Options tab for the Form/Interface Type of MARVIN. 

2. Copy and paste the URL from the “URL” field into an IE session.  Please make sure IE is used, otherwise the XML file you attempt to generate will have errors.

3. Once you have accessed the Marvin site by entering in the URL in IE, enter in the login credentials that are specified in Interface Maintenance.

4. Click on “GetOrdersByTimestamp”.

5. Specify your search criteria.  To get your startDate, just copy and paste what is in your Last Order Retrieval field in Interface Maintenance to retain the correct formatting.

6. Adjust the startDate and endDate criteria as you see fit.  Populate includeFeatures with “FALSE” and includeTextDetails with “TRUE”.

7. Click Invoke to bring up a single xml file with orders created within the date and time range you specified.

8. Save the XML file by clicking on the IE Tools icon > File > Save As and note the location to which you save the file.

9. To import the file, go to E-Commerce > Send/Receive > Select an Interface type of Marvin Windows.  Change the Source of data to process value to “Load file from disk”.

10.10. Select your file by clicking on the icon to the right of the “File(s) to load” field, and click Run.

11.11. Your files will then be received, and you will get your normal confirmation in the Processing Activity Log that pops up once the send/receive process is complete.

AR1841 - How to automatically send shipping confirmations to customers
Agility - Sales Orders

Question: I have a customer that would like email reminders of orders the day before the delivery. Is there an "Auto Process" that will do that?

Answer:A sales order viewer can be set up and automatically emailed to customers for an order confirmation of orders to be shipped the next business day.

First, set up a sales order viewer to look for customer orders.

• Go to Sales Orders Quotes/Viewers/SO Viewer.
• Click on Branch and choose the appropriate branch or All branches.
• Click on the Customer button and choose the correct customer.
• Click on Date Criteria and set the Expect Date to be through the next business day. Use Relative Date and choose the Run Date. The To field should have a +1 which will show shipments for the next day. Make sure no other dates are set (like Order Date or Invoiced Date).
• Click on Order Phase. Choose Orders and Staging Records, then make sure Staged is the only Selected Options. This will select any shipments that are in a Staged status.
• Click on Display type. If you only want transactional information, choose Summary. If you want item information as well, choose Detail.
• Click on Column Display. Choose the appropriate fields you want displayed (like branch, tran ID, ship via, pay terms, customer PO, item, quantity and any other fields). Choose the appropriate sort order.
• When the viewer information is correct, click Save. Create a New Record and save the viewer with a name like “Expected Shipments for Customer ABC”.
• When finished, run the Viewer to make sure the data is correct.

Next you will want to set this viewer up to run through Automated Processing.

• Open System Administration/Restricted Processing/Automated Processing/Queue Maintenance.
• Determine if you have an existing job that you can add this viewer in or if you need to create a new job.
• If you have an existing Job to add this viewer to (like a daily sales report job, or daily data warehouse job), find the job and double click on it. If you need to start a new job, click on the Create job button. Type in your Job name and Description.
• Click Add Task.
• Under Task category, choose Viewer.
• Under Viewer type, choose SO Viewer.
• Click the magnifying glass next to Viewer Name. Find the Viewer you just set up, click on it and click OK.
• Put in a ‘Sent from’ address and an Email subject.
• Under the ‘Sent to” addresses, type in your customer’s email address. If there are multiple email addresses, separate them with a semi-colon.
• Click OK to finish adding the Task to the Job. Verify the Task appears in the grid below the Job.
• If you added to an existing Job, no further steps are necessary. If you created a new Job, click on the Queues tab.
• If you would like to attach the Job to an existing Queue, find the Queue and double click on it. If you need to create a new Queue, click the Create Queue button. Type in the Queue name. Set the Frequency to Daily and the Daily interval to Once Daily. Choose your Start time.
• Click the Add Job button. Find your Job, click it and then click OK.
• Click the Save Queue button. Your viewer will now run automatically and email the customer a list of their expected shipments.

You may need to set up a separate SO viewer for shipments that will go out on Monday (since the expected ship date would be +3 not + 1 when running this on a Friday). You can also set up additional viewers for different customers that request a list of orders that are shipping. You will want to set up one viewer for each customer.

Follow these steps to set up your viewers and add them to the Automated Processing so they can be automatically sent to customers.

AR1849 - Why are the expect date for the Sales Order detail line and the header different dates?
Agility - Sales Orders

Why are the expected date for the Sales Order detail line and the header different dates?

Question:  When looking at an order in the SO Viewer, the expected date for the detail lines is different in some cases from the expected date in the header of the order. How can this be?

Answer: 

The expect date field in the viewer is the expected date from the header of the order. The Expect Date (detail) field is the expected date that is assigned to the detail line on the order. These two dates can vary.

If the order is a ship complete and the system is calculating the date (it is not overridden), they are typically the same and the expect date in the header of the order is the latest date from all the detail lines. 

If the order is NOT a ship complete and the system is calculating the date (provided it is not overridden), the header expect date is the earliest date from the detail lines left to ship.

If the expected date is overridden in the header or the details, these rules do not apply. If the header date is overridden, generally provided the system calculated date for the detail lines is not later than the overridden date, the expect date on the detail lines is set to the header overridden date.

On sales orders that affect inventory, the detail expected delivery date determines when the system includes the item in a pick file or shipment.

The following is the Agility help documentation on calculation of header and detail expect dates:
http://documentation.dmsi.com/agility/Prod/Sales_Transactions/expecteddeliverydateandrouteassignmentonsalesorders.quotes.htm

AR1887 - Expected Delivery Date Change Notification Options
Agility - System Administration

One of the most useful notifications that exist in Agility is the ability for the system to notify you when the expected date changes on the detail lines of an order.  Many events can trigger this notification and the idea behind the notification is to provide you information on a timely basis when the date you have acknowledged to a customer is different than the current expected delivery date.

This notification, unlike most other notifications, is not sent for each event that occurs.  Rather, it is triggered to be sent to the appropriate user as part of an automated process.  This automated process groups all notifications for a user and sends the user one email instead of many.  Typically, this notification is set to run every five minutes.

The notification improves the visibility of expected delivery date changes, allowing you to notify sales agents and customers of these changes so they can plan accordingly.

When printing an order acknowledgment and the 'Acknowledgment sent to customer' field is set on the Select Laser Printer window, the system tracks and displays the sales order header and detail expected delivery dates. If the header or any detail expected delivery date is changed, and the order acknowledgment is printed again, the modified dates are tracked and a notification is sent.  The  'OA exp delv date' and the 'Orig OA exp delv date' fields can be added to Sales Order Entry layouts (via the myUI Designer), custom views and sales order viewers. 

Additionally, the 'Exp Delv Date Change' notification gives you control over what notifications are sent and who they are sent to when detail level expected delivery changes are made. These settings include:

• Notifications can be set up to include or exclude date changes made from different areas of the system so you can customize the recipients based on the source of the date change:
• Notifications can be limited to work order parent items
• Sales order details being updated to an earlier date can be excluded from notifications
• Sales order details outside of a # of days threshold can be excluded from notifications

• Sales Order Entry
• Transaction Analysis
• Areas outside of SO Entry and Transaction Analysis, such as viewers, changes to linked transactions, etc. 

The notification itself is triggered by a system-defined Automated Processing queue called 'Notifications - Exp Delv Date Change'. Changes to detail expected delivery dates are stored in a Notification Transaction Queue. When the 'Notification - Exp Delv Date Change' automated process is run, the date changes are evaluated and the appropriate notifications are sent based on the notification maintenance record(s). This queue was created automatically and set to run every 5 minutes. When you have created a ‘Exp Delv Date Change’ notification, verify the 'On Hold' field on this queue has been unset.

Related Documentation:

See the following for events that trigger notifications (search for Exp Delv Date Change):

http://documentation.dmsi.com/agility/prod/wwhelp/wwhimpl/js/html/wwhelp.htm#href=System_Administration/eventsthattriggernotifications.htm

Also see field descriptions for notifications for more information on the options available within the notification details:

http://documentation.dmsi.com/agility/prod/wwhelp/wwhimpl/js/html/wwhelp.htm#href=System_Administration/fielddescriptionsfornotificationdetails.htm

AR1945 - How to Calculate your Cost Factors
Agility - SPO

How to Calculate your Cost Factors

Purchasing Cost

Use the following to determine the Purchasing Cost (Amount of money it costs to buy 1 line item on a purchase order):

 

Cost of Purchasing Staff		$_________	The total annual expense for staff that handles purchasing and negotiating costs for all incoming merchandise.
Cost of Accounts Payable Staff		$_________	The percentage of cost as a dollar amount for the accounts payable staff creating invoices, paying the invoices to your suppliers and researching inventory discrepancies.
Cost of Overhead		$_________	The percentage of cost as a dollar amount for the overhead on things such as computers and phones.
Cost of Receiving		$_________	The percentage of cost as a dollar amount spent receiving the incoming merchandise and entering the receipt into Agility.
===================================================
Total Costs		$_________	Totals Costs
Total Annual Cost	/	Number of PO Line Items	=	Purchasing Cost Factor
$_________	/	$_________	=	__________

 

To get the total number of PO line items, run a PO viewer in detail view for all POs created in the last year. In the bottom right of the screen it will tell you record 1 of X. The number X is the total number of PO line items for the year.

          (Cost typically is between $4 and $8, use a default of 6 if you need to get started without doing the calculations)

 

Carrying Cost

Use the following to determine the economic order quantity carrying cost factor (amount to carry $1 of inventory for 1 year):

Warehouse Space		$_________	The annual expense of warehouse space. If all space is company owned, use the cost of leasing equivalent space in the area. Include taxes and insurance paid on buildings in this amount.
Taxes		$_________	Actual taxes paid in the last year on inventory. Taxes on buildings should be part of the warehouse space cost figure.
Insurance		$_________	Insurance premiums paid in the last year on inventory. Insurance on buildings should be part of the warehouse cost figure.
Shrinkage/Obsolete Items		$_________	The value of inventory which was adjusted off during the last year, either because of physical count differences or because the material was deemed non-saleable.
Material Handling		$_________	The total annual expense in labor and material handling equipment needed to stock all incoming merchandise. This should also include the cost to move and count inventory during the year. Customer order-filling expense is not included.
Cost of Money		$_________	The interest that could have been earned in a safe investment if the money had not been used to purchase inventory.
===================================================
Total Costs		$_________	Totals Costs
Total Costs	/	Avg Inv. for Past Year	=	Carrying Cost Factor
$_________	/	$_________	=	__________

Can find the average inventory for the last year by running the Inventory Turns/GMROI report for last year. Total is at the bottom of the report.

     (Cost typically is between .25 and .4, use a default of .3 if you need to get started without doing the calculations)

 

AR1950 - Setting up Reorder Calculations for Running SPOs
Agility - SPO

Setting up Reorder Calculations for Running SPOs

Setting up Reorder Calculations for running SPOs is an important step to ensuring your buyers are able to handle the inventory needs of your company at all times. Saving your buyers time, increasing efficiency in purchasing and reducing inventory costs are all goals for using SPOs. In order to use SPOs in Agility effectively, you must ensure reorder calculations are being run regularly for all your stock items.

When Reorder Calculations are run, Agility calculates a Reorder Point, safety stock, EOQ and projected monthly usage for each item Reorder Calculations are run for.

Determine how you want Agility to do Reorder Calculations for your different products or product lines. A general rule of thumb is if the product/product group is seasonal in nature, do a Forward calculation. For products that are not seasonal, a Backward Calculation is best.

Setting up Reorder Calculations

Go to Purchasing > Reorder Calculations.

Specify the Calculate criteria for your first set of items. You can calculate base on a range of Buyer, Item, Product Group or Supplier.

Choose the From and To range.   

Next, choose the Calculate timeframe, either Forward or Backward. Agility will default the Number of Months to 3. Change this for a longer or shorter timeframe.

For a Forward timeframe, you can choose No Trend, Trend last 90 days or 180 days. Agility will calculate a trend based on the last 90 days of this year compared to the same timeframe last year and adjust the projected monthly usage based on this trend. Refer to the Agility help doc for Reorder Calculations to see the exact calculation.

For a Backward timeframe, you can choose to increase or decrease the buy point by a %.

When you have finished setting up your first set of products the way you want to run the Reorder Calculations, use the Save Criteria to save the calculation. This will allow you to Open the saved criteria at a later time to run Reorder Calculations manually or use Automated Processing to automatically run Reorder Calculations.

Once you have set your criteria and saved it, repeat the steps for each of the products you will be using with Suggested Purchasing. Click on the Open Folder to see the list of saved criteria.

Running Reorder Calculations

DMSI recommends using Automated Processing to automatically run your Reorder Calculations monthly.

Running via Automated Processing

Go to System Administration > Restricted Processing > Automated Processing > Queue Maintenance.

Click the New Job icon. In Job name, type in Reorder Calculations Forward. Type in the Job description.

Click the Add Task button.

Under Task Category, choose Update Process. The Process Type will be Reorder Calculations. Under the Process Name, click the magnifying glass to open the saved Reorder Calculations you just set up. Choose the first Forward Calculation that was set up and click OK. Verify the processing branch is correct and click OK.

Repeat the process of Add Task for each of your Forward Calculations. When finished, click the Save Job button. 

Click on the New Job button and repeat the steps for your Backward Calculations. When you are finished, you should have all of your Forward Calculations in one job and all your Backward Calculations in a second job.

Click on the Queue tab. Click on the Create Queue tab. In the Queue Name, type in Reorder Calculations Forward. For Frequency, choose Monthly. In the Interval, choose Last day of calendar month. Your Daily interval will be Once daily. Set the Start time sometime after the end of business. Start time is in military hours, so 6 pm would actually be 18:00. Click Add Job and choose your Job of Reorder Calculations Forward. When finished, click the Save Queue button.

Repeat the steps to create the Reorder Calculations Backward queue. Your Interval will need to be First day of calendar month. You will want the time to be sometime before the start of business. When finished, click the Save Queue button.

Agility will run the jobs automatically at the times specified. This will keep you from having to remember to manually run each of the Reorder Calculations.

Running Reorder Calculations manually

Go to Purchasing > Reorder Calculations.

On the last day of the month after the close of business, you will want to run your Forward Calculations. In the Reorder Calculations screen, click the Open criteria button and select your first Forward Calculation. Click Calculate. When it is finished, open your second Forward Calculation. Repeat until you have run all your Forward Calculations.

On the first day of the month in the morning, you will want to run your Backward Calculations. In the Reorder Calculations screen, click the Open criteria button and select your first Backward Calculation. Click Calculate. When it is finished, open your second Backward Calculation. Repeat until you have run all your Backward Calculations.

You will need to manually do each of these steps on the first and last day of each month if you are not using Automated Processing.

AR1951 - Running SPOs
Agility - SPO

Running SPOs

Suggested Purchasing in Agility is an efficient tool for buyers who are looking for ways to make buying decisions on what to buy and how much to buy. Agility will do the heavy lifting of calculating when to buy items, how much to buy, and give the buyers a centralized place to review the recommendations, making changes if necessary. Suggested Purchasing allows buyers to streamline their buying, giving them time to focus on the items that are most important to the success of your business. 

Purchasing > Suggested POs

Create Suggested PO

Specify the criteria to use for generating the Suggested PO’s. 

-Create SPO’s for items for replenishing stock, items tagged to fill from a PO, or both. 
-Choose from a list of product lines, suppliers or buyers. 
-Include only certain ABC items or all items.
-Include items with a recommended buy or all items regardless if there is a need to purchase. 

Once you have your criteria set, use the save buttons at the top to save your criteria. Set up multiple views to match the different ways you run your SPOs.

Click Create SPOs.

Review Suggested PO

Click on the row you would like to look at and click View Details.

On the details screen, the items will appear in the middle of the screen. The details section will show the items along with a recommended buy, unit cost and UOM. All three of those fields can be changed to what you need it to be.

Lower on the details section is data used to calculate the recommended buy for the selected detail.

Your 24 month usage for the item is also displayed in the bottom portion of the SPO screen.

For additional options for the SPO details, you can click on the Options button (or right click anywhere in the grid). From here you can adjust costs, view stock status, print a usage report or add messages. 

For items that may have multiple suppliers, you can also change the item to purchase from a different supplier. Highlight the item or items and change to the new supplier.

When you have finished updating your items and quantities, just click Exit. Your work has been automatically saved.

Create PO

To create a PO, click on the Create PO button in the bottom right of the Suggested POs screen. Fill out the required information in the Info for PO screen. Click OK when finished. Your PO will then be ready to send to the supplier.

If you would like to have a supplier or multiple suppliers give you quotes, you can click the Options button from the Suggested POs screen and choose Print PO Quote Request. This will allow you to print a copy of the SPO without costs that can be sent to a supplier or multiple suppliers.

AR1959 - How to use SO Viewers to quickly find orders
Agility - Viewers

Using the find option on the Viewer Results window can be a quick alternative to the Sales Order Locator when searching for open orders in Agility. The find option can search for a value across all visible columns in the grid like using Find in Microsoft Excel. This can be especially helpful if the customer doesn't have the typical information used for searching or you would like to search by a value that isn't available in the locator such as miscellaneous fields or even by an item code/description they know was on the order.

 

AR1974 - WMS FAQ – “WMS and Agility are not Communicating”
Agility - WMS

WMS FAQ – “WMS and Agility are not Communicating”

 

Symptom:

Orders/Transactions in Agility are not showing up on the gun (not showing up in WMS).

Action 1

In Agility, go to Inventory Control > Warehouse Management > WMS Transaction Maint. Change the Activity Type to Outgoing, hit Search. Look at the Status Column, if you see “P” and “S”, move on to the next action. If you see all “R”, restart the Agility WMS client (also known as “Agility WMS Controller”, “Agility WMS Processor”).

 

Action 2:

Go to Inventory Control > Warehouse Management > WMS Log Maintenance. Change the Logging Leve to Communication and hit Search. If you see a cluster of repeating messages reading “WMS Send Data executed…” and “No data to process, exiting”, this means the Agility WMS Client is running and checking for data to process… in other words, no need to restart the client yet.

If the log is blank, or if you see an error stating “Cannot Connect to Webservice…” move on to action 3.

 

Action 3:

Go to System Administration > Module Controls > WMS Parameters. Click the Test Connection button. If you quickly get a pop up with a status id of “OK”, Agility is able to connect to the Majure Data (WMS) webservice.

 

If you get a pop up that reads “Error connecting to Webservice…”, Agility cannot connect to the Majure Data webservice. Have you recently changed the username or password of the Agility user profile that is used to by the WMS? Majure needs to know this information, make sure they aware of the changes.

 

If you are still experiencing issues, contact both Majure Data and Agility support.

Spport360@dmsi.com

support@majure.com

 

 

AR1976 - Saved viewers in Sales Order Entry
Agility - Viewers

 

SAVED VIEWERS IN SALES ORDER ENTRY
Agility viewers are powerful query tools that allow users to quickly find the information they need when they need it.  Agility has been designed to streamline these results when running a saved viewer from Sales Order entry by defaulting the customer ship-to as criteria into the viewer so the results are specific to the customer that the order is being placed for. This feature saves time during order entry by skipping the viewer criteria window and limiting the results to review.
Saved viewers can be accessed from the Information tab within the Saved Viewers menu option on the Sales Order Entry ribbon. Saved Viewers can also be added to a custom ribbon tab as well as the Quick Access Toolbar for easy access.
 
The same set of saved viewers are also available in the OrderPad to allow for quick access to customer order information when using the OrderPad. 
 
Once Saved Viewers have been saved for one user, they can be copied from that user to other user's in similiar roles by going to System Administration > Mass Updates > Copy User Customizations. 

 

AR1994 - How to display Login Info for PartnerView
Agility - PartnerView

Method 1: Log Viewer

1. In Agility, access System Administration > Security Administration > User Profiles to verify the Use debug feature flag is set. Users in Agility must have Use debug feature set on their user profile to display in Log Viewer.
2. Log into PartnerView.
3. After logging in, click the user’s name to activate the drop-down and select Settings.
4. After clicking Settings, Select Log Viewer on the left-hand side.
5. You can click Search to display when users last logged into PartnerView. This will only display users that have Use debug feature set on their user profile.

Method 2: Run Cyberquery Report

1. In Agility, access Report Writer > VCQ Report Writer. Close the report wizard and click on the language editor icon (keyboard icon).
2. Copy and paste the following into your enquiry:

viewpoint native;

define
 file zasc = access asc_product_user,
   set asc_product_user:user_obj = gsm_user:user_obj;

 file xasc = access asc_product,
   set asc_product:asc_product_obj = zasc:asc_product_obj;

 file xproduct = access gsc_product,
   set gsc_product:product_obj = xasc:product_obj;

where 
  xproduct:product_description <>
   "Agility" and xproduct:product_description = "PartnerView" and time(gsm_user:last_login_time) not one of 00:00

list/duplicates/domain="gsm_user"
 xproduct:product_description/noheading

sorted by
 gsm_user:user_login_name
 xproduct:product_description

top of gsm_user:user_login_name/noheading 
  gsm_user:user_login_name
 user_ctl:email_address
 gsm_user:last_login_date 
  time(gsm_user:last_login_time)

3. Click on the run icon or hit ‘F6’ on your keyboard to process the report.

AR2009 - How to use customer quicklists in PartnerView
Agility - PartnerView

How to use customer quicklists in PartnerView

In order to use customer Quicklists in PartnerView, the steps outlined below must be completed in Agility.

Create and Grant Access to Quicklist Criteria

1. In Agility, access System Administration > System Configuration > System Config > Web Services/PartnerView tab
2. In the PartnerView section, set ‘Display customer item quicklists in product search’ field.
3. System Administration > Restricted Processing > Automated Processing > Customer Quicklist Criteria
4. The Customer Item Quicklist Criteria window displays.
5. Select New to create a new record.
6. Select the appropriate branch or all branches.
7. Select the appropriate option for ‘Summarize items by’. Valid options are: Sold-to, Ship-to, or Sold-to and Ship-to.
8. Select the appropriate option for ‘Customer selection’. Valid options are: All customers, Customer, or Customer Group.
9. If you selected customer or customer group in the previous step, enter the appropriate customer ID or customer group.
10. Note that your criteria selections are now reflected in the criteria name at the top of the screen. You will need this information when you create your automated process.
11. Select what you would like to build your quicklist by:
    

    Hits – List of top ranked items based on the number of times the item has been sold to the selected customer
    Total Sales Amt – List of top ranked items based on the total extended sales amount
    GM% - List of top ranked items based on the gross margin percentage

12. Select the period of history to include:
    
    • In the first box, enter a numeric value such as 12
    • In the second box, select either months or days
13. Enter a value for the number of top ranked items to include. For example, entering a value of 25 limits the quicklist to a maximum of 25 items.
14. Select Save.

Create Automated Process for running Customer Quicklist Criteria on a regular basis

1. System Administration > Restricted Processing > Automated Processing > Queue Maintenance
2. Select Create job to create a new job for your quicklist criteria and fill in the following fields:
   a. Enter a Job name for this process.
   b. Enter a Job description for the job name.
3. Save the record.
4. Select the Add button.
5. In Task Settings, complete the following fields:
   Task category: Select Update Process.
   Process Type: Select Customer Item Quicklist.
   Process name: Select the locator for Process name and in the task name column and select the criteria name created above.
   Processing branch: This defaults to the branch you are currently logged into. Change if necessary.
6. Select OK.
7. Select the Save icon to save your job.
8. Select Queues tab.
9. In Queue Maintenance, complete the following required fields:
   Queue name: Enter a queue name for this queue.
   Frequency: Select the frequency for running your queue.
   Interval: If you select a frequency other than daily, select the appropriate interval.
   Daily interval: Select a daily interval.
   Start time: Enter a start time for your automated process using a 24-hour clock. Consider running your automated process during non-business hours for maximum efficiency.
10. Select the Save icon.
11. Select the Add button.
12. Select the job name created above.
13. Select OK.
14. Select the Save icon.
15. Select Run Now or wait for your automated process to run.

 Access your quicklist in PartnerView

1. Log in to PartnerView.
2. Select the Products tab.
3. Select Advanced Search.
4. Select the appropriate quicklist from the Quicklist drop-down.
5. After selecting the Quicklist from the dropdown, select View Quicklist to display the Quicklist that was selected.

AR2028 - How to Move Material to a New Location Outside of Inventory Adjustments
Agility - Inventory Control

How to Move Material to a New Location Outside of Inventory Adjustments

Material can be moved to a different location outside of Inventory Adjustments using the On Hand Summary Viewer, Specify Commit/Uncommit, and Specify Tags to Commit windows when accessed from Stock Status, Reman Entry, and Sales Order Entry. 

From the On Hand Summary Viewer or Specify Commit/Uncommit screens

1.      Use the Assign New Location button after selecting a record in the On Hand Summary Viewer or Specify Commit/Uncommit screens to display a pop-up to Assign New Location

2.      Enter or select a new location and select OK to generate a location adjustment for the selected record

From Tags to Commit

1.      Use the New location field in Specify Commit to open Tags to Commit and generate location adjustments for tags you are committing

2.      Select New Location in Tags to Commit to move the tag(s) to the new location and commit the tag(s) to the order

Setup Considerations

Action allocation security 'Allow new location inventory adjustments', controls whether you can generate location inventory adjustments. The action defaults to granted. Deny the security action to prevent location inventory adjustments from any Agility screens.

The System Parameters screen 'New location reason' field is used to specify a default reason to apply when generating location inventory adjustments. The value from this field automatically applies to location adjustments generated outside of the Inventory Adjustments screen. Additionally, the value defaults into the 'Reason' field in the Inventory Adjustments screen but can be overridden if desired.

AR2038 - Running the List of Reorder Info, correcting data and importing into Agility
Agility - SPO

RUNNING THE LIST OF REORDER INFO, CORRECTING DATA AND IMPORTING INTO AGILITY

Run the List of Reorder Info and make changes
1. Run the List of Reorder Info query from VCQ Reports or your dashboard.

2. Follow the prompts (branch, buyer, supplier, product group and stock items). The report will print to your screen.

3. Export the report to Excel by clicking on the View in Spreadsheet button.

4. Review the data in the spreadsheet. Make changes as needed (ex: lead days, min pack, min ROP, min DDF, etc).

5. If you are using dimensional items, all item supplier information MUST be updated on the 00x00x00 record. All reorder information MUST be set on the dimensional record.

6. Save the updated spreadsheet on your desktop. Close the spreadsheet.

Build the Item Import

7. In Agility, click on Data Files > Item Information > Item Import. 

8. Click on the Default Layout button.   

9. Click on the Select a File button.

10. In the Select File screen, find the file you saved for the reorder info and then Click Open in the bottom right corner.

11. In the Build Path screen, click OK.

12. You will be back in the Item Import screen. The screen will have the Default Layout Definition highlighted. Click the Update Record button or double click on the Default Layout Definition.

13. In the Item Import Definition Maintenance screen, change the Definition to be the name you would like to use for all future updates (something like Item ROP Info Update, etc.). A couple of additional changes will need to be made. In the Action tab, type 2 in the value for the Number of header rows field. In the Updates to items should flow to all existing dimensions, change the value to Yes. Agility has auto-mapped all the fields in the spreadsheet so there is no additional changes that will need to be made.

14. When you are finished, click the Save button in the top left corner.

15. The Add/Update Confirmation window will pop up. Click on the Create New Record button. This will overwrite the Default Layout Definition so that it can be used at a different time.

16. Click the X in the top right corner of the Definition Maintenance screen. This will take you back to the Item Import screen.

Run the Item Import to update Reorder Info data

17. You can now run this import by clicking the Process button in the bottom right of the screen. The Question window will open asking if you want to Import the file. Answer Yes.

18. Agility will now run the item import.

19. Wait for the Item Import Audit screen to load. The Item Import Audit will show you how many records were updated, if there were any warnings and if you had failures. You can review the audit file for any discrepancies and make corrections as necessary. Re-import if needed.

20. To make additional changes, run through steps 1-6 to get a new file, make corrections and load into Agility. 

21. To choose the new file to load in the Item Import screen, scroll down in the Item Import and find the definition you created. Click on the line.

22. Next, click on the Browse button for the Transaction file.

23. When you have the correct file, click the Process button in the bottom right of the screen. The new file will then be imported into Agility with any new corrections made to the spreadsheet.

24. Verify the corrections were made to your items in Agility using the List of Reorder Info query. Repeat as necessary to correct data for your items. Contact Agility Support if you have additional questions.

 

List of Reorder Info using Inventory Viewer

The inventory viewer has been updated to include most of the fields the List of Reorder Info query contains. It is not an exact match but will get almost all the same exact fields.

To use an inventory viewer to get this info, you will need to open Purchasing > Viewers > Inventory Viewer

In Column Display, choose these fields (in this order): Branch, Item, Buyer ID, Size, Description, Primary Supplier ID, Primary Ship-from Sequence, Last Lead Time, Lead Time 2, Lead Time 3, Lead Time 4, Lead Time 5, Min Order Qty, Min Pack, UOM, Do Order Calculations, Stock Flag, Min Reorder Point, Order Point, Reorder Point, Cost UOM, EOQ, EOQ Fixed, Safety Stock, Safety Stock Fixed, Min Delivery Delay Factor, Last ROP Calc Date, ROP Cal Method, ROP Calc Method Fixed, History Start Date, ABC Code, Last Receipt Date, Last PO Cost.

To use this instead of the query, you will need to build the Item Import layout (you will need to manually map all the fields, or use the List of Reorder Info spreadsheet as a starting point to auto-map then make changes accordingly).

AR2039 - How to download the List of Reorder Info query and run it.
Agility - SPO

How to download the List of Reorder Info query and run it.

1. Log into the Wedge. Go to dmsi.com/wedge. Put your username and password in and click Login to Account.
2. Click on the Articles tab. Choose a category equals of Cyberquery Samples, then type Reorder info the Articles contains field. Click Search. Click on the link for the List of Reorder Information article.
3. A new window will open with the text of the query. Highlight the text that contains the query (starting at /* This query will...). Then type Control C (this is Copy).
4. Go into Agility and click on the Report Writer button. Then click on VCQ Report Writer.
5. The Cyberquery report wizard may pop open: if it does, click Cancel.
6. Click on the Select Language Editor button to switch the view.
7. Click your cursor into the Enquiry section and paste the query (Control V).
8. To save the query, click on the Save button.
9. The Save enquiry as box will come open. Click on the Up One Level button to move to the cq_reports folder.
10. In the cq_reports folder, put list_of_reorder_info in as the File Name and click Save.
11. You can now run the report by clicking the Run button (or hitting the F6 button). When you run, you will need to specify some answers to prompts about branch, buyer, supplier, product group and stock items.
12. If you would like to run the report from your dashboard or from the VCQ Reports, you will need to compile the report. To compile, go to Report Writer/VCQ Report Compiler.
13. In the Report name field, type in list_of_reorder_info.eq. Click Run.
14. A report will print to your screen. If the compile went through, it will say Enquiry “list_of_reorder_info” compiled-no errors.
15. To run the report from the VCQ Reports, go to the Report Writer/VCQ Reports.
16. Click the + next to the cq_reports folder.
17. Find the list_of_reorder_info report, click on it then click Run.
18. To add the report to your dashboard, go to the Saved Reports section of the Dashboard. Click the Add Custom Report link.
19. In the Report name field, type in list_of_reorder_info.eq. In the Text to display, you can change this field to be whatever you want to call your report. Click OK.
20. To run it, click on the Run link next to the name of the report.

AR2055 - How to Setup / Install Automated Processing
Agility - System Administration

HOW TO SETUP/INSTALL AUTOMATED PROCESSING

Set up Auto Process User in Agility 

1.  Go to System Administration/Security Administration/User Profiles. 
2. Type "autoprocess" in User ID.
3. Type "Auto Process" in the User name field. 
4. Click the "Password never Expires" and "User for 3rd party batch processing". 
5. On the Products tab, choose "Agility" and move to the Selected Products side. Click Save. 
6. In the Change Password screen, type "autoprocess" in the New password field and the Confirm password field.
7. Unset the Force password change at next login flag and click OK. 

Set up Automated Processing

1. To setup or install Automated Processing, install the Client on a PC that has an internet connection and is always on. Note that you will need the '.NET Framework 3.5' installed to run the client. This program does not come installed by default on Windows 10 machines. To install, please follow the instructions below:
First you will need to navigate to software.dmsi.com, your login is your RDP username (without dmsi\) and RDP password. 
Once logged in you will click on the following path to get to the client to download: Releases > Agility > (Page 4) > Agility AP > Agility_AP_v7-1.exe

2. You will need the following values to complete the Install:
• Your Unique Soap URL
• Your Agility Automated Processor Username
• Your Agility Automated Processor Password
**Contact support to obtain your FULL Unique Soap URL if needed** 

3. Run the Wizard and Accept terms of the license agreement.  

4. Next you will be asked to enter the Website URL.
a) Enter your Full unique customer Soap URL
b) Click Test Connection
a. If connection failed, verify accuracy of entered data, continue to re-test connection until successful. 
c) Click Next

5. Make sure the Agility the Automated Processing service box is Selected, Click Next.
6. Enter the WebService Username. (Refer to step 2 of "Set up Auto Process User in Agility” section above).
7. Enter the WebService Password.  (Refer to step 6 of "Set up Auto Process User in Agility” section above).

Troubleshooting
If the Automated processor is not running: 
Go to the start menu. Right Click on My Computer (or Computer). Select the Manage option. Click on Services and Applications (or Services). Click on Services (again). You will now see a list of services on that PC. Look for a service that starts with Agility; typically, “Agility Automated Processor”. 
Right click on the service and select Start. 

AR2071 - How do I resolve my errors in my A/R ACH Exceptions Report?
Agility - A/R

Run Cyberquery Sample for Exceptions Report from AR18604

 

Exception Reason: Invalid/missing customer bank

This exception is a result of an ACH payment being made when the related customer bank record has been deleted prior to being sent in the NACHA file.
- If the customer bank record is missing, it will need to be added back, with the ‘Use for ACH processing’ and ‘Approved for ACH processing’ fields set. You can then generate and send the NACHA file by going to Accounts Receivable > Payments > ACH Processing > Payments and Pre-notifications > Click the Send button.
- If the payment should not have been made, simply reverse the payment by going to Accounts Receivable > Payments > Payment Backout.

Exception Reason: Customer bank not approved for ACH

This exception is a result of an ACH payment being made and the related customer bank record has had the ‘Approved for ACH processing’ field and/or ‘Use for ACH processing’ field unchecked prior to being sent in the NACHA file.
- If either of these fields should not have been checked, go back into the Customer Bank record and check ‘Approved for ACH processing’ and ‘Use for ACH processing.’ You can then generate and send the NACHA file by going to Accounts Receivable > Payments > ACH Processing > Payments and Pre-notifications > Click the Send button.
- If this payment should not have originally been made, simply reverse the payment by going to Accounts Receivable > Payments > Payment Backout.

Exception reason: G/L account not valid for ACH

This exception is a result of the ‘Use for ACH processing in A/R’ field being unset in the G/L Acount-Bank Information screen.
- If this field should not have been unchecked, then check the field by going to General Ledger > Chart of Accounts > Accounts Maintenance > Bank Info.
- If payments should not have been made on this G/L account, simply reverse the payment by going to Accounts Receivable > Payments > Payment Backout.

Exception reason: Invalid target address, Login ID or Password

This exception is a result of the target address, Login ID or password containing invalid information.
- Work with your bank to determine the correct values for these fields, then update them by going to System Administration > Restricted Processing > File Transfer Maintenance and select the bank and account number in question. Use the ‘Test Connection’ button to verify that this information is correct.

Exception reason: Missing File Transfer Maintenance record

This exception is a result of a File Transfer Maintenance record not existing to transmit the ACH file.  File Transfer Maintenance Records must be created for each unique bank name, routing number, and account number combination.
- Create the File Transfer Maintenance record by going to System Administration > Restricted Processing > File Transfer Maintenance. Work with your bank to determine the valid values that belong in these fields.

- If this is a result of multiple G/L banks pointing to the same account number have different bank names.  Find the difference in the bank names by reviewing the ACH Bank Accounts in the G/L Files Listing by going to General Ledger > Reports > G/L Files Listings > ACH Bank Accounts.  Correct the bank names in General Ledger > Chart of Accounts > Accounts Maintenance > Bank Info > Bank name.

Exception reason: Maximum number of 36 files per bank/day has been exceeded

This exception occurs when more than 36 files per bank per day are attempted to be sent.

- Review the frequency of the automated processing queue run to ensure that this is sent no more than 36 times a day by going to System Administration > Restricted Processing > Automated Processing > Queue Maintenance and pull up the queue and job in question.
- Because the payments do not get sent, the payments will need to be sent the following day when the number of files per bank per day will reset to zero.

AR2096 - Agility Mobile Warehouse Tools - Verify Tags
Agility - Agility Mobile WH Tools

Agility Mobile Warehouse Tools -  Verify Tags

Verify Tags is used to perform tag verification for cycle counts. In order to perform the tag verification, physical inventory workfiles must be created and frozen.

Steps to Verify Tags

1. Select Verify Tags. A list of frozen PI Workfiles is displayed for the branch you are logged into. For each workfile, the following information displays:

   A – Workfile ID, Sequence, and Description

   B – Selection Criteria used to create the workfile

   C - Location           

    

2. Select a workfile and scan or enter tags to verify
   1. Each Tag entered is listed below “Tags Verified”
   2. A tag can be moved from the list by pressing the ‘ב icon
   3. When online, the app will display a warning indicator when an invalid tag is entered

       

3. Once all the tags to be verified have been scanned or entered, select the Send button. Selecting the Send button sends the workfile and tags to Agility to be processed as counts for the physical inventory workfile based on the freeze qty for that tag.
   1. A message is displayed at the top of the screen confirming the tags were sent to Agility to be verified.
   2. A notification is sent if any errors are found in processing (i.e. tags scanned and not in file/found). To set up the Agility Mobile Warehouse Tools Event Log notification in Agility go to System Administration > Restricted Processing > Notification Maintenance
   3. Run the PI Tag comparison report to see tags in the workfile that were not scanned

AR2101 - How to Set up Reman Scheduling
Agility - Inventory Control

Using Schedule Manager for Reman Work Orders

Schedule Manager has been available to schedule sales order work orders. With Agility v512, Schedule Manager provides the ability to schedule reman work orders. For remans, the operation is what is scheduled. Therefore, each operation must have a department assigned in order for a schedule date and completion date to calculate, allowing the reman operation to display in Schedule Manager.

Setting up an operation for scheduling

In order for an operation to calculate the schedule and completion dates, you must assign a Schedule type and Department to the operation. If desired, you may also assign a Schedule resource. In this example, only the Schedule type and Department are assigned.

1. In Agility, access Data Files > Inv Control Settings > Operation Maintenance
2. Enter the operation you wish to maintain and select Search or use the locator to find and select the operation.
3. Once the operation is displayed in the Operation Maintenance window, select the schedule rule icon to add the Schedule type and Department.
4. Complete the following steps in the Schedule Rule Maintenance window.
   a. From the Schedule type dropdown, select the Schedule type you wish to assign.
   b. From the Department dropdown, select the Department you wish to assign.
5. If applicable, select a Schedule assignment, Schedule resource, Department capacity, and/or Resource capacity.
6. Once all selections are made, select OK to exit Schedule Rule Maintenance and save your changes.

Creating a reman with a scheduled operation

Now that the operation has been set up with a schedule rule, the schedule and completion dates are calculated for the operation based on how the Schedule type and Department are set up in Schedule Maintenance. The steps below provide an example of applying an operation set up for scheduling to a reman.

1. Create a reman with an operation that is set up for scheduling.
2. Once the reman is saved, the system calculates the expected schedule date and expected completion date for the operation.
3. The dates are also carried to the reman header.
   If multiple operations with different dates exist on the reman, the header displays the earliest schedule date and the latest completion date for all of the operations

Displaying remans in Schedule Manager

Now that the reman with a scheduled operation has been saved and the dates have been calculated, the reman operation can be viewed and maintained in Schedule Manager

1. Access Inventory Control > Schedule Manager and select your search criteria
   a. Criteria name—If applicable, select a saved viewer from the Criteria name dropdown or use the default viewer for remans, Resource Schedule for Reman.
   b. Schedule date—If you do not wish to select a date range, check All next to Schedule date.
   Note: Selecting ‘All’ instead of entering a date range may take several minutes to return results.
   c. From—To enter a date range, select whether you wish the From date to be a Run date or an Actual date.
   Run date—calculate a date based on run date, number of days added or subtracted, and the day basis
   Example: Current day (5/13/16) minus 2 weekdays = 5/11/16
   Actual date—enter a date in the format of mm/dd/yy
   d. To—If entering a date range, select the same date type (Run or Actual) you selected for the From date for the To date and enter the date/date variables.
   e. Tran type/Tran ID—To view all transactions, select <all> for the tran type.
   To view a single reman, select Reman for the Tran type and enter the Reman ID in the Tran ID field.
   f. Schedule type—To search for specific Schedule types, select the desired Schedule types from the dropdown or select <all> to search for all Schedule types.
   g. Department—To search for specific Departments, select the desired Departments from the dropdown or select <all> to search for all Departments.
   h. Schedule resource—To search for specific Schedule resources, select the desired Schedule resources from the dropdown or select <all> to search for all Schedule resources.
   i. Print status—To search for specific Print statuses, select the desired Print statuses from the dropdown or select <all> to search for all Print statuses.
   j. WO/Reman status—To search for specific Reman statuses, select the desired Reman statuses from the dropdown or select <all> to search for all Reman statuses.
   k. Include only work orders/reman work orders with backorders—If you wish to include only reman work orders with backordered items, check the selection box.
2. After all selections have been made, select Search Records
3. The work orders and remans that fall within the specified search criteria display in Schedule Manager.
   Note: If you have operations without a Department with manually entered schedule and completion dates, those reman operations will display in Schedule Manager as well. The results sort according to the groups specified in the viewer. In the example above, the results are sorted according to Department and then by Schedule date.
4. The user can specify how the results are grouped and sorted. In addition, the columns that display in the grid are customizable. See the Help doc for more information on setting up custom views in Schedule Manager.

Updating remans in Schedule Manager

After completing a search in Schedule Manager, the department, resource, schedule date, and/or print status can be updated using the Update Records option described in the steps below. Note: Updating an operation will fully recalculate the schedule dates for the entire reman.

1. In Schedule Manager, highlight the reman operation(s) you wish to update.
2. Select Update Records
3. Complete the following steps in the Schedule Manager Update window.
   a. Schedule date—If you wish to change the Schedule date, select the Schedule date check box and choose a new date from the New schedule date calendar in the dropdown.
   b. Department—If you wish to change the Department, select the Department check box, the Method to change the Department, and, if applicable, the department you wish to assign from the New department dropdown.
   Method:     Assign New Department—Select this option if you wish to select a different, existing department from the New department dropdown.   
   Update Department Based on Current Settings—Select this option if you wish to update the operation on the reman order to match the current department setup
   c. Resource—If you wish to change the Resource, select the Resource check box, the Method to change the Resource, and, if applicable, the resource you wish to assign from the New resource dropdown.
   Method:     Assign New Resource—Select this option if you wish to select a different, existing resource from the New resource dropdown.   
   Update Resource Based on Current Settings—Select this option if you wish to update the operation on the reman order to match the current resource setup.  
   d. Print status—If you wish to change the Print status, select the Print status check box and choose the new print status from the New status dropdown.
   Note: Updating the Print status updates the Print status for the entire reman, not just the operation.

4. After all selections are complete, select OK to exit the Schedule Manager Update window and save your changes.
5. After exiting Schedule Manager Update, all changes are reflected immediately in the Schedule Manager window.

Printing selected remans in Schedule Manager

After completing a search in Schedule Manager, multiple selected remans or a single selected reman can be printed using the steps described below.

1. In Schedule Manager highlight the reman(s) you wish to print.
2. Select Print Reman Work Order
3. The Print Reman Work Orders, Print Options for Reman Work Order, and Select Laser Printer for Reman Work Order windows will display.
4. The Print Options for Reman Work Order window will display according to your default print options. Make any necessary changes and select OK
5. Complete the following steps in the Select Laser Printer for Reman Work Orders window.
   a. Printer 1 & 2—Select the printer(s) if you wish to print a copy of the reman form(s).
   b. Fax—If you wish to fax the reman form(s), select the Fax checkbox and enter the fax number.
   c. Email—If you wish to email the reman form(s), select the Email checkbox and enter the email address(es).
6. After all selections are complete, select OK to exit the Select Laser Printer for Reman Work Orders window and generate the reman form(s).
7. Once printing is complete, the Print Reman Work Orders window closes automatically.

AR2107 - How to run Support Programs in Agility
Agility - System Administration

How to Run Support Programs in Agility  

Support Programs can be used for periodic maintenance in Agility. Use the Support Programs screen to run support programs as needed. Some of the programs, such as resetting batch numbers, can be run at any time. Other programs should be run with caution or only under special conditions. Contact DMSi Support prior to running any support program as the results from these processes may require follow-up research.

Run Support Programs

System Administration > Restricted Processing > Support Programs

Choose the support program(s) you wish to run from the Available Program and move to the Selected Programs. After finishing your selections, click Run.

Answer Yes to run the support program.

Each support program will have a slightly different window and prompts. DMSI recommends running in Audit mode first, then reviewing the audit file to see what records will be impacted.

To update, click the Process button. Agility may display an additional message about the audit report and name of the file it will create.

When finished, exit the specific support program you are running.

In the main Support Programs screen, Agility will give another reminder to check the logfile. The file name and location will display in the Status/Errors section. Click Exit when finished.

Most of the programs run in conjunction with the loading of a release or release update. For detailed instructions to run support programs included with a release update, refer to the Release Update Instructions document, available within Agility by selecting Resources > About Agility > Support tab > View Update Notes > Release Update Instructions.

AR2137 - How to set up ACH payments in PartnerView and run via Automated Processing
Agility - A/R

How to set up and implement A/R ACH payment processing in PartnerView

Before starting the setup process, consult your ACH partner or bank to gather any prerequisites and provide our IP address to them to be white listed: 63.246.25.161

Prior to applying ACH payments in PartnerView, the following must be set up in Agility

1. In Agility, access General Ledger > Chart of Accounts > Accounts Maintenance
          a. Enter your cash account in the G/L account field and select Bank Info
          b. Select the check box for Use for ACH processing in A/R and select OK
          c. When prompted, select OK that Bank Information was updated
          d. Select the red X at the top right of the window to exit G/L Bank Information.
          e. Select Exit to exit the G/L Accounts Maintenance window

2. In Agility, access Data Files > Misc Information > Payment Method
          a. Display the single Payment method you wish to use for ACH payments in PartnerView
          b. In the Payment Method Maintenance window, verify the following:
                    Payment type = Check
                    Use as payment method for ACH processing = selected
                    Use as payment method for ACH processing in PartnerView = selected
          c. Make any necessary changes and select the Save icon to retain your changes
          d. Select the red X at the top right of the window to exit Payment Method Maintenance

3. In Agility, access System Administration > Restricted processing > File Transfer Maintenance
          a. Verify that an SFTP method exists for the bank(s) to which you will transfer your ACH file
          b. If an SFTP method does not exist, select New to add the method
          c. Input the following information for each unique routing number and Company ID:
                    Record type = A/R ACH Processing
                    Name = the bank you are using for ACH processing
                    Method = SFTP
                    Target address = the server hosting the ACH file; enter this information as a URL or server name
                    Login ID = login name to connect to the host server specified above
                    Password = password to connect to the host server specified above
                    Target path = subdirectory of the default directory associated with the login, if applicable

          d. Once all information has been entered, select Save to retain your changes and exit to File Transfer Maintenance or select Save & New to add an additional record
          e. Once all records have been added, select the red X at the top right to exit File Transfer Maintenance

 

Setting up customer accounts for ACH payment processing

Customer accounts for ACH payment processing can be set at the sold-to, bill-to, and/or ship-to level. In the example below, the bank account to use for ACH payments is being set on the sold-to level.

     DMSi recommends selecting one level and not deviating from the chosen level.

1. In Agility, access Data Files > Customer Information > Customers
2. In Customer Maintenance, display the customer for whom you wish to add a bank account to be used for ACH payment processing
3. Select the credit payment info icon
4. In Credit and Payments, select the Customer Bank Maintenance icon
5. In Customer Banks, fill in the following information:
   Bank name = the name of the customer’s bank (destination bank)
   Account number = the customer’s account number
   Routing number = the nine-digit routing number of the customer’s bank
   Account type = the type of account the customer wishes to use for ACH payments (Checking or Savings)
   Default branch = the branch to use for cash on account (CA) records
   Use for ACH processing = selected

6. After all information has been entered, select the Save icon and the select the red X at the top right to exit Customer Banks and retain your changes
7. Select Exit in Credit and Payments
8. Select the red X to exit Customer Maintenance

 

Approving customer accounts for use with ACH processing

After the steps in the section above are complete for all of your customers, a pre-notification is sent to the destination bank(s) in order to verify that the bank information is valid. Once approved by the destination bank, the account must be manually marked as approved in Customer Maintenance.

1. In Agility, access Data Files > Customer Information > Customers
2. In Customer Maintenance, display the customer you wish to approve
3. Select the credit payment info icon
4. In Credit and Payments, select the Customer Bank Maintenance icon
5. In Customer Banks, select the check box for Approved for ACH processing
6. Select the Save icon and the select the red X at the top right to exit Customer Banks and retain your changes
7. Select Exit in Credit and Payments
8. Select the red X to exit Customer Maintenance

 

Maintaining Action Allocations for PartnerView users

Now that the general ledger, bank information, and customer accounts have been entered and validated, it’s time to set up your PartnerView users. PartnerView users must be granted permission to apply payments in PartnerView. Complete the steps below to grant access to payments for your PartnerView users.

1. In Agility, access System Administration > Security Administration > Action Allocation
2. Complete the following steps in the Security Action Allocation window
3. Select how you wish to assign the Security Action Allocation (this example uses User ID for the search and for assigning the Security Action Allocation)
          User ID – locate security action records based on the user profile
          User Name – locate security action records based on the user name
          Group ID – locate security action records based on a security group
4. Select how you wish to search
          Beginning with
          Containing
5. Select PartnerView for the product
6. Select the appropriate User category
          Guest
          Internal
7. Select <all> for the Module ID
8. If known, enter the User ID you wish to modify or use the locator
9. Select Search to display the current Security Action Allocations for the user
10. Verify the following Security Action Allocations are set properly for the user:    
          Apply Payments – Permission must be granted in order for the user to apply ACH payments in PartnerView

          Note: If you allow credit card payments in PartnerView, this setting grants access to applying credit card payments as well as ACH payments

          View Billing Information for All Ship-to’s – Optional setting
          Granting permission to this optional setting allows the user to see the billing information in PartnerView for all ship-to records for the customer, regardless of the ship-to records granted to the user through Security Data Allocation
          Denying permission to this optional setting allows the user to only view the billing information for the customer ship-to records to which the user has access in Security Data Allocation

          Create Cash on Account – Optional setting
          Granting permission to this optional setting allows the user add cash on account by selecting the 'Payment on Account' button.
          Denying permission to this optional setting allows the user to only apply payments to invoices and removes the 'Payment on Account' button.

          Apply Open Credits to Invoices – Optional setting
          Granting permission to this optional setting allows the apply credits to invoices using the 'Apply Credits' button.
          Denying permission to this optional setting allows the user to only apply payments to invoices, and it also prevents credits from being selected and removes the 'Apply Credits' button.

11. If permission needs to be granted for any of the above Security Action Allocations, highlight the allocation and select the right arrow to move the action to the Permission granted grid
12. Select the Save icon to exit the Security Action Allocation window and retain your changes
13. Log out and log back in to Agility and PartnerView for the Security Action Allocation changes to take effect

 

Applying an ACH payment in PartnerView

Now that the user has access to Apply payments in PartnerView, the Bank Account button displays as an option in PartnerView. In the example below, both credit card payments and ACH payments are allowed in PartnerView.

1. In PartnerView, access the Billing page
2. Select the invoice(s) for payment
3. Once items are selected for payment, the total of all selections is displayed and the Pay via buttons become enabled.
4. In the Bank Account window, select the Bank Account button to pay by ACH
5. Select the bank account to use for payment from the dropdown and select Pay to create the payment
6. After the payment is created, you are returned to the Billing page and the invoices selected for payment are no longer available.
7. To create cash on account, select Payment on Account to enter the amount then select Bank Account to specify the account and select Pay.

Additional Information

See the following articles for more information regarding ACH payment processing:

AR2076 – How to send A/R ACH files via Automated Processing

AR2071 – How do I resolve my errors in my A/R ACH Exceptions Report?

AR26018 - ACH FAQ & Troubleshooting

AR2144 - Setup requirements for capturing customer signatures
Agility - Forms

Capturing customer signatures when printing forms from Sales Order Entry or a function called from Sales Order Entry requires the following setup.

You must be using Element  as your credit card payment processor and using a triPOS® Full Function POS MX 915 device to capture customer signatures.

Element's triPOS® needs to be installed on each PC that will be collecting customer signatures. 

System Setup

Contact DMSi Techinical Support to assist in entering the required settings in connext.xml for your configuration.The connext.xml file must contain the following settings.

• A Windows share must be configured to allow both Agility clients and the Agility AppServers to write the signature image into the Optio "images" folder.
• Once the share is setup and configured properly, you must enter the path into the connect.xml for the Agility Client and the Agility AppServers to use.

Depending on your configuration, make the entries in the Master section of the connect.xml or in the appropriate Environment's section.

In a standard installation, Optio is installed in C:\Agility\Optio.
An example of a Windows share for a standard installation would be \\agilserver\Optio.

• The connect.xml tags for the signature feature are <OPTIO_SHARE_CLIENT> and <OPTIO_SHARE_SERVER>.
  • <OPTIO_SHARE_CLIENT> contains the full share path accessible by Agility Clients to the Optio installation directory. Using the above example, the path would be \\agilserver\optio.
  • <OPTIO_SHARE_SERVER> contains the full share path accessible by AgilityAppServers to the Optio installation directory.

If the Agility AppServers are running on a Unix server, the Windows share must be mounted on the Unix server and you must enter the path to the mount point.

If the Agility AppServers are running on a Windows server, use the Windows share.

Using the above example, if the AppServers are on a Windows server, you would enter \\agilserver\Optio.
If the AppServers are on Unix, an example mount point would be /remote/agilserver/Optio.

Agility Setup 

For sale types used on sales orders where the customer is present such as counter sales and customer pickup, set the form specific flag on each form you want to capture signatures. The flags are available under the heading 'Prompt for customer signature in SO Entry when printing'.

Access Sale Types Maintenance: Data Files > Sales Order Settings > Sale Types

Set the User Preference 'Do not require customer signature when printing forms' on users that print forms for orders with customer facing sale types, that will never have customers present. (Optional)

Access User Preferences: File > User Preferences

Update the 'Timout seconds for signature device' field if the default value of 60 seconds does not meet your needs.

Access System Configuration: System Adminstration  > System Configuration > System Config

Define signature print options in Forms Assignment for the order acknowledgement, delivery ticket and invoice

Set 'Print customer signature' to Yes if signatures should print.
Use the 'Customer signature label' field to define a custom label to print on the form. There is a default value of 'Customer Signature'.

The invoice has additional settings for printing credit card customer signatures. They do not affect printing the other customer signatures.

To print credit card customer signatures set 'Print payment receipt information' and 'Print credit card signature' to Yes.
If you want to print credit card signatures on the Reprint of the invoice, set 'Print credit card signature on reprint' to Yes

Access Forms Assignment: Data Files > Misc Information > Forms Assignment

The following Sales Order Parameters settings are related to the order signature. 

If you will be using the order signature for a single purpose, unset the SO parameter 'Prompt for customer signature in SO Entry' to suppress the display of the Signature Capture window and define a label in the 'Default order signature label' field.

If you will be using the order signature for multiple purposes define a label in the 'Default order signature label' field that will default into the Signature Capture window. Note: Leaving the default label field empty requires entering a label each time a signature is captured.

Access Sales Order Parameters: System Adminstration > Module Controls > Sales Order Parameters

AR2147 - How to Delete a Dimension Length from an Item
Agility - Inventory

 

How to Delete a Dimension Length from an Item

 

Considerations

1. Item dimension must have no activity. If there is on-hand, on-order, quoted, etc… the record cannot be deleted.

2. Item dimensions that only appear on Quotes with no other Item Activity may be deleted once the Item dimension is removed from the quote.

 

Steps

1. In Agility, go to Data Files > Item Information > Items

2. Search for the item

3. From the Item Record click the Dimensional Records

4. Highlight dimension in question and click Delete

5. If Item Dimension has no on-hand, on order, or other activity it will delete successfully.

 

If encountering error: "This record cannot be deleted"

1. However, if the following message pops up there is some order containing this dimension as a line item. "Current inventory (on hand, on order, suggested tally, etc.) records are on file for dimension(s) 1X12X1234 in the following branches <BRANCH>. This record cannot be deleted."

2. Check Item Activity for any PO or SO containing this Item dimension.

3. Check to see if the item dimension is on a Quote by running a query to find the trans# that’s keeping this dimensional length on file. The following Query was run to find any trans# with a tally length = 1234. Trans ID 287272 was returned which turned out to be a Quote. This query can be edited to search for different attributes of an item as needed

4. The next steps would be to remove the Item dimension in question from all orders.

5. Retry steps to delete Item dimensional length.

 

AR2161 - Available Conversions in Agility
Agility - System Administration

General Notes:

Template files can be found in the Document Library of 360. Within the Document Categories there is a category of Conversion Templates where the files reside. They are also made visible through the Portal for customers.

All conversion files need to be a .csv file

All conversion files should be run in Audit Only mode first

For large files, progress can be tracked using the In Process audit through CQ

Make sure to launch CQ before running the conversion (sample at the bottom of this document)

The purge option will purge ALL records created by CONV on the date entered

There are some conversions that have specific rules for DMS+ customers. Make sure to use the DMS+ Conversion option when processing the files.

If there are fields with leading zeros, do not directly open the csv file with Excel.

Instead, open a blank Excel sheet first and go to the Data tab and Get External Data From Text. Use the Wizard to separate the delimited file and format all columns as Text.

Maintenance – Customer Conversions

Alternate Payment Terms	Creates records for the Payment Terms Assignment maintenance window. Allows customers to setup payment terms that are customer ship-to and sale type specific (ie. Customer gets different terms for Direct vs. Stock orders).
Authorization to Charge	The Authorized Charge List is accessed off the sold-to in customer maintenance. Maintains the name and photo of individuals who have the authority to charge to a customer’s account.
Auto Messages	Creates auto message records. If the message text has not already been created, then a message record will also be created along with the auto message record.
Contacts	Used to create the contact records for either customer or supplier records.
Customer Bank	Assigns the customer’s banking information that will be used for either EDI R823 Lockbox Payments or A/R ACH payments.
Customer Charges	Creates the records for the Customer Charge Maintenance window.
Customer/Price Group Codes	Creates the records for the Customer/Pricing Group Definition window.
Data Allocations	Creates the list of customer records that a PartnerView user can access. The purge process is different than the other conversion programs.   There is no date associated with these records so you must provide a file of what is going to be purged.   See the NOTES section on the Layout tab of the template file for more business rules.
Delivery Routes	Creates the delivery routes
EC Ref	Creates the EDI Customer Reference Maintenance records. An EC Ref record is required for each customer record that trades electronic documents.
Laser Controls	Used to create laser control records for either customer or supplier records.
Notes	Used to create Customer, Credit, Supplier, and Item notes.
Payment Terms	Creates the Payment Terms codes
Route Assignments	Used to assign delivery routes to customer ship-to records
Sales Account Parameters	Creates the Sales Account Parameters Maintenance records to define the general ledger accounts to be used at time of invoicing.
Sales Agents	Creates the Sales Agents
Sales Type	Creates the Sale Type records
Shipto Tax Certificates	Used to maintain Tax Resale Certificates for the customer ship-to records. This program has the ability to either add new records or update existing records since the certificate numbers and expiration dates can change yearly.
Tax Authority	Creates the Tax Authorities
Tax Codes	Creates the Tax Codes and assigns the Tax Authorities to the Tax Code
Tax Exceptions	Creates Tax Exception records to exclude sales tax from being charged on items for specific customers or customer groups by either item or product group.
Zip Tax	Assigns a list of ZIP codes to specific Tax Codes.

Maintenance – Inventory Conversions

Allocation Sets	Creates the Allocation Set Maintenance records by assigning up to 5 allocators to each Allocation Set.
Allocators	Creates records for the Allocator Maintenance window.
Alternate Items	Creates a list of alternate items to a main item code.
Auto Messages	Creates auto message records. If the message text has not already been created, then a message record will also be created along with the auto message record.
Cut Category	Creates the categories that are used for grouping items with similar cut-from dimensions.
Cut Records	Creates the hierarchy of cuts to determine which cut-from dimensions are valid for each cut-to dimension.
Item Supplier	Creates secondary item supplier records after the primary item supplier is created through the Item Import.
Location	Creates the location records
Notes	Used to create Customer, Credit, Supplier, and Item notes.
Permanent Locations	Assigns a list of permanent locations to items. Instead of a purge option, a file must be provided to remove a permanent location from an item.
Price Codes	Creates the price code major and minor records.
Price Codes – Copy from Product Groups	Runs the support program that copies the current product groups to create the price codes
Product Groups	Creates the product group major and minor records.

Maintenance – Supplier Conversions

Auto Messages	Creates auto message records. If the message text has not already been created, then a message record will also be created along with the auto message record.
Buyers	Creates the Buyer records
Contacts	Used to create the contact records for either customer or supplier records.
Item Supplier	Creates secondary item supplier records after the primary item supplier is created through the Item Import.
Laser Controls	Used to create laser control records for either customer or supplier records.
Notes	Used to create Customer, Credit, Supplier, and Item notes.
Payment Terms	Creates the Payment Terms codes

Maintenance – General Ledger Conversions

Budget Data	Creates up to 13 periods of budget amounts for each GL Account.
G/L Balances	Creates beginning balance and the net change for each GL Account for each period in the year.   Has an option to create just beginning balances when using the G/L Detail conversion or Journal Entry Import to create detail information for the periods.
G/L Detail	Works like the Journal Entry Import but allows multiple periods/years in the same file.
Sales Account Parameters	Creates the Sales Account Parameters Maintenance records to define the general ledger accounts to be used at time of invoicing.

Maintenance – Other Conversions

Branch Transfer Parameters	Defines requesting-branch/shipping-branch customer and supplier relationships for branch transfers
Data Allocations	Creates the list of customer records that a PartnerView user can access. The purge process is different than the other conversion programs.   There is no date associated with these records so you must provide a file of what is going to be purged.   See the NOTES section on the Layout tab of the template file for more business rules.
Messages	Create permanent message information, including message ID and message text
PartnerView Quick Lists	Create a list of items for a specific PartnerView user by branch for quick order entry in PartnerView.
Sales Account Parameters	Creates the Sales Account Parameters Maintenance records to define the general ledger accounts to be used at time of invoicing.
Split large text files	Takes a csv, txt, or DAT file and splits it into smaller, workable files. Helpful for large DMS+ flies to make them more manageable for importing. Places new files in the same file path as the source file, keeping the original file name and adding an incrementing value at the end.
User Profile – Initial Create	Uses a template user already created to create new users. The template user is used to assign default branch and copy security settings and user customizations. This conversion is unavailable after Agility version 607.
User Profile – Settings Tab	Since a user id can be assigned to a sales agent or buyer, this program can be run to update the Settings tab on existing user profiles to add the corresponding sales agent and buyer to a user. This conversion is unavailable after Agility version 607.

 Go Live conversions

A/P Recon Detail
Open A/P	Creates the open accounts payable records for a branch. The branch passed in the file should be the transactional branch if they want to be able to run an AP Aged Open Payables by branch.
Open A/R	Creates the open accounts receivable records for a branch. The branch passed in the file should be the transactional branch of the original order if they want to be able to run an AR Aging by branch.
Quantity On Hand	Creates Quantity On Hand records for inventory items. Will not combine quantity into the same location. The Inventory Valuation report is auto launched after this program is complete to aid in balancing.
Back Order Manager	Runs the back order manager support program. This is used if there have already been sales orders entered into the system before the quantity on hand conversion is run to commit the on hand quantity to the open orders. Make sure the quantity on hand is correct before running this program.

 

Historical conversions

GMROI	Creates the inventory_value_fact records that are used when running the GMROI report from the Data Warehouse menu.
Item Activity	Previously used to build usage information before Usage Import was available. Creates item activity records. These are just view only records and there is no drill down options when viewing these in the Activity Viewer.
Sales Analysis	Creates the historical sales records read when running the Sales Analysis reports. Invalid data is written to a catch all record so the overall sales figures can be reported on even if a customer or item existed in the prior system but not in Agility. Run in audit only mode first to determine which records are invalid and the total amount that will be written to the catch all record for that record.

 

In Process Audit

On the window that you select the conversion file, a report key will be displayed in the text box. Use this report key to query out the report_output table. The output of the report will give a processing log for every 500 records along with any failures that will be written to the audit report.

where  report_output:rpt_key = "04026557.RPT" list  seq report_line

 

 

AR2169 - How to Use Save Criteria in Agility
Agility - Best Practice

How to Use Save Criteria in Agility

Saving criteria for processes run on a regular basis saves time and increases efficiency by allowing you to easily regenerate reports or run processes without having to select the criteria fields each time.

Save Criteria for Reports, Viewers, Forms, and Automated Purges

Although the screens display differently, the general concept when saving criteria for reports, viewers, forms, and automated purges is generally the same. The steps listed below use the Sales Order Profitability Report as an example.

1.   Access the report, viewer, form, or automated purge in Agility 

2.   Fill in the criteria for how you wish the report, viewer, form, or automated purge to run.

3.   Select the applicable save option to save the selection criteria.   

 Save for user

This option allows you to save the criteria for your specific user. When selected, you are prompted to create a new record or, if you are on an existing record, you can update the record you modified.

When creating a new record you are prompted to enter the name under which you wish to save your criteria, unless the selection criteria screen contains a place for you to enter that information prior to saving.

Save for a security group

This option allows you to save the criteria for a security group. When selected, you are prompted to create a new record or, if you are on an existing record, you can update the record you modified. After selecting the security group for which you wish to save the criteria, you are prompted to enter the name under which you wish to save your criteria, unless the selection criteria screen contains a place for you to enter that information prior to saving.

Save for all users

This option allows you to save the criteria for all users. When selected, you are prompted to create a new record or, if you are on an existing record, you can update the record you modified. You are then prompted to enter the name under which you wish to save your criteria, unless the selection criteria screen contains a place for you to enter that information prior to saving. Note: Even though the criteria is saved for all users, only users with menu access granted to the specific report, form, etc. are able to access the saved criteria.

 

Save Criteria for Reports

You can save report criteria for all users, a specific user, or a security group for the following Agility reports:

·         Accounts Payable > A/P Recon > A/P Recon Register

·         Accounts Payable > Reports > A/P Aged Open Payables

·         Accounts Receivable > Reports > A/R Aged Trial Balance

·         Accounts Receivable > Reports > A/R Lien Reminder

·         Accounts Receivable > Reports > A/R Tax Summary/Detail

·         Data Warehouse > Sales Analysis Report

·         General Ledger > Reports > G/L Subsidiary Balancing Rpt

·         Inventory Control > Queries/Reports > Inventory Valuation Report

·         Inventory Control > Queries/Reports > Usage/Purchase Comparison

·         Inventory Control > Reman > Output Only Completion Report

·         Sales Orders/Quotes > Queries/Reports > Cash Drawer Balancing

·         Sales Orders/Quotes > Queries/Reports > Profitability Report

Save Criteria for Viewers

You can save viewer criteria for all users, a specific user, or a security group for the Agility viewers listed below in Data Files > Misc. information > Viewer Builder. In addition, you can access the viewers listed below within their specified module. Saving criteria within the specific viewer instead of the Viewer Builder only provides the ability to save the view for your specific user.

·         Accounts Receivable > Commission Viewer

·         Dispatch > Viewers > Dispatch Viewer

·         Inventory Control > Queries/Reports > Item Activity Viewer

·         Inventory Control > Reman > Viewers > Reman Viewer

·         Inventory Viewer

§  Dispatch > Viewers > Inventory Viewer

§  Inventory Control > Queries/Reports > Inventory Viewer

§  Inventory Control > Reman > Viewers > Inventory Viewer

§  Purchasing > Viewers > Inventory Viewer

§  Sales Orders/Quotes > Queries/Reports > Inventory Viewer

·         Purchasing > Viewers > PO Viewer

·         Sales Orders/Quotes > Viewers > SO Viewer

Save Criteria for Forms

You can save form criteria for Agility acknowledgments in Sales Orders/Quotes > Forms > Print Acknowledgements. Acknowledgements can be printed for credit memos, RMAs, and sales orders. Acknowledgement criteria can be saved either for all users or a user group. You can also save form criteria for Agility invoices.

Save Criteria for Automated Purges

You can save purge criteria for the Agility automated purges listed below in System Administration > Performance Tuning > Automated Purges. Automated Purges can only be saved for all users.

·         Audits

·         Data Warehouse – daily activity

·         Data Warehouse – summary activity

·         OrderPad

·         Packing Summary

Save Criteria for Automated Processes

You can save criteria for Agility batch criteria and automated update processes.

·         System Administration > Restricted Processing > Automated Processing > Batch Criteria

·         System Administration > Restricted Processing > Automated Processing > Queue Maintenance

• A/R Finance Charge Application
• ABC Classification
• Automated Purges
• Batch Criteria
• Cost Mass Update
• Create Pick File
• Customer Item Quicklist
• Data Warehouse Update
• KPI Update
• Reorder Calculations
• Shipment Update
• Tax interface Invoice Error Processing
• Transaction Analysis
• WMS Monitor

Note: When saving criteria for an update process in Automated Processing > Queue Maintenance, the criteria is actually saved as a specific task and the task is then added to a job set up in Queue Maintenance. For example, the saved criteria for Customer Item Quicklist is saved in System Administration > Restricted Processing > Automated Processing > Customer Quicklist Criteria.

AR2177 - How to Enter a Sales Order Using the WS Test Harness
Agility - API

How to enter a Sales Order using the WS Test Harness

The test harness can be found using the following link:
http://agilityapi.dmsi.com/winformWStestharness/publish.htm

1. Open the Test Harness using the above link. (Connection is to devel by default)
   
2. Log in by entering your Agility username and password. Verify you see the default branch for your user.
3. Click the arrow right to get to the Create Sales Order 2 tab in the Test Harness.
4. Select the Create Sales Order 2 tab
5. Click the Get DataSet Schema
6. Enter the CustomerID and the ShipToSequence under the Header.
7. Click the ‘Item’ tab to add items.
8. Add items, charges and cost as details.
   
9. Create the sales order.
10. A message is displayed confirming the order was created or displays an error and does not create the sales order.

AR2180 - Faxing FAQs
Agility - Faxing

Faxing FAQ

 

Can special characters be used on a Coversheet? 

No. Concord will reject it because it will not be in the correct format for a fax number.

Can you stop a fax from “sending” after it has left Agility?

        Once the fax has left Agility there is not a way to stop as it is an automated process at Concord.

How many times does a fax try to resend before it stops sending?

        On a voice answer it will attempt a second try to make sure someone didn’t accidentally pick-up the fax. If a busy or no answer attempt 6 retries before sending out an error notification of failure. For both the retry attempts will be in 5 minute intervals.

 

Can broadcast faxing or mass faxing be done?

Yes. DMSi will need to contact Concord to set this up.

Can you fax outside of Agility?

Yes. For Desktop Faxing, enter “1” followed by the fax number, followed by @concordsend.com in the Subject line of the email message. 1XXXXXXXXXX@concordsend.com 

For Setup within Agility, go to System Administration>Module Controls>Branch Parameters

Select and change 3^rd Party Fax Provider to Concord. This is a branch specific setting and will need to be made in each branch.

AR2181 - Concord Faxing Common Error Messages
Agility - Faxing

Busy  "Busy" Indicates that the called number (phone line) is already in use or engaged. 

"No Answer" indicates that the line was not picked up (answered) by a fax  No Answer  machine or person before timing out.  The timeout is sufficient to ensure at a  minimum of 5‐8 standard rings. 

"Not a fax machine" indicates that a fax device has failed to answer the call.   Specifically, fax tones or the fax signal from a remote machine has not been  Not a Fax Machine  detected.  This may for a number of reason including but not limited to, a wrong  number, a machine not configured to automatically answer, or a device that has  stopped answering because it is out of paper or has a paper jam. 

"Voice Answer" indicates that either a person or voicemail message answered the  Voice Answer  call. 

“Fast Busy" indicates that there was no available path to the attempted fax  number.  This normally indicates that the destination is currently overloaded, or  that there is an outage with the specific number or in the area attempted such as  Fast Busy  that due to a fibre cut.  This can also be caused by severe weather conditions in  the area of the destination.  In most cases Fast Busy conditions are temporary,  please verify the fax number you’re trying to reach is valid and if so please try  again later. 

"Sit‐Tone / Operator Msg" indicates that the call was intercepted by the special  situation information tones followed by an operator message, examples include  "The number you have dialed is disconnected or is no longer in service. Please  Sit‐Tone / Operator Msg  check the listing and try your call again.", "The number you have dialed has been  changed…the new number is…XXX‐XXX‐XXXX", "All circuits are currently busy,  please try your call again later".  "Operator Msg" indicates the same issue  however the special situation information tones were not detected.      

“Negotiation Failed” indicates the call was answered by a fax device but during  the initial training phase of the call, communication between the fax transmitter  and the receiving fax device failed or the two devices could not agree on the  Negotiation Failed  parameters to be used for the call.  This often indicates a phone line quality issue  and may occur at the beginning of the fax transmission, or, during the fax  transmission between pages on a multi‐page fax. 

"Transmission Failed“ indicates the receiving fax machine has answered and  connected but the fax was not able to be fully and successfully transmitted.  This  can be caused by line quality issues, fax device issues, the sharing of phone line  Transmission Failed  with other devices such as credit card processing terminals.  Temporary  conditions such as severe weather conditions in the destination area can also  cause transmissions failures. 

“Exceeded ECM Retransmit” indicates the call was answered by a fax device and  connected using ECM or Error Correction Mode.  Due to poor line quality or a  poor connection for that specific call attempt the transmission of the fax required  Exceeded ECM Retransmit  an excessive amount of data to be retransmitted to the receiving device to get  acknowledgment of successful reception of the fax, the call was aborted to allow  a retry or new attempt to get a better connection and to ensure the call duration  did not ensure excessive overtime charges.

"Job Cancelled" indicates that the job or recipient number was cancelled or the  Job Cancelled  set time for delivery expired. 

"General Error" indicates that another uncommon error not listed above has  occurred resulting in the failure to transmit your fax.  Please retry the fax job or  General Error   recipient again.  If you get the same error again please contact Concord customer  service for further assistance and investigation.    

AR2223 - Exporting to Excel is opening on the hosted site and not locally
Agility - System Administration

Exporting to Excel is opening on the hosted site and not locally

The steps outlined below resolve the issue where a user exports to Excel from Agility and the spreadsheet opens on the hosted site in the remote session instead of the user’s local desktop.

1. Log in to Agility as the user experiencing the issue
2. In Agility, access File > User Preferences > Misc tab
3. In the Export option section, verify the user has the correct settings for ‘Spreadsheet viewer’
   Note: The value for hosted customers is typically G:\FTServer\FTServer.exe
4. Blank out the Spreadsheet viewer field or replace the “G” with an “H”
5. Select Save
6. Close User Preferences
7. Re-open User Preferences
8. Enter G:\FTServer\FTServer.exe back in the Spreadsheet viewer field
9. Select Save

 

 

AR2231 - Fax Error: There was a problem with your fax request, Unauthorized sending email address
Agility - Faxing

Issue:

When a user sends a fax out of Agility, an email notification is generated from Concord with the subject line, “There was a problem with your fax request, Unauthorized sending email address.”

The body of the e-mail states:

“Your request could not be processed for the following reasons

          Unauthorized sending email address.”

Steps to Resolve:

1. Verify whether the client has recently added or changed their email domain.
   1. If a new domain has recently been added, contact DMSi Support to contact Concord and have the new domain added. Concord, the faxing company, uses the domain information to process faxes, so they know who to charge.
   2. If a new domain has not recently been added, verify the user is using a valid email address. Generic email addresses like ‘@gmail.com’ may not be considered valid to Concord.
2. If a new domain was recently added, please remind the client that they may need to update the e-mail addresses on the Branch Parameters screen.

Go to System Administration > Module Controls > Branch Parameters. This screen is branch specific and needs to be updated for each branch.

AR2287 - Cyberquery (CQ) sample: Line items sold by sales type
Agility - Cyberquery Samples

--Customer Profitability: Know Where I'm Making Money THIS QUERY WILL DISPLAY THE NUMBER OF LINE ITEMS SOLD FOR A SPECIFIED TIME PERIOD BY SALE TYPE.

--Suggested Naming Convention: Line_Items_Sold_by_Sales_Type

--THIS IS USEFUL WHEN DETERMINING THE COST TO SERVE EACH ORDER TYPE FOR RUNNING THE CUSTOMER NET PROFITABILITY REPORT.

 

/* THIS QUERY WILL DISPLAY THE NUMBER OF LINE ITEMS SOLD FOR A SPECIFIED TIME PERIOD BY SALE TYPE. THIS IS USEFUL WHEN DETERMINING THE COST TO SERVE EACH ORDER TYPE FOR RUNNING THE CUSTOMER NET PROFITABILITY REPORT. */

define
  string xbranch = parameter
    prompt "Enter Branch ID or All"
    default "All";

  file xaropen = access aropen,
    set aropen:system_id = so_header:cust_key_sysid,
    aropen:prof_name = shipments_header:prof_name,
    aropen:ref_num_sysid = shipments_header:prof_name,
    aropen:tran_id = shipments_header:so_id,
    aropen:shipment_num = shipments_header:shipment_num;

  number xso_lines = if shipments_detail:qty <> 0 and xaropen:ref_type one of "IN", "DM"
  then 1;

  number xcm_lines = if shipments_detail:qty <> 0 and xaropen:ref_type one of "CM", "CI"
  then 1;

  number xcm_affect_inv = if xaropen:ref_type one of "CM", "CI" and so_header:so_status <>
  "C" 
--and so_header:so_status_type not one of  "RMA",  "RMA Received" 
and shipments_detail:qty <> 0 and so_detail:return_to_stock = 1 then 1;

  number xcm_not_affect_inv = if xaropen:ref_type one of "CM", "CI" and so_header:so_status <> "C" 
--and so_header:so_status_type not one of "RMA","RMA Received" 
and shipments_detail:qty <> 0 and so_detail:return_to_stock = 0 then 1;

  number xcm_rma = if so_header:so_status="B" and
--if shipments_header:type = "CM" and
  so_header:so_status_type one of "RMA",
  "RMA Received" THEN 1;
--and shipments_detail:qty <> 0 then 1;

  date xstart_date = parameter/prompt="Please Enter Start Date" default date(str("01/01/")
  +str(year(todaysdate),
  "9999"));

  date xend_date = parameter/prompt="Please Enter End Date" default date(str("12/31/")+str
  (year(todaysdate),
  "9999"));

  string xvalid = if shipments_header:invoice_date >= xstart_date
  and shipments_header:invoice_date <= xend_date
  then "Y";

where 
  (shipments_header:system_id = xbranch or xbranch="All")
  and xvalid = "Y"

sum/noreporttotals/nobanner/domain="shipments_detail"
  xso_lines/total/heading="Sales-Order-Lines" 
  xcm_lines/total/heading="Total-CM-Lines" 
  xcm_affect_inv/total/heading="Total-CM-Affect-Inv" 
  xcm_not_affect_inv/total/heading="Total-CM Not-Affect-Inv" 
  xcm_rma/total/heading="Total-RMAs"

across
  shipments_header:sale_type/total

by
  shipments_header:system_id     

AR2499 - Physical Inventory in Agility
Agility - Physical Inventory

1. Establish the cutoff date for when shipping, receiving, billing, and work orders are to be completed in the warehouse. In addition, determine when the workfile will be created.

2. Create workfile: Inventory Control > Physical Inventory > Physical Inventory Desktop. The system prevents you from creating a new workfile if the current status of a full physical workfile is Active.

3. Generate workfile detail: Inventory Control > Physical Inventory > Physical Inventory Desktop.

Perform this step close to the transactional cutoff in the warehouse. The system updates the item tally record with the workfile identification code to prevent the item tally record from being included in another workfile.

NOTE: If you carry inventory at multiple locations and/or the lot, tag and/or content levels and you generate the workfile detail prior to completing the transaction activity (i.e. step 4), you must append new inventory received which is not included in the workfile, or add the new inventory to the workfile via Blank tags to include them in the physical count.

4. If using Tags, print tags to mark the locations in the warehouse for counting items: Inventory Control > Physical Inventory > Print Tags. The physical inventory tags are perforated between the first count and second count sections to allow for multiple counts.

If you use the Mobile Physical Inventory function or are using count sheets only, this step is not necessary.

5. Complete billing, receiving, and outstanding work orders in the system based on the cutoff date.

6. Freeze the on-hand quantity and current average cost of items in the workfile: Inventory Control > Physical Inventory > Freeze Workfile. 

7. Print count sheets for each team, if applicable: Inventory Control > Physical Inventory > Count Sheets.

Only one copy of count sheets should be printed. Assign count sheets to count teams and begin physical count.

8. Enter the physical inventory counts for an active workfile from the physical inventory tags or count sheets: Inventory Control > Physical Inventory > Enter Counts.
OR
Use the Mobile Physical Inventory feature to gather physical inventory data and save that data to an active workfile. Refer to the "How to Use Mobile Physical Inventory Screens" subheading in the Mobile Physical Inventory topic for more information.

The system allows you to skip uncounted items and add counts for the items later.

9. Print the Physical Inventory Comparison report to view counts, extended costs, and differences: Inventory Control > Physical Inventory > Comparison Report

10. If necessary, recount items that were identified with discrepancies on the Comparison Report and enter subsequent counts.

11. Print the Audit report to review errors in the workfile that may cause inaccurate counts for items: Inventory Control > Physical Inventory > Audit Report.

12. Make corrections to the workfile based on items from the Audit Report.

13. Print the final Audit report to verify all information is accurate: Inventory Control > Physical Inventory > Audit Report.

14. Update quantity on hand inventory and cost records based on the counts entered for the items in the workfile: Inventory Control > Physical Inventory > Update Quantity on Hand. 

15. Run the Overcommitted Inventory Report to review items with negative available quantity at the item tally level: Inventory Control > Queries/Reports > Overcommitted Inventory.

AR2508 - Item Branch Record Not Found Error in Sales Analysis Conversion
Agility - System Administration

 

Item Branch Record Not Found Error in Sales Analysis Conversion

 

The user is running a Sales Analysis Conversion. They have codes set up if an invalid Customer, Product Group, Item, Sales Agent, or Location is found. When they run the conversion there are several items that are not processing with an error message of Item Branch Record Not Found. The items are all invalid items but for some reason the system is not using the conversion template set up when the conversion was run.

The issue is that the invalid items were valid items at one time and had Item Dimension Records built before the items were deleted from the system. The Sales Analysis Conversion program checks for the Item Dimension Record first, finds a valid record, then looks for an actual item record. The system will not use the template conversion item because a valid Item Dimension Record was found.

To process these records, contact DMSi to remove the invalid Item Dimension Records (item_dim table) prior to processing the Sales Analysis file.

 

 

AR2525 - What setup is needed to start using the payments tab of SO entry
Agility - Sales Orders

What setup is needed to start using the payments tab of SO entry? 

There are a few things to consider when applying payments from inside SO entry.

The first is that you must set up a payment method that you will be using to take payments via SO Entry. These would include things like Cash, Check, CC. Each of these must be pointed to a specific GL account. The cash and check accounts typically just use the Cash default system GL account. Your CC payments typically use a CC clearing account as they take a few days to post into your account. 

The second thing to consider is that you cannot reconcile Sales Order payments the same way you reconcile AR payments (make sure what you received matches what went to the bank). With AR payments, the user will run an AR Cash Reconciliation report under AR/Reports. Any SO payments will be reconciled with a Cash Drawer Balancing Report under Sales Orders Quotes/Queries Reports.

We would recommend running this through in your TEST database before you implement it into your PROD system.

AR2534 - Automate Running Daily Balancing
Agility - General Ledger

Implementation Requirements

Install the Automated Processing client on a computer that has Internet access and is running constantly.

Update Data Warehouse daily, after hours, via Automated Processing.  This process must finish before starting the daily balancing automated processes.

Implementation First Steps

Go to: General Ledger > Reports > G/L Subsidiary Balancing Report

•  Select Report Type: Subsidiary
•  Select criteria for report
  • If you don't check any of the boxes, it will total Sales and COGS including customer charges and cost that affect gross margin.
  • If you just check the top box, Display customer charges and order costs separately, it will total customer charges and order costs that affect gross margin separately.
  • If you just check the middle box, Include customer charges and order costs not affecting GM, it will total all charges and costs included in Sales and COGS.
  • If you check both boxes, all charges and costs are total and listed separately.
•  Save for All Users and note Report name for final step

 Repeat steps for second report type

• Select Report Type: G/L Comparison
• Select criteria for report
• Save for All Users and note Report name for final step

 

Implementation Next Steps

Go to: General Ledger > Chart of Accounts > Categories Definition

• Setup new GL categories in Agility 'Sales' & 'COGS'

Go to: General Ledger > Chart of Accounts > Account Maintenance

• Change the Category on the Sales account and COGS accounts

 

Implementation Final Steps

Go to: System Administration > Restricted Processing > Automated Processing > Queue Maintenance
   * Setup the Job to run daily after the Data Warehouse Update is complete *

• Create a Job that includes the 'G/L Subsidiary Balancing Report' for both types: Subsidiary and G/L Comparison
• Specify the reports to email in in Excel format (recommended)

AR2560 - How to implement Notifications for Critical Sales Order Changes
Agility - System Administration

Implementation Requirements

Install the Automated Processing client on a computer that has Internet access and is running constantly.

The 'Expected Delv Date Change' notification is based on a change to the expected delivery date on a sales order detail and the 'Backorder Qty Available...' notifications are based on availability of previously backordered material.  Each of these notifications are generated through Automated Processing which requires the above setup.

Implementation First Steps

Go to: System Administration > Restricted Processing > Notification Maintenance
   - Monitor quantities previously backordered that are now available
   - Create a new record for the event 'Backorder Qty Available Items Ready to Ship' to monitor for individual items that are now available to ship. 
   - Create a new record for the event 'Backorder Qty Available SO Ready to Ship' to monitor for sales orders that previously had at least one item on backorder that is now available to ship.
   - Create a new record for the event 'Backorder Qty Available Parent Ready to Build' to receive an alert when a parent item that previously had at least one component on backorder is now ready to be built.
   - Specify the recipient(s)
   - Send for All records or only those meeting certain criteria
   - Create the email message subject and body with System Inputs

Implementation Next Steps

Go to: System Administration > Restricted Processing > Notification Maintenance
   - Monitor expected delivery date changes
   - Create a new record for the event 'Exp Delv Date Change'
   - Specify the recipient(s)
   - Create the email message subject and body with System Inputs
   - Send for All records or only those meeting certain criteria
   - Criteria available for this notification is within the 'More Details' link

Implementation Final Steps

Go to: System Administration > Restricted Processing > Automated Processing > Queue Maintenance

   -Review the 'Notifications - BO Qty Available' queue
       - Verify the queue's On Hold flag is unset
       - Modify the recommended interval if desired (defaults to every 5 minutes)

   - Review the 'Notifications - Exp Delv Date Change' queue
       - Verify the queue's On Hold flag is unset
       - Modify the recommended interval if desired (defaults to every 5 minutes)

AR2565 - How to implement Suggested Purchasing (SPOs)
Agility - SPO

Implementation Requirements

Review the following articles to ensure all system and item information is set up correctly. 

Basic System Setup for Running SPOs (AR1946)

Basic Item Setup for Running SPOs (AR1939)

Setting up Reorder Calculations for Running SPOs (AR1950)

ABC Classification for Items (AR939) - The steps in this article are not required but are highly recommended to efficiently use SPOs.

Additional SPO setup and general information can be found in the Getting Started Using Suggested Purchasing (SPOs) article (AR1821).

Implementation First Steps

Go to: Purchasing > Suggested POs
Choose criteria based on how you want to run Suggested POs
  - 'Include SPOs' for stock items, items tagged for POs or both 
  - Choose from a list of Product Groups, Suppliers or Buyers 
  - Use 'ABC Criteria' to look at only your high priority items 
  - Include only items with recommended buys or all items 
  - Select 'Calculate surplus' to specify the branches searched
     to determine whether surplus quantity is available
  - Click 'Create SPOs' 

Implementation Next Steps

Review SPO Details
  - Double-click on the SPO header for the supplier you wish to review
  - Review each item, recommended buy, net quantities, prior usage,
     and projected usage 
  - Make any necessary changes such as, adjusting the recommended buy
     or adding/removing items until all of the items and quantities you wish to
     purchase are specified
  - The system automatically saves your work so when you are finished,
     simply click 'Exit'

Implementation Final Steps

Click 'Create PO' (choose 'w/Append' if you are adding your order to an existing PO)

  - Fill in the necessary PO Info and click 'OK'
  - Open the PO to review, then Print, and send it to your supplier

Repeat these steps for each additional SPO until you are finished.

AR2581 - How to implement the Dead Stock Report
Agility - Inventory Control

 

How to implement the Dead Stock Report

The dead stock report allows you to see what’s not moving in your inventory by generating a list of items without activity quickly. Use this report to reduce your holding costs and maximize your warehouse and shelf space. You can use this report in conjunction with the Inventory Hits report to identify infrequently used items.

Initial setup

1. In Agility, access Inventory Control > Queries/Reports > Dead Stock Report

   If attempting to run the report in Agility v541 or earlier, access this report from Inventory Control > Queries/Reports > Usage/Purchase Comparison and restrict ‘Items to include’ found under Additional Criteria to ‘With no activity (Dead Stock)’.

2. Once the report is displayed, review the following tabs:
   1. Selection Criteria
      • Restrict the analysis to a specific branch, product group, etc.
   2. Additional Criteria
      • Define the level of usage activity you want to include on the report
      • Define the period of usage you want to review
               - Use relative dates so the report criteria can be saved and run again 
      • Define desired exclusions involving recently created or received items
   3. Report Options
      • Pull in non-stock, discontinued, or consignment items for review 
      • Pull in the ‘Last Sold’ date
      • Define print criteria such as repeating headers on each page, prepping for physical printing, or exporting to a spreadsheet
3. Once your tab criteria is set up as desired, save the criteria so you can skip this process the next time.
          - You can save the report for a single user, a security group, and/or all users

Additional information

1. DMSi suggests reviewing this report every 6-12 months. Waiting too long to review this report may result in paying excess holding costs and could clog your shelf space. Running this report too frequently may falsely identify slow-moving items as dead.
2. Once you’ve identified your dead stock, you’ll need to decide how to handle it:
   1. Ask your supplier if they’ll let you return the stock
   2. Reclassify the items as alternate or substitute items
   3. Transfer the item(s) to branches where they are selling
   4. Discount, donate or discard
      • Compare holding costs on the item versus how much of a loss you’d take discounting it to encourage sales, or outright throwing it away

AR2590 - Troubleshooting API Errors in Agility Configurator
Agility - PartnerView

Troubleshooting API Errors in Agility Configurator

When an API error occurs in Agility Configurator, an error similar to the following displays: 

API Error: Unable to resolve http://api-
ssltest.dmsi.com/401/GetInitConfigVC
Show more...

Complete the following steps in order to provide tech with the information needed to diagnose the issue:

1. On the error, select Show more to display more information:
2. With the additional information displayed, select Copy to copy the error details to your clipboard
   Note: If using Firefox, select Copy followed by Ctrl+C to copy the error details
3. Once the error details have been copied, paste them into your tech case and include your PartnerView username within the details of your case
4. After submitting your case, the details copied from the error provide tech with the information needed to determine a solution
5. Select OK to close the error

AR2591 - File Transfer Icon Disappeared
Agility - System Administration

File Transfer Icon Disappeared

When the user runs a report from Agility, there is a File Transfer icon when the report displayed. The steps below resolve the issue of this icon disappearing from the menu.

1. Log in as the user experiencing the issue
2. In Agility, access File > User Preferences > Misc tab
3. In the Export option section, verify the user has the correct settings for ‘Spreadsheet viewer’
   Note: The value for hosted customers is typically G:\FTServer\FTServer.exe
4. Blank out the Spreadsheet viewer field or replace the “G” with an “H”
5. Select Save
6. Close User Preferences
7. Re-open User Preferences
8. Enter G:\FTServer\FTServer.exe back in the Spreadsheet viewer field
9. Select Save
10. Rerun the report and the File Transfer Icon should appear

AR5866 - What EDI documents are currently available to use within Agility?
Agility - EDI

EDI Forms

 

Customer Related

• S810 (Invoice) – The 810 is an Invoice. We will designate with the ‘S’ to indicate that we are Sending the form. The S810 is the most commonly used EDI form for our customers. This form is created when a sales order is invoiced and the ‘Invoice Via’ field is set to EDI on the sales order.
• R850 (PO) – The 850 is a Purchase Order. We will designate with an ‘R’ to indicate that we will Receive the form. When the R850 (PO) is received and processed, we will create a sales order for the customer.
• S856 (ASN) – The 856 is an Advance Shipping Notice. This is sent to a customer. This is based from a dispatch record within Agility. In order for the ASN to be released, the delivery ticket for the corresponding sales order must be printed. This is done because many trading partners will access fines if there are quantity errors on what is shipped to them vs. what is on the ASN.
• S855 (Purchase Order Acknowledgement) – The 855 is actually a dual purpose form, depending on the final customer’s need. It can be used as a Reverse PO. The idea for this would be that the customer would call in the order. The order would be placed in Agility and the S855 would be sent to the customer. The 855 that is sent to the customer would then be used to create a PO on that customer’s system. The other use for the S855 would be as a PO Acknowledgement. This would be used to update the cost, qty or dates of an existing PO on the customer’s system rather than create a PO.
• R820 (Remittance Advice) – The 820 is a Remittance Advice. Within the R820, the customer will specify a transaction that is being paid with the remittance. When processed, we will apply payment to that AR transaction.
• R823 (Lockbox) – The 823 is for Lockbox payments. This is similar to the 820 in that AR transactions could have payments applied to them. The primary difference is in the detail that is sent. The 823 is information that is sent from the bank rather than from the customer. The bank could send transaction information on the 823. Is so, then we could apply payment based on that detail. The bank may send just the check amount. If that is the case, we could run auto-cash procedures to apply payment to the open AR transactions.
• S870 (Order Status) – The 870 is used to send an order status update to the customer. This is primarily used for special orders, but could be used for non-special orders as well. Some common uses for this document might be to inform the customer if a scheduling date has changed on a special order or something like that. This will allow them to in turn keep their customer informed on the status of their order.
• R870 (Order Status) – Similar to the outbound 870 except the status request is sent from the customer. We produce a report to indicate the status update that is requested from the customer.
• R852 (Item Activity) – The item activity file is used for consignment inventory. The customer will send item activity for the consigned inventory indicating qty on hand, qty sold, and other values related to the consigned inventory. We can then invoice the customer for the material that has been sold.
• R846 (Consignment Activity Data) – This is similar to the 852 in that it is used to process item activity data. The primary difference is that this is designed specifically for consignment inventory. When processed, we will write consignment data that will allow us to produce simple consignment sales reports from that processed data.

Supplier Related

• R810 (Invoice) – When the R810 is processed within Agility, we will create a standard AP record.
• S850 (PO) – This is a Purchase Order sent to a supplier. In order to send the PO to the Send PO Via field must be set to EDI and the PO must be printed.
• R856 (ASN) – When the R856 is processed, we will create pre-receipt records for the PO’s/packing slips contained in the ASN. Normal PO receiving is then done for those pre-receipt records.
• R855 (PO Acknowledgement) – The 855 can serve a dual purpose for suppliers. We can either update an existing PO, or we can create a new PO based on the set up of the Supplier EDI Ref record.

 

Undefined

• R864 (Message) – The Message file is not tied to either supplier or customer records. It technically can be used for both types of record types. The R864 simply produces a report based on the text message sent in the 864 document.

AR5889 - How to implement OrderPad
Agility - OrderPad

Implementation Requirements
Install the Automated Processing client on a computer that has Internet access and is running constantly. If you are already using supplier returns, there are no additional requirements for use with OrderPad.

 

Implementation First Steps

Use the Customer Item Quicklist Criteria screen to define criteria records for building quicklists to display based on the customer within the OrderPad screen.

Go to: System Administration > Restricted Processing > Automated Processing > Quicklist Criteria

You can build a quicklist of the top items in the following categories for branch and customer sold-to and/or ship-to or customer reporting group. Top items are based on invoiced orders only.

  - Hits – include items sold most often to the customer
  - Total sales amt – include items with the largest total sales amount sold to
    the customer
  - GM % – include top items based on the highest gross margin percentage
    on the items

** Regardless of criteria, the system creates a unique Quicklist record for each branch, customer, customer level (e.g. sold-to and ship-to record).**

 

Implementation Next Steps

Go to: System Administration > Restricted Processing > Automated Processing > Queue Maintenance

  - Create a Job for each saved criteria
  - Add job to queue to run on proper interval

If you wish to see supplier rebate information in OrderPad, go to: Sales Orders/Quotes > OrderPad > Right click in the grid > Select Edit Custom View > Add the 'Rebate' field to the  'Show these columns' list

Implementation Final Steps

Start using OrderPad. Agility automatically applies rebates to items in the OrderPad and to new orders when they are released.

If you have access to the 'View Other Cost' security action and the Show Cost option is set, you can review and update supplier rebates for a detail line.

See it in Action

Fastest Way to Check Pricing and Availability for a List of Items

Fastest Way to Check Availability and Price of Tally Items

AR5928 - How to access open orders for a customer within order entry?
Agility - Sales Orders

To quickly access a list of open orders for a customer you can quickly run a Open Sales Order Viewer from the toolbar. The system automatically loads the customer from the sales order as the customer for the viewer. With the viewer results you then open a related tran by simply double clicking a transaction record, or keep the pending order list displayed in the background while continuing to work on the new order.

Initial Setup Instructions

To define the viewers you want to access within sales order entry complete the following:

1. Set up a Sales Order Viewer record.
2. On the Information tab of the sales order entry ribbon, click the Saved Viewers toolbar icon.
3. Select 'Add Viewer'
4. Locate the viewer you want to display on your list within sales order entry and click OK. The system adds the selected viewer to your list.

How to run the viewer from within sales order entry

1. Either start a new order and enter the customer shipto, or display an existing order to populate the customer and shipto sequence fields.
2. Click Saved Viewers toolbar icon, locate the desired viewer, then click Run.
3. The system automatically populates the customer into the viewer criteria prior to running the viewer.

Note

The Saved Viewers list is custom to each user so each sales agent can customize their viewer list.

 

 

 

AR5929 - Why aren’t my RMAs showing in Order Processing (Print Delv Tickets/RMA tab)
Agility - Order Processing

Why aren’t my RMAs showing in Order Processing (Print Delv Tickets/RMA tab)

When trying to print a delivery ticket for an RMA the order is not showing when searching by All shipments in Print Delv Tickets/RMA in Order Processing.

In the example below, there are 2 RMA’s (Tran ID 6 and 7). Only RMA Tran ID 6 is showing in Order Processing though, why is this?

SO Viewer shows both RMA’s

RMA Tran ID 7 does not show in Order Processing because the customer it is for (M001 #1) does not have any Routes assigned to it.

The customer RMA Tran ID 6 is for (AP001 #3) does have routes assigned, so it shows up in Order Processing.

AR8907 - How to implement notifications when backordered material becomes available
Agility - System Administration

Requirements for implementing notifications when backordered material becomes available

Prior to implementing notifications, you must install the Automated processing client on a computer that has internet access and is running constantly. The ‘Backorder Qty Available’ notifications are generated through Automated Processing, which requires the client to be set up.

Implementing notifications when backordered material becomes available.

1. Determine which notifications are desired
        a. ‘Backorder Qty Available Items Ready to Ship’ lists one or more items that were taken off backorder since the last time the notification processed
        b. ‘Backorder Qty Available SO Ready to Ship’ includes a single sales order that is now fully available to ship
2. In Agility, create the desired notifications by accessing System Administration > Restricted Processing > Notification Maintenance
3. Select the Add icon to access Notification Details
        a. Select the notification you wish to create from the Event dropdown
        b. Select the type of notification you wish to create from the Action dropdown
                  Email – sends an email to the specified recipient(s)
                  Email and Reminder – sends an email to the specified recipient(s) and created a dashboard reminder
        c. Select the desired ‘sent from’ email from the ‘Sent from email’ dropdown
        d. To generate a notification any time the event is triggered, leave the ‘Send for all records’ option checked
                  To specify additional notification criteria such as branch, sales agent, etc., uncheck the ‘Send for all records’ option and enter the additional criteria
        e. Select the desired Recipients from the available options
        f. Enter the desired Subject for the email notification
        g. Select the desired System inputs to display in the Message body
4. After all information has been entered, select the Save icon and close the Notification Details window
5. Close the Notification Maintenance window
6. Verify the Automated Processing queue is running
        a. In Agility, access System Administration > Restricted processing > Automated Processing > Queue Maintenance
        b. Display the ‘Notifications – BO Qty Available’ queue
        c. Verify ‘On hold’ is unchecked
        d. Make any necessary changes and select the Save icon

AR18591 - AD Payments / Invoice Transaction Upload with Agility
Agility - A/P

The AD Group has a payment process which involves uploading transactions into a payment center on the ADHQ website.  DMSi has created a report to help users with this process by eliminating a manual entry step which can be time consuming and prone to entry error.

This process is also known as the Invoice Transaction Upload

 

AD Payments with Agility

(Invoice Transaction Upload)

This document will walk through the process and setup required to submit payment to AD via the Invoice Transaction Upload and how Agility can help.

There are two areas that you will need to access for this process to work. Each section will be highlighted to help indicate where each step takes place.

1. AD Payments Portal
2. Agility Accounts Payable

One-Time Setup - Start

Setup Supplier Cross References

AD has a list of Suppliers in the AD system.  Those Suppliers are associated with AD Supplier Codes.  For this process to work, a one-time setup is required to tie the AD Supplier Code to the Agility Supplier Code in your system.

Download the Supplier ID Mapping File

Log into ADHQ.com and access the Invoice Transaction Upload under the “Reporting” tab.

Select your Division

Download the Supplier ID Mapping File

 

Populate the Supplier ID Mapping File

The downloaded file will provide a list of supplier codes which will contain the AD Supplier Code and an empty column for the Supplier Account ID which needs to be populated with that Supplier’s Agility Supplier Code. If your company does not buy from a Supplier in this list, simply skip that row.

Upload the Supplier ID Mapping File

Once the file is complete.  Upload the file to the ADHQ website.

1. Click “Choose File”
2. Select your saved Supplier ID Mapping file.
3. Click Open
   

One-Time Setup - Finish

 

Making Your Payments - Start

Preparing Payments

***This process requires the “ad_payments” report be saved to your system prior to attempting the process below.. If you do not have the report, instructions on how to load the report can be found at the end of this document. For assistance, contact Agility Customer Support ***

Agility Process

This section outlines the processes required prior to submitting the Invoice Transaction Upload File.  These steps occur in the Agility system and any issues with these processes can be directed to Agility Customer Support.

The general process flow in Agility is as follows:

The AD Member process flow in Agility is as follows:

The new process adds a step which will take place of manually entering the AD Payment information into the Transaction Upload File. Follow your defined processes in Agility and simply insert this step after you have selected your AD Invoices for payment and before you complete your payment in Agility.

Running the Report

The Report looks at the invoices that have been selected for payment in the “A/P Select Items to Pay” window in Agility.

Once you have selected items for payment, run the CQ report titled “ad_payments”.

Go To > Report Writer > VCQ Reports

If you do not have access to this menu option, contact your system administrator.

Select and run the report

Select “ALL” Batches

This will generate an excel file in the appropriate Transaction Upload format.

Saving the AD Payments Report

The report needs to be saved to your computer. You will need to save this file as a .csv file. There are two possible ways this report will open.  B is the most likely of the two possibilities

1. If the Excel file opens within the hosted site,
   1. Save this file to a folder you are familiar with as a .csv file.
   2. Then Copy this file and save it to you PC Desktop.
2. If the Excel file opens on your PC Desktop.
   1. Save the .csv file in a folder you are familiar with.

To save as a .csv file, in Excel go to the File menu and select “Save As”.  In the “Save As” window, select “Save as type:” and choose “CSV (Comma delimited). 

*** Remember where you save this file. ***

AD Payment Upload

AD Provides a secure payment upload template.  The information that has been gathered from Agility needs to be copied into this template prior to uploading the payment file.

Download the Template

Go to the AD Invoice Transaction Upload site.  In the AD Payment Center, click the “Download Payment Template” button.

Open the downloaded file and open the saved “ad_payments.csv” file that was saved from Agility. Then, copy and paste the invoices (not including row 1) from the “ad_payments.csv” file to the AD Payment Template file. Once finished, save the AD Payment File.

Submitting the Payments

Click “Enter Payment” on the AD Payment Center/Invoice Transaction Upload site.

Enter payment details:

1. Enter the Payment Details
2. Select the Payment File
3. Click “Continue to Review”
   

If there are issues with the file, the Review process will identify them and questions can be directed to the ADHQ Accounting Team.

Completing Payment

Don’t forget to complete your payment in Agility.  Whether you use the check method or the non-check payment, the payment needs to be fully processed. Follow your company’s defined procedure for completing the payment.

Making Your Payments - Finish

 

Loading the CQ Report

Step 1 is to load the CQ Report into Agility.  This is a Customer Report and the exact code is listed below.

1. Open the VCQ Report Writer
   
   1. If the Report Wizard opens, “Cancel” and select the Language Editor
2. Paste the following code into the “Enquiry” window.

   
   

   AD CQ Code

   START COPY ON NEXT LINE

   viewpoint native;
   
   define
     number xremitamount = apinvhdr:amount - apinvhdr:discount_amount;  --as specified by AD file requirements
     number xremitdisplay = if apinvhdr:voucher_type = "CM" --Displays credits as a negative number
       then xremitamount*-1
       else xremitamount;
    
     string xblankcolumn = "";  --necessary for formatting to AD file requirements
   
     string xbatch = parameter
       prompt "Enter Batch ID or ALL"
       default "ALL";
     
     number xinvamount = if apinvhdr:voucher_type = "CM" --Displays credits as a negative number
       then apinvhdr:amount*-1
       else apinvhdr:amount;
   
     number xmonthnum = month(apinvhdr:invoice_date)/leadingzeros/width=2; -- converts the month to a number for future processing
     string xmonthform = if xmonthnum<10  --if the month is less than 10, this will create a 0 prefix which ensures formatting of MM
        then "0"+str(xmonthnum)
        else str(xmonthnum);
     number xdaynum = day(apinvhdr:invoice_date)/leadingzeros/width=2; -- converts the day to a number for future processing.
     string xdayform = if xdaynum<10  --if the day is less than 10, this will create a 0 prefix which ensures formatting of DD
        then "0"+str(xdaynum)
        else str(xdaynum);
     string xyearstr = str(year(apinvhdr:invoice_date)); --converts the year portion of the date to a string.
     string xdatedisplay = xmonthform+"/"+xdayform+"/"+xyearstr;  --This brings all peices together with formatting so excel does not apply date formats.
     
   where
     apinvpay:posted_to_gl = 0
      and apinvpay:cancelled = 0
      and (apinvpay:batch_id = xbatch or xbatch = "ALL")
   
   list/duplicates/noendofreport/noreporttotals/nopageheadings/xls/domain="apinvpay"
     suppname:supplier_name/heading="Supplier Name"
     suppname:supplier_code/heading="Supplier Account ID"
     apinvhdr:reference_number/heading="Invoice Number"
     xdatedisplay/heading="Invoice Date (MM/DD/YYYY)"
     xinvamount/heading="Original Invoice Amount"
     xremitdisplay/heading="Remittence Amount"
     apinvhdr:discount_amount/heading="Affiliate Discount Taken"
     apinvhdr:tax_amt/heading="Tax Amount"/decimalplaces=0
     xblankcolumn/heading="Reason Code"
   
   sorted by
     suppname:supplier_name

   END COPY ON PREVIOUS LINE

    

3. Go to “File” and click “Save enquiry as…
   
4. Save the Enquiry”.
   1. Click the “Up Folder” option to ensure that you are in the “cq_reports” folder.
   2. Save the Enquiry as “AD_PAYMENTS”.

      Be sure to include the “_”.  Spaces do not work well with the compiler.

   3. Click Save

The report is now ready to run from CQ.

*Optional – Adding the Report to your Dashboard

If you need assistance compiling the CQ Report and adding it to your Dashboard, contact DMSi Agility Support