Sales Maintenance

Tables and configurations specific to the sales transactions and master records.

Billing Groups

Billing Groups, a required entry on Bill-to Companies, are used for the purposes of credit management and to assist with sales and billing analysis. Credit can be checked at the Bill-to Company level, Ship-to Company level, Billing Group level, or all three for any given customer. If credit checking is enabled for all three levels, orders will be subject to credit hold if the credit check fails at any level. In regards to sales and billing analysis, the "Billing Group" search field appears on multiple pre-filters throughout the system including Sales > Order Reporting, Customers, and Cash Receipts (formerly Sales Order Payments). In addition, the "Receivables Summary - Billing Group" report, accessed via Accounting Management or Sales > Bill-To/Ship-To Management, can be used to display a summary of current and future receivables sorted by Billing Group.

Note: User Field capabilities are available to the Billing Group records.

System Navigation

Sales > Maintenance > Billing Groups

Edit Billing Group form

Opened via the "New" or "Modify" buttons on the Billing Groups form.

Field/Flag	Description
Retroactive	If clicked, any changes to the record selected will be re-assigned to all Sales Orders based on the starting date defined in the button window. In other words, if credit terms are updated for the selected Billing Group and this button is used, all orders with this Billing Group assigned will be subject to the new terms (assuming the record is also flagged to "Use Billing Group Credit Limit"). If the Billing Group is changed on a Bill-to Company record and there are existing orders for that Bill-to Company, the "Retroactive" button will update the existing orders with the new Billing Group. This button changes all Sales Order Types and modifies orders in all statuses including Not Shipped, Shipped, Invoiced, and Paid. Historical copies of these orders are updated as well. Use this button with caution as the action cannot be undone.
Credit Hold	If clicked, manually places the selected Billing Group on credit hold and populates the "Credit Hold Applied" and "Credit Notes" fields. When entering new Sales Orders for Bill-to Companies assigned to this Billing Group, all not shipped Sales Orders are placed on credit hold. When removing the Credit Hold (by clicking this button again), credit hold orders must be manually reviewed and returned to an "Order Type" of "Sales Order".
Name	Name of the Billing Group, which must be unique.
Past Due Days	Number of days that an unpaid invoice can be outstanding before new Sales Orders are put on credit hold for companies assigned to this Billing Group. Example: If Terms are "Net 60", enter "5" in this field to have the system raise a warning when an invoice is 65 days past due. With the proper security, certain Users or User Groups may override this setting.
Never Exceed Days	The maximum number of days that an unpaid invoice can be outstanding before new Sales Orders are put on credit hold for companies assigned to this Billing Group. This cannot be exceeded, even if the user has security to override the "Past Due Days". If the value in this field is reached, new orders must be entered with a status of Credit Hold. Using the example above, if "Never Exceed Days" is "10", the system will not accept orders after a company account is 10 days past due. Should not be less than "Past Due Days".
Due to Ship Days	Defines the number of days that should be subtracted from a Sales Order's "Due To Ship" date to determine if the order is included in credit check calculations. Useful for companies who have future confirmed orders (for example, one year out) that should be excluded from the customer's credit. Example: Assume this field is set to "30", the current date is 06/01/2018, and the below two orders exist: Order 1 Due To Ship Date = 07/31/2018 - this order would not be included in credit check calculations because 07/31/2018 - 30 = 07/01/2018 Order 2 Due To Ship Date = 06/29/2018 - this order would be included in credit check calculations because 06/29/2018 - 29 = 05/31/2018
Credit Master	Dollar amount of open orders and unpaid shipments permitted before new Sales Orders are put on credit hold for companies assigned to this Billing Group. There is security to allow certain Users or User Groups to exceed this limit.
Never Exceed Limit	The maximum Credit Limit in dollars, which cannot be exceeded even if the user has security override to the regular Credit Limit. If the "Never Exceed Limit" is less than the "Credit Limit", it is not used. If both "Credit Master" and "Never Exceed Limit" are zero, then the companies assigned to this Billing Group are permitted no credit.
Credit Hold Applied	Automatically populates with the date of when a Credit Hold is applied.
Credit Notes	Automatically populates when an action such as "Credit Hold" is applied. Displays the date, time, and user who performed the action.
Last Credit Note	The date a note was last added to the account.
Use Billing Group Credit Limit	If checked, activates the credit check for the Billing Group. If not checked, the credit check will fall back on the Credit Limits defined on the Bill-to/Ship-to Company records.
Default	If checked, the selected Billing Group is the default, for use when creating a new Bill-to Company.
Active	If checked, the record is active. Only active records may be used in the system.

Brokers

A Broker is one of the two commissionable individuals associated with customer accounts in Deacom. The Broker field is a required entry on both Ship-to Company records and Sales Orders and are first assigned to the appropriate Ship-to, which acts as the default when creating new Sales Orders.

System Navigation

Sales > Maintenance > Brokers

Edit Broker form

Opened via the "New" or "Modify" button on the Brokers form.

General tab

Field/Flag	Description
Retroactive	If clicked, any changes to the record selected will be re-assigned to all Sales Orders based on the starting date defined in the button window. In other words, if the Name of the selected Broker is updated and this button is used, all orders with this Broker assigned will be updated to reflect the Broker's new name. This button changes all Sales Order Types and modifies orders in all statuses including Not Shipped, Shipped, Invoiced, and Paid. Historical copies of these orders are updated as well. Use this button with caution as the action cannot be undone.
Name	Name of the Broker.
Street, Street 2, City, State, ZIP	Displays the address information for the Broker.
Phone	Displays the phone number for the Broker.
Country Code	Search field used to select the Country Code for the phone number.
Extension	Displays the extension for the phone number.
Fax	Displays the fax number for the Broker.
Contact	Displays the primary contact name for the Broker.
Email	Displays the email address for the Broker. Multiple email addresses may be entered and separated with semi colons.
Sales Quota	Displays the planned annual sales in dollars for this Broker. The sales quote field is available for use in the Sales > Order Reporting "Sales Ranking" report.
Vendor	Search field used to select the Vendor, a PO can be automatically created when paying commissions.
Active	If checked, the record is active. Only active records may be used in the system.
Default	If checked, the selected Broker is the default, used when creating a new Bill-to Company.

User Fields tab

User-defined fields are created for Broker records and can be added to applicable Sales reports.

Change Reasons

Change Reasons are available for selection on the Edit Sales Order Line form under any circumstances, but are primarily used when creating Credit Memos. Credit Memos are created whenever a Sales Order is created with a negative quantity. In addition, Change Reasons contain a "Move Inventory To" field which specifies whether changed items will be moved to regular inventory or quarantine once the Credit Memo is shipped. If the item(s) being changed contains a Quality Control Group on the Item Master record, these items will be placed into a QC status of "Pending QC", whether the items are moved to regular inventory or quarantine.

In addition, Change Reasons are available when reporting via:

The Inventory > Inventory Reporting "On Hand" report and the Sales > Sales Reporting "Order Detail" report - both report grids may be modified to display the Change Reason for tracking and analysis. Refer to Configuring Grid Layouts and Automated Reports for more information.
The Sales > Order Reporting pre-filter - contains a field to filter for orders containing a specific Change Reason.
- For the Order Summary report, the system will check for Change Reasons on the first Sales Order line.
- For the Order Detail report, the system will check for Change Reasons on all Sales Order lines.

Change Reasons are available for use within both the main Deacom application and the Direct Store Delivery (DSD) application. The table below illustrates some different scenarios and outcomes that may occur when using Change Reasons, both with and without Quality Control Groups attached to the items on the selected Sales Order. A Change Reason sending the inventory to the Inventory segment produces the same results as no Change Reason at all; if there is a QC Group present, the changed lot goes into QC.

Change Reason	Item Master QC Group	Ship SO Result	Notes
To Quarantine	QC Present	Quarantine + QC	Approving Purch QC sends to Quarantine
To Quarantine	QC Absent	Quarantine
To Inventory	QC Present	QC Pending	Approving Purch QC sends to Regular Inventory
To Inventory	QC Absent	Regular Inventory
No Change Reason	QC Present	QC Pending	Approving Purch QC sends to Regular Inventory
No Change Reason	QC Absent	Regular Inventory

System Navigation

Sales > Maintenance > Change Reasons

Edit Change Reason form

Opened via the "New" or "Modify" buttons on the Change Reasons form.

Field/Flag	Description
Name	Displays the name of the Change Reason. Limit of 30 characters.
Move Inventory To	Specifies into which inventory segment the changed item(s) will be placed once the Credit Memo is shipped. Options are: Inventory - Known good inventory available for issuing, reserving, or shipping. Quarantine - Questionable inventory unavailable for normal issuing, reserving, or shipping.
Active	If checked, this record is active. Only active records may be used in the system.

Field/Flag

Description

Name

Displays the name of the Change Reason. Limit of 30 characters.

Move Inventory To

Specifies into which inventory segment the changed item(s) will be placed once the Credit Memo is shipped. Options are:

Inventory - Known good inventory available for issuing, reserving, or shipping.
Quarantine - Questionable inventory unavailable for normal issuing, reserving, or shipping.

Active

If checked, this record is active. Only active records may be used in the system.

Commission and Rebate Groups

Commission and Rebate Groups provide users with the option to group similar commissions and rebate rules into distinct groups for reporting and filtering purposes. Once a group has been created, it is assigned to the appropriate commission or rebate rule via the "Commission Group" field on the Edit Commission form. The Edit Commission form is accessed via Sales > Maintenance > Commissions And Rebates. Next, users may use the "Commission Group" field on the pre-filter via Sales > Commissions / Rebates to group/filter on the selected Commission and Rebate Group.

System Navigation

Sales > Maintenance > Commission and Rebate Groups

Edit Commission and Rebate Groups form

Opened via the "New" or "Modify" buttons on the Commission and Rebate Groups form.

Field/Flag	Description
Name	Displays the name of the group.
Active	If checked, this record is active. Only active records may be used in the system.
Default	If checked, the selected Commission and Rebate Group is the default used when creating a new commission or rebate rule.

Commissions and Rebates

The Commissions and Rebates section of Deacom serves two purposes. First, it defines which customers will receive Rebates and which Sales Reps or Brokers will receive Commissions. Second, it sets the Commission and Rebate amounts, time period, and all appropriate qualification criteria, such as sales to specific customers or sales of specific parts. In Deacom, Sales Assignments define the sales person and their commission percentages for customer sales. The sales assignments on Bill-to Companies are used when creating Ship-to Companies and the sales assignments on Ship-to companies are used when creating orders. The sales assignments on the Sales Order and the most specific Commission and Rebate will be used to calculate Commissions and Rebates.

Salesmen and Brokers may have multiple commission rules and customers may have multiple rebates for which they qualify. An example would be a Salesman who receives a 5% Commission on sales of any item to any customer and then an additional 2% Commission on sales of specific items, either to a specific customer or to all customers. This arrangement would be handled by two commission rules within Deacom. The calculation of Commissions and Rebates, along with the associated reports, is handled via Sales > Commissions / Rebates.

In addition to the ability to split commissions between Sales Reps, Deacom also offers the option to assign multiple 100% commissions. For example, consider the situation in which Sales Rep A receives a 5% commission for cream-based products and Sales Rep B receives a 5% commission for jelly-based products. In this case, the Sales Assignment tab on the Customer will contain two lines, one for Sales Rep A with a percentage of 100% and one for Sales Rep B with a percentage of 100%. When a Sales Order is entered, the system will evaluate the Category for all the items specified on the order to determine which Sales Rep(s) will receive Commissions.

Finally, Commissions and Rebates maintenance in Deacom allows the user to create an almost unlimited number of commission levels. The hierarchy of the commission function allows users to create precise calculations for the individual Sales Rep and/or Broker.

System Navigation

Sales > Maintenance > Commissions and Rebates

Edit Commission and Rebate form

Opened via the "New" or "Modify" buttons on the Commissions and Rebates form. Edit Commission and Rebate form buttons

Field/Flag	Description
Same As	If clicked, allows the user to select an existing commission rule as a starting point. If a specific Bill-To or Ship-To Company is selected on the form, clicking the "Same As" button will only display commission rules that apply to that specific Bill-To or Ship-To Company.

Field/Flag

Description

Same As

If clicked, allows the user to select an existing commission rule as a starting point.

If a specific Bill-To or Ship-To Company is selected on the form, clicking the "Same As" button will only display commission rules that apply to that specific Bill-To or Ship-To Company.

Edit Commission and Rebate form fields

Field/Flag	Description
Description	Optional. Character field used to enter descriptions for commission and rebate rules. This field is available to commissions and rebate reports in the system.
Company Type	Pick list used to define whether a Commission will apply to all customers or a specific customer. Options are: All Bill-to Companies All Ship-to Companies Bill-to Company Ship to Company
Bill-to/Ship-to Company	Displays as "Bill-to Company" when "Company Type" is set to "Bill-to Company" and displays as "Ship-to Company" when "Company Type" is set to "Ship-to Company". Defines the specific customer for which the Commission will apply.
Commission Group	Search field used to select the Commission and Rebate Group for the selected rule.
For	Pick list used to define the type of commissionable person for applying the Commission to, or in the case of Rebates, whether all customers or a specific customer will receive the rebate. Options are: All Bill-to Companies All Brokers All Sales Reps Bill-to Company Broker Facility Sales Rep Sales User 1-5
For	Search field used to select a specific Bill-to Company, Broker, Facility, Sales Rep, or Sales User option to receive the Commission/Rebate, depending on the selection in the above "For" field.
On	Pick list used to defined whether the Commission or Rebate will apply to a specific item or a group/category of items. Options include: All Items Category Item Search 1-5 Specific Item Sub-Category Note: Sales order lines are used to determine if a part that is sold will receive a commission, based on the Commissionable flag on the sales order line(or_commable). The default for this field is provided by the Commissionable flag on the Item Master Properties tab but can be overridden by the user. When generating commissions, the system refers to the sales order line Commissionable flag and not the Commissionable flag on the Item Master.
On	Search field used to select a specific Category, Item Search option, Item, or Sub-Category, depending on the selection in the above "On" field.
Item Filter	Text field. Available as long as "On" is not set to "Specific Item". Allows the user to filter items against the Item Master to narrow down results such as for finished goods, starting numbers, etc. Item Filter will apply the logic to any "On" selection except for "Specific Item", and will implement the selection into the filtered results. All fields in the item master (dmprod) table may be used in this field. The system treats the text saved in this field as an SQL 'Where' clause. Example: Consider a commission rule which is set to 'All Items' and in this Item Filter field you have pr_level = 50 AND pr_codenum LIKE '80%', so the only items this applies to are items where pr_level = 50 and pr_codenum starts with 80. If my 'On' is set to 'Category', the item filter would be applied and filter down items within that category.
Type	Pick list used to define the pricing type on which the Commission or Rebate will be based. Options are: Dollars per Unit Percent of Dollars Percent of Gross Profit Percent of Standard Profit Expression
Expression	Available when selecting a "Type" of Expression. Expressions are evaluated once the calculate commissions and rebates action has been run. A potential use is to calculate Commissions based on user-defined values of Sales Order lines. Fields available to the expression: If c2_comptype = 'All Bill-to Companies' or 'Bill-to Company', dmbill fields and dmbill user fields are available. If c2_comptype = 'All Ship-to Companies', or 'Ship-to Company', dmship fields and dmship user fields are available. If c2_for = 'All Brokers' or 'Broker', dmbrok fields are available. If c2_for = 'All Salesmen' or 'Salesman', dmsman fields are available. If c2_for = 'Facility', dmware fields are available. If c2_on = 'Sub-Category', dmcats2 and dmcats2 user fields are available. If c2_on = 'Category', dmcats, dmcats user fields, dmcats2, and dmcats2 user fields are available. If c2_on = 'Specific Item' or Search 1-5, dmprod, dmprod user fields, dmcats, dmcats user fields, dmcats2, and dmcats2 user fields are available. Sales Order User Calculations are also available.
Factor	The factor used to calculate the Commission or Rebate, generally expressed as a dollar amount or percentage. This file is linked to the "Type" field.
Unit	Search field used to select the Unit of Measure on which a Commission or Rebate will be based. Allows the Commission or Rebate to be based on a different unit then the stock unit of measure for items. For example, customers may sell product by the case with the Sales unit and Pricing unit specified as "Case", but give Rebates to Brokers or customers based on the dollar per pound measure. If this field is not populated, the system will base Commissions/Rebates on the stock unit of measure.
Commission Date	This pick list is used to define the point in the sales process at which Commissions are calculated and paid. Options are: Invoiced - Calculates Commissions when the order is invoiced. Ordered - Calculates Commissions based on the "Ordered" date defined on the Dates tab of the Sales Order. Paid - Calculates Commissions only when the order is paid in full. Payment Received - Calculates Commissions on partial payments. Shipped - Calculates Commissions based on the date used to ship the order. Notes: Accounting note: The system will gather Commission accruals during payment entry and voiding if this field is set to "Paid" or "Payment Received" and the "Commission Accrual" and "Commission Expense" accounts are set in Accounting > Options > Accounts Receivable tab. The default value for this field is provided by the "Commission Date" field on the Accounts Receivable tab in Accounting > Options.
Date Based On	Works in conjunction with the start and end dates on this form and is used to determine which sales order date field to filter on when generating commissions. Options are Created, Shipped, Invoiced, Paid, and any of the five sales user date fields as defined in Sales > Options.
Start Date	Dictates the date this Commission or Rebate takes effect. The selected Commission or Rebate cannot be applied before the selected start date.
End Date	Dictates the date this Commission or Rebate no longer takes effect. The selected Commission or Rebate cannot be applied after the selected end date.
Active	If checked, the selected record is active. Only active records may be used in the system.
Include Freight Cost	Dictates if the cost of freight on the order will be included in the calculation of the selected Commission or Rebate. Set to true by default. There are two different scenarios on how the system will handle the flag being unchecked: When unchecked and calculating Commissions based on percent of total dollars, percent of standard profit, or percent of gross profit, the system will subtract the freight cost times the line quantity from the commissionable amount. This is useful in situations where customers do not wish to have freight costs included in the total revenue calculation on which commissions are based. When unchecked and the "Type" field is set to "Dollars per unit", the system will not include Sales Order line freight costs (or_frtcost) when calculating commissions and rebates. This is useful when "Delivered Pricing" is needed on Sales Orders, such as when a single price for an item should be shown to the customer (e.g. $5/lb), but also when breaking out the additional freight (e.g. $1/lb for freight) from the unit price (e.g. $4/lb) and not having to pay commissions on freight charges is desired.

Deal Pricing

The Deal Pricing feature is designed to offer flexible pricing options on Sales Orders, is part of the Deacom Pricing Hierarchy, and contains its' own sub-hierarchy. On the Deal Pricing form, users have the option to filter for All, Active, or Inactive Deals as well as Deals that are Expired, Not Expired, set for a Future date, or all Deals regardless of expiration.

System Navigation

Sales > Maintenance > Deal Pricing

Deal Pricing pre-filter

Field/Flag	Description
Deal	Search field used to select a specific deal to filter on.
Deal Based On	Option to filter for deals that have the created date or Sales Dates 1-5 specified.
Start Date	Date field used to filter results for deals with the specified start date.
End Date	Date field used to filter results for deals with the specified end date.
Facility Group	If a Facility Group is selected in this field, only deals with this Facility Group will be returned in the results. (When a Facility Group is selected, Facility is cleared and disabled.)
Facility	If a Facility is selected in this field, only deals with this Facility will be returned in the results. (When a Facility is selected, Facility Group is cleared and disabled)
Deal For	Drop down box used to select what deals to filter for based on the value selected in this field.
Deal For	Search field used in conjunction with the above "Deal For" field to select the specific individual/company to filter on.
Deal On	Pick list used to filter the list of deals based on the Deal On value selected in this field.
Deal On	Search field used in conjunction with the above "Deal On" field to select the specific criteria to filter on.
Deal Type	Option to filter results based on the Deal Type selected in this field.
Display	Drop down box used to filter for Active, Inactive, or All deals.
Expired	Drop down box used to filter for Non-Expired, Expired, Future, or All deals.

Edit Deal form

Opened via the "New" or "Modify" buttons on the Deal Pricing form or from the pre-filter. The ability to add a new deal with out first having to generate a list of existing deals saves time.

General tab

Field/Flag	Description
Same	Ability to copy a previous Deal when creating a new one. When this button is clicked, the system will display a list of all previous Deals, including expired ones.
Description	Displays a description for the Deal.
Deal For	Pick list used to define where or for whom the Deal will be applied. Options are: All Bill-to Companies All Ship-to Companies Billing Group Broker Sales User 1-5 Sales Rep Specific Bill-to Company Specific Ship-to Company
Deal For	Search field used in conjunction with the above "Deal For" field to select the specific individual/company for which the Deal will be applied. Disabled when the above "Deal For" field is set to "All Bill-to Companies" or "All Ship-to Companies".
Deal On	Pick list used to define on what basis the Deal will be applied. Options are: All Items When set to this option, expressions have access to Item Master User Defined Fields. Category Item Search 1-5 Specific Item Sub-Category
Deal On	Search field used in conjunction with the above "Deal On" field to select the specific criteria for when the Deal will be applied. Disabled when the above "Deal On" field is set to "All Items".
Deal Type	Pick list used to define the pricing type on which the Deal will be based. Options are: Average Cost Plus $ Average Cost Plus Margin Expression Last Cost Plus $ Last Cost Plus Margin List Minus $ List Minus % Loaded Future Cost Plus $ Loaded Future Cost Plus Margin Loaded Standard Cost Plus Margin Quoted Cost Plus $ Quoted Cost Plus Margin Set Price $ Standard Cost Plus $ Standard Cost Plus Margin
Expression	Optional. Enabled only when a "Deal Type" of "Expression" is selected. When this field is active, the "Factor" field is grayed out. This field allows users to enter an expression that will be used instead of the "Factor" field when applying Deal Pricing. The following fields are available to this expression: Deal Pricing User Fields Sales Order Header and Sales Order Line User Fields Dmprod - will only bring in values when de_on is set to 'Specific Item' and pr_id should link to de_onnum Dmprod3 - linked to de_waid and will only have values if p3_waid matches de_waid Dmbill - will only bring in values when de_for is 'Specific Bill-To Company' and bi_id should link to de_fornum Dmship - will only bring in values when de_for is 'Specific Ship-To Company' and sh_id should link to de_fornum Dmcats - will only bring in values when de_on is set to 'Category' and ca_id should link to de_onnum OR when de_on is set to 'Specific Item' and ca_id should link to pr_caid OR when de_on is set to 'Sub-Category' and ca_id should link to c2_caid. Dmcats2 - will only bring in values when de_on is set to 'Sub-Category' and c2_id should link to de_onnum OR when de_on is set to 'Specific Item' and c2_id should link to pr_c2id Notes: When dmcats, dmcats2, dmprod, dmbill, dmship are brought in, the system will bring in the user field values. Any table in the list above that cannot be linked will have an empty record for that table made available to the expression.
Factor	Used in conjunction with the "Deal Type" field, the factor that will be used for the Deal, generally expressed as a dollar amount or percentage.
Minimum	Defines the minimum quantity that must be indicated on the Sales Order line before the Deal will be applied.
Minimum Unit	Allows the minimum quantity for a Deal to be specified in a different Unit of Measure than which it is sold. Useful when companies will give a per unit price break on the total weight of the Sales Order. For example, if the total weight of an order exceeds 5,000 lbs, all items on the order are given an additional discount, such as $0.03 per EA or $1.00 per CASE.
Minimum Based On	Pick list used to define how the Deal will be applied once the Minimum quantity specified above has been met. Set to "Specific Item" by default which supports the idea of applying the Deal line by line, item by item. If any other selection is made in this field, the system will group order line items on the value selected in this field when applying Deals. Options are: All Items Category Item Search 1-5 Specific Item Sub-Category
Deal Unit	Search field used to override the Sale Unit and Pricing Unit of an item when calculating the minimum quantity and the Deal Price. For example, a company may sell a product by the case with the Sale Unit and Pricing Unit specified as Case, but give Deals to Brokers or Customers based on the $/pound measure. If this field is not populated, the system will base Deals on the Stock Unit of Measure.
Date Based On	Pick list used to define which date on the Sales Order header the system will evaluate when considering the Start Date and End Date specified below. Options are: Created Sales Dates 1-5.
Start Date	The date the Deal will take effect.
End Date	The date the Deal expires.
Facility	If specified, the Deal will only be available for orders created within the selected Facility.
Currency	If specified, the Deal will only be available for orders created for the selected Currency.
Freight Cost	Used to enter the amount that should be added to the "Freight Cost" field on the Edit Sales Order Line form of orders to which this Deal is being applied. Useful for freight on board pricing, where the customer would like the ability to specify the amount of freight that goes into a Deal Price or a pricing order to use on reports in the future.
Override Other Deals If Lower Price	There are many layers of pricing possible and possibly many valid Deals on the same Sales Order line. The most specific Deal wins unless one of the Deals has this flag checked. In this case, the Deal with this box checked wins if it is the lowest price, regardless if it is most specific or not. Otherwise, the most specific Deal without the box checked will win.
Active	If checked, the record is active. Only active records may be used in the system.

User Field tab

User Fields provide companies with a useful tool to add additional information or selection options via the use of list boxes to master data records and orders throughout the Deacom system. The information entered in User Fields is also available for printing on many of the print outs and labels throughout the system.

Engineered Items

Engineered Items are used in Deacom to facilitate the import of both the Bills of Materials and associated labor costs for components parts commonly used in the construction industry such as wall panels, roofs, floors, and tanks. The process requires the creation of an engineering Item Master to store the imported engineering information and Item Master records for all the items that will be contained in the engineering item's Bill of Materials such as plates and lumber pieces. Complete information on the process is available via the Selling Make to Order Items page.

The importing of engineering information into Sales Orders is handled via the "Import" button on the Sales Order header. This button also serves an additional purpose, which is the ability for users to import Sales Order line items via an Excel spreadsheet. If using this option, users will need to create an Engineering Item with a file type of "Spreadsheet" to facilitate the import process. Additional information is available in the "File Type" field description below.

System Navigation

Sales > Maintenance > Engineered Items

Edit Engineered Item form

Buttons	Description
Name	The name of the engineered item.
File Type	Pick list used to select the appropriate type of file. The list represents all the engineering design software file types that are supported by the Deacom application with one exception. The file type of "Spreadsheet" was created to allow users to import Deacom part numbers, prices, and other order line information into Sales Orders from Excel. The feature is not related to Engineering Items and is generally used for importing order lines into Sales Orders or Pricing Orders. The spreadsheet must contain a header row, which will not be imported, with the Deacom field names as indicated in the parenthesis. The column order matters and must be in the order listed, with the first two columns required and the rest optional. Lastly, the spreadsheet must be closed during the import. The spreadsheet may contain the following columns: Part Number (pr_codenum) Quantity (or_quant) Price (or_price) Quoted Cost (or_quotedcost) Phase (or_phid) Tally Quantity (or_tally) User Part Number (or_user1) Notes (or_notes) The current engineering design software file types are Alpine Homebase, Mitek Shopnet, and Robbins/Jager HSB.
Part Number	Search field used to select the Deacom Part associated with this Engineered Item. Indicates the final product produced as a result of the engineering design and is usually a Finished Good or Component. This Part Number is used on Sales Orders throughout the system. Once the engineering design is imported into Deacom, the parts from the design are used to create the BOM for this item and may be viewed by clicking the "Engineering" button on the Sales Order header.
Import Type	Pick list used to select the Import Type, which is used to indicate whether the engineering information is stored in a database, a folder, or an individual file. Spreadsheet imports require this to be set to "File".
Import Path	Used in conjunction with the "Import Type" field to define the location of the database, folder, or file that contains the engineering information. This path will also appear in the "User 1" field on the Misc 1 tab of the Sales Order header if engineering information has been imported into the order.
Database	Displays the name of the database when using the "Database" Import Type.
Labor Calculation	Memo field used to enter a labor calculation to determine the labor costs for the engineered item. If importing a file and it contains labor costs, they will be overridden based on the calculation indicated in this field.
Burden To Labor %	Used to define the burden costs for the engineering item as a percentage of the labor costs. If importing a file and it contains burden costs, they will be overridden based on the percentage indicated in this field.
Group By	Option to define an attribute, generally a lumber mark, that Deacom can group by when displaying the materials that will be issued to header jobs. Users can sort by this field to assist with issuing.
Active	If checked, this record is active. Only active records can be used in the system.
Default	If checked, the Engineered Item is the Default engineered item used when entering orders.

Facility Relationships

The Facility Relationships table allows companies to specify lead times for Inter-Company Transfers that are specific to the designated shipping Facilities. When using Facility Relationships, the Due to Ship date on Inter-Company Transfers created from MRP will be the demand/requirement date less the Facility transfer Lead Time, if one is specified, and the "Use Lead Time" flag is checked. The demand/requirement date refers to the start date of the order driving demand for the item(s). In addition, the Due to Dock date on the Inter-Company Transfer is set as the demand/requirement date.

The Elimination Credit and Debit accounts were added to support companies that have two different Facilities or companies that share the same owner but still wish to perform Inter-Company Transfers as opposed to entering Sales and Purchase Orders to each entity. ICTs are typically used in situations where the volume on materials and goods movements is extensive. These elimination accounts allow companies to bypass the Facility elimination accounts and hit the respective AP/AR accounts and sub-ledgers for an Inter-Company Transfer.

System Navigation

Sales > Maintenance > Facility Relationships

Edit Facility Relationship form

Opened via the "New" or "Modify" buttons on the Facility Relationships form.

Field/Flag	Description
Facility	Search field used to select the appropriate shipping Facility.
Facility	Search field used to select the appropriate receiving Facility.
Use Lead Time	If checked, the value specified in the "Lead Time" field below will be used when calculating demand/requirement dates in MRP.
Lead Time	Indicates the value, in days, of time required when shipping items to the designated receiving Facility.
Elimination Credit	Search field used to select an account to which Facility elimination amounts will be credited, different from the "Facility Elimination" account specified in Accounting > Options > Accounts Receivable tab. Both the Elimination Credit and Debit accounts must be populated if using this functionality or left blank if not using. The Facility will not recognize accounts if only one of the accounts on this form are populated.
Elimination Debit	Search field used to select an account to which Facility elimination amounts will be debited, different from the "Facility Elimination" account specified in Accounting > Options > Accounts Receivable tab. Both the Elimination Credit and Debit accounts must be populated if using this functionality or left blank if not using. The Facility will not recognize accounts if only one of the accounts on this form are populated.
Rev On Inter-Co Xfer	Option to determine, at the Facility level, if revenue on inter-company transfers is recognized. Options are: Follow System Options (default), Yes, and No. When receiving an inter-company transfer the system will check for an establish Facility Relationship between the receiving facility and shipping facility, and if one exists, will use the following logic: If this field is set to No, the system will not apply any inventory markup from the receiving facility. If this field is set to Yes, the system will apply inventory markup logic from the receiving facility. If Follow System Options is set, the system will fall back to the setting for the "Recognize Revenue On Inter-Co Xfer" field in Accounting > Options to determine if inventory markup is applied. Added to support scenarios where revenue recognition is established on a Facility level and does not rely on a system wide setting.
For Type	Pick list used to indicate what inventory level this relationship is for. Options are: All Category Sub-Category Part Number
For	Search field used in conjunction with the "For Type" selected to select the desired inventory level.
MRP	Pick list used to determine how this relationship is used when creating Inter-Company Transfers via MRP. Options are: Both - The system will use the First Facility/Transferring Facility (ft_waid1) to create an ICT, if not enough inventory exists there to cover the suggestion in MRP, check the Second Facility/Receiving Facility (ft_waid2). First - The system will only use ft_waid1 to create an ICT, skip ft_waid2 and move on to check the next relationship in sequence. None Second - The system will only use ft_waid2 to create an ICT, skip ft_waid1 and move on to check the next relationship in sequence.
Active	If checked, this record is active. Only active records may be used in the system.

Packing Instructions

The Packing Instructions form stores information regarding the packaging of Dangerous Goods for use with the FedEx integration. FedEx Ground does not require Packing Instructions; these are only needed for air travel. As a result, the Ship Via form contains a "Packing Instructions Required" flag. This allows companies to control which Ship Via Methods will require Packing Instructions. When shipping Hazardous Materials, indicated by the "Hazardous" flag on a Part's Item Master Properties tab, packing instructions are only required if this setting is true for the Ship Via and hazardous materials are in the shipment.

The "Dangerous Goods" and "Packing Instructions" fields of the product that is being shipped are now available to the Job Label and Bill of Lading. The fields are dn_name, dn_regnum, dn_shipname, dn_techname, dn_hazard, dn_packgroup, dn_notes, and pi_name.

System Navigation

Sales > Maintenance > Packing Instructions

Add Packing Instructions form

Opened via the "New" or "Modify" buttons on the Packing Instructions form.

Field/Flag	Description
Name	Enter the name of the packing instructions.
Container Type	Identifies the container type in which dangerous goods will be shipped (e.g. "FIBERBOARD BOX").
Packing Detail	Optional but should be filled in if possible, and normally used in conjunction with the "Container Type" to generate the name. This is a pre-defined list of values determined by regulatory organizations. The user creating this should know or be able to find the correct information.
Dry Ice Quantity	Defines the quantity of dry ice in the package, if needed. Only available when the "Packed With Dry Ice" flag is checked.
Packed With Dry Ice	If checked, this package contains dry ice, the amount of which is specified via the "Dry Ice Quantity" field.
Active	If checked, this record is active. Only active records may be used in the system.

Phases

Phases are used to indicate the stage for which a specific Part is intended for use/manufacture. They may be assigned to Parts on their Item Master General 2 tab so that when that Part is added to a Sales Order, the Phase is automatically selected on the Sales Order Line's General 2 tab. Then, multiple Jobs can be created from one Sales Order, one for each Phase present. In other words, lines with different Phases selected can be produced on different production Jobs when the "Header Job" flag is checked on a Sales Order and "Split Jobs by Phase" is checked in Production Options.

Phases allow for easier sequencing, production, and shipping of materials for use in a given project, such as building a house. Using the example of building a house, three Phases may exist - Floors, Walls, and Roof - and one Sales Order may be created with Parts linked to different Phases as necessary. Assuming the Sales Order is flagged as "Header Job" and the "Split Jobs by Phase" flag is checked, one Job will be created per Phase and include all Parts linked to that Phase that are included on the Sales Order. Then, users may schedule the Jobs and produce materials in logical order so that once they are shipped, construction can begin and flow in a normal fashion to facilitate systematic completion of the project.

System Navigation

Sales > Maintenance > Phases

Edit Sales Order Phase form

Field/Flag	Description
Name	Indicates the name of the Phase.
Active	If checked, this record is active. Only active records may be used in the system.
Default	If checked, this Phase is considered the default.

Progress Billing Categories

Progress Billing Categories are used to group Progress Billings into the appropriate categories for filtering and reporting purposes. The Progress Billing Category field is available when creating or modifying Progress Billings via Sales > Progress Billing.

System Navigation

Sales > Maintenance > Progress Billing Categories

Edit Progress Billing Category form

Opened via the "New" or "Modify" button on the Progress Billing Categories form.

Field/Flag	Description
Name	Displays the title or description for the category.
Active	If checked, this record is active. Only active records may be used in the system.
Default	If checked, this category is the default when new Progress Billings are created.

Projects

Projects are used to group Sales Orders that represent work performed to complete or fulfill a specific piece of work. Once Project names or values have been created, they are available for selection on the Misc 1 tab of the Sales Order header. In addition, reporting exists for Projects via Sales > Order Reporting. A report may be "Ranked By" Project or users may run the "Project Detail" report, which can be used to obtain pricing, quantity, and order vs. shipped balance information for orders associated with Projects.

System Navigation

Sales > Maintenance > Projects

Edit Project form

Opened via the "New" or "Modify" buttons on the Projects form.

General tab

Field/Flag	Description
Project Number	Displays the sequential, system-generated number.
Name	Indicates the name of the project, which must be unique.
Created	Required. Select the date the project was created.
Notes	Memo field used to add notes that further describe the Project. This field is available for printing on the majority of Sales Order reports within the system.
Active	If checked, this record is active. Only active records may be used in the system.

Accounts tab

This tab allows Job GL Posting accounts to be linked to Projects specified on a Job. Useful in situations where general WIP and Material Expense costs need to be linked to capital projects.

Field/Flag	Description
Job Finish Material	Expense account to be credited with the materials portion of the cost of Finished Goods, when finishing a Job linked to Projects via the "Project" field (jo_pjid) in all Inventory Costing methods. When a Project is selected in the "Project" field (jo_pjid) on the job header and the user is inputting production through the Input Production or Close/Relieve forms, on any application (WMS/Main App/Mobile), if this field is populated, the system will make GL postings for produced inventory using this account and apply GL overrides to them, rather than using the account set on the item master.
Job Finish Labor	Expense account to be credited with the accounting labor standard cost of Finished Goods when finishing a Job linked to Projects via the "Project" field (jo_pjid) in standard cost mode, or in FIFO and Average cost modes with the "Use Standard Labor and Burden In Actual Cost Mode" flag in Accounting > Options > Labor/Burden tab checked. When a Project is selected in the "Project" field (jo_pjid) on the job header and the user is inputting production through the Input Production or Close/Relieve forms, on any application (WMS/Main App/Mobile), if this field is populated, the system will make GL postings for produced inventory using this account and apply GL overrides to them, rather than using the account set on the item master.
Job Finish Burden	Expense account to be credited with the accounting burden standard cost of Finished Goods when finishing a Job linked to Projects via the "Project" field (jo_pjid) in standard cost mode, or in FIFO and Average cost modes with the "Use Standard Labor and Burden In Actual Cost Mode" flag in Accounting > Options > Labor/Burden tab checked. When a Project is selected in the "Project" field (jo_pjid) on the job header and the user is inputting production through the Input Production or Close/Relieve forms, on any application (WMS/Main App/Mobile), if this field is populated, the system will make GL postings for produced inventory using this account and apply GL overrides to them, rather than using the account set on the item master.
Material Expense	Expense account to which materials relieved from the Jobs linked to Projects via the "Project" field (jo_pjid) on the Job are debited. When a Project is selected in the "Project" field (jo_pjid) on the job header and the user is inputting production through the Input Production or Close/Relieve forms, on any application (WMS/Main App/Mobile), if this field is populated, the system will make GL postings for produced inventory using this account and apply GL overrides to them, rather than using the account set on the item master.
WIP Materials	Asset account to which materials issued to production Jobs linked to Projects via the "Project" field (jo_pjid) in process are debited, and materials relieved from production Jobs are credited. When a Project is selected in the "Project" field (jo_pjid) on the job header and the user is inputting production through the Input Production or Close/Relieve forms, on any application (WMS/Main App/Mobile), if this field is populated, the system will make GL postings for produced inventory using this account and apply GL overrides to them, rather than using the account set on the item master.

User Field tab

Promotions and Discounts

Promotions and Discounts are optional features within Deacom designed to offer flexible pricing options on Sales Orders.

Promotions can be set up to be added automatically during Sales Order entry or manually by selecting from a list of applicable Promotions. Promotions will show up as a separate line item on the Sales Order indicating the amount to be discounted, or the quantity of free items in the case of buy one get one free. Once a Promotion is added, the dollar amount and/or quantity to be ordered will be automatically adjusted as the order is modified. Each Promotion for dollars or percent off is assigned a non-stock item that is added to the Sales Order. Buy one get one Promotions are assigned to the item that the Promotion applies to. Since each Promotion item is controlled by an Item Master (with the exception of buy one get one types), the GL effect of the Promotion can be established through the selected Revenue account. Promotions can also implement User Fields to allow users to conveniently flag promos as specific types, such as "Free Shipping".

Discounts can also be set up to be added automatically during Sales Order entry or manually by selecting from a list of applicable Discounts. Unlike Promotions, Discounts do not add line items on Sales Orders. Instead, they apply the appropriate discount amounts to existing line items on the order.

Promotions and Discounts are not part of the Deacom Pricing Hierarchy and fire regardless of the pricing method(s) used.

System Navigation

Sales > Maintenance > Promotions and Discounts

Promotions and Discounts form

Field/Flag	Description
New	Opens the Edit Promotion and Discount form, which is used to enter a new record.
Modify	Opens the Edit Promotion and Discount form, which is used to modify the selected record.
Display	Pick list used to determine if all, active or inactive records should be displayed.
Expired	Pick list used to determine if expired or non-expired records should be displayed.

Edit Promotion and Discount form

Opened via the "New" or "Modify" buttons on the Promotions and Discounts form.

Field/Flag	Description
Same As	Allows the user to create a new Promotion or Discount based on previously created records.
Transaction Type	Pick list used to indicate if this record is a Promotion or Discount.
Promo Item	Indicates the non-stock Part that will display on the Sales Order line for the Promotion. Only available when "Transaction Type" is set to "Promotion". For records with a "Type" of "Buy One Get One", this is the item being given away.
Description	Indicates the name of the Promotion or Discount, up to 60 characters.
For	Pick list used in conjunction with the "For" search field to define eligibility for the Promotion or Discount. Options are: All Bill-to Companies - Promotion or Discount applies to Sales Orders for all Bill-to Companies. Billing Group - Promotion or Discount applies to Sales Orders that have the selected Billing Group indicated on their Misc 2 tab. Broker - Promotion or Discount applies to Sales Orders that have the selected Broker indicated on their Misc 2 tab. Sales Rep - Promotion or Discount applies to Sales Orders that have the selected Sales Rep indicated on their Sales Assignments tab. Sales Search 1-5 - Promotion or Discount applies to Sales Orders that have the selected user-defined Sales User 1-5 options indicated on their Misc 2 tab. Specific Bill-to Company - Promotion or Discount applies to only Sales Orders made for the selected Bill-to Company. Specific Ship-to Company - Promotion or Discount applies to only Sales Orders made for the selected Ship-to Company.
For	Search field used in conjunction with the "For" pick list to indicate the specific Billing Group, Broker, Sales Rep, Sales User 1-5, Bill-to, or Ship-to that is eligible for the Promotion or Discount.
On	Pick list used in conjunction with the "On" search field to define eligibility for the Promotion or Discount. Options are: All Items - Promotion or Discount applies to Sales Order lines for all Parts. Category - Promotion or Discount applies to Sales Order lines for Parts that have the selected Category indicated on their Item Master General 1 tab. Item Search 1-5 - Promotion or Discount applies to Sales Order lines for Parts that have the selected user-defined Item Search 1-5 options indicated on their Item Master User Fields tab. Revenue Account - Promotion or Discount applies to Sales Order lines for Parts that have the selected Revenue account indicated on their Item Master Accounts tab. This option is useful in situations where sales discounts should be driven into contra Revenue accounts that can be tracked in Financial Statements. Specific Item - Promotion or Discount applies to only Sales Order lines with the selected Part. Sub-Category - Promotion or Discount applies to Sales Order lines for Parts that have the selected Sub-Category indicated on their Item Master General 1 tab.
On	Search field used in conjunction with the "On" pick list to indicate the specific Category, Item Search 1-5, Revenue Account, Part, or Sub-Category that is eligible for the Promotion or Discount.
Type	Pick list used in conjunction with the "Factor", "Expression", or "Buy Quantity" and "Free Quantity" fields to dictate the kind of Promotion or Discount. Options are: Buy One Get One - For every quantity of items purchased, another quantity of items are given for free. Only available when "Transaction Type" is set to "Promotion". Dollars Off Item - Multiplies the "Factor" by the item quantity, in the Stock Unit of Measure, and therefore applies a variable dollar amount to the order based on the item quantity, as long as it exceeds the "Minimum" quantity specified. For Discounts, the system will allow the deal price to be entered in the Sales Order line "Unit Price" (or_price) field. The system will then calculate what the discount percent would be based on the "Extension" (or_exten) of the Sales Order line and the Discount's "Factor" (pm_typenum) and then store that percentage in the Sales Order line Pricing tab's "Discount" (or_linedisc) field. This allows the discount to be applied to the Sales Order line "Unit Price" field, effectively changing the price by the "Discount" field. The system will then store the Discount ID (pm_id) in the Sales Order line's Discount ID (or_discountid) field. The Promotion should only be applied when the "Extension" is greater than the "Factor" of the promo. In other words, $20 cannot be taken off a line if the total extension for the line is only $10. Example: A "Transaction Type" of "Discount" with a "Type" of "Dollars Off Item" is used with a "Factor" of "20". Then, a Sales Order is entered for an item to which this Discount applies with an "Extension" of $30 and a "Price" of $10. The calculation is [(30-20)/30] *10. The system stores .003333 in the Sales Order line Pricing tab's "Discount" (or_linedisc) field and the "Unit Price" (or_price) field should recalculate and show $3.33. Dollars Off Order - If a qualifying item is added to a Sales Order, a flat dollar amount is taken off the order, no matter what the quantity is, as long as it exceeds the "Minimum". Only available when "Transaction Type" is set to "Promotion". Expression - Uses the "Expression" entered to define the conditions by which the Promotion or Discount will be applied to the item price on the Sales Order line. Percent Off - Lowers the item price by the specified "Factor". For Discounts, the system will allow the deal price to be entered in the Sales Order line "Unit Price" (or_price) field and the order will store the "Factor" (pm_typenum) in the Sales Order line Pricing tab's "Discount" (or_linedisc) field, effectively changing the price by the discount. This is the best option when dealing with families of items.
Expression	Used to define the conditions by which the Promotion or Discount will be applied to the item price on the Sales Order line. Only available when "Type" is set to "Expression". The fields available are all Bill-to and Ship-to fields, including Bill-to and Ship-to User Fields, and all Item Master fields, including Item Master User fields. The variable "shipped" is also available to this field. The variable is a true or false determination of whether the order has been shipped yet and should be available to the promo expression so that it can be used on promos that need to be calculated at time of shipment. This variable is true when an order has been shipped or is being shipped, false when it hasn't been shipped or is being unshipped.
Factor	Defines the percentage or amount of the Discount or Promotion, depending on the "Type" selected. Only available when "Type" is set to "Dollars Off Item", "Dollars Off Order", or "Percent Off". For flexible promotions, this is the maximum discount allowed. Promotional items may be set with a factor of 0.00 and can be added to the order like a normal Promotion. This supports the ability to use Promotions to add surcharges in the form of notes which do not affect pricing. Examples include items like "No peanuts allowed" and "Must ship in truck only". This allows order entry personnel to read these notes to customers over the phone as they are entering the order to let the customer know of any restrictions.
Buy Quantity	Used in conjunction with the "Free Quantity" field to define the quantity that must be bought before the free quantity is added to the order. Only available when "Type" is set to "Buy One Get One".
Free Quantity	Used in conjunction with the "Buy Quantity" field to define the free quantity that will be added to the order once the buy quantity is reached. Only available when "Type" is set to "Buy One Get One". If the price and quantity is the same, it will add one of each (if each quantity requirement is met). If it is not met or the prices/quantities differ from another then it will use the lower extension and give the customer a free item on that.
Quantity Based On	Pick list used to determine what quantity qualifies the Promotion to be added to a Sales Order. Options are: Ordered - If selected and "Applied On" is set to "Shipped", the promo is qualified for the order based on the initial order amount and it will get added to the order at the time of order entry. Then, the system will apply the "Factor" to the order based on the quantity shipped. Shipped - If selected, the promo will not show up until after the order is shipped, in which case, the "Applied On" field will be set to "Shipped" as well.
Applied On	Pick list used to determine what quantity the Promotion will be applied to. Only available when "Transaction Type" is set to "Promotion" and "Quantity Based On" is set to "Ordered". Options are: Ordered - The promo is applied based on the ordered quantity of the Sales Order. Shipped - Promotions will re-calculate during the shipping process and apply to only the shipped amount of the Sales Order.
Minimum	Defines the minimum quantity required before the Promotion or Discount can be applied.
Minimum Type	Default set to "Quantity", defines what the promotion is checking against in Sales Order lines. Options are: Quantity - The promo is applied based on the determined number of units. Extension - Disables "Unit" field on the form, promotion is applied depending on Minimum Based On field.
Minimum Based On	Pick list used in conjunction with the "Minimum On" field that defines the criteria on which the "Minimum" will be based. Supports the concept of bracket pricing similar to Deals. Options are: All Items - Indicates the "Minimum" is based on all Part quantities added to the order. Category - Indicates the "Minimum" is based on only Parts added to the order that have the selected Category indicated on their Item Master General 1 tab. Item Search 1-5 - Indicates the "Minimum" is based on only Parts added to the order that have the selected user-defined Item Search 1-5 options indicated on their Item Master User Fields tab. Same As Promo On - This is the default selection and indicates that the "Minimum" is based on the same criteria specified in the "On" pick list and search field. Specific Item - Indicates the "Minimum" is based on only the quantity of the selected Part, if it is added to the order. Sub-Category - Indicates the "Minimum" is based on only Parts added to the order that have the selected Sub-Category indicated on their Item Master General 1 tab.
Minimum On	Search field used in conjunction with the "Minimum Based On" selection to indicate the specific Category, Item Search 1-5, Part, or Sub-Category on which the "Minimum" for the Promotion or Discount is based.
Unit	Search field used to indicate the Unit of Measure on which the "Minimum" will be based, if it should be different than the Stock Unit for items. If this field is not populated, the minimum quantity for the Promotion will be based on the Stock Unit of Measure. Example: Product may be sold by the case with the Sales Unit and Pricing Unit specified as case, but Promotions may be given if the customer buys over 50 pounds.
Inventory	Pick list used to indicate if the Promotion or Discount should be applied to All, Non-Stocked, or Stocked Parts.
Date Based On	Pick list used in conjunction with the start and end dates to determine on what Sales Order Dates tab field the Promotion or Discount will be applied. Options are: Created Sales Date 1-5
Start/End Date	Used in conjunction with the "Date Based On" selection to specify the date range in which the Promotion or Discount may be applied.
Facility	Optional. If selected, the promotion will only be available for orders created for this facility.
EDI Code	Optional. Indicates that 4 digit alpha numeric SAC (Special Allowances or Charge) qualifier which is used to represent the promotion for the Bill-to or Ship-to customer selected in the "For" field on this form. Triggers can reference this code if needed for an EDI Order.
Limit 1 Per Order	Available only when using a Transaction Type of "Promotion." When checked, this Promotional Code must be the only Promotion applied to this order. All other Promotions must be removed before this one can be added, and no other Promotions can be added after this Promotion is applied.
Limit 1 Per Promo Item Category	Available only when using a Transaction Type of "Promotion." All items in Deacom must have an item category, including the non-stock discount items used on Promotions. When entering Promotions in the same category and/or sub-category, this checkbox can be used to prevent a Promotion from being combined with another Promotion in the same category and/or sub-category. Example 1: Promos "10% off interior paint" and "$10 off interior paint" are both assigned to the category "Paint Promos" and the sub-category "Interior Paint". If this checkbox is checked for either of them, only one can be applied to an order. Example 2: Promos "10% off paint" and "$10 off interior paint" are both assigned to the category "Paint Promos" but the first promo has no sub-category, only the second promo is assigned to the sub-category "Interior Paint". If this checkbox is checked for the first promo, both can be applied to the order. If this checkbox is checked for the second promo, only one can be applied to an order. Note: When using promotions and using the Limit 1 per promo item category flag, Deacom will replace the current promo if there is another promo that is also a Limit 1 per promo item that gives a better deal that meets the same criteria.
Limit 1 Per Customer	Available only when using a Transaction Type of "Promotion." When checked, this Promotional Code may only be used once for the selected Ship-To Customer, Bill-To Customer, or All Bill-To Companies, depending on which one of these is selected in the For fields on this form. Once applied, this promotion can no longer be applied on future orders by the same customer(s). Cancelled orders where this promotion was added are not considered when future orders are added.
Flexible Pricing	Available only when using a Transaction Type of "Promotion." If checked, the user will be prompted to enter the amount of the discount up to the amount specified in the factor field. Available when using any value in the "Type" field except "Buy One Get One." Especially useful if Sales Reps enter orders and should be able to negotiate pricing.
Include In Pricing Orders	If checked, the Promotion or Discount may be added to Sales Orders with an "Order Type" of "Pricing Order".
Automatically Add To Orders	If checked, the promotion will be automatically applied when the required criteria, as specified on this form, has been met. No manual steps are necessary. If not checked, users may manually add promotions to orders using the "Available Promos" button on the Sales Order header.
Add Promotion To Backorder	If checked, the promotion will be automatically applied to any backorders when an order containing this promotion is shipped. Note that if the promotion has a minimum quantity defined and the backorder does not meet this minimum, the promotion will not be added to the backorder. If the promotion has "Flexible Pricing" checked, the system will copy the value from the "Factor" field to the backorder and re-evaluate the promotion based on this factor.
Active	Only active Promotional Codes can be used in the system.
Sort To Bottom	Available only when using a Transaction Type of "Promotion." If checked, this Promotion will be sorted to the bottom of the Sales Order and remain there even when new lines are added. This applies to the main application and all mobile applications. Note that when not using the "Sort to Bottom" button, the system will place the BOGO Promo item directly under the line item it was driven from.
Add Promo By Line	Available only when using a Transaction Type of "Promotion." If checked, and the Promo Type field is set to either "Percent Off" or "Dollars Off Item", applicable promotions will be inserted as a separate line beneath each line where the promotion is applicable in the order. This flag is ideally used in connection with the "Automatically Add to Orders" flag. Useful in situations where customers need to see the Promotion discounts by line item.
Use Quantity From Line	Available only when using a Transaction Type of "Promotion", and "Add Promo By Line" flag is checked. When checked, uses the quantity from the Sales Order line that the promo is being applied to as the quantity of the newly added line item. This flag is also disabled when Transaction Type is set to "Discount", "Buy One Get One", or "Dollars Off Order".
Include Negative Quantities	If checked, negative quantity line items are included in the promo calculations. If not checked, the system will not include any sales order lines where or_quant < 0 in the promo calculations.

Restricted Selling Groups

Restricted Selling Groups allow users to create one group containing multiple Category, Sub-Category, and Part Exclusion rules and restrictions. The use of groups allows users to expedite the setup of restricted selling assignments as well as providing users with an option to group restrictions based on factors such as state, region, etc. Restricted Selling Groups may be assigned to Customers and Facility master records.

System Navigation

Sales > Maintenance > Restricted Selling Groups

Edit Restricted Selling Group form

Opened via the "New" or "Modify" buttons on the Restricted Selling Groups form.

Field/Flag	Description
Add	Allows the user to add a restriction to the selected group.
Modify	Allows the user to modify the selected restriction.
Delete	Deletes the selected restriction.
Name	Displays the name of the Restricted Selling Group.
Active	If checked, this record is active. Only active records may be used in the system.
Start/End Date	Allows users to define the effective dates for restricted selling intervals. Not required, but if a start date is entered, an end date must be specified, and vice versa.

General tab

Field/Flag	Description
Interval	Defines the time element, usually days, in which a product may be re ordered.
Amount	The amount of product that may be purchased within the defined interval.
Current Amount	Displays the current amount purchased based on the intervals and amounts set on the restricted selling group when entering sales order lines. The amount will reset at the start of the next interval.
Unit	The unit of measure appropriate to the applied restriction.
Date Based On	Determines what date the system will use when determining dates within the Start/End Date defined above. Options are order created date and Sales User 1-5 dates.

Restricted Selling tab

Field/Flag	Description
Category	Defines the Category of items that will be restricted for this Restricted Selling Group.
Sub-Category	Defines the Sub-Category of items that will be restricted for this Restricted Selling Group.
Item Search 1-5	Defines the Item Search 1-5 fields that will be restricted for this Restricted Selling Group.
Part Exclusions	Defines the Part Exclusions, which are used to prevent which items may be sold from certain Facilities or to certain Customers, that will be restricted for this Restricted Selling Group. In other words, users are restricted from selling the Parts in the exclusion, whereas restrictions are used to restrict users to selling just the Parts in the restricted Categories and Sub-Categories. Part Exclusions set at the Facility level take precedence over those set at the customer level. Part Exclusions only restrict the sale of items and not the manufacture and purchase of items.
Restricted Selling Group
Restricted Selling Type	Defines the Restricted Selling Type. If selected, the Category, Sub-Category, Part Exclusions, and Restricted Selling Group fields are disabled.
Minimum/Maximum	Defines the minimum and maximum amount based on the selected Restricted Selling Type. You must set a minimum or a maximum when selecting a Restricted Selling Type. Restricted Selling Type minimum and maximums may be set on individual parts. Minimum and maximum values set on the Restricted Selling Group level must encompass the minimum and maximum set on individual parts. Example - if the Restricted Selling Group has a minimum of 5 and maximum of 12, then the minimum at the part level cannot be 4 with a maximum of 14, otherwise the part will not be available for use on sales orders.

User Fields tab

Restricted Selling Types

Restricted Selling Types define a product type or characteristic that are paired with Restricted Selling Groups to determine what type of products are available for sales order entry.

System Navigation

Sales > Maintenance > Restricted Selling Types

Restricted Selling Types form

Field/Flag	Description
New	Allows the user to add a Restricted Selling Type.
Modify	Allows the user to modify a Restricted Selling Type.
Display	Option to display Active, Inactive, or All Restricted Selling Types.
Name	Displays the name of the Restricted Selling Type.
Active	If checked, this record is active. Only active records may be used in the system.

Rounding Rules

Rounding Rules allow companies to standardize pricing on Sales Orders so that everything ends in a specific number, such as $XXX.50. A typical scenario where a rounding rule is often used is the need to ensure no pennies are included in Sales Order pricing. The table below illustrates the setup required for the no pennies Rounding Rule.

Field/Flag	Value
Min	-9,999,999.99
Max	99,999,999.99
Round Point	0.05
Down Point	0.02
Round To	0.00

The "Min" and "Max" rules should include all possible values where the no pennies rule should apply. The "Round Point" in the example indicates that the sales price will be rounded to the nearest nickel. The "Down Point" indicates that the system should round down to the nearest nickel when the sales price is XXX.01 or XXX.02 and round up to the nearest nickel when the sales price is XXX.03, XXX.04, or XXX.05. Finally, the "Round To" value is set as 0.00 to ensure there is no offset. An example of no offset would be a new car scenario where the Rounding Rule will subtract from the final price, so 5 cents could always be subtracted to make the price seem lower then it actually is on the Sales Order. Without Deacom Rounding Rules in place, default rounding will round to the nearest value. In the case of midpoint rounding, the result will go to the nearest value away from zero and does not use banker's rounding.

System Navigation

Sales > Maintenance > Rounding Rules

Edit Routing Rules form

Opened via the "New" or "Modify" buttons on the Rounding Rules form.

Field/Flag	Description
Min/Max	Indicates the minimum and maximum List Prices for which this Rounding Rule will apply. In other words, when Sales Order prices are between these minimum and maximum values, the Rounding Rule will be applied.
Round Point	Indicates the price that the system will round to when prices are between the "Min" and "Max" values. When standardizing pricing, companies will generally prefer prices that are multiples of a certain number, such as whole dollars or 25 cents; Enter that multiple in this field.
Down Point	Indicates the point at which the system determines if it should round up or down when calculating the rounded price. If the remainder of the price divided by the "Round Point" is less then the "Down Point", the system will round downwards to get the final price; Otherwise it will round upwards.
Round To	Indicates the amount that will be subtracted from the final price, thereby allowing prices to all end in .99, .85, etc. If the value in this field is set to zero, there will be no final deduction to the price.
Active	If checked, this record is active. Only active records may be used in the system.

Sales Assignment Categories

Sales Assignment Categories may be assigned to Sales Reps on the CRM Contact, Bill-to, Ship-to, and Sales Order levels. These categories are used to indicate a Sales Rep's role for the customer, such as Lead Rep, Associate Rep, etc., when multiple Sales Reps are used for one record (Contact, Bill-to, etc.).

System Navigation

Sales > Maintenance > Sales Assignment Categories

Edit Sales Assignment Category form

Opened via the "New" or "Modify" buttons on the Sales Assignment Categories form.

Field/Flag	Description
Name	Defines the name of the category
Active	If checked, the record is active. Only active records may be used in the system.

Sales Groups

Sales Reps are one of the two commissionable individuals associated with customer accounts in Deacom, the other being Brokers. The "Sales Rep" field is a required entry on Bill-to records, Ship-to records, and Sales Orders. Sales Reps are first assigned to the appropriate Ship-to, which acts as the default when entering new Sales Orders. Deacom allows multiple Sales Reps to be assigned to a customer, the only stipulation being that the total sales assignment percentages must equal 100%.

System Navigation

Sales > Maintenance > Sales Reps

Edit Sales Rep form

Opened via the "New" or "Modify" buttons on the Sales Reps form, the Edit Sales Rep form contains two tabs to house information, General and GL Overrides, and tow buttons, "Retroactive" and "View Tree". If the "Retroactive" button is clicked, any changes to the record selected will be re-assigned to all Sales Orders based on the starting date defined in the button window. In other words, if the Sales Group of the selected Sales Rep is updated and this button is used, all orders with this Sales Rep assigned will be updated to reflect the Sales Rep's new Sales Group. The "View Tree" button is used to show the sales rep hierarchy when using the "Manager" button on the Edit Sales Rep form.

This button changes all Sales Order Types and modifies orders in all statuses including Not Shipped, Shipped, Invoiced, and Paid. Historical copies of these orders are updated as well.
Use this button with caution as the action cannot be undone.

General tab

Field/Flag	Description
First Name	Displays the first name of the rep.
Last Name	Displays the last name of the rep.
Sales Group	Search field used to select the Sales Group to which this rep belongs.
Sales Rep ID	Used to store legacy system id information, up to 30 characters.
Street, Street 2, City, State, ZIP	Displays the street address information for the rep.
Sales Quota	Defines the target sales quota for the selected rep.
Home Phone	Displays the home phone number for the rep.
Country Code	Search field used to select a Country Code for the phone number entered.
Fax, Cell Phone, Beeper	Displays the fax, cell, and beeper numbers for the rep.
Email	Displays the email address for the rep.
Vendor	Search field used to link the rep to a Vendor.
Manager	Search field used to link the rep to their respective Manager. This allows users to set a hierarchy for Sales Reps, where the Manager can view sales records of any Sales Rep they are assigned to, as well as any those Sales Reps are assigned to. This hierarchy can be viewed by selecting "View Tree" at the top of the form.
Active	If checked, this record is active. Only active records may be used in the system.
Default	If checked, the selected rep is the default that will be used when creating new Bill-to Companies.
Commission Eligible	If checked, the selected rep is eligible for Commissions.

GL Overrides tab

GL override by Sales Representative is the behavior where sales transactions (like shipping or invoicing Sales Orders) can override the GL code affected, based on the Sales Representative on the transaction. This allows different groups of Sales Representatives, or even every individual Sales Rep, to use different GL codes for Revenue, COGS, and A/R, if desired. GL Overrides are populated from the Chart of Accounts form, accessible via Accounting > Maintenance > Chart of Accounts.

User Fields tab

Sales User 1-5

Deacom offers five user-defined sales search fields/categories. The category contains a list which may have an infinite number of entries. Search categories can be used to define or select additional criteria regarding customers or Sales Orders. For example, a category named "Retailer Type" could be used to select a type of independent, company-owned, or government. Captions for each of the categories are defined in System > Maintenance > Captions via the "Sales Search 1-5" fields.

Search categories appear on the Customer records and provide the default entries during Sales Order entry. They are available for printing on sales forms such as Sales Order labels, picking lists, bills of lading, and invoices. They are also available on the pre-filters within Sales > Order Reporting to assist with searching and sorting information. Search categories are required fields and must have at least one default entry for each category. Users not wishing to use the sales search boxes may enter a default value of "none". In addition, each search category contains an annual "Sales Quota" field for the category, for optional use in sales reports like "Ranking" and "Ranking 2".

System Navigation

Sales > Maintenance > Sales User 1-5

Edit Sales User form

Opened via the "New" or "Modify" buttons on the Sales User 1-5 forms.

General tab

Field/Flag	Description
Retroactive	If clicked, any changes to the record selected will be re-assigned to all Sales Orders based on the starting date defined in the button window. In other words, if the Name is updated for the selected Sales User record and this button is used, all orders will be updated to reflect the record's new name. This button changes all Sales Order Types and modifies orders in all statuses including Not Shipped, Shipped, Invoiced, and Paid. Historical copies of these orders are updated as well. Use this button with caution as the action cannot be undone.
Name	Defines the name of the category option.
Sales Quota	Defines the target sales quota for this category option, which is used in Sales > Order Reporting reports like "Ranking" and "Ranking 2".
Active	If checked, this record is active. Only active records may be used in the system.
Default	If checked, this option is the default used when creating a new Bill-to Company.

User Fields tab

Territories

Territories allow companies to easily manage multiple sales representative assignments. Once created, Territories may be assigned to the appropriate Bill-to, Ship-to, or Contact records. Changes to assignments are handled at the territory level. Once changes are made, sales assignments for any Bill-to, Ship-to, or Contact using the territory are automatically updated. This eliminates the need to maintain individual sales rep assignments on the sales assignments tab within Customers.

Territories are also available on sales orders via the Sales Assignments tab. The default value is provided by the Ship-to selected during order entry. Unlike Bill-to, Ship-to, and Contact records making sales representative changes at the Territory level does automatically update individual sales orders that contain that Territory. Users will need to manually re-select the Territory on the sales order in order for changes to occur.

The "Territory" field appears on multiple pre-filters throughout the system including Sales > Order Reporting, CRM > CRM Reporting, and Customers. Additionally, users can be restricted to a certain Territory via System > Maintenance > User Restrictions.

System Navigation

Sales > Maintenance > Territories

Edit Territory form

General tab

Field/Flag	Description
Territory Name	Enter the appropriate name
Active	Check to make the territory active. Only active territories may be used in the system.

Sales Reps tab

Sales representative assignments are made on the Sales Rep tab. When using split commissions, the total percentage of assignments must equal 100%. Refer to the Edit Sales Rep form section for more detailed information.

User Fields tab

Deacom allows the creation of user-defined fields that, once created, are available on various master data records such as items, Vendors, and Ship-to Companies. These fields allow companies to enter and store information outside of the fields provided in the system. The user fields on the Territories record may be used to capture information such as sales rep calculations. These territory user fields are available to areas such as Sales Reps, Commissions and Rebates, and various reports. User fields may be added via Tools > Maintenance > User Fields. For more information, refer to Configuring User Fields and User Calculations.

Territory Groups

In Deacom, Territory Groups can be assigned to Territories for the purposes of sales and reporting analysis. The "Territory Group" field appears on multiple pre-filters throughout the system including Sales > Order Reporting, CRM > CRM Reporting, and Customers. Additionally, users can be restricted to a certain Territory Group via System > Maintenance > User Restrictions.

System Navigation

Sales > Maintenance > Territory Groups

Edit Territory Group form

Field/Flag	Description
Territory Group	Displays the name of the Territory Group.
Active	If checked, this record is active. Only active records may be used in the system.
Default	If checked, the selected Territory Group is the default, for use when creating a new Bill to Company.