Customer Order Processing - List of Enhancements

Over the lifespan of the Order Processing system, a number of major enhancements and minor fixes have been applied.  Following is a brief summary, (listing the most recent items first).

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New and Different – Enhancements and Fixes in O/P

    For 2013

Click to expand/collapseInterface from User Point-of-Sales Systems

A new Operation has been introduced to the Order Entry system.  "Interface User POS Invoices", loads invoiced order information from a Point-of-Sales generated interface file.  These files may formatted as a tab-delimited, CSV, or Excel spreadsheet.  The interface may be executed either to validate the input file data with an Exception Report, or to load the invoiced orders into an Series 5 Order Entry Batch.  The format of the input data conforms to that supplied by AccPOS's point-of-sales systems.  However, the format may be customized for any POS system. (Feb-20-2013)

Click to expand/collapseO/P Invoices

The Order Entry Invoices may now be printed as an MS-Word document utilizing a template with a watermark.  The watermark is a graphic that might contain a company's logo, colors and custom layout of fields and items to be printed.  The name of the template is defined in the Series 5 Configuration file variable MSWORD-OP-INV-SPECS and assumes the documents are printed in a 10-point Courier New font. (Feb-08-2013)

    For 2012

Click to expand/collapseNo revisions were made to O/P in 2012

Now significant enhancements recorded.

    For 2011

Click to expand/collapseO/P Control Preferences for Quotes Entry

New fields have been introduced to the O/P Control Preferences.  These include Next System Assigned Quote Number, and a set of radio-buttons to define how Quotes are to be grouped when entered.  Should you have the need to enter Customer Quotes, assign values to these new fields as required. (Aug-24-2011)

Click to expand/collapseQuotes Entry and Management

The Series 5 Order Entry system has been enhanced to provide for the entry of Quotes.  These are similar to a customer's order, but are labeled as a "Quote".  They will remain on the system, until they are selected to be converted into an Order, or purged.  Quotes may be printed and/or sent to customers as a PDF attached to an email.  The entry and management of Quotes is provided by an new menu item, "Quotes Entry", found in the O/P Menu's Operations drop-down menu.


Quotes are entered in sets grouped either by Location, Sales Agent, Sales Agent for each Location, or for the company as a whole.  A property in the O/P Control Preferences determines how they are grouped; and a property associated to each O/P User Access rights determines if that user can view all Quotes for the company, or not. (Aug-24-2011)

Click to expand/collapseNew Feature to Attach Supporting Documents to Customers' Order Transactions

You may now attach a variety of different documents to Customer Order Transactions.  Up to 15 separate documents may be selected, and attached and viewed from the Order Entry and the Historic Orders Inquiry functions.  The different types of documents support  are as follows:



Bitmap ( *.BMP files)



ASCII Text  ( *.TXT files)

MS Word 2003 documents

MS Word 2007 documents

MS Excel 2003 documents

MS Excel 2007 documents

ASCII Text  ( *.txt files)



Click to expand/collapseOrder Entry and Billing Operations

The operational functions to enter customer orders, and the subsequent billing of orders once picked, have been enhanced to handle those Inventory items that have been defined with a Matrix Set.  When a Matrix Set Item is selected  to be entered for a customer's order, a Matrix Entry screen will be displayed utilizing a grid.   On this grid screen, Quantities and Unit Price information associated to applicable transactions may quickly be entered for sets of items having the same attribute variations. (ie. You may assign a value to be applied to a given row, column, or the entire matrix). When a non-zero Quantity is recorded, an associated Order Line Item Transaction(s) are automatically added.  When a Zero Quantity is record, the associated Order Line Item Transaction(s) are automatically deleted.  The displayed Matrix screen handles up to a 3-dimensional Matrix Set definition.  For those Matrix Sets with more than 1 dimension, you may choose to display different Attribute sets on any of the three possible dimension axis. (Mar-14-2011)

Click to expand/collapseO/P Files Rebuild for Matrix Inventory and 8 digit Invoice Numbers

A new program has been developed that will process all O/P records that contain Inventory Codes and Invoice numbers.  It reads all applicable data files, and rebuilds them as required.   (Mar-14-2011)


      Upgrade function


When the software with this enhancement is installed, the program UPGRADOP must be compiled, defined as a User Function, and executed.

Click to expand/collapseSupport for Matrix Set Inventory Items

The Customer Order Processing system has been enhanced to provide support for the Inventory Systems' implementation of Matrix Set defined Inventory Items.  These are items that have variations in color or size, for example clothing.  Some features of the implementation of Matrix Inventory are as follows:


Variations of inventory items are defined by a Matrix Set.  A given Matrix set may be applied to more than one inventory item

For each Matrix Set, you may define up to 3 Dimensions.  In other words have three different kinds of variant attributes per item. For example blue jeans have a waist size, a inseam length and a style.  These each would be be called a Dimension.

For each Dimension you may define up to 35 attributes.  For blue jeans you might have 10 different waist sizes, and these are Attributes.

The Inventory Item and it's Matrix set variations are defined using a 23 character Inventory Item Code.  Each Dimension of the Item Code is made up of up to 3 characters.  So for example you might have an item that has 3 dimensions and they would be coded as    JEANS:32W:29I:RLX for blue jeans with a 32 inch waist, 29 inch inseam, relax fit.

When an Inventory Item defined with a Matrix Set is selected by the Order Entry function, a matrix grid display screen is presented, on which the different variants of the item may be presented in alternative display options.  Quantities to be ordered, to be shipped, of the unit prices may be edited directly on the matrix.


All Inquiry functions and reporting functions available to the Order Processing system have been revised accordingly.   (Mar-14-2011)

Click to expand/collapse8 Digit Invoice Numbers

The Customer Order Processing system has been enhanced to provide 8 digit Invoice Numbers, (up from 6 digits).   All Inquiry functions and reporting functions available to the Order Processing system have been revised accordingly.   (Mar-14-2011)

    For 2010

Click to expand/collapseOrder Entry - Line Items Entry

In the Order Entry function, when dealing with the order's Line Items, new functions have been introduced.  These include the ability to "Copy" and/or "Paste" individual line items. (Aug-10-2010)

    For 2009

Click to expand/collapseO/P Inventory Profit Analysis Inquiry/Report

The option to export data to spreadsheet has been enhanced.  There are up to 3 different types of data that may be output to an Excel spreadsheet.  Each type will now be output to it's own worksheet within the Excel workbook.  (Dec-16-2009)

Click to expand/collapseFunctions Exporting to Excel Spreadsheets

For those functions that export data to Excel spreadsheets, the following enhancements have been made:


When titles are output, they will be formatted as bold in 14-point

When legends are output, they will be formatted as bold in 12-point

When headers are output, they will be formatted as bold and italic

Dollar amount data column will be formatted for "Currency", (where $ signs will be displayed with 2 decimal places)


The following applications have been revised accordingly, where applicable (Dec-16-2009) :


Price Codes Maintenance – Prices Export

Price List Report – With output to Spreadsheet

O/P Inventory Period Profit Analysis – Export functions

Click to expand/collapseCommitted Items Report

The Committed Items report has been enhanced to offer analysis by Customer, Inventory Items, Inventory by Customer and Customer by Inventory.  As well, Items or Customer may be grouped by a number of applicable codes.  Either a Summary or a Detail report, listing each order, may be printed. (Aug-19-2009)

Click to expand/collapsePrice Codes Maintenance

The grid screen used to display the Price Codes has been enhanced.  There now is the option to have ALL price codes displayed, (as was previously the case), or to have only those for a selected Price Code Type displayed.  A drop-down list offers the operator the opportunity to choose which Price Code type is to be displayed. (Aug-12-2009)

Click to expand/collapseInventory Profit Analysis Inquiry/Report

A new analysis has been introduced to the Order Processing system.  Totals of invoiced inventory are accumulated from the Invoice Line Item history file for a range of operator selected periods.  Periods are defined as calendar years, calendar months, G/L Fiscal Years or Fiscal Periods.  The function analyzes sales to attempt to compute the profit earned from each Inventory Item along with an estimate of what discounts, on the average, had been given, relative to a Base Price for the item.  Totals are tallied by Inventory Items, Product Categories, and Suppliers.


Information is presented to the screen in grid format, and may be output as a report, or exported to a spreadsheet.  For any given item displayed in the grid, a drill-down function is offered that when evoked displays a screen showing Period Comparatives with Trend percentages. (Aug-05-2009)

Click to expand/collapse12 Period Sales Analysis Report

When a range of inventory items was selected,  figures were not being correctly compiled.  The problem has been fixed. (July-31-2009)

Click to expand/collapseCustomer Bill-To Codes Maintenance

When editing the address fields, they were not being applied to the record.  The problem has been fixed. (Jun-11-2009)

Click to expand/collapseOrder Inquiry and Invoice History Inquiry functions

When inquiring to an Active Order, or an Historic Invoice, a screen was displayed with a number of enclosed tabbed sub-screens.  When selecting different tabs, sometimes the information within the sub-screens would not always be displayed.  This was determined to be a problem in the Windows operating system as used by the AcuGT runtime.  These applications have been re-worked so that the display of the  tabbed sub-screens are now correctly displaying all available information. (Jun-04-2009)

Click to expand/collapseClear Credit Card Numbers

A new function has been introduced to the O/P system.  Under the menu's File drop-down menu, Clear All Credit Card Numbers may be invoked to have all occurrences of credit card numbers cleared.  That is, in those data records where a credit card number is stored,  the number 1111-1111-1111-1111 will be assigned to the card number.  A cutoff date may be entered as a filter to limit the records that have the numbers cleared for those files were dates would be applicable.  This function should be executed on a regular basis to ensure that historic Invoice and Order records have their credit card fields cleared.  Also, if data files are being used in a test environment, all data files should have the credit card fields cleared. (Jun-03-2009)

Click to expand/collapseO/P Files Rebuild for Encryption

A new program has been developed that will process all O/P records that contain Credit Card numbers.  It reads the active and Historic Order files, and the Invoice History file and encrypts any Credit Card and Debit Card Numbers that have been previously stored.   (Jun-03-2009)


      Upgrade function


When the software with this enhancement is installed, the program UPGRADOP_ENCRYPT must be compiled, defined as a User Function, and executed.

Click to expand/collapse O/P Interface to Accounts Receivable

When prepaid O/P Invoices are posted to Accounts Receivable as Sales Transactions, if paid with Credit Cards or Debit Cards, the Credit/Debit Card numbers are passed as xxxxxxxxxxxx9999, where 9999 is the last 4 digits.  The Credit/Debit Card # as stored in the Sales Transaction is not encrypted. (Jun-03-2009)

Click to expand/collapseOrder Entry Functions

The Order Entry function has been revised so that when Credit Card and Debit Cards Number are displayed, or printed, the first 12 digits are now masked.  Only the last 4 digits are shown.  When the Credit Card numbers are displayed to be edited, all digits are displayed. . (Jun-03-2009)

Click to expand/collapseOrder Entry, User Order Interface Functions

The Credit Card and Debit Cards Number found in the the Order Header records are now fields that are encrypted.  The encryption is considered a "strong" encryption based on a Vigenere Cipher algorithm using multiple dynamically built conversion tables.  Both the Order Entry operation and the User Order Interface operation programs have been revised accordingly. (Jun-03-2009)

Click to expand/collapseInvoice Printing

The Invoice Generation and Printing function has been revised.  Prepaid Orders and Invoices will be assigned the date that is entered as the Invoice Date when their invoices are printed.  Previously, the Order Date was used as the Invoice date.   This action is meant to ensure that Invoices are dated when they are printed, rather than when the Prepaid transaction occurred. (April-15-2009)


    For 2008

Click to expand/collapseOn-Line Help

The Customer Order Processing system now has On-Line Help.  You can access these help files from the application's screens or menu bars. (Aug-01-2008)