CITADEL BUSINESS SYSTEM DOCUMENTATION · BRANCH DEFINED GL INTERFACE ACCOUNTS DD ... This should be the physical address of the head office ... Currencies are set up using currency

CITADEL BUSINESS SYSTEM DOCUMENTATION

SYSTEM IMPLEMENTATION

- BASE MASTER FILES

Training Reference Notes

TABLE OF CONTENTS

GST CODE MAINTENANCE (AUSTRALIA) DD.GSTCODEMAINT 1 COMPANY MAINTENANCE DD.COMAINT 2 COMPANY PARAMETER MAINTENANCE DD.COPARAMAINT 8 GREATER AREA CODE MAINTENANCE DD.GAREAMAINT 17 SUBURB/LOCALITY MAINTENANCE DD.SUBURBMAINT 18 REGION MAINTENANCE DD.REGIONMAINT 20 BRANCH MAINTENANCE DD.BRANCHMAINT 21 BRANCH SECURITY MAINT. - USER RESTRICTIONS DD.SECBNOMAINT 26 TERRITORY MAINTENANCE DD.TERRMAINT 27 REPRESENTATIVE MAINTENANCE DD.REPMAINT 28 OPERATOR MAINTENANCE DD.OPMAINT 29 CURRENCY CODE MAINTENANCE DD.BFILEMAINT 31 EXCHANGE RATE MAINTENANCE DD.EXRATEMAINT 32 BANK ACCOUNT MAINTENANCE DD.BANKMAINT 34 MULTIPLE PERIOD DEFINITION DD.GLPDEF 36 GENERAL LEDGER CODE DD.GLDEFNMAINT 38 GL FINANCIAL REPORT LAYOUT MAINTENANCE DD.GLFINMAINT 41 GENERAL LEDGER DEPARTMENT MAINTENANCE DD.GLDEPTMAINT 43 GL ACCOUNT MAINTENANCE DD.GLACCTMAINT 44 GENERAL LEDGER SUFFIX CODE MAINTENANCE DD.GLSUFMAINT 46 COMPANY DEFINED GL INTERFACE ACCOUNTS DD.GLCOCTLMAINT 47 DD.GLCOCTLMAINT2 47 BRANCH DEFINED GL INTERFACE ACCOUNTS DD.GLBRCTLMAINT 52 GL INTER-COMPANY CROSS REFERENCE MAINT DD.GLINTERCOASS 59 DEFINE LOCKED ACCOUNTS DD.GLLOCKMAINT 60 GENERAL LEDGER COST TYPE CODES MAINTENANCE DD.GLCCTYPEMAINT 61 CONTRACT/PRODUCT ANALYSIS KEY COST TYPE MAINTENANCE DD.GLCPACOSTMAINT 62 DELIVERY METHODS DD.DELIVMAINT 63 CREDIT REASON CODES DD.CREASONMAINT 64 STOCK ADJUSTMENT REASONS DD.SAREASONMAINT 65 SURCHARGE CODE SET-UPS DD.SCHGMAINT 67 TERMS OF PAYMENT - CREDITORS AND DEBTORS DD.TERMSMAINT 69 LOAN TYPES DD.LOANTYPEMAINT 71 STOCK TRANSACTION CODES DD.STCODEMAINT 72 ROYALTY CODES DD.ROYALTYMAINT 73 REBATE TYPE MAINTENANCE DD.REBATETYPEMAINT 74 BRANCH INVENTORY CATEGORY MAINTENANCE DD.BICMAINT 75 BRANCH INVENTORY TYPE MAINTENANCE DD.BITMAINT 76 BRANCH INVENTORY ACCOUNT MAINTENANCE DD.BRINVGLMAINT 77 PRICE BOOK TYPES DD.PBKMAINT 78 PRODUCT MARK-UP CODES DD.MARKUPMAINT 79 CARRIER MAINTENANCE DD.CARRIERMAINT 80 DELIVERY METHOD/CARRIER MAINTENANCE DD.DMCARRIERMAINT 82 SUPPLY BRANCH/TERRITORY/DELIVERY METHOD MAINT DD.BNOTERRMAINT 83 WARRANTY FEE MAINTENANCE DD.WARRFEEMAINT 84 CUSTOMER LEVY CODES DD.CUSTLEVYMAINT 85 COUNTRY MAINTENANCE DD.COUNTRYMAINT 86 CONTACT TYPES DD.CONTYPMAINT 87 REPAIR TYPE MAINTENANCE DD.REPAIRTYPEMAINT 88 ACCOUNTS RECEIVABLE AGEING BUCKET TABLE DD.ARBUCKETMAINT 89 CUSTOMER TYPES DD.CUSTYPEMAINT 90 CUSTOMER ANALYSIS KEYS DD.CUSTANALMAINT 91 ACCOUNTS RECEIVABLE TYPE CODE MAINTENANCE DD.ARTYPEMAINT 92 AR TYPE CODE MAINTENANCE DD.ARTYPEMAINT 93

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CUSTOMER TYPE/ OPERATOR OVERRIDE MAINTENANCE DD.CTOPMAINT 94 CUSTOMER TYPE/ OPERATOR OVERRIDE ENQUIRY DD.CTOPENQUIRY 141 SERIAL LEVEL DESCRIPTIONS DD.PRODSDMAINT 181 PRODUCT TYPES DD. PRODTYPEMAINT 182 PRODUCT CLASSIFICATIONS DD.PRODCLASSMAINT 184 PRODUCT ANALYSIS KEYS DD.PRODANALMAINT 185 PAKEY/CAKEY GL MATRIX FOR GL POSTINGS DD.AKEYGLMAINT 187 DISCOUNTS-MAX LEVELS BY PAKEY LEVEL DD.MAXDISCMAINT 188 TARIFF CODE MAINTENANCE DD.TARIFFMAINT 189 OEM CODE MAINTENANCE DD.OEMREFMAINT 190 DURABLE REFERENCE CODE MAINTENANCE DD.DURABREFMAINT 191 VENDOR TYPES DD.VENDTYPEMAINT 192 VENDOR STATUS CODE FILE DD.VENDSTATMAINT 193 CALL LOG EVENT CODE MAINTENANCE DD.CALLOGMAINT 194 ENTER BRANCH LEAD TIMES DD.BRLEADMAINT 195 INVENTORY PARAMETERS DD.INVPARAMAINT 196 MISCELLANEOUS CHARGE CODES DD.MISCHGMAINT 198 REPRESENTATIVE LIST DD.MF503 213 CUSTOMER ANALYSIS KEYS LIST DD.MF101 214 CUSTOMER ANAL KEY LIST TO LEVEL ONE ONLY DD.MF103 215 PRODUCT ANALYSIS KEY LIST DD.MF100 216 CUSTOMER/PRODUCT ANALYSIS KEY GL LIST DD.AKEYGLLIST 217 INITIAL SET-UPS AR INVOICE ENTRY DD.ARINITENTRY 218 INITIAL SET-UPS AR INVOICE PROOF LIST DD.ARINITLIST 220 INITIAL SET-UPS DD.INSTALLINIT 221 INITIAL TAKE-ON STOCK ADJUSTMENT QUANTITIES DD.STOCKINIT 223

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GST code maintenance (Australia) DD.GSTCODEMAINT Testing & Development Pty Ltd 09 OCT 00 11:09 DD.GSTCODEMAINT Kyocera 35 bertww DEV.DD 1072 GST code Rate % Description # DEVELOPMENT # COPYRIGHT(C) 1989-2000 Citadel Computer Systems V14.1a [FEDIT] <Enter GST code, or ? to display all GST codes>

The GST code maintenance process allows a file of GST codes and their percentages to be set up and maintained. Codes are put on products, misc. charge codes, service contracts etc to apply GST to sales made of the item. GST code: Enter the GST code required Rate: Enter the percentage rate required Description: Enter the GST code description required

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Company Maintenance DD.COMAINT DD.COMAINT Kyocera 38 bertww DEV.DD 1072 Company name XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX Address Postal address XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX A.C.N. XXXXXXXXXXXXXXX 99.99 A.B.N. XXXXXXXXXXXXXXX GST Code XX 999.99 % Telephone XXXXXXXXXXXXXXX Telex XXXXXXXXXXXX Fax XXXXXXXXXXXX Native currency code XXX Product discount levels 9 Product analysis levels 9 Product budget levels 9 Customer analysis levels 9 Asset analysis levels 9 Fiscal starting month 99 GL current period 999999 GL period last closed 999999 AR current period 999999 AR period last closed 999999 AP current period 999999 AP period last closed 999999 GL periods 99 Procure code X X XX Proposed next AR EOM date XXXXXXXX # DEVELOPMENT # COPYRIGHT(C) 1989-2000 Citadel Computer Systems V14.1a [FEDIT]

The company maintenance screen establishes the company's name and address and some of the parameters it wishes to operate under. These include the number of levels the company requires for product analysis (actual and budget), fixed asset analysis, and customer analysis. Other parameters are set in the company wide parameter setting process DD.COPARAMAINT. The open financial period is also specified for Accounts Receivable, Accounts Payable and general ledger. These are updated automatically at month end when the month end close processes are run. Company name: Enter the company's name in narrative form. This name will be referenced and used in many of the print processes like customers' invoices, statements, accounts payable, cheque payment, etc. if the company identity is required to be printed. The name should be entered in the manner that it is required to be printed in. It is normal that the companies’ full title is entered. Address: Enter the company's address. This should be the physical address of the head office of the company. Postal address: Enter the postal address of the company.


GST number/ACN number: Enter the company's GST number (New Zealand) or the ACN and ABN numbers (Australia). Which numbers are entered is governed by the company setting. The GST / ACN / ABN number can be printed on invoices, etc if required. GST % (New Zealand): Enter the GST rate. The rate entered is used in the customer sales invoicing process. This rate is applied to the value of the goods invoiced and added to the invoice amount. This only applies if the GST number rather than an ACN or ABN number have been entered. GST Code (Australia) Enter the GST code. The code entered is used as the default code (rate) throughout the system for all processes that create GST input and output values. Telephone: Enter the telephone number of the company. Telex: Enter the telex number of the company. Fax: Enter the fax number of the company. Native currency code: Enter the native currency code for the system. This field references the currency file. Currencies are set up using currency maintenance DD.CURRENCYMAINT. The currency that is entered is the currency that the system will operate under. The exchange rate for this currency will automatically be set as 1.000 (see exchange rate maintenance). Product discount levels: Enter the maximum number of levels the company is going to set discounts for. These levels refer to product levels. The maximum number the system handles is four. The number of levels set should not exceed the number of product analysis levels that are set for the system. It is also likely that the number of levels that are set is less than the number of levels used for product analysis purposes. Product analysis levels: Enter the number of levels the company is going to use for product analysis. The system maximum is four. The number of levels entered in product analysis level maintenance (DD.PRODANALMAINT) is governed by this figure. It is important that the number of levels specified is not changed after the product analysis keys have been established. If they are changed for some reason then the


analysis keys must be reset and sales analysis held under old codes converted. The conversion would need to be done by software programmers.


Product budget levels: Enter the number of levels the company is going to use for budget analysis. The system maximum is four. The analysis levels refer to the product analysis levels. The number of levels set should not exceed the number of product analysis levels set. A lesser number of levels may however be specified. This would often be the case as it is unlikely that budgets would be set to the level that actual sales were analysed. Once the number of levels is set it is important that it is not changed and especially so if budgets have been set. Customer analysis levels: Enter the number of levels the company is going to use for customer analysis. The system maximum is four. The number of levels entered in customer analysis level maintenance (DD.CUSTANALMAINT) is governed by this figure. The number of levels set should not be changed after it has been set unless maintenance is also done on the customer analysis level file and the various databases are set to reflect the change (customer master file, prospect master file and the sales history files). Conversion programs will be necessary to convert the data held. Asset analysis levels: Enter the number of levels that assets are to be analysed to. The maximum number of levels is four. The number of analysis levels set should not be changed after the fixed asset level file and the fixed asset files are established unless the database is also changed. Fiscal starting month: Enter the fiscal starting month. Each period takes the actual months number as its period number. e.g. January = 1 July = 7 The period nominated is used to determine when the end of year roll is to occur for functions like general ledger and fixed assets. The period number should not be changed once set. General ledger current period: This field displays the current period for the general ledger. The period should be nominated initially and will then be set automatically when the general ledger Month End process is run.


General ledger period last closed: This field shows the last period closed for the general ledger. This field should be set initially and will then be set automatically when the General Ledger Month End process is run. When set initially the period nominated should be the period prior to the current general ledger period set. Accounts receivable current period: This field shows the current period for Accounts Receivable. The period should be set initially but will then be set automatically when the process Accounts Receivable month end is run. Accounts receivable period last closed: This field shows the last period closed for Accounts Receivable. The period should be set initially but will then be set automatically when the process Accounts Receivable Month End is run. The initial period specified should be the period prior to the current Accounts Receivable period specified. Accounts payable current period: This field shows the current period for Accounts Payable. The period should be set initially but will then be set automatically when the Accounts Payable Month End process is run. The period set initially should be the same as the Accounts Receivable period that is set. Accounts payable period last closed: This field shows the last period closed for Accounts Payable. This field should be set initially but will then be set automatically when the Accounts Payable Month End process is run. The period set initially should be the period prior to the current period set and should be the same as the Accounts Receivable period last closed. General ledger periods: Enter the number of general ledger periods that the system is required to run per annum. This will normally be set as null. If set as null, the periods take the month number. For example October 2000 would be 200010. If set for a specific number of periods the number of periods is entered - i.e. 13. The period definitions should then be entered. The facility to do this is DD.GLPDEF (multiple period definition).


Procure code: Enter the code that branch procures are to be referenced by. On using this reference at order entry a buying screen will display and allow a buy-in item to be purchased and sold. It is suggested that a code like NS (non-stock) be used. This makes it easy for the users of the system to remember and gives a very firm identity to the part numbers on customer invoices making it very clear that the invoice lines were “buy-ins”. The reference entered should also be part of the reference entered in the program parameter for the program Procure Number Entry (DD.PRONUMENTRY) where the structure of the buy-in code is defined. Proposed next AR EOM date: The proposed next AR EOM date is used to determine the AR posting period if invoices dated in advance of the next close date are to post into the period in advance of the current AR period. Whether this function is used is determined by program parameter settings in DD.ORDERENTRY, DD.CONFIRM, and DD.OECREDIT. The date is updated as part of the AR EOM routine.


Company parameter maintenance DD.COPARAMAINT DD.COPARAMAINT1 Company (account) wide parameter settings Description Setting AR mthly ageing (or daily) Y/N X Sales history file periods (default 36) 999 Order numbers identical to quote numbers Y/N X Calculate sales tax on sell (or cost) Y/N X Computer faxing enabled Y/N X Serial register Y/N X Backorder processing Y/N X Allow negative stock Y/N X Credit check months (1-3) 9 Serial# processing Y/N X Bond processing Y/N X Foreign currency debtors Y/N X Shipment costing operational Y/N X SPARE X Meter billing allowed Y/N X Budget history file periods (default 36) 999 Print zero value invoice lines Y/N X # DEVELOPMENT # COPYRIGHT(C) 1989-2000 Citadel Computer Systems V14.1a [FEDIT] DD.COPARAMAINT2 Company (account) wide parameter settings Description Setting Point of Sale being used Y/N X Verify suburb/locality against file Y/N X Project Costing being used Y/N X Do you sell stock from another company's warehouse X Quantity breakpoint processing Y/N X Order source recording Y/N X Validate GL accounts a central file <Y/N> X Data account for central GL account (DD.GLACCOUNT) XXXXXXXXXXXXXXXXXXXXXXXXXX Set up escalations by Branch and Calltype Y/N X SPARE X Display waste quantity on BOM reports Y/N X Batch referencing being used Y/N X Calculate warranty fees payable/due Y/N X PM jobs by area (or territory) Y/N X Exchange rate variation amount 999999.99 Multiple orders on purchase order line Y/N X One-step receipting X # DEVELOPMENT # COPYRIGHT(C) 1989-2000 Citadel Computer Systems V14.1a [FEDIT]


DD.COPARAMAINT3 Company (account) wide parameter settings Description Setting Allow serial transfers Y/N X Use standard costing instead of average Y/N X Cust type/operator price override checking Y/N X Company price basis inclusive (or exclusive) X # DEVELOPMENT # COPYRIGHT(C) 1989-2000 Citadel Computer Systems V14.1a [FEDIT]

The company parameter maintenance process is used to enter company wide parameter settings to specify for the company the options that are to be used or made available. AR monthly ageing (or daily) Y/N: Accounts receivable can be aged using the traditional categories of current, 1 month, 2 month, 3 months etc. or be aged according to the number of days each invoice is overdue. The traditional approach ages debt according to the month in which the debt was incurred. The date on which the debt becomes due for payment is not considered for ageing purposes. As part of the month end processing all of the debt is aged by one month. i.e. the current amount is moved into the 1 month category, one month is moved to

two months and so on. The days overdue approach uses defined ageing “buckets” or periods and ages each invoice and credit according to the number of days that it is overdue the debt is then placed into the appropriate bucket. To use the days overdue approach the user must define 5 accounts receivable ageing “buckets” using the accounts receivable ageing “buckets” process (DD.ARBUCKETMAINT): - e.g. 0 days

1-7 days 8-14 days 15-30 days 30+ days.

These define the number of days the debt is overdue.


For each customer the trading terms must be defined using customer maintenance DD.CUSMAINT. The trading terms are defined using the fields: -

statement frequency - (W)eekly, (M)onthly or blank (if ageing from invoice date)

statement day - (for weekly statements only) 1 to 7 (where 1 = Sunday) credit days - number of days credit from statement date (if defined ) or from invoice date (if this is used). The entries to the 3 fields work together and a due date calculated for each invoice. Some examples of calculations of due dates are shown here: statement frequency

statement day

credit days

due date

W 2 (Monday) 7 all invoices for week 1 are due 7 days from Monday of week 2

Blank blank 7 all invoices are due 7 days from invoice date M blank 20 Invoices are done on the 20th day of month

following normal month end Sales history file periods (default = 36): This parameter sets the number of periods (usually months) for which sales and demand history figures are kept. Any number of periods can be entered. It is recommended that a minimum of 36 periods of history be kept. These history figures are sales related figures, not financial figures. Order numbers identical to quote numbers Y/N: This parameter defines if the quote number is to be carried through as the order number if quotes are converted to orders. Calculate sales tax on sell (or cost) Y/N: Sales tax can be calculated on cost price or selling price when invoicing. This parameter defines which value the tax is calculated on. In most organisations the sell value is used. If calculated on cost price, the cost price is taken from the invoice line at invoicing time, the sales tax calculated and added to the selling price: - e.g. If cost is $50 and sales tax (at 10% of cost) = $5 selling price $100 add sales tax at 10 % cost $5 selling price including sales tax $105


The alternative is to calculate sales tax on the selling price (before sales tax) and add it to the selling price: - selling price $100 add sales tax at 10% of selling price $10 $110 Sales tax is usually calculated on selling price. This parameter would only be set to N in special circumstances. Do not set to N in the Australian GST environment. Computer faxing enabled Y/N: Computer faxing can be used if approved third party fax software is installed. Programs and forms will need to be modified to interface with the fax software. Serial register Y/N: This parameter is used to indicate that a register of the serial numbers of generic stock is to be kept. Stock can be held under its generic code the serial numbers of each item kept in a register for reference purposes. Serial register maintenance (DD.SNOREGMAINT) is used to enter data to the register as stock items are received. In processes like invoicing and stock adjustments, the user is prompted for the serial numbers of stock items that are to be removed from the register. See also the note under “Serial # processing Y/N”. Backorder processing Y/N: This parameter is used to stop back orders being processed for all customers. If only specific customers are to disallow backorder processing this flag should be set to allow back orders for all customers and then specific customers should be flagged disallowing backorders using the backorders field on the customer master file. Allow negative stock Y/N: This parameter is used to indicate whether stock balances can be driven negative by the various processes that deplete stock, e.g. order processing or service call cost entry. If this is set to N stock must be on hand before it can be invoiced to customers. Credit check months (1-3): This parameter is used to enter the number of months (1 to 3) used for the over all credit check during the order entry process. If the debtor is over this limit, e.g. if the credit check months is set to 2 and the customer has unpaid amounts in the column for month 3, the user will be warned during the order entry process that the customers account exceeds the age control set. This setting applies to all customers. A credit limit can also be set for individual customers on the customer master file by making entries in the credit limit and ageing limit fields.


Serial # processing Y/N: This flag enables serial number tracking for any product. If this is set to Y, products that are flagged as serial numbered products can be assigned a serial number and so become unique products and must be sold as unique products. See also the note under “Serial register Y/N”. Bond processing Y/N: This is set to Y to allow bond processing which means that stock can be received and held without payments of duty. Branches must be flagged (DD.BRANCHMAINT) to signify they are a bonded warehouse. Foreign currency debtors Y/N: This parameter is used to specify whether debtors can be held in a foreign currency. If set to Y, debtors or customers can be flagged with a foreign currency. If this is set to Y users must ensure that exchange rates are set correctly through exchange rate maintenance DD.EXRATEMAINT. Shipment costing operational Y/N: The shipment costing module links purchasing to stock receipts so that incoming goods can be costed and receipted at their correct cost. It is more likely to be used for overseas purchases where receipt values are likely to differ from purchase order values. See the shipment costing manual for details. Meter billing allowed Y/N: This parameter is used to specify that service contracts are to be charged based on meter readings rather than on a fixed charge per month. Meter billing is a means of charging service contracts based on, for instance, the number of copies produced by a photocopier. Meter readings are recorded and entered to the contract file for the customer. The invoice amount is calculated as the difference between the current and previous meter readings. Note: There are two different concepts of meter billing - kit billing and copy billing.

Refer to the service management manual for more details.


Budget history file periods (default = 36): This parameter is used to enter the number of monthly budget periods that are to be retained for history. The default is 36 months. This sets the number of periods (usually months) for which budget history figures are kept. Any number of periods can be entered. It is recommended that a minimum of 36 periods of history be kept. These budget history figures are sales related figures, not financial figures. Sales budgets for the current year and next year do not form part of the number of periods specified here. Print zero value invoice lines Y/N: This applies only to invoice lines for service call charges. If this is set to N invoice lines with zero value will not print on an invoice. Where a service call is made under a contract such that labour is not charged for the service call, the labour expended can be recorded, with a zero value, for internal purposes, but the entry for labour will not appear on the invoice to the customer. Point of Sale being used Y/N: This parameter is used to indicate that the interface to a third party point of sale system is to be used. Program modifications are needed to interface to a third party point of sale system. Verify suburb/locality against file Y/N: This parameter is used to specify whether customer addresses and branch addresses are checked against a locality file to see if the suburb/locations are valid. A file from Australia Post showing Australian suburbs/locations, states and postcodes can be entered to the locality file or manual entries can be made. Program parameters for DD.CUSTNAENTRY and DD.BRNAENTRY should also be set regarding entry of states and postcodes. See the entry under DD.SUBURBMAINT for more details. Project costing being used: This parameter specifies if the project costing module is being used. If used additional facilities are available in processes like purchasing, stock transfers and accounts payable to reference projects. Do you sell stock from another company’s warehouse: This parameter is used to indicate that an interface to a third party inventory system is being used. Program modifications are needed to interface to the third party inventory system. Quantity break point processing: Order source recording: Specify whether the order source code, maintained in DD.ORDSRCMAINT, is to be captured during sales order entry.


Validate GL accounts with a control file: Specify whether general ledger accounts are to be validated in GL account maintenance against a central file. If the parameter is set to (Y)es then the data account for the central GL account file needs to be nominated. Data account for the central GL account: Enter the data account that the central GL account file is held in. This determines which GL account file is used for validation purposes (i.e. DD.GLACCOUNT). File pointers are created on update pointing to DD.GLACCOUNT in the central data account. Set up escalations by branch and call type: Specify whether service management will use escalation when processing calls.

Display waste quantity on BOM reports: Specify whether the Manufacturing module is to display waste quantity on the operation sheet, parts list enquiry and “what if” enquiry. Batch referencing being used: Specify whether batch referencing is to be used in Accounts Payable and general ledger journal processing. Calculate warranty fees payable/due: Specify whether product warranty fees are to be calculated during invoice and credit generation.

PM jobs by area (or territory): Specify whether an area or a territory is to be used for preventative maintenance during Service Management contract entry

Exchange rate variation amount: Define the exchange rate variation threshold to be used. Variations above the amount will automatically post to exchange rate variance general ledger account(s). Multiple orders on purchase order line: Specify whether multiple sales, service or RMA order lines can be held against a single purchase order line. One-step receipting: This is applicable if dynamic warehousing is used. When set to Y transfer, purchase order and shipment receipting will receipt quantities into a default bin location (DD.BRANCHMAINT) for each stock location (bypassing the putaway process). When line-by-line receipting is used the destination bin location can be entered for immediate receipt.

Allow serial transfers: When set to Y users are forced to enter serial number details during the transfer pick confirmation/send processes.

Use standard costing instead of average: To define if standard costing is used for postings to the general ledger instead of average costing (inventory). Printed on 3/29/2004 Training Notes v10.1 Page 14

Base Master Files

Cust type/operator price override checking: If control of price entry is required this parameter will enable operator based checking. When enabled the system prompts for operator codes and PINs to validate whether the operator has permission to enter or override prices based on the customer type. The customer type/operator relationship is set up using the customer related base file program DD.CTOPMAINT. Programs that will prompt for operator codes and PINs are: Customer contract price maintenance DD.CONTRACTMAINT Customer type contract price maintenance DD.CTCONTRACTMAINT Customer type mark up maintenance DD.CTMARKUPMAINT Customer type discount maintenance DD.CTYPEDISCMAINT Customer discount maintenance DD.CUSTDISCMAINT Customer mark up maintenance DD.CUSTMARKUPMAINT For detail on the purpose of these programs refer to the “Operational File – Set Ups and maintenance – Discount” training notes. Customer maintenance, DD.CUSMAINT, will not allow the customer type to be deleted or changed if the customer type/operator code matching is invalid. Company price basis inclusive (or exclusive) Pricing can be either tax inclusive or tax exclusive. Tax exclusive pricing implies that price files are held excluding tax. As orders are entered tax will be added to the order if appropriate. Tax inclusive pricing implies that price files are held inclusive of tax. Order values are shown as a tax inclusive figure unless the customer is flagged as being (E)xclusive in which case tax is stripped from the default price and shown separately. TAX EXCLUSIVE PRICING Prices are entered and held excluding tax and GST added to the order unless the order is exempt. Customers must have their pricing basis defined as Null. Prices are displayed in order entry excluding tax with the order total options showing tax as an additional figure (unless the order is tax exempt) e.g: Taxable Orders 1 unit @ $100.00 = $100.00 Order nett = $ 100.00 Tax $ 10.00 Order gross = $110.00 Exempt Orders 1 Unit @ $100.00 = $100.00 Order nett = $100.00 Tax $0.00 Order gross = $100.00


TAX INCLUSIVE PRICING Prices are entered and held including tax if the order is taxable. For tax exempt orders, tax is stripped from the default price. If price files are held inclusive of tax then each customer must have their pricing basis defined (DD.CUSTMAINT - (I)nclusive or (E)xclusive). Prices are displayed in order entry either including tax or excluding tax based on the customer. (I)nclusive customers Taxable orders 1 unit @ $100.00 = $100.00 (incl.) order nett ______ tax ______ order gross $100.00 exempt orders 1 unit @ $90.91 = $90.91 order nett ______ tax ______ order gross $90.91 (E)xclusive customers Taxable orders 1 unit @ 90.91 (excl) order nett 90.91 tax 9.09 order gross $100.00 exempt orders 1 unit @ 90.91 = 90.91 (excl) order nett 90.91 tax____ order gross $90.91


Greater area code maintenance DD.GAREAMAINT Testing & Development Pty Ltd 09 OCT 00 11:08 DD.BFILEMAINT Kyocera 35 bertww DEV.DD 1072 Reference type Greater area master Reference code Description Abbrev desc # DEVELOPMENT # COPYRIGHT(C) 1989-2000 Citadel Computer Systems V14.1a [FEDIT] <Enter greater area master code, or ? to display all codes> Reference code: Enter the greater area master code required Description: Enter the greater area master description required Abbrev desc: Enter an abbreviated description if required


Suburb/locality maintenance DD.SUBURBMAINT Citadel Service, Distribution & Financial systems 14 FEB 97 16:56 TCL Mail Kyocera 43 phillipj DD 4000 _______________________________________________________________________________ Suburb/Locality _____________________________________________ State ___ Postcode 999999 Country _____________________________________________ Territories ___ _____________________________________________ ___ _____________________________________________ ___ _____________________________________________ ** DEVELOPMENT ** COPYRIGHT (C) 1989 1997 Citadel Computer Systems V7.1a

DD.SUBURBMAINT is used to enter and maintain records for suburb/location, state and postcode that are held in the DD.SUBURB file. The records in DD.SUBURB are used in the entry and maintenance of addresses for customers, prospects and branches to validate entries for suburb/location, state and postcode. The list of Australian localities, including states and postcodes is in DD.SUBURB and this is updated regularly using a file obtained from Australia Post. Records manually added through DD.SUBURBMAINT, will not be overwritten by the updated file but changes made to existing records from the Australia Post file will be overwritten. To set the system to check the validity of suburbs/locations when these are entered or changed set the program parameter DD.COPARAMAINT “Verify suburb/locality against file Y/N” to Y. To specify whether the system allows entry or maintenance of states and postcodes during the entry of addresses set program parameters for DD.CUSTNAENTRY for customer and prospect entries and DD.BRNAENTRY for branch entries. The program parameters to be set are the same but must be set for each of the programs. The program parameters are: - a) “Prompt for state?” b) “Prompt for postcode?”


If these are set to N, states and postcodes cannot be keyed in during entry or maintenance of an address although they will be displayed on the screen if they are attached to a suburb/location record. Edit checks on suburb/location, states and postcodes: If the “Verify suburb/locality against file Y/N” parameter is set to Y in DD.COPARAMAINT, then, during the entry of a customer address, the system checks the suburb/location that is entered against the suburb file (DD.SUBURB) and displays an error message at the bottom of the screen if the name is not found. Where the name is not found, the user can accept the entry or change it. The suburb/location entered remains as part of the customer address but it does not update the DD.SUBURB file. When an existing suburb/location is found, the suburb/location and the corresponding state and postcode are displayed. If the “Verify suburb/locality against file Y/N” parameter is set to N, any entry is accepted and the state and postcode corresponding to the suburb/location, if any, are not displayed. Where either or both of the “Prompt for state?” or “Prompt for postcode?” parameters are set to N, these fields are by-passed. If the “Prompt for state?” and “Prompt for postcode?” parameters are set to Y for Yes then entries can be made to these fields or existing entries changed. Users may wish to set the parameters to check the suburb/localities and to by-pass the states and postcodes so as to reduce the number of keystrokes required. Suburb/locality: Enter the suburb. State: Enter the state the suburb is in. Postcode: Enter the postcode for the suburb. Country: Enter the country for the suburb/locality.


Region maintenance DD.REGIONMAINT Testing & Development Pty Ltd 03 MAY 01 13:52 Region maintenance Kyocera 23 bertww DEV.DD 1072 Region code NSW Description NEW SOUTH WALES Greater area 1 GREATER AREA AUST DEVELOPMENT COPYRIGHT(C) 1989-2001 Citadel Computer Systems V11.1a [FEDIT] (B)ypass (C)hange or (U)pdate :

The region maintenance screen allows for the establishment and maintenance of regions. Each branch or cost centre is linked to a region in order that a consolidation into regions can be done for sales analysis, etc. A greater area code can be specified for each region. Region code: Enter alpha or numeric region code or a "?" to display all regions. Description: Enter the description of the region. Greater area: Enter the greater area code or a "?" to display all greater areas.


Branch maintenance DD.BRANCHMAINT Testing & Development Pty Ltd 24 APR 01 11:00 Branch maintenance Kyocera 36 bertww DEV.DD 1072 Branch code MUD Branch name MUDGEE Telephone Branch address MAIN STREET Telex MAIN TOWN Fax MUDGEE NSW 2850 AUSTRALIA Short name Postal address Alternate Region NSW NEW SOUTH WALES GL interbranch account Default supply branch 001 SYDNEY Bonded Bond store# Retail N Qty on hand to POS N Parent branch 001 SYDNEY Bad stock branch N Mfg costing method A Average Dynamic warehouse branch N Default receipting bin Nat stock enq priority Non company stock N DEVELOPMENT COPYRIGHT(C) 1989-2001 Citadel Computer Systems V11.1a [FEDIT] Change screen (1) (2) (3) (S)ms or e(X)it :

The branch maintenance screen allows for the establishment and maintenance of branches and their detail. Detail includes a physical and a postal address along with telephone, telex and fax numbers. Other detail covers the branch type and how it operates. Branches are referenced in almost all system processes including order entry, purchasing, general ledger, manufacturing etc. Branch code: Enter the branch code or enter a "?" to display existing branches. Branch name: Enter the branch name. Branch address: Enter the physical location of the branch for delivery and dispatch of goods. Postal address: Enter the postal address of the branch. Telephone: Enter the telephone number of the branch. Telex: Enter the telex number of the branch.


Fax: Enter the fax number of the branch. Branch short name: Enter the short name of branch. This is used on as reports to save space. Region: Enter a region code or a "?" to display all regions. Entry of a region code will group the branch to a region that can then be used in sales analysis reporting. General ledger inter-branch account: Enter the general ledger code that is to receive any inter-branch transaction amounts. This account represents a loan account for the branch for transactions that it does that belong or get posted to another branch within the ledger. This function should only be used where each branch is to be a financial entity in itself. The function is switched via the function parameter switches. Default supply branch: Enter the branch that is to be the default supply branch for the branch being established or maintained. Inventory items that have not had their supply source specified will be supplied from this branch. Bonded: Specify if the branch is to be classified as a bonded warehouse. If set as a bonded warehouse and the appropriate program parameters are set stock can be receipted and held exempt of duty. Retail: Specify if the branch being established or maintained is a retail branch. By default the branch is a wholesale branch. If the branch is flagged as a retail branch the sales tax calculations at order entry invoicing are determined based on the price being charged being tax inclusive. Quantity on hand to POS: This is defined when the company is using a third party point of sale system (see the notes for the “Point of Sale being used Y/N” parameter for DD.COPARAMAINT) This parameter is used to indicate whether other branches using the point of sale (POS) system can enquire into quantities of stock on hand for this branch.

Parent branch: Enter the parent branch number. If a parent branch is specified then all general ledger transactions for the branch (the child) are posted to the parent. The subsidiary files for the child branch are not affected i.e. stock is held by the child but financially belongs to the parent.

Bad stock branch:


Dynamic warehouse branch: Specify if the branch is to be a dynamic bin location warehouse branch. If set to Y then stock will be stored by bin location in the branch with every movement of stock requiring the bin location to be entered. Manufacturing costing method: Specify the costing method the branch is to use in the manufacturing process. The normal method is “standard” where manufactured jobs are done at standard and cost variances measured against a standard BOM. National stock enquiry priority: Enter the priority that the branch is to take in the national stock enquiry process. This can range from NULL to 99. If branches are given like codes then they list in branch number order. Non company stock: This setting is used to indicate that the branch is part of another company’s warehouse. An interface to their inventory system is being used. Program modifications are needed to interface to third party inventory systems.


Testing & Development Pty Ltd 24 APR 01 11:05 Branch maintenance Kyocera 36 davide DEV.DD 1072 Branch MUD MUDGEE Screen2 Inventory branch Y Inventory category Inventory type Inventory GL account Inactive branch N Branch contact Transfer HotPick Formqueue Order PickPrint Formqueue Commercial Heading Online branch (Y/N) N Consignee code DEVELOPMENT COPYRIGHT(C) 1989-2001 Citadel Computer Systems V11.1a [FEDIT] <(Y)es or (N)o>

Inventory Branch: Branches can be flagged as inventory branches to stop non inventory branches being used in the service management cost record process (DD.SMCHGMAINT) and record part charge process (DD.SMCHGPARTS). Inventory categories / type: Branches can be flagged with their inventory category and type via reference to location category and location type reference files (DD.BICMAINT and DD.BITMAINT). The location category and type reference can be used to drive the “inventory” account posting to the general ledger. The inventory account must be defined in the reference file (DD.BRINVGLMAINT) and the program parameter in DD.GLDEFINE set for this to occur. Inactive branch: The branch to be flagged as inactive. This stops the branch being used in sales order entry etc. Branch contact: A branch contact name can be entered. Transfer hot pick form queue: Enter the transfer hot pick form queue. This allows the pick slip to be printed on the appropriate printer rather than the printer that the user is assigned to. Order pick print form queue: Enter the order pick print form queue. This allows the pick slip to be printed on the appropriate printer rather than the printer that the user is assigned to. Commercial heading: An alternative heading for the branch can be entered. It can be used for commercial invoices, etc.


Testing & Development Pty Ltd 02 JUL 01 16:11 Branch maintenance Kyocera 32 bertww DEV.DD 1072 SMS Paging Details. Email Addresses: [email protected] Mobile Phone numbers: 0411 98635 52472 DEVELOPMENT COPYRIGHT(C) 1989-2001 Citadel Computer Systems V11.1a [FEDIT] <Enter valid mobile phone numbers or rtn>

This screen is accessed using the (S)ms prompt. Email adresses: Enter e-mail addresses relevant to the branch service management SMS service Mobile Phone numbers: Enter mobile phone numbers relevant to the branch service management SMS service


Branch Security Maint. - user restrictions DD.SECBNOMAINT Citadel Service, Distribution & Financial systems 14 FEB 97 11:03 TCL Mail Kyocera 43 phillipj DD 4000 _______________________________________________________________________________ User id ____ Name ______________________________ Location ______________________________ Default branch ______ ______________________________ Valid branches ______ ______________________________ ______ ______________________________ ______ ______________________________ ______ ______________________________ ______ ______________________________ ______ ______________________________ ______ ______________________________ ______ ______________________________ ______ ______________________________ ______ ______________________________ ______ ______________________________ ______ ______________________________ ______ ______________________________ ** DEVELOPMENT ** COPYRIGHT (C) 1989 1997 Citadel Computer Systems V7.1a

The branch security facility is used to restrict access for users of the system to specified branches. Only branches nominated as valid branches for the user can have transactions processed if the user is logged on. The facility is also used to specify a default branch for the user. This avoids him having to key in the branch code whenever a branch code field is referenced when operating the system. User identification: Enter the user's identification that branch security is to be set up for. The user must exist on the security file. The user's name and address will display. Default branch: Enter the branch code that is to default whenever the user is accessing the branch code field when operating the system. Valid branches: Enter the valid branches for the user. The user will be restricted when operating the system to these branches. This means he/she will not be able to process a transaction for any branch other than the nominated branches.


Territory maintenance DD.TERRMAINT Additional reporting (other than branches) Citadel Service, Distribution & Financial systems 14 FEB 97 11:04 TCL Mail Kyocera 43 phillipj DD 4000 _______________________________________________________________________________ Territory code ____ Description ______________________________ Abbreviated desc ______ Branch ______ ______________________________ Postcodes ______ ______________________________ ______ ______________________________ ______ ______________________________ ______ ______________________________ ______ ______________________________ ______ ______________________________ ** DEVELOPMENT ** COPYRIGHT (C) 1989 1997 Citadel Computer Systems V7.1a

The territory maintenance function allows for the establishment and maintenance of territories. Customers can be assigned to territories. This allows sales analysis to be done by territory in addition to branch. It also permits the analysis of sales done by branches to territories outside their own area. Territory code: Enter a territory code or a "?" to display existing territories. Description: Enter the description of the territory or the territory name. Abbreviated description: Enter an abbreviated description of the territory. This can be used for reporting purposes to limit the space taken up by the territory name. Branch: Enter the branch code that the territory falls within. A "?" will display all branches. The branch must exist on the branch file. Postcodes: Enter the postcodes that are to apply to the territory.


Representative maintenance DD.REPMAINT Citadel Service, Distribution & Financial systems 26 FEB 97 12:01 TCL MAIL Kyocera 39 fiona DD 1023 Rep number ____ Name ____________________________________ Initials _________ Branch ______ _______________________________ ** DEVELOPMENT ** COPYRIGHT (C) 1989 1997 Citadel Computer Systems V7.1a

Representative maintenance is used to establish and maintain a file of representatives. It covers his/her number, name and the branch that he/she is to be attached to. The file is referenced by the customer database and in turn order entry. Sales Analysis can be done by representative. Sales budgets can be input at representative level with a check being made to this file at the time of input. Rep number: Enter the numeric representative code or a "?" to display all reps. Name: Enter the representatives’ name. Initials: Enter the representatives’ initials. Branch: Enter the representatives’ branch code.


Operator maintenance DD.OPMAINT Used for control & audit purposes Citadel Service, Distribution & Financial systems 26 FEB 97 12:02 TCL MAIL Kyocera 39 fiona DD 1023 Operator initials ___ Name ______________________________ Branch ______ ______________________________ New PIN required _ ** DEVELOPMENT ** COPYRIGHT (C) 1989 1997 Citadel Computer Systems V7.1a

The operator maintenance screen allows for the establishment and maintenance of operator codes. These codes can then be referenced at operating processes like order entry/invoicing, purchase order entry, transfer entry, etc allowing a level of security to be incorporated in the process. The actual level is determined by the settings of the program parameters in the various programs: - 0 = no operator id is required to be input 1 = input operation initials 2 = input operator initials and pin number Operator's initials: Enter the operator's initials or operator code. Name: Enter the operator's name. Branch: Enter the branch code that the operator belongs to. The branch code is used for narrative reference only. New PIN number required: Enter if a new PIN number is required. The default is (N)o which means that a PIN number can optionally be entered for the operator before update. If the (Y)es option is taken the operator must be given a PIN number before update.


Security level: Enter the operator’s security level. This is entered as 1 to 9. It used in processes like DD.GPCHECK to limit who can override minimum GP levels etc.


Currency code maintenance DD.BFILEMAINT Citadel Service, Distribution & Financial systems 14 FEB 97 15:57 Currency maintenance Mail Kyocera 43 phillipj DD 4000 _______________________________________________________________________________ Reference type Currencies Reference code AUD Description Australian dollar Abbrev desc AUD ** DEVELOPMENT ** COPYRIGHT (C) 1989 1997 Citadel Computer Systems V7.1a

The Currency Code Maintenance process is used to enter each of the currencies used by the company. The international currency symbols such as AUD, USD and NZD should be used for ease of reference: -

AUD Australian dollars AUST.$ NZD New Zealand dollars NZ $

Reference code: Enter the currency code. i.e. AUD. Description: Enter the description of the code. Abbreviated description: Enter the abbreviated description of the code.


Exchange rate maintenance DD.EXRATEMAINT Citadel Service, Distribution & Financial systems 14 FEB 97 16:15 TCL Mail Kyocera 43 phillipj DD 4000 _______________________________________________________________________________ Exchange rates were last maintained ________ _____ Type __ _______________________________ Code Rate Description ___ 99999.9999 __________________________________________________________ ___ 99999.9999 __________________________________________________________ ___ 99999.9999 __________________________________________________________ ___ 99999.9999 __________________________________________________________ ___ 99999.9999 __________________________________________________________ ___ 99999.9999 __________________________________________________________ ___ 99999.9999 __________________________________________________________ ___ 99999.9999 __________________________________________________________ ___ 99999.9999 __________________________________________________________ ___ 99999.9999 __________________________________________________________ ___ 99999.9999 __________________________________________________________ ___ 99999.9999 __________________________________________________________ ___ 99999.9999 __________________________________________________________ ** DEVELOPMENT ** COPYRIGHT (C) 1989 1997 Citadel Computer Systems V7.1a

The Exchange Rate Maintenance process is used to enter and maintain exchange rates for the currencies specified through currency code maintenance DD.CURRENCYMAINT. They should be continually maintained so that exchange rates are current and foreign currency transactions are shown at their correct value. Exchange rates are applied to foreign currency debtors and creditors to value transactions held in local currency. They are also used for costing purposes (shipment costing) for the valuation of purchase orders in local currency and to convert foreign currency transactions into local currency for general ledger postings. Changes in exchange rates cause realised and unrealised gains and losses to occur if transactions are held in the AR and AP transaction files at the time of the change. Exchange rates were last maintained: The date the exchange rates were last maintained is displayed for reference purposes. Type: Enter the exchange rate type to be maintained. The (A)ccounts rate refers to the rate used for financial purposes (accounts receivable, accounts payable and general ledger). The (P)urchasing rate refers to the rates used to value outstanding purchase orders in local currency. Code: The currency code is displayed.


Rate: Enter the rate that is to apply to the currency. Note: Local currency is shown as 1.00 and cannot be changed. Description: The description of the currency code is displayed for reference purposes.


Bank account maintenance DD.BANKMAINT Set up bank and GL code Citadel Service, Distribution & Financial systems 26 FEB 97 12:04 TCL MAIL Kyocera 39 fiona DD 1023 Bank account# __ Account name ______________________________ Branch name ______________________________ Acc number ______________________________ Currency ___ ______________________________ GL code ______________________ _______________________________________ Comment ______________________________ ** DEVELOPMENT ** COPYRIGHT (C) 1989 1997 Citadel Computer Systems V7.1a

The bank maintenance screen is used to establish the bank accounts for the system. Each bank account to be used is given a code and detail on its name, branch and account number. This detail relates to the branch of the bank and the account number assigned by the bank. In addition a general ledger code is assigned to the bank. The general ledger code specified receives all interface entries if the bank is referenced. References occur in the functions of: - • Accounts receivable cash receipts • Miscellaneous cash receipts • Accounts payable voucher entry (for manual cheque entry) • Manual cheque payments (AP) • Accounts payable cheque print • Bank adjustment entry Each bank account has its own bank reconciliation file. Bank account number: Enter the code number. A "?" will display all the codes. Account name: Enter the name of the bank account. Branch name: Enter the name of the branch of the bank account. This is the branch that the account is held at.


Account number: Enter the bank account number. This is the number assigned by the bank for the account. It is used for reference purposes only. General ledger code: Enter the general ledger account number that is to have the interface entries posted to it if this bank code is referenced. The interface entries will come from accounts receivable banking, accounts payable voucher entry for manual cheque entry, cheque print for computer drawn accounts payable cheques, miscellaneous cash receipts and bank account adjustment. The code is entered in the format specified in the ‘General Ledger Code Definition’ function. Comment: Enter narrative comment for the bank account.


Multiple period definition DD.GLPDEF Citadel Service, Distribution & Financial systems 14 FEB 97 11:11 TCL Mail Kyocera 43 phillipj DD 4000 _______________________________________________________________________________ Period# Description From To 999999 _______________ ________ ________ 999999 _______________ ________ ________ 999999 _______________ ________ ________ 999999 _______________ ________ ________ 999999 _______________ ________ ________ 999999 _______________ ________ ________ 999999 _______________ ________ ________ 999999 _______________ ________ ________ 999999 _______________ ________ ________ 999999 _______________ ________ ________ 999999 _______________ ________ ________ 999999 _______________ ________ ________ 999999 _______________ ________ ________ 999999 _______________ ________ ________ 999999 _______________ ________ ________ 999999 _______________ ________ ________ 999999 _______________ ________ ________ 999999 _______________ ________ ________ ** DEVELOPMENT ** COPYRIGHT (C) 1989 1997 Citadel Computer Systems V7.1a

The multiple period definition screen is used to define the financial periods if the system is to operate with used defined financial periods rather than calendar months. It is also used to define the periods for AR cash receipts postings if postings are made based on the cheque dates rather than the AP period. The number of periods that are required for each financial year is defined in the Company Maintenance facility. It is important that the periods entered and the number of periods specified agree. Periods should be entered well in advance of the period being used or the current date. Period: Enter the period number. This is entered in the format year period number e.g. 199001, which represents financial year 1990 first period. A space will delete the period line. Period numbers should be entered consecutively for each financial year. Any number of periods can be entered but the number entered must tie up to the number of periods specified on the Company Maintenance screen.


Definition: Enter the definition of the period code entered. This is entered in free form narrative e.g. P01FY1990 could be entered to describe the first period of financial year

1990. Start date: Enter the start date for the financial period. This is entered as dd.mm.yy Finish date: Enter the finish date for the financial period. This is entered as dd.mm.yy


General ledger code DD.GLDEFNMAINT Structure & definition Citadel Service, Distribution & Financial systems 26 FEB 97 12:06 TCL MAIL Kyocera 39 fiona DD 1023 GL code length = 99 characters From Length CA dictionary Alpha Mandatory Validation file Branch 99 11 ____________ _ _ _________________________ Dept 99 11 ____________ _ _ _________________________ Account 99 11 ____________ _ _ _________________________ Suffix 99 11 ____________ _ _ _________________________ ** DEVELOPMENT ** COPYRIGHT (C) 1989 1997 Citadel Computer Systems V7.1a

The ‘General Ledger Definition Maintenance’ screen is used to define the length and the structure of the chart of accounts code. The length nominated must tie up with the addition of the individual file lengths (branch + dept + account + suffix). If a component is not required a zero can be entered. Both branch and account are critical and should be entered. General ledger code length: Define the length of the general ledger code by entering the number of characters for the code. Length of branch indicator: Define the length of the branch code within the general ledger code. Dictionary file name: Define the general ledger Branch Dictionary. This must be defined as GLBRANCH. Alpha: Elect whether the branch code can contain alpha in addition to numeric characters. Mandatory: Select whether the branch code is a mandatory code. By definition the branch should be mandatory as customers are attached to branches and stock is held in branch locations. Validation file: Enter the validation file name. This is DD.BRANCH.


Length of department indicator: Define the length of the department code within the general ledger code. Dictionary file name: Define the general ledger dictionary name. This must be defined as GLDEPT. Alpha: Select whether the dept code can contain alpha in addition to numeric characters. Mandatory: Select whether the department code is mandatory. Validation file: Enter the validation file name. This is DD.DEPT. Length of account indicator: Define the length of the account code within the general ledger account code. Dictionary file name: Define the general ledger Dictionary Name. This must be defined as GLACCOUNT. Alpha: Select whether the account code can contain alpha in addition to numeric characters. Mandatory: Select whether the account code is a mandatory code. By definition the account should be mandatory. Validation file: Enter the validation file name. This is DD.ACCOUNT Length of suffix indicator: Define the length of the suffix code within the general ledger code. Dictionary file name: Define the suffix dictionary name. This must be defined as GLSUFFIX Alpha: Select whether the suffix code can contain alpha in addition to numeric characters. Mandatory: Select whether the suffix code is a mandatory code. Validation file: Enter the validation file name. This is DD.SUFFIX.


Trailing characters for central GL accounts: This option is applicable only for companies operating with central and divisional chart of accounts. Enter the trailing characters that determine the central GL account. This must be entered on both the central and divisional general ledger code definitions. This will distinguish between a central GL account and a sub account that exists within a division.. GL account validation length: This option is applicable only for companies operating with central and divisional chart of accounts. It will be accessed if the company parameter to validate against a central file is set to “Yes” (as it will be for divisional companies). Enter the length of the base GL account. The sum of the GL account validation length and the umber of trailing characters must be equal the GL account length specified.


GL financial report layout maintenance DD.GLFINMAINT Citadel Service, Distribution & Financial systems 14 FEB 97 16:01 TCL Mail Kyocera 43 phillipj DD 4000 _______________________________________________________________________________ (P)rofit & loss or (B)alance sheet _ _____________ Sign Print Add to totals Line space Ln# Description rev tot# 1-2-3-4-5-6-7-8 before ____ ______________________________ _ 9 _ _ _ _ _ _ _ _ 99 ____ ______________________________ _ 9 _ _ _ _ _ _ _ _ 99 ____ ______________________________ _ 9 _ _ _ _ _ _ _ _ 99 ____ ______________________________ _ 9 _ _ _ _ _ _ _ _ 99 ____ ______________________________ _ 9 _ _ _ _ _ _ _ _ 99 ____ ______________________________ _ 9 _ _ _ _ _ _ _ _ 99 ____ ______________________________ _ 9 _ _ _ _ _ _ _ _ 99 ____ ______________________________ _ 9 _ _ _ _ _ _ _ _ 99 ____ ______________________________ _ 9 _ _ _ _ _ _ _ _ 99 ____ ______________________________ _ 9 _ _ _ _ _ _ _ _ 99 ____ ______________________________ _ 9 _ _ _ _ _ _ _ _ 99 ____ ______________________________ _ 9 _ _ _ _ _ _ _ _ 99 ____ ______________________________ _ 9 _ _ _ _ _ _ _ _ 99 ____ ______________________________ _ 9 _ _ _ _ _ _ _ _ 99 ____ ______________________________ _ 9 _ _ _ _ _ _ _ _ 99 ** DEVELOPMENT ** COPYRIGHT (C) 1989 1997 Citadel Computer Systems V7.1a The GL Financial Report Layout process, is used to define the format of financial reports by specifying, (for each report line), the headings to be used. Whether amounts appear as positive or negative, where underlines and blank lines appear, where line values are to be added to totals, where totals are to be printed and which line is to be used for the calculation of percentage to sales figures. A “base” financial report must be set up so that each general ledger account can be referenced to a “base” report line. See the general ledger manual for more information on reporting. (P)rofit & loss or (B)alance sheet: Specify whether the profit and loss report or the balance sheet report is being established. Line #: The line number defaults based on the last line number entered plus the number of lines to skip that is defined in the program parameters. This allows spaces for future lines to be added without the whole report being changed. A space will allow exit from the process. The line-number that defaults may be overridden. Description: Enter the description of the ‘line’ as it is to appear on the financial report i.e. 5 Revenue 10 Sales 15 Commission income.


Sign reversal: Specify if the value on the report is to have its sign changed. Values are taken from the CA (chart of accounts) file so accounts like sales will go on the report as a credit value unless their sign is changed. Print total #: Specify which column is to total. Add to totals 1-2-3-4-5-6-7-8: Specify which columns are to include the values of the accounts attached to the report line. Line space before: Specify how many lines are to be missed on the report before the line being defined is to print.


General ledger department maintenance DD.GLDEPTMAINT GL department maintenance Citadel Service, Distribution & Financial systems 26 FEB 97 12:09 TCL MAIL Kyocera 39 fiona DD 1023 GL department ___ Description ______________________________ Short description ______ ** DEVELOPMENT ** COPYRIGHT (C) 1989 1997 Citadel Computer Systems V7.1a

The General Ledger Department Maintenance screen is used to establish and maintain the database of departments. The length of the department code must be the same as that defined in general ledger code definition maintenance. Departments are used to further subdivide branches. If departments are being used, each product level analysis must be given a department code in order sales and cost of sales general ledger entries can be split, (the branch is nominated via the customer). Expenses etc. are coded to the branch/department through accounts payable voucher entry or via general journal entry. General ledger department code: Enter the General Ledger Department code. This should comply with the General Ledger Account Definition: - i.e. the length of the code and whether it can contain alpha characters as well as

numeric characters. Department description: Enter the description of the department code. Abbreviated description: Enter an abbreviated description for the department code.


GL account maintenance DD.GLACCTMAINT Testing & Development Pty Ltd 23 MAY 01 10:13 GL account maintenance Kyocera 32 bertww DEV.DD 1072 Account number 1301 Description SUNDRY DEBTORS Abbreviation (P)&L or (B)alance Sheet B Type A Asset Balance sheet reference 20 sundry debtors Prepayment account Y/N N ACCOUNT GROUP ACCOUNT EXPENSE DEVELOPMENT COPYRIGHT(C) 1989-2001 Citadel Computer Systems V11.1a [FEDIT] (B)ypass (C)hange or (U)pdate :

The General Ledger Account Maintenance screen is used for the establishment and maintenance of general ledger accounts. It consists of an account number and its description. In addition each account must be referenced to either the balance sheet or the profit and loss. The line number of either the balance sheet or profit and loss into which the account must add must also be entered. This ensures all accounts are taken into the base financial reports. At year-end balances in the profit and loss accounts are posted to the profit and loss appropriation account as part of the GL EOM roll. Account number: Enter an account code. Searches can be performed to select existing codes. If the account code entered does not exist, then the description field will be blank, and you will need to enter the rest of the details. If the account code entered exists on file, the details will be displayed and you will be given options to: - (C)hange - change details of the account (D)elete - allows deletion of the account (Note that if there are existing transactions for the account, the account cannot be deleted.) <RETURN> - to enter another account code. Description: Enter the description of code. Abbreviated description: Enter an abbreviated description for the code.


P&L or B/S: Enter either a P or a B depending on whether the account is a profit and loss account or a balance sheet account. Type: Enter the type of account. General Ledger accounts can be defined as either: (R)evenue or (E)xpense (profit and loss) (A)sset or (L)iability (balance sheet) These definitions are used in conjunction with Citadel CORVU reporting. Profit & loss/balance sheet reference: Enter the line number the account is to be printed on in either the base P&L report or the base B/S report. Prepayment account Y/N: Enter “Y” if the account is a prepayment account. Prepayment accounts are accounts that hold payment detail until the appropriate period for the payment to be expensed ie. Insurance prepaid. When “prepayment” accounts are nominated in the accounts payable voucher entry process the operator is prompted for the periods and accounts that the entry is to be cleared in. The prepayment release process is used to transfer the amounts held in the prepayment file when the appropriate period is reached.


General ledger suffix code maintenance DD.GLSUFMAINT Citadel Service, Distribution & Financial systems 14 FEB 97 16:09 TCL Mail Kyocera 43 phillipj DD 4000 _______________________________________________________________________________ Suffix number ___ Description _________________________ ** DEVELOPMENT ** COPYRIGHT (C) 1989 1997 Citadel Computer Systems V7.1a

The General Ledger Suffix Code Maintenance process is used to enter and maintain suffix codes and descriptions. These must agree with the definition specified in the General Ledger Code Definition (DD.GLDEFNMAINT). These codes can optionally form part of the Chart of Accounts codes. The suffix codes allow each general ledger code to be further defined but also add another level of complexity and the user should carefully consider whether enough detail can be recorded without use of the suffix. Suffix number: Enter the suffix code. Description: Enter the description of the suffix code.


Company defined GL interface accounts DD.GLCOCTLMAINT Testing & Development Pty Ltd 02 JUL 01 16:28 Company defined GL interface accou Kyocera 32 bertww DEV.DD 1072 Company general ledger account controls Sales tax AR 001A2307 SYD*DEPARTMENT A*Wholesale sales Unpaid PO receipts 001A2401 SYD*DEPARTMENT A*PURCHASE ORDERS Unit cost change 001A2352 SYD*DEPARTMENT A*AVE COST CHANGE Accounts payable 001A2409 SYD*DEPARTMENT A*ACCOUNTS PAYABL P&L appropriation 001A2760 SYD*DEPARTMENT A*CURRENT YEAR PR Asset clearing 001A1692 SYD*DEPARTMENT A*ASSET CLEARING* Asset reval reserve 001A2450 SYD*DEPARTMENT A*REVALUATION RES Capital profits 001A4139 SYD*DEPARTMENT A*CAPITAL PROFITS Shipment creditors 001A2501 SYD*DEPARTMENT A*SHIPMENT CREDIT Unrealised exchange 001A4155 SYD*DEPARTMENT A*UNREALISED EXCH Realised exchange 001A4156 SYD*DEPARTMENT A*REALISED EXCHAN Customs clearing 001A2216 SYD*DEPARTMENT A*CUSTOMS CLEARIN Discount taken 001A4146 SYD*DEPARTMENT A*DISCOUNTS TAKEN Sales tax AP 001A1305 SYD*DEPARTMENT A*GST (PAID TO SU FC rounding 001A1512 SYD*DEPARTMENT A*ROUND* Vendor returns 001A1307 SYD*DEPARTMENT A*VENDOR RETURNS* Foreign curr conv. 001A1002 SYD*DEPARTMENT A*FC CONV* Sales tax 001A1997 SYD*DEPARTMENT A*7.5CONSTC* DEVELOPMENT COPYRIGHT(C) 1989-2001 Citadel Computer Systems V11.1a [FEDIT] (C)hange (D)elete (U)pdate or (B)ypass or (N)ext screen :

DD.GLCOCTLMAINT2 Testing & Development Pty Ltd 02 JUL 01 16:31 Company defined GL interface accou Kyocera 32 bertww DEV.DD 1072 Company general ledger account controls Screen #2 Provn for rebate 001A2270 SYD*DEPARTMENT A*PROVREB* Std cost variance 001A4711 SYD*DEPARTMENT A*STD COST VARIAN Accrued warranty 001A2213 SYD*DEPARTMENT A*COMPUTER ACCRUA Exchange rate variance 001A4157 SYD*DEPARTMENT A*EXCH VAR* Clawback suspense 001A1402 SYD*DEPARTMENT A*c/backsusu* Sales Tax Clawback 001A1403 SYD*DEPARTMENT A*s/tax c/ba* Unpaid PRO receipts 001A2400 SYD*DEPARTMENT A*UNPPROC* GST Output Tax (Sales) 001A2306 SYD*DEPARTMENT A*AUST GST* GST Input Tax (Purch) 001A1306 SYD*DEPARTMENT A*GST INPUT (CUST GST Consol invoice susp 001A1308 SYD*DEPARTMENT A*GST SUS* DEVELOPMENT COPYRIGHT(C) 1989-2001 Citadel Computer Systems V11.1a [FEDIT] (C)hange (P)revious screen :

The company general ledger account code maintenance screen is used to establish which general ledger accounts interface entries are to be put to. This is for interface entries that relate to the company as a whole as opposed to branch related accounts. Examples are tax, trade creditors, asset clearing, etc.


The account code should be entered in the format specified in the general ledger code definition facility.

General ledger account number: Enter the general ledger account number that the interface entry is to be put to. The format is as defined in the general ledger code definition function. Sales Tax AR: This account represents amounts charged to customers for tax through the sales invoicing process. This account represents tax collected for the government and should be represented as a liability account in the balance sheet. Unpaid purchase order receipts: This account represents the liability arising from the receipt of goods and services in the purchase order receipt process and procure entry. The liability built up in this account is decreased as the receipt liability is acknowledged in the accounts payable voucher entry process. The account nominated forms the control account for the unpaid purchase order receipt report and the unpaid procure report. Unit cost change: If the average cost of inventory is changed in the manual average cost change process then the gain or loss resulting from the change is reflected in this account. Accounts payable: This account represents the value of vendor invoices held in the system awaiting payment. The liability is accrued through input of vendor invoices in the accounts payable voucher entry process. The liability is automatically decreased when cheque payments are made to vendors in the accounts payable cheque processes. P & L appropriation: The P & L appropriation account represents prior financial years’ profits/losses of the organisation. A posting to this account is generated in the general ledger month end roll at each financial year end. This posting also clears the revenue and expense accounts in order they start with zero balances at the start of each year. Asset clearing: The asset clearing account is used as the offset account when fixed assets are either added to the system or disposed of. The account is cleared through payment for the assets or on receipt of the proceeds for the sale of assets. These entries are coded to this account in the accounts payable voucher entry process and miscellaneous cash receipts process. Asset revaluation reserve: If assets are revalued automatic entries are created to a revaluation account nominated on the asset record plus the asset revaluation reserve account. This account represents the reserve account.


Capital profits: Profits generated on the sale of assets that represent a recovery above the cost of the asset are classified as capital profits. This account receives the postings for all capital profits generated from the sale of assets. These are calculated automatically in the fixed asset disposal process. Shipment creditors: This account represents part of the liability arising from the receipt of goods in the process shipment receipting. The liability reflects only the supplier's liability (the balance of the shipment receipt liability is held in the shipment cost type accounts). The liability is decreased as the vendor are paid. This is done through the accounts payable process. Shipment receipts are cleared and values posted to the shipment creditors account. Note: Shipment receipts do not appear on the unpaid purchase order receipt

report. The liability is held on the shipment summary file which should be balanced to the shipment creditors general ledger account.

Unrealised exchange gains and losses: Unrealised exchange gains/losses arise when amounts are held on customer/debtors accounts and vendor accounts in foreign currency and the exchange rates are changed. These are transferred to the realised exchange gains/losses account as the balance owing is paid by the debtor or paid to the creditor. Realised exchange gains and losses: Realised exchange gains/losses occur as amounts are transferred from the unrealised gains/losses account when customers held in foreign currency pay their account and an unrealised gain/loss is held or payments are made to vendors and an unrealised gain/loss is held. In addition if amounts are held in foreign currency bank accounts and the exchange rate is changed, a realised gain/loss entry is generated. Customs clearing: Discount taken: The settlement discount taken account records the settlement discounts taken in the accounts payable cheque run process. It is an expense recovery and should be classified as a profit and loss account. Tax elements of discounts taken are recognised in the general ledger posting entries. The net amount of the discount is posted to the discount taken account and the tax element to the tax (GST) suppliers’ payments account. (refer tax (GST) supplier payments.) The discounts are calculated based on the settlement discount percentage specified on the vendor master file.


Sales tax AP: The wholesale sales tax on supplier payments account records the wholesale sales tax element of settlement discounts taken in the cheque run process. This is calculated based on the wholesale sales tax percentage held on the company master file and the discount amount as calculated in the cheque run process. The account specified is likely to be the account that is used when coding the wholesale sales tax element of vouchers entered in the accounts payable process. Foreign currency rounding: The foreign currency rounding account is used to record small rounding errors caused by exchange rate changes done and applied to foreign currency transactions held. These are only to round the transactions to the cent so values posted are minor. Vendor returns: The vendor returns account represents the asset for the return of product to a vendor through the vendor returns facility and in particular the vendor returns entry process (DD.VENDORRETURN). This facility allows a return of product to be made to a vendor without reference to a purchase order or shipment file. An independent return file is created for each return made in order that remuneration detail can be matched to the items returned. Values held are at the average cost of the items at the time of the return. Foreign currency conversion: The foreign currency conversion account is referenced and receives posting entries if foreign currency vendor invoices are paid from a local currency bank account. This can only occur in the manual cheque payment process (DD.MANCHQPAY). A debit and a credit posting is made to the base CA file (which contra), a debit posting in the local currency CA file (foreign currency exchange rate) and a credit posting in the foreign currency CA file (foreign currency). These entries are needed to enable double entry postings to be done in the respective currency CA files when two different currency files are referenced for one transaction. See accounts payable - manual cheque payments. Sales tax: The sales tax account is used to record the liability generated in the card net process (NZ only). Provision for rebate: The provision for rebates account is used to accrue rebates owing to customers based on sales made to them – see customer rebates. Standard cost variance: The standard cost variance account is used for variances between the standard cost and the receipt cost (purchase order receipting) if the p.p. is set in DD.POREC to receipt at standard.


Accrued warranty: The accrued warranty fees account is used to accrue warranty fees that are to be paid to a 3rd party (vendor) – see warranty fees. Warranty fees are payable on sales made of specified products. Exchange rate variance: Used when exchange variations are charged to customers (the difference between the exchange rate when the order was taken and when it was invoiced). Clawback suspense: Used when a charge is put on a call that is tax exempt and tax is stripped from the price (held inclusive of tax) Sales tax clawback: Used to define the account for tax to be clawed back when “exempt” service calls are invoiced (clearing the clawback suspense file) Unpaid procure receipts: Procure receipts are separated from purchase order receipts GST Output Tax (sales) (Australia): Amounts charged to customers for Australian GST through the sales invoicing process. This account represents GST collected on behalf of the government. It should be represented as a liability account in the balance sheet. GST Input Tax (purchasing) (Australia): The tax on supplier payments account records the tax element of settlement discounts taken in the cheque run process. This is calculated based on the tax percentage held on the company master file and the discount amount as calculated in the cheque run process. The account specified is likely to be the account that is used when coding the tax element of vouchers entered in the accounts payable process. GST consolidated invoice suspense (Australia): Used when pseudo invoices are raised in call close and when the pseudo invoices are consolidated into a real invoice (see consolidated invoicing for service calls)


Branch defined GL interface accounts DD.GLBRCTLMAINT Testing & Development Pty Ltd 10 MAY 01 16:56 Branch defined GL interface account Kyocera 35 bertww DEV.DD 1072 Branch general ledger account controls Sales 3700 SALES Debtors 1401 TRADE DEBTORS Cost of goods sold 4700 COST OF SALES Stock 1501 STOCK Stock adjustment 2350 STOCK DISCREPANCY Negative stock cost adj 4710 NEGATIVE STOCK COST ADJUSTMENT Year to date profit 2760 CURRENT YEAR PROFIT/LOSS Service jobs in progress 1250 SERVICE JOBS IN PROGRESS Contract revenue suspense 2214 CONTRACT REVENUE SUSPENSE Installment debtors 1420 INSTALLMENT DEBTORS Customer settlement disc 4145 DISCOUNTS ALLOWED Indent stock 9876 INDENT STOCK AS commission income 3750 COMMISSION INCOME Project jobs in progress 1612 MOTOR VEHICLES Freight recharge 4175 FREIGHT RECHARGES Surcharges 2215 SURCHARGE LIABILITY SUSPENSE Project revenue suspense 1120 PROJECT REVENUE SUSPENSE AR roundings 1512 AR ROUNDINGS DEVELOPMENT COPYRIGHT(C) 1989-2001 Citadel Computer Systems V11.1a [FEDIT] (C)hange (D)elete e(X)it or screen# : Testing & Development Pty Ltd 10 MAY 01 16:59 Branch defined GL interface account Kyocera 35 bertww DEV.DD 1072 Branch general ledger account controls (screen#2) Progress Billing Suspense 2410 PROGRESS BILLING SUSPENSE Unbilled Receivables 1440 UNBILLED RECEIVABLES Sales orders confirmed uninvoiced 1100 SUSPENSE Stock in transit between branches 1504 GOODS IN TRANSIT Stock on loan 1506 STOCK IN REPAIR FROM CUSTOMERS Stock in transit branch & project 1507 GOODS IN TRANSIT - PROJECTS Discount given 4185 DISCOUNT GIVEN Stock under repair for customers 1506 STOCK IN REPAIR FROM CUSTOMERS Backordered procures 1505 PROCURES ON BACKORDER Warranty fees cost of sales 0421 TEST - COS Repair income 1560 REPAIR INCOME Scrap recovery 1561 SCRAP RECOVERY Std cost PPV 4720 STANDARD COST PPV Consolidated invoicing suspense 1121 consolidated invoice suspense DEVELOPMENT COPYRIGHT(C) 1989-2001 Citadel Computer Systems V11.1a [FEDIT] (C)hange (D)elete e(X)it or screen# :

The Branch General Ledger Account Code Maintenance screen is used to establish which general ledger accounts interface entries are to be put to for accounts held at a branch level. Examples are sales, debtors, cost of sales, stock, etc. General ledger account number: Enter the General Ledger account number that interface entries are to be put to. The format is "xxxx" and the account must be a valid general ledger account code.


Sales: This account represents where the amount charged to customers for goods and services is posted if the product analysis keys held on the invoiced items do not specify a posting code – i.e. this account represents the default account for sales. Postings to this account do not include tax charged. Trade debtors: This account represents where the asset generated in the invoicing process is posted. The total invoice value is posted to this account. It also reflects the account that accounts receivable cash receipts are posted to. The Trade Debtors account should be balanced with the Accounts Receivable Trial Balance or Ageing report. Cost of sales: This account reflects the cost of goods and services invoiced if the items invoiced have analysis keys that do not specify the cost of sales account. Costs are taken from the product file, procure data entered during invoicing and the miscellaneous charge file. The account represents the default account for cost of sales. Stock: The stock account represents the account that holds the inventory valuation in the general ledger. It receives entries from a number of sources including: - • Invoicing • Purchase order receipting • Shipment receipting • Stock adjustments • Stock average cost changes The Stock account should be balanced with the stock valuation reports (by branch). Stock adjustment: This account receives the postings from all stock adjustments done unless a specific posting account has been specified on the stock adjustment referenced for the adjustment. As the code that is nominated in this file receives the postings from the adjustments done in the stocktake update process, it should be represented by a fairly generic stock discrepancy account: - i.e. it should reflect stock gains or losses rather than adjustments done for reasons

like sample use, own use, etc.


Negative stock cost adjustment: This account is used to post the values generated when cost changes are done that impact on branches that are holding negative quantities of inventory at the time of the cost change. In effect the account should reflect a cost of sales account because the incorrect cost of sales value would have been used when the stock was driven into negative. Year to date profit: The Year to Date Profit account should receive entries only at the time the balance sheets process is being run. The record is built for the balance sheet report being generated and then automatically cleared. The account must however be a valid account in order that it can be included in the balance sheet formatting function and used when the profit or loss is calculated at specific points in time. Service jobs in progress: The Service Jobs in Progress account is used to hold the cost of service calls until such time as they are charged or invoiced. The account is then cleared of any costs associated with the service call. The account is debited as inventory, procures or miscellaneous charges are costed to service jobs. The cost is taken from the appropriate file. The credit to the account is done when the call is invoiced to the customer or closed. Cost of sales is then appropriately debited. Contract revenue suspense: The Contract Revenue Suspense account holds all service contract revenue not yet released to sales. Entries are credited to this account during the service contract billing process. All the revenue from the billing run is put to the revenue suspense account. The account is cleared (debited) in the release contract revenue process. This process releases the appropriate revenue for the period nominated. Instalment debtors: Entries are posted to the Installment Debtors account as amounts are transferred to installment debtors from trade debtors using the installment transfer process. The transfer process moves specific invoices to an Installment Debtors file. The installment is given a reference and a due date. The installments can later be transferred back to debtors using the installment release process and cleared from the installment account. The account should be balanced with the installment debtors report. Customer settlement discount: The Discount Allowed account picks up amounts nominated as settlement discounts in the Accounts Receivable Cash Receipts process. To activate the settlement discount process the program parameter in ARCASHREC must be switched on. The account should be reflected as an expense account in the general ledger.


Indent stock: The Indent Stock account is used to hold indent stock receipted via the purchase order receipt process or the shipment receipt process (for purchase order lines that reference an indent sales order line). The account is cleared as the stock is invoiced to the customer in the indent invoice process. Agency sales commission income: This account reflects commissions generated from the agency sales module. The commission income is recognised when the agency sales shipment receipt process is used (this is also when the principal is invoiced for commission owing). The Agency Sales Commission Income account should be a different account to "sales". It reflects commission only on a sale and not the gross value of the sale. No cost of sale account relating to commissions earned is necessary. Freight recharges: The Freight Recharge account is used to charge the receiving branch for any freight costs that are incurred when stock is transferred between branch locations. The freight is recharged as stock is put in-transit to the receiving branch. This occurs as the transfer is raised in the one step process and as pick slips are confirmed in the two step process. The branch receiving the stock has its Freight Recharge account debited and the sending branch has its account credited. Surcharges: The Surcharge account receives the posting for any surcharges invoiced to customers. The amounts are the invoiced values. The values can come from the surcharge file if the surcharge was invoiced automatically (ie. it was a mandatory charge) or can come from an entered amount if the surcharge was entered as an invoice line item. In effect the account represents an additional sales account. It may be, however, that items invoiced as surcharges will need to be credited at some point in time. If this is the situation the account may be classified as a Balance Sheet account (ie. surcharge liability suspense). If classified as a Balance Sheet account the balance held in the account should be monitored. Project revenue suspense: The Project Revenue Suspense account is used to hold billed revenue that has not been released to sales. See Project Costing module.


AR roundings: The Accounts Receivable Roundings account is used to post entries created if sales invoices are rounded rather than being printed for the exact sales amounts. Rounding can be either up, down or either up or down (nearest value) to a specified amount which means the entry can be either a debit or a credit. eg. if rounding was down to the nearest 5 cents and the sale was for $15.62 the posting entries would be

debit trade debtors 15.60 debit AR roundings .02 credit sales 15.62 if the rounding was done up to the nearest 5 cents the entries would be debit trade debtors 15.65 credit AR roundings .03

credit sales 15.62 The rounding specification is set in the process customer rounding maintenance DD.CUSTROUNDMAINT. It is set by the customer. Progress billing suspense: The Progress Billing Suspense account defines the liability for progressive billed sales orders invoiced in advance of their deliveries. The account is only accessed if the progressive billing facility is being used. Orders to be progressively billed rather than invoiced as part of the delivery process must be flagged as progressive billed orders on the order header and then billed using the progressive billing invoicing process DD.PROGRESSINV. The unbilled receivables account is used in conjunction with the progress billing suspense account. Unbilled receivables: The Unbilled Receivables account is used to record the asset for deliveries made on progressive billed orders where the invoicing has not been done. Like the Progress Billing Suspense account this account is only accessed if the progressive billing facility is being used. As deliveries are made for the order this account is debited rather than the trade debtors account. It is cleared as invoices are raised and trade debtors debited (from progress billing). The account is used in conjunction with the progress billing suspense account.


Sales orders confirmed uninvoiced: Orders can be flagged as delayed invoicing orders. This holds the invoicing detail until such time as the order is approved for invoicing and the invoicing done in the delayed invoicing process DD.DELAYEDINV. The delayed invoicing facility is similar to the progressive billing facility but is quite separate. It simply allows deliveries of orders to be invoiced as and when required and, until they are invoiced, for the stock value to be held in another asset account. Stock in transit between branches: The Stock in Transit between Branches account records the asset of stock intransit between branches. This account can be defined as the inventory account if no distinction is required in the general ledger between stock on hand and stock in transit between branches. Entries are posted to the account when transfer orders are put into intransit and cleared from the account as intransit receipting is done. Having a separate intransit account means that all stock transactions for transfers have a corresponding general ledger transaction. Stock on loan: Stock placed on loan with customers can be posted to a separate account to inventory even though it is still owned by the branch and is in effect still part of its inventory. This allows loan stock transactions to all have a corresponding general ledger transaction. If a separate general ledger account is not required for stock out on loan to customers this account should be defined with the same code as the inventory account. Stock in transit between branches and projects: The stock in transit between branches and projects account is used to record the value of stock transferred from a branch to a project that has not been receipted to the project. Discount given: Stock under repair for customers: Backordered procures: If procures are recorded in the order entry to pick process and in effect placed on backorder, the asset that is created is posted to the backordered procures account. The value is cleared as the backorder is picked and dispatched.


The entry to record procures entered in the order entry to pick process is debit backordered procures credit unpaid purchase order/procure receipts The entry to clear backordered procures is done in the invoicing process debit trade debtors credit sales debit cost of sales credit backordered procures Posting the initial entry allows the unpaid procure receipt liability to be recorded at the time the procure is recorded. Warranty fees – cost of sales: The Warranty Fees of Cost Account records the cost of warranty fees accrued on sales made for specified products. - See warranty fees. Repair income Used for the cost recovery when a faulty part is converted to good part (based on the $ value held on the product file) Scrap recovery Used for the cost recovery when a faulty part is converted to a good part (based on the % value held on the product file) STD cost purchase price variance (PPV) Used when inventory postings are being done at standard cost rather than average cost and there is a difference between the purchase price and the standard cost held for the product receipted Consolidated invoice suspense Used when service calls are consolidated onto one invoice for billing purposes


GL inter-company cross reference maint DD.GLINTERCOASS Testing & Development Pty Ltd 14 NOV 97 11:09 DD.GLINTERCOASS Mail =Kyocera (Slaved) 69 fiona DD 1023 Source inter company GL code ______________________ ______________________________ Target data account ______________________ Target inter company GL code ______________________ ______________________________ ** DEVELOPMENT ** COPYRIGHT(C) 1989-1997 Citadel Computer Systems V8. [FEDIT]

The general ledger inter-company cross reference maintenance screen allows the data account and the target general ledger account to be specified for accounts defined as inter-company accounts in the source data account. Source inter-company GL code: Enter the general ledger code for the inter-company account in the source data account. Target data account: Enter the data account that the inter-company account is for. This should be a valid data account on the system. Target inter-company GL code: Enter the general ledger code for the inter-company account in the target data account.


Define locked accounts DD.GLLOCKMAINT To be impacted only by interface entries Citadel Service, Distribution & Financial systems 26 FEB 97 12:15 TCL MAIL Kyocera 39 fiona DD 1023 The following G/l accounts are limited to interface entries (eg Debtors Stock Creditors Pre payments suspense Current year profit Bank) __________ ______________________________ __________ ______________________________ __________ ______________________________ __________ ______________________________ __________ ______________________________ __________ ______________________________ __________ ______________________________ __________ ______________________________ __________ ______________________________ __________ ______________________________ __________ ______________________________ __________ ______________________________ __________ ______________________________ __________ ______________________________ __________ ______________________________ __________ ______________________________ ** DEVELOPMENT ** COPYRIGHT (C) 1989 1997 Citadel Computer Systems V7.1a

The GL account lock process is used to specify general ledger accounts that are to receive entries only if the subsidiary record is also being updated. This forces the subsidiary records to be kept in balance with the general ledger control accounts ie. debtors, stock. If an account is nominated in the GL account lock file, general ledger journals will not be able to be done to the account. If they are required the lock must first be removed. General ledger code: Enter general ledger account number. The format is "xxxx". The account must be a valid general ledger account code. To remove accounts, space out the account number.


General Ledger cost type codes maintenance DD.GLCCTYPEMAINT Testing & Development Pty Ltd 09 OCT 00 11:05 DD.BFILEMAINT Kyocera 35 bertww DEV.DD 1072 Reference type General ledger cost type codes Reference code Description Abbrev desc # DEVELOPMENT # COPYRIGHT(C) 1989-2000 Citadel Computer Systems V14.1a [FEDIT] <Enter general ledger cost type codes code, or ? to display all codes> Reference code: Enter the general ledger cost type code required Description: Enter the general ledger cost type description required Abbrev Desc: Enter an abbreviated description if required


Contract/Product analysis key cost type maintenance DD.GLCPACOSTMAINT Testing & Development Pty Ltd 09 OCT 00 11:07 DD.GLCPACOSTMAINT Kyocera 35 bertww DEV.DD 1072 Contract type Analysis key G/L sales a/c G/L cost type G/L cost account # DEVELOPMENT # COPYRIGHT(C) 1989-2000 Citadel Computer Systems V14.1a [FEDIT] <Enter contract type code, or ? to display all contract types> Contract type: Enter the contract type required Analysis key: Enter the analysis key required Sales account: Enter the sales account required Cost type – Cost account: Enter the cost type and cost account as required


Delivery methods DD.DELIVMAINT Citadel Service, Distribution & Financial systems 26 FEB 97 12:16 TCL MAIL Kyocera 39 fiona DD 1023 Delivery method __ Description ______________________________ ** DEVELOPMENT ** COPYRIGHT (C) 1989 1997 Citadel Computer Systems V7.1a

Delivery method is a file of delivery means. The file is referenced in order entry. Customers can hold a delivery method on file to allow a default code to be entered in the order entry process. The file consists of a code and its description. Delivery method: Enter numeric delivery method code or a "?" to display all methods. Description: Enter description of delivery method.


Credit reason codes DD.CREASONMAINT Citadel Service, Distribution & Financial systems 26 FEB 97 12:18 TCL MAIL Kyocera 39 fiona DD 1023 Credit reason code __ Description ______________________________ Abbreviated desc ______ ** DEVELOPMENT ** COPYRIGHT (C) 1989 1997 Citadel Computer Systems V7.1a

The credit reason maintenance screen is used to establish and maintain credit reasons. The credit reason file is referenced when credit notes are raised where it is compulsory to enter a reason for raising the credit note. Credit reason code: Enter numeric code or a "?" to display all codes. Description: Enter a narrative description of the credit reason code. Abbreviated description: Enter an abbreviated description of the credit note reason. This description can be used on reports to limit the space taken on the report by the description.


Stock adjustment reasons DD.SAREASONMAINT Citadel Service, Distribution & Financial systems 14 FEB 97 11:36 TCL Mail Kyocera 43 phillipj DD 4000 _______________________________________________________________________________ Stock adjustment reason code ___ Description ______________________________ GL account __________ ______________________________ Update usage _ Double entry in parts movement _ Bad stock receiving branch _ User groups ________ _______________________________ ________ _______________________________ ________ _______________________________ Users ________ _______________________________ ________ _______________________________ ________ _______________________________ ** DEVELOPMENT ** COPYRIGHT (C) 1989 1997 Citadel Computer Systems V7.1a

The Stock Adjustment Reason Maintenance screen is used to establish and maintain codes, with descriptions, for all stock adjustment reasons. All stock adjustments done are flagged with a reason code allowing analysis of adjustments to be done. Stock adjustment reason code: Enter a numeric reason code or a "?" to display all codes. Description: Enter the description of stock adjustment reason code. General ledger code: Enter the general ledger code to define where the financial impacts of stock adjustments done with the reason code, are to be posted to. If no code is specified the financial effect is posted to the account defined under the branch general ledger code maintenance function. Update usage: Specify if adjustments done using the code are to update the demand files. Double entry in parts movement: Specify if a double movement can be done in the parts movement process if the reason code is referenced. If a double movement is not allowed the parts movement process allows only a single movement to be done i.e. supply part from a branch to either another branch or a customer site but not bring one back as well.


Bad stock receiving branch: User groups: Specify the user groups that can use the reason code. If all groups can use the code RETURN. Users: Specify the users that can use the reason code. If all users can use the code RETURN. Specifying a user or users and not specifying any user groups means only the users nominated can use the code (i.e. the ALL users gets changed to NO users).


Surcharge code set-ups DD.SCHGMAINT Citadel Service, Distribution & Financial systems 26 FEB 97 12:19 TCL MAIL Kyocera 39 fiona DD 1023 Surcharge code _______________ Description ______________________________ Abbreviated desc ______ GL account __________ ______________________________ Surcharge amount 1111111.11 Mandatory _ ** DEVELOPMENT ** COPYRIGHT (C) 1989 1997 Citadel Computer Systems V7.1a

The surcharge maintenance screen is used to establish and maintain a file of surcharge types. Each code or type is assigned a value. At order entry these codes can be invoiced if required. In addition if the customer and the product are flagged as surchargable the operator is prompted to charge surcharges when invoicing. As products can be referenced with a surcharge code only quantity needs to be input. Surcharge code: Enter the surcharge code required. A "?" will display all valid surcharge codes. Description: Enter a description of the surcharge code. Abbreviated description: Enter an abbreviated description of the surcharge. This can be used for report purposes to limit the area taken on the report by the description. General ledger account: Enter the general ledger account code that the surcharge entries that are generated at the sales invoicing process are to be put to. If no code is entered the default code from the Branch General Ledger Control file is used for general ledger posting purposes.


Surcharge amount: Enter the value of the surcharge. This represents the value that will be charged at order entry/invoicing unless overridden. Mandatory: Specify if the surcharge code is to be mandatory. If flagged as mandatory the code will always be charged if a product containing the code is invoiced to a customer that accepts surcharges.


Terms of payment - creditors and debtors DD.TERMSMAINT Citadel Service, Distribution & Financial systems 14 FEB 97 11:38 TCL Mail Kyocera 43 phillipj DD 4000 _______________________________________________________________________________ Terms code __ Description ______________________________ Abbrev desc ______ Displacement days for AP cash flow projections 999 AR letter generation :- Number of credit days from Invoice or Statement date 999 Invoice due at (I)nvoice date or next (S)tatement date _ ** DEVELOPMENT ** COPYRIGHT (C) 1989 1997 Citadel Computer Systems V7.1a

The Terms of Payment Code Maintenance process allows payment term codes to be established and maintained. These can then be held on customer and vendor files for reference in the order entry/invoicing and purchasing processes. Terms held on customer files do not however get used for aging of customers’ debt. The displayed days for AP cash flow projections represents the average time expected for a vendor invoice to be held on the APTRANS file before being paid. This assists in cash flow projections. Terms code: Enter a numeric terms code or a "?" to display all codes. Description: Enter the description of the terms code. Abbreviated description: Enter an abbreviated description of the terms code. Displacement days for cash flow projections: Enter the number of days that invoices entered for a vendor with this terms code would on average be held before a cheque run.


AR letter generation :- Number of credit days from invoice or statement date Enter the number of days from either the invoice date or the statement date before a AR letter is to be generated for customers with the term code. Invoice due at (I)nvoice date or next (S)tatement date

Enter whether the invoice is due from either (I)nvoice or (S)tatement date for the terms code.


Loan types DD.LOANTYPEMAINT Citadel Service, Distribution & Financial systems 26 FEB 97 12:21 TCL MAIL Kyocera 39 fiona DD 1023 Loan type ___ Description ______________________________ Abbreviated desc ______ ** DEVELOPMENT ** COPYRIGHT (C) 1989 1997 Citadel Computer Systems V7.1a

The loan type file is a file used to classify stock loans made through the loan stock out facility or stock loaned by customers to the organisation in the customer loan stock facility. Loan type: Enter the loan type code that is required to be established or maintained. The code can be alpha or numeric. Description: Enter the description of the loan type code that is being established or maintained. Abbreviated description: Enter the abbreviated description of the loan type code that is being established or maintained. This description can be used for reporting purposes to save space on the report.


Stock transaction codes DD.STCODEMAINT Citadel Service, Distribution & Financial systems 14 FEB 97 16:17 TCL Mail Kyocera 43 phillipj DD 4000 _______________________________________________________________________________ Stock transaction code __ Description ______________________________ Abbrev description ______ Fifo transaction _ ** DEVELOPMENT ** COPYRIGHT (C) 1989 1997 Citadel Computer Systems V7.1a

The Stock Transaction Code Maintenance process is used to enter and maintain codes to indicate the reasons for stock movements. The file should have no changes made to it as they are system defined by Citadel. The FIFO transaction field is used to specify whether transactions of this type are included when valuing stock using the FIFO method. e.g. internal stock transfers should not affect a FIFO stock valuation. Stock transaction code: Enter the transaction code to be established or maintained. Description: Enter the description of the stock transaction code. Abbreviated description: Enter the abbreviated description of the code. FIFO transaction: Specify if the transaction code is to be included when valuing stock using the FIFO method. e.g. internal stock transfers should not be considered for FIFO stock valuation.


Royalty codes DD.ROYALTYMAINT Citadel Service, Distribution & Financial systems 14 FEB 97 16:22 TCL Mail Kyocera 43 phillipj DD 4000 _______________________________________________________________________________ Royalty code __ Description ______________________________ Abbreviated desc ______ Royalty percentage 111.11 ** DEVELOPMENT ** COPYRIGHT (C) 1989 1997 Citadel Computer Systems V7.1a

The Royalty Code Maintenance process is used to enter and maintain royalty codes and a corresponding percentage, e.g. Royalty Code 1, 7.5%. The royalty codes can be entered in the royalty field on product master records and used for calculation and accumulation of royalty payments made on sales. Royalty code: Enter the royalty code to be established or maintained. Description: Enter the description of the royalty code. Abbreviated description: Enter the abbreviated description of the code. Royalty percentage: Enter the percentage to apply to the code - i.e. 7•5 = 7.5%.


Rebate type maintenance DD.REBATETYPEMAINT Testing & Development Pty Ltd 09 DEC 97 14:46 DD.REBATETYPEMAINT Mail Kyocera 102 siew DD 1023 Rebate type ____ Description ______________________________ Abbreviated ________ Description ** DEVELOPMENT ** COPYRIGHT(C) 1989-1997 Citadel Computer Systems V8. [FEDIT] Select format id :

The rebate type maintenance process is used to set up a file of rebate types: - i.e. advertising preferred customers This file is referenced in the customers’ rebate maintenance process where rebates can be defined by customer and by product group. Rebate types: Enter the rebate type code. The search facilities can be used to access the required code. Description: Enter the description of the rebate code. Abbreviate description: Enter the abbreviated description of the rebate code.


Branch inventory category maintenance DD.BICMAINT Testing & Development Pty Ltd 09 OCT 00 11:04 DD.BFILEMAINT Kyocera 35 bertww DEV.DD 1072 Reference type Branch inventory category Reference code Description Abbrev desc # DEVELOPMENT # COPYRIGHT(C) 1989-2000 Citadel Computer Systems V14.1a [FEDIT] <Enter branch inventory category code, or ? to display all codes>

Reference code: Enter the branch inventory category code required

Description: Enter the branch inventory category description required Abbrev desc: Enter an abbreviated description if required


Branch Inventory Type Maintenance DD.BITMAINT Testing & Development Pty Ltd 09 OCT 00 11:04 DD.BFILEMAINT Kyocera 35 bertww DEV.DD 1072 Reference type Branch inventory type Reference code Description Abbrev desc # DEVELOPMENT # COPYRIGHT(C) 1989-2000 Citadel Computer Systems V14.1a [FEDIT] <Enter branch inventory type code, or ? to display all codes> Reference Code: Enter the branch inventory category code required Description: Enter the branch inventory category description required Abbrev desc: Enter an abbreviated description if required


Branch Inventory Account Maintenance DD.BRINVGLMAINT Testing & Development Pty Ltd 09 OCT 00 11:05 DD.BRINVGLMAINT Kyocera 35 bertww DEV.DD 1072 Location inventory category Location inventory type Gl Inventory account Gl Goods in transit account Gl Stock on loan account # DEVELOPMENT # COPYRIGHT(C) 1989-2000 Citadel Computer Systems V14.1a [FEDIT] <Enter branch inventory category code, or ? to display all codes>

This process is used to define the inventory accounts if general ledger postings are to be based on location category and type. Location Invent. Category: Enter the location inventory category code required Location Invent. Type: Enter the location inventory type code required Inventory Account: Enter the inventory account code required Goods in Transit Account: Enter the goods in transit account code required Stock on loan Account: Enter the stock on loan account code required


Price book types DD.PBKMAINT Citadel Service, Distribution & Financial systems 14 FEB 97 16:24 TCL Mail Kyocera 43 phillipj DD 4000 _______________________________________________________________________________ Pricebook __ Description ____________________________________ Abbrev ______ ** DEVELOPMENT ** COPYRIGHT (C) 1989 1997 Citadel Computer Systems V7.1a

The Price Book Type Maintenance process is used to enter and maintain price book codes. Each product can have a price book assigned to it. These are used to print defined price lists: i.e. - transmission products price book - valuing products price books - conveyor products price books. Pricebook: Enter the price book code to be established or maintained. Description: Enter the description of the price book. Abbreviated description: Enter the abbreviated description of the price book.


Product mark-up codes DD.MARKUPMAINT Citadel Service, Distribution & Financial systems 14 FEB 97 16:46 TCL Mail Kyocera 43 phillipj DD 4000 _______________________________________________________________________________ Markup code ____ Description _____________________________ Percentage 9999.99 ** DEVELOPMENT ** COPYRIGHT (C) 1989 1997 Citadel Computer Systems V7.1a

The product mark-up code maintenance process is used to enter and maintain product mark-up codes. These codes can be entered in the “mark-up” field on the product master file. To allow product mark-up codes to be entered in product maintenance (DD.PRODMAINT), the program parameter “Allow mark-up entry Y/N” must be set to Y. For products labelled with a specific mark-up code the list prices can be automatically adjusted during the receipt processes (purchase order receipt and shipment receipt). A price change program must be specifically written to meet the requirements of the user and the name of the price change program to be used must be specified in the program parameters of DD.RECUPDATE. Mark-up code: Enter the mark up code to be established or maintained. Description: Enter the description of the mark-up code. Percentage: Enter the abbreviated description of the mark-up code.


Carrier Maintenance DD.CARRIERMAINT Testing & Development Pty Ltd 09 DEC 97 09:40 DD.CARRIERMAINT Mail Kyocera 98 fiona DD 1023 Carrier ______ ______________________________ Consignment note print program id ____________________ Consignment note number prefix ______ Consignment note number suffix ______ Auto assignment of consignment note number _ ** DEVELOPMENT ** COPYRIGHT(C) 1989-1997 Citadel Computer Systems V8. [FEDIT]

The Carrier Maintenance process allows carriers to be set up and for detail defined for them. The file is used in the consignment note process in the sales order and transfer order processes. Detail covers the id of the print program for the carriers consignment notes and prefix’s and suffix’s to be added to the consignment note number (either manually assigned or computer assigned). The carrier is also flagged on whether the consignment note number is to be manually assigned or automatically assigned for the carrier in the consignment note entry process. Carrier: Enter the carrier code. The search facilities can be used to access the required carrier. Description: Enter the description of the carrier. Consignment note print program id: Enter the name of the print program for the carriers consignment notes. If consignment notes are not being computer printed then a print program need not be defined. Consignment note prefix: Enter the prefix that is to apply to the consignment note numbers for the carrier. If no prefix is to apply leave the field blank.


Consignment note suffix: Enter the suffix that is to apply to the consignment note numbers for the carrier. If no suffix is to apply leave the field blank. Auto assignment of consignment note number: Specify if the consignment note numbers are to be automatically assigned or assigned manually for the carrier.


Delivery method/carrier maintenance DD.DMCARRIERMAINT Testing & Development Pty Ltd 09 DEC 97 10:08 DD.DMCARRIERMAINT Mail Kyocera 98 fiona DD 1023 Delivery method ______ ______________________________ Carrier ______ ______________________________ ** DEVELOPMENT ** COPYRIGHT(C) 1989-1997 Citadel Computer Systems V8. [FEDIT]

The delivery method/carrier maintenance process allows a cross-reference to be established between delivery methods and carriers. The file is used in the consignment note process where the delivery method on sales orders and transfers is used to determine the carrier. Delivery method: Enter the delivery method. The search facilities can be used to access the required code. Carrier: Enter the carrier. The search facilities can be used to access the required code.


Supply branch/territory/delivery method maint DD.BNOTERRMAINT Testing & Development Pty Ltd 09 DEC 97 10:13 DD.BNOTERRMAINT Mail Kyocera 98 fiona DD 1023 Supply Branch ______ ______________________________ Territory ___ ______________________________ Delivery Method ___ ______________________________ ** DEVELOPMENT ** COPYRIGHT(C) 1989-1997 Citadel Computer Systems V8. [FEDIT]

The Supply Branch/Territory/Delivery Method Maintenance process is used to establish a cross-reference file between the supply branch and the territory and the delivery method. The file is used in the order entry/transfer entry processes. Note: Postcodes are linked to territories. The delivery method in the order

entry/transfer entry processes is determined based on the supply branch and the postcode goods are being delivered to. This only applies if the program GETDELIVMETHOD uses this file.

Supply branch: Enter the supply branch. The search facilities can be used to access the required code. Territory: Enter the territory that the delivery method is to be defined for (for the supply branch). The search facilities can be used to access the required code. Delivery method: Enter the delivery method for the supply branch/territory cross-reference.


Warranty fee maintenance DD.WARRFEEMAINT Testing & Development Pty Ltd 09 DEC 97 13:18 DD.WARRFEEMAINT Mail Kyocera 102 siew DD 1023 Product ____________________ Description ______________________________________________________________ Service agent ______ ______________________________ Warranty fee per unit 999999.99 Customers to be excluded from warranty fee ________ ________________________________ ________ ________________________________ ________ ________________________________ ________ ________________________________ ________ ________________________________ ** DEVELOPMENT ** COPYRIGHT(C) 1989-1997 Citadel Computer Systems V8. [FEDIT] Select format id :

The Warranty Fee Maintenance process allows warranty fee detail to be set up for products. Detail covers the vendors (service agent) that warranty fees are payable to and the warranty fee amount. For sales of these products warranty fees will be accrued and can be paid to the service agent via the accrued warranty fee report. Customers that are to be excluded from attracting warranty fees on sales can be specified. Product: Enter the product that warranty fee detail is to be set up for. The search facilities can be used to access the required product. Service agent: Enter the vendor that the warranty fee is to be paid to. The search facilities can be used to access the required vendor. Warranty fee per unit: Enter the warranty fee per unit. This represents the amount to be paid to the service agent (vendor) for each unit of the product sold. The amount is entered as a dollar/cent amount. Customers to be excluded from the warranty fee: Specify the customers that do not attract a warranty fee that must be paid on sales of the product to a service agent. The search facilities can be used to access the required customers.


Customer levy codes DD.CUSTLEVYMAINT Citadel Service, Distribution & Financial systems 17 FEB 97 09:52 TCL Mail Kyocera 19 phillipj DD 4000 _______________________________________________________________________________ Levy code ___ Description ______________________________ Abbrev desc ______ Amount 9999999.99 per 9999999.9999 Gl account __________ ______________________________ ** DEVELOPMENT ** COPYRIGHT (C) 1989 1997 Citadel Computer Systems V7.1a

The customer levy code maintenance process is used to establish and maintain file of levy codes. These are applicable to MRS only. Levy code: Enter the levy code to be established or maintained. Description: Enter the description of the levy code. Abbreviated description: Enter the abbreviated description of the levy code. Amount: Enter the amount of the levy and the unit of measure to be applied to the amount. GL account: Enter the general ledger account that the levy is to be posted to when charged.


Country maintenance DD.COUNTRYMAINT Testing & Development Pty Ltd 28 JAN 98 09:13 DD.COUNTRYMAINT Mail Kyocera 78 fiona DD 1023 Country code ___ Country name ______________________________ Status code ____ Status name ______________________________ ** DEVELOPMENT ** COPYRIGHT(C) 1989-1998 Citadel Computer Systems V8. [FEDIT] Select format id :

The Country Maintenance process allows a file of countries to be established and maintained. The file is used in product maintenance and shipment entry for reference purposes only. Reference code: Enter a reference code for the country i.e. ESP (Spain), USA (United States of America). The search facilities can be used to access the required code. Description: Enter the description of the country. Abbreviate description: Enter the abbreviated description for the country.


Contact types DD.CONTYPMAINT Testing & Development Pty Ltd 29 DEC 00 10:58 DD.BFILEMAINT Kyocera 26 bertww DEV.DD 1072 Reference type Contact type Reference code Description Abbrev desc DEVELOPMENT COPYRIGHT(C)1989-2000 Citadel Computer Systems V10.3a [FEDIT] <Enter contact type code, or ? to display all codes>

The Contact Type Maintenance process is used to establish and maintain a file of contact types: - i.e. accountant manager purchasing officer Contacts are assigned types for reference and grouping purposes.


Repair type maintenance DD.REPAIRTYPEMAINT Testing & Development Pty Ltd 28 JAN 98 11:48 DD.REPAIRTYPEMAINT Mail Kyocera 78 fiona DD 1023 Repair type __ Description ______________________________ Short description ______ ** DEVELOPMENT ** COPYRIGHT(C) 1989-1998 Citadel Computer Systems V8. [FEDIT] Select format id :

The Repair Type Maintenance process allows a file of repair types to be established and maintained. Reference code: Enter the repair type code or use the search facilities to access the required code. Description: Enter the description of the repair type code. Abbreviated description: Enter an abbreviated description of the repair type code.


Accounts receivable ageing bucket table DD.ARBUCKETMAINT Citadel Service, Distribution & Financial systems 14 FEB 97 16:52 TCL Mail Kyocera 43 phillipj DD 4000 _______________________________________________________________________________ Accounts Receivable Buckets for ______________________________ Description from days to days ___________ 111 111 ___________ 111 111 ___________ 111 111 ___________ 111 111 ___________ 111 ** DEVELOPMENT ** COPYRIGHT (C) 1989 1997 Citadel Computer Systems V7.1a

The Accounts Receivable Aging Bucket Table process is used to enter and maintain the aging “buckets “ for accounts receivable, if the “overdue days “ method is used for aging accounts receivable i.e. if the parameter in DD.COPARAMAINT “AR monthly aging (or daily) Y/N” is set to N. Buckets should be set up in a manner that allows trade debtors to be managed in the most efficient manner and debt followed up when it becomes so many days overdue: -

Description from days (overdue)

too days (overdue)

Current 0 0 1-7 days 1 7 8-14 days 8 14 15-31 days 15 31 32 + 32 -

Description: Enter the description of the bucket. From days: Enter the day number the bucket is to start from. The first bucket must start from 1. Subsequent buckets take the next day number after the to day entered. To days: Enter the day number the bucket is to go to. The last bucket is not defined.


Customer types DD.CUSTYPEMAINT Citadel Service, Distribution & Financial systems 26 FEB 97 12:25 TCL MAIL Kyocera 39 fiona DD 1023 Customer type ____ Description ______________________________ Short description ______ ** DEVELOPMENT ** COPYRIGHT (C) 1989 1997 Citadel Computer Systems V7.1a

The Customer Type Maintenance screen is used to establish and maintain customer types. Each customer can be assigned a type in the customer maintenance screen. Customers can then be analysed by type. Discounts can also be applied by customer type. However, these will only be applied if a more specific discount has not been set -i.e. at a contract level, product analysis levels for a specific customer or a specific customer discount. Customer type: Enter alpha or numeric code or a "?" to display all customer types. Description: Enter the description of the customer type. Short description: Enter narrative of the short description.


Customer analysis keys DD.CUSTANALMAINT Citadel Service, Distribution & Financial systems 26 FEB 97 12:26 TCL MAIL Kyocera 39 fiona DD 1023 Code Abbrev Description Level.1 __ ______ ______________________________ Level.2 __ ______ ______________________________ Level.3 __ ______ ______________________________ Level.4 __ ______ ______________________________ ** DEVELOPMENT ** COPYRIGHT (C) 1989 1997 Citadel Computer Systems V7.1a

The Customer Analysis Levels Maintenance screen allows for the establishing and maintenance of a file to define customer groups and subgroups. All customers are referenced to the level structure at the time of their creation. It is then used for sales analysis reporting. The number of levels to be used is defined on the company maintenance screen. Analysis code: Enter analysis code. A "?" will display all codes. Abbreviated description: Enter abbreviated description of level code. If the code is to be deleted enter a space. Before doing so ensure that no customers have this level code attached to them. Description: Enter full narrative description of the level code.


Accounts receivable type code maintenance DD.ARTYPEMAINT The AR Type Maintenance process allows a file of Accounts Receivable type codes to be set up and maintained. Each type is given a description and an abbreviated description. Customers can optionally be flagged with an AR type code. The AR trail balance report DD.OITBI can be run by AR type. Reference code: Enter the reference code. The search facilities can be used to access the required code. Description: Enter the description of the AR type code. Abbreviated description: Enter the abbreviated description of the AR type code.


AR type code maintenance DD.ARTYPEMAINT Citadel Service, Distribution & Financial systems 8 MAY 97 10:07 TCL =Kyocera (Slaved) 97 davids DD 1056 Reference type AR type Reference code ___ Description ____________________________________________ Abbrev desc ______________ ** DEVELOPMENT ** COPYRIGHT (C) 1989-1997 Citadel Computer Systems V7.1a

The AR type code maintenance screen is used to establish and maintain AR types. Each customer can be assigned an AR type in the customer maintenance screen. This allows customers to be grouped according to business groups for reporting purposes. Debtors aged trial balance reports can be run by AR type and debtors statements can be sorted by AR type. AR type: Enter the AR type code or a "?" to display existing codes. Description: Enter the description of the AR type. Abbreviated description: Enter an abbreviated description of the AR type.


Customer type/ operator override maintenance DD.CTOPMAINT


Testing & Development Pty Ltd 25 MAY 01 09:48



Cust type/operator override maint Kyocera 27 bertww DEV.DD 1072




Customer type WHS WHOLESALE





Authorised operator SUP Super Operator



































DEVELOPMENT COPYRIGHT(C) 1989-2001 Citadel Computer Systems V11.1a [FEDIT]



(B)ypass (C)hange or (U)pdate :

The customer type/ operator override program is used to set up constraints for operators who can enter/ change prices in the discounting module. To enable the process on a system wide basis a parameter in the “Company parameter maintenance” program has to be set. Customer type: Enter the customer type needing pricing control Authorised operator: Enter the authorised operator code. The operator must have a PIN defined by DD.OPMAINT.


Customer type/ operator override enquiry DD.CTOPENQUIRY Testing & Development Pty Ltd 25 MAY 01 10:10 Cust type/operator override enq Kyocera 27 bertww DEV.DD 1072


Customer type WHS WHOLESALE





(P)rinter or (S)creen S



































DEVELOPMENT COPYRIGHT(C) 1989-2001 Citadel Computer Systems V11.1a [FEDIT] (B)ypass or (C)ontinue :

This process displays operators who have been assigned to customer types for price entry/ override purposes using DD.CTOPMAINT. Customer type: Enter the customer type code to be reported on (P)rinter or (S)creen: Choose the output format


Serial level descriptions DD.PRODSDMAINT Citadel Service, Distribution & Financial systems 14 FEB 97 16:48 TCL Mail Kyocera 43 phillipj DD 4000 _______________________________________________________________________________ Part# ______________________________ Description ____________________________________________________________ Serial level _ Serial desc ______________________________ ** DEVELOPMENT ** COPYRIGHT (C) 1989 1997 Citadel Computer Systems V7.1a

The serial level description facility allows descriptions to be held for each serial level held on a product i.e. for carpet products (which may be defined as a product with 2 levels of serial number) level 1 could be batch and level 2 roll number. Part #: Enter the part number (generic) that the serial level description is to be entered for. Description: The description of the part number displays for reference purposes. Serial level: Enter the serial number level that the serial description is to be entered: - e.g. level 1, level 2 etc. Serial description: Enter the description of the serial level: - e.g. level 1 = batch level 2 = roll


Product types DD. PRODTYPEMAINT Citadel Service, Distribution & Financial systems 14 FEB 97 16:40 TCL Mail Kyocera 43 phillipj DD 4000 _______________________________________________________________________________ Product type ___ Description ______________________________ Abbrev Desc ______ Maintenance routine ______________________________ Enquiry routine ______________________________ Index Att File name ___ __________________________ ___ __________________________ ___ __________________________ ___ __________________________ ___ __________________________ ** DEVELOPMENT ** COPYRIGHT (C) 1989 1997 Citadel Computer Systems V7.1a

The product type maintenance process is used to enter and maintain a file of product types. Each product type may have a “maintenance routine” and an “enquiry routine” defined. These are the names of programs that are called from the product maintenance and product enquiry processes if the product type is entered. These programs allow specific product masterfile data to be entered and/or displayed for products flagged with a particular product type. Product types that are to contain additional product masterfile detail may need new screens and programs to be prepared. In product maintenance if the user enters a product with a product type that has a valid maintenance routine specified the routine will be automatically accessed allowing additional data to be entered for the product. If an enquiry is made on a product with a product type that contains an enquiry routine the additional detail for the product can be displayed by choosing the (ADD)itional detail option. If no routines are specified the product type facility is only used for analysis and reporting. Product type: Enter the product type code to be established or maintained.


Description: Enter the description of the product type code. Abbreviated description: Enter the abbreviated description of the product type code. Maintenance routine: Specify the program to be used to access the additional product maintenance screen for products with the product type. Enquiry routine: Specify the program to be used to access the additional enquiry screen for products with the product type. Att file name:


Product classifications DD.PRODCLASSMAINT Citadel Service, Distribution & Financial systems 26 FEB 97 12:29 TCL MAIL Kyocera 39 fiona DD 1023 Classification code __ Description ____________________________________ Abbrev desc ______ ** DEVELOPMENT ** COPYRIGHT (C) 1989 1997 Citadel Computer Systems V7.1a

The Product Classification Maintenance screen is used to establish and maintain a file of product classification codes. These codes can be used to group products for analysis requirements. It is an additional facility to the product level analysis feature e.g. product importance. Classification code: Enter the classification code or a "?" to display all codes. Description: Enter the narrative description of the product classification code entered. Abbreviated description: Enter the abbreviated description of the product classification code entered.


Product analysis keys DD.PRODANALMAINT Citadel Service, Distribution & Financial systems 14 FEB 97 11:48 TCL Mail Kyocera 43 phillipj DD 4000 _______________________________________________________________________________ Default Sales Code Abbrev Description Warranty Days Level one __ ______ ______________________________ 9999 Level two __ ______ ______________________________ 9999 Level three __ ______ ______________________________ 9999 Level four __ ______ ______________________________ 9999 GL department ___ ______________________________ GL sales __________ ______________________________ GL cost of sales __________ ______________________________ Call type ____ ______________________________ ** DEVELOPMENT ** COPYRIGHT (C) 1989 1997 Citadel Computer Systems V7.1a The Product Analysis Levels Maintenance screen allows for the establishing and maintenance of a file to define product groups and subgroups. All products are referenced to the level structure at the time of their creation. It is then used in budget and actual sales/stock reporting. In addition, customer discounts can be attached to these levels by the customer to apply discounts automatically at order entry. The number of levels to be used is established in the company maintenance function. If the general ledger code definition includes departments a department code should be nominated in order that sales can be recorded in the correct location (the branch location is determined at the time of order entry). General ledger codes can also be nominated by product analysis level for the sales and cost of sales interface entries. If these are not nominated the entries are posted to the accounts nominated in Branch General Ledger Code Maintenance function. Standard warranty days can be specified for each product analysis level. These are used in the sales “warranty to date” calculations in sales invoicing. Call types can be entered for each product level to be used as the default call type in service call entry. Analysis code: Enter analysis code. Abbreviated description: Enter abbreviated description of level code. If the code is to be deleted enter a space. Before doing so ensure that no products have this level code attached to them. Description: Enter full narrative description of level code.


Default sales warranty days: Enter the default number of sales warranty days to be given to products within the analysis level. This is used in the sales invoicing process. The standard number of days is added to the sales invoice date to calculate the “warranty to date”. General ledger department code: Enter the department code that is to be used when sales of products that are attached to this product analysis level are made. General ledger code – Sales: Enter the general ledger account code that is to be credited with the sale amount of products sold that are attached to this product analysis level. If no code is nominated the sales account nominated in the branch general ledger account maintenance screen is credited. General ledger account - Cost of Sales: Enter the general ledger account code that is to be debited with the cost of sales amount of products sold that are attached to this product analysis level. If no code is nominated the cost of sales account nominated in the branch general ledger account maintenance screen is debited. Call type: Enter the call type that is to default in the service call entry process for the products held within the analysis level. Spare part group Y/N: Specify if the analysis level is for spare parts (veises distribution sales products). This flag is used in the sales warranty fee set up process to stop spare part products being flagged as attracting warranty fees.


Pakey/Cakey GL Matrix for GL postings DD.AKEYGLMAINT Citadel Service, Distribution & Financial systems 26 FEB 97 12:32 TCL MAIL Kyocera 39 fiona DD 1023 Customer akey __ ______________________________ __ ______________________________ __ ______________________________ __ ______________________________ Product akey __ ______________________________ __ ______________________________ __ ______________________________ __ ______________________________ GL department ___ ______________________________ GL sales __________ ______________________________ GL cost of sales __________ ______________________________ ** DEVELOPMENT ** COPYRIGHT (C) 1989 1997 Citadel Computer Systems V7.1a

The product analysis/customer analysis cross reference maintenance process allows coding of the sales and cost of sales entries to the general ledger to be determined by using both the customer analysis levels and the product analysis levels. If this is to be used, then it overrides all other sources as it becomes the most specific definition for the coding. Before this process is used, the program parameters must be set to specify the number of levels that is to be used for: - • the customer analysis levels • the product analysis levels Customer key: Enter the customer analysis key. A “?” search is available for selection of existing codes. Product key: Enter the product analysis key. A “?” search is available for selection of existing codes. GL dept: If departments are being used in the system, enter the department applicable for this combination. GL sales: Enter the GL sales account code applicable for this combination. GL cost of sales: Enter the GL cost of sales account code applicable for this combination.


Discounts-Max Levels by Pakey Level DD.MAXDISCMAINT Testing & Development Pty Ltd 30 JAN 98 16:00 DD.MAXDISCMAINT Mail Kyocera 76 fiona DD 1023 Prod level Code Disc% GP% Min GP% Abbrev Description One __ 11.11 111.1 111.1 ______ _______________________________ Two __ 11.11 111.1 111.1 ______ _______________________________ Thre __ 11.11 111.1 111.1 ______ _______________________________ Four __ 11.11 111.1 111.1 ______ _______________________________ Discount % 11.11 Target GP % 111.1 Minimum GP % 111.1 ** DEVELOPMENT ** COPYRIGHT(C) 1989-1998 Citadel Computer Systems V8. [FEDIT] Select format id :

Maximum system discounts can be set by product level. They can be set at all levels with the most specific level applying. Product level code: Enter product level code or a "?" to display all product categories at this level. If a maximum discount is to be set for this level enter a "." on the next level to move to the discount percentage field. Discount %: Enter a maximum discount percentage to apply to the product level as entered. Target GP %: Minimum GP%: Enter the minimum gross profit percentage that the product group is to be sold at. This percentage can be used to add a degree of control in the sales order entry processes (order entry to invoice, order entry to pick and DD.OEPQ). Existence of the percentage plus a gross profit minimum check program specified in the program parameters of DD.ORDERENTRY and DD. OEPQ (i.e. DD.GPCHECK) will stop sales below the set gross profit percentage. Note: The program DD.GPCHECK is written to allow the sales to continue if an operator is entered with a security level of 1 or more.


Tariff code maintenance DD.TARIFFMAINT Testing & Development Pty Ltd 02 FEB 98 09:29 DD.TARIFFMAINT Mail Kyocera 59 fiona DD 1023 Tariff code _______________ Description ______________________________ Duty percent 99.99 Penalty amount 9999999.99 ** DEVELOPMENT ** COPYRIGHT(C) 1989-1998 Citadel Computer Systems V8. [FEDIT] Select format id :

The Tariff Code Maintenance process is used to set up and maintain the tariff code file. Each code is given a description and the duty percentage applicable to it. Products can optionally be assigned tariff codes. The shipment costing module can be set (via assigning a cost type line as duty) to use the duty percentage to spread duty costs over the shipment lines. Tariff code: Enter the tariff code. The search facilities can be used to access the required line. Description: Enter the description of the tariff code. Duty percent: Enter the duty percentage for the tariff code. Penalty amount: Enter the penalty percentage for the tariff code.


OEM code maintenance DD.OEMREFMAINT Testing & Development Pty Ltd 09 OCT 00 11:06 DD.BFILEMAINT Kyocera 35 bertww DEV.DD 1072 Reference type OEM reference Reference code Description Abbrev desc # DEVELOPMENT # COPYRIGHT(C) 1989-2000 Citadel Computer Systems V14.1a [FEDIT] <Enter oem reference code, or ? to display all codes>

This process creates a file of reference codes for OEM’s (original equipment manufacturers). The OEM reference can be held on the product and service contract files. Reference Code: Enter the OEM reference code required Description: Enter the OEM reference description required Abbrev desc: Enter an abbreviated description if required


Durable Reference code maintenance DD.DURABREFMAINT Testing & Development Pty Ltd 09 OCT 00 11:07 DD.DURABREFMAINT Kyocera 35 bertww DEV.DD 1072 Develop a maintenance process to set up durable groups Durable code Description Abbrev desc Amortisation% # DEVELOPMENT # COPYRIGHT(C) 1989-2000 Citadel Computer Systems V14.1a [FEDIT] <Enter durable code, or ? to display all codes>

This process allows durable reference codes to be set up and maintained with their amortisation percentage. Products and service contracts can be flagged with durable reference codes. The codes are held for reference and reporting purposes only. Durable code: Enter the durable code required Description: Enter the durable group description required Abbrev desc: Enter an abbreviated description if required Amortisation: Enter the amortisation percentage


Vendor types DD.VENDTYPEMAINT Citadel Service, Distribution & Financial systems 26 FEB 97 12:34 TCL MAIL Kyocera 39 fiona DD 1023 Vendor type code __ Description ______________________________ Abbreviated desc ______ ** DEVELOPMENT ** COPYRIGHT (C) 1989 1997 Citadel Computer Systems V7.1a

The vendor type maintenance facility is used to establish and maintain a database of vendor type codes. Each vendor that is established can optionally be classified by type which then allows analysis of vendors by type in areas like purchasing and accounts payable i.e. what is outstanding to vendor type 'xx' - inventory suppliers. Cheque print runs can be done by vendor type. Vendor type: Enter the vendor type code that is to be established or maintained. The search facilities can be used to access the required code. Description: Enter the description of the vendor type code. Abbreviated description: Enter the abbreviated description of the vendor type code. This description can be used for reporting purposes to save space on the reports.


Vendor status code file DD.VENDSTATMAINT Citadel Service, Distribution & Financial systems 10 MAR 97 15:25 TCL Kyocera 19 davids DD 1056 Vendor status code Description Abbrev Allow entry of purchase orders ** DEVELOPMENT ** COPYRIGHT (C) 1989 1997 Citadel Computer Systems V7.1a <Enter vendor status code, or ? to display all>

The vendor status code maintenance is used to maintain the vendor status codes for quality assurance purposes. A vendor status code may be used to code vendors who meet the company’s quality assurance criteria: - i.e. A = approved

N = not approved D = deleted R = rejected

Each code has the facility to reject a vendor in purchase order entry/miscellaneous purchase entry. Hence purchase orders for unfavourable vendors will not be raised. Vendor status code: This can be alpha numeric. Enter a “?” to search for existing codes. Description: Enter description to appear on purchase order receiver dockets. Abbreviated description: Enter an abbreviated description. Allow entry of purchase orders: Enter (Y)es or (N)o.


Call log event code maintenance DD.CALLOGMAINT Testing & Development Pty Ltd 09 OCT 00 11:09 DD.BFILEMAINT Kyocera 35 bertww DEV.DD 1072 Reference type Log event codes Reference code Description Abbrev desc # DEVELOPMENT # COPYRIGHT(C) 1989-2000 Citadel Computer Systems V14.1a [FEDIT] <Enter log event codes code, or ? to display all codes> Reference code: Enter the reference code required Description: Enter the reference description required Abbrev desc: Enter an abbreviated description if required


Enter branch lead times DD.BRLEADMAINT Citadel Service, Distribution & Financial systems 26 FEB 97 12:35 TCL MAIL Kyocera 39 fiona DD 1023 Receiving branch ______ ______________________________ Supply branch Lead time in days ______________________________________ 999 ______________________________________ 999 ______________________________________ 999 ______________________________________ 999 ______________________________________ 999 ______________________________________ 999 ______________________________________ 999 ______________________________________ 999 ______________________________________ 999 ______________________________________ 999 ______________________________________ 999 ______________________________________ 999 ______________________________________ 999 ______________________________________ 999 ______________________________________ 999 ______________________________________ 999 ______________________________________ 999 ** DEVELOPMENT ** COPYRIGHT (C) 1989 1997 Citadel Computer Systems V7.1a

The inter-branch lead-time maintenance screen is used to enter the time frame for stock movements between each branch. This is used in the requirements planning processes. Receiving branch: Enter numeric branch code or a "?" to display all branches. Lead time in days: Enter number of days it takes for supply from supply branch to receiving branch.


Inventory parameters DD.INVPARAMAINT Citadel Service, Distribution & Financial systems 26 FEB 97 12:36 TCL MAIL Kyocera 39 fiona DD 1023 Purchase order cost 111111.11 Transfer order cost 111111.11 Carrying cost % 111.11 Purchasing admin lead time 111 Transfer admin lead time 111 Trend spread months 11 Max mths of stock 11 Velocity Stock code factor _ 1.11 _ 1.11 _ 1.11 _ 1.11 _ 1.11 _ 1.11 _ 1.11 _ 1.11 ** DEVELOPMENT ** COPYRIGHT (C) 1989 1997 Citadel Computer Systems V7.1a

The inventory parameter maintenance screen sets up the parameters that are necessary to enable optimum purchase decisions to be made and optimum inventory levels to be held. The detail is used in the requirements planning processes. Order cost: Enter estimated cost of an order to the business. This should include the cost of dealing with the order from inception to receipt into store. Transfer order cost: Enter the cost involved in raising a transfer. This cost will be used when determining if a transfer should be raised through the automatic transfer process. Carrying cost %: Enter carrying cost %. This should include costs like interest, insurance, storage and all other costs directly associated with holding the stock. Purchasing administration lead time: Enter the number of days that should be allowed for purchasing administration. Transfer administration lead time: Enter the number of days to allow for transfer administration. Trend spread months: Enter the number of months the demand trend is to be calculated on. Maximum months of stock: Enter the maximum months of stock that should be held.


Velocity code: Velocity codes are maintained using ROP/ROQ maintenance. They relate to the customer service level required for any stock keeping unit (SKU). Here we are assigning the service level to the velocity code by setting the stock factor (SF). The table below gives a range of service levels & SF's. The SF directly influences the level of safety stock (SS) in the formula SS = SF * SQRT(lead time) * standard deviation Service Stock Service Stock level % factor level % factor 99 2.33 91 1.34 98 2.06 90 1.28 97 1.88 85 1.04 96 1.76 80 .84 95 1.65 75 .68 94 1.56 70 .52 93 1.48 60 .25 92 1.41 50 .00 Stock factor: Enter the stock factor to define the service level required.


Miscellaneous charge codes DD.MISCHGMAINT


Testing & Development Pty Ltd 22 MAY 01 14:01



Miscellaneous charge code maint Kyocera 32 bertww DEV.DD 1072




Charge code FREIGHT



Branch



Work Type



Technician Description FREIGHT Unit of measure EA Unit cost 1.0000 GL department A DEPARTMENT A GL account 2220 FREIGHT CLEARING List price 5.00 Discount Sales tax code 1 22.00 % GST code 10 10.00 % Analysis key 10 FIRST 10 second Internal sales a/c Internal cost a/c GL cost type code Productivity code DEVELOPMENT COPYRIGHT(C) 1989-2001 Citadel Computer Systems V11.1a [FEDIT] (C)hange (D)elete or e(X)it :

The miscellaneous charge code maintenance process is used to enter and maintain miscellaneous charge codes that are used by order entry/invoicing and service call cost recording. Miscellaneous charge codes can simply be a base code such as “callout” or “labour”. They can however, be specified for any combination of branch, work type and technician, where this is appropriate. Program parameters set for DD.MISCHGMAINT and DD.GETMISCHG allow the user to specify whether the branch, work type and technician are, firstly, included as components of the miscellaneous charge codes and secondly, that they are used in processing. Multiple miscellaneous codes should only be used if very specific coding or costs etc. is required, e.g. if rates vary according to the technician used. In some cases it is not possible to define all of the elements, e.g. a technician cannot be specified for a miscellaneous charge associated with a sales order. Other processes allow all elements to be defined but whether they are used depends on the program parameter settings mentioned above, whether the miscellaneous charges including those elements are defined and whether the elements required are entered during the processing of the transaction. When processing a miscellaneous charge, only the base code, e.g. CALLOUT, is entered and the other detail, e.g. technician, is taken from entries made separately. The system selects the most specific charge that applies. See the service manual for full details on the general ledger posting entries etc.


Charge code: Enter the base code for the miscellaneous charge e.g. LAB, MILE and etc. Branch: Enter the branch code that the miscellaneous charge is required for. Work type: Enter the work type that the miscellaneous charge is required for. Technician: Enter the technician that the miscellaneous charge code is required for. Description: Enter the description of the miscellaneous charge code e.g. LAB = LABOUR. Unit of measure: Enter the unit of measure for the miscellaneous charge code e.g. hour, kilometre. Unit cost: Enter the unit cost of the charge code. This is also the value used as the cost recovery. GL department: Enter the department cost recoveries are to be coded to. GL account: Enter the general ledger account cost recoveries are to be coded to. This could be the account that the expense was originally coded to (i.e. wages) or an account set up specifically to hold the recovery of costs (i.e. wages recovered). Note: this account would normally be below the gross profit line on the financial

reports. List price: Enter the list price to be charged for the miscellaneous code. Discount: Enter the normal discount percent to be applied to the miscellaneous charge. Sales tax code: GST has superceded no longer relevant i.e. Australian wholesale sales tax. GST code: Enter the Australian GST code relevant to the miscellaneous charge.


Analysis key: Enter the sales analysis key to be applied to the miscellaneous charge. This is used for sales analysis purposes (sales and cost of sales). Note: the general ledger posting accounts for sales and cost of sales, may also be

defined by the analysis key. Internal sales a/c: Enter the general ledger account that sales postings are to be coded to if the code is used with an internal work type. Internal cost a/c: Enter the general ledger account that cost of sales postings are to be coded to if the code is used with an internal work type. Sales tax code: Enter the sales tax code for the miscellaneous charge code. Productivity code:


Representative list DD.MF503 Citadel Service, Distribution & Financial systems 14 FEB 97 11:56 TCL Mail Kyocera 43 phillipj DD 4000 _______________________________________________________________________________ Sequenced by (A)lphabetic or (N)umeric _ Printer or screen: _ ** DEVELOPMENT ** COPYRIGHT (C) 1989 1997 Citadel Computer Systems V7.1a

The representative list report simply lists all reps on the representative database. It can be sequenced either alphabetically or numerically. Alpha or numeric: Specify the sequence of the representative report. Printer or screen: Specify where the report is to print.


Customer analysis keys list DD.MF101 Citadel Service, Distribution & Financial systems 26 FEB 97 12:38 TCL MAIL Kyocera 39 fiona DD 1023 Customer analysis keys list Printer or screen: _ ** DEVELOPMENT ** COPYRIGHT (C) 1989 1997 Citadel Computer Systems V7.1a

The customer analysis keys list DD.MF101 is a report that lists the customer analysis level keys that have been established. They are listed in numeric sequence. Each key has its abbreviated description shown. Printer or screen: Specify where the report is to print.


Customer anal key list to level one only DD.MF103 Citadel Service, Distribution & Financial systems 26 FEB 97 12:40 TCL MAIL Kyocera 39 fiona DD 1023 Customer analysis keys list Printer or screen: _ ** DEVELOPMENT ** COPYRIGHT (C) 1989 1997 Citadel Computer Systems V7.1a

The customer analysis keys list DD.MF103 lists the customer analysis levels for each of the level one keys established. Printer or Screen Specify where the report is to print.


Product analysis key list DD.MF100 Citadel Service, Distribution & Financial systems 26 FEB 97 12:41 TCL MAIL Kyocera 39 fiona DD 1023 Product analysis keys list Printer or screen: _ ** DEVELOPMENT ** COPYRIGHT (C) 1989 1997 Citadel Computer Systems V7.1a

The product analysis list is a report that lists all product analysis level keys that have been established. The levels are listed in numeric order. The description of each level is shown along with the sales and cost of sales code general ledger account if this has been specified by level. Printer or screen: Specify where the report is to print.


Customer/product analysis key GL list DD.AKEYGLLIST Citadel Service, Distribution & Financial systems 14 FEB 97 16:57 TCL Mail Kyocera 43 phillipj DD 4000 _______________________________________________________________________________ Customer akeys ___________ ______________________________ ___________ ______________________________ ___________ ______________________________ ___________ ______________________________ ___________ ______________________________ Product akeys ___________ ______________________________ ___________ ______________________________ ___________ ______________________________ ___________ ______________________________ ___________ ______________________________ Printer or screen: _ ** DEVELOPMENT ** COPYRIGHT (C) 1989 1997 Citadel Computer Systems V7.1a

The customer/product analysis key report lists all customers/product analysis keys and the corresponding GL department, GL sales accounts and GL cost of sales accounts (where specified). See under customer/product analysis level definitions (G/L DD.AKEYGLMAINT) for more details of the analysis keys. Customer akeys: Enter the customer analysis keys the report is required for. Product akeys: Enter the product analysis keys the report is required for. Printer or screen: Specify where the report is to print.


Initial set-ups AR invoice entry DD.ARINITENTRY Citadel Service, Distribution & Financial systems 26 FEB 97 12:42 TCL MAIL Kyocera 39 fiona DD 1023 Customer ________ ______________________________ ______________________________ ______________________________ ______________________________ ______________________________ Currency ___ ______________________________ Branch 999999 ______________________________ Invoice number __________ Invoice date ________ Age 99 (0=current, 1=1month etc) Invoice amount 9999999.99- ** DEVELOPMENT ** COPYRIGHT (C) 1989 1997 Citadel Computer Systems V7.1a

The initial invoice entry screen is used to load the accounts receivable file ARTRANS with the opening balance detail. Each invoice and credit is loaded in total to put the detail on the customer's account. There is no interface to the general ledger and to keep the general ledger control account in balance with the subsidiary ledger a general journal must be done. This will require the general ledger account lock to be temporarily removed. Customer: Enter numeric customer number or alpha string to access search key. The customer's name and address will display along with the branch he/she is attached to. Invoice number: Enter the invoice number. If it is already present its age and amount will display. It can be deleted or the user can enter return to input another invoice number. To return to the customer number field - use enter key. Invoice date: Enter the invoice date in the format of dd.mm. Age: Enter the age of the invoice in terms of months outstanding.


Invoice amount: Enter the total value of the invoice. If the amount is a credit enter as a negative. The value entered will appear on the customer's account. It does not impact on general ledger and the total of all invoices entered should be entered through a general journal to keep the accounts receivable subsidiary ledger in balance with the general ledger control account. On updating the user is returned to the invoice number field.


Initial set-ups AR invoice proof list DD.ARINITLIST Citadel Service, Distribution & Financial systems 26 FEB 97 12:43 TCL MAIL Kyocera 39 fiona DD 1023 List all accounts receivable initial transaction load balances for branch ______ ______________________________ ** DEVELOPMENT ** COPYRIGHT (C) 1989 1997 Citadel Computer Systems V7.1a

The Initial Entry Proof List screen is used to initiate a list of invoices by customers that have been entered under initial invoice entry. This list can be run for a specified branch or all branches. The list should be used to balance the start up debtors' balances with the previous system. Branch: Enter numeric branch code or a "?" to display all branches. If the list is required for all branches return through the field.


Initial set-ups DD.INSTALLINIT Installment debtors Citadel Service, Distribution & Financial systems 26 FEB 97 12:45 TCL MAIL Kyocera 39 fiona DD 1023 Customer ________ ______________________________ Invoice# __________ Installment# 99 Due date ________ Amount 9999999.99- ** DEVELOPMENT ** COPYRIGHT (C) 1989 1997 Citadel Computer Systems V7.1a The initial installment entry screen is used to establish the file of installments that exists at the time of system start. The entry of initial installments does not create any interface entry to the general ledger. It is important, therefore to ensure a journal entry is done to the general ledger for the total amount entered. The control account for installment debtors is nominated in the Branch General Ledger Code Maintenance function. This means that the journal entry that is posted to get the initial balances loaded must be by branch. The aged installment list can be run to determine the total that is entered via the Initial Installment Entry process. No normal installment billing should be done until the opening balances are balanced. Customer: Enter the customer code for the customer that initial installment entry is required for. Search facilities can be used to access the required customer. Invoice number: Enter the invoice number or reference for the initial installment. This reference is matched to the records on the accounts receivable file. When the installment is released to the Debtor account it will transferred with this reference. Installment number: Enter the installment number. Each installment should be given a unique installment number for reference when it is transferred to the debtors account. When all installments are entered ‘SPACE’ and ‘RETURN’ to clear the field.


Due date: Enter the due date of the installment being entered. Amount: Enter the amount of the installment.


Initial take-on stock adjustment quantities DD.STOCKINIT Citadel Service, Distribution & Financial systems 17 FEB 97 10:0 TCL Mail Kyocera 19 phillipj DD 400 _______________________________________________________________________________ Branch ______ ______________________________ Product code ______________________________ Description ______________________________ ______________________________ Unit of measure ______ Qty on hand 9999999.99- Reason __ ______________________________ Quantity 9999999.99- Average cost 999999.9999 Extended cost 999999.9999- Operator ___ ______________________________ Writer ______________________________ Comment ______________________________ ______________________________ ** DEVELOPMENT ** COPYRIGHT (C) 1989 1997 Citadel Computer Systems V7.1a

The Initial Stock Take On process is used to load initial stock quantities. No general ledger entries are made so a balancing entry must be made by a general ledger journal to balance the subsidiary file with the general ledger. Branch: Enter the branch the stock is held in. Product code: Enter the product code that the stock quantity is to be specified for. Description: The description of the product code is displayed for reference purposes. Unit of measure: The unit of measure of the product code is displayed for reference purposes. Quantity on hand: The quantity of stock already on hand in the branch is displayed for reference purposes. Reason: Enter the reason for the adjustment. Quantity: Enter the quantity of the adjustment. Average cost: The average cost of the product is displayed for reference purposes.


Extended cost: The extended value of the adjustment is displayed for reference purposes. Operator: Enter the operator code. Writer: Enter the writer of the adjustment in narrative form. Comment: Enter narrative comment on the adjustment.


Documents

CITADEL BUSINESS SYSTEM DOCUMENTATION · BRANCH DEFINED GL INTERFACE ACCOUNTS DD ... This should be the physical address of the head office ... Currencies are set up using currency