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The Latest About c-Systems Enterprise System


CSEARCH: Customer Search Record

The CSEARCH program scans some of the major system files to locate a user specified customer account number wherever it appears in the selected file. Files searched include the today and yesterday invoice files, serial numbers, pick tickets, back orders, saved invoices, shop history, current repair orders, and layaways. The available files do not include accounts receivable records which must be accessed using the ARMENU program. Refer to the CSEARCH documentation in the Accounts Receivable section of the Enterprise Operations Manual for more details.


The windows objects version of the CSEARCH program is enabled using the WO program and must run from a PC using the c-Systems Workstation emulation.

Access the program by typing CSEARCH in the Program field on the system main menu, or by pressing the F6 key from within an invoice or shop job.

Blue Mountain Equipment
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Customer To display a customer's account, enter any of the following:

1) The customer’s account number, or

2) The customer's ten digit telephone number, or

3) The first few letters of the customer’s name.

Buttons

Buttons 1 – 9: Select the file (1 - 9) to search or one of the additional function buttons.

Notes button: Displays the customer notes.

Email button: Initiates an email if there is an email address in the EMAIL1 field in the customer file. The workstation must be capable of sending email from c-Systems.

Map button: Accesses the Google Maps site to display a routing map to the customer’s address from the location in the SETMAP program. See the MAP program documentation in the Management section of the Enterprise Operations Manual for more information.

NOTES

1. The Shop History grid includes the job date-in and date-completed.

2. Right-click in a results grid to change the font characteristics, or print the grid.

Blue Mountain Equipment
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Introduction to Shop Organizer

The Shop Organizer allows the shop manager to easily assign unclaimed jobs to selected technicians. The jobs must be in either initial or open status, or an open shop quote. Jobs may be easily moved between technicians or the working order rearranged. Once a technician number is entered on the actual job, it no longer appears in the Shop Organizer as an unassigned job.

The Shop Organizer (SO program) must run from a Windows workstation and preliminary set up is required. Please refer to the current Enterprise Operations Manual for set up and operational information.


Blue Mountain Equipment
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Assign a job to a technician by highlighting the job in the Unassigned Jobs list. Click and hold the right mouse button, drag the job to the appropriate technician’s column and release the button.

Blue Mountain Equipment
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Jobs shown in the Shop Organizer are color coded to match the Shop Monitor (SMON) program.

Blue Mountain Equipment
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Jobs may be easily rearranged by highlighting the job, right-click and drag to the desired location. Use this method to change the job sequence within a technician’s column, or move the job to a different technician. Double-click a job to view detailed information. When jobs are placed in complete status, or billed to the customer, the job appears with a black background. Changes to the SO program are saved when exiting the program. Billed jobs are removed during the ENDDAY process.

A list of jobs assigned to a technician may be printed by placing the cursor on the technician’s name and clicking the right mouse button. The list may be sent to a Windows designated printer.

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Crader Distributing Co. and Blue Mountain Equipment Stihl Purchase Order Download

c-Systems Enterprise users now have the ability to download purchase orders to Crader Distributing Co. and Blue Mountain Equipment. The transmission programs must be installed on a workstation with internet access and requires the c-Systems interface programs along with Microsoft .NET Framework version 2.0 or higher.

After the programs are in place and the basic vendor file setup is complete, a purchase order is created and placed into on-order status as usual. Select the appropriate supplier (Crader Distributing or Blue Mountain) and the system creates the download file and displays the order.


Blue Mountain Equipment
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Click the Send button to transmit the order to the supplier. The system connects via the internet to the supplier’s ordering site and sends the order.

A response is received from the supplier showing the transmission results.


Blue Mountain Equipment
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Enterprise Customer Connect

The Enterprise Customer Connect program enables your internet customers to access their real-time account information, view outstanding back orders, perform inventory queries, purchase merchandise, and many other functions.

This easy to use program allows your internet customers to connect to your business website and create an order which in turn generates a pick ticket for your personnel to pull the items. This reduces the need for e-mail, fax, and phone orders, thus speeding up the order process and providing better service to your customers. This is an advanced system module which may require additional components.

The screen example below illustrates the Stock Check function. The customer can easily see if an item is in stock, including their cost, and place an order, all from one screen.


Customer Connect Stock Check
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The screen example below illustrates the customer account detail function. The customer can quickly see a list of outstanding transactions and their current account balance.


Customer Connect Balance
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Customers may easily create purchase orders by selecting the items and quantity to order. The order may be saved and resumed at a later time. A running total for all items on the order appears at the bottom of the selection window. Customers then use the Proceed to Checkout button to finalize the order. This creates a pick ticket at your business to fill and bill the customer’s order.


Customer Connect Order
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The c-Systems Customer Connect module provides your internet customer with a faster and easier method to order items from your business. Please contact the c-Systems Sales Department for more information.

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LCS

Line/Commodity Sales Recap

The LCS program displays part number sales during a specified time period by product line and/or commodity. The grid may contain all parts, a selected product line, selected line/commodity, or a single commodity across all lines. The program reads the Yesterday invoice file to compile the data and the grand total of all listed items is shown at the bottom of the screen.

Individual parts appear in invoice number order. However, the information may be sorted differently by clicking the header of the desired column.

Access the program by typing LCS in the Program field on the system main menu.

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Selection fields

From - To Dates

Select the beginning and ending dates to scan the Yesterday invoice file. Data is available from the oldest invoice in the file to the most recent. Sales made since the last ENDDAY cycle are excluded.

Line

Enter the alphabetic or numeric line code desired or leave blank to include all product lines.

Commodity

Enter a commodity code or leave blank to include all commodities. Entering a commodity code without a product line displays all parts having the selected commodity across the entire inventory file.

When the selections are complete, click the Start button to begin compiling the information. The time required to populate the grid depends on system speed, the size of the Yesterday invoice file and the date range selected.

Additional functions

a. Use the Print button to output the grid to a designated c-Systems printer (invoice number order). Works best on laser printers.

b. Double-click a specific invoice number to view the actual invoice.

c. Right click within the grid to change the font characteristics or print the grid as shown to a Windows printer.

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Customer Back Order Status

The BO program displays the customer back order records contained in the BOFM program in a multi-function grid format. This program makes monitoring customer back orders quick and easy without accessing individual entries in the BOFM program.

The back order information may be displayed based on selected criteria such as; all back orders, shop only, non-shop (invoice), items not ordered, back orders not filled, drop ships, or all back orders in condensed format.

Launch the program by typing BO in the Programs field on the main menu of a Windows workstation.

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The default selection displays all current customer back order records. The other formats are enabled by selecting the desired criteria in the upper left corner. Information is displayed in bill-to customer account number order but the data may be sorted by clicking on a column header. Slide the horizontal bar below the grid to see additional back order information including part numbers, pricing, status, and more.

Right-click within the grid to change the font characteristics and print the grid to a Windows printer.

Please refer to the BO program in the Purchasing section of the Operations Manual for additional information.

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Invoice Quotes

The QUOTES program allows easy access to existing invoice quotes to either view, re-create and modify, convert to an invoice, void, or create a New quote. A very helpful feature of this program is the ability to access a previous quote, make changes, then print it again as a new, updated quote.

Access the program by typing QUOTES in the “Program” field on the system main menu. This program must be run from a windows workstation.

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Select whether to display all quotes or only quotes for a particular customer account, then click the “Find” button. The quotes are displayed in invoice number order by default. Click a column header to sort the grid.

Highlight the desired quote then select from one of the available functions.

Display-View or print the selected quote.

Re-create-Accesses the selected quote then displays it in Invoicing format to modify the contents and create a new quote including the modifications.

Invoice-Accesses the quote to convert it to an invoice to finalize and bill the customer.

New Quote-This function creates a new quote from scratch, the same as entereing "QT" on the system main menu.

Void-Flags the quote as 'void'. A voided quote may not be used to re-create a new quote or converted to an active invoice.

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Signature Capture for Enterprise Systems

The optional Signature Capture feature is incorporated into various components within the Enterprise software. A signature may be required when finalizing a charge or credit card sale, credit memo, cash refund, shop work authorization, and invoiced shop jobs.

A signature capture device is required for each applicable workstation.

Laser or thermal printers are required to print the signature.

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Ensure Correct Special Pricing With Enhanced PROMOFM

A spectacular way to plan your sales and promotions with the security that they will be handled accurately and on time.

Imagine it’s early March and you can create the pricing for the upcoming Trimmer Spring Special Promotion knowing it will begin and end on certain dates. PROMOFM allows you to immediately set up promotional pricing for future events with all the flexibility to make it successful.

PROMOFM will price, bill, order and fill back orders correctly and automatically. Remember, your employees don’t have to remember which item, what price or when it is on sale. The system handles it.

The enhanced PROMOFM program allows you to apply promotional pricing to selected individual items. Pricing can also be applied by a commodity within a product line, an entire product line or a specific commodity across all product lines.

When you walk in on the first day of the promotion, PROMOFM correctly prices the special items. The day after the promotion ends, your pricing automatically reverts to your designated pricing structure. You don’t have to remember to do anything extra.

promo

The screen example to the right (click image for full size) illustrates a special promotion which begins April 1 and ends May 31. Some trimmers have a set selling price while others have a discount off the suggested List price. Also, special prices are applied to selected commodities and product lines. These promotional prices appear automatically when the items are added to an invoice or shop work order.

Please refer to the c-Systems Enterprise Operations Manual for more information, or view the PROMOFM demonstration video.

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Display Past Due Customer Accounts


Past DueClick image to enlarge

Here is a quick and simple way to list your customer accounts that are past due without having to print a trial balance.

The PASTDUE program displays a list of customer accounts with amounts 30-, 60- or 90-days past due. Each past due period may be selected individually or in combination.

30-, 60-, 90-Days Past Due
Enable the desired time frames to display customer accounts having balances in the selected field. Accounts with balances in any of the selected fields are included.

Apply Credits
Applies any outstanding payments or credits to the OLDEST past due amount. This feature affects the PASTDUE program display only and does NOT affect the actual account balances.

NOTE: Resulting values on Open Item accounts using the "Apply" feature may not be accurate. Matched debits and credits are not considered.

After all selections are complete, click the 'Start' button to scan and display the accounts.

NOTES:
The value in the "Totals" column includes the displayed values only and is not necessarily the account balance.

Future due amounts are excluded from the account balances.

Other PASTDUE program features:

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Related Item Sales

An enhanced version of the SETFM program now allows creation of Related Item Sales sets, which are attached to a specific part number. When the part number is sold, a list of related items appears to remind your personnel to mention these extra items to your customers during the sales process.

This new feature (available on the 35.01 software release) is a great way to increase your accessory and additional parts sales with a minimum of change to your normal sales routine.

Click here to watch a video that walks you through the set-up and usage process. We recommend that you watch the video to get a thorough understanding of the process.

To utilize the Related Item Set feature, first run the BLDSPARTL program from the c-Systems main menu. ALL workstations must be signed off, back to the “Login” prompt before running the program. The BLDSPARTL program must be run in each store on multi-store systems.

After the set is created and assigned to a part number, selling the item on an invoice or through a shop job displays the attached related item set (click the thumbnail to open a full image).

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Check the items to add to the invoice, then click OK. The selected items appear on the invoice with prices based on the customers’ pricing structure.

Please view the Related Items Setup video for a complete demonstration

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Stocking MAX Information Program

The MAX program is a helpful tool to visualize how the computer calculates the stocking maximum (max) based on monthly demand, stock depth, and the "seasonal" setting.

Max Calculations

The program displays the stocking maximum information whether or not the max is actually calculated during the month-end cycle. The stocking maximum is one of the primary values used by the Purchasing program to determine if an item needs to be ordered. The MAX program is for information display only.

Type MAX in the Programs box on the c-Systems main menu, and then click the drop-down arrow to select a product line. The system may take a few seconds to compile and display the information, depending on the speed of the system and the number of parts in the selected product line.

Basic part number information is shown along with the Stock Days (stock depth) set in either the CONTROL program (Control Days) or the LINEFM program (Line Days).

Click a part number, then move the mouse slightly to show a tool tip containing the last 12 months demand for the selected part number.

Stocking Max

Move the lower slide bar to the right to display additional fields including seasonal and non-seasonal demand along with the current and calculated max values. The demand in yellow are the demand figures used to calculate the stocking maximum shown in the far right column. The “calculated max” is how the computer would set the stocking maximum based on the max calculation formula. Click a demand value from the highlighted area, then move the mouse slightly to show a tool tip containing the demand figures, stock depth, and resulting calculated max.

For more information regarding the stocking maximum calculation, please refer to the ‘Special Notes’ page of the LINEFM documentation in the Operations Manual.

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Automated Pricing Database Notification and Ordering

Maintaining current manufacturer pricing is critical to the success and profitability of your business. The c-Systems PRICEUPD program (Windows Objects version only) in conjunction with the “Updates at ENDDAY” report, makes this a simple process.

Users may view the current status of the price databases and order updates from within the PRICEUPD program if the c-Systems server is currently receiving updates via the Internet during the End-of-Day process.

You may elect to have all future updates for a particular manufacturer downloaded to your server automatically, as new databases become available. Please contact the c-Systems Pricing Department for more information regarding automatic price updates.

Using the Windows Objects version of PRICEUPD, the price databases are shown using color codes to indicate the current status.

Color Legend: Price Update

Ordering an Updated Price Database:

  1. To order an updated price database, click the desired alpha code (in red) on the grid, then click the Order Update button.
    price database
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  2. Verify the alphabetic line code is correct in the Order Update window.
    order update
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  3. Select either Database or Database with Supplemental which is enabled only if manufacturer supplemental information is available.
  4. Click the Order box, then click Close.
  5. The Order Acknowledgement window appears including the cost of the selected database options. Click OK to place the order or Cancel to abort.
    NOTE: Database cost is subject to change. The illustration may not reflect current cost.
    database
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  6. The order is transmitted to the c-Systems' Pricing Department during the next End-of-Day cycle.
  7. The new database is downloaded to your server during the following End-of-Day cycle and the New Database Loaded message appears on the main menu.
  8. The new database appears in yellow on the PRICEUPD grid. Complete the price update process as usual.
  9. The Updates During ENDDAY report (No. 510, example below) includes information regarding the price databases on your server.
REPORT #: 510           FTP END OF DAY PROCESS         DATE : MM/DD/YY
----------------------------------------------------------------------
LINE EXT STATUS                       DATE   REVISION
----------------------------------------------------------------------
LAW  DL  NEWER UPDATE AVAILABLE       MM/DD/YY
TOR  DL  NEWER UPDATE AVAILABLE       MM/DD/YY
         NEW PRICE UPDATE ORDERED     MUR
	  NEW PRICE UPDATE LOADED      ALA
      

Reversing a database order
The order may be reversed BEFORE the next End-of-Day cycle by selecting the alpha code, click the Order Update button and unchecking the Order box. If the End-of-Day process has already run, please contact the c-Systems Pricing Department.

Instructional videos are available on our website in the Enterprise Support section. 

Please contact c-System Customer Service for additional information.

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Taking a Physical Inventory

Complete the following steps before beginning the actual counting process:

  1. Straighten all stock and verify it is in the proper location.
  2. Personnel taking the inventory should be familiar with the location of overflow merchandise so it is not missed.
  3. Quantities of items on saved invoices are shown as "allocated". All “saved” invoices in the system should be billed out if the merchandise is not on the premises. Quantities of all items on any remaining saved invoices must be accounted for separately and not included in the inventory count process. Use report #298 (Saved Invoices) to print a list of outstanding saved invoices.*
  4. Quantities of items on pick tickets are shown as "allocated". Complete or remove as many pick tickets as possible. Quantities of all items on remaining pick tickets must be accounted for separately and not included in the inventory count process. Use report #310 (Outstanding Pick Tickets) to print a list of outstanding pick tickets. *
  5. Quantities of items in stock to cover customer backorders are shown as “allocated”. Quantities of all items must be accounted for separately and not included in the inventory count process. *
  6. Verify all parts shown on shop jobs have actually been removed from stock. If not, pull the items from the shelves so they are not counted in error.
* All items shown as "allocated" should be removed from the stock locations and placed in a special bin or area. These items should NOT be counted as part of the 'on-hand' stocking inventory. The inventory investment reports include the allocated quantities in the investment totals.

After the above preparations are complete:

  1. Print a pre-inventory investment report (No. 110).
  2. Print either of the inventory count lists (report No. 119 or No. 154). Print the inventory count lists in sections, not the entire inventory at once. Refer to the documentation on both reports, found in the Reports section of the operations manual, for usage and special information.
  3. Count the inventory using the printouts.
  4. Use the ADJUST program to correct the inventory quantities. See the ADJUST program documentation in the Inventory Control section of the operations manual for important information and usage instructions.
  5. After the inventory is complete, be sure to make a backup of the system data (Other Menus > Miscellaneous Items > Reports No. 511-Data Backup.
  6. Print a post-inventory investment report (No. 110).

Special Notes:
The system may import / export to the Regis Inventory Counting system. See the Regis documentation in the Inventory Control section of the operations manual for more information.

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SPFM Program Streamlines Repair Procedure

Customize repair procedures with SPFM..

Need more repair procedure selections when creating a shop job?

Want to attach a set to a procedure so all of the necessary parts are immediately added to the job?

The Enterprise system has the answer.

The SPFM (Service Procedure) program contains common shop repair procedure notations which are easily added to new shop jobs. These repair procedures may be generic in nature or equipment model number specific. The optional ‘Procedure Selection List’ allows many more procedure selections than the basic 24 repair descriptions.

SPFM also allows you to customize the repair procedures to the equipment type. For example, a string trimmer needs a different group of repair procedures than a mower or ATV. This is a great time saving feature which will be appreciated by your shop employees.

The SPFM program may be used in conjunction with the Sets program to automatically include the parts required for a common repair for a specific model. Once the various procedures are created and a set is assigned, your personnel no longer need to enter the same parts, remarks and other items when making repeated repairs.

A shop pick ticket may be printed to use when pulling the required parts. This is a great time saving feature and is handy for creating shop jobs for tune-ups, periodic service, seasonal specials, product recall repairs and more where the same parts are repeatedly needed.

Instructional videos are available at our website in the Enterprise Support area. The Shop Procedure File Maintenance video illustrates the setup and use of the SPFM program in detail whereas the Shop Procedures – Fast Start video outlines only the basic setup required to begin utilizing the program. Once the basics are established, as shown in the Shop Procedures - Fast Start video, they may be expanded to encompass the enhanced features of the program at a later time.

Please refer to the Enterprise Operations Manual, available at our website, for detailed installation and use procedures, along with system requirements.

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The SPFM program includes a master list of common repair procedures. You may add or remove procedures from this list based on your particular needs.

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Procedures selected from the master list are assigned to a specific model or a generic equipment type description. These procedures appear when the corresponding make and equipment type are entered on a shop job.

This way the various equipment types, will have procedures which match the required repairs.

spfm select
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During the shop job creation, the assigned procedures appear in an easy-to-read grid format. Highlight as many of the procedures as required and click the OK button to insert them to the body of the job.

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An existing set (from SETFM) containing remarks and parts may be added to a procedure. When the procedure is included on a job, these items are automatically inserted into the job. This is a time saving feature for common repairs, tune-ups, etc.

Sets may be easily created, using the SETFM program, by importing items selected from within the catalog interface programs. You would simply create the base set, select the required items from the parts catalog program and import them into the SETFM program. Then the set may be attached to the procedures in the SPFM program.

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SCAN: Locate Invoices With Specific Information

Find invoices by quote, customer, serial number and more with SCAN.

The SCAN program searches the yesterday invoice file for invoices containing specific information. Search criteria include: Invoices having non-taxable items, wholegoods without serial numbers, quotes, invoices with a changed price, voided invoices and more.

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The SCAN program may be accessed in text mode or Windows Objects mode (enabled through the WO program). Launch the program by typing SCAN in the Programs field on the c-Systems main menu.

Select the beginning and ending dates using the drop-down lists, then select to display the results on the screen or print them to a designated printer. The results may be sorted in ascending or descending invoice number order.

Invoices may be scanned for: Non-taxable items, serial numbers (all, blank or a specific number), quotes, voided invoices, a specific customer, invoices to category 90-99 accounts, layaways, tax code and invoices where a price was changed from the customer default.

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Double-click the invoice number on the results grid to display the invoice detail.

Please refer to the Enterprise Operations Manual or contact c-Systems Customer Service for more information.

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See Vital Customer Information With SCANINFO

SCANINFO is a quick method for your counter and shop personnel to see vital information about each customer.

The SCANINFO program displays selected information when creating an invoice or shop job, displaying notations after the customer’s account number is entered.

Notations include completed shop jobs, saved invoices, outstanding pick tickets, customer notes, back orders received and outstanding rental reservations. Click to open larger screenshot Click image to enlarge

The items displayed are invaluable to your employees, allowing them to serve your customers more efficiently.

You determine which scans are enabled on a system-wide basis through settings in the CONTROL program. The Rental reservation information appears if the optional Rental system is installed. The scan information may be displayed in text (non-windows) format or in windows objects format (below) by enabling the “Scaninfo” selection in the WO program.

The Operations Manual contains more information about this feature in the Invoicing and Shop sections.

Please contact c-Systems Customer Service if you have any questions.

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Voided Invoice List

The VOIDS program displays a list of voided invoices in grid format and must be run from a Windows workstation. Access the program by typing VOIDS in the Program field on the system main menu.


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Please contact c-Systems Customer Service if you have any questions.

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TODAY Display Current Sales Information

The TODAY program displays invoice sales information accumulated since the last ENDDAY run.  Sales data may be displayed by transaction, pay type, counterman number, salesman number, workstation number, transaction type, time, department  number, or drawer number. 

The program displays data real-time and has a periodic refresh to keep the figures current.  When selecting a new display  format, the system waits until the next refresh cycle to compile the information.  There may be a few seconds delay until the next refresh cycle.  The Freeze button halts the automatic refresh cycle which sometimes makes the information easier to read.

This program must be run from a Windows workstation.

Access the program by typing TODAY in the Program field on the main menu.


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Please contact c-Systems Customer Service if you have any questions.

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PICKUP & DELIVERY SCHEDULER

The Pickup and Delivery Scheduler is used to schedule equipment pickup or delivery dates and times then generate a map based on the selected jobs. 

Please contact c-Systems Customer Service for additional information and detailed documentation.

The Scheduler must run from a Windows workstation and be able to display Google Maps.

A shop job may be flagged for pickup or delivery at any time before the job is billed.  The P&DSched selection appears in the shop options function which is how the job is selected. 


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The pickup or delivery is scheduled and additional information and instructions may be added. 

A maximum of eight stops along a route are selected from a list of jobs designated for pick up or delivery.  A Google route map may be generated based on the order of the selected stops.  A corresponding report may be printed including the special instructions and other information.


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