When you click on or hit enter on the Branch Control option from the Select Option menu, the system will prompt another Select Option menu as follows:

BRANCH CONTROL 1 SCREEN

The following controls are specific to each Branch you are operating on RollMaster. If you have more than one Branch, you will need to log into each Branch to set up these controls. When you enter the Branch Control 1 menu level, the screen will appear as follows:

The (F3)—Copy Settings option allows for copying Branch Control 1 and 2 screen settings from one Branch to another or to All Branches. When you hit the F3 key, the system will first prompt the following:

Whether you are copying to a single Branch or All Branches, you need to click Yes at this prompt. The system will then prompt the following:

Type in a Branch ID of a single Branch, or hit enter to copy current settings to All Branches.

Field Descriptions for Branch Control 1 Screen:

User Specific Control- if you type a “Y” for yes at this control, you can then pull up the User Control levels of the System Control Maintenance module. At the User Control level, you can customize the accessibility of certain system functions for individual Users, and even customize the menu each Users will see. You will still be able to use system passwords in addition to any of the User Control features that you set-up. Caution: If you type a “Y” in this field, you need to immediately set up at least one User ID in the User Control 1 level screen—be sure to use the default Custom Menu. If you don’t perform that step and then exit the system, you will not be able to get back in to the RollMaster System without the assistance of a RollMaster Support Team member.

% of Commission Split for Salesrep. #2- to access this field, you must enter a “Y” for yes in the User Specific Control field above. When a percentage is entered in this field and a 2nd salesperson appears on a job, the system will split the base commission accordingly. For instance, if you type “40” in this field, where there are two salespeople on a job, the first salesperson will receive 60% of the commission earned on the job and the second salesperson will receive 40% of the commission earned. In the View Job Cost and Cost Maintenance modules, where there are two salespeople on the job, the system will display the split commission percentages that have been set up through this control and the amount they will be paid. Also, there is a User Control 2 option that will determine whether a User can change the commission split percentage calculated in the Cost Maintenance module. There is a Salesperson Maintenance module accessible from the Sales Processing menu, in which you will enter all salespeople in the system. You can also set default commissions in that module.

Invoice Terms (% per month)- this is not currently a working field. Enter through this field to get to the next field.

Minimum Size for Remnant Price- these are not currently working fields. Enter through these fields to get to the next field.

Open Cash Drawer- this field applies to cash sales where a cash drawer is attached to the RollMaster System. When enabled, an Open Cash Drawer prompt default will be set to “Y” for yes. If this field is set to “N” for no, the Open Cash Drawer prompt will not appear in the Order Entry module.

Inventory Must Be In Branch To Process- this option relates to the Inventory Transfer program in the system and has to do with not allowing a Work Order or Invoice to be processed and printed for a line that contains material that still physically resides in another Branch. If you do not want a Work Order or Invoice to be processed and printed for material that does not reside in the current Branch, set this option to “Y” for yes. This prompt will have to be changed for each Branch if you wish to use this control.

Br: Able to Transfer All Inv- with this control set to “N” for no, Users in other Branches cannot transfer or receive material into any other Branch except their own. For example, if someone in Branch 2 needs inventory that resides in Branch 1, they cannot initiate that transfer using the “(F4) Roll Transfer” function from their Branch. They will also not be able to receive inventory into any Branch other than their own. With this control set to “Y” for yes, any User from any Branch can transfer or receive inventory in any other Branch—provided they have access to the Inventory Maintenance module and no restrictions have been set up in the Branch Control Maintenance module.

Able To Clear A/R Payment Register- this control handles whether the Customer Payment Register can be cleared in satellite Branches—this control only applies to Multi-Branch customers. This control gives the accounting department the ability to prevent Branches other than the one they are operating out of to clear the Customer Payment Register, which means that only the accounting department can clear the registers in all Branches. The register can still be printed from the other Branches, but it cannot be cleared, which means that the data on the register will not be lost. In the operating Branch, this control should be set to “Y” for yes to allow the operating Branch to clear all registers. In the satellite branches, this control should be set to “N” for no to prevent the register from being cleared.

Able to use PO’s for nonCat Vendor- this was written for a specific customer who has Branch locations that are several hundred miles away from the corporate office. In their case, they may need to create a PO to a Vendor that is different from the one appearing on a Catalog Item in the system, because another Distributor or Vendor may be closer. They will then want to continue adding PO Lines to this same “Different Vendor PO,” rather than creating several PO’s with one line. With this control set to “Y” for yes, the system will allow you to add to an Open PO where the Vendor ID on the PO does not match the Vendor ID of the Catalog Item. If this scenario does not apply to your business, leave this control set to “N” for no.

Progress Billing – Use Est. Cost. …COGS – Progress Billing …Work In Process- these controls only apply to Progress Billing Invoicing. If your company does not create any Progress Billings, you do not need to enable these controls. However, there are several features available to customers who do use the Progress Billing feature, and the explanations of those features will start here and continue in the Sales Processing section of the manual. If you would like to have the system keep track of your COG and Work In Process entries on your financials as you perform your Progress Billings, rather than making an entry at the end of the month, you can set that up here. If you only perform Progress Billing within your Branch, you can use the existing COG Expense Account in the first field option after typing a “Y” for yes at the control prompt. If you generate Progress Billings in the Branch along with regular Invoices, you should create a new G/L account for COG-Progress Billing. This will only work for one account, so you will not be able to break out Progress Billing COG data by Product Type. You will also need to add a new Asset G/L Account for Work In Process/Progress if you don’t already have one. Add that account in the second field under this control. Once these accounts are entered, as you generate Progress Billings, your estimated costs will be sent to this new cost (expense) account and the revenue will go to the asset account. This will continue until you perform your final 0.00 Progress Billing Invoice from the job. At that time, the system will reverse any non-material costs, such as Labor, out of your COG - Progress Billing account and make entries to clear the Work In Process Asset account, along with the regular entries the system normally makes. With this update, you will also be able to view estimated cost and margin data based on each Progress Billing Invoice via the Sales Analysis – Est. Progress Billing module.

Omit Vendor ID and PO # from Work Order Print?- this control also appears in the Company Control 1 level of the System Control Maintenance module, but because of Multi-Branch functionality, many clients wanted to set this control based on individual Branches and not for the entire Company. If this control is left blank, then whatever is entered in the Company Control 1 screen will control all Branches within the Company. However, if you type a “Y” for yes or an “N” for no at this prompt, the system will override what is in the Company Control 1 screen, just for the current Branch.

Disable Cut Machine Interface?- with this control, you can turn off the EZ Cut or AccuCut interface in Branches that do not have the cutting machines. This will only apply to customers who have the interface set up in their business. If the Cut Sheet feature has not been enabled in the Company Control 2 screen, this prompt will display N/A. If it has been enabled, you will have two options at this prompt. The first response is for Carpet, and the second for Vinyl, so that one or the other, or both can be activated by Branch from the Settings feature in the Inventory Cut Sheet program.

Disallow Invoicing if not W/O?- if this control is set to “Y” for yes, the system will prevent any invoicing from taking place in a Branch if material has not been shipped out on a system Work Order.

Activate Care in Branch- for each Branch that sells carpet in the state of California, this control must be set to “Y” for yes. When you set this control to “Y” for yes, the system will prompt you to enter a G/L Account for invoicing as follows: Enter CARE G/L Acct. for Invoicing. Type in the applicable G/L Account and hit enter to continue. The system will then prompt the following:

The recommended selection at this prompt is to click “No.” The “Yes” option was added to make the transition for existing customers easier, but will not be applicable for new clients where 99% of jobs in the Branch are sold in the state of California. The “Zip Code Required for all Quotes/Orders” option basically looks at the existing zip code on the job before determining if the job falls under the CARE guidelines. A database of all California zip codes has been loaded on each RollMaster system, so that when one of these zip codes is entered in the “Ship To” location, the job will be tracked and processed under the CARE requirements. However, if a zip code is entered incorrectly, the system will not track the job for CARE assessment and reporting, which could cause an audit issue in the future. For this reason, RollMaster recommends setting the default to “No” at this prompt, unless only a portion of business in this Branch is conducted in the state of California. When this default is set to “No,” and a job needs to be deactivated for CARE tracking for legitimate reasons, only a Manager with User Control privileges enabled can make a change at the job level to switch off CARE tracking. Please see User Control section below for more information.  The system will then prompt the following:  

This feature allows you to pre-set the default when you are reviewing PO’s in the A/P Open Item Maintenance module. The recommended response for new dealers is “Yes” to have the prompt reflect that inventory is CARE assessed. Prior to July 1, 2011, dealers transitioning needed to make sure that existing inventory was properly assessed and so this option was added. This does not mean that the default cannot be changed during the Review PO History process if applicable, and certainly dealers who only conduct partial business in California within this Branch can decide to have the prompt default to “No.”  The final prompt appears as follows:  

The recommended response to this prompt is “No” for new dealers. In this instance, the prompt asking if you want to mark the inventory as CARE will not show up during the Receive Inventory process. Again, for transitioning existing dealers, the option to have the question prompt was added, but has become unnecessary for new dealers.

Default Branch for Inv. Assign- to set a Branch default for assigning Inventory in the system when the “Show All Branches” box is unchecked, you can type that Branch ID here. This will only apply to inventory searches where the User has not selected to show inventory in all Branches while making an inventory selection. This control now also defaults the P.O. Receiving Branch through the system and POS device. 

Print Branch Name on Work Orders- if this control is set to “Y” for yes, the system will print the Branch ID on the printed Work Orders, rather than the Company name. There is a second popup question when you enter through this control that appears as follows: Print Branch Name on EMAIL Acknowledgement? If this control is set to “Y” for yes, the system will sub the Branch Name in the Subject line of Email Acknowledgements in place of the Company name.

A/P 3up Laser Check Spacing- this control was added to allow for adjusting laser printer check printing adjustments on the Branch level, rather than only at the Company level. Any settings at this level will override the Company Control GL/AP level settings for the current Branch.

Print Finance Charge on Invoice- this control allows you to set customer percentage terms by Branch that will appear at the bottom of each Invoice, however this is for display only, as nothing reports to the General Ledger or A/R. To enable this control, set it to “Y” for yes. The system will then prompt a default percentage amount. Type an applicable percentage amount, and then save the change to activate. On all new Invoices for the Branch, you will see the following Service Charge data:

If a Customer honors the Service Charge, you will need to adjust for the additional payment amount in Post Customer Payments.

When you have entered through the last field, the system will prompt the following: Save Changes (Y,N): _. You will need to type a “Y” for yes at this prompt to save any changes that were made in this screen. The system will then place the cursor back at the Select Option menu. 

BRANCH CONTROL 2 SCREEN

The following controls are specific to each Branch you are operating on RollMaster. If you have more than one Branch, you will need to log into each Branch to set up these controls. When you enter the Branch Control 2 menu level, the screen will appear as follows:

Field Descriptions for Branch Control 2 Screen:

Mixed Case on Graphical Docs- this control relates to printing graphical customer documents, such as Quotation, Sales Agreement, etc. If you are using graphical documents and prefer to use mixed case lettering (upper and lower case letters), set this control to “Y” for yes.

Taxable/Non-Tax Graphical Docs- this control determines whether to print the text “Taxable/Non-Taxable” on the graphical documents mentioned above. 

Activate No CM if past days- this control and the next pertain to Credit Memo processing. In combination, they allow you to cut off Credit Memos on jobs past a certain number of days. If this control is set to “Y” for yes, the system will allow you to enter a maximum number of days a Credit Memo can be processed in the next control.

 

Can’t CM- if past XXX days- this control can be set to any number less than 3 digits. So you can use 30 days, 120 days, etc. With these two controls set, no User will be able to process a Credit Memo for an item that is older than the number of days entered, unless you grant permission via a User Control 6 option granting override permission.

Lead Baseline Margin %- this control only applies to clients utilizing the Lead Processing module upgrade. This control allows the setup of a Baseline Margin % for new leads. It allows you to set a baseline percentage for variance viewing purposes to not reveal true margins on the Lead Maintenance Report. For example, if set to 50% here, and margins are running 43%, the variance would display as -7%.

“Ship” Instead of “Install”- this control, if set to “Y” for yes, will change the verbiage in the system from “Install Date” to “Delivery Date” everywhere “Install Date” currently appears. 

Bundle Lines on Sales Docs- this control allows material, labor, and special charge lines to be bundled together on printed sales documents. The default on this option will be “N” for no, so no change will appear unless this option is switched to “Y” for yes. A second prompt will then appear as follows: Do you wish to auto bundle Material, and Labor/Special? If set to “Yes,” the system will then “bundle” like material items together in one section at the beginning of the document, followed by all labor and special charge lines together in the next section, regardless of line # order. If you select “No” at the auto-bundle prompt, you can then create your own bundles from within the Quote and Order Entry modules. As you enter lines in Quote or Order Entry, a drop down line will appear for you to type data directly on that line, and it will appear on the bundled line. This will only be stored for the current job. You can do this for such things as Product Type grouping, building grouping, etc. See example below:

On the printed sales documents, lines will be grouped based on matching bundles. If all lines in a bundle have the same quantity, then the first line to print will be the Bundle Name and will display the quantity. If the quantities within a bundle do not match, no quantity will be shown on that line. The price will be the sum of the price of all the lines and the amount will be the total of all the lines. Any lines not bundled will appear separately at the end of the document sorted in line # order with full quantity, price, and amount data. For clients creating their own bundles, there are different print options available: Summary, Detail, and Full Detail.

Bundle Work Order Documents- this control, if set to “Y” for yes, will enable Bundling (described above) on the Work Order, Pick Ticket, and Installer Work Order. In order to set this control to “Y” for yes, the previous Bundle control needs to be set to “Y” for yes.

Print Progress Payments and Max Deposit Percentage- these controls only apply to RollMaster clients selling labor with material in the state of California and only impact verbiage on the printed Invoice, Agreement and Quote. California law dictates that you can only take a 10% deposit, up to a max of $1,000, on installed jobs. Anything more is considered a “progress payment.” While this falls under the dealer to abide and manage, this program change makes it flexible to exclude the verbiage on material only jobs, and add percentage and cap amount on printed documents for installed jobs. These changes appear in a separate print option box as follows: Print Progress Pay, Percentage to Count as Progress Pay, and Limit of Progress Pay Amount.

Ignore Branch Pricing Control- the default setting for this control is “N” for no, so no change will happen unless this control is set to “Y” for yes. In that case, it would allow for A-J and Special Pricing Mtc changes in All Branches without Users needing to be set up in all Branches. This control follows a recent change that was made in the system to not allow pricing changes in a Branch where a User does not exist when using those modules. This will override that change for applicable Users. While this control was created for a specific client, all clients now have access. 

Activate Lead Appt Scheduling- with this control set to “Y” for yes, the system will activate Leads Appointment scheduling if this add on module has been activated in your system. With proper setup, this new feature allows for scheduling lead appointments based on a salesrep’s schedule and availability. 

Encrypt Labor on Work Order- with this control set to “Y” for yes, the system will encrypt labor amounts and quantities on the Work Order. 

Default Transfer Request Br.- if a Branch ID is entered for this control, the system will auto-prompt this Branch as the “TO” Branch during Inventory Assignment. This was developed for a specific customer in conjunction with additional Inventory Transfer programming, but can be used by all, if applicable.

When you have entered through the last field, the system will prompt the following: Save Changes (Y,N): _. You will need to type a “Y” for yes at this prompt to save any changes that were made in this screen. The system will then place the cursor back at the Select Option menu.