SOFTWARE RELEASE NOTES

RollMaster Retail System

Release Notes v2102.1 -.2 – Q2 2021 Final

 

In this latest version, the system is now storing the Login Company/Branch by the personal computer’s User, so it should default the first time based on the last login record.

SALES PROCESSING:

1. In both Quote and Order Entry, a Date Built (year) field has been added to the Change Job Location box, just under the Email field. This allows for tracking the year a condominium or apartment complex was built, or first broke ground, but can also be used to track the year built on homes or commercial buildings. This is strictly informational on the Job.

    

INVENTORY CONTROL:

2. The Branch Private Label option will now work in All Color mode. This allows for only touching the Style name, not any of the colors. The system will first prompt a reminder as follows: All Colors Selected, Branch Private Label Will be Set for All Colors. If you continue, the Color field will be inaccessible. Also, when you hit the Add button, you will get another reminder that Private Label applies to all colors. 

3. Several changes have been made to the Catalog Attributes feature. A comprehensive list appears below:

1. If a User is not allowed to Edit Catalog, they cannot save changes to Attributes.
2. The 3 Save options are now together in a menu option at the top left.
3. The Notes button has been changed to Desc/Bullets and appears just below the Exit option.
4. You can now see Style, Color, Catalog Sequence, Product Code and Product Type on the same line at the top of the screen.
5. The customizable grey Drop Lists (for drop down selection) fields now total 40 fields and the character size has been increased from 20 characters to 40. This change is also reflected on the csv export/import files.
6. The customizable Multi Pick (for multiple selection options) options now has its own tab and has been greatly expanded to encompass all available, and the data can be exported and imported on the csv files.
7. A new Numbers/Dates tab has been created containing Integer, Decimal, and Date fields, and with additional fields.
8. An asterisk on any of the Tab or Button options indicates data exists.
9. Under the Web Name field, you will see two new drop-down fields for Brand and Collection, which are fully customizable.
10. All of these new additions/changes have been added to API, ODBC, and Excel import/export.

The new screen appears as follows:

4. A new option to assign Inventory Classifications for tracking the reason inventory was brought in and to help inform aging inventory, including tagging salespeople and customers who asked for it, and what type of inventory it is, has been added to the system. This feature should have interest for Property Management, Builder work, and/or Distribution, where you may have Salesrep’s or Customers wanting a particular product, and six months later you look at aging inventory and need or want to know why it was ordered. Setup takes place in a couple of places, but then flows from Catalog to PO Line to Inventory. (#4807) The first setup area is in User Control 7. A new control appears as follows: Allowed to Edit Inventory Classification. Set to “Y” for yes to allow the User to make edits to this feature. The second area of setup is creating user-defined Inventory Type 1 and Type 2 descriptions. This is done in Product Code Maintenance>Functions>Product Type Maintenance>Catalog Attributes>Selection Maintenance. When you scroll all the way down to the list on the left side of the Selection Maintenance screen, you will see the Inv Type 1 and Inv Type 2 fields as follows:  

Highlight the item and type your desired option in the Selection field and then click Add. Continue until all have been added. You can now move to the main setup step.

The final area of setup is in Catalog Maintenance under the Catalog Attributes feature/screen. You will see a new option as follows:

When you click on this button, an Inventory Attributes screen will appear as follows:

The Inv Type 1 and Type 2 fields are user-defined as explained above. Make an applicable selection for this product to continue. You can then select one or more Sales Reps, depending on who is requesting the material to be brought in and then one or more Customers requesting the material, if applicable. The setup in Catalog Attributes above is the default, but the data can be changed in Purchasing and Inventory, once received. In the Add or Change Purchase Order Screen, an Inventory Classification button will appear at the bottom left of the screen, just under the Sales ID field. Changes can be made at this stage if needed, based on whether another Customer is requesting, or to change out Salesrep and Customer, etc. And finally, after the material has been received, in the Edit Inventory Item screen, this same button appears at the bottom left just above the Inv Sequence # field. The reason you may access here is if it wasn’t set up originally, so now you can access here and apply these classifications. Other areas of the system that report this information is Sales Analysis, where you will see Inventory Type 1 and Type 2 in the drop-down field for reporting, as well as on the Catalog Listing when Export Print (Excel Only) is checked, and also on the Inventory Valuation Report export to Excel. 

5. Branch Override Pricing has been added to the system. This was added for companies who share Catalog, but wish to have unique pricing between Branches to override standard Item Costs. This must first be turned on in the Company Control 4 screen of the System Control Maintenance module by a RollMaster Support Agent, and is only accessible if the Company is sharing Catalog. That control appears as follows: Activate Cat Br Override Pricing. Additionally, at the User Control 7 level screen, a control has been added to allow override/interactive mode with this feature, provided User can also see Cost. That control appears as follows: Allowed to Select Cat Br Override Pricing. Set this control to “Y” for yes to enable. Further, an import/export option has been added to facilitate updating Branch Override Pricing. The import option and sample spreadsheet are accessible from the Customer Facing CSV Imports module in the Special Functions menu. The export option is located in the Catalog Selection screen as follows:

There is a Branch filter for the export. With the User Control 7 option enabled, in the Cost tab of the Edit Existing Catalog screen, you will see a Br Override Pricing button to the right of the Item Costs fields. When you click that button, the system will prompt a Catalog Branch Override Pricing screen as follows: 

This screen will display any existing Branch Override Pricing and allow for editing/adding. With regard to Freight and Overbill, in the Special Catalog Mtc. (By Product Code) module, if those first two options—Freight and Overbill—are edited, when you hit the Continue button, a Select Branch for Override Pricing screen will prompt for you to select the applicable Branches for the change.

6. In the Customer Price Lists report module, when exporting to Excel, there is now a checkbox option to Output Catalog (Excel Report Only). This appears to the right of the Show Expired Pricing checkbox and can be used to output catalog for certain Product Types showing Catalog price or Special Pricing. 

BARCODE MANAGEMENT & PRINTING:

7. N/A in Q2 2021.

JOB COST:

8. N/A in Q2 2021.

PURCHASE ORDERS:

9. A PO Need Date has been added to the system. This allows for recording a Need Date at the time the PO is created. In order to use this feature, it must first be turned on in the Company Control 4 screen of the System Control Maintenance module. That control appears as follows: PO Need Date Required (located at bottom of first column). Set this control to “Y” for yes to enable. Additionally, in the User Control 5 screen, the existing control, Allow Purchase Order Maintenance, controls whether a User can edit this field in PO Maintenance, although it will be accessible on a new PO Line created from the Order Entry module, regardless of how this control is set. When a Need Date is added, it will display in several areas/reports throughout the PO system. With regard to the Estimated Arrival Date, based on order status, you will either see the Need Date referenced with an “N” or the  Arrival Date with an “A.” 

    

    

INSTALLATION SYSTEM:

10. The Work Order Instruction Sheet has been moved from the Installation System Menu to the Document Maintenance menu, located within the System Maintenance menu. The functionality has not changed, just the location of the module.

ACCOUNTS RECEIVABLE:

11. The Post Customer Payments module is now graphical. If you don’t yet have this version, you can request the update through our Support Department. When you enter the graphical version, though the screens look dramatically different, the functionality remains essentially the same. When you enter this module, the screen will now appear as follows:

Aside from the screen change, something that was added to the very top is a Branch selection field, titled Posting Branch. Accounts Receivable is Company oriented, not Branch, but you do have the option to change Branches from within this module. An example to change Branches may be that a payment specifically came into the cash drawer of another Branch. The Show History checkbox in the top right corner is also new. Once a Customer is selected, you can click this option to show historical data. This data is not retro to the text version, but will capture history moving forward in the modern screen.

Another couple of additions at the top left is the ability to access the Customer Status Inquiry module while in this new version, and the ability to Find Invoice Number if you have that info, but not the exact Customer ID. The Functions menu at the very top left has two options as follows: Find Invoice Number and Add Customer (None) Payment. The Find Invoice Number option here is the same as accessed from the Find Invoice Number button. The Add Customer (None) Payment replaces the need to type “NONE” in the Customer field of the text version to post monies that are not tied to a specific Customer/Invoice. An example could be a rebate from a Vendor or some other revenue not tied to a Job in the system. When you click on this option, a box will prompt as follows:

Use the Comment field to describe the non-customer payment and then make a G/L Account selection. Click the Continue button to finish the process. 

As with the text version, you will begin by making a Customer selection, but you now have the option of using the Customer Selection screen to look up customers. Once a Customer is selected, their A/R Due amount will populate to the left of the Posting Branch field and any Prior Payments or Credits existing will display in the screen at the bottom. Unless the Date needs to change, the next step is to type the payment amount in the Amount field. The Payment Type is a now a drop-down box from which you will use to make that selection. You can type your Reference for the payment as you normally would, such as check number of cc auth number. The Credit Card and Exp Date fields are for use with ChargeItPro/Gravity. At this point, you can click Cancel Add to restart or reset the payment info if applicable. If not, then enter or tab to the Add Payment button.

Once you click the Add Payment button, the new payment will display in the Prior Payments and Credits box with a “Y” in the Selected column. If you will not take a discount, you can highlight the applicable Invoice in the box above and double-click to apply the payment. If you need to apply a discount or write off a few pennies, then you will highlight and right-click to display Apply. This will prompt a somewhat familiar box as follows:

Use the Discounts Applied field to take a Discount and hit Continue to apply the payment. You can post a payment without a taking a discount this way as well, it’s just now an extra step. If you right-click on an Invoice with an applied payment, you will see two options as follows: Modify and Unselect. The Modify option will prompt the box above so you can make changes to the Discounts Applied field and the Unselect option will remove the payment from the Invoice.

If a balance remains on the payment, you can select another Invoice until the full balance has been applied. When completed, click the Accept button at the bottom right. The system will prompt a confirmation of the payment application as follows:

You can click Yes to finalize, or No to go back and make any changes. If you need to print a receipt, prior to hitting Accept, you can click the Print Receipt check box. If you need to go back after the payment has been applied, you can enter back and select the payment, and a Reprint Receipt button will prompt next to the Print Receipt check box. The Delete Payment button, when a payment is selected, will unapply any amount already applied to an Invoice(s) and delete the payment in one step. 

One additional feature that carried over with the modern version is the ability to apply funds from one payment to more than one Customer, as can be the case with Multi-Family customers. To do this, once a payment has been added and while a balance exists, you will see a Move to Another Customer button to the left of the Delete Payment button. When you click this button, the system will prompt a box as follows:

You can search by Customer or by Invoice Number and then hit the Continue button. You can use this feature until the full balance is applied or a remaining balance is left unapplied on a customer account.

12. When exporting the A/R Aging Reports to Excel, the data now includes the Salesperson name on the Summary and Detail reports. (#4983) Additionally, Job Type and Customer Type will now export on the Detail reports. 

ACCOUNTS PAYABLE:

13. N/A in Q2 2021    

GENERAL LEDGER:

14. N/A in Q2 2021.

SALES ANALYSIS:

15. N/A in Q2 2021.

OWNER FUNCTIONS:

16. N/A in Q2 2021.

MANAGEMENT FUNCTIONS:

17. N/A in Q2 2021. 

SPECIAL FUNCTIONS:

18. The RealPage Invoice Export module now has the ability to print all or partial Branches. When you enter this module, the screen will now appear as follows:

All Branches will be listed in the box and *All Branches* is the default selection. Double-click to select/unselect Branches for the report. Prior to exporting, you can also determine whether to check the Each branch generates its own file box to output separate files by Branch.

19. In the Customer Facing CSV Imports module, the A/P Open Item data import option now has an added column for Type. The system will now recognize negative values and distinguish between an Invoice and a Credit Memo and then denote them as such in the display screen prior to import as follows:

Also, Users will be able to backdate items to +/- 1 year from the current year. However, a RollMaster Support Agent is able to assist with up to +/- 5 years. Additionally, the system will check for duplicate items in same file as well as identify the existence of a C/M already in the system, even if it has been deleted.

20. The Vendor Sales export to Excel report has been reformatted to better meet Greystar Reporting standards. 

B2B CATALOG PROCESS:

21. N/A in Q2 2021.

SYSTEM MAINTENANCE:

22. In the Company Control 1 screen of the System Control Maintenance module, several updates have been made to improve an existing control for Special Charges. That control now appears as follows: Enable Service Charge. Previously, this control was designed to help flooring dealers recoup the miscellaneous costs associated with flooring installation such as freight, supplies, waste, warehousing, and other miscellaneous expenses, but only on Orders with “Contract” or Use Tax. This has been broadened to include “Invoice” or Sales Tax jobs and the descriptions now reflect that. Also, this is not Job Type specific, which also helps with job costing things like OPS, Vendor Café, Recycling, or various other things. If this control has not previously been enabled, the first message to prompt is a warning to contact RollMaster Support before continuing. This is to ensure that you have a full understanding of what this control does before turning it on. Upon continuing, the system will now prompt a box of additional related items as follows: 

 

23. In the User Control 7 screen of the System Control Maintenance module, a new control has been added as follows: Allowed to Edit Inventory Classification. This control is tied to the new Inventory Classification feature described above in Inventory Control that allows for tracking inventory by the sales rep or customer that requested the product. Set to “Y” for yes to allow the User to make edits to this feature. This feature is located under the Catalog Attributes screen in the Catalog Maintenance module.

24. The Work Order Instruction Sheet has been moved from the Installation System Menu to the Document Maintenance menu. The functionality has not changed, just the location of the module.

API/ROLLMASTER EFFICIENCY TOOLS PROGRAMMING NOTES:

25. On the Master Leads Report, located in the Job Cost Reports menu, an option has been added to Omit Job Status. If checked, a drop-down box becomes available to allow for selecting a Lead Status to be omitted from the report. 

26. The API integration for MeasureSquare Estimating Software has been updated to allow for importing .fez files into the E-Docs program. These files will appear in the General type file folder.