Management Update

? What does this Menu do?                    

☞                       This Menu is the brain of your Building Materials Software (BMS). ALL major BMS Software functions can be controlled from this screen.

☞                       Access to this screen should be limited to those needing complete AS/400 (S/36) System Access.

How to display the Management Update Menu

1.          From the IBS Main Application screen you can reach the Management Update Menu by keying “M U”. The System will display the Management Update Menu.

            *NOTE:         If you are in any other IBS Application Menu you must first type “24” then press the ENTER key to return to the Main Application Menu.

Management Update

Option #2 IBS Configuration

?                       What does this option do?

                       ☞         This option controls your permanent software settings of nearly every aspect of the Building Materials Software.

                         ☞        Maintain and change settings only when required.

How to Change the IBS Configuration

1.          From the Main Application Menu key “M U” (for Management Update). The Management Update Menu will appear.

2.          Next, key “2” (IBS Configuration) then press the ENTER key. The IBS Configuration screen Page 1a will prompt

☞          If you entered this screen in error or do not wish to Change the IBS Configuration at this time you may cancel by ☞          One, pressing the Cmd3 (No update) key six times.

☞          Then two, press the Cmd9 (Go to Page 5) key.

☞          Finally three, on page 5 press the Cmd7 (END) to exit. You will then be returned to the Main Application Menu. No changes will occur.

3.          Possible values for screen 1a are as follows:

Multiple locations (Y/N)

Y (Yes)           More than one location. Multi-location software must be purchased and installed.

N (No)            Only one store location. Or no multi-location software has been installed.

Centralized A/R (Y/N)

Y (Yes)           All Accounts Receivable are centralized.

N (No)            No each location maintains their own customer list.

Year-to-date (YTD) Service Charge to print on year ending statement (Y/N)

Y (Yes)           Print YTD Service Charges on year ending statement.

N (No)            Do not print YTD Service Charges on year ending statement.

Separate Invoices for Service Charges (Y/N)

Y (Yes)           Create a separate invoice for all service charges. This option is used when customers need an invoice for service charges.

N (No)            Do not create separate invoices for service charges.

Keep sharp on your System refer to the manuals when you have a question.

Number of Pricing Levels (1-5)

1          Only one price level

2          Two price levels available

3          Three price levels available

4          Four price levels available

5          Five price levels available

☞          You may have multiple price levels, However you do not have to maintain or set multiple price levels for an individual Sku.

            ☛          Some Skus may only have one price level (i.e. Custom Doors), Others may have five price levels (i.e. 2X4X12s). The number of price levels is dependent on the Sku and Your personal choice.

Number of % Markup Levels (1-5)

Use this option to give your customers a stated markup over your cost (i.e. 10% over cost)

1          Only one markup level (Rarely used)

2          Two markup levels available

3          Three markup levels available

4          Four markup levels available

5          Five markup levels available

Prices Display as Unit (Y/N)

Y (Yes)           Products sold by the thousand board foot, thousand square foot and by the hundred are converted and displayed by the piece price.

N (No)            No conversion is displayed for products sold by the thousand board foot, thousand square foot or by the hundred. All pricing is based on the quantity.

Location 1 Markups Auto All Locations (Y/N)

Y (Yes)           Any primary location price changes are automatically updated in all stores.

N (No)            Primary location price changes do no affect other locations. All stores pricing is independent.

Same Cost at All Locations (Y/N)

Y (Yes)           All SKU purchase cost is identical at all stores.

N (No)            SKU purchase cost can be different at any store.

Matrix Pricing by Location (Y/N)

Y (Yes)           Maintain same commodity pricing all locations.

N (No)            Maintain separate commodity pricing.

Print Markup Edit List from Repricing (Y/N)

Y (Yes)           Print markup edit list after repricing.

N (No)            Do not print markup.

Add Location 1 Ivmst Record to All Locations (Y/N)

Y (Yes)           Add location “1” inventory to master for all locations.

N (No)            Each location maintains separate inventories.

Include Pricing in Inventory Receiving (Y/N)

Y (Yes)           Print pricing on Receiving reports.

N (No)            Do not print pricing on Receiving Reports.

P.O.S. Invoicing (Y/N)

Y (Yes)           Counter salesmen can invoice any sale.

N (No)            Counter salesmen are not able to invoice.

Force Cash Sale to Invoice Form (Y/N)

Y (Yes)           All cash sales are printed on invoices.

N (No)            Cash sales are printed on cash receipt paper. However this may be overridden and printed on invoices.

Invoice Print Dollar Cutoff (NNN-whole Dollars)

Print a invoice only when the total is “XX” or greater.

Name of Company (Center in Field)

Key your Company name in this field. Center by adding spaces before the Company name.

Daily Invoice Msg1 & Daily Invoice Msg2

Key a daily invoice message in these fields. Most customers run daily specials or place their store motto here.

Cmd3 (No Update)

No update to this page is required continue to next page.

4.          When you have completed entry and/or changes on page 1a press the ENTER key. Page 1b will prompt you for more input.

Key in or change the appropriate code(s) then press the ENTER key to continue to Page 1c.

Batch Print C.O.D. Invoices (Y/N)

Y (Yes)           Print all Cash on Delivery tickets as one invoice.

N (No)            Print all Cash on Delivery tickets as separate invoices.

C.O.D. Payments Through Cash Drawer (Y/N)

Y (Yes)           Pass C.O.D. payments through nightly cash drawer.

N (No)            C.O.D. payments are tallied separately from cash drawer.

Print Detail on Monthly Invoice Register (Y/N)

Y (Yes)           Print full invoice detail on Monthly Invoice Register.

N (No)            Print summary detail on Monthly Invoice Register.

Commission Amounts on Order Entry Screen (Y/N)

Y (Yes)           Allow all Sales personnel to view commissions on Sales Screen.

N (No)            Do not allow Sales Personnel to view commissions on Sales Screen.

Point of Sale Distribution by W/S (Y/N)

Y (Yes)           Used in multi-location accounts with one inventory. This separates sales by workstation location.

N (No)            Point of Sale distribution is other than by Workstation.

Print Zero Balance Statements? (Y/N)

Y (Yes)           Print any Statement containing a zero or greater balance.

N (No)            Print only Statements containing balances greater than zero.

System to Maintain On-hand Inventory for Manufactured Items (Y/N)

This option is unused at this time.

Print Totals on Quote Reports (Y/N)

Y (Yes)           Totals print on Quote reports (recommended setting)

N (No)            No totals print on Quote reports.

Maintain File of Old Tickets? (Y/N)

Y (Yes)           Keep all information on old tickets.

N (No)            Do not maintain file on old tickets.

Data Backup on Diskette or Tape Cassette (D/T)

D         =         All backups will be by Diskette

T         =         All backups will be by Cartridge Tape

Lock Order Entry for Inactive Accounts (Y/N)

Y (Yes)           No sales permitted on inactive accounts.

N (No)            Sales permitted to inactive accounts.

Back Office Order Entry Pricing File (Y/N)

This option is only used in sites using original IBS software version. It is no longer used.

A/R Inquiry Aging like Last Customer Statement (Y/N)

Y (Yes)           All aging based on last customer statement.

N (No)            Aging based on current date.

Distribute Credit Amounts to Aged Totals on Aged A/R (Y/N)

Y (Yes)           All credits will be assigned to invoice aging.

N (No)            All credits will be assigned to oldest invoice.

Sub-total Accum Service Charge On Aged A/R (Y/N)

Y (Yes)           Sub-total service charges.

N (No)            Do not sub-total service charges.

Tax Code for Non-taxable Invoice (NT)

NT      Key a two digit alphanumeric code for ALL non-taxable invoices.

            ☛          NT (Non-taxable) is the most common however any code will work.

☞          You can have eight additional non-taxable tax codes. These must be set-up in “R U” Option #4.

Service Charge Percentage for past Due Items (NN.NN Exp: 0150=1.5%)

Key your monthly service charge for any past due invoice(s).

1%      =         0100 (12% APR)

1.5%   =         0150 (18% APR)

1.65% =         0165 (19.8% APR)

2%      =         0200 (24% APR)

Number of Days Old for Past Due (30/45/60/75/90/120)

30        All invoices 30 days old are considered Past Due

45        All invoices 45 days old are considered Past Due

60        All invoices 60 days old are considered Past Due

75        All invoices 75 days old are considered Past Due

90        All invoices 90 days old are considered Past Due

120      All invoices 120 days old are considered Past Due

Beginning P.O.S. Ticket # 000101

Key the number for the first ticket to be issued with your BMS software.

Electronic Receiving Price Field (1 /2/3/4/5)

This option is under development for future use.

Cmd1-Return to Page 1a

Return to Previous page.

Cmd3-No Update

No update to this page is required continue to next page.

5.
         On Page 1c continue to key in the information as necessary. If no changes are required press the Cmd3 key. When finished press the ENTER key.

Add'l Tax Code for Non-taxable

Key in additional two digit non-taxable codes if necessary. This is not a required field.

            ☞          Some non-taxable codes might be used for Churches (CH), Schools (SC), Government (GV), etc. as per your business requirements.

            ☞          Tax code set-up is located in “R U” Option #4.

Suppress G/M% from Order Entry Screen (Y/N)

Y (Yes)           Do not show your margin percentage to Sales Personnel.

N (No)            Show margin percentage to Sales Personnel.

Activate Report Group ID (Y/N)

This option is unused at present time.

Place Receiving Date in Purchase Month/Inv. Of IVMST (Y/N)

Y (Yes)           Receiving date is maintained.

N (No)            Vendor number is maintained.

Position Cursor 1st to Ordered by Field in P.O. (Y/N)

Y (Yes)           Cursor first appears in the Ordered by field of all Purchase Orders.

N (No)            Cursor first appears in the Order Number field for all Purchase Orders.

Print Cost on Receiving Report (Y/N)

Y (Yes)           This will print your cost on receiving reports.

N (No)            Do not print cost on any receiving reports.

Allow Zero Price in Order Entry (Y/N)

Y (Yes)           This will allow a zero sale price for ordered items.

N (No)            Do not allow zero sale price for any item(s).

Last Used Purchase Order Number

When we install a new AS/400 System you have the option of placing the last Purchase Order number used in the System. If you skip this option the default is 1.

Oldest Ticket Date for Look-up (MMDDYY)

MMDDYY     Key the oldest possible date for ticket inquiries in the Month (01-12), Day (01-31) and Year (00-99) format.

Next Order Number for Electronic Ordering

Select the first Order Number you want to begin with when ordering electronically (Optional).

Primary Vendor/Supplier Number

Select the primary Vendor/ Supplier Number (Optional).

Cmd1-return to Page 1b

Return to Previous page.

Cmd3-No Update

No update to this page is required continue to next page.

6.
         On Page 1d continue to key in the information as necessary. If no changes are required press the Cmd3 key. When finished press the ENTER key.

Clear Salesman Totals After Customer Statements or After Inventory Close (S/I)

S (Statements)

Clear Salesmen totals after monthly statements.

I (Invoices) 

Clear Salesmen totals only after Inventory Close.

Enable Commission Report (Y/N)

Y (Yes)

Permit Commission Reports to be run.

N (No)

Do not permit Commission Report to be run.

Print Discount on Invoice/Pick Ticket (Y/N)

Y (Yes)           Show customer discount on Invoices and Pick Tickets.

N (No)            Do not show customer discounts on Invoices and Pick Tickets

Bypass Inventory Alert During Sales Entry (Y/N)

Y (Yes)           Do not warn when stock inventory is zero or a negative number.

N (No)            Warn whenever quantity ordered exceeds quantity on hand.

Print New Page for Each P.O. on Receiving Report (Y/N)

Y (Yes)           Each Purchase Order receives a separate page on the Receiving Report.

N (No)            All Purchase Orders printed on same pages in succession.

Include non Stock SKU's on Receiving Report (Y/N)

Y (Yes)           Include any Special order non-stock SKU on Receiving Report.

N (No)            Do not include any Special order non-stock SKU on Receiving Report.

Customer Discount Percent for

Used to assign different prompt payment percentages to customers.

Code 1 --------------> 0100 (0150 Is 1 ½%)

Code 2 --------------> 0125

Code 3 --------------> 0150

Code 4 --------------> 0175

Code 5 --------------> 0200

Code 6 --------------> 0225

Code 7 --------------> 0250

Code 8 --------------> 0275

Code 9 --------------> 0300

Customer Number

> 0000101

Company Name for Price Stickers

This information print on your price stickers.

Cost Code for Price Stickers

> Blackhorse (Example)

Activate Work Order Processing

> This option is unused at present time.

Cmd1-return to Page 1c

Return to Previous page.

Cmd3-No Update

No update to this page is required continue to next page.

Need a new printer? Give us a call.

IBS Corporation (888) 427-1566.

7.
         On Page 2 continue to key in the information as necessary. When finished press the ENTER key. If no changes are required press the Cmd3 key.

☞          To the right are a General Ledger Number and Description examples. You should only change or set these fields up after consultation with your Accountant.

Cmd1-return to Page 1d

Return to Previous page.

Cmd3-No Update

No update to this page is required continue to next page.

8.
         On Page 3 continue to key in the information as necessary. When finished press the ENTER key. If no changes are required press the Cmd3 key.

☜                                                                                                                To the left are a General Ledger Accounts Receivable Adjustment Code examples. You should only change or set these fields up after consultation with your Accountant.

Cmd1-return to Page 2

Return to Previous page.

Cmd3-No Update

No update to this page is required continue to next page.

9.          This page allows an update of Store Header Information. Key in the appropriate Store Location you wish to update then press the ENTER key.

            ☞          If no changes are required to the Store Header press the Cmd9 key to continue to Page 5.

Inventory Location Code: 

Key in the Store number (01-99)

Location Name

Center your store location name.

For General Ledger Company Number ___

Key a company number for the General Ledger (001-999)

Facility Number ___

Key a facility number if only one Store and Facility is involved use the same number as the General Ledger Company Number..

Cash Sale Tax Code (Default)

Key two alphanumeric characters. The tax codes must be previously set up in “R U” Option #4.

Label Address Printer

Key the location where you will be printing labels. This option must be first set up in printer file “Z U” Option #7.

Invoice Printer Address

Key the location of your main Invoice printer. This option must be first set up in printer file “Z U” Option #7.

Lowest Level G.P.% = Min G.P.% (Y/N)

Y (Yes)           No SKU Gross percentage margin can fall below the overall minimum

N (No)            Sku Gross percentage margin can fall below the overall minimum.

Address for Po Entry:

            Address 1:     Key the store street address or P.O. Box number.

            Address 2:     Key the store street address or P.O. Box number.

            City:               Key the city name where the store is located.

            State/zip:       Key the State and Zip code for the Store location

Use Address on PO's Yes or No (Y/N)?

Y (Yes)           Place Store address on all Purchase Orders

N (No)            Do not place Store address on any Purchase Orders

Cmd3 - No Update

No update to this page is required continue to next page.

Cmd4 - Delete

Delete Store Header information.

10.                    This page allows the user to update Workstation printer information. Simply key in the Terminal (Workstation) you wish to update then press the ENTER key. The Workstation configuration screen will prompt.

11.                    In the Workstation configuration screen key the appropriate information in for each screen then press the ENTER key. You will be returned to Page 5.

☛If after pressing the ENTER key any field is highlighted you must re-key or enter the correct information in the field before continuing.

POS Terminal (Y/N)

Y (Yes)           Yes, sales may be done on this terminal.

N (No)            No sales activity permitted on this terminal.

Cash Receipt Printer address

Key the address where you want ALL cash receipts to print (i.e. P2, P3, etc.).

Is the printer Dedicated (Y/N)

Y (Yes)           Only this workstation may use this printer. No one else can use printer.

N (No)            Any workstation may use the printer.

Picking Ticket Address

Key the address where you want all Picking tickets to print (i.e. P2, P3, etc.).

Is Alternate Possible (Y/N)

Y (Yes)           Other printers may be used if printer is unavailable.

N (No)            No other printer(s) may be used if printer is unavailable.

Invoice Printer Address

Key the address where you want all Invoices to print (i.e. P2, P3, etc.).

Alt P.T. Address

Alternate Picking ticket address. Key up to four alternate Picking ticket addresses and Key “XX” in the last field following your entry.

Alt INV. Address

Alternate Invoice address. Key up to four alternate Picking ticket addresses and Key “XX” in the last field following your entry.

C.D. (Documents)

Printed address used for cash drawer reports for this terminal.

P.O.'S (Purchase Orders)

Key the address where you want all Purchase Orders to print for this terminal.

Rcv. Docs (Receiving Documents)

Key the address where you want all Purchase Order receiving documents to print, for the terminal.

Quotes

Key the address where you want all Quotes to print, for the terminal.

Cash Drawer Codes

All cash drawer codes are set by IBS personnel for each cash drawer.

Default Alternate Printer Selection (Picking Ticket)

Key in the primary number of the Printers listed above that you want for all Pick Tickets, for the terminal.

Default Alternate Printer Selection (Invoices)

Key in the primary number of the Printers listed above that you want for all invoices, for the terminal.

Default Document Codes

1 =     Picking Ticket

2 =     Invoice

3 =     Cash Receipt

P.T/Inv. (Picking Ticket/Invoice)

Default document when a Picking Ticket becomes an invoice.

P.T/C.R. (Picking Ticket/Cash Receipt)

Default document when a Picking Ticket becomes a cash receipt.

Inv/C.R. (Invoice/Cash Receipt)

Default document when an Invoice become a Cash Receipt.

P.T./Inv./C.R. (Picking Ticket/Invoice/Cash Receipt)

Default document when a Picking Ticket becomes either an Invoice or Cash Receipt.

Cmd3 No Update

Exit without changes.

Cmd4 Delete

Delete all present information and re-key the data.

12.                    You can update and key as many Workstations as you might require by repeating Step 11. When finished with all IBS Configuration changes press the Cmd7 key. You will exit to the IBS Main Application Menu.

Changing your Daily Invoice Message

?                       What does this option do?

                     ☞        This option permits the user to change on a regular basis the printed message on all Picking Tickets, Cash Receipts and Invoices.

When should this option be used?

            ☞        Use this option anytime you want your customer to know about a special sale a new company policy or important news and information.

How to Change the Daily Invoice Message

1.          From the Main Application Menu key “M U” (for Management Update). The Management Update Menu will appear.

2.  

Next, key “2” (IBS Configuration) then press the ENTER key. The IBS Configuration screen Page 1a will prompt

☞          If you entered this screen in error or do not wish to Change the IBS Configuration at this time you may cancel by doing the following:

❶Press the Cmd3 (No update) key six times.

            ❷          Press the Cmd9 (Go to Page 5) key.

            ❸          Finally, on page 5 press the Cmd7 (END) to exit. You will then be returned to the Main Application Menu. No changes will occur.

3.          Next use your TAB (or BACKTAB) key(s) until your cursor is positioned in the Daily Invoice Message 1 field. Enter the new information. If the information takes more than one line continue on Daily Invoice Message Line 2. Then press your ENTER key to update (you will be taken to Page 1b)

4.          Press the Cmd3 (No Update) key five times until you come to Page 4.

5.          On Page 4 press the Cmd9 (Go to Page 5) key.

6.          When you see Page 5 press the Cmd7 (End of Job) key to update the System and exit. You will be returned to the IBS Main Application Menu. Once you exit all Sales will then contain the new information you keyed in the Daily Message field(s).

Changing your Printer Output Queues

? What does this option do?

                     ☞        This option permits the user to change the Output Queue of any workstation. Use this option as necessary to change and update workstation printing information.

How to Change Workstation Output Queues

1.          From the Main Application Menu key “M U” (for Management Update). The Management Update Menu will appear.

2.          Next, key “2” (IBS Configuration) then press the ENTER key. The IBS Configuration screen Page 1a will prompt

3.          Press the Cmd3 (No Update) five times until you arrive at Page 4.

4.          Next, press the Cmd9 (Go to Page 5) key once. The Workstation Configuration screen will prompt.

5.          Key in the Workstation ID that you wish to update or create then press the ENTER key. The Configuration screen will prompt.

6.          Begin keying in and/or updating the information as necessary. Use the TAB key to move from one field to another.

POS Terminal (Y/N)

Y (Yes) Yes, sales may be done on this terminal.

N (No)   No, all sales activity restricted on this terminal.

Cash Receipt Printer address

Key the address where you want ALL cash receipts to print (i.e. P2, P3, etc.).

Is the printer Dedicated (Y/N)

Y (Yes) Only this workstation may use this printer. No one else can use printer.

N (No)   Any workstation may use the printer.

Picking Ticket Address

Key the address where you want all Picking tickets to print (i.e. P2, P3, etc.).

Is Alternate Possible (Y/N)

Y (Yes)                Other printers may be used if printer is unavailable.

N (No)   No other printer(s) may be used if printer is unavailable.

Invoice Printer Address

Key the address where you want all Invoices to print (i.e. P2, P3, etc.).

Alt P.T. Address

Alternate Picking ticket address. Key up to four alternate Picking ticket addresses and Key “XX” in the last field following your entry.

Alt INV. Address

Alternate Invoice address. Key up to four alternate Picking ticket addresses and Key “XX” in the last field following your entry.

C.D. (Documents)

Key the address for your cash drawer report.

P.O.'S (Purchase Orders)

Key the address where you want all Purchase Orders to print.

Rcv. Docs (Receiving Documents)

Key the address where you want all Purchase Order receiving documents to print.

Quotes

Key the address where you want all Quotes to print.

Cash Drawer Codes

Key in “++” or the appropriate Cash drawer code.

Default Alternate Printer Selection (Picking Ticket)

Key in the primary number of the Printers listed above that you want for all Pick Tickets.

Default Alternate Printer Selection (Invoices)

Key in the primary number of the Printers listed above that you want for all invoices.

Default Document Codes

1 =        Picking Ticket

2 =        Invoice

3 =        Cash Receipt

P.T/Inv. (Picking Ticket/Invoice)

Default document when a Picking Ticket becomes an invoice.

P.T/C.R. (Picking Ticket/Cash Receipt)

Default document when a Picking Ticket becomes a cash receipt.

Inv/C.R. (Invoice/Cash Receipt)

Default document when an Invoice become a Cash Receipt.

P.T./Inv./C.R. (Picking Ticket/Invoice/Cash Receipt)

Default document when a Picking Ticket becomes either an Invoice or Cash Receipt.

Cmd3 No Update

Exit without changes.

Cmd4 Delete

Delete all present information and re-key the data.

7.          When all data changes have been made press ENTER to update the System all print output for the specified Workstation will be redirected according to your specifications.

☞          If you choose not to record any changes or entered this screen in error press the Cmd3 (No update) and no changes will occur.

8.          After updating the Workstation(s) press the Cmd7 (End) to end all data entry and return to the Main Application Menu.

Management Update

Option #3 IBS Configuration Report

?                       What does this option do?

                       ☞         This option a complete listing of your present IBS Software Configuration.

                         ☞          You should perform this option at least once a year for review.

How to Print the IBS Configuration Report

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at a computer,

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1.          From the Main Application Menu key “M U” (for Management Update). The Management Update Menu will appear.

2.          Next, key “3” (IBS Configuration Report) then press the ENTER key. The IBS Configuration report will be placed on the Job Queue and print at the System printer upon completion.

Management Update

Option #4 Purge Completed Tickets

?                       What does this option do?

                       ☞         This option removes tickets from the available history file and archives this without deleting them. Use this option to move invoice tickets to your history file. This should be done at least every three months so as to step up your invoice register process.

How to Purge Completed Tickets (to History File)

1.          From the Main Application Menu key “M U” (for Management Update). The Management Update Menu will appear.

2.          Next, key “4” (Purge Completed Tickets to History File) then press the ENTER key.

3.          Read carefully the Screen message before continuing.

☞          If you entered this screen in error or choose not to delete your companies ticket history file at this time press the Systems Attention key (Alt + Print Screen on PC's) key a “3” on the dotted line then press ENTER. You will be taken out of the Purge History file screen and returned to the Management Update screen.

4.                                                                                        If you truly want to delete tickets from the History files key “0” then press the ENTER key. The Remove Old Tickets from history file screen will prompt.

☞                                                                                                          Press Cmd8 (Cancel) if you entered this menu in error or choose not to proceed with the removal of old tickets at this time. You will then be returned to the Management Update Menu.

5.          Key in the previous oldest date to remove. Then key in the most recent date to remove in MMDDYY (Month, Day, Year) formats. Next, press ENTER. The Purge will be performed and you will be returned to the Management Update Screen.

Management Update

Option #5 Purge Tickets from History File

? What does this option do?

☞                     This option removes previously purged tickets from the History file to oblivion. Only use this option when you need additional disk storage space.

☞                       When in doubt don't delete!

How to Purge Tickets from History File

1.          From the Main Application Menu key “M U” (for Management Update). The Management Update Menu will appear.

2.          Next, key “5” (Purge Tickets from History File) then press the ENTER key.

3.          Read carefully the Screen message before continuing.

4.          If you truly want to delete tickets from the History files key “0” then press the ENTER key. The Remove tickets from history file screen will prompt.

☞          If you entered this screen in error or choose not to delete you companies ticket history file at this time press the Systems Attention key (Alt + Print Screen on PC's) key a “3” on the dotted line then press ENTER. You will be taken out of the Purge History file screen and returned to the Management Update screen.

5.          Key in the oldest date you wish to keep in the customer sales history file. Use a MMDDYY (Month, Day, Year) format then press the ENTER key.

☞          If you choose not to delete any of your company ticket history at this time press the Cmd8 (Cancel) key. You will be returned to the previous menu. Proceed by keying “0” then press the ENTER key. You will be taken out of the Purge History file screen and returned to the Management Update screen.

6.          Next, key in the oldest date you wish to keep in the ticket history. Use a MMDDYY (Month, Day, Year) format then press the ENTER key.

☞           This is your LAST chance to cancel the action press Cmd8 (Cancel) before completing Step 6 to exit without deleting any of your history.

7.          The message “REMOVAL OF TICKET NOW IN PROGRESS WILL FLASH”. The files will then be rebuilt. Once complete, you will be returned to the Management Update Menu.

If you have a question you can press your HELP key on any terminal for additional on-line System assistance. If you still need help give us a call. We like to hear from our customers.

*           If you deleted your history in error you can only restore it through a RESTORE from Nightly backup up option in “Z U”. Call IBS Corporation for assistance (888) 427-1566.

Management Update

Option #6 Security Code File

?                       What does this option do?

                       ☞         This option permits the user to Add a new and/or change, delete and inquire on an old employee within your BMS Software. You decide what access the user will be permitted inside your company.

                       ☞         Note: You must also create the user profile on the AS/400 for the initial Sign-on screen if you have not already done so (see M U, Option 20, 1) on the AS/400 Security menu.

How to Add a new User in the Security Code File

1.          From the Main Application Menu key “M U” (for Management Update). The Management Update Menu will appear.

2.          Next, key “6” (Security Code File) then press the ENTER key. The IBS Security Maintenance screen will prompt.

3.          Key “A” (Add) then key in a new four digit Alphanumeric security code and press the ENTER key, the access screen will appear.

            ☞          When selecting a Security code try to mix numbers and letters. This is more difficult for the curious or devious to discover. For example, “J5C4”, “MC10”, “925U”, etc. Avoid Nick names or easily deciphered Passwords; such as “HOME”, “MATT”, “JOHN”, birthdays or social security numbers. Remember, you are granting access to a person to enter into YOUR System.

4.          In the IBS Maintenance Access Screen you must decide the type of total BMS Software Access your new user will have. Shown below are several examples of user access according to job requirements.

            ☞          Avoid giving excessive access to new users unless their it is a job necessity. Remember, it is also easier to grant more access later than to take away too much access.

❑          For Owners, Company Presidents, and General Managers (Security Officers and Security Administrators) requiring complete system access and using G/L, Payroll, and Accounts Payable:

❑          For Owners, Company Presidents, and General Managers (Security Officers and Security Administrators) requiring complete system access but not using G/L, Payroll, and Accounts Payable:

❑          For General Managers, Mangers, and important back office personnel supervisors (Security Officers, Security Administrators and System Operators) requiring extensive, though not complete, System Access using G/L, Payroll and Accounts Payable:

❑          For important back office personnel supervisors, and most back office personnel (Security Administrators, System Operators, Programmers and Users) involved with inventory but not purchasing or quotes and requiring extensive, though not complete, System Access.

❑          For Sales Counter Personnel Supervisors or Sales & Purchasing Agents (System Operators, Programmers or Users) requiring access to Sales, Quotes and Purchase Orders:

❑          For Sales Counter Personnel (System Operators or Users) not requiring any special access outside of sales:

❑          Other individuals may require additional or reduced access according to your business requirements. Customize as per the needs of your company. Remember that “M U” (Management Update) and “Z U” (System Support) are the brains and primary maintenance menus for individuals requiring complete or near complete System access. Give access only if job requirements merit.

IBM User ID

Key the name or initials of the User.

Location Code

Key in the location for this User. Normally “01” unless you are running multi-locations.

Applications Available (Y/N)

Key a Y or N for each field. This will determine the System access you want for this user.

Y (Yes)           User has complete access to this menu.

N (No)            User cannot access this menu.

Cash Drawer #

The Cash Drawer this individual terminal is assigned (normally “01”), unless you have multiple cash drawers.

Work Station ID/Cash Drawer

Normally “W1” this will be the terminal that accumulates the cash transactions for your password.

Salesman Number

The assigned sales number to which all sales made by this individual will be recorded. If no number is entered the System will assume “99” (General).

Last Revision Date

Last day of maintenance changes for this User.

Cmd3 No Update

Do not create, change or update the information. The message “NO UPDATE TO SECURITY FILE PERFORMED”

ENTER

Update all information to System and return to previous screen.

5.          After keying all required information in the fields press ENTER (to update) or Cmd3 (to cancel). You will be returned to the IBS Maintenance Screen.

6.          To end maintenance and return to the IBS Main Applications Menu press the Cmd7 (End Maintenance) key.

Cmd7 (End Maintenance)

Returns the User to the IBS Main Application Menu.

Changing an existing User in the Security Code File

?                       What does this option do?

                       ☞         This option changes and updates any existing user profile and his/her access in the BMS Software.

How to Change an existing user in the Security Code File

1.          From the Main Application Menu key “M U” (for Management Update). The Management Update Menu will appear.

2.          Next, key “6” (Security Code File) then press the ENTER key. The IBS Security Maintenance screen will prompt.

3.          Key “C” (Change) then key in the user password and press the ENTER key, the access screen will appear.

Keep up the good work. We want to help your business grow.

4.          In the IBS Maintenance Access Screen initiate change(s) as needed.

☞          Remember to limit access according to necessity. If a person doesn't need to be in a menu they should not have the menu access.

5.

When you have completed any and all necessary changes press the ENTER key to Update and return to the previous menu.

☞          If you choose not to change the User's record press the Cmd3 (No Update) key. No changes will be recorded.

6.          To end maintenance and return to the IBS Main Applications Menu press the Cmd7 (End Maintenance) key.

Inquiry on an existing Users in the Security Code File

?                       What does this option do?

                       ☞         This option permits user access inquires on any existing user profile and his/her access in the BMS Software with the risk of changing any data.

How to Inquiry on an existing user in the Security Code File

1.          From the Main Application Menu key “M U” (for Management Update). The Management Update Menu will appear.

2.          Next, key “6” (Security Code File) then press the ENTER key. The IBS Security Maintenance screen will prompt.

3.          Key “I” (Inquiry) then key in the four digit Alphanumeric security code and press the ENTER key, the access screen will appear.

4.          When you have finished your review of the Security Maintenance screen press the ENTER key to continue. You will be returned to the previous screen.

5.          To end maintenance and return to the IBS Main Applications Menu press the Cmd7 (End Maintenance) key.

How to Delete an existing User from the Security Code File

?                 What does this option do?

                           ☞         This option will delete a User from the BMS Software. The user will no longer be able to access any Menu.

                           ☞         When deleting an individual you should also remove him/her from the AS/400 User Profile listing. See M U Option 20, 1 (Work with User Profiles).

1.                           From the Main Application Menu key “M U” (for Management Update). The Management Update Menu will appear.

2.          Next, key “6” (Security Code File) then press the ENTER key. The IBS Security Maintenance screen will prompt.

3.          Key “D” (Delete) then key in the user password and press the ENTER key, the access screen will appear.

*NOTE:               If you do not know the password or it is no longer available call IBS for Password recovery.

4.          When you have finished your review of the Security Maintenance screen press the ENTER key to delete the User from the BMS System. You will be returned to the previous screen.

☞                                                                                                         If you choose not to delete the User at this time press the Cmd3 (Do not delete) key. If you think the user will be returning you might consider initiating a Change and then set all user menus to “N” the user will be able to Sign-on upon return but not able to access any menus.

5.                                                                                                         To end maintenance and return to the IBS Main Applications Menu press the Cmd7 (End Maintenance) key.

Management Update

Option #7 Inventory Audit Control

?                       What does this option do?

☞                        This option permits you to reset, turn on or turn off all Sku inventory audits. The System will start, stop or restart all Sku tracking for one or all store locations.

☞                        Note: Any changes will not go into effect until after your System has completed an EOD (End of Day) System backup.

How to Initiate Inventory Audit Control

1.          From the Main Application Menu key “M U” (for Management Update). The Management Update Menu will appear.

            ➥          If you are not at the IBS Main Applications Menu you can reach it from any command line by keying “24” then press the ENTER key.

2.          Next, key “7” (Inventory Audit Control) then press the ENTER key. The IBS Set Inventory Audit Indicator screen will prompt.

3.          Select “Y” (Yes) or “N” (No) for location then press the ENTER key.

All locations (Y/N)

Y (Yes)           Set Inventory Audit for all locations.

N (No)            Select individual location for inventory audit.

Cmd8 (Cancel)

Cancel action and return to Management Update Menu. No audit will be initiated.

4.          If you selected