UPGRADES

1. UPGRADES Major Enhancement Features of 2004 By: Steve Moeller & Leslie Reese

2. Event Notification Event Notification allows you to setup immediate email notifications when someone enters one of the specified transactions. Menu 35.19

3. Event Notification 35.19.1. CREDIT AUTHORIZATION – enter the company number that the event will take place in.  10. CREDIT HOLDS ONLY – Enter Y to get emailed only when people hit ‘H’ to hold in order entry to hold the order and do not enter an authorization password. Because if the counter people don’t know that password and it’s been authorized already, don’t care about knowing about it. 11. TERMS CODE(S) - allows you to enter the terms code(s) that you would like excluded from the notification process. A complete list of the terms can be found by printing Menu 12.2.31. If entering multiple terms codes separate by ; (Semicolon)

4. Event Notification 35.19.2. PRICE HOLD – enter the company number that the event will take place in. GROSS PROFIT % - allows you to enter a minimum GP%.  If the GP% is higher than amount in line10 then no event notification will take place

5. Event Notification 35.19.3.   SOLD BELOW COST – enter the company number that the event will take place in.

6. Event Notification 35.19.4.  PRICE OVERRIDE – enter the company number that the event will take place in. GROSS PROFIT % - allows you to enter a minimum GP%.  If the GP% is higher than  the amount in line 10 than no event notification will take place. BYPASS QTY PRICING – If  ‘Y’ is entered you will not receive a price override notification as long as the price of the product that was overwritten was found in one of the quantity buckets.  Enter ‘N’ if you want to receive notification. Blank defaults to No

7. Event Notification 35.19.5. NON-STOCK/00-ROP RETURN – enter the company number that the event will take place in. MIN DOLLAR AMT – Enter the minimum $ amount of the sale that you would like a notification sent.  Ex:  If you have $5.00 in field 10 and a customer returns a product they purchased for $4.00 you will not receive a notification.  However, if the customer paid $6.00 for the item, you would receive notification.

8. New EOD Reports • List of Unfinalized invoices still open. • This new report is intended to make sure there wasn’t an error where someone unfinalized an order to change or add to it and didn’t re-finalize it and the product is now gone. • It will list any order numbers that were unfinalized and are still open. • Paperless Report #01-153 • Negative On Hand Report • This report prints products that have a negative on hand value. • Paperless Report # 01-135 • New Warranty Items to Claim • a listing of parts on credit memos where the reason for return was 006 for “warranty.” • Paperless Report #01-137

9. New EOD Reports • Inventory Problems Report • This report lists of all transactions that happened the previous day, including credits, adjustments and cancelled items where the available stock is now 2 times the ROP or greater. • What to do with report: • 1) Look at Cost of Item • 2) See if you can transfer to another branch • 3) Return to Vendor • Paperless Report #01-151

10. Auto Invoice Message Auto Invoice Message will now give a choice of the last three invoices that an item being credited was purchased on. First, Make sure you have the parameter in Menu 35.1, screen 3, field set to either "2“ or "3". When you are entering a credit in Order Entry, put in the part number, and then enter the qty being returned. First it will go into the detail screen and allow you to put in the reason code. After you 0 to accept then it will show the last three invoices that the customer purchased that item on, and display the price that was paid for it at the bottom of the screen. You select the line number that corresponds to the invoice that it was originally purchased on or 'N' for no.

11. Auto Invoice Message If the customer has not purchased the part more than once, it will automatically insert the message line with that one invoice number.

12. Order Entry ‘NS’ Item Message Menu 35.22 This program controls the feature that will pull standard memo lines in order entry whenever a non-stock (NSXX-XXX) part is sold. Whenever a non-stock part is sold a message line will display: To setup this message line, go to Menu 35.22. You have the option to enter one or two memo lines. Enter ‘1’ at the prompt and you will be taken to line #1 to enter your first message line. Whatever you type here will be displayed in order entry and on the customer’s invoice below any non-stock lines. Do the same for line ‘2’. Once you have entered your message, ‘0’ to accept and save.

13. On Hand Quantity on Pick/Pack • One problem we all have is knowing when our inventory is correct or not. The most likely people to notice discrepancies are the ones pulling the parts. Having the quantity on hand printed on the picks is a great tool for them to use to determine discrepancies. • The quantity on hand is printed in parentheses () between the part number and the order quantity so it is easy to see. • The qty displayed is the qty that should be left on hand after the qty on the pick is pulled. That way if they see (0) on the pick and there are 4 left on the shelf after they pull their quantity, or if they see (4) on the pick, but they can't find any to pull, they know to check it out and have the stock adjusted, if necessary.

14. On Hand Quantity on Pick/Pack An example of fully utilizing this information is New Orleans. They have a procedure where they have boxes strategically located in the store and warehouse, when someone finds what could be a discrepancy, they write down the part number on a piece of paper and put it in one of the boxes. They have a key person that will inventory those items the next day. *This code will be installed by request only. If you would like to have this done, please enter your job request in the DST SupportDesk http://www.myjohnstone.com/dst)

15. Bar Code Inventory • INVENTORY PREPARATION • Assign and complete the following jobs prior to the Inventory Process. • Inventory must be NEAT & ORDERLY. Clean-up the areas that may be cluttered with stock i.e. lunchroom, offices, delivery vehicles and under the counters. Return products to the correct locations. • Confirm all products have a current Bar-code label– focus on non-catalog, miscellaneous and new products first. • Identify similar items to G89-754, Wasp & Hornet Spray, that may not be labeled, label with Johnstone bar code label. • Review and update your bin location chart. • Go through the small parts shelves and confirm all parts are in the correct location.

16. Bar Code Inventory • Find empty boxes on the parts shelves; scan in the stock status screen (menu 19.6). If there is no stock and no sales in the last 12 months turn the box around to avoid scanning the box. If an empty box is scanned during inventory, the item will need to be adjusted out. A box scan of an empty box will count as one in inventory for that item. • Pre-count excess fittings (i.e. copper, brass, pvc), and bag in small quantities. Use small Johnstone bags, label with bar-code and quantity. Tape bags closed to eliminate items being removed from bags. • Scan parts in the showroom, confirm the correct parts are on the hooks, move the out-of-stock tags to the front to indicate the location has been checked. After scanning this area in pre-counts, turn the tags around to indicate the location has been scanned. • Purchase construction tape to mark off shelves that have already been scanned. • End hand-counting of products.

17. Bar Code Inventory DAY ONE • All steps must be completed on the Inventory Preparation Checklist prior to starting the Physical Inventory. • 9.20.1-CLEAR PRE-COUNTS This menu path will clear all pre-counts on products in the warehouse and showroom. • No hand counting will be completed after pre-counts begin. All items are to be scanned into inventory. By scanning items, an accurate count and location will be recorded. • 9.20.2– CLEAR WAREHOUSE LOCATIONS - During pre-counts, old warehouse locations will be available on the stock status screen (menu 19.6). As products are scanned, the current locations will be updated on the stock status screen.

18. Bar Code Inventory • Password Protect Menu Paths 9.20 - Use menu path 12.1.14 to maintain passwords for menu paths on 9.20. Password protect menus 9.20.1, 9.20.2, 9.20.4, 9.20.5, 9.20.6, 9.20.8, 9.20.10 and 9.20.12. Remove the password only when employees will need access to a menu path. Retaining a password on menu paths eliminate the possibility of an employee entering incorrect data. • Confirm laptops, Wyse terminals and pc ports that will be used during the scanning process are set to login to the correct company (menu 12.10). • Verify the showroom and warehouse locations are clearly marked. • Assign one person as the “go to” person. The “go-to” person should not scan or have any involvement in the “day-to-day” operations during the inventory process. • Notify the “go to” person if an item is sold from a scanned area or received into stock. • The “go to” person is responsible for making all adjustments to the Inventory counts using menu path 9.20.4.

19. Bar Code Inventory • 9.20.4 – ENTER PRE-COUNTS – Scan inventory in the warehouse that is least likely to change. As locations are completed, clearly mark the scanned locations with tape. All inventory scanning can be done using this menu path, the advantage is a store can remain open for business. DAY TWO - AM • Review end of day hangout report, any order picked-up or shipped must be finalized. • 9.20.23 - LIST OF OPEN CONSIGNMENT PICKS – Invoice consignment inventories to reduce stock on hand. Un-finalize these invoices after freezing the inventory - menu 9.20.5.

20. Bar Code Inventory DAY TWO – AFTERNOON • 9.20.3 – NEGATIVE ON HAND REPORT – Use 8.4 to adjust negative on hand quantities. Negative quantities will be zeroed out when the inventory is frozen. The General Ledger will be affected by negative on-hand quantities not adjusted. • Receiving and shipping areas – return all stock to proper locations. Do not receive into the system any additional stock. Clearly mark un-received stock DO NOT COUNT / DO NOT SELL. • Password Protect menu path 9.20.4. • 9.20.5 – FREEZE INVENTORY – All ports must be logged to the ‘Big J’. After the inventory is frozen products not scanned using menu path 9.20.4, must be scanned into inventory using menu path 9.20.6.

21. Bar Code Inventory When the Inventory is frozen, a Negative On Hand Report will print. Retain this report for accounting. Items on this report have been adjusted against the general ledger. • Un-finalize Consignment Invoices. • 9.20.6 – SCAN INVENTORY – Scan inventory not scanned during the pre-count stage. • 9.20.7 – NOT SCANNED REPORT – This report will display products that have not been scanned. A pattern will indicate if a warehouse or showroom location was missed, or scanned incorrectly. If a location has been missed use menu path 9.20.6 to scan into inventory. If a location has been scanned incorrectly, investigate further to uncover the cause, (i.e. incorrect scanning procedures).

22. Bar Code Inventory • Password Protect menu path 9.20.6 and 9.20.7. • Menu Paths 9.20.8, 9.20.9 and 9.20.10 must be run in this order. After adjustments are made through menu path 9.20.10, menu path 9.20.8 must be run to update changes and 9.20.9 must be rerun to confirm changes. • 9.20.8 – UPDATE VARIANCE – After the variance report is run, 9.20.4, 9.20.6, and 9.20.7.cannot be run. This program will calculate the difference (+/-) between the frozen on-hand quantity and the total inventory scanned for each item. • 9.20.9 – VARIANCE REPORT – This report is used as a basis for recounts. Divided this report among your inventory staff. Keep track of which employee will be recounting which area. During the first recount the focus will be on items (+ or -) $200.00. On subsequent recounts the focus will be on items (+ or -) $100.00 and (+ or -) $50.00. When the variances have been checked enter actual counts using menu path 9.20.10. • 9.20.10 – ENTER ACTUAL COUNTS - Enter the tag number (use menu path 9.20.11 to find missing tag #s) from the variance report; enter the total count of any product that has changed. After the actual counts are entered, rerun menu 9.20.8 & 9.20.9. This sequence can be run as many times as needed as long as menu 9.20.12 has not been run.

23. Bar Code Inventory • 9.20.11 – FIND TAG NUMBER FOR AN ITEM – Use menu path 9.20.11, instead of scrolling through the variance report to find a tag number. • Rerun 9.20.8 and 9.20.9 prior to 9.20.12 • 9.20.12 – UPDATE ON HAND QUANTITIES - Confirm the final number on the Variance Report is correct. Stock status on-hand quantities will be updated and variance adjustments will be posted to the inventory history audit (INQ 7.B). • 9.20.13 – P.I. VALUE COMPARISON REPORT - Total inventory balance before and after the on-hand quantities have been updated. • 9.20.15 Move Items for Location – Use this program is used during the physical inventory process to change the warehouse location on all items with a wrong location to the correct warehouse location.

24. Bar Code Inventory • 9.20.28 Total Variance $$ – Displays the total variance dollars by warehouse. This is used to see the bottom line total without having to print the full variance report • 9.20.29 Variance Report by Vendor – Enter a vendor number on this report to see all the products that have a variance for the selected vendor. Also, by selecting all vendors, the variances are sorted & totaled by vendor. • 9.20.30 Top 50 Variance (+/-) – This report will only print 100 items that have a variance. The top 50 items with the highest dollar variance and the bottom 50 items with the highest negative dollar variance.

25. Download & Rebuild Corp. Invoices Menu 13.20.33 This new program will allow you to retrieve Corp. invoices that you did not receive and are not available to print using Menu 13.20.12, even after you've run 13.20.13. You will no longer have to call Corp. to make these invoices available to you. When you run 13.20.33 it will ask you for the invoice date in MMDD format (for example, August 1st would be 0801.) Then it will prompt you for the branch number, this not the Company number (01, 02 etc...) it is your Corp. Branch # (123, 213 etc...) Next, it will connect with the corp. server to find your invoices for that date for that branch and it will make them available for reprinting in menu 13.20.12 automatically.

26. Possible Corp. Returns Report Menu 6.20 Corp now allows return goods for up to 60 days. The purpose of this report is to assist in identifying items that may be returnable. The program prompts for the following: Enter warehouse (3n) Enter Last Receipt Date (mm/dd/yy) - this date should be no more than 60 days from the date you are running the report, 45 days is recommended to allow yourself time to process the return request. Enter ABCDE Ranking (separated by ;) - you may select any or all product rankings to include in the report.

27. New Customer Report Menu 11.2.11 This report is for you to use to monitor and analyze new customer ordering and receivables activity. The program prompts for the following: Enter Company (2N) or <enter> for all Enter Beginning Create Date (mm/dd/yy) Enter Ending Create Date (mm/dd/yy) The report lists the following information: • Company# • Customer # • Customer Name • City • State • Zip • Create date • Sales Last 12 Months • GP Last 12 Months • Last order date • No. of Orders YTD • Average Pay Days

28. Auto Receive Corp. PO Menu 34.26 This program allows you to receive in the Corp. shipment without checking in each and every part. It is intended to use in extreme cases when you are short-handed or just don’t have the time to check it in. You will basically be accepting whatever corp. says they shipped on the packing list.

29. Auto Receive Corp. PO First, make sure your freight bill of lading is 100% (i.e. no missing pallets etc…), if it’s not don’t use this program. Begin with Menu 34.20 to create the Bar Code Receiver from Corp. ship date. During this process Do NOT say ‘Y’ to serial number prompts and do not include the emergency order PO’s. Once your receiver is created, go into 34.1 and make sure all of the PO’s on the screen are on the packing list that printed the night before and then write down the receiver#. Next, run 34.25 to compare the receiver w/packing list Once you have verified all of the above, you can Run Menu 34.26. It will prompt you to enter the receiver#, ship date and password. Password is CORP and it will need to be entered twice. You will then use Menu 34.2 and Y*** to update.

31. Work-flow"How it works at the counter“ Make sure you have a good PO on the order before finalizing it, if at all possible. No differences in the Order Entry screen until it is finalized. When you finalize an invoice, within 1-2 seconds you should see the signature capture window pop up on the PC screen. When that window pops up the Signature Capture Pad will also have a signature box appear. Have the customer sign in that box and touch OK with the marking pen or you can click Save/F12 on the signature capture window or press F12 on your keyboard. You will then be prompted at the bottom of the screen to press <enter>. When you press <enter> it checks to make sure the signature is there and valid, if it is it will print the invoice on your laser printer.

32. If the signature is not there it will prompt you that the signature is missing and to press 'R' to retry. If you press 'R' to retry it will bring the signature capture window up again and allow the customer to sign again. It will continue this process until there is a good signature captured. This is to assure that a valid signature gets on the invoice. You also have the option - not displayed on the screen - to bypass the signature by putting in a 'B' to bypass, this option requires a Password. Currently this password is hard coded into the program - call DST to find out the password if you do not know it. Soon, it will be user controlled. If you were not able to get a valid PO number before finalizing the invoice, use Menu 1.3 to correct the PO after the fact. This program will prompt you as to whether you want to reprint the invoice or not. When you are choosing your finalizing option, if you select 1N to print the invoice with no pricing, immediately after you capture the signature and print the invoice, the program will regenerate the file and amend it to have pricing. This is so when it is reprinted, faxed or emailed it will have prices.

33. Menu 1                                           Order Entry and Invoicing Menu 1.20.8 Phone Exchange Maintenance/1.20.9 Phone Local Maintenance Faxing invoices to customers through EOD processing – using a local fax server (linux server).

34. Due to various long distance dialing issues, DST has created two different options to help configure your systems long distance dialing requirements.  These programs will tell your computer when a ‘1’ is needed in order to dial a long distance number.  Either option must be implemented with the help of DST.  Please start this process by determining which of the following options best suits your needs, gather the necessary information in a spreadsheet and then contact DST. ***Note – if you do not set this up your system may not fax correctly. ** The typical format for phone number is XXX-XXX-XXXX.  The area code is the first three digits and the exchange is the next three digits.   (area-exchange-XXXX)Currently the base system determines whether a ‘1’ is necessary by looking first at menu 12.2.2.2 field 29, and then to field 11.  If in 12.2.2.2 field 29, or field 11 you have a 10-diget number the system will add a ‘1’ before dialing.  If it finds a 7-diget number in Field 29 or field 11, it will not add a ‘1’ when dialing.  For multiple store users, you must consider the dialing requirements from the location that the fax server is located.  Please gather the exchange information on a spreadsheet with two columns labeled area code and exchange.  DST will set up the initial installation - then it will be up to each store to maintain. Option A – Menu 1.20.8 – Phone Exchange – Use this option if you want to enter the exchanges in your area that require a ‘1’ when dialing long distance. Option B – Menu 1.20.9 – Phone Local Maintenance – Use this option if you want to enter the exchanges in your area that do not require a ‘1’ when dialing long distance, or if your area requires 10-digit dialing.

35. Menu 1.31  Reprint Signature Capture Invoice To reprint an invoice after signature capture has been installed use this menu.  Enter release number (11-diget) for the invoice to be reprinted.  If you would like to print multiple invoices enter a semicolon (;) between release numbers.  If the release number that was entered was a signature captured invoice it will automatically print to the laser printer that port is configured to.  If the release number that was entered was an invoice created prior to signature capture you will be prompted to select the printer you want to print to.  Make your printer selection and the invoice will print.

36. Menu 12                                                             File Maintenance Menu 12.1.1 Company Maintenance If Line 40 is ‘Y’ for yes, when an invoice is cancelled it will print a copy of the cancelled invoice with a ‘VOID’ watermark across the invoice.  It will print to the laser printer your terminal is assigned to.    Line 39 (Printer# Can Inv) becomes inactive at the time you go onto signature capture.   ‘N’ for no will turn this option off.  Leaving this field blank will default to no.

37. Menu  12.2.2.2 Customer Master Maintenance The chart below is intended to clarify the Fax Indicator options in Screen 1, Line 31 of customer master maintenance. * This option will change when laser statements are completed. Due to recent changes in the security of the .PDF files that will be emailed to your customers whom you have setup to email, the customer must have Adobe Acrobat 5.0 or higher in order to open the attachments.

38. Menu 35                                                                     Parameter Menu  Menu 35.12 - Signature Capture Company Parameters Enter Company number at promptThe following new fields have been added to this menu: 11. REMIT TO NAME: Enter the company name here.12. REMIT TO ADDRESS 1: Enter the first address line here13. REMIT TO ADDRESS 2: Enter the second address line here, if applicable.14. REMIT TO CITY, ST,ZIP: Enter the remit to city, state and zip code here.Note: When the remit to addressprints on the bottom of the invoice, it prints on two lines. We suggest putting * or commas after the company name and each of the address lines to create a nice separation.

39. 15. Print store-transfer invoices - Y – prints a copy of store transfer invoices when batch printing customer invoices.  N – removes store transfer invoices from the nightly/weekly batch print.  Leaving this field blank will default to Y.  Either option will still print a copy at time of shipping to use for packing list. 16. Print 2nd copy on credit memos – enter Y if you would like a second copy of the credit memo to print.  Enter N if you do not want these to print.  Blank defaults to Y. 17. Print 2nd copy on delivery tickets – enter Y if you would like a second copy of the delivery tickets to print.  Enter N if you do not want these to print.  Blank defaults to N. 18. Print tax flag – Enter Y if you would like the tax flag to print on invoices.  Enter N if you do not want the tax flag to print.  Blank defaults to N. 19. Watermark to print on form – Enter ‘1’ to have the words ‘Packing List’ print on the background of all non-cash invoices printed at the counter.  This watermark will not print on the invoices that are batch printed during EOD processing.

40. Signature Capture Account Update Letter  A lot of you may want to send a letter to your customers letting them know about your new email and fax capabilities. Here is a sample letter that Santa Ana sent to their customers - this is a great example. The caption at the top says: We have made a few changes over the past few weeks and you may have noticed a new invoice format - with the new format came the ability to electronically capture signatures and electronically deliver invoices to you via email or fax, in addition to the invoice you receive at the time of delivery or pick-up. Please let us know your preference, as well as update the company information we have on file, by filling out the remainder of this form and faxing it back to us at (714) 556.6417. As a THANK YOU for taking the time to fill out this form, we’ve enclosed a coupon for 5% OFF your next order if you complete this form by July 31, 2004!!