ship via

SMARTSystem Shipping Menu

Armellini Label Processing

Purpose:  To outline the requirements and processing of Armellini labels.

Keywords:  The following is a key term used in the SMARTSystem that you should be familiar with and understand:

• Ship Via – is the carrier set by transportation code and description for Outbound freight.
• EDI – Electronic Data Interchange is an electronic communication method that provides standards for exchanging data via any electronic means.

 

Planning Armellini Implementation

Usually, you have been using the Armellini website to produce your box labels.  There is about a 2 week transition period to move off the Armellini website to generating labels in the SMARTSystem.

Armellini needs to be notified that you will be producing your own labels.  There are two primary contact people for you to notify:

• Mark Sterling:

• Nicole in the California Operations, phone 805-485-0804

Coordination is needed with Armellini personnel to verify your printed Armellini labels before approval is made by Mark Sterling at Armellini. When approved by Mark he will issue the credentials needed to communicate with the Armellini computer and transfer your box information.

 

Preparation and Setup

Armellini requires certain information on their bar code labels that must be entered into the SMARTSystem.

1. Establish your Armellini Ship Via record using the “A2” Label Type:

 

1. Establish for each customer the Carrier (Ship Via), customers account number with Armellini and what days are shipped:

1. Note: if you create any “Drop Ship/Ship To” records for the customer, you will need to include the Armellini account number in this entry.

1. Create a sales order and print some labels to verify the bar code information:
   1. Note:  The Armellini Bar Code account must be populated in the System Control Shipping tab (step #6 below) prior to printing the test labels.

 

1. Coordinate with your local Armellini contact to take your sample labels to them.  They will scan your Armellini labels to verify compatibility with their System.

1. When your labels are approved Mark Sterling needs to be notified so he can issue you credentials to use with their web services for transmitting your information to them.  Please email these credentials to our Customer Support representative: Support@floralcomputer.com

 

1. Your Armellini web services account information will be establish when you receive credentials from Mark Sterling, as shown below:

1. The Go Live date will be establish by Armellini and you must put your labels on the boxes sent them.

1. This great, time savings feature has some rules to align with Armellini requirements:
   1. Once the Armellini labels are printed for a sales order, any changes to the order (additions, deletions or changes) will require re-printing of labels to synchronize with Armellini.  The re-printed labels must be put on the boxes.
   2. Therefore, establish a cut-off to print Armellini labels as late as possible.
   3. After the cut-off, any additions to an order for a customer will require a new sales order.

Note: If you add to an order, delete products or make changes ALL of the Armellini labels have to be reprinted and the original ones discarded.  The updated Armellini labels have a unique identifier that must be put on the boxes replacing the original labels you created to maintain synchronization with Armellini processing.

1. At the end of day when you are ready to transmit your Armellini information to them, select from the Shipping Menu:

1. The Send Armellini EDI screen has some default options.
   1. Today’s date is the default Ship date for orders
   2. Before an order is transmitted to Armellini the Exported flag is off  (not checked) and the Date Exported is always 1/1/2000.
   3. After the sales orders are transmitted the Exported flag is set On and todays date and time is set in the Date Exported field

1. When you click Send to Armellini button this prompt is displayed to confirm that you want to send the box information now. Click YES to send.

The sending process will continue until all of the sales orders have updated the Armellini website.

1. A message will be displayed when the transmission to Armellini completes successfully.  A summary of possible errors are listed below with it solution.

1. Sending to Armellini completes the process for this day.

 

                 EDI ERROR CONDITIONS:

             If an error occurs in the transmission process the reason for the error is displayed.

 

1. In this example the “From Email Address is invalid.”

Solution: Go to the Shipping Tab in System Control and enter a valid From Email Address:

                 

1. Armellini has a 1pm cut-off. Shortly afterwards all EDI for today begins processing at Armellini and the web services receiving EDI is set to accept the next day’s shipments.  This message indicates that Armellini is no longer accepting EDI for today:

Solution: Contact Armellini for a shipment that must go today or reset today’s shipment for tomorrow.

1. This error message is displayed when sending EDI to Armellini. The error means that the sales order was changed, but the labels were not re-printed to capture the internal identification needed for Armellini.  This error does not send this order to Armellini to prevent a shipping error.

           

Solution:  When this error occurs the Warehouse Order Management screen is displayed with the order listed and all you have to do is reprint the Armellini labels, put them on the boxes and re-send the information to Armellini:

 

SMARTSystem Management Training Series
Training Session #3B – SMARTSystem Vendor Maintenance

Purpose:  To introduce and provide orientation for Vendor information.

 

Keywords:  The following is a list of key terms used in the SMARTSystem that you should be familiar with and understand.

• Ship Via – transportation code/description: your routes, carriers, etc. In-bound and Out-bound transportation. Used to identify the method of shipping.
• Drayage – is the transportation of goods over a short distance via ground freight and often part of a longer length haul to delivery product.

 

Vendor Maintenance

Introduction

Vendor information is primarily related to floral related purchase orders and buying, not business utilities and other related vendors.  It can include Carriers.

By selecting the Vendor Menu you can access your Vendor information using the Vendor View or Vendor Entry.  

There are certain pre-requisites that are required for vendor maintenance to function smoothly and are accessible from the Vendors Main Menu. Country/ Region information is accessible on the Management Main Menu.  These pre-requisites include:

• Vendor Type,
• Vendor Terms,
• Ship via,
• Farm Entry and
• Country/Region.

 

The Vendor Table Maintenance program has 8 Tabs as illustrated below.  These tabs are:

• General Info
• Purchase Info
• Accounting Info
• Mailing Info
• Remittance Info
• Contact Info
• Box Rates
• Farm Login

 

General Info

This screen will require entry of vendor pre-requisites for:

• Country/Region (on the Management Menu)
• Vendor Type (on the Vendors Menu and
• Farm Code (on the Vendors Menu).

The Farm Code is entered using the Farm Maintenance screen.

Vendor name and address information is entered on this screen. The Account Number is your vendor’s account number.

Vendor Type is user defined and you can add more Vendor Types on the Vendors Menu. SMARTSystem defaults for Vendor Types are: FRESH, PLANT, SHIPPING and SUPPLY.

The Order Arrival Days are used to calculate the estimated Arrival Date for a purchase order.  In the vendors purchase order, the Ship Date plus Order Arrival Days is the estimated Arrival Date.

Each vendor can be associated with a Farm Code used when buying products and that will identify the source of the product throughout SMARTSystem.

Vendor Memos are used to make notes associated with each of your vendors.  The memos are free form and it is recommended to enter date, persons initials and notes.

Purchase Info

This screen will require entry of vendor pre-requisites for:

• Ship Via (on the Vendors Menu) and
• Vendor Terms (on the Vendors Menu.

The Ship Via is used as the default carrier for this vendor’s purchase orders.

  

Vendor Terms is an informational field but required.

PO Form Delivery is informational to define the preference: Paper, Fax or Email.

  

PO Delivery E-Mail is the email address of who you want to receive your purchase orders via email.  You can add more than one email address by separating each with a semi-colon (;). Do not enter a semi-colon as the last character.

  

CC Purchase Rep when checked will send an email to your Purchase Rep Email address (shown below).  

Display Selected Code on PO document is not required.  When selected, it will display either your Local (product) Code or Vendor Code or Manufacturer Code as checked.

  

  

As an example, depending on which Code selected above will show on the PO document:

The Purchase Rep’s name and Purchase Rep Email are stored for reference and as indicated above the PO can be sent to the Purchase Rep Email:    

Default PO Instructions that are repetitive for the vendor are entered here and will be displayed on each new purchase order.  You can also use this field as a reminder for your buyers that can be removed by them from the PO:

Shipping Calculation Type is selected to calculate landed costs on a purchase order.   There are only two options: Standard or Box Rate.  Additional setup information is provided in the Management Training Documents 6D.1 thru 6D.3.

Purchase Cost % for Landed Cost is typically used to store a recurring percentage, like 18% to calculate Landed Costs for trucking costs. This can also be use for the Ecuadorian Rose surcharges with the Add Percent to Surcharge on PO when the checkbox is set.

The checkbox to Add Percent to Surcharge on the PO will provide an option for purchase order to reclassify the calculation as a surcharge to account for it correctly:

Accounting Info

1099 Type is information only, but is required.

G/L Sales Account is only used by the Recipe Portal to override the Sales G/L for products by this Vendor G/L Sales Account.

The G/L Expense Account is required and can be set globally for all vendors using:  Management Menu > Assign G/L Vendor Expense Accounts:

The remaining information on this screen is optional.

Mailing Info

Mailing Info is used to override vendor information on the General Info Tab.

Remittance Info

Remittance Info is normally not used.  It is only used to override the remittance information in Quick Books only, when PO’s are exported.

Contact Info

This screen is used for additional vendor contact information:

• Contact Name, Phone and Fax Number, Primary Email Address
• Web Site URL
• Office Managers Name and Email Address
• Account Rep Name and Email Address

Box Rates

The Box Rates tab will normally be empty unless you set Shipping Calculation Type as Box Rate and follow the procedures to setup and maintain box rates:

Box Rates are used as an alternative to calculating landed costs based on freight rates and box cubes.  This tab is used to establish an average cost per box type used to calculate landed costs when entering purchase orders.

The Country/Region Table Maintenance under the Management Menu in conjunction with your Units of Measure table are used to generate these entries. Refer to Management Training Document 6D.3. A separate training session should be scheduled if you want to use this feature.

Farm Login

The Farm Login Information is needed when the Farm Portal is activated.  The User Name and Password for the Cargo Agent Interface allows the Farm to login and access their purchase orders.

The Cargo Agent Name entered on this screen will appear on the Farm’s printed label.

The Cargo Agent Email is not currently used at this time.  This field can be left blank.

Practice Drill

The purpose of Practice Drill is to get you more familiar with the SMARTSystem and comfortable using it.  

1. Go to the VENDORS Menu and select VENDOR VIEW.
2. Select a vendor you are familiar with and double click on that vendor.  The vendor information will be displayed.
3. Click through the tabs and verify the information to be correct.  If you make a change click MODIFY before exiting.
4. Add a new vendor.

 

Questions and Answers

If you have any questions or need support, please contact us at Support@Floralcomputer.com or call 727-483-5306 for assistance.

SMARTSystem Management Training Series

Training Session #3A – SMARTSystem Customer Maintenance

Purpose:  To introduce and provide orientation for Customer information.

Keywords:  The following is a list of key terms used in the SMARTSystem that you should be familiar with and understand.

• Ship Via – transportation code/description: your routes, carriers, etc. In-bound and Out-bound transportation. Used to identify the method of shipping.
• Supervisor Password – your defined Supervisor Password in System Control. The default is “creditmanager”.
• Sales Password – the defined Sales Manager’s Password in System Control. The default is “salesmanager”.
• DPC – Discount Price Code and is setup using the Management Menu.
• Drayage – is the transportation of goods over a short distance via ground freight and often part of a longer length haul to delivery product.

Customers Maintenance

Introduction

Current customer information is vital for successful operations and considered valuable. 

To protect your customer list, the SMARTSystem has an option to require a password before printing it.  This option is a checkbox in the System Control under General Options:

In addition, usually only a few key staff are allowed to add new or change existing customer information.  For example, your accounts receivable person would be responsible for setting up new accounts, establish credit limits and insure accurate information.  Therefore, looking back at setting up your staff permissions you can specify who can set or remove customer surcharges:

The Sales Menu provides the option, Customer Lookup to access customer information using the Customer Lookupview as an inquiry only with limited information: 

Pre-requisites

There are certain pre-requisites required to create a customer and for the customer maintenance to function smoothly.  These pre-requisites include:

• Salesperson,
• Customer type,
• Customer terms,
• Ship via,
• Optional: Contacts Job Title
• Optional: Customer Groups, and
• Optional: Carrier Locations

Please refer to the specific menus for additional information.

Customer Entry

The Customer Table Maintenance program has up to 13 tabs as illustrated below, which include:

• Contact Info
• Sales Info
• Contacts
• Ship To
• Sold To
• Carrier Info
• Auth Info
• Misc
• Web Login
• System Settings
• Credit Cards (only visible if Terms is identified as a credit card)
• Contract Pricing (only visible if checked)

Sample Screen:

The Credit Cards tab only shows when a customer has Credit Card marked in the Terms record. 

Contract pricing only appears when the customer is set for it on the Sales Info screen:

Contact Info Tab:

The customer number can be 1 to 9 characters.  There is an option in the SMARTSystem to automatically assign the next customer number which is usually establish during the initial configuration in System Control > Trans Nums tab:

Member Pass # is optional and is normally used to identify the customer id number for a floral market.

Expires is a date used to flag a customer when the Member Pass # is due for renewal.

Stop # is optional and used to sequence the customer on the Route Report.

Customer name and address information is entered on this screen. Address Line 1 requires an entry other than blank.Address Line 2 is optional.  

Customer names must be unique to prevent conflicts in the accounting program with duplicate customer names.

On the Invoice and Price List E-mail address lines you can enter multiple e-mail addresses by using a semi-colon (;) to separate them. Do not end an email address with a semi-colon (;) because it is only used to separate email addresses.

There is an option to specify Payment on Account and the Amount of payment information on this screen that will print on the Standard Customer Invoice.

Its purpose is to assist collections when doing customer deliveries.   

This feature is turned on in System Control > Sales Options > Invoice and click the checkbox to implement this feature for the Standard Invoice format only.

There are two buttons on this screen used to improve communications with your Sales Reps: Customer Memos and Administrative Hold. 

The Customer Memos button would normally be a blue color but can be set RED to “ALERT” your sales staff or anyone accessing this Customer screen that a new message exists:

The Administrative Hold button would normally be set ON by the accounting department and the reason for the Administrative Hold can be entered using the Customer Memos to inform your sales staff.

When the Administrative Hold is set ON, it will restrict sales by not allowing the creation of a Sales Order for the customer.

Last Accounting Update information shows the last date that Customer balances were imported from your accounting system.  Normal procedures are to:

• run the SMARTSystem End-of-Day process
• import transactions to the accounting program
• post customer payments
• export customer balances
• update SMARTSystem with customer balances

Current customer balance information is available for sales staff and if the feature is turned on used for credit limit checking.

Sales Info Tab:

The Sales Info Tab contains information used by the Sales Order Entry and other programs.  This screen contains sales related information.

  

Typically, Salesperson1 represents Fresh Cut sales and Salesperson 2 represents Supplies, but this is optional. An Alternate Sales Rep can be entered into the Sales Order Entry program as needed.

Customer Type is user defined by selecting menu Customers > Customer Types.

Customer Terms is user defined by selecting menu Customers > Customer Terms.

When Credit Card term is selected the Credit Card Tab is displayed in this program:

On the Terms screen below, the “Credit Card” button for “Credit Card” identifies this Terms type which will display of the Credit Card Tab in customer maintenance:

The Market Day checkbox is a promotional feature and explained in a separate document.

Discount % is a set discount percentage that will be applied to all customer orders with the option of removing it on the sales screen.

Customer Credit Limit is a whole dollar amount.  To change this amount you need to click Change Credit Limit button:

Credit Limit changes require a Supervisor Override Password:

Dump Customer is a checkbox that identifies this customer record and transactions to be ignored on certain reports.

Unlock Surcharge (click the blue buttons as shown on the screen below) you will need the Supervisor Password:

When permissions are set for staff to change the “Apply Surcharge” flag the password is not required:

Several of the Sales Tax related fields on this tab are self-explanatory:

• Sales Tax Number
• Sales Tax Exp. Date
• Certificate On File
• Charge Sales Tax

To handle Sales Taxes by county create entries in the tax code table and select the county using the drop down selection:

The Sales Tax Table is selected by going to menu: Control Info > Tax Code Maintenance.  Establishing Tax Code Maintenance is explained in a separate document.  Here is an example of the Tax Code table:

Sales Price Level establishes the prices for this customer.  There are 5 price levels, in addition to a Retail Price and a Website override price.

DPC (Discount Price Code) is established by selecting menu: Management > Discount Price Code Maintenance.  Its use is explained in a separate document.

Do Not Export to Accounting flag is set to prevent a customer’s transactions from being exported to accounting.  Normally, this flag is only used for a “Dump” customer.

When you click on the Contract Pricing checkbox it will display the Contract Pricing Tab to enter that information:

Default Ship Via (Destination) is the default shipping method for this customer.

Originating Carrier (Drayage) is normally used by growers to identify the method of getting product to a carrier.

Show declared value on BOL is a check box that will print the declared value on the Bill of Lading. Otherwise, the value will not print.

Invoice Delivery Method is optional and can be left blank.  It is an information field. Setting “E” or “F” will show these settings on the Warehouse Order Management Screen.

Use XREF SKU with DPC on Invoice to print your customer’s SKU on the invoice normally used for larger, mass market customers:

Print Pick Tickets when checked forces the printing of pick tickets and removes the Sales Reps option to print them.

Print Labels when checked forces the printing of delivery/shipping labels and removes the Sales Reps option to print them.

Information only fields include:

• Credit Appl. On File
• Individual Guarantee

PO Required when set requires a purchase order reference code for this customer on each sales order.

Customer Info 1 is used on the Route Report to print a message recurring message for the driver.

Customer Info 2 is used for internal information that only appears on this screen.

Sales persons Call List information is stored here and can be changed by the Sales Rep from their Call List:

• Days to call
• Preferred Calling Time
• Call List Remarks

Contacts Tab:

You can have an unlimited number of Customer Contacts. The Contacts entered on this screen are also available in the Sales Order Entry program for viewing and updating:

The Job Title classifications are defined by you in the Contact’s Job Title program on the Customer Menu:

Ship To Tab:

This ShipTo Tab is used for customers that have a standard, repetitive alternate location. This is a default Ship To location.

For multiple Drop Ship/Ship To addresses it is recommend to use the following menu item:

Its use is explained in a separate document.

Sold To Tab:

Sold To information entered here will override the Contact Name and Address and will display on the Sales Order in the Sold To information fields.

Carrier Info Tab:

Carrier Information can be used to override the Default Ship Via on the Sales Info Tab for a specific day of the week:

Using this Carrier Info tab will provide the Sales Order Entry program the correct route for delivery that is based on the day of the week, as indicated below:

Auth Info Tab:

 Authorized Information is optional and used to provide additional security to verify your customer’s authorized staff to pick-up merchandise for them.

Misc (Miscellaneous)

There are several options available on this screen.

The Quick Books Parent Customer Description allows pre-pending of a Branch code or name to your general ledger accounts when you have one or more branches using a common set of G/L Accounts for each branch.

The Other, Persistent Reference provides for a standard customer purchase order reference code for all sales orders.

Using Customer Associations you can identify group(s) your customer belongs to.  Create a list of Customer Groups with standardized descriptions of Associations for customer membership. This table is located under the Customers Menu, sub-menu Customer Groups.

Customer Associations that you want to establish are created on the Customer Groups menu:

Web Login Tab:

 You can define the User Name and Password that will allow your customer to login to your e-commerce website to place orders.

 

Initially, the User Name and Password is set as the Customer Number.

System Settings:

This tab is provided to override SMARTSystem settings for Invoice Customer Discount Settings, Box Label and UPC Label.  The Box Label and UPC Label settings are associated with the Custom Label Designer program located

          Reports > Labels > Custom Label Designer

Credit Cards Tab:

Selecting “Show Credit Cards” will display the Supervisor Password to access Customer Credit Card information.

Credit Cards used for Point-of-Sale, depending on the SMARTSystem Control setting, can update this list or you can add and maintain card information using this screen.  Credit Card numbers are heavily encrypted, but they do not have to be saved.

Contract Pricing Tab:

Customer Contract Pricing always overrides sales prices on a sales order, unless a special promotion, such as “Market Day” promotion is used. If a promotion price is less than the Contract Price, it will automatically be used.

Contract Pricing can be turned OFF for Holiday’s or as needed. This option to turn off Contract Pricing is at the bottom of the Management Menu:

 

Practice Drill

The purpose of Practice Drill is to get you more familiar with the SMARTSystem and comfortable using it. 

1. Login into SMARTSystem
2. Go to the CUSTOMERS Menu and select CUSTOMER VIEW.
3. Select a customer you are familiar with and double click on that customer.The customer information will be displayed.
4. Click through the tabs and verify the information to be correct.If you make a change click MODIFY before exiting to save your change(s).
5. Add a new customer.

Questions and Answers

If you have any questions or need support, please contact us at Support@Floralcomputer.com or call 727-483-5306for assistance.