Management Training Documents

SMARTSystem Management Training Series

Training Session #4D – SMARTSystem Inventory Weighted Average Costs

Purpose:   The Weighted Average Cost (WAC) is sometimes called the moving average is a method used to track the value of inventory under a perpetual inventory system.  

 

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

• LOTS are records received into inventory from purchase orders or inventory receiving.

• WAC 1– Will re-compute a new WAC value based on all open lots.

• WAC 2 – Utilizes the Average Landed Cost field from the Inventory Table to compute a new value based on receiving.

• WAC – Value is stored in the inventory table in the Average Landed Cost field:

Overview

There are two ways to calculate WAC:

WAC 1:  is a Moving Weighted Average Cost (MWAC).  This method recalculates a new WAC whenever the On-hand Quantity changes and recalculated when:

• a PO is received,
• Inventory Receiving,
• Inventory is transferred,
• Inventory Adjustments,
• Inventory Reconciliation, and
• Product returned on a Credit Memo.  

WAC 1 is affected when inventory is reduced on a Lot/PO,  physical inventory line item(s) or entries.  WAC 1 is Lot/PO based.

This method calculates WAC by evaluating the open lots in the system by inventory item or product code.

WAC 2:  is weighted average cost calculated only when the On-hand quantity is increased, but not when it is decreased. This is based on the valuation of each inventory item.  

This method calculates WAC by computing the current On-Hand Quantity x the current Average Landed Cost, then adding in the new item quantity times landed cost divided by the total On-Hand Quantity.

When WAC is turned off, this non-WAC method of calculating costs is based on the Landed Cost of products.  Depending upon the circumstances either the Current Landed Cost or the Landed Cost of a specific lot (PO) could be used and exported to accounting.

There is an option for each item in the Inventory Table not to computer WAC.  Just select the checkbox illustrated below.

               

Transaction Summary:

Purchase Order transactions that will update WAC in the Inventory Record

• PO Received
• PO Receive and Backorder
• Receive a PO Backorder

Internal Inventory Transfer

• Transfer    
  • From: Adjustment Record will show current “Average Landed Cost” (WAC) from inventory
  • To: Adjustment Record will show New WAC
  • To: Product Inventory Record WAC will be updated

                  

• Consolidate
  • From: Adjustment Record should show current “Average Landed Cost” (WAC) from inventory
  • To: Adjustment Record will show New WAC.  The new cost that will be factored in to compute WAC which is calculated by dividing the total cost of the “from” items at their WAC by the number of items specified by the user on the consolidation screen
  • To:  Product Inventory Record WAC will be updated

Inventory Count Adjustments:

• Can change costs using WAC 1 based on specific Lots/PO’s
• Cannot change costs for WAC 2

 

Inventory Receiving / Production Data:

• WAC for products marked as No WAC products will be set to costs defined in the Inventory Receiving Entry program or Average Landed Cost in the Inventory Table.
• WAC applies to existing products (No WAC box is not checked in inventory):
  • When a new entry (lot) is added WAC will be updated based on the quantity and cost of the new entry (lot)
  • Adjustment record will be written at the new WAC
  • Update and Delete options are disabled in the Inventory Receiving Module for WAC 2.

Inventory Reconciliation

• WAC 1 will re-compute the new WAC based on the lots modified.
• WAC 2 utilizes the Average Landed Costs from the Inventory Table.

 

Set-up Procedures:

1.  SMARTSystem Configuration:

On the Options Tab in Systems Control below, there are three checkbox’s provided to manage WAC:

• Use WAC (Weighted Average Cost)  
  • This is required and selected automatically when the user selects the WAC 2 option
• Use WAC Calculation method 2 and
  • This option sets the use of WAC Calculation 1 when unchecked and the WAC 2 calculation when it is checked.
  • The “Use WAC” box must be checked to apply either of these calculation methods
• Include Open Orders in WAC Calculation

 

2.  Items marked as “Do not calculate WAC”

The WAC Value is stored and visible in the Inventory table.  For your own Products entered using Inventory Receiving, the WAC value should not be calculated which allows you to set a fixed value.  Therefore, some of your products may have the “Do not calculate WAC cost for this item” set on.  See example below:

         
 

3.  Special Utility to Calculate WAC

A one time utility will be run to calculate WAC on all inventory items including those with the “Do not calculate WAC cost for this item” set.

Or, should you prefer, a utility can be run to move all of your Current Landed Cost to Average Landed Cost which may provide you a gradual shift in costing.

 

4.  Import WAC for your own Products

Products that are set to “Do not calculate WAC cost for this item” can be updated manually using an excel spreadsheet to set the WAC values.

 

Products Received using Purchase Orders

For each product on a purchase order WAC is calculated using the following formula when the PO is RECEIVED.

The WAC1 formula includes:

• PO line items received, not back orders
• Existing On-hand inventory, including products on HOLD

• If  “Include Open Orders in WAC Calculation” is set in System Control, then Sales Orders not yet invoiced will be included

 

WAC1 Calculation:

• The WAC1 calculation when a new purchase order is received  and the option set to include open sales orders, the following math is applied:
• New PO Detail Quantity x New PO Detail Record Landed Cost

+

• Sales Order(SO) Detail Quantity x WAC cost of SO Detail at time of sale

+

• Existing PO Detail Quantities x Existing PO Detail Costs 

/ (Divided By)

• Total Quantity  (total New PO Detail Quantity + SO Detail Quantity + Existing PO Detail Quantities)

The WAC2 formula includes:

• PO line items received, not back orders
• Existing On-hand inventory, including products on HOLD

• If  “Include Open Orders in WAC Calculation” is set in System Control, then Sales Orders not yet invoiced will be included

WAC2 Calculation:

• The WAC2 calculation for new purchase orders received  and the option set to include open sales orders, the following math is applied:

• If Adding items to inventory:
  • WAC2 = ((Average Landed Cost x Total On Hand (includes quantities from open orders if option is selected)) + (New Item Cost x New Item On Hand)) / (Total On Hand + New Item On Hand)

• If Quantity is reduced by operation:
  • WAC2 = Average Landed Cost (WAC will not be affected by inventory reduction)

 

General WAC Information:

WAC value is stored in the inventory table in the Average Landed Cost field:

                                           
 

When product is sold the WAC value from the Average Landed Cost in the Inventory Table is stored with in the Sales Order Detail record, WAC value is shown above.

 

Inventory COST adjustment records are created when:

• Costs adjustments made on a Received PO will recalculate WAC and generate an inventory adjustment record
• Changes to the Average Landed Cost in the Inventory table

 

Items marked as Do not calculate WAC

WAC is an assigned value for these Products and can initially be up-loaded in an excel spreadsheet to begin processing with WAC.

Inventory Receiving will show Using Average Cost and display WAC from the Average Landed Cost in the Inventory table in the Cost Per Item field below:

     

This WAC value can be overridden by Inventory Receiving and will automatically be saved as the new WAC value in the Average Landed Cost field for this product in the Inventory Table. In addition, the Average Purchase Item Cost field is updated and the Average Freight Cost Per Item is set to zeros.

                           

    

Adjustments

Any Cost Adjustment transactions against the On-Hand quantity will create an Adjustment Type 2 record.

Type 2 Adjustment records are also created when the Average Landed Cost in the Inventory Table is changed.  

To protect the integrity of WAC, changes to the Average Landed Cost field requires an “Inventory Administrator” set in your Staff Record or a manager override password can be entered to set the WAC Average Landed Cost value. See Staff checkbox below:

 
 

As an Inventory Administrator you can change cost values in the Inventory Table:

             

Export to Accounting

All General Ledger information exported to Accounting will use the WAC values.

 

Reports

Report associated with the Inventory Cost value will use WAC.

 

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 #4C – SMARTSystem Inventory Transfers

Purpose:   To transfer inventory from one or many products into a single product.

Overview

From the Inventory Menu, the sub-menu Internal Inventory Transfer is selected.

After clicking the sub-menu item to show the following screen:

Select the products that you would like to transfer inventory FROM in the top panel by selecting the filters that apply to the products you would like to transfer and clicking the Find button in the top panel.

This action will display all of the matching lots that have an On-Hand quantity greater than zero.

Next, enter the “Transfer Quantity” that will reduce the On-Hand quantity in the FROM when the transaction is completed.  In the example below, 25 was entered in the Transfer Quantity column on the first line item. By tabbing out of the field or clicking the cell, that line item will be move to the center panel showing the Selected Transfer Items.

Next, enter the search criteria in the bottom panel, click FIND and it will display all matching inventory items regardless of their On-Hand quantity.

Now that you have the products that you want to transfer FROM in the center panel, and the products displayed to select a transfer TO in the bottom panel, check the “Selected” box for the product that you want to transfer TO so the system knows where to put the transferred quantities.

Before clicking the TRANSFER button review the FROM Quantities and the TO product to make sure that you are satisfied with the information before clicking the TRANSFER button.

Once you have confirmed the FROM and TO information on the screen click the TRANSFER Button to execute the Transfer.

A confirmation that the Transfer was made is displayed “Internal Inventory Transfer Complete”.

The transfer is PERMANENT.  Once the transfer is done there is no UNDO option.  Please be VERY sure that the information you have entered is correct.

Product Cost is also transferred.

When you click OK, Internal Inventory Transfer Complete the FROM and TO data grids will be refreshed showing the new quantities available after the transfer.

The transfer process will create two quantity adjustment records for each lot that product is transferred from:

1. The 1^st record indicates that the FROM quantity was reduced by the inventory transfer process
2. The 2^nd record indicates the quantity of product that was transferred TO the target product.

The inventory adjustment records can be viewed from the Reports > Inventory Reports > Inventory Adjustments screen

Questions and Answers

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

SMARTSystem Management Training Series

Training Session #4B – SMARTSystem Inventory Quantity HOLD Options

Purpose:   To provide options to place inventory quantities on HOLD.

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

• On-Hand Inventory – Inventory in the computer that represents what is in the warehouse. On-Hand includes the On-Hold quantity.
• On-Hold – is an inventory quantity set aside in the computer and removed from the Net Available Inventory for sale by the sales staff.
• Net Available Inventory – On-Hand Inventory less On-Hold Inventory is the Net Available Inventory for sale.

Training Areas for this Session:

Placing Product On-Hold

There are several ways that product quantities can be placed On-Hold.  These include:

1. Under the Management Menu, the sub-menu Inventory Management program allows the placement of HOLD quantities on specific inventory lots received.
2. Pre-books allocated to Purchase Orders when received are automatically placed On-Hold to prevent them from being sold in your open market inventory.
3. The Inventory View provides access to place a quantity On-Hold when you right click the product and select View Inventory Detail Items from the Inventory.

4. The product on an entire Purchase Order can be put On-Hold by clicking the “Hold Order” button on the Purchase Order Entry screen.
5. For Growers: the sub-menu under the End-of-Day Menu, Auto Hold for Pre-Book Orders can be run by the Sales Manager to automatically place inventory product entered into the SMARTSystem from harvest to anOn-Hold status based on the delivery date to customers.

Practice Drills

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

1. Login into SMARTSystem.
2. Select the Inventory View and locate 1 product to place product on HOLD.
3. Go to the MANAGEMENT Menu, select Inventory Management and search for the inventory item, in this example the product is ACACIA. Enter 50 into the *Qnty On Hold field as shown below:
4. Click SAVE at the bottom of the screen to save your entry:
5. When you click SAVE the following message will appear when all HOLDS are SAVED.
6. Go back to the Inventory View and verify that 50 items are on HOLD.
7. Another way to set and clear HOLDS is to right clicking the product line and select View Inventory Detail Items:
8. Set the On Hand Hold Quantity (highlighted below) to zero
9. Click SAVE to update the On Hand Hold to zero and see message confirming the change was saved:

Questions and Answers

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

 

SMARTSystem Management Training Series

Training Session #4A – SMARTSystem Inventory Maintenance

Purpose:  To gain a working knowledge of the Inventory Table and maintenance of inventory items.

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

• On-Hand Inventory – Inventory in the computer that represents what is in the warehouse/cooler. On-Handincludes the On-Hold quantity.
• On-Hold – is an inventory quantity set aside in the computer and removed from the Net Available Inventory for sale by the sales staff.
• Net Available Inventory – On-Hand Inventory less On-Hold Inventory is the Net Available Inventory for sale.
• Product Type – Is similar to Product Category but used to establish margins for each Customer Sales Level and when printing the Pick Ticket. Pick Ticket products are organized in groups by product type.
• Unit of Measure – Is the standard of measurement for physical quantities

Training Areas for this Session:

Inventory View

The Inventory View provides user access to Inventory Items and the purchase order detail items.  Select the Inventory Main Menu > Inventory View and the following screen shows a list of Inventory Items.

Initially, the screen will display all products in alphabetical sequence by Product Description and as shown below the information can be filtered by Category, Sub-Category and Subset:

When you highlight an inventory line item you can:

• Double click to open the detail view for that inventory item or
• Right click, to show options to Open Detail View or View Inventory Detail Items.

This is a view of inventory detail from purchase orders or inventory receiving:

Below, the checkbox in the upper right is used to display only inventory with On-Hand balances.  To show all inventory items, un-check the box.

           

            

You may have a need to export your displayed inventory items to excel.  If so, you can include additional information when you check the second box to “Show Category, Sub-Category and Image Links.”  Image Links are links to your pictures associated with the inventory item. This button, at the bottom of the screen, will export inventory items to excel:

          

Selection options to display inventory items on the Inventory View are:

• Primary Vendor
• Category
• Sub-Category Filter
• Subset Filter (used for color, variety, etc.)
• Product Code/SKU (partial code entered will list all matching)
• Description Search
• MFG Code Search

The bottom of the Inventory View screen will:

• PRINT a list of items you have selected
• Create a NEW inventory item
• View Inventory Detail Items & Enter Adjustments
• Export to Excel
• Export IFD Data
• Clear Searches
• Refresh Screen

Inventory Item Maintenance

Inventory Items are the focal point of the SMARTSystem.

By selecting the Inventory Menu you can access your Inventory using the Inventory View or Inventory Entry.  The Inventory Menu lists many sub-menu selections to manager your inventory items.

There are certain pre-requisites that are required for inventory maintenance to function smoothly.  These pre-requisites on the Inventory Menu and include:

• Product Type
• Product Category Filter
• Product Sub-Category Filter
• Product Subset Filter
• Product Size
• Unit of Measure View
• Unit of Measure to create Associated Products
• Item LocationSelect the following from the Purchase Orders Main Menu:
• Vendor

• Buyer

On the Inventory Main Menu, select Product Filter Maintenance to access most of the items listed above:

The Inventory Table Maintenance program has 6 tabs.  These tabs are:

• General Info
• Inventory Info
• Vendor Info
• Accounting Info
• Customs Info
• Product Picture

General Info Tab:

The General Info Tab provides for the basic, minimum setup information needed for a new Inventory Item as illustrated below.

Required fields to create an inventory item are:

• Category
• Sub-Category
• Product Code
• Description
• Product Type
• Purchase Unit of Measure
• Purchase Item Quantity
• Selling Unit of Measure
• Selling Item Quantity

Each Inventory Item has specific filters assigned to it for quick access to inventory information.  These filters are Category, Sub-Category, Subset and Size as shown. 

Each of these filters are pre-requisites and if you are in the middle of creating an inventory item that does not have a filter defined, select Product Filter Maintenance from the Main Inventory Menu and create it. After it is created, select the Refresh List button (upper right) to make it available in the drop down menu.

The “Generate Product Code” button will be highlighted for a new entry.  If you click it, the Product Code for this inventory item will be created from the codes used from each of the filters you selected. Normally, this button is not used and you enter a Product Code with a maximum length of 14 characters.

The Product Description can be up to 50 characters, but its best to keep it under 35 characters for easy readability on screens and reports. 

You can set a color background for each description by clicking the “Select Background Color” button and selecting a color.

The Product Type has two main purposes:

1. To establish the percent of Mark-up or Margin for each inventory item, and
2. To organize products by Product Type printed on the Pick Ticket.

The SMARTSystem will calculate your preferred Mark-up or Margin based on Product Type specified for each inventory item and apply that margin to Customer Sales Price Levels. Each customer is assigned a Sales Price Level.   

Typically, your Sales Price Level 1 would be your most widely used margin down to Price Level 5 as your lowest margin.  Only Price Level 1 is required. See  example below:

Products on the Pick Ticket are organized by Product Type.  In the example below, Fresh Flowers and Supplies are Product Types.

Next, the Units of Measure are defined in the Units of Measure Table as illustrated below:

In the Inventory record as illustrated below, the Purchase Unit of Measure is the default box size defined in the Unit of Measure Table and will be used to automatically create purchase order entries when the option is selected.  Associated with this entry is the default Purchase Item Quantity showing the number of items, stems, pieces, etc. that would normally be packed in the Purchase Unit of Measure entry.

Selling Unit of Measure and Selling Item Quantity defines the way you sell product:  stems, bunches, each, etc. and the quantity.  For example, Roses sold by bunch containing 25 stems. 

Units per Tag are used to calculate the correct number of tags to print.  A Tag or Sales Label is used to tag the product set aside for customers.  The following is a Tag without bar code:

  

The following check boxes are used to set characteristics of each inventory item:          

Current Landed Cost is updated when a purchase order is received or costs are entered when using Inventory Receiving program for non-purchase order items.  

Average Landed Cost is updated depending upon the cost options specified in System Control.  Select Menu Control Info menu > System Control > Options:

Sales Price Levels 1 – 5 are updated automatically when the PO is received unless you have Manually Updated Sales Prices set in System Control:

When Manually Update Sales Prices are unchecked, the purchase order receiving process will update Sales Price Levels 1 – 5 based on your Price Level Factors in the Product Type for each inventory item.  Otherwise, when the checkbox is set, you control the Sales Price Levels manually.

The Buyer Code is used to identify who is responsible for buying this product.

Retail Price (for Labels) is used for retail price labels.

Print Receiving Labels checked on will force the printing of box receiving for each purchase order received.  There is an option in the purchase order to set this option when you want to print Receiving Labels for boxes.

Inventory Info Tab:

There are no required fields on this screen:

Item Locations are defined in the Item Location Table.  Using the drop down menu you can select the location of this Item.  Product Shelf Location and quantity can be updated automatically using the 3190 wireless scanner for physical inventory counts.

Minimum and Maximum Stock can be updated using a spreadsheet or on this screen.  These fields are used in several Buyer Reports.

The On Hand, On Hand Hold, and On Order are automatically updated and you cannot change this information.

Cur. Purchase Item Cost, Cur. Freight Cost Per Item, Avg. Purchase Item Cost, and Avg. Freight Cost Per Item are automatically updated when a purchase order is received.

The Costing Method field is not currently being used.

UPC and GTIN Codes is entered and stored in these fields. There are several ways to capture this information, includingInventory Reconciliation.

Item Classification will default to “Stock Item” if not entered.

Old Inventory Code, Substitution, Special Note Information, Special Order Information and Default Shipping Description provide for free form entry and are not restricted.

Vendor Info Tab:

This tab is used primarily for hard goods.  The Preferred Vendors are identified on this screen. There are no required fields on this screen:

Accounting Info Tab:

These are required fields on this screen to create an inventory item:

• G/L Sales Account
• G/L Inventory Account
• G/L COGS Account

G/L Adjustment Account

Select the Control Info Main Menu to select and set G/L Accounts.

This accounting information can be set manually for each inventory item or globally.  Global assignment can be found under the Management Menu, sub-menu Assign Inventory GL Accounts.

Customs Info Tab:

The Customs Info screen is used when you are clearing your own flowers.

There are no required fields on this screen:

Product Picture Tab:

Pictures can be captured and additional product information entered.

Before pictures can be selected, SMARTData Services must be installed.

Additional Product Information is a large area for text and normally used with the e-commerce SMARTSite.

There are no required fields on this screen:

Refer to Management Training Series #12 for more detailed information about Pictures.  Some of our preferences for pictures are:

• The preferred format is .jpg or .bmp.
• Must have URL assignments in:
  • Control Info > System Control> Doc & Dir Config
  • Add the URL’s for data and the root then SAVE:
    • •  Create a New Inventory Item using CopyAn easy way to create a new inventory item with a minimum amount of data entry is to select a similar inventory item, bring it up for display and click the “Copy to New Item” button.

         

        This will duplicate all of the inventory information except you will be required to enter a Product Code and Description for the new item you are creating.

    Practice Drills

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

    1. Login into SMARTSystem
    2. Go to the INVENTORY Menu, select INVENTORY VIEW to search for a specific inventory item and when found double click it.
    3. Click through each tab and get familiar with the content on each screen.
    4. Add a new Inventory Item.

    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 #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.

SMARTSystem Management Training Series
Training Session #2 – SMARTSystem Menus, Staff Entry and Security

Purpose:  To provide an overview of each Main Menu and sub-menus as well as Staff Entry and Security.

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

For example, in order to standardize information in the SMARTSystem we utilizepre-requisites.  A Pre-requisite is required prior to the entering of some other data.  For example, a salesperson (staff entry) is needed prior to entering customers.

Here are some other keywords to review and become familiar with:

• Menu – A list primary options.
• Sub-menu – A list of options available under a Main Menu.
• Table – Refers to data (pieces of information) arranged in rows and columns, as in a spreadsheet.  In the SMARTSystem all information is stored in the form of tables.
• Spreadsheet – Is a table of values arranged in rows and columns, like an Excel spreadsheet.
• Columns – a column is a vertical line of characters from the top to the bottom of the screen.
• Rows – a row is a horizontal line containing a series of fields placed next to each other.
• Database – An organized collection of data.
• Data – The quantities, characters, numbers and symbols that are entered, stored and used in the computer.
• POS – Point of Sale
• SQL (Structured Query Language) – is a program responsible for managing the SMARTSystem information in the database.
• View – a term used in the SMARTSystem to be able to see and select information.
• System Control – a specific table that stores information used to configure and save your Company information in the SMARTSystem.

Training Procedure for this Session:

• Introduction to Terminology
• Go through the menus across the top of the screen
• Select each Main Menu
• Go over the sub-menus below each Main Menu
• Proceed to the next menu
• Do Staff Entry, Permissions and set Security

Introduction to Windows Terminology:

The Microsoft Windows terminology for the window itself is illustrated below:

SMARTSystem Title Bar & Menu Bar:

The blue bar across the top of the screen is called the TITLE Bar.  It provides information at the top of the window identifying the SMARTSystem program name, Version number as shown above “Version 6.7.4.7” and the name of the Workstation you are on. When your local network environment is all 64 Bit computers the “64 Bit Mode Enabled” is shown. This information is used to Support and tells us which version of the program is running and what PC it is running on.

The MENU Bar above shows the main Menu items that you can access for functions within the SMARTSystem program and these main Menu items can be restricted based on a user logon established for each STAFF member.

Main Menu items include:

• File
• Sales
• Purchase Orders
• Vendors
• Customers
• Staff
• Inventory
• Shipping
• Reports
• Management
• End of Day
• POS
• Drivers
• Control Info
• Help

Selecting each main Menu item will display their related sub-menus.  The following is an example of Sub-menus under the Main menu item SALES:

Staff Menu:

Selecting the Staff Menu provides for the entry and maintenance of your Company staff information and access to related menu items:

            

Selecting “Staff Entry” provides for the creation and maintenance of user information for the SMARTSystem.  The Staff Table Maintenance screen will be displayed showing 4 tabs: Name & Address, Personal Information, Advanced Security and Database Selection.

Name and Address Tab:

The Name and Address Tab contains important information and will give certain permissions to your staff.

To begin, the Staff Code can be any 5-character code or employee number.  Frequently, the first few characters of the person’s first name are used.

If you do not want to enter the persons address information, just enter a period “.” in the Address Line 1 and City fields.  Address Line 2 is optional.

The Division Assigned has been pre-defined for you and it can modify by you. Additions or changes are made to this list by selecting the Division sub-menu under the Staff Menu.  This information is required to show what area the person is working. It will not have impact on any SMARTSystem operations.

Each Staff member has an Authorization Level. 

There are 4 Global Authorization Levels to function as follows:

• 0=No Access is used when someone is terminated, but their information may be referred to when accessing history information.
• 1=Sales Person limits a sales person to only their customers and with other restrictions. This Authorization Level restricts access to customer accounts assigned to other sales staff.
• 2=User is the normal option which automatically restricts access to the following menus:
  • STAFF and
  • CONTROL INFO and
  • Any restrictions are established using the Advanced Security Tab.
• 3=Manager provides total access to all menus and restrictions are established using the Advanced Security Tab.

For each Staff member, you need to set a User Name and Password for them to log into the SMARTSystem.  Neither entry is case sensitive,

Additional staff permission options are:

• User is a Cashier (POS Configuration Will be Applied)

For a User to have the POS Main Menu, a SMARTSystem configuration on the PC used for Point of Sale (POS PC) is required. Refer to Training Session #5B for additional information and setup.

 

In addition, the Staff Login needs to have this checkbox set to utilize all of the POS features when this person signs onto the POS PC.

• User is an Inventory AdministratorWhen the SMARTSystem is set for Weighted Average Cost (WAC), then this option applies.          Control Info > System Control > Options

The SMARTSystem will prevent any User from changing inventory costs:

• Current Landed Cost or
• Average Landed Costswithout a password.

When a User has this check box set they are authorized and do not have to enter a password.

Here is what the screen will look like when prompted for a password:

• Show totals on Sales, Invoice and PO Views

The Total Sales, in the lower right corner of these screens is available for all Users or only selected Users.  For example on the Sales view:

In System Control, you can “Hide Totals on Sales Views” for all Users by checking this box.  Access to this box using menus:

Control Info > System Control > Options

Therefore, some Users with authorization can override this “Hide” option and view the Totals.

• User is a Driver
  • The “Driver Check-in” feature is used by delivery drivers to check in their work on a daily basis after completing a route. Display this Main menu by unchecking this option:

                       Control Info > System Control > Sales Options > Hide/Show Options

• User is a Surcharge AdministratorA password is required to change a Customer Surcharge.  A User can be assigned responsibility to change customer surcharges and by checking this box in their staff record they will not be required to enter a password:

This checkbox, on the second tab “Sales Info” in the Customer table sets Surcharges by customer.

• Include in Dashboard

The Manager’s Dashboard is a software module to keep owners and managers updated on today’s sales activity. A separate icon will appear on your desktop to select the Manager’s Dashboard program:

 

Checking this box will include the User in the Dashboard statistics:

Sample Dashboard showing Weekly Report:

• User Cannot Cancel Sales OrdersWhen this option has been set, Sales Orders not Invoiced can be CANCELLED:

the red CANCEL button does not show on the Sales Order screen:

• User Can Cancel Invoiced Sales OrdersWhen this checkbox is NOT set, the following message will appear when a User attempts to cancel an invoiced sales order:            

                     

           

If this checkbox is set the invoiced sales order can be CANCELLED using the Supervisor Password:

          

          

• User can Delete Credit Memos

A User with this checkbox can access credit memos and a button will appear to “Delete Credit Memo” from the System. There is no audit trail with this action.

                   

• Only allow printing options in Recipe Portal

This applies to our bouquet recipe portal only.  The user logged in will not have the print button visible to print documents:

                   

Personal Information Tab:

There are only 3 required fields on this screen:

• Nick Name – allows an alias to be printed on the customer invoice
• Initials – used on screens and reports
• E-mail Address – two specific uses:
  • A SMARTSystem option can be set to use the User’s email as the FROM address when emailing an invoice, price list, etc. This feature is set as follows:Control Info > Options > General Options
  • This is used with your integrated e-Commerce website to notify the sales rep that an order was placed on the website by their customer.

Advanced Security Tab:

User access to the Menus is defined under the Advanced Security.

The yellow highlighted line represents the main MENU items on the menu bar. When unchecked all the items under it are not available.

All menus and sub-menus can be checked by clicking Check All.  Uncheck All will remove all menus and sub-menus.  You must check which ones this user has access to when logged on.

          

Database Selection Tab:

When multiple branches exist, there may be multiple databases available.  If there is more than one database available, this selection would be the default database this User is assigned to:

Now, continuing to review the main Menus from left to right we have:

Master Menu Overview:

File

This Menu should be restricted to senior staff.  It provides sub-menus to import data, backup the database, restore the database, log off and exit.

You do not want anyone to restore the Database unless they know where the last backup is stored and why they are doing it. See the File Menu selection below:

Sales

The screen below represents the Sales Menu items that are available.

The Sales Menu will provide access to all sales related functions. Prior to entering a sales order there are pre-requisites required, such as, entering your sales staff, assigning staff to your customers, establishing terms, etc.

The sub-menu items at the bottom of the Sales Menu that have “(Inquiry)” are for your sales staff with limited access to your information.  This “Inquiry” only program will allow a User to view information, but not change it.

In your Staff Advanced Security, you make available to each User access to the programs you want.  See the Sales Menu selection below:

Purchase Orders

The screen below represents the Purchase Order Menu items that are available.

The Purchase Order Menu will provide access to all buying related functions. Prior to entering a purchase order there are pre-requisites required, such as, establishing vendors, vendor farm codes for selective selling, buyers, ship via, etc.

In your Staff Advanced Security, you make available to each User access to the programs you want. See the Purchase Order Menu selection below:

Vendors

There are certain pre-requisites that are required for vendor information to function smoothly.  These pre-requisites include: vendor type, terms, ship via, state and country tables.

In your Staff Advanced Security, you make available to each User access to the programs you want. See the Vendor Menu selection below:

Customers

There are certain pre-requisites that are required for customer information to function smoothly.  These pre-requisites include: salesperson, customer type, terms and ship via.

In your Staff Advanced Security, you make available to each User access to the programs you want. See the Customer Menu selection below:

Staff

The Staff Menu was already reviewed above.

Inventory

There are certain pre-requisites that are required for inventory information to function smoothly.  These pre-requisites include: product type, product category, product item, product size, product color, unit of measure, etc.

The items on this menu below “Hold List Processing” apply to a SMARTSystem configuration for bucket truck operations.

In your Staff Advanced Security, you make available to each User access to the programs you want. See the Inventory Menu selection below:

 Shipping

The Shipping function provides solutions for warehouse operations to maintain better control.

In your Staff Advanced Security, you make available to each User access to the programs you want. See the Shipping Menu selection below:

Reports

There are seven areas of reporting which consist of additional sub-menus:

• Sales Reports
• Purchasing Reports
• Inventory Reports
• Grower Reports
• Management Reports
• Labels
• SMART Mobile Suite

In your Staff Advanced Security, you make available to each User access to the programs you want. See the Reports Menu selection below:

Management

This function provides menu items that are normally managed by supervisory staff.

In your Staff Advanced Security, you make available to each User access to the programs you want. See the Management Menu selection below:

End-of-Day

The End-of-Day process will export information from your SMARTSystem to your accounting system which includes:

• New Customers or changes to customer information
• New Vendors or changes to vendor information
• New Inventory Items or changes to Inventory information
• Inventory Adjustments
• Received Purchase Orders
• Invoiced Sales Orders
• Sales Credit Memos

In your Staff Advanced Security, you make available to each User access to the programs you want. See the End-of-Day Menu selection below:

Driver

Driver is for orders that are done via truck and can be used for mobile delivery.

POS

Point-of-Sale (POS) processing is optional and POS workstations require SMARTSystem configuration to operate in POS mode. 

This POS program will provide for:

• A cash drawer
• Thermal receipt printer
• Bar Code Scanning of product
• Signature Pad that will capture and store the signature electronically
• Credit Card processing for payments

In your Staff Advanced Security, you make available to each User access to the programs you want. See the POS Menu selection below:

Control Info

Control information should be restricted to only senior management staff.  In addition, training for the System Control sub-menu option is required.

In your Staff Advanced Security, you make available to each User access to the programs you want. See the Control Info Menu selection below:

HELP

The Help Menu will provide documentation and operational tools to help you manage your PC better.

In your Staff Advanced Security, you make available to each User access to the programs you want. See the HELP Menu selection below:

The HELP Documentation can be accessed directly in the SMARTSystem by selecting the HELP menu or pressing the F1 key on any program screen.

Practice Drills

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

1. Login into SMARTSystem
2. Go to the STAFF Menu and select Staff Entry
   1. Select your Staff information and change your password
   2. Click “Modify” and Exit the program
   3. Exit the SMARTSystem using the red “X

How to Add Staff

1. In the file menu bar select the word “Staff” from the list.
2. In the drop down list under Staff choose “Staff Entry.”

3. A pop up window entitled “Staff Table Maintenance” will open up to the tab called “Name & Address.”

4. Type the information for your new Staff entry.Staff Code must be entered before you can save your entry and move on to another staff entry. The Staff Code is any 1 through 5 letters, numbers or a combination of letters and numbers that you make up that help you to refer to your new Staff entry.
5. Required fields are Address, City, State, Division Assigned, Authorization Level.
6. Create a unique User Name and Password for the new staff entry.
7. In the lower right hand section of the Name & Address box is a list of optional items that may be checked to further designate your staff user.

Check any of the boxes if needed.

8. Click the Add button. The “Personal Information” tab opens and the “Nick Name” field needs to be entered. It is highly recommended to add the email address of the staff entry.

*Please note that the Advanced Security Tab will already be populated with checked items for the default Authorization Level that you have chosen for the staff individual. Changes can be made to the authorizations of an individual staff member at any time by the staff administrator.

9. Click the Add button and your new staff entry is added.

Practice Drill Part 2 Check your work.

1. Login into the SMARTSystem with your User Name and new password
2. For the person responsible for entering and maintaining Staff, enter a new STAFF record or make one up.If you make up a name inactivate it.

Questions and Answers

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