Eclipse Release 8.7.7 Feature Summary
Release 8.7.7contents, including the viewpoints, dates and functional content expressed herein are believed to be accurate as of its date of publication. However, Epicor Software Corporation makes no guarantee, representations or warranties with regard to the enclosed information and specifically disclaims any applicable implied warranties, such as fitness for a particular purpose, merchantability, satisfactory quality or reasonable skill and care. As each user of Epicor software is likely to be unique in their requirements in the use of such software and their business processes, users of this document are always advised to discuss the content of this document with their Epicor account manager. All information contained herein is subject to change without notice and changes to this document since printing and other important information about the software product are made or published in release notes, and you are urged to obtain the current release notes for the software product. We welcome user comments and reserve the right to revise this publication and/or make improvements or changes to the products or programs described in this publication at any time, without notice. The usage of any Epicor software shall be pursuant to an Epicor end user license
agreement and the performance of any consulting services by Epicor personnel shall be pursuant to Epicor's standard services terms and conditions. Usage of the solution(s) described in this document with other Epicor software or third party products may require the purchase of licenses for such other products. Where any software is expressed to be compliant with local laws or requirements in this document, such compliance is not a warranty and is based solely on Epicor's current understanding of such laws and requirements. All laws and requirements are subject to varying interpretations as well as to change and accordingly Epicor cannot guarantee that the software will be compliant and up to date with such changes. All statements of platform and product compatibility in this document shall be considered individually in relation to the products referred to in the relevant statement, i.e., where any Epicor software is stated to be compatible with one product and also stated to be compatible with another product, it should not be interpreted that such Epicor software is compatible with both of the products running at the same time on the same platform or environment. Additionally platform or product compatibility may require the application of Epicor or third-party updates, patches and/or service packs and Epicor has no responsibility for compatibility issues which may be caused by updates, patches and/or service packs released by third parties after the date of publication of this document. Epicor® is a registered trademark and/or trademark of Epicor Software Corporation in the United States, certain other countries and/or the EU. All other trademarks mentioned are the property of their respective owners.
Epicor Eclipse Online Help Documentation Release 8.7.7
Copyright © Epicor Software Corporation 2012. All rights reserved. No part of this publication may be reproduced in any form without the prior written consent of Epicor Software Corporation.
Table of Contents
Eclipse Release 8.7.7 Feature Summary ... 1
Eterm and Solar Indications ... 1
Job Management 2.10.0 Enhancements ... 2
Shipment Summary Tab ... 2
Send Submittal Page ... 3
Internal Notes for Returns ... 3
Bill-To and Ship-To Address Lines ... 3
Change Orders with Negative Amounts ... 4
Shipping Status Report ... 4
Customer PO # Field Length ... 4
Job Management Admin ... 4
Hiding Bid Components when Printing ... 6
Direct Through Stock Inventory ... 7
Direct Through Stock Reporting ... 7
Direct Through Stock Orders ... 8
Direct Through Stock Queue ... 11
Direct Through Stock Shipments ... 12
Direct Through Stock Transfers ... 14
Direct Through Stock Inventory Adjustments ... 15
Direct Through Stock Customer Credits ... 16
Direct Through Stock A/P Entry Details ... 18
Direct Through Stock in Job Management ... 20
Job Detail and Lien Information ... 23
Customer Request ... 23
Enhancement Overview ... 23
Customer Maintenance for Job Information ... 24
Job Information Window ... 25
Customer File Maintenance Enhancements ... 36
Customer Part Number Required ... 38
Customer P/O Line Numbers ... 40
Customer P/O Number Format Validation ... 43
Parent Statement Printing Enhancement ... 45
Eterm Updates ... 47
Customer Pricing and Printing Information Window ... 49
Combining Suggested Purchase Orders ... 52
Example 1: Combining P/Os for a Single Branch ... 53
Example 2: Combining for Multiple Branches ... 53
EDI Lot Order Matching ... 55
EDI 810 Auto-Match Lot-Billed Products ... 56
EDI 810 Auto-Creating 856 Documents ... 58
EDI 810 Review Queue Updates ... 59
Mass Loading EDI Trading Partner Settings ... 61
Expedited Shipment Information ... 62
Non-Stock Creation Additional Fields ... 64
Small Project Jobs ... 66
Automatic Lot Number Assignments ... 69
Eclipse Reports Enhancements ... 71
ICE for Eclipse: User-Defined Table Schema Mapping ... 73
Enterprise Search ... 74
Web Integration Enhancements ... 76
New Transactions ... 76
New Classification IDs ... 79
New and Updated Authorization Keys in Release 8.7.7 ... 82
Eclipse Release 8.7.7 Feature Summary
The following documentation provides brief descriptions of new or enhanced functionality in Solar Eclipse Release 8.7.7. Each major product addition or enhancement is discussed briefly on its own page. For complete information about new or enhanced functionality, refer to the Release 8.7.7 online help installed with your upgrade. Access the online help using on the links in each topic or pressing F11 from any window.
Note: Starting with Release 8.6.7, new features are documented in the Solar Eclipse online help only. If you use Eterm and need assistance with features described in the Feature Summary for Solar Eclipse Release document, please contact Eclipse Customer Support using the www.epicor.com/distribution web portal or by calling (508) 778-9151.
Eterm and Solar Indications
This release incorporates changes that are available in Eterm, Solar Eclipse, or Solar Eclipse only. Each feature description includes one or more of the following icons to help you determine which features apply to each interface.
• - The feature is available in Eterm. If you are upgrading from a previous version of Eterm and are not using Solar Eclipse at this time, you can access the features in the Eterm interface.
• - The feature is available in the Solar Eclipse interface. If you are upgrading from a previous version of Solar Eclipse or are moving from Eterm to Solar, you can access the features in the Solar Eclipse interface. Solar Eclipse licenses are required to use the features in the Solar Eclipse interface.
• - This feature may be available in both Solar and Eterm. The User Friendly Organization (UFO) provides Epicor Eclipse with suggestions on how to make Eclipse more user-friendly. In each release, we indicate which enhancements we were able to provide based on those recommendations.
Job Management 2.10.0 Enhancements
Job Management is a companion product. Companion products are not included in the core functionality with Eclipse DMS, but are available at an additional cost through your Eclipse Salesperson.
The following items have been modified or added to Job Management Version 2.10.0: • New columns on Shipment Summary tab.
• New selections on Send Submittal page. • Internal Notes for Vendor Returns
• Bill-To and Ship-To Address Lines Extended • Change Orders with Negative Amounts • Direct Through Stock Enhancements • Shipping Status Report
• Customer PO # Field Length
• Job Management Admin Control Maintenance Record Solarized • Hiding Bid Components when Printing
Shipment Summary Tab
In Release 2.10.0, the Shipment Summary tab displays two new columns: • Req. Release - Date by which materials need to be released from hold. • Req. On Site - The date material is required on the job site.
application online help.
Send Submittal Page
In Release 2.10.0, the Send Submittal page in the Attach Specification Sheets area now has a Select All and Select None links to assist you in attaching documents to multiple line items.
Internal Notes for Returns
In Release 2.10.0, Job Management now provides the option to add internal notes to a return order. These notes display in the Header tab for the return generation of the sales order.
For more information see Returning Job Material to Vendors in the Job Management application online help.
Bill-To and Ship-To Address Lines
In Release 2.10.0, Job Management now displays all address lines as entered. The Bill-To Address and Ship-To Address has been extended to allow up to ten lines.
Change Orders with Negative Amounts
In Release 2.10.0, you can now create change orders with new fixture or components with negative amounts. They can change an item to a negative amount, if none of the material on the change order has been received. The only exception is lot orders which cannot be added with negative amounts on them.
Shipping Status Report
In Release 2.10.0, the Shipping Status Report has been adjusted to show the complete address for a customer on the ship-to information.
Customer PO # Field Length
In Release 2.10.0, the Customer P/O # field on the Default Settings area of the Info/Settings screen now allows 20 characters to align with traditional Eclipse data.
For more information, see Awarding Jobs to Customers in the Job Management application online help.
Job Management Admin
In Release 2.10.0, the Job Management Admin control maintenance record has been completely incorporated into Solar Eclipse. Many of these settings are mirrored in the Job Management tool under the Admin button:
maintain these settings in either Job Management OR Solar Eclipse depending on what is more convenient for you.
The information is relayed to Job Management as soon as you click Save. The new version of the Job Management Administrator Settings tool splits the information into three windows:
Default Settings tab:
For more information, see SOE General Control Maintenance Records in the Control Maintenance documentation or Job Management Setup Overview in the Job Management application online help.
Hiding Bid Components when Printing
In Release 2.10.0, you can now restrict the printing of bid components. The part numbers display for the quote, but the quantities are hidden.
Direct Through Stock Inventory
Customer Request
"Our business handles a lot of material for our customer's jobs. As an added service we agree to warehouse their material as long as they pay for the material that in our warehouse. In Solar Eclipse, there is no clear solution to handle this and we are using work-around processes that are very time consuming. Additionally, there is no true audit on this process."
Enhancement Overview
With Release 8.7.7, there is now a new core process to handle customer-owned inventory, known as Direct Through Stock (DTS) Inventory. The process begins with the original quote and goes through creating Direct Through Stock purchase orders. A new Direct Through Stock Queue populates with all the sales order, purchase order, and product information.
The Direct Through Stock Queue is a hub for everything related to DTS. You can create shipments to send material to customers. Branch transfers move DTS inventory to another location to make it easier for your customer to pick up. Adjustments in the queue fix inventory discrepancies. You can also create customer credits for any leftover material that customers end up not using for their job.
Direct Through Stock Reporting
The Inventory Valuation Report provides the option of selecting DTS inventory. Additional columns related to DTS have also been added to our standard column selection screen for this report.
The Product Sales report provides the option to select DTS orders, include, exclude, or select one customer. This reports all Direct Through Stock Orders and Shipments.
Eclipse Reports has a new report source for the Direct Through Stock Queue information. In addition, there are links to product, customer, vendor, and all DTS order information.
The following topics explain the new features available for DTS Inventory: • Direct Through Stock Orders
• Direct Through Stock Queue • Direct Through Stock Shipments • Direct Through Stock Transfers
• Direct Through Stock Inventory Adjustments • Direct Through Stock Customer Credits
Direct Through Stock Orders
Feature Summary Details
In Release 8.7.7, a Direct Through Stock option has been added to the Edit Order > Change Order Mode menu and from the Edit menu on the Sales Order Entry Status tab. The following prompt displays when selecting the new option:
Selecting Yes forces all generations to be converted to Bid mode. The reason for this is to keep the entire order, no matter the number of generations, as either a Bid or a Direct Through Stock order. Mixing stock shipments and Direct Through Stock orders is not allowed.
The Direct Through Stock Details window displays all the products and generations. Use this detail window to create the DTS purchase orders.
separate purchase order that are linked together. Each is clearly labeled as a Direct Through Stock order. The Order Summary Pane also displays the related order numbers for each generation.
DTS sales orders display the DTS purchase order number:
Note: We highly recommend testing your forms after upgrading. The Direct Through Stock purchase orders should print with a Direct Purchase Orders title on the form. Direct Through Stock shipments should print with a Direct Through Stock Shipments title. If you find forms are not printing, contact Eclipse Customer Support using the www.epicor.com/distribution web portal or by calling (508) 778-9151.
orders stay in sync. Changes to order quantities and COGS must be done on the sales order. These changes are only allowed if the purchase order is still open and the line item is not completely received.
Direct Through Stock Queue
Feature Summary Details
After creating orders, the Direct Through Stock (DTS) sales order, purchase order, and product information is available using the new Direct Through Stock Queue.
The DTS Queue houses all the DTS product information for each branch including: • Branch
• Customer (ship-to) • Vendor (ship-from) • Product
• Job Name (Job Management or Job Bid Name) • Job Number (Job Management)
• Completed Items (Quantity received and completely shipped)
Use the Direct Through Stock Queue to purge and remove completed items based on invoice date and how many months of data to keep. The queue also provides different views: Transfer View, Customer Credit/Adjustment View, Job Details View, and the User-Defined View Manager ( ) to make sure that you can display the most useful information for your company.
Direct Through Stock Shipments
Feature Summary Details
In Release 8.7.7, you create Direct Through Stock (DTS) shipments directly and only from the DTS Queue. After products are received, they display as available in the DTS Queue to be shipped out to the customer.
Use the Action Qty column to indicate the amount to ship for each product needed. The Create
Shipment option triggers the system to create the shipment with zero pricing and cost. These shipments have no impact on the General Ledger and are used only has shipping documents.
Shipments title. If you find forms are not printing, contact Eclipse Customer Support using the www.epicor.com/distribution web portal or by calling (508) 778-9151.
Direct Through Stock Transfers
Feature Summary Details
In Release 8.7.7, you must can handle branch transfers for Direct Through Stock (DTS) material through the Direct Through Stock Queue. The transfer is created with zero dollars and cannot be edited.
Users can ship and receive the amounts that were entered in the Action Qty field in the DTS Queue.
The system stores the transfer information in the DTS Queue so you can track your DTS material.
Direct Through Stock Inventory Adjustments
Feature Summary Details
In Release 8.7.7, you can use the Direct Through Stock (DTS) Queue to create negative and positive adjustments, if you are assigned the new DTS.ADJ.INCREASE and DTS.ADJ.DECREASE authorization keys. You must use the DTS Queue to create the adjustments. Since DTS material is owned by the customer, any inventory shortage must be adjusted and replaced.
Use the Action Qty field in the DTS Queue to enter negative or positive values for the material. Increasing DTS inventory should be for replacing lost DTS inventory.
The Customer Credit/Adjustment view adds a location column so you can specify what location to adjust for the product.
The Adjusted Qty field displays a negative number until you adjust the inventory back into the customer's DTS inventory.
Direct Through Stock Customer Credits
Feature Summary Release
There are times when material ordered for a customer or job is no longer needed. You can adjust the Direct Through Stock (DTS) inventory and adjust back into stock, or create a customer credit order for the material. You can credit a customer for the inventory they do not need using Direct Through Stock Queue and put that inventory back in your standard on-hand locations.
The Create Credit Order option in the DTS Queue creates a standard Eclipse credit sales order and displays the each product credit in Return Goods Verification.
The Original Sales Order Field populates with the original DTS order used to bill the customer. All other return options remain the same, including changing the Return Quantity Type to send this to the Return Goods Queue. If the customer was never invoiced for the material, the credit is not allowed.
The Direct Through Stock Credit Order Defaults control maintenance record defines thee default ship via and shipping instructions. You can use the shipping instructions to alert the user that this is not a standard credit sales order and the material is already in the warehouse in a DTS location.
The body of the sales order displays the location where the product is in the warehouse as an attached comment.
Direct Through Stock A/P Entry Details
Feature Summary Details
In Release 8.7.7., the Accounts Payable process for vendor invoices remains standard until you must make quantity or cost changes. Direct Through Stock (DTS) vendor invoice quantity and cost changes must be handled through the Direct Through Stock sales order and not the purchase order.
A/P personnel enter the DTS vendor invoice information the same as any other vendor invoice. If the vendor invoice is a perfect match or within over-and-short parameters, the payables approval status is set to Yes. This is the same process.
After the payable is updated and saved, the DTS sales order system automatically processes it based on the products and the approved vendor invoice. The DTS order now follows the standard Eclipse billing flow. Matching issues with vendor invoices and purchase orders are resolved normally. The P/O Variance Queue now updates with DTS purchase order information as well.
Users are prompted to decide which order type they want to edit when using the Edit Order option on a DTS sales or purchase order.
You must select sales order for quantity or cost edits. You can edit all other information from either order.
Direct Through Stock in Job Management
Customer Request
“As the Project Manager who manages many jobs for our company there are times when material for a job is either shipped to our warehouse or I might want all the material shipped to our warehouse. The problem today with Eclipse Job Management is I have no way to define what products i need to receive in my warehouse location."
Enhancement Description
In Release 8.7.7, new features for creating Direct Through Stock (DTS) purchase orders have been added to the Job Management application. These features allow authorized users to create purchase orders at zero cost and the ability to receive the DTS material and have the information flow through to the DTS Queue. Users must be assigned the JOB.MGMT.DTS.ALLOWED authorization key.
Note: You can create a Direct Through Stock purchase order using only the product quantities that have been released and received in Job Management.
Use the Direct Through Stock tab to enter the quantity needed in the New DTS Quantity field. The system displays any previous DTS quantities in the Current DTS Qty column.
After the DTS purchase order is created, the Job Status Summary screen displays the new DTS Avail column.
A book icon displays for each item that has a DTS purchase order associated with it. Click the icon to display more item details.
The system creates a standard Eclipse purchase order and receiving is handled with the usual process through RF or manual warehouse receiving. Since products on the bill of material are generic
descriptions, the system automatically creates products using the same process today on Job Management invoices.
After the DTS purchase order has been received, the system sends all the information to the Direct Through Stock Queue. The standard functionality applies to products in the queue, regardless if they are Job Management related. However, you can filter the queue for Job Management-specific orders using the new Job Name and Job Number fields in the DTS Queue header.
Job Detail and Lien Information
Customer Request
"The current job limit in Customer Maintenance manages the credit limit for a job, but I need to be able to track more detailed job information, including approaching lien filing deadlines. I also need to be able to run a report to show any jobs that may need liens field against them."
Enhancement Overview
In Release 8.7.7, you can enter and track information about individual jobs through Customer
Maintenance. A job is defined as a ship-to account with a job limit greater than $0.00. Eclipse now can track information about the job, including job type, general contractor for the job, lien days, and if a lien has been filed. A new Job Information window from A/R Inquiry displays the job-specific information. For a customer with multiple jobs, information displays for all jobs in a summary table. In addition, a new Credit Lien Report provides insight into each job, the last shipment date, and invoice data.
Control Maintenance Records
The following control maintenance records have been added to manage job information:
• Job Lien Days By State - Use to define a default lien day and individual days by state, as
necessary. The Lien Days column values are used with the last ship date on a job to determine the date by which a lien should be filed. If the state value is left blank, the system uses the Default Lien Days field value.
• Valid Job Nature Types - Use to further define information about the nature of the jobs you manage.
Customer Maintenance for Job Information
In Release 8.7.7, a new Job Information tab is available from the Credit Control Parameters window in Customer Maintenance.
existing Customer Contacts to choose a Primary and Secondary Contact for this job. The Lien Days field populates based on the Job Lien Days by State control maintenance record, but can overwrite it, if needed. Overwritten values display in bold. In addition, you can use the Lien Filed and Lien Filing Date fields to track if a lien has been filed against the customer for the job.
Job Information Window
In Release 8.7.7, a new A/R Job Information window is accessible from A/R Inquiry and displays job details from the Job Information tab in Customer maintenance.
In addition, you can review job exposure information. This Total Job Exposure field displays the total of all historical sales, plus all open sales orders so you can see how much of the total job limit, in dollars and percentage, that has been used up to this point in the job.
The Estimated Lien Date field is based on the last ship date and the lien days for the job as defined in the Customer Maintenance record or the Job Lien Days By State control maintenance record.
If the customer has multiple jobs listed, you can filter what displays by job account type using the Job Accts or Ship To Accts check boxes. The table summarizes the information from the Job Information window for each account and you can use the view manager to select which type of information to display: Default, A/R Aging, or Job Exposure. You can also use User-Defined Maintenance to create your own view for information that you review on a regular basis.
Example: Default View - Multiple Jobs
Downloading Job Information
In Release 8.7.7, the new A/R Job Information window also has a download option. You can set up your A/R Job Information window with the view you prefer and download the information to a spreadsheet program using the Download to Excel option.
Credit Lien Report
In Release 8.7.7, the new Credit Lien Report in the A/R Reports menu provides detailed information about your jobs, associated A/R information, and lien information. Filters provide a way to limit the report results to specific job types or project natures, or jobs that have no liens filed.
You can use the Report Column options to select exactly what you want to display. All the job information fields are available from which to select:
Filters provide a way to limit the report results to specific job types or project natures, or jobs that have no liens filed.
For more information about job details and lien information, see:
• Inquiring About A/R Job Information in the Accounts Receivable documentation. • Running the Credit Lien Report in the Accounts Receivable documentation. • Entering Job Information Details in the Customer Maintenance documentation.
Batch Invoice Printing
Customer Request
"We are always printing invoices for customers for very small amounts of money. There should be a way to tell the system to only batch print a customer's invoices based on the total of all their invoices to print. This would save time and money on handling these low-dollar invoices."
Enhancement Description
In Release 8.7.7, the Default Settings for Batch Invoices and Statements control maintenance record now contains two new parameters for Batch Invoice printing:
• Max Days to Hold Printing - Number of days from the Invoice date to hold before batch printing. • Minimum Dollars to Print - The cumulative dollar amount from each bill-to customer's invoices
to reach before batch printing.
When batch invoice printing runs, the system checks each bill-to customer to determine which invoices to print. All invoices print If the cumulative total of the customer's invoices equals or exceeds the Minimum Dollars To Print field amount. If the cumulative total is less than the dollar amount set, but it is past the Max days To Hold Printing field setting, then the system prints the invoices. For example, as shown above, you want $75.00 worth of invoices to print based on the cumulative total for the bill-to invoices. If you do not have that amount, you want to wait four days to see if the customer reaches $75.00. If not, then all invoices print, regardless of the amount.
Note: These parameters apply only to printing and do not affect e-mailing or faxing invoices.
These are global settings and apply to all customers and branches. However, you can override these settings at the customer level for the bill-to account using the Customer Pricing and Printing Information window:
Note: In Release 8.7.7, the Customer Pricing and Printing Information window has been modified and reorganized. For more information, see Customer Pricing and Printing Information Window in this Feature Summary document.
Eterm Updates
The same functionality updates described above are available in the Eterm application:
For more information about Accounting control maintenance records, see ACCT Printing Control Maintenance Records in the Control Maintenance documentation.
For more information about the Customer Pricing and Printing Information window, see Printing and Pricing Options in Customer Maintenance documentation.
Account Payment Selection
Customer Request
"Solar Account Payment is a great feature, but the process is not smooth. We want to be able to select the invoices to apply the payment to and make this easier for the person creating the cash receipt."
Enhancement Description
In Release 8.7.7, the Account Payment window now displays the same list of customer orders normally displayed in the Cash Receipts window. Users taking account payments can select the orders, including credits, that apply to the payment. Similar to Cash Receipts, use the Spacebar to select each order included in the payment amount. The remaining functions for Account Payments have not changed. The system creates a tracker and prints a receipt with the selected sales orders listed.
New Account Payment Enhancements
The following new areas and functions have been added to the Account Payment window: • Selected Orders Totals - Displays the cumulative total for the invoices selected.
• Amount Due Column - Displays the selected invoices (moves the amount over) and calculates a cumulative total at the bottom of the column. This amount matches the Selected Orders Totals.
• Created Tracker from Account Payment - Lists the sales orders paid and any notes associated with the payment:
• Customer Receipt for Account Payment - Receipt lists the sales orders paid and any notes associated with the payment:
• New Message to Prompt for Applying Cash Receipts - In addition, to help you create cash receipts, a message displays that an account payment has been taken for the customer. You can display all sales orders created from Account Payment for the customer that do not have cash receipts applied:
• Check # Field Automatically Populated - After you select the account payment sales order, the Cash Receipts window displays the orders. The system applies the payment orders and
automatically populates the Check # field with PAY-ACCT. If this is correct, you can save the cash receipt. If incorrect, you can select the correct orders to apply the payment and change the default check number, if needed.
For more information about account payments, see Receiving Payments For Accounts in Accounts Receivable documentation.
Authorized Signature Validation for Checks
Customer Request
"Printing checks is so easy not that the signature image is kept on file. But, it's also too easy and our company likes having more control over this for security reason. It would be great if the signature was not in the pre-defined location and needed to be loaded each time we printed checks. This would be secure and we could limit who has the authority to assign signatures."
Enhancement Description
In Release 8.7.7, a new Valid Signature Files for Checks control maintenance record defines a path to the signature images used for check printing.
By defining the path to the signature images in this control maintenance record, you are activating the system validation process for when you print checks. You also indicate which signature files are currently valid.
When you are ready to print checks, they load one of the valid signature image files in the defined directory. If the signature image file is not loaded, the print checks routine does not run and the system alerts you that there is no signature to print.
The system automatically deletes the signature image after a print check routine runs.
For more information about printing checks, see Printing Single Checks and Printing Multiple Checks in Accounts Payable documentation.
Customer File Maintenance Enhancements
Customer Request
"Some of my accounts unfortunately have been shut down for credit reasons. These accounts could have ship-to accounts associated that need to be addressed as well. I want to push the credit parameters setup at the bill-to level down to the ship-to level."
Enhancement Description
In Release 8.7.7, a new Copy From Bill-To to Ship-To option has been added to the Credit Control Parameters from the Customer Maintenance file. The option displays a new screen with options to apply to the associated ship-to accounts that you are assigning at the bill-to account level. In addition, you can create a template based on the parameters you want to copy and use for other customer accounts. For example, for a bill-to account if you want to copy the Current Credit Setting to set all files to No except for the first field, you can create a template, apply the settings, and then visit the accounts' setup to adjust the first field.
Type your drop-down text here.
Options you can apply to ship-to account or use to create a template. These options work the same as their function in the standard Credit Control Parameters window:
For more information about copying bill-to information, see Copying Bill-To Account Information to Ship-To Accounts in the Customer Maintenance documentation.
Customer Part Number Required
Customer Request
"We have customers that require their part numbers as a reference on all of their orders. The problem we have is that we do not have all of their part numbers loaded for everything they purchase. It would be nice to be able to enter them in Sales Order Entry at the time they are ordering. We'd also like this to be a forced entry, too, so that counter personnel will not forget to enter those numbers. This process would help us maintain our customer's part numbers on our system."
Enhancement Description
In Release 8.7.7, the Options tab in the Additional Customer Information window contains a new Requires Customer Part Number option..
This new option requires the entry of a customer part number on any product entered for the customer on a sales order. For each line item on the sales order, the system requires a customer part number, if this check box is selected in Customer Maintenance.
In Sales Order Entry, if a part number does not exist for the product entered for each line item the system prompts you for a customer part number. Use the Customer Part Number column to enter the part number immediately or skip the prompting for each line item with an Enter Later option. By using this skip option, users can complete entering items on the order and enter all part numbers before exiting. If a user tries to exit the order before entering part numbers, the system requires the part number entry.
In addition, the Customer Part Numbers window provides a Location column. This is an optional field, but the information entered prints with the customer part number information on your forms. The Location information displays as an attached comment and print on all forms, regardless of delivery method.
For more information about part number requirements, see Entering Customer Part Numbers During Order Entry in the Sales Management documentation.
Customer P/O Line Numbers
Customer Request
"We have customer that require the line number as it displays on their purchase order for each product they purchase. I want to be able the enter them in Sales Order Entry at the time the customer is ordering. We'd also like this to be a forced entry, too, so that counter personnel will not forget to enter those numbers."
Enhancement Description
In Release 8.7.7, a new Require P/O Line Number option has been added to the Options tab in Additional Customer Information window from Customer Maintenance.
This new option requires the entry of the customer on a sales order requires the entry of a customer purchase order line number. For each line item on the sales order, the system requires a P/O line number, if this check box is selected in Customer Maintenance.
In Sales Order Entry, you are prompted for the customer's purchase order line number. This line number represents the position on the customer's purchase order and displays on their invoice and helps the customer cross-reference what was ordered. Customers can use the Line Number column and enter the P/O line number immediately or skip the prompting for each line item with an Enter Later option. By using this skip option, the customer can complete entering items on the order and enter all P/O line numbers before exiting the order. If a user tries to exit the order before entering P/O line numbers, the system requires the line number entry.
You can add an Order Entry view that can be added to display the Customer P/O line number in the Body tab.
Note: This new option may require a no-cost forms change. If the P/O line numbers do not display after enabling this function, contact Eclipse Support for assistance.
For more information about part number requirements, see Adding P/O Line Numbers to Sales Orders in the Sales Management documentation.
Customer P/O Number Format Validation
Customer Request
"We have customers who have a specific format for their purchase order numbers. My sales personnel never remember the forma and enter the customer P/O number incorrectly on sales orders. If the system could validate the customer P/O format, there would be fewer mistakes when entering these numbers."
Enhancement Description
In Release 8.7.7, the new Customer P/O Validation window is available through the Orders menu from Customer Maintenance.
This new tool lets you enter and lock the correct format that your customer's need to see. The system displays the expected format in the bottom status bar as you enter the constant and variable parameters:
• Constant - A value that must be entered exactly. In the example above, the XY. • Space - A space in the P/O number.
• Alphanumeric - A variable for either a number or alphabet character, but in any order or combination.
If the format is not exact, the system displays an error:
For more information about customer P/O line number formats, see Entering Additional Customer Information in Entity Maintenance.
Parent Statement Printing Enhancement
Customer Request
"The parent bill-to functionality is very helpful, but it creates issues for us on the accounting side. I can't print statements for a parent bill-to and include the full detail of my child ship-to branches. We'd like to see details with subtotals for each of our branches."
Enhancement Description
In Release 8.7.7, a new Default Parent And Subtotal Settings For Statements control maintenance records allows you determine how you want to handle printing for your parent ship-to accounts that have associated ship-to accounts.
Note: After receiving an upgrade, you may need to reschedule statement runs to take advantage of this new feature. If you have custom statements, we recommend testing the printing before changing settings.
A parent bill-to account can now include or exclude detail for child entities and the child ship-to accounts can print or suppress their own statements from the existing printing process. Details can be divided by bill-to, ship-to, or both account types. A control hierarchy helps manage the entire process to ensure the right printing is complete. Balance Forward statements do not print proper sub-totals. Instead, balance forward statements using subtotals break out detail by each entity, and lists each bill-to with its individual balance forward.
In addition, Use the Statement Type to control when statements print and what type of statement the system produces. This setting has no effect on entities that are not configured as parent or child bill-to accounts, only the ship-to accounts. The following settings are available:
• Child - The Parent/Child bill-to settings are ignored while generating statements. Child entities generate their own statements.
• Parent - Then Parent/Child to settings are respected while generating statements and child bill-to statements are suppressed. Parent bill-bill-to accounts receive a single summary statement with detail
The Subtotal on and Page Break On fields can be used even if the Default Parent And Subtotal Settings For Statements control maintenance record is not completed.
Additionally, the Print Statement window now has these options available to use on-the-fly when printing statements:
At this level, these settings would override both the Default Parent And Subtotal Settings For Statements control maintenance record and the Customer Maintenance settings.
For more information, see Configuring Parent Statement Printing in Customer Maintenance online help documentation.
Eterm Updates
In Release 8.7.7, the above changes are also available in Eterm:
The Default Parent And Subtotal Settings For Statements control maintenance record:
The Pricing hot key, then Add'l hot key from the Customer Maintenance screen:
The Add'l hot key from the Print Statements screen:
Customer Pricing and Printing Information Window
The Customer Pricing and Printing Information window has been reformatted and rearranged. The following tabs now display:
• Pricing
For more information about the Pricing tab, see Defining Customer Pricing Options in Entity Maintenance.
Entity Maintenance. • Additional
For more information about the Additional tab, see Defining Customer Invoice Printing Options in Entity Maintenance.
• Form Types (If you have Eclipse Forms turned on)
For more information about the Additional tab, see Defining Customer Invoice Printing Options in Entity Maintenance.
For more information about the Additional tab, see Defining Customer Print Styles in Entity Maintenance.
• Price Class Overrides
For more information about the Additional tab, see Assigning Pricing by Customer Price Class in Entity Maintenance.
Combining Suggested Purchase Orders
Customer Request
"As a buyer, there are times that I need to combine multiple suggested purchase orders from the Suggested P/O Queue into one purchase order. Whether it is for one buy line with multiple branch purchase orders or multiple buy lines for the same branch, I want to choose which suggested purchase orders to combine without having to change Buy Line Maintenance and also select whether or not I want to combine the short or line quantities for each one."
Enhancement Overview
In Release 8.7.7, you can combine suggested purchase orders in the Suggested P/O Queue on-the-fly for multiple buy lines and branches. You also can create a multiple-branch purchase order as a central purchase order with a drop point. For example, you can combine some buy lines to one particular vendor that may not be combined for other vendors. In addition, combining purchase orders helps you meet vendor targets. With this enhancement, you no longer need to change buy line information or procurement groups for a one-time combination of purchase orders.
Selecting Multiple Buy Lines
A new Combine P/Os option has been added to the View Manager ( ) for the Suggested P/O Queue.
This new view lets you choose which buy lines to combine and use check boxes to select the Short or Line columns for each row.
Example 1: Combining P/Os for a Single Branch
Typically, you buy some lines from separate vendors. However, you receive an offer from a vendor for a better price if you combine groups of product on one purchase order. You convert the suggested purchase orders and all products from both suggestions are combined using the line buy amounts from each buy line:
Example 2: Combining for Multiple Branches
For multiple, different branches, you can combine suggested purchase orders and choose whether to create individual purchase orders or one central purchase order. When combining from the Suggested P/O Queue, the settings in Buy Line Maintenance and Vendor Maintenance are ignored, so you can determine on-the-fly how you need the purchase orders created for each scenario.
If your target is based on pieces, load factor or weight, the Total Buy column updates with the selection you make, displaying the total for the Short or Line selections.
For more information about suggested purchase orders, see the following in the online help documentation:
• Converting Suggested P/Os to Actual P/Os • Combining P/O from the Suggested P/O Queue • Displaying and Sorting the Suggested P/O Queue • Warehouse Scheme Principles
• How Drop Points Maintenance Works in Purchasing
EDI Lot Order Matching
Customer Request
"Eclipse does not allow matching to occur between an EDI 810 vendor invoice and a prior period receipt regardless of other matched criteria. It would be great if there were an option to allow the auto-match process to attempt a match between an 810 invoice record and a receipt transacted in a closed period and automate that which can currently be accomplished only manually."
Enhancement Description
In Release 8.7.7, a new Allow Match Invoice In Closed Period on the EDI Additional Doc screen from EDI Vendor Trading Partner Maintenance allows matching a vendor invoice in a closed period. In addition, you can specify a number of days to continue matching after the closing date.
The standard EDI automatic matching for vendor invoices applies here:
For more information about the EDI Additional Documentation Information screen, see Entering Additional EDI Document Information in the EDI documentation.
EDI 810 Auto-Match Lot-Billed Products
Customer Request
"Lot-billed products are used extensively by our company. It would be great to automate the accounting payable process with the Eclipse EDI 810 automatic matching process. It would be beneficial and more productive and efficient to include matching and disposition of lot orders in this process."
Enhancement Description
In Release 8.7.7., a new Allow Match Lot Item Invoice option on the EDI Additional Doc screen from EDI Vendor Trading Partner Maintenance allows matching for lot-billed products on a vendor invoice.
This option provides a way to increase the vendor payable processing time and accuracy by automatically creating payable records and matching those records to purchase orders. Pricing issues are managed using the P/O Variance Queue. By using the P/O Variance Queue, you can review the individual items that are on EDI 810 lot orders. After the 810 invoice is received for a lot order, the system uses the pre-defined matching rules to automatically process the order.
When processing the order through the EDI 810, the system does the following:
• Applies the invoice amount less freight and tax to the purchase order in A/P Entry.
• Automatically populates the A/P Billed field in the A/P Open Lot Item screen with amount applied to the purchase order.
• Automatically selects the Material Detail Needed check box in the A/P Open Lot Item screen. • If the vendor invoice is less than the remaining lot cost, the system accepts the Create B/O Ship
Date based on A/P rules.
• The payable remains unapproved and goes to the P/O Variance Queue for resolution. If the invoice is more than the cost, the system does the following:
the P/O Variance Queue for normal resolution. • User can resolve the variance manually.
If the invoice is less than the remaining cost, the system does the following:
• Accepts the Create B/O Ship Date, if the total lost cost is not reconciled in full or not billed in full. • The payable remains unapproved and the variance is sent to the P/O Variance Queue for normal
resolution.
For more information about the EDI Additional Documentation Information screen, see Entering Additional EDI Document Information in the EDI documentation.
EDI 810 Auto-Creating 856 Documents
Customer Request
"Our receiving department continues to receive material that is on multiple packing lists for the same purchase order on a single generation. This causes issues with A/P since the vendor invoices based on each shipment/packing list. Since our vendor invoices come in by an EDI 810 document, it would be nice if I could automatically schedule the 856 notification when the P/O is received."
Enhancement Description
In Release 8.7.7., the new Create 855/856 Documents From 810 field on the EDI Additional Doc screen from EDI Vendor Trading Partner Maintenance sets the automatic creation for 856 Vendor Ship
Notifications when the system receives an EDI 810 Invoice.
When you set this new option to Yes and an EDI 810 Invoice comes in with all the ship dates for each product on the purchaser order they received, Eclipse splits the purchaser order and creates different receiving generations based on the EDI 810 information. This helps the receiving personnel by having the open purchase order split based on shipment.
EDI 810 Review Queue Updates
In Release 8.7.7, the following updates have been made to the EDI 810 Review Queue:
• Three columns in the EDI 810 Review Queue to help you see at a glance which trading partners are sending the EDI 810 documents: Pay To Vendor, Ship From Vendor, and Lot Invoice. For the Lot Invoice column, an icon indicates if a lot invoice has been sent.
Mass Loading EDI Trading Partner Settings
Customer Request
"I have settings that change for all my trading partner profiles. It would be great to have mass load manage these settings for me so I don't have to change each profile one at a time."
Enhancement Description
In Release 8.7.7, you can now upload certain EDI trading partner settings all at once. This utility saves you time when making mass changes for your trading partners for EDI inbound documents. The following settings are available for mass load:
• 810 Inbound: Enable Auto Approve on Invoicing • 810 Inbound: Create 855 or 856 Documents from 810 • 810 Inbound: Process Invoices for Directs
• 810 Inbound: Check All Unpaid Gens
• 810 Inbound: Allow Match Invoice in Closed Period • 810 Inbound: Allow Match Lot Item Invoice
• 856 Inbound: Auto-Clear on Perfect Match* • 856 Inbound: Auto-Clear on No Open Gens* • 856 Inbound: Auto-Clear Directs*
* These are new settings in Release 8.7.7 as a whole.
Screen example:
For more information about how to run this utility, see Mass Loading EDI Trading Partner Settings in the Mass Load online help documentation.
Expedited Shipment Information
Customer Request
"Occasionally, a salesperson or a customer requests that an order be delivered as soon as possible. Send it ASAP! This can cause disruptions to the warehouse picking flow. We want to capture who requested the expedited shipment. In addition, we want the option to change the freight allowed flag, so we can bill extra freight for the expedited shipment. "
Enhancement Description
In Release 8.7.7, options have been added to the Additional Information tab on Ship Via Maintenance. You can set up a new ship via specifically for expedited shipments, such as OT OUR TRUCK - EXP. You can also use the option to add extra authorization around what users can use this ship via on a sales order by assigning an authorization key. Users without the designated authorization key cannot expedite orders.
In Sales Order Entry, users entering the order are prompted to enter the delivery time, who authorized the shipment to be expedited, and to indicated if freight charges are allowed. All the information entered prints on the ship ticket.
For more information about routing order information, see Assigning Route Delivery Information to Ship Vias in the Accounting documentation.
Non-Stock Creation Additional Fields
Customer Request
"Updating non-stock products created each day is very time consuming. i want to see additional fields added to the NonStock Entry screen that are common fields that need to be updated. Keywords and product select codes are used heavily and we are always updating them through Product File
Maintenance. I would like the person creating the non-stock products at order entry to have these fields available to update."
Enhancement Description
In Release 8.7.7, new Keyword and Select Code fields have been added to the NonStock Product Entry window.
In addition, the Per UOM and Per Qty fields are now validated using the new Non Stock Entry UM Validation control maintenance record. Once defined, users are limited to pre-determined unit of measure options from which to select.
the Sales Management documentation.
Small Project Jobs
Customer Request
"Small Project Jobs, or SPJs, are a daily occurrence for our company. These are one-off rebate quotes that have to be handled independently from our monthly rebate reporting. Keeping track of these rebates in Eclipse today is cumbersome. We need a better solution to handle these special rebates."
Enhancement Description
In Release 8.7.7, the new Small Project Jobs window from the Edit Order menu in Sales Order Entry helps you create and manage Small Project Jobs (SPJs) when negotiating with a vendor for special job pricing on an order. These prices are one-time-only special job quotes.
Before displaying the Small Project Jobs window, you are prompted to enter a contract number for the SPJ being entered.
Handling Costs
After creating the quote, you can add the required vendor and cost codes for the contract. For each line item, users enter the contractual costs and the extended rebates are calculated and sub-totaled at the bottom of the window to display a Contract Cost Total.
SPJ overrides are marked in the sales order with a red J.
The system then creates a debit memo, or negative purchase order, for the vendor when the first item on the quote ships, so you can reconcile the vendor's credit when the material is received.
Accounts Payable personnel can then reconcile the vendor credit memo to the negative P/O that was created automatically. SPJ rebate purchase orders display a blue dollar sign next to the purchase order number on the Purchase Orders tab in A/P Entry.
Returning Material
When material is returned that has been handled through Small Project Jobs, Eclipse provides options to manage the rebate credit.
The new Small Project Job Vendor Rebate Return Policy control maintenance record lets you set the default for managing rebates. If the rebate is to be returned, the system creates a positive purchase order to return the rebate dollars to the vendor.
• Always Return Rebate - Regardless of the SPJ, the system returns the rebate to the vendor. • Prompt For Return - The system always prompts the user to decide to keep the rebate or return
the rebate to the vendor.
• Never Return Rebate - Regardless of the SPJ, the system does not return the rebate amount to the vendor.
For full details about Small Project Jobs, see Small Project Jobs in Sales Management.
Automatic Lot Number Assignments
Customer Request
"Receiving lot-controlled products can be very time consuming when the manufacturer does not pre-assign lot numbers, such as for wire. I want a way to automate the creation of the lot numbers and automatically assign the products to make this part of the receiving process easier."
Enhancement Description
In Release 8.7.7, Solar Eclipse has new options to automatically create lot numbers and assign them to the products you are receiving. In addition, the system prints the lot labels for those newly created lots.
Note: This new functionality works for both manual warehouses and RF warehouses. Manual Warehouse
New fields are now available on the Split Locations window. Use the Lot/Label Per field number to divide into the receive quantity to determine the number of lot numbers to create and labels to print. The factor represents the product's package quantity.
In the example below, the receive quantity 1500ft/Lot Per of 500 equals 500ft spools of wire equal 3 spools/lots#s (1) . The system creates three consecutive lots with a quantity of 500 each (2).
For an RF (Radio Frequency) warehouse, the new functionality is found in Receive Verify at the Scan Lot prompt (1). A new new hidden hot key, Alt+L, for Auto Lots gives access to the Prod Lot#/Label Per screen (2).
(1) (2)
The system automatically splits the RF receive quantity based on the Lot/Label Per entered. Product Location Maintenance reflects the new lots, numbers, and quantities:
For more information about creating lot numbers, see Automatically Assigning Lot Numbers in RF in the RF Warehouse documentation.
Eclipse Reports Enhancements
The following report sources and dictionaries have been added to the Eclipse Reports web application:
Report Source Category Dictionary
General Matrix Information
Strategic Pricing Information SPA Core A Basis SPA Core A Basis Name SPA Core A Formula SPA Core B Basis SPA Core B Basis Name SPA Core B Formula SPA Non-Core C Basis SPA Non-Core C Basis Name SPA Non-Core C Formula SPA Non-Core D Basis SPA Non-Core D Basis Name SPA Non-Core D Formula SPA Customer Category SPA Customer Size
SPA Vendor ID - Sell Group General Product
Information
Strategic Pricing Information Strategic Pricing Dflt Core Status Strategic Pricing Cat#1 Core Status Strategic Pricing Cat#2 Core Status Strategic Pricing Cat#3 Core Status Strategic Pricing Cat#4 Core Status Strategic Pricing Cat#5 Core Status Strategic Pricing Cat#6 Core Status Strategic Pricing Strategic Pricing Information Strategic Pricing Information on
Customer/Product Core Status with connections to product and customer information.
Multiple Sources Customer Information Job General Contractor Job Lien Days
Job Limit
Job Nature of Project Job Primary Contact Job Property Owner Job Secondary Contact Lien Filed
Report Source Category Dictionary
Multiple Sources Sales Information Direct Through Stock Cust ID Direct Through Stock ID Direct Through Stock Order Flag SPJ Cost Code SPJ Quote Number SPJ Vendor ID SPJ Vendor Name SPJ Claim PO#
ICE for Eclipse: User-Defined Table Schema Mapping
ICE for Eclipse is a companion product. Companion products are not included in the core functionality with Eclipse DMS, but are available at an additional cost through your Eclipse Salesperson.
Customer Request
"For me to create some really great dashboards in ICE, I need SQL tables for my user-defined files in Eclipse."
Enhancement Description
In Release 8.7.7, Eclipse now provides the necessary tools for creating Eclipse user-defined schema mappings in your SQL Database Maintenance. You can now define SQL (structured-query language) data replication for your user-defined files, such as PROD.CLASS and CUST.CLASS. Whatever important business data you capture in these or other user-defined Eclipse files is then available in SQL for leveraging in your BAQs (business activity queries) and dashboards.
The eclipse_ud option from the SQL Database Maintenance window lets you select the user-defined file you want to manage:
SQL Column Maintenance gives you access to the individual columns so you can decide which you need to sync to the main database.
You may need to experiment with your user-defined file settings and attributes to make sure you are syncing all the data you require for your queries, but these tools make it far easier to manage the information you need to build your queries.
Enterprise Search
Customer ID.
For more information, see Creating User-Defined Tables for SQL Replication in the Application Maintenance documentation.
Web Integration Enhancements
Web Integration is a companion product. Companion products are not included in the core functionality with Eclipse DMS, but are available at an additional cost through your Eclipse Salesperson.
The following enhancements were made to the Web Integration utility. In Release 8.7.7, you have new transactions and new individual classifications.
New Transactions
The following transactions and the corresponding responses have been added to the Web integration tool: • CustomerPartNumberDelete - Deletes the selected customer part number record.
Example XML:
<?xml version="1.0" encoding="UTF-8"?>
<!DOCTYPE IDMS-XML SYSTEM "http://www.eclipseinc.com/dtd/IDMS-XML.dtd"> <IDMS-XML> <CustomerPartNumberDelete> <Security> <Login> <LoginID>troyka</LoginID> <Password>testid</Password> </Login> </Security> <CustomerPartNumbers> <CustomerPartNumberSet> <EclipsePartNumber>126311</EclipsePartNumber> <CustomerPartNumberList> <CustomerPartNumber>ABC123</CustomerPartNumber> </CustomerPartNumberList> </CustomerPartNumbers> </CustomerPartNumberDelete> </IDMS-XML>
• CustomerPartNumberInquiry - Returns a list of customer part numbers for the selected customer.
XML.dtd"> <IDMS-XML> <CustomerPartNumberInquiry> <Security> <Login> <LoginID>PGMAIN</LoginID> <Password>PGMAINT</Password> </Login> </Security> <EntityID>34739</EntityID> </CustomerPartNumberInquiry> </IDMS-XML>
• CustomerPartNumberUpdate - Used to either add a new customer part number or change information on a current customer part number.
Example XML:
<xml version="1.0" encoding="UTF-8"?>
<!DOCTYPE IDMS-XML SYSTEM "http://www.eclipseinc.com/dtd/IDMS-XML.dtd"> <IDMS-XML> <CustomerPartNumberInquiryResponse> <SessionID>J5448829327</SessionID> <EntityID>27124</EntityID> <CustomerPartNumbers> <CustomerPartNumberSet> <EclipsePartNumber>.12345</EclipsePartNumber> <Description>.12345</Description> <CustomerPartNumberList> <CustomerPartNumber>!5</CustomerPartNumber> </CustomerPartNumberList> </CustomerPartNumberSet>
</CustomerPartNumberList> </CustomerPartNumberSet> <CustomerPartNumberSet>
<EclipsePartNumber>119013</EclipsePartNumber>
<Description>8 1/2 x 11 Blue Copy Paper</Description> <CustomerPartNumberList> <CustomerPartNumber>ABC125-A</CustomerPartNumber> <CustomerPartNumber>ABC125-B</CustomerPartNumber> <CustomerPartNumber>ABC125-C</CustomerPartNumber> <CustomerPartNumber>ABC125-D</CustomerPartNumber> </CustomerPartNumberList> </CustomerPartNumberSet> <CustomerPartNumberSet> <EclipsePartNumber>2005</EclipsePartNumber> <Description>61-103-01 1/2 BALL CONE CHECK (NS)&#xFD;asdf1234tf</Description> <CustomerPartNumberList> <CustomerPartNumber>ABC126</CustomerPartNumber> </CustomerPartNumberList> </CustomerPartNumberSet> <CustomerPartNumberSet> <EclipsePartNumber>2008</EclipsePartNumber> <Description>61-106-01 1-1/4 BALL CONE CHECK&#xFD;VALVE</Description>
<CustomerPartNumberList>
<CustomerPartNumber>IDMS TEST CPN</CustomerPartNumber> <CustomerPartNumber>IDMSTESTCPN</CustomerPartNumber> </CustomerPartNumberList>
</CustomerPartNumberSet> <CustomerPartNumberSet>
<EclipsePartNumber>2007</EclipsePartNumber> <Description>61-105-01 1 BALL CONE CHECK (NS)</Description>
