Add a New FM Division with Checklist

This write‑up assumes this in NOT the first time an FM division is being added. However, if this is the first division being added, see the document titled: Add a New Division

GENERAL LEDGER (Module 4)
- Division Master (Task 21)
  - Enter new division record
    - Type in the appropriate information
      - Field 17 Type / group: FM (this field must be FM)

ADD VENDORS AND CUSTOMERS

Vendors and customers will need to be added for transferring merchandise between locations. First go to:

Accounts Receivable (Module 2)
- Customer Master (Task 17)
  - Enter New Customer Record (Sub-task 1)

The new customer name and number should correspond to the FM division name and number. For the example, let’s assume the new FM division is #10, add customer number 00010. At line 13, Price Type, enter A-for average cost-in each of the nine slots. This is the price that will be charged on merchandise being transferred.

After the customer have been added, the vendor also must be added. Now go to:

Accounts Payable (Module 3)
- Vendor Master (Task 17)
  - Add New Vendor Record (Sub-task 1)

The new vendor name and number should correspond to the FM division name and number. New FM division #10, add vendor number 00010

GENERAL LEDGER

General Ledger account numbers for the new FM division will need to be created.

Replicate G/L accounts for the new division. Go to:

General Ledger (Module 4)
- System Management Functions (Task 32)
  - Create New Division G/L Accounts (Sub-task 9) Read the information screen.
    - Division # to copy from: Use an existing FM division # (Make sure the FM division # being used is configured correctly)
    - Please enter – starting Account #: ALL
    - Division # to copy to: Use the new FM division #.
    - Do you want to check for duplicates? Use a U for update.

If this is the first FM division and you don’t have an existing FM division # already created, you will need to use a NON FM division # for the “Division # to copy from”. Also, if this is the first FM division being added, when finished creating the G/L account numbers, this step will need to be run again. This time when entering “Division # to copy from” type in the letters FM. You will still use ALL for the Account #’s.

INVENTORY

Two options are available for setting‑up inventory items at the new FM location. The first is the same basic inventory items and services from the original location,will be available at the new FM location. The second is the new location will be a separate line of business with its own line of merchandise.

Option 1: Same inventory at new FM division.

Before running this procedure, expand the size of the Warehouse Master File. The size should be doubled. Go to:

Inventory Control (Module 5)
- Warehouse Master (Task 17)
  - Adjust size of Warehouse file (Sub-task 7)

After the size of the Warehouse file has been adjusted, copy from an existing division #, the new warehouse records for the new division(s). Go to:

Inventory (Module 5)
- Special I/C Processing Menu (Task 25)
  - Copy Warehouse Data to New Warehouse #'s (code: BLDWHS). Answer the system prompts as follows:
    - Starting and Ending item number: ENTER key for ALL
    - Enter warehouse number to COPY FROM: 01 (or appropriate FM Division)
    - The right side of the screen will display a blank list of 15 new division numbers that can be created.
      - Enter the new FM division number at the 01. line and press ENTER.
      - The cursor moves to the 02. line.
        
        If more than one new division is being added, enter the next new division number.
        
        If this is last new division being added, then press ESC at the 02. line.

Example to add one new division:

New Warehouse Records

Warehouse #

01. 10

02. (ESC)

Example to add three new divisions:

New Warehouse Records

Warehouse#

01. 10

02. 11

03. 12

04. (ESC)

Option 2. Different inventory at new division.

Item numbers for the merchandise at the new division must be created. Go to:

Inventory (Module 5)
- Add New Items (Task 1)
  - Enter (ADD) New Items (Sub-task 1)

See the document titled: Add New Items for complete instructions, if needed.

TABLES / PARAMETER FILES AND OTHER MISC. SET‑UP

Purchase Order:

Add a new location/warehouse record for the new division. i.e. Division 10. Go to:

Purchase Order (Module 7)
- Location/Warehouse Addresses (Task 20)
  - Enter New Loc/Whs Record (Sub-task 1)

If this FM Division has access to the Purchase Order Module, identify which terminals do purchase orders for the new division. Go to:

Purchase Order (Module 7)
- System Management Functions (Task 32)
  - Modify Application Tables (Sub-task 17)
    - Terminal/Warehouse Cross Reference Table (Option 5)

Set table as desired. When doing a purchase order, this indicates by terminal, which warehouse is doing the ordering.

Terminal Division

======= ======

"TERM01" , "01"

"TERM02" , "10"

"TERM03" , "$$"

NOTE: Using $$ as division number will cause the system to prompt the operator to enter the division number.

Inventory Control:

Specify the highest division (warehouse) in use. Go to:

Inventory Control (Module 5)
- System Management Functions (Task 3)
  - Modify Parameter Files (Sub-task 22)
    - I/C ‑ General (Option 1) Look for the following parameter.
      - DFLT'WHS'NUM=10 Set to highest warehouse/division in use.

Order Processing:

1. Tell the order entry program which terminals should default to the new division (warehouse). Go to:

Order Processing (Module 6)
- System Management Functions (Task 32)
  - Modify Application Tables (Sub-task 17)
    - Default Terminal Warehouse/Dept's (Option 7)

;Terminal whs dpt

;======== === ==

;TERMxx" , "xx.xx"

"TERM01" , "01.01"

"TERM02" , "$$.$$"

"TERM03" , "10.01"

This sets the default division/warehouse number and department number that default on the first screen in

Order Entry. The terminal number controls this. Set as required.

NOTE: Using $$ as division and/or department number will cause order entry to prompt the operator to enter the division number.

2. Tell order entry which departments are available in the new division.

Order Processing (Module 6)
- System Management Functions (Task 32)
  - Modify Application Tables (Sub-task 17)
    - Available Warehouse/Dept Combinations (Option 15)

whs dpt Department name

== == ============

"10.01" , "Counter sale"

"10.02" , "Accessories "

"10.03" , "Service "

This sets which warehouse/division and department combinations can be used in order processing.

TAX ZONES

For a comprehensive overview of tax zones see the separate document entitled: "Task 23 - Tax Zones".

Step 1. Add new tax zone numbers for any new tax rates that order entry might be expected to apply. Go to:

Step 1. Add new tax zone numbers for any new tax rates that order entry might be expected to apply. If a tax zone doesn’t exist for this new division’s state, city, county, etc… create a new Tax Zone. They can be manually entered via Sub-task #1 or copied from an existing division using Sub-task #8. Go to:

Accounts Receivable (Module 2)
- Tax Zones (Task 23)
  - Enter New Tax Zone Record (Sub-task 1).
    - Copy Existing Tax Zones, Create New Ones (Subtask 8)
      - Please enter – starting zone # to copy FROM: ENTER key for ALL
      - ending zone # to copy FROM: (cursor will go to Any Change?, press the ENTER key)
      - Please enter – division # to copy FROM: type in the main or home division #
      - ending division # to copy FROM: (cursor will go to Any Change?, press the ENTER key)
      - Zone # to copy TO: type in the new division #

Verify the configuration of the tax zones to see if this exact procedure works best for your system.

If the other divisions do not use the new tax zone number, then they should still be added with a tax rate of zero (this will ensure all division are accounted for when printing Tax Zone reports for tax reporting).

Step 2. For pickup and will call orders, provide appropriate tax zone numbers to "Pickup tax A, B and C" for the new division. Go to:

General Ledger (Module 4)
- Division Master (Task 21)

A tax zone number must be assigned to Pickup tax A, B and C.

Set unused tax zones to 99999 Normal customer tax. This tells Order Entry to use its existing tax zone number (which will probably be 00000 No tax) for this tax zone.

Example: if you want all pickup orders sold in division 5 to add a zone tax on top of the state sales tax (which should also be set up as a Tax Zone) then set the division 5 record to these values:

10. Pickup tax A:00001 State tax

11. Pickup tax B:00555 County tax

12. Pickup tax C:99999 Normal customer tax

Step 3. For delivery and ship‑to orders, be sure to set appropriate tax zone numbers in the customers added or changed in the following tasks:

Accounts Receivable (Module 2)
- Customer Master (Task 17)

Order Processing (Module 6)
- Alternate Ship‑to File (Task 19)

Add a new FM Division check list

G/L (Module 4)

- ______Division Master (Task 21)

o Enter new division record (Sub-task 1)

o Field 17 Type / group: FM

- ______System Management Function (Task 32)

o Create new division G/L accounts (Sub-task #9) – Copy from existing FM division.

A/R (Module 2)

- ______Customer master (Task 17)

o Enter new customer record (Sub-task 1)

o Customer # is the new FM division #

- ______Tax zones (Task 23)

o Enter new tax zone record (Sub-task 1)

o Copy existing tax zones, create new ones?

A/P (Module 3)

- ______Vendor master (Task 17

o Enter new vendor record (Sub-task 1)

o Vendor # is the new FM division #

I/C (Module 5)

- ______Special I/C processing menu (Task 25)

o Copy warehouse data to new warehouse #’s BLDWHS (Sub-task 15)

- ______System Management Functions (Task 3)

o Modify Parameter Files (Sub-task 22)

o I/C ‑ General (Option 1) Look for the following parameter

o DFLT'WHS'NUM=10 Set to highest warehouse/division in use

O/P (Module 6)

- ______System Management Functions (Task 32)

o Modify Application Tables (Sub-task 17)

o Default Terminal Warehouse/Dept's (Option 7)