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					                           COMMANDconcrete
                              Master File
                             Management

Bob Watson
bwatson@commandalkon.com
205-821-1267
                                         Workshop Overview

   • Managing:
         – Customers
         – Projects

   • Managing:
         –   Plants
         –   Locations
         –   Trucks
         –   Items

   • Application Management
         – Calculate Price Change
         – Purge Options
         – Auditing

COMMANDconcrete Master File Management
         Login and Setup - Customer Assignments
Each student has 1 customer that all of their existing
orders and tickets are based on:
               Train1 -     ABC1

               Train2 -     ABC2

               Train3 -     ABC3

               Train4 -     ABC4

               Train5-      ABC5

               Train6-      ABC6

               Train7-      ABC7

               Train8-      ABC8

               Train9-      ABC9

 The Number after ABC* is YOUR Number Today such as ABC8
                           Flow of Information in COMMANDseries




COMMANDconcrete Master File Management
                                                      Customer Management
              Main Tab




                                              The address on the “Main” Tab indicates
                                              where invoices and statements will be
                                              sent.

                                           The contact name and phone number
                                           defaults in the “Order by” field and also
                                           prints as the contact name and phone
                                           number on Receivables reports.



         The Setup Date should indicate the date this
         person/company was originally set up with
         your company.



                           Files>Customer and Project Information>Customers
COMMANDconcrete Master File Management
                                                      Customer Management
             Addresses tab




                                               The addresses here on the “Addresses”
                                               Tab will indicate where invoices and
                                               statements will be sent IF Different than
                                               the address on the Main Tab



                           Files>Customer and Project Information>Customers
COMMANDconcrete Master File Management
                                                      Customer Management
              Accounting Tab




                                               Customer Credit is maintained
                                               here on the “Accounting” Tab



                           Files>Customer and Project Information>Customers
COMMANDconcrete Master File Management
                                                    Customer Files
              The “Products” Tab allows customers to offer special
              pricing at the customer level.




COMMANDconcrete Master File Management
                                                      Practice - Defining a Customer


          Instructions: Create the following customer.
         Customer Code:                   4823*

        Customer Name:                    Barnes Contracting

        Sort Name:                        BARNES

         Address:                        1800 International Park Drive
                                         Hoover, AL 35243

         Setup Date:                      Today’s Date

        Products:                        - Assign Mix Products 3000, 4000 and 5000 to
                                          the Customer File
                                         - For the Mix Products, enter the pricing as
                                         $2.00 less than the price that defaults.
                                         - For the Extra Products, assign Gloves, 8”
                                         Anchor Bolts and ½% Calcium Chloride to the
                                         Customer File with a price that is less than the
                                         default.
COMMANDconcrete Master File Management
                                                             Project Management
             Main Tab




                           Files>Customer and Project Information>Projects
COMMANDconcrete Master File Management
                                                                       Project File
                                                   Project pricing is at the top of
                                                   the pricing hierarchy.




                                Project item Pricing, as with all
                                Pricing has an Effective Date when
    Projects can have different
                                the Price Changed or Will Change
    charges, credit codes, and in the Future
    taxing than the customer file.These values populate from the Customer
                                         File and can be changed. These will
                                         override the original values.


                                            Project Credit is maintained here
                                            on the “Accounting” Tab.
                                            HOWEVER, in most cases, it is best
                                            to maintain credit at the Customer
                                            Level
COMMANDconcrete Master File Management
                                                        Practice - Defining a Project


          Instructions: Create the following project.
         Customer Code:                  4823*

        Customer Name:                   Barnes Contracting

        Project Name:                    Target Super Center

         Address:                        1901 John Hawkins Parkway
                                         Hoover, AL 35226

         Setup Date:                     Today’s Date

         Begin Date:                     May 1, 2010

         Expiration Date:                + 365




COMMANDconcrete Master File Management
                                                     Practice - Defining a Project


          Instructions:
          Products:              -For the Mix Products, Items: enter 3501 psi
                                 and 5000 psi with the pricing at $2.00 less
                                 than the price that defaults.
                                 -For the Extra Products, enter 1% Calcium
                                 Chloride and 8” Anchor Bolts with a price that is
                                 less than the default.
                                 -Assign a Contact from Brasfield and Gorrie.
                                 -Make this a Non-Taxable Project.




COMMANDconcrete Master File Management
                                                                             Notes

             Notes are a Great Way to Manage Master Files

             Notes can be created for

             Customers – In Form plus Orders and Tickets

             Projects – In Form plus Orders and Tickets

             Orders                      A Note Button appears AFTER the
                                         Form is saved and can be colored
                                         to show that a Note exists.
             Items in Orders and Tickets
                                           Create the Note and Apply it to
                                           Certain Forms.
                                           Auto Display the Urgent Notes
COMMANDconcrete Master File Management
                                                           Practice – Creating a Note


           Instructions: Create a Note for your Customer.
          Customer Code:                  4823*

         Customer Name:                   Barnes Contracting

         Forms                            Receivables and Pricing and Prep

          Auto Display                    Receivables

          Text                            Master Note:

                                          03-29-09 John Brown called and promised to pay
                                          $5000.00 by April 15th, 2010



Fill in the Commitment Amount and Date and plan to Follow-up on April 10th




 COMMANDconcrete Master File Management
                                                                  Plant Management




                           Files>Plant and Delivery Information>Plants

COMMANDconcrete Master File Management
                                                               Plant Setup

                                                Information entered in the
                                                scheduling and costs tabs
                                                affect reports in other
                                                CMDseries modules.
                                           Costs Tab
                                         Scheduling Tab




COMMANDconcrete Master File Management
                                                       Plant Setup

• Plant Main Tab
      – Used to set up basic information about the plant such as
        address, tax code, zone code, inventory location, etc.
• Plant Communication Tab
      – Gives the privileged user access to communications
        information for the plant. This includes information specific
        to the remote printing and distribution of tickets, including
        those sent via the COMMANDcomm interface.
• Plant Batching Tab
      – Allows the privileged user to input batch settings such as
        Maximum Batch Size, Mixer Time, Water settings and Trim
        Percentages.
• Plant Scheduling Tab
      – Contains information used in reporting such as Driver Lead
        Time, Load Time and Fleet Size.
COMMANDconcrete Master File Management
                                                       Plant Setup

• Plant Costs Tab
      – Plant costs information is used by the Bid Price Calculator
        for Quotes and by COMMANDexecutive reporting module to
        generate contribution and gross margin reports.
• Plant Plants Tab
      – Allows you to specify what product lines are available at this
        plant.
• Plant Bins Setup Constituent Order
      – By default, COMMANDseries will want to batch constituents
        in the order in which they appear in the mix design. If
        constituents must be added in a specific order for the plant,
        enter that order on this tab, and the settings will override
        the order in the Item record.



COMMANDconcrete Master File Management
                                                           Location Management




                                     Files>Item Information>Locations


COMMANDconcrete Master File Management
                                         Location Management

• Locations
      – Uniquely identifies inventory locations for plants.
      – “Assign to Items” available to aid with the assigning of
        products to new locations.



                                            “From” and “To” plants




COMMANDconcrete Master File Management
                                                                 Truck Management




                                Files>Plant and Delivery Information>Trucks
COMMANDconcrete Master File Management
                                           Haulers and Truck File



    Haulers must be created
    before trucks.
                                         Tracking Tab Tab
                                           Main Tab
                                            Scheduling
    Dispatchers will, in many
    cases, need access to the
    truck file.




COMMANDconcrete Master File Management
                                                           Practice - Defining a Truck


          Instructions: Enter the following truck
         Truck Code:                     249*

         Truck Specifics:                Company Truck
                                         2008 McNeilus
                                         Front Discharge
                                         Plant 1
                                         Assign other fields as needed




COMMANDconcrete Master File Management
                                                                            Item Category




               Item Categories are used to classify items according to
               general use and function for reporting and analysis.
               ALL items must belong to an Item Category.
                                   Files>Item Information>Item Categories

COMMANDconcrete Master File Management
                                                                    Item Management




                                             Items represent the goods and/or
                                             services that are sold to
                                             customers. They can be added,
                                             changed, deleted, or listed,
                                             depending on user privilege and
                                             system license settings. To
                                             facilitate the proper setup of each
                                             item record, the Items screen is
                                             organized using tabs.




                                         Files>Item Information>Items
COMMANDconcrete Master File Management
                                                            Item Location Tab




                                         Specify which locations have the
                                         item. A plant cannot ship an item
                                         if the item does not exist at the
                                         location(s) associated with the
                                         plant.




COMMANDconcrete Master File Management
                                                         Item Sales Tab




                                               Tax, discount and usage
                                               information.



                                         Items must be checked to Apply
                                         Discounts or they will not be
                                         discounted




COMMANDconcrete Master File Management
                                                       Item Costs Tab




                                         Costs can be input
                                         manually or derived from
                                         the mix design.

                                         Tabs, like Costs, can be
                                         removed through User
                                         Privileges.




COMMANDconcrete Master File Management
                                   Items – Remove Costs Tab

          Instructions: Edit the following user.


         User Name:       Your UserName you used to log in today




          User Specific   For the Items form, remove the entire Costs
          Privileges:     Tab by entering EDTIMSTA with NONE Privileges




     Log out and log back in and open item 10. The Costs
     tab should no longer be there.

Managing Command Series
                                                                      30
                                                                   Item Prices Tab




                                         Pricing can be recorded
                                         by Price Category.




COMMANDconcrete Master File Management
                                                          Practice - Defining a Mix


           Instructions: Enter the following mix
         Mix Code:                   6000 psi, You Choose the Code

         Mix Specifics:             -Terms Discount
                                    - Used For WALLS
                                    -Available at Plants 1 and 2
                                    -Constituents – Sand 1510 lbs
                                                    3/8” Stone 700 lbs
                                           Can anyone tell me what this is for?
                                                     Cement 460 lbs
                                                     Water 31.2 gal
                                    -Pricing – Priced at $120 per cy effective
                                               July 1, 2010 for Price Category 1 and
                                               $125 per cy for ALL OTHER Price
                                               Categories.




COMMANDconcrete Master File Management
                                         Application Management

• Calculate Price Change

• Edit and Purge Options
      –   Edit Project Expiration Dates
      –   Purge Expired Projects
      –   Purge Customer Notes
      –   Purge Expired Orders and Tickets


• Auditing
      – Audit Profile
      – Audit Purge



COMMANDconcrete Master File Management
                                                Calculate Price Change

• Used to issue a general price increase/decrease for:
      – All products
      – Customer specific products
      – Project specific products
• Can be targeting to specific customers or projects
• Pricing can increase by a percent or an amount
• Products can be selected by:
      – Individually                     This Box Must be Checked if You
                                         Want this Same Box Checked in
      – Product Category                 Products Tab Items
      – Product Type                     Same Exists in Customer File too
• Report is printed for price verification for the
                           Here is the Same Box
                           Particular item in the Project.
                            or Canceled
• Change can be Updated(Exists in Customer File too)

COMMANDconcrete Master File Management
                                         Calculate Price Change




COMMANDconcrete Master File Management
                                         Practice – Calculating a Price Change


   Instructions: Implement the following price increase




                                                 Item Level Only
                                                 Effective Oct. 1, 2010
                                                 Increase by “Amount”
                                                 Change for all concrete mixes




COMMANDconcrete Master File Management
                                         Purging Expired Projects

   • Review your Project Expiration Dates
         – Verify you really want the projects currently
           expired to be included in the purge
         – Manage>Application Management>Edit Project
           Expiration Dates OR access your project file and
           print a Project Listing for a specific Expiration
           Date Range
   • Purge Expired Projects
         – Manage>Application Management>Purge
           Expired Projects
         – Will not purge projects with outstanding invoice
           information
         – Save a copy of the report produced to show all
           Projects Purged
COMMANDconcrete Master File Management
                                         Edit Project Expiration Dates

• Allows you to edit expiration dates for multiple
  projects and specific customers
• Provides quick expiration date changes to multiple
  projects




COMMANDconcrete Master File Management
                                         Purge Expired Projects

• Allows you to purge your records of projects that are
  expired
• Projects are deleted according to the expiration date
  of the project
• Prints report for verification
• Frees up Space on Server (Project Products are
  deleted too)




COMMANDconcrete Master File Management
                                         Purge Customer Notes

• Allows you to purge customer note records

• Designed to help keep data files small

• Manage>Application Management>Purge Customer
  Notes




COMMANDconcrete Master File Management
                                         Purge Orders and Tickets

• Old order and ticket information accumulates rapidly

• Outdated orders and tickets should be periodically
  purged from your system

• It is important to develop a methodology for when
  to purge and what information to purge. This
  ensures that only unneeded information gets
  removed from the system

• Order Audit Log records are purged when you purge
  Orders and Tickets

COMMANDconcrete Master File Management
                                         Purge Orders and Tickets

• Manage>Application Management>Purge Expired
  Orders & Tickets

• Data is deleted from tables
      – ORDR and it’s children (ORDL, OLAP, ORDC, etc.)
      – TICK and it’s children (TKTL, TLAP, TLAC, etc.)

• Dates for Orders/Tickets that can be purged are
  controlled by your Configuration
      – Files>General Information>Configuration>Distribution tab
      – “Days to Save Details” field defines number of days
        “protected” against being accessed by the purge Orders &
        Tickets routine



COMMANDconcrete Master File Management
             Recommendations for Order & Ticket Purge


• Try to keep at least 1 years worth of data
      – If your system performance does not allow you to
        keep at least 1 years worth of data consider
        having your network infrastructure reevaluated

• Once a year evaluate your need to purge
      – Final decision on when to purge must be based on
        your performance and reporting needs




COMMANDconcrete Master File Management
             Recommendations for Order & Ticket Purge

      • Create all Dispatch, Scheduling or Time Analysis
        reports that you want to have archived
            – Once you Purge Orders & Tickets this data will not be
              available for reporting on.
            – Do Not Purge if you have COMMANDperformance (At this
              Time)

      • Coordinate with Executive and Accounting staff on
        impacts to their operations
            – The data available in these modules is affected by
              purging Orders & Tickets
               • Concrete
               • Invoicing
               • Receivables
               • Cartage
               • Executive (if data has not been posted to Executive)
COMMANDconcrete Master File Management
                                           General Auditing
      • General Auditing
            – Licensed option to audit any table in the
              database for additions, deletions, edits
            – Audit file is created and stored on the server
            – File is continuously added to throughout the
              business day
            – To limit file size only audit portions of
              application you are truly concerned about
              review




COMMANDconcrete Master File Management
                                         Audit Management


• Controls which COMMANDseries data files and fields
  are audited.

• Gives the user (with appropriate privileges) the
  ability to add, change, delete, or inquire about the
  files and fields audited by the Auditing System

• Gives the user (with appropriate privileges) the
  ability to purge records from the Auditing System
  file


COMMANDconcrete Master File Management
                                         Audit Purge
      • Gives the user (with appropriate privileges)
        the ability to purge records from the
        Auditing System file

      • Purge records based on a cutoff date

      • Can retain audit records based on a user
        name, file name or audit type




COMMANDconcrete Master File Management
                               General Purging Recommendations


• The following purging order is recommended:
      –   Purge      Customer Notes
      –   Purge      Audit Records
      –   Purge      Orders & Tickets, if desired
      –   Purge      Expired Projects




COMMANDconcrete Master File Management
Bob Watson                 Questions?
bwatson@commandalkon.com
205-821-1267
                  Be sure to circle the session you are evaluating on the
                  back of your card

                           Concrete Dispatch
                           CC-008
                           CommandConcrete Master File Management


                  All breakout session materials can be accessed at:
                  www.commandalkon.com/cc2011/update/index.htm

                  Thank You!

Bob Watson
bwatson@commandalkon.com
205-821-1267

				
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