RollMaster
System Administration &
Accounting Documentation
Contents
Introduction/Initial Set-up
1
System Maintenance
5
B2B Functions
74
Owner Functions
84
Special Functions
108
Accounts Receivable
113
Accounts Payable
174
General Ledger
249
Payroll System
282
Appendices
325
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Textile Management Systems, Inc. and RollMaster Software, which is protected by copyright laws and other
privileges. This information is intended for the exclusive use of legally licensed RollMaster Software users.
If you are not the intended recipient, you are hereby notified that any disclosure, copying, distribution, or the
taking of any action in reliance on the contents of this information is strictly prohibited. If you have received
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RollMaster System Documentation – Introduction / Initial Set-up Procedures – 6/1/2012
1
RollMaster System
Introduction / Initial Set-up Procedures
The Basics:
When you log on to the RollMaster System, the first thing you should do is make sure your Caps
Lock key is turned on, as the system will only recognize capital letters. Once you are logged on,
you can use the mouse to navigate through menus and there are a many programs that have the new
graphical technology where the mouse can be used as well. However there are two keys on your
computer keyboard you should be aware of as they will help you navigate the system when the
mouse cannot be used. They are the Enter key and the Escape key, generally labeled Esc on
computer keyboards. The Enter key will generally move you forward through the system, and the
Esc key will typically move you back. You will also use the up and down arrow keys quite a bit to
move around within screens and menus.
Another characteristic of the system that you need to be aware of is that if you fill up a field with
characters, the system will automatically move the cursor to the next field or prompt. Also, many
of the system prompts and fields have been programmed to contain an automatic response in order
to save the user keystrokes. Those automatic responses will be referred to as defaults throughout
this manual. A system generated default can always be overridden (meaning a different response
can be typed over the default) when applicable.
Some other keys to be aware of in the RollMaster System are the function keys, located at the top of
your computer keyboard (F1-F12, and some computer keyboards may have through F14). During
the installation of your RollMaster System, some of the function keys have been programmed to
perform specific tasks in the system. The documentation in this manual will cover the use of these
function keys as they pertain to each module in the system. [The term module refers to the various
programs within the RollMaster System that perform specific functions.]
The (F7) key will bring up a calculator from any screen in the system. The calculator will appear as
follows:
On a Windows operating system, you can use a mouse to operate, move around on the screen, and
close the calculator. On Unix or Linux operating systems, the “+” (plus mark) symbol on your
keyboard is used for addition; the “-” (hyphen or dash) is used for subtraction; the “*” (asterisk) is
used for multiplication; and the “/” (forward slash) is used for division. Type a zero and hit enter to
RollMaster System Documentation – Introduction / Initial Set-up Procedures – 6/1/2012
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clear the calculator. Also, you can use the arrow keys to move the calculator around the screen, and
to close the calculator, hit the F1 key and then hit enter.
The F8 and F9 keys are tied to the RollMaster Bar-coding program and equipment. If your store
has the RollMaster Bar-coding package and has a scanner at every terminal, these keys can be
programmed to keep track of job folders. This added feature is especially useful for large
commercial dealers where job folders contain important permits, work orders, change orders, etc.,
and it is crucial that the location of each folder is known at all times. The process begins when a
new job is entered in the system and a barcode label is printed and affixed to the job folder. The
first person to get the job folder will use the (F8) Log Job Status function to scan the label, which
tells the system who has the job folder. Then, every time the job folder transfers to another person
or department, the label is scanned again. When someone needs to locate the job folder, the (F9)
View Job Status function will display information on the last person to scan the job folder. The use
of the Bar-coding program and the (F8) and (F9) keys can also be very useful for keeping track of
rental equipment.
Once your printers are set up, the (F12) Print Screen function will allow you to print a copy of any
screen in the RollMaster System. On some terminals, the Print Screen function may be tied to the
(F14) or (F10) keys.
Getting Started:
Before you can begin using the RollMaster System, information will need to be entered into the
system that is specific to your store. Please Note: In many installations, a TMS Representative will
likely perform much of this initial setup prior to the first training. If this is the case, you can
proceed to the main documentation on how to use applicable modules. When you first enter the
RollMaster System, the screen will appear as follows:
RollMaster System Documentation – Introduction / Initial Set-up Procedures – 6/1/2012
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In the middle of the RollMaster entry screen, the system will be prompting you to enter a Branch
ID. Type in a Branch ID currently set up in your system, likely “1” for your main Branch and hit
enter. Most RollMaster systems will be pre-set with User ID’s and the system will next prompt you
to enter a User ID. Type in your ID and hit enter and the system will then prompt you for a
Password. Type in your password and hit enter to bring up the Master Menu for the system as
follows:
To select an item from the Master Menu—or any menu in the system—you can click on that item
with your mouse or you can scroll up and down using your arrow keys and then hit enter on your
desired selection, or simply type the number of the selection you wish to access and hit enter.
Master Menu Introduction:
Each item listed in the Master Menu will bring up another menu that contains modules relating to
that menu title. For instance, if you select item “Sales Processing” from the menu, the system will
bring up a list of all the modules relating to sales such as Order Entry/ Maintenance and
Quotation/Proposal Maintenance, etc. To access modules relating to Accounts Receivable, you will
select item #6 Accounts Receivable, and so on. You will find a section on each of the items listed
in the Master Menu along with a thorough explanation on how to utilize each module in the system
in one of the two main manuals. However, before you can begin using the RollMaster System, you
must complete specific set-up procedures—unless these have been completed for you by a TMS
Representative. The following section outlines which modules need to be accessed in order to
complete the set-up procedures and where the documentation for each is located.
Initial Set-up:
The following is a checklist to assist you in completing the necessary set-up procedures for a brand
new company on the RollMaster System. In the Set-up Modules column, you will find the names of
the modules that need to be accessed in order to complete each set-up phase. In the Menu/Manual
Section column, you will find the names of the menus/manual sections that correspond with each of
the set-up modules. In the Manual & Page No. column, you will find the manual (SA=System
RollMaster System Documentation – Introduction / Initial Set-up Procedures – 6/1/2012
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Administration & Accounting; OP=Order Processing) and page number on which the explanation
for each of the set-up modules begins.
Set-up Modules
Menu/Manual Section
Manual & Page No.
1.
2.
3.
4.
5.
General Ledger
Accounts Receivable
System Maintenance
Sales Processing
Sales Processing
SA, Page 249
SA, Page 152
SA, Page 7
OP, Page 2
OP, Page 6
Account Maintenance/Inquiry
Sales Tax Code Maintenance
System Control Maintenance
Salesperson Maintenance
Territory Code Maintenance
The set-up for items 1-5 above should be completed in order and prior to beginning the set-up for
any of the other items below.
6. Product Code Maintenance
7. Vendor Maintenance
8. Customer Maintenance
9. Catalog Maintenance
-[10. Job Type Maintenance
11. Payment Type Code Mnt.
12. Installer Maintenance
Inventory Control
Accounts Payable
Accounts Receivable
Inventory Control
Sales Processing
Sales Processing
Installation System
OP, Page 175
SA, Page 174
SA, Page 113
OP, Page 183
OP, Page 7
OP, Page 9
OP, Page 303
The following set-up needs to be completed before going “live” on the RollMaster System. In other
words, to generate accurate financial information from the system, you need to input beginning
numbers from your current accounting and inventory records. The sooner the set-up in these
modules is completed, the sooner you can rely on the RollMaster System entirely for all your
accounting, inventory, and sales processing needs. Review these sections in the manual and decide
how and when each will be handled.
Set-up Modules
1. Inventory Maintenance/
Beginning Balances
2. A/P Open Item Maintenance/
Beginning Balances
3. A/R Customer Account
Maint.-Beginning Balances*
4. Journal Postings/
Beginning Balances
Menu/Manual Section
Inventory Control
Manual & Page No.
OP, Page 202
Accounts Payable
SA, Page 183
Accounts Receivable
SA, Page 127
General Ledger
SA, Page 254
*Please Note: All current customer deposits (deposits taken on jobs that have not been closed out
in your old system) need to go in the RollMaster System through the Order Entry module. A job
needs to be opened in the system for that customer and the deposit entered in the system through
normal RollMaster job entry procedures using the Payment Type Code “Prior Deposits.” When
all existing deposits have been entered, print the A/R Aging Report (Customer Deposits)
accessible from the A/R Reports Menu 2 of 2 to verify that all deposits were entered correctly in the
system. Call your trainer or Email the TMS Customer Service department at support@rmaster.com
if you need further assistance.