Table of Contents – Appendices
Appendices
Appendix A – Daily Check List
325
Appendix B – End of Month Check List
326
Appendix C – Quick Lookup Features
327
Appendix D – Daily/Monthly Reports & Procedures 332
Appendix E – Entering Payables Reference Sheet
335
Appendix F – Processing Payables Reference Sheet
337
Appendix G – A/R Customer Account Mtc. Ref Sheet 339
Appendix H – Invoicing Procedures
341
Appendix I – Loading G/L Beginning Balances
347
Appendix J – Credit Hold Program Explanation
348
Appendix K – How to Handle Builder Upgrades
352
Appendix L – Salesperson Training Supplement
353
Appendix M – Faxing Procedures on RollMaster
357
Appendix N – RollMaster System Cost/Profit
358
Screen View/Reports With & Without Sales Commission
Appendix O – Tab & Alt Keys-Graphical Order/Quote Entry
359
***CONFIDENTIALITY NOTICE*** This documentation contains confidential information belonging to 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 this documentation in error, please immediately
notify us by telephone at (800) 777-4107.
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APPENDIX A - DAILY CHECK LIST
Please Note: an (R) indicates that an item is a Report / an * indicates that the report must be printed to
update the General Ledger
SALES PROCESSING:
Enter new orders / Create Open P.O.s from jobs
Enter Customer Deposits / Print Sales Agreements (R)
Print Work Orders for next day installations
Print Credit/Return Report: to check status of credit memos processed
Invoice completed jobs (R)
Print Invoice Register (R)* (creates Sales Journal) (Save In Book)
INSTALLATION:
Post Installer Payments
Process Installer Payables (only @ payroll time)
PURCHASE ORDERS:
Print Open P.O. Report (R) / Order: to see material needed for jobs
Place stock orders
Receive Inventory
Print Receiving Report (R)
Print Open P.O. Report (R) By Arrival Date: to see material due but nor recvd previous day
JOB COST:
Print Job Cost Margin Report By Open Date (R): to see written sales figures for the day
Print Work in Process – Costs From JC (R): to keep track of status of all open jobs in system
ACCOUNTS RECEIVABLE:
Post Cash Receipts
Print Customer Payment Register (R)* (creates Cash Receipts Journal) (Save In Book)
Print Payment Distribution Report (R)*
Adjustments in Open Item Mtc. (if necessary)
Print Open Item Adjustment Register (R)* (creates A/R Journal)
ACCOUNTS PAYABLE:
Enter vendor invoices in Open Item Maintenance module
Print Open Item Adjustment Register (R)* (creates A/P Journal) (Save In Book)
Record any Hand Checks/Voided Checks
Print Check Register (R)* (creates Cash Disbursement Journal) (Save In Book)
Cutting Checks Today?
Print Open Invoice Listing – Set Due Dates (R)
Select Open Items in Payment Selection module
Print Items Selected for Payment Listing (R)
Print Checks (R)
Print Check Register (R)* (creates Cash Disbursements Journal) (Save In Book)
GENERAL LEDGER: (Note: all other daily functions should be completed)
Post Journal Entries (if necessary)
Print Journals/Update General Ledger (R)* (posts all journal data to General Ledger)
(Save In Book-one for each Journal)
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APPENDIX B – END OF MONTH CHECK LIST
SYSTEM MAINTENANCE:
Back up system – perform manual back up prior to running end of month
SALES PROCESSING:
Print Sales Tax Reporting Details (R)
Print Open Order Report (R)
Process salesperson commissions / Print Commissions Report (R)
INVENTORY CONTROL:
Run Catalog End of Month/Year module
Print Inventory Valuation (R) –make journal entry if using calculated COSG
Print Inventory Audit Report
PURCHASE ORDER:
Print Receiving Report (Not Inv) By Prod Type (to get value of Inventory Not Paid)
JOB COST:
Print Billed vs. Unbilled – Costs From A/P (to get valid Work In Process Value) (Save In Book)
ACCOUNTS RECEIVABLE:
Process Service Charges / Print Statements (optional)
Print A/R Aging Report (Standard) (R)- consider printing weekly (Save In Book)
Print A/R Aging (Customer Deposits) (R) (Save In Book)
Run End of Month Processing module
ACCOUNTS PAYABLE:
Print Open Invoice Listing (R) (Save In Book)
Perform Bank Reconciliation on all bank accounts
Run A/P End of Month Processing module
GENERAL LEDGER: (only if ready to close-if not, skip to next step!!!)
Print Trial Balance (R) (Save In Book)
Print Account Detail Report (R) (Save In Book)
Print Financial Statements (R) (these must be formatted first) (Save In Book)
Run End of Month Processing module
SYSTEM MAINTENANCE:
Change Default Posting Period (go to Company Control level in System Control Mtc.)
Back up again when all steps complete
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APPENDIX C – QUICK LOOKUP FEATURES
Pricing Lookup Feature:
We have added a new feature to the system that will activate a Catalog Pricing Lookup feature
available from anywhere in the system and available to any User. To activate this feature, simply
press down on the Ctrl key and then hit the “P” key (caps must be on). As soon as you activate this
feature, the following box will display on screen:
From this screen, you can lookup a catalog or inventory item using any of the F-key options along
the right side or using the standard Product Code pop up box method. Once you select an item, the
system will display the following:
This pricing table is based on A-F margin pricing that will need to be programmed ahead of time
and you can scroll through the A-F pricing data just like you can from Order Entry. It does not
display any costs so it can be used by anyone that has access to RollMaster. You can also perform
an Inventory Lookup from this screen by hitting the (F1) Inv Inquiry key.
Helpful Hot Keys:
Hot Key Menu: To pull up the Hot Key Menu, hit the Home key on your computer keyboard. This
will allow you to jump to the following modules from anywhere in the system provided you are
authorized to use those modules: Enter/Change Orders, Inventory Maintenance, Purchase Order
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Maintenance, Receive Inventory, Customer Account Status Inquiry, Catalog Maintenance, Clear
Locks On Jobs/Quotes, Job Line Review and Receive Money. Arrow to the module you need and
hit (E) to go to that module. When you have finished working in that module, the system will place
you back to where you were in the system when you hit the Home key. You cannot call up the Hot
Key Menu again if you are currently in a program that you accessed by hitting the Home Key.
Job Line Review- this option can be used to check the status of any job in the system. When you
access this option, the system prompts you to enter a Branch ID; if you have multiple branches and
a User enters a Branch ID for a Branch they are not setup in, the system will not permit the User to
access a job in that Branch and will prompt a message alerting them to that fact. Once an applicable
Branch ID is selected, the system will then prompt you for a job number. If you don’t know the job
number, you can hit the F1 key to search by Customer ID instead. When you have selected a job, a
Job Lines Review screen will appear displaying all the lines on the job as follows:
The far right column will display the status of each line. There are a few options at the bottom of
the screen that will be explained next. If you hit Any Key, the system will return you to the screen
you were in when you accessed the Job Line Review option. To jump to the Customer Account
Status Inquiry module, normally accessed via Accounts Receivable, type a “C” for (C)ust Inquiry.
To view Purchase Order or Roll Number information you can type an “O” for (O)nOrder Info. If
Inventory has been assigned to a job line, this screen will display up to 10 digits of the roll number,
and for multi-branch transfers, if the inventory is in transit from one branch to another, the system
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will display a “P” next to the roll number. Additional notations on the On Order Info screen will
appear as follows: “W” for items that have been completely shipped on a Work Order, “w” for
items that have been partially shipped on a Work Order, and “I” if the item has been Invoiced. The
(J)ob History option, also accessible from the Order Entry module, will display an instant listing of
all Deposits, Invoices and Post Cash Receipts payments that have been posted to a job to date and
also how those deposits/payments were applied to any Invoices on the job and any applicable status
such as if a Deposit was deleted, adjusted or returned by either credit card, cash or company
check—will show A/P in front of Adjusted. If refunds are given, this program will also list Credit
Memo information as it occurs and if applied to any Invoices. Additionally, if a job is Financed
using the Finance Tender Code feature, this screen will list the amount financed and the Tender
Code. If you wish to print this information, you can use the (F3) Print function displayed at the
bottom of this screen. An example of a Job History Review screen appears as follows:
The (N)otes option will call up the same Note Pad accessible from the Order Entry screen and has
been explained in detail in that section of the documentation. Please refer to the Order Entry
section of this manual for additional information on the Notes feature. The (F1) Assigned
Inventory option will give you detail on the inventory assigned to each job line. When you hit the
F1 key, the system will prompt the following: Enter Line Number. Type in the line number for
which you wish to view Assigned Inventory and hit enter. The system will then display an
Assigned Inventory screen as follows:
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The Branch (Br) column will display the Branch in which the inventory is located; the Transfer
(TR) column will display a “P” if the inventory is in transit; the History column will display an
“H” if pointer records assigned to the job have been moved to history; the Roll and Dye Lot
columns are self-explanatory; the Status column will display either Assigned, Work Ordered, or
Invoiced; the Reserved column will show the amount reserved on the job line; and the Shipped
column will display any portion of the material that has been shipped on a Work Order.
Receive Money- this option will allow you to post a deposit on any quote or order in the system on
the fly from another branch and also post a payment to any open Invoice. It can also be used within
the same branch to quickly post a deposit to a quote or order. Please Note: The Tender Codes
MUST be the same in all Branches for this to work. When you hit enter on the Receive Money
option, the system will display the following menu:
Hit enter on the Receive money from customer option and the system will then display the following:
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At the Cust ID field, use the (F1) key to lookup an Order or hit the (F2) key to lookup a Quote. Once the
applicable Order or Quote has been selected, if you are posting a deposit, all the fields up to the Amount
field will automatically be populated. At the Amount field, type in the amount of the deposit if it is different
from the total amount that is being prompted. The rest of the fields work the same as taking a deposit. When
you have completed posting the deposit, the system will return you to the screen you were in when you first
hit the Home key. On the job or quote, the deposit will be reflected and can be edited if there is any problem.
The deposit will print on the Customer Payment Register of the branch you are in when you post the deposit
for banking purposes, so for multi-branch companies, the deposit will be reflected in that branch’s deposit
and bank account. If you are posting a payment to an Invoice, you should still use the Lookup (F1) Order
option to locate the job, even though it is invoiced and closed. The system will call up the first Invoice
number on that job and then prompt an Enter Item Reference box. Type the Reference number for the
payment such as a check number or credit card authorization number. The system will then place the cursor
at the Amount field and prompt the remaining balance of the Invoice; hit enter to accept if the amount is
correct or override with the correct payment amount. Hit enter at the Payment Type field to get a lookup and
make your selection. You can then fill in the credit card information if that applies. Once you enter through
this screen the payment will be posted and you will see it on the Customer’s Account, the Customer Payment
Register and the Payment Distribution Report, just as if you had made the payment through Post Cash
Receipts. You will also be prompted to print a receipt before you exit the program.
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APPENDIX D – DAILY/MONTHLY REPORTS &
PROCEDURES
The following accounting reports must be printed on a daily basis in order to keep the system up to date.
Please Note: the term “clearing a report” refers to typing a “Y” at the Did Report Print Okay prompt. If you
type a “Y” at that prompt, the report will be cleared.
1.) Invoice Register- this report must be printed daily for every branch. This report gives an
accounting of all invoices/memos/progress bills processed in the system. It should be cleared
every day—make sure you have a readable copy before you clear the report. When you clear
this report, it creates a Sales Journal. This report is located in the Sales Processing Reports
menu.
2.) Customer Payment Register- this report must be printed daily for each branch if you are
making daily bank deposits. This report displays a listing of all customer payments that were
posted in the system through either the Post Cash Receipts module or the Deposits option in the
Order Entry module. The total on this report should match your bank deposit for the day. If it
does not, you should find out if any payments weren’t posted or if any payments were posted
incorrectly. It should be cleared every day so the data can be moved to history and later
accessed (as needed) through the Customer Payment Register (History) report. The values on
this report will be reflected in the Cash Receipts Journal.
3.) Payment Distribution Report- this report must be printed daily for every branch only if
customer payments were posted through the Post Cash Receipts module. This report prints a list
of all customer payments and shows to which open item in the system the payment was applied.
It should be cleared every day there is activity in the Post Cash Receipts module—make sure you
have a readable copy before you clear the report. This report is located in the Accounts
Receivable Reports Menu 1 of 2.
4.) Accounts Receivable Open Items Adjustment Register- this report must be printed daily
only if activity took place in the Accounts Receivable Open Items Maintenance module. This
report prints an audit of all activity that took place in the Open Items Maintenance module. You
should make sure all information on this report is correct before you clear it and make any
corrections in the system prior to clearing. The values on this report will be reflected on the
Accounts Receivable Journal. This report is located in the Accounts Receivable Reports Menu 1
of 2.
5.) Accounts Payable Open Items Adjustment Register- this report must be printed daily only if
payables were entered in the system through the Accounts Payable Open Item Maintenance
module. This report prints an audit of all the activity that took place in the Open Item
Maintenance module. You should make sure all information on this report is correct before you
clear it and make any corrections in the system prior to clearing. The values on this report will
be reflected on the Accounts Payable Journal. This report is located in the Accounts Payable
Reports Menu 1 of 2.
6.) Print Journals- once all other daily reports have been printed in the system, you must print
your journals in order to update the General Ledger. While the journals are being printed,
no other accounting processing should be done in the system or you will risk losing data to the
G/L. A journal will print for each accounting period affected in daily processing. You should
check to make sure each journal is in balance. If one of the journals is out of balance, you will
need to fix the problem so that your financial reports will be in balance. You must clear the
journals after printing; if you do not, the system will not update the General Ledger. This report
is located in the General Ledger Reports menu.
The following reports should be printed on a daily or weekly basis to keep the system clean and up to date,
and keep the sales department aware of profit and profit percentages on each job.
1.) Open P.O. Report- this report gives a listing of all open purchase orders in the system. It can
be used to display all open purchase orders or only those purchase orders that need to be ordered.
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This report should be printed on a regular basis to ensure that material is being ordered in a
timely basis and that material is being received into the system. This report is located in the
Purchase Orders menu.
2.) Work in Process – Costs From JC- this report prints a line for every open job in the system
displaying the job number, contract amount, amount invoiced/billed to date, material costs
received to date, labor costs received to date, special charge costs received to date, material costs
to complete, labor costs to complete, profit on the job, profit percentage, billings earned, and
whether the job is over or under billed. When lines are first entered on a job and purchase orders
created, the cost information will appear in the Costs To Complete columns. When material is
assigned and labor posted in the system, the cost information will appear in the Costs To Date
columns. Older jobs should be reviewed to make sure nothing has “fallen through the cracks”
and low profit jobs should be reviewed for mistakes or problems. You must use a laser printer
for this report as it prints landscape. This report is located in the Job Cost Reports menu. If you
do not have a laser printer, consider printing the Job Cost Margin and/or the Job Cost Detail
reports instead.
3.) Job Cost Margin- this report will allow you to look at written sales for any date range you enter
in the system. You can include open and closed jobs in this report total as well as unordered and
unassigned material lines. This report can further be customized to print by salesperson, branch,
and job type. This report is located in the Job Cost Reports menu.
4.) Open Order Report (optional)- this report will print line item detail for every open job in the
system. It can be useful for installation scheduling and for staying on top of open orders. A
similar report—Open Job Report—can also be used but it is a much lengthier report. The other
difference between the two is that the Open Order Report displays a dollar value for each line
and the Open Job Report displays the status of each line.
The following steps must be performed at the end of every month to keep the system up to date.
1.) Print Sales Tax Reporting Details- this is a monthly report that must be printed at the end of
the month and will show all the sales tax that was invoiced for the month. If your state requires
that you pay sales tax based on sold jobs and not on whether the customer has paid for the job in
full, this report will give you the information and backup you need. No value is sent to this
report until a job is invoiced in the system. If your state allows you to pay sales tax after the
customer has paid for a job in full, then print the Sales Tax Collected report instead. Whichever
report you use, be sure to clear the report (type a “Y” at the Did Report Print OK prompt) once
you have a readable copy and are ready to pay sales tax.
2.) Process salesperson commissions and print Commissions Report—be sure to clear the report
for each salesperson. This can be done in the Salesperson Payables module located in the Sales
Processing menu.
3.) Print Inventory Valuation report and compare to the total of your Inventory asset accounts.
Large discrepancies should be investigated on a monthly basis to prevent substantial year-end
adjustments to your inventory value. If you are using a calculated Cost of Sold Goods formula
to make monthly adjustments to your inventory, be sure to make a journal entry based on those
values to update your General Ledger. Please Note: If your material Product Codes contain an
inventory, revenue and cost of goods account, you are not using a calculated Cost of Sold Goods
method of inventory valuation.
4.) Run the Catalog End of Month/Year module in the Inventory Maintenance menu. This will
clear Month-to-Date fields in the Catalog Maintenance screen. At the end of the year, this
function will clear Year-to-Date fields.
5.) Print A/R Aging Report (Standard)- this report should be printed at the end of every month to
give you Aging information for the month; however, you can print the A/R Aging Report (As
Of) for any prior date to pull up past A/R Aging data. The total of this report should be
compared to the balance in your Accounts Receivable G/L account to make sure it matches. If it
does not, you should check the report for accuracy and then make an adjustment to your A/R
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6.)
7.)
8.)
9.)
334
account if applicable. This report should be printed and G/L entries posted prior to any new cash
receipts posted or invoices processed in the system.
Process Service Charges/Print Statements (optional)- if you have set up the system to
automatically assess Service Charges on accounts that are past due, you must run the Service
Charge Processing module. You can then Print Statements and any Service Charges will
automatically be reflected on the Statements. If you do not wish to assess any automatic Service
Charges, you can still print Statements on a monthly basis to mail out to customers. Please Note:
A Service Charge can be added manually to a customer’s account through the Accounts
Receivable Open Item Maintenance module
Run the End of Month Processing module in the Accounts Receivable menu- after all monthend A/R reports have been run and before any new activity is entered in the system for the next
month, this module should be run. All month-to-date fields will be cleared and all cleared open
items will be moved to the applicable History modules. If it is the end of the year, you will
access this module to run end-of-year processing so the system will clear all year-to-date fields
in preparation for the new year.
Print Open Invoice Listing- the total of this report should match your Accounts Payable G/L
account balance unless any invoices have been posted to a future period. If there are any
discrepancies, review the report for accuracy and then make any applicable changes to your A/P
account.
Perform Bank Reconciliation- this module allows you to reconcile each G/L bank account
you use in the system with your bank statement. It will also display a running bank
balance for each of those bank accounts. When you receive your bank statement, you
will use this module to reconcile that statement with the information in the system.
10.) Run the A/P End of Month Processing module in the Accounts Payable menu- after all monthend A/P reports have been run and before any new activity is entered in the system for the next
month, this module should be run. All month-to-date fields will be cleared and all cleared open
items will be moved to History. If it is the end of the year, you will access this module to run
end-of-year processing so the system will clear the year-to-date and year-to-date discount fields
in preparation for the new year.
11.) Change Default Posting Period- to make sure all current activity is posted to the current period,
you must advance the Default Posting Period. To access this field, go into the System
Maintenance menu and pull up the System Control Maintenance module. The Default Posting
Period field can be found in the Company Control level. Arrow to that field and type in the next
accounting period number—be sure to Save Changes when you exit this screen.
When you are ready to close a period in the General Ledger, the following steps should be performed in the
system. You do not have to close a General Ledger period at the end of every month; however, it is
recommended that a period be closed as soon as all activity has been entered for that period.
1.) Enter Journal Postings- make sure all bank charges, credit card charges and any other
applicable journal postings have been made in the system for the period you are about to close.
If you make any entries at this time, be sure to run the Print Journals/Update General Ledger
report module to see those entries reflected in the Trial Balance and other financial statements.
2.) Print Trial Balance- a Trial Balance can be printed at any time for any open period in the
system. When you are ready to close a period, this report should be reviewed to make sure you
are in balance prior to printing a Balance Sheet.
3.) Print applicable Financial Statements- these must be formatted in the system prior to printing
the first time. Once a period is in balance and all applicable data has been entered for that
period, you should print your financial statements, i.e., Balance Sheet, Income Statement, etc.
You can format multiple financial statements depending on your company’s needs.
4.) Run the End of Month Processing module- once a period is in balance and after all financial
statements have been printed, this module should be run. Please Note: once an accounting
period is closed it cannot be re-opened. All account balances will roll over to the next period
during this process.
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APPENDIX E – ENTERING PAYABLES REFERENCE
This is a quick reference sheet on how to enter payables side invoices, debit memos, or credit memos (all
referred to as Open Items in the system) into the Accounts Payable Open Item Maintenance module.
Payables should be entered on a daily basis. RollMaster allows you to enter open items in more than one
period at a time. When you have entered all of your open items, you must print an Open Items Adjustment
Register, which is a list of everything you entered, regardless of the posting period. It will only list the open
items that have been entered in the system since the last time the register was printed. You must clear this
report by typing a “Y” at the Did Report Print OK prompt—make sure you have a readable copy before
clearing the report. At the end of the day, you will go to the General Ledger Reports menu and run the Print
Journals/Update General Ledger module to print all of your journals for the day and send all data on those
journals to the General Ledger.
Entering an Open Item:
1.) Function: type an “A” for Add and hit enter. Posting Period: type the applicable posting period
for this open item and hit enter. Vendor ID: type the Vendor ID or type the first letter of the ID
and hit enter to perform a lookup.
2.) Open Item Type: type an “I” for Invoice, a “D” for debit memo, or a “C” for credit memo (C and
D are used to create adjustments to existing invoices or to post a credit memo).
3.) Open Item Number: type in the invoice, credit memo or debit memo number.
4.) Open Item Date: type in the date of the open item (not the date you are posting the open item).
5.) Current Balance: type in the total of the open item (for a credit memo, type a minus sign [-] in
front of the numbers).
6.) Beginning Balance: this field will automatically prompt the amount entered in the Current
Balance field. You should only change this field if you are moving old A/P from your former
system and have made partial payments on that invoice. This is a memo field only.
7.) Merchandise Amount: this field will also prompt the amount entered in the Current Balance
field. You only need to change this if the vendor is giving you terms discount on merchandise
only, not including freight and/or sales tax. If that is the case, type in the total merchandise
amount in this field.
8.) Due Date: if terms have been set up in Vendor Maintenance, a date will automatically prompt
based on that information and the Open Item Date. Type in a different date if applicable.
9.) Terms Discount Percent: if terms have been set up in Vendor Maintenance, a discount
percentage will automatically prompt. Type in a different percentage if applicable.
10.) Terms Discount Amount: a discount amount will prompt based on the discount percent entered
in the previous field and the Merchandise Amount. Type in a different amount if applicable.
11.) P.O. Number: this is an important field relating to invoices only. If no P.O. in the system
applies, type a 99 and then hit enter to skip. If you know which P.O. the invoice applies to, type
that number or hit F1 to look it up. When a P.O. number is entered, type a “Y” at the Review
P.O. History prompt. Use the up/down arrow keys to select the items on your invoice and hit
enter on all applicable lines, making changes to cost and freight where applicable. This will tie
the vendor invoice to the inventory record and make any cost adjustments necessary throughout
the system.. Make sure there is an asterisk next to the roll number and hit the Esc key to return
to the A/P screen. Repeat this process if more than one P.O. applies to this invoice.
12.) Reference: any reference information typed here will show in history. Typical use is to enter
sidemark or brief explanation of open item.
13.) G/L Acct: if no default G/L prompts for this vendor type in the G/L account number to which
you want this item posted (hit enter to bring up a G/L Account lookup box). Merchandise
invoices are usually posted to an inventory account or a cost of goods account depending on how
your Product Codes are set up. Expense invoices are posted to the applicable expense account in
the system. If you are unsure, check with your accountant.
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14.) D/C: the first time through, the system knows if the item is a Debit or Credit based on the Open
Item Type you are entering. You can override this field if applicable. If you make a mistake and
have to enter back through this field, the system will automatically prompt the reverse so be sure
you are paying attention to this field.
15.) G/L Amount: the amount entered in the Merchandise fields will automatically prompt. Type in a
different amount if applicable. You can distribute to up to six different account numbers for
each open item. The system knows whether to debit or credit your Accounts Payable account
based on the Open Item Type, you just need to tell it how to distribute the rest. Hit the Esc key
at a blank G/L Acct field to end the distribution process.
16.) DATA OK: if everything is okay, type a “Y” for yes and hit enter. If you need to make a
change, type an “N” for no, hit enter, and then enter the line number you wish to change. If you
need to cancel entirely, type a “C” for cancel and hit enter. Once you have accepted an open
item, you cannot make a change. You will need to delete the item and reenter.
17.) Add Charges to a Job?: if the total of an invoice applies to one job, is not for material, and the
cost has not already been sent to the job, you can add the charges from this prompt—you must
know the job number. If this does not apply, hit enter to skip.
18.) Update Job Cost Detail File: if the total of an invoice applies to one job in the system, you can
enter that job number and the system will send the total invoice amount to a Job Cost module
titled Costs by Source View/Print for that job. This is primarily for special order dealers. Hit the
F1 key or enter to skip this prompt.
19.) Select For Payment Now?: If you are ready to print the check, type a “Y” to skip the Payment
Selection module. If you are entering a Hand Check, DO NOT type a “Y” at this prompt. For
the most part, you will not select items for payment at this point.
When you have finished entering all your open items, print the A/P Open Item Adjustment Register. This
will give you a list of all the entries you have made. When you clear the report, the file will be emptied,
ready for the next batch of open item entries. Please Note: never try to delete an invoice that has been paid
without first voiding the check that paid it. Also, any goods purchased from a P.O. must be received before
you can enter the invoice. Check your Ctrl R screen to make sure the goods have been received. If you try
to enter a P.O. number in field #10 and the goods have not been received, the system will kick you out.
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APPENDIX F – PROCESSING PAYABLES REFERENCE
This is a quick overview of the keystrokes necessary to process payables. If you need more information,
please refer to the complete documentation in the Accounts Payable section of the RollMaster manual.
The following are steps to pay an A/P Invoice with a computer generated check:
1.) Start by printing the Open Invoice Listing in the A/P Reports Menu 1 of 2. This will display the
invoices due for the date range selected based on the due date entered in the A/P Open Item
Maintenance module.
2.) You will then need to select which invoices to pay in the Payment Selection module. Type an
“A” for Add at the Function prompt and hit enter. Type in the applicable Posting Period
followed by the date that you want to print on the checks.
3.) At the Vendor ID field, typer in the first Vendor ID from the Open Invoice Listing.
4.) At the Selection Mode prompt, the choices are SEL for select invoices individually, ALL to
select all items for this vendor, or DUE to select only current items due for this vendor.
5.) At the Discount Code prompt, the choices are NO for no discounts, DUE to only pull up
discounts earned, or ALL to pull up all discounts whether earned or not.
6.) If you entered SEL for Select in the Selection Mode prompt, you will need to hit enter to get to
the Item Number field and then type in an Item Number from the list of open items at the bottom
of the screen. At the Item Type field, type “I” for Invoice, “C” for Credit Memo, or “D” for
Debit Memo depending on the Item you selected.
7.) At the Data OK prompt, enter yes, no, can, or skip to proceed. You can make changes to the
payment amount and discount amount from this field by typing no and then changing the
amounts in those two fields.
8.) When all payments have been entered, print the Items Selected For Payment Listing and review
it for accuracy. Deleting an item from the Payment Selection module does Not delete it from
A/P, you are only deleting the payment selection.
9.) When you have all the open items selected that you wish to pay, you can print checks. If the
checks print okay, then print the Check Register. When you type a “Y” at the Did Register Print
Okay prompt, the file is cleared and ready for the next check printing process.
10.) A Cash Disbursements Journal will be generated when you go to Print Journals/Update General
Ledger during your Daily Processing.
The following are steps to pay an A/P Invoice with a hand check:
1.) At the Function prompt type an “H” and hit enter. At the Posting Period field, type the period in
which the activity belongs.
2.) At the Bank Account field, hit enter to accept the default or hit the F3 key to select a different
bank account.
3.) Enter the applicable Vendor ID; if not known, type the first letter of the ID and hit enter to bring
up a look-up box.
4.) Enter the check number, the date of the check, the check amount, and any discount that may
apply. If Header info. is okay, type “Y” for yes.
5.) At the O/I Num field, type the number of the invoice you are paying. If the invoice has not
previously been entered in the system through Open Item Maintenance, you can add it here “on
the fly” by typing in the number and following the prompts for entering an invoice.
6.) The system will fill in the TP, O/I Date, Due Date, Balance and Payment fields and place the
cursor in the Payment field. Hit enter until you reach the OK column. Type a “Y” for yes if all
info. is correct.
7.) Be sure to print a Check Register when all hand checks have been processed. The system will
place an “H” next to Hand Checks on the Check Register.
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The following are steps to void a hand check:
1. At the Function prompt type a “V” and hit enter. At the Posting Period field, type the period in
which the activity belongs.
8.) At the Bank Account field, hit enter to accept the default or hit the F3 key to select a different
bank account.
9.) Enter the applicable Vendor ID; if not known, type the first letter of the ID and hit enter to bring
up a look-up box.
10.) Enter the check number, the date of the check, the check amount, and any discount that may
apply. If Header info. is okay, type “Y” for yes.
11.) At the O/I Num field, the system will display a list of all Invoices originally paid on the check
and prompt you to accept OK to void the check.
12.) Be sure to print a Check Register when all hand or voided checks have been processed. The
system will place a “V” next to Voided Checks on the Check Register.
13.) Please Note: You cannot void a check that has been printed but not cleared on a Check Register.
You must first print and clear the Check Register.
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APPENDIX G – A/R CUSTOMER ACCOUNT MTC.
REFERENCE SHEET
This is a quick reference sheet on how to enter adjustments to a customer’s account that does not affect job
costing or inventory details. Some of the reasons to use this module are as follows:
1. To write off debit or credit balances
2. To post additional charges like bad check fees or service charges
3. To create debits so you can apply existing credit memo balances to clear the customer’s
account
4. To load beginning A/R balance detail when first going live with Roll-Master
The function command at the top of the screen requires you to add, delete, or inquire on an item. Deleting an
item will create a journal entry in your A/R journal. A posting period is required and should be set to the
period in which the activity took place. You can work in more than one posting period at a time. When
finished entering data, you will print an Open Item Adjustment Register, which lists the work that was
completed in this module, regardless of the posting period. At the end of the day, when your Print
Journals/Update General Ledger, you will see a separate journal for each posting period affected in this
module. Please Note: there is no option to change an existing entry. If you need to make a change, you must
delete the unwanted item and re-enter it through the add function.
Line 1-Customer ID-Enter the Customer ID; if unknown, type the first letter of the ID and hit enter to get a
look up box.
Line 2-Open Item Type-Use “I” or “S” for debit entries to A/R, and “C”, “P”, or “J” for credit entries to A/R.
(A – must be typed in front of the current balance line for credit entries.) If you use the appropriate Item
Type for what you are entering, when reviewing customer history, you will better understand the entries
rather than guessing at items all entered as an “I” or “C”.
Line 3-Open Item Number-This is a number you create for this entry-except when you are entering
beginning receivables-use actual invoice numbers and credit memo numbers for that purpose. If you are
creating a credit memo for an existing invoice, you might use the same invoice number but type a “CM” at
the end to make it unique.
Line 4-Open Item Date-This is the date you want this item to use for aging purposes. The current date will
default, but can be overridden. Discounts allowed will be calculated from this date.
Line 5-Beginning Balance-This should always be the total amount of the entry you are making. The only
time it would be different is if you are loading beginning balances from a prior software system and the
customer had an invoice with a partial payment and you wish to enter the beginning amount of the invoice.
Line 6-Current Balance-This will default from Line 5 above but can be overridden. The G/L account
distribution will be required to match the amount entered here. Remember, credits need a – sign entered as
well.
Line 7-Date of Last Activity-This will prompt the current date and is only a memo field. (This is mostly
used when transferring beginning balances.)
Line 8- and 9-Terms and Net Days-These will prompt from the fields in customer maintenance, but can be
overridden.
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Line 10-Total Merchandise-This will prompt what has been entered in current balance, but can be changed.
The discount amount in Line 8 above will calculate against the amount entered here.
Line 11-Credits this month-This is only a memo field and is mostly used when entering beginning balances
to record the difference between the beginning and current balance above.
Line 12-Reference-Use this line to record the reason for the entry. It shows in Customer Account Status
Inquiry.
Line 13-Cash Discount-The system will calculate the discount using the terms and merchandise amount
fields above, but can be overridden.
Line 14-Lien Date-If a date is entered here, it will appear on the A/R Aging report. You can use the
following codes in place of the date to print the following notations: 777777 will print “BONDCL” to mean a
claim on a bond applies; 888888 will print “NO2ODA” to mean a notice should be sent out within 20 days
form the item date; 999999 will print “LIENED” to indicate an invoice has been liened. (This field can be
updated at any time for any line item in the Customer Account Status Inquiry module.)
Line 15-20-General Ledger Distribution-Hit enter and the G/L Chart of Accounts box will pop up-select an
account an hit enter. In the D/C column, the system will default to a “D” or “C” based on the Item Type you
are entering. This can be overridden if applicable, but keep in mind this entire entry is a journal entry and
debits must equal credits. The amount in the Current Balance fields is one side of the entry and the amount
you distribute in the G/L fields is the other side.
Data OK (Yes, No, Cancel)-At this point, you can make any corrections to the date entered above or cancel
without recording anything. If you type “N” for no, you will enter a line number to change. Remember,
once an item is accepted, you can no longer change it-you will need to delete it and start over.
Keep in mind that you must go to Post Cash Receipts to apply any credits/payments/journal entry credits to
invoices(debits) or service charge entries. If this is not done, the customer account may net to zero, but each
open item will stay open and appear on your A/R Aging as open.
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APPENDIX H – INVOICING PROCEDURES
You can invoice from two places in the RollMaster System—from the first Select Option menu
within a job, or through the “Invoice/Credit Memo” report module accessible from the Sales
Processing Reports Menu 1 of 2. To invoice from within a job, arrow down to the Invoice option in
the first Select Option menu and hit enter. The screen will automatically prompt the order number
of the job you are currently in; hit enter to accept. The following screen will appear:
The next step in the Invoicing procedure is to select those lines you wish to invoice. If you hit the
enter key, the system will select the line the cursor is positioned on for invoicing and an asterisk
will appear to the right of that line denoting that it has been selected. This method is best used for
creating partial invoices. You can use the up and down arrow keys to scroll through and select
applicable lines to invoice. If you wish to select all lines for invoicing, it is quicker to hit the (F3)
key to Select All lines automatically. The (F1) and (F2) keys are used to page up and down in the
screen if there are multiple lines on a job. The (F5) Partial Invoicing, when enabled, will display
“Partial Invoicing On” just above the verbiage “* = Selected.” If you hit the F5 key again, you will
turn this feature off and the screen will display the following: Partial Invoicing Off. (Please Note:
these next instructions assume you are not using the Cut Sheet feature in the system. If you are
using the Cut Sheet feature where the system requires you to enter Floor Plan comment lines in
Order Entry, those instructions will appear just after this next section.) To Partial Invoice a line
hit the F5 Key so that the screen reflects: Partial Invoicing On. Scroll to the line you wish to
Partial Invoice and hit enter to select. This will bring up the following Select Inventory for Partial
Invoicing screen:
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This screen will display all inventory records assigned to the line you are Partial Invoicing, meaning you can
assign from more than one inventory record. From here you can hit enter on any line and type in the work
quantity you wish to Partial Invoice. Once all amounts are entered in the Work Qty. to Invoice column, hit
(F4) to “Continue.” If an “N” is displayed on an inventory record line that indicates that the inventory does
not reside in the current branch and the user can then decide to transfer prior to Invoicing. The system will
then display the following:
At the Sale Quantity to Partially Invoice field, the system will default to an automatically
calculated Sale Qty.; hit enter to continue. The system will then prompt the following: Ready to
Partial Bill this line – Continue (Y/N/) Y. If you have made a mistake or wish to cancel, type an
“N” for no at this prompt—you cannot undo Partial Invoicing once you enter through to accept this
prompt, but you can opt not to Invoice the line. If you are ready to continue, hit enter to accept the
Partial Invoice amount. The system will return you to the Select Order Lines screen and you will
note that the amount of that line now reflects the Partial Invoice amount you just set up and an
asterisk now appears to the right of that line. If you wish to Partial Invoice another line, make sure
the Partial Invoicing feature is still set to “ON” and scroll to the desired line and hit enter. If there
are other lines on the job that need to be fully Invoiced, first make sure the screen displays the
following: Partial Invoice Off-use the F5 key to toggle this feature on and off. You can then scroll
through and hit enter to select those additional lines for Invoicing. Once all lines have been
selected, hit the F4 key to Continue and follow the Invoice print procedures as you normally would.
Please Note: the system will also allow you to Partial Invoice a Labor Line and a Special Charge
Line. Also, When you Partial Invoice a line, the system automatically creates a new line in the
Enter Line Items screen to reflect the balance to be invoiced at a later time.
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On RollMaster systems where the full Cut Sheet program has been turned on, the Partial
Invoicing feature still works but you can only Partial Invoice entire Floor Plan comment lines. In
other words you have to select which Floor Plan comment lines to Invoice and you cannot select an
amount for less than what is showing on any one Floor Plan comment line. To illustrate a Partial
Invoicing feature in this scenario, when you hit enter after hitting the F5 key to toggle on the Partial
Invoice feature, the Partial Invoicing screen will appear as follows displaying all the Floor Plan
comment lines:
If there are a large number of Floor Plan comment lines, use the (F1) Prev. Pg. and (F2) Next Pg.
function keys to scroll back and forth between the screens while you are making your Partial
Invoicing selections. As mentioned above you have to select an entire Floor Plan comment line
through this feature. Therefore, when you hit enter on a Floor Plan comment line the system will
place an asterisk to the right of that line. If you hit enter again the line will be Unselected and the
asterisk will disappear.
To resume the Invoice process, once all applicable lines have been selected, hit the (F4) key to
Continue. The following message will prompt: Invoice Selected Order Lines Are You Sure?
(Y,N) Y. If you made a mistake or do not wish to continue with the invoicing procedure, change
the prompt to “N” for no; otherwise hit enter to continue. The following screen will appear:
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The box at the lower right side of the screen (This Job …) is asking you to verify once again that
this is the correct job to invoice; hit enter to accept. An Invoice Date box will then appear with the
current date; you can back date or post-date the invoice or hit enter to accept the current date. If
you change the date, be sure to type in eight digits—two for the month, two for the day, and four for
the year, e.g., 01152010. After entering the date, a Posting Period box will appear reflecting the
current default posting period. You can accept this posting period by hitting enter or override the
field to the period to which it should be posted. (Please Note: Changing the Posting Period should
only be done with the knowledge of the accounting department!) Once you have entered through
the Posting Period box, the system will perform a series of accounting functions which you will see
flashing on the screen. The system is automatically performing the following accounting functions:
Crediting Revenue / Crediting Sales Tax Payable / Debiting Customer Deposits
if one was taken / Debiting Accounts Receivable if there is a balance due /
Debiting Cost of Goods Sold if applicable* / Crediting Inventory if applicable* /
Creating Salesperson Commission information / Updating Sales Analysis
*These functions will depend on how your product codes are set up. See Product Code
Maintenance for more detail.
After the above information is processed, a Customer Terms box will pop up at the bottom right of
the screen. It will reflect any terms that were set up in the Customer Maintenance screen—you can
override this screen with new terms if applicable. Enter through this box or hit the Esc key to
continue. At this point you are not quite finished, you still need to print the Invoice in order to
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complete the process. The screen should now display all the material/labor lines you chose to
invoice. At the bottom of this screen you will see a series of function key options that appear as
follows:
If you want the material/labor lines to print on the Invoice just as they appear on the screen, simply
hit the (F3) key. If you wish to hide the lines completely and add your own comments to the
Invoice instead, follow these directions: Use the (F4) key to delete a line at a time or the (F6) key to
delete all lines at once. Then hit the (F5) key to add your comments—you need to hit the enter key
at the end of every comment line in order to save the information. The comment will appear as a
line item after you hit enter. Use the Esc key to exit out of the Comment function and then hit the
(F3) key to print. (Please Note: there is an additional method for customizing the print out
explained below after the Print Line Header prompt.) After you hit the (F3) key, the following
prompt will appear:
This prompt will allow you to switch the “Ship To” and “Sold To” addresses so that the Ship To
address will display in a window envelope. This is primarily for property management companies
that must address the invoice to the property but ultimately receives payment from the management
company. If you need to switch the two addresses, select “Yes” at this prompt and hit enter;
otherwise just hit enter to proceed. The system will then prompt the following:
If your store uses pre-printed Nebs (New England Business Systems) forms, choose “Print On Nebs
Form,” otherwise select “Print On Plain Paper.” The Plain Paper with Tearoff and Print On
Standard Form options were developed for specific customers. If you would like to look into using
one of these two forms, please email Customer Service at support@rmaster.com. Once you make
your selection, the following will prompt: Print Line Header (Y,N) Y. You should only print the
Line Header if you did not delete the material/labor lines. The Line Header prints above any
comment lines as such:
LINE
PRODUCT/STYLE
COLOR/TYPE
SALE QTY
PRICE
EXTENSION
The system will then prompt the following: Print Prices On Lines? The system will allow you to
show the material/labor lines but hide the price extension. You can use this option instead of hiding
the material/labor lines. Again, the question is defaulting to “Y” for yes so hit enter to accept or
type “N” for no. If you type an “N” for no, the system will then ask you if you wish to print
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quantities on lines. That prompt will default to “N” for no so hit enter to accept or type a “Y” for
yes to show quantities. If you choose to not show prices or quantities, you will then get an
additional option to Print Line Extensions. If you want to show the total of each line, type a “Y”
for yes at this prompt. The system will then prompt the following: Number Of Copies: 1. You
have the option of printing multiple copies of this invoice. Enter to accept “1” copy or type the
desired number of copies. The next message to prompt will be the following: Eject Page. You
should always hit enter at this prompt to eject the page. In fact, whenever this message pops up you
should always hit enter to eject the page. This function resets the paper in the printer to begin at the
top of the next page when using a dot matrix printer. The last prompt you need to get through to
finish invoicing appear as follows: Close Job. This is an important question and one that requires
consideration of the following information: 1.) Closing a job does not permanently prevent you
from opening the job back up if and when necessary; 2.) If the job has been installed and all
material/labor lines on the job have been invoiced, there is no reason to keep the job open, unless
your store policy is to only close jobs at the end of a month; and 3.) If you are not sure about closing
the job, you can close it later in the Order Entry screen using an option titled “Cancel/Close” in the
first Select Option menu (explained below). If you need to reopen a job consult with your
management staff about that procedure.
When you have entered through the Close Job prompt the system will place you back at the Job
Number field. Enter another job number to Invoice or hit the Esc key to get back to the Sales
Processing menu. Please Note: there is a System Control level option that will allow you to hide
the Subtotal, Sales Tax, Gross Total, and Total Deposits amount on the Invoice print out, leaving
only the Net Total. (See the System Maintenance section of the System Administration
documentation for complete details.) Special Note for Multi-Branch Companies: The Inventory
G/L Account of the branch where the inventory resides at the time of invoicing will be decreased
instead of the invoicing branch. In the invoicing branch, the system will send values to that
branch’s revenue and cost of goods accounts. If the invoicing branch’s inventory account needs to
be decreased during invoicing, then you must first perform an inventory transfer in the system prior
to invoicing. Please see the Inventory Control section of the Order Processing Manual for
information on transferring inventory.
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APPENDIX I – LOADING BEGINNING G/L BALANCES
Once all of your General Ledger Account numbers have been entered in the system through the Account
Maintenance Inquiry module in the General Ledger menu, you can enter your beginning account balances in
the system. The best source for getting this information is from a Trial Balance from your old accounting
system or from your CPA. If you are starting a new year on the system, you can use your year-end balances
as your beginning numbers and journalize those into period 12 of the previous year. If you start in period 1,
you should only journalize your year-end Balance Sheet items (assets, liabilities, equities). If you are starting
mid to late year on the system, you can use year-to-date figures for the period prior to your “going live”
period on the system—this is the method most companies prefer. However, you can start out in period 1 of
your fiscal year and journalize the change in each subsequent period until you reach your “live” period.
To load your beginning balances, you will perform a series of journal entries in the Journal Posting
module located in the General Ledger menu. (Instructions for using this module can be found in the
General Ledger section of the Retail Documentation.) Make sure the open G/L period is set to the
period in which you want to journalize your beginning balances. If it is not, you will need to clean
up and close any previous periods. To clean up a period, print a Trial Balance for the period and
make offsetting debits and credits to any accounts with values. Run the Print Journals/Update
General Ledger report module to update the system and then print another Trial Balance to make
sure the bottom line total for that period is zero. You can then close that period through the End of
Month Processing module in the General Ledger menu.
If you are working from a Trial Balance to load your beginning numbers, you will simply go down
the list of account numbers and make a lump sum debit or credit entry to each account with a
balance showing on that report. By the end of the report, your debits should equal your credits and
the bottom line figure on the screen should match the bottom line figure on your Trial Balance. If
you are using both a Balance Sheet and Income Statement to get your beginning numbers, it is
important to note that you should not enter a Current Earnings or Current Profit figure from the
Balance Sheet. The Balance Sheet that you will format in the system will automatically calculate a
current earnings value when you print that report. [If you are only using a Balance Sheet to
journalize your beginning numbers as in the case of using only Balance Sheet items to journalize
beginning numbers in period 1, you do need to enter the Current Earnings figure.] Also, at the end
of the year, if you have entered a Current Earnings account number in the Retained Earnings field
of the Company Maintenance module, the system will automatically calculate a profit figure and
post a debit or credit to that account during End-of-Year processing in the General Ledger. You
will then need to make a journal entry to move that figure to your Retained Earnings account.
Once your beginning G/L Balances have been journalized, you should print a Trial Balance from the G/L
Reports menu to double-check your entries—be sure to run the Print Journals/Update General Ledger report
module first to update the system. Before you can print an Income Statement or Balance Sheet, you must
first format these reports through the Report Format Maintenance module in the General Ledger menu.
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APPENDIX J – CREDIT HOLD PROGRAM
EXPLANATION
Within the RollMaster System are optional settings that will allow you to implement Credit Hold
and Past Due Credit Limit control features. If you do not wish to utilize these features, simply do
not turn these features on in System Control. If you would like to utilize these features, this
documentation will explain how to turn on the features and how to implement them in the system.
Please Note: If you turn on these features, all open jobs will immediately be affected, so please read
through this documentation thoroughly to understand how these features will impact the system.
System Maintenance (How To Turn On Credit Hold Features):
In the Company Control 2 level of the System Control Maintenance module, there are two
controls that are both tied to the Credit Hold program. They are as follows: “Credit Control to
Disallow W/O” and “Mail Float Days, <for Credit>.” The first option is a two-part control. If
you type a “Y” for yes in the first field, that will actually turn on the Credit Hold program. With the
Credit Hold program turned on, all jobs are immediately affected and the system will not allow the
processing of a Work Order or Invoice on jobs where the customer is over their credit limit or has
past due invoices. (Please Note: there are two User Control features that will allow certain Users
to override the Approval status on a job-by-job basis.) If you turn on the first field, but don’t want
your C.O.D. customers with a zero credit limit to be affected, you must type a “Y” in the second
field. The second field in the Credit Control feature will allow processing of Work Orders and
Invoices on C.O.D. customer jobs, but only if they do not have past due Invoices on their account.
The Mail Float Days control will allow you to add some days to the Credit Hold cutoff time on
unpaid Invoices. For example, if your customer is set to Net 30 in Customer Maintenance, and you
want to float the customer another 3 days beyond the Net 30, you will type a “3” in this field.
In the User Control 2 level screen of the System Control Maintenance module, there are three
controls tied to the Credit Hold program. They are as follows: “Allowed to Approve CBD Status
Customer”, “Allowed to Approve Jobs Over Credit Limit” and “User: halt/allow processing
for all jobs.” The first option controls whether a User can approve CBD (Cash Before Delivery)
customer jobs for processing Work Orders and Invoices. If they can override Approval status on
CBD jobs, then set this control to “Y” for yes; if they can’t, then set this control to “N” for no. The
second control determines whether a User can approve a job for credit that is over the credit limit
allowed for the customer. With this control set to “Y” for yes, the User will be able to change the
credit status on a job from “N” to “Y” either from the job or in the Approve/Select Jobs module
accessible from the Accounts Receivable menu. This control does not allow them to use or change
the “X” or “A” Credit Hold status. The third option gives Master Credit Override permission to the
User if it is set to “Y” for yes. This means that if a User with this permission changes the Credit
Hold status on a job to “X” to disable processing, that job cannot be processed unless that User
determines the job can be processed and then changes the status from an “X” to a “Y” or “A.” An
“A” status means a job can be processed where past due invoices exist on a customer’s account.
Only a User with this option set to “Y” for yes can approve jobs for customers with past due
invoices.
Sales Processing (How Credit Hold Features Impact Open Jobs):
There is an Approved field in the Order Entry/Maintenance screen to the right of the
Salesperson ID fields that is tied to the Credit Hold program and displays only if this feature has
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been turned on in System Maintenance. If it is turned on, the system will not allow a Work Order
or Invoice to be processed on a job where the customer is over their credit limit or has past due
Invoices on their account. If one of these conditions exists, there is a User Control option that will
allow key employees to override the Approval status but no other users will be allowed to approve
these jobs. A User with Credit Override permissions will be able to enter to the Approved field and
change a status of “N” for no to “Y” for yes, which will allow a Work Order or Invoice to be
created. (Please Note: to get to the Approved field, you must enter all the way through the Ship To
box fields rather than using the Escape key shortcut.) If the Approved status is “X”, that means a
User with Master Override permissions has determined that the Approved status cannot be changed
by anyone else. An “X” status can not be changed from the order entry screen, it must be done
from the Approve/Select Jobs module in the Accounts Receivable menu. If the Approved field is
set to “Y” for yes but the customer has past due invoices, the system will still not allow processing
of the job. When you try to print a Work Order or Invoice, the system will halt the process and
prompt the User that Past Due Invoices exist for this customer. The system will then automatically
change the Approved Status to “N” for no so it will appear on the Jobs Not Approved Report found
in the Accounts Receivable Reports menu of the system. The status on the customer must then be
changed to an “A” for Approval for Past Due and it can only be done from the Approve/Select Jobs
module by a User with that permission.
Accounts Receivable (How To Manage the Credit Hold Program):
In the Customer Maintenance module, in the F4 Account Information option, the system will
display a running total for the balance on credit approved Invoices and open jobs in the Approved
Credit Balance field.
In the Customer Status Inquiry module, if an Invoice or a portion of an Invoice has been marked
as Disputed through the F2 Change Lien Date feature, the system will not consider that amount as
part of a customer’s credit limit or as past due for credit hold approval purposes.
A module titled Approve/Select Jobs can be found in the Accounts Receivable menu and works in
conjunction with the Credit Hold program. If the Credit Hold program has been turned on, you can
then use the Approve/Select Jobs module to manage Credit Approval on a job-by-job basis for each
customer. As soon as the Credit Hold program is turned on, every job in the system will
immediately be affected. For every customer that is either over their credit limit or past due on an
invoice, the system will not allow processing of a Work Order or Invoice on those jobs. However,
through this module, if a User has Credit Approval control, they can change the Credit Status
Approval on a job through this module. (Please Note: Credit Approved Status can be changed from
an “N” to a “Y” in the job if the User has that control enabled. Please see the Sales Processing
section for more details on that function.) When you enter this module, the screen will appear as
follows:
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The cursor will be positioned at the Branch field. Hit enter to accept the current branch or type in a
new Branch ID. At the Customer ID field, you can hit enter to get a lookup or type in the ID for
the Customer you wish to View/Change jobs for Credit Approval. In the Install Date fields, you
can change the dates to view only those jobs scheduled to be installed during a particular time frame
or you can enter a date range that will allow you to view all jobs in the system for the customer.
The Credit Limit (CrLmt) field will display the current Credit Limit on the Customer’s account.
The Approved Credit Balance (Apprv Cred Bal) field will display the balance for all jobs currently
approved for credit. The Not Approved Balance (Not Apprv Bal) field will display the total of the
jobs that have not been approved for credit. Once you have entered an Install Date range, the
system will pull up all applicable jobs on the screen as follows:
As indicated at the bottom of the screen, if a User has permission to override the Credit Status on a
job, they can hit enter on a line to change the Credit Status and it will automatically update the job
accordingly. The X – disable processing means that if an “X” is typed on a line, no one can
override the Credit Status to allow processing of the job unless they have Master Override
permission which is granted in the User Control 2 screen. This is the final determination for that
job and the system will not allow a Work Order or Invoice to be processed for that job. To change
the approval from an “X”, a User with that permission must type another “X” and the status will
change back to “N” for Not Approved so that it can then be changed to “Y” or “A”. The “A” for
Past Due Approval allows a User with that permission to approve jobs where the customer has past
due invoices. In this case, a job may be approved for credit based on the credit limit but if there are
past due invoices on the account, the system will still not allow processing of the job. In order to
approve a job for processing where a customer has past due invoices, the Approval must first be set
to “Y” by hitting enter on the line and then you can type an “A” on the line. Again, if the Credit
Approval status on a job is set to “Y” for yes but the customer has past due invoices, the system will
not allow processing on the job unless the status is changed to “A” for Past Due Approval. If the
Approved Status on a job is “Y” because the customer is under their credit limit, but they have past
due invoices, the system will catch it when a User tries to print a Work Order or Invoice. The
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system will then automatically change the Approved Status to “N” for no so it will show up on the
Jobs Not Approved report. The “X” and “A” status can only be used from this module, they can not
be used from the order entry screen.
A report titled Jobs Not Approved Report can be found in the A/R Reports Menu 1 of 2 and works
in conjunction with the Credit Hold program. All jobs that are not approved for credit will appear
on this report. This report can be customized by Branch, Job Type, Open Date, Install Date,
Salesperson, and Customer. If a job appears on this report, the Credit Approval status on that job
can be managed from the Approve/Select Jobs module located in the Accounts Receivable menu.
When you enter this report module, the system will place the cursor in a Select Option menu. If you
wish to see all jobs not currently approved, simply enter to the Print option and hit enter. If you
wish to customize the report, make your criteria selections and then enter to the Print option and hit
enter. For each job, the report will display the Customer ID, Branch the job is in, Install Date,
Order Date, Job #, Salesperson ID, Job Type, and Total Sale on the job. It will then total all sales
for each customer and at the end of the report it will total all sales for every job displayed on the
report.
Important Note: The Credit Hold program will not register any invoices added through the
Customer Account Maintenance module for determining Credit Hold Status on a customer’s
account. In the case of a bad check where an Invoice has to be re-setup through Customer Account
Maintenance, the Credit Manager should then review the account and disable any jobs manually.
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APPENDIX K – HOW TO HANDLE BUILDER UPGRADES
1. Use territory code maintenance to build a territory for each builder (or each builder’s subdivision
if you prefer AR reporting and sales analysis this way). We suggest using the Builder ID as the
Territory Code. Use this territory code on both the builder and homeowner customer records.
2. Open a job using the homeowner's ID, and build the job with the actual items and pricing that the
customer has chosen. Add 2 Special Charge lines (factor 09), 1 with a positive qty of 1 and the
amount of allowance the builder has given the customer, and the other a negative qty of 1 for the
same amount. You must also put a cost equal to the sell, so it will not have any margin impact.
Note: Use the qty field to make the line positive or negative, not the cost and sale fields.
3. Post the deposit the homeowner has given, being careful not to leave any overpayment.
4. Invoice the homeowner for all the lines except the positive quantity and negative quantity special
charge lines. Don't close the job. Go back into the job and invoice the negative quantity special
charge line. This will produce a credit memo. During the credit memo process you may enter the
invoice number of the first invoice and apply the credit memo to the balance. Again, don’t close the
job.
5. Change the header to the builder customer ID. Invoice the positive quantity special charge line.
You may now close the job if you wish.
Results:
1. The AR Aging may be run by customer ID to see just what the builder owes and if the
homeowner has a balance. They will appear under their own ID.
2. AR Aging by territory will print and total for each territory, so it will total amounts due for each
builder/homeowner or subdivision/homeowner group.
3. Sales Analysis by Territory will reveal all amounts for the Builder or Subdivision (including the
homeowners portion).
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APPENDIX L – SALESPERSON TRAINING SUPPLEMENT
Salesperson Training Supplement
Procedural Flow & Keystroke Instructions for Job Entry
Introduction:
This supplement is a quick reference of the flow and keystrokes used during initial job entry in the
RollMaster System. It is ideally used for training new salespeople on the system. This supplement
is intended as a guide only—your system administrator is the final word on procedures for your
company. Important Notes: For the purposes of this supplement the symbol “(E)” stands for the
Enter key on your computer keyboard. The word “select” means to position the cursor on a menu
item. Make sure your Caps Lock key is enabled.
Pulling up a new Job Entry Screen:
1. If User Control settings have been activated in the system, you will need to enter your user ID
and password to access the Master Menu.
2. From the Master Menu, select Sales Processing and hit (E) to pull up the Sales Processing
menu.
3. From the Sales Processing menu, select Order Entry/Maintenance and hit (E).
4. The system will prompt a “Select Printer” box; select a printer and hit (E).
5. The system will then prompt a “Select Option” box; select Job Entry and hit (E).
6. The Order Entry/ Maintenance screen will come up on the screen and the cursor will be
positioned at the Order Number field. Hit (E) to accept the next available order number and
the system will prompt the following: Open New Job Now? (Y/N): _. Type a “Y” for yes and
the system will place the cursor at the Customer ID field. Please Note: if you are converting a
quote to an order be sure to hit the F2 Key to Read Quote before entering a Customer ID.
Creating a Customer ID and Adding Customer Information:
7. To avoid creating more than one ID for a customer in the system, you need to perform a
customer look-up to see if the customer has previously been added in the system. At the
Customer ID field, type in the first two-to-three letters of the customer’s last name and hit (E);
the system will prompt the following: Customer Not Found! New Cust? (Y/N) N. The
default is set to “N” for no so hit (E) to bring up the Customer Look-up box. If you see the
customer’s name, position the cursor on the name and hit (E) to read the customer information
into the job.
8. If you do not see the customer’s name, hit the Esc key to return to the Customer ID field.
Following the guidelines established by your company for creating a Customer ID, type in the
new ID and hit (E) if less than eight characters. The system will again prompt the Customer Not
Found message; this time you will need to type a “Y” at the prompt to add the customer
information to the system database.
9. Fill in the Customer Maintenance screen completely and hit (E) at the “Keep, Change, Cancel”
prompt to save the customer information. The system will then fill in the Sold To information
in the job entry screen and place the cursor at Order Date field.
Completing the Remaining Data Fields:
10. At the Order Date field, hit (E) three times to accept the current date or type in a new date
using eight characters—two for the month, two for the day, four for the year, e.g. 10242008.
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11. At the Contact field, hit (E) to skip, or add a contact name if customer is a business.
12. At the Code field, hit (E) to bring up following prompt: SHIP TO Same As SOLD TO?
(Y,N)Y. If Ship To information is the same, hit (E) to proceed. If Ship To information is
different, type an “N” and the system will bring up a list of existing Ship To Codes for this
customer. To create a new Ship To code, hit the Esc key to bring up the Ship To Code
Maintenance box. Type in new code, address, and tax information and enter all the way through
the box to save new information.
13. At the Salesrep. field, the system will fill in your ID hit (E) to accept. If you are splitting
commission on the job, enter the second salesperson ID; otherwise, hit (E) to skip.
14. Enter through the Contract/Invoice field and accept the default.
15. Hit (E) through the Job Type field.
16. At the Job Status (Jstat) field, hit enter for a lookup and select the applicable option.
17. At the Customer PO # field, type in your customer’s PO number if applicable; otherwise hit (E)
to skip this field.
18. At the Installation Date field, unless an installation date has been confirmed, hit (E) to skip this
field and leave the date blank.
19. At the Initials field, leave blank unless you have entered an Install Date and are authorized to
do so.
20. At the Special Instructions field, type in any applicable special instructions based on your
company’s procedural guidelines, or hit (E) to skip this field.
21. As soon as you enter through the Special Instructions field, a Select Option box will pop up on
screen. If your customer has put down a deposit on the order, select Deposits and hit (E). The
system will bring up an Enter Customer Deposit box; type in the deposit for the job. The system
will then place you back in the Select Option menu.
Entering Material Line Items:
22. From the Select Option menu, select Enter Line Items and hit (E).
23. The Enter Line Items screen will come up and the cursor will be positioned at the Type column.
Hit (E) to get a Product Code Look-Up screen. Select the Product Code that corresponds to the
item you are selling and hit (E). You can also use the F2 Wild Card option to search for a style.
24. The cursor will then move over to the Product/Style column. If you did not use the F2 Wild
Card search, type in the first three letters of the style name and hit (E) three times to pull up the
Select Catalog Item screen. Scroll through the list until the cursor is positioned on the style and
color you need and hit (E) to select.
25. At the Work-Quantity (W-Qty) column enter linear feet for all roll goods (convert inches to
decimals) and other items sold by the linear foot, square feet or cartons (check with system
administrator) for hard surface goods, and number of units for items sold by the piece. Hit (E)
when complete.
26. The cursor will then move over to the Sale-Quantity (S-Qty) column. The system will
automatically fill in the S-Qty column. Hit (E) to accept.
27. The cursor will then move over to the Price column. Hit (E) to accept the default price, type in
a new price, or hit the F1 key to pull up a Pricing Table.
28. The cursor will then move over to the Tax column and the system will default to “Y” for yes on
all material goods. Hit (E) to accept.
29. As soon as you enter through the Tax column, the system will automatically calculate a Total
price for the line and prompt the following message at the bottom of the screen: Assign/Reserve
Now?.
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30. To assign inventory or create a purchase order (PO) for material, hit (E); otherwise, type an
“N” at this prompt. If you hit (E) at the Assign prompt, you will need to perform one of the
following scenarios:
a) If inventory is in stock, the system will pull up a Select Inventory screen. Select the
inventory and hit (E) to assign to your job (follow prompts until full amount of inventory
needed has been assigned). The system will then place you back at the Enter Line Items
screen.
b) If no inventory is in stock and you need to order, at the Do You Wish To Check
Another Branch prompt, hit (E). (If company has multiple branches, check with system
administrator on company procedure regarding assigning inventory from other branches.)
The system will then look to see if there is an open PO in the system for this material. If it
finds one, it will bring up a Reserve From On Order Inventory screen in which you can
reserve inventory. If all inventory on the PO has already been assigned to other jobs, you
can hit F1 to add a line to the existing PO, or create a new PO. If it does not find an open
PO, it will prompt the following: No On Order Available, Purchase? (Y,N): Y. Hit (E)
and the system will pull up an Enter Purchase Order screen. Hit (E) to accept the next
available PO number. If you are not placing the order at this time, enter all the way through
the PO to the Memo line. If you need to leave the purchasing or receiving departments a
message, you can use the F2 For PO Notes key.
Entering Labor Line Items (Procedures assume company has catalog of labor items):
31. From the Type column, type an “L” and hit (E) to pull up a listing of Labor Product Codes.
Select a labor code and hit (E).
32. At the Description field, hit (E) four times to pull up the Select Catalog Item screen. Scroll
through the list until the cursor is positioned on the labor description you need and hit (E) to
select.
33. At the Estimated Hours field, only if your installers are paid by the hour, enter the number of
hours you estimate an hourly installer will take to complete the installation.
34. At the Work Quantity field, type in the yardage or footage, etc., for which the installer will be
paid and hit (E)—you need to complete this even for hourly installers.
35. The system will automatically fill in the Sale Quantity field; hit (E) to accept or change as
needed.
36. The system will automatically fill in the Cost (each) field; hit (E) to accept or change as needed.
37. The system will automatically fill in the Sale (each) field; hit (E) to accept or change as needed.
38. The Tax field will default to how labor is taxed in your state. The system will then place the
cursor at the Select Option menu; hit (E) to view labor line on screen.
39. Please Note: Special Charge lines will go on very similarly to Labor lines.
Adding Line Comments/Customer Address Info.:
40. To add a comment line to material or labor lines, arrow to the line and hit the F6 key. The
system will pull up a Modify Line Comments screen; hit (E) to add comment. Select the type of
comment line and hit (E). Type in comment and hit enter when finished. Hit the Esc key to
save and return to Enter Line Items screen.
41. To add customer address or job site information to the work order, from the Select Option
menu, hit F1 for Customer Notes. Select Customer Address notes and hit (E). Put an asterisk at
the beginning of each line (up to six lines will print on Work Order) and type in address
information. This address information will transfer to other jobs with this customer and address.
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When finished, hit the Esc key and then hit (E) to save. Please Note: Job Number Notes will
apply to this job only. Any notes entered here will also print on the Work Order if you type an
asterisk in front of the line—up to six lines.
Printing the Sales Agreement and Work Order:
42. To print a Sales Agreement, from the Select Option menu in the Enter Line Items screen,
select Print Agreement and hit (E). Follow the prompts until you get to the Comment Lines
screen. Add any additional comments to the Agreement and hit the Esc key when you are ready
to print.
43. To print a Work Order, from the Select Option menu in the Enter Line Items screen, select
Print W/O and hit (E). Hit (E) at the Job Number field and again at the “This Job?” prompt.
After making any customizations, hit the F3 key to print. Follow the remaining prompts to
print. Please Note: you should not ship any material on a Work Order that is not about to leave
the warehouse—this will make it much easier to keep a handle on physical inventory.
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APPENDIX M – FAXING PROCEDURES ON
ROLLMASTER
For those customers using the Graphical User Interface functionality, you can now, with a little setup, send faxes from your RollMaster system. Other than RollMaster GUI, you will need to have
separate Fax Software, such as eFax or WinFax, etc., installed on the PC or laptop from which you
would like to send faxes. On the RollMaster side, you need to create a new printer and title it FAX.
Printers are set up from the Hardware Maintenance menu, which is accessible from the System
Maintenance menu. From the Hardware Maintenance menu, enter into Printer Set-up And
Maintenance and add a new printer titled FAX. It doesn’t matter what you enter in the other fields,
just that you name the new printer FAX. Once the new printer type has been created, when you
select FAX from the Select Printer option box, the following box will appear:
Type a file name for this fax that is not more than 10 characters and don’t add any extension such as
“.doc,” the system will do that automatically. Once you type and hit enter, then continue on with
creating the document you would like to fax. Once you have “printed” the document, the system
will save the document with the name you gave it under the My Documents file on your C: drive if
you are running thin client, or if you are running the software local on your machine then it will be
in the working directory. If you are running thin client, the system will prompt the following
message after you create a fax:
At this point, you will enter into your fax software program and locate the file just created to fax to
the desired recipient. Faxes will be stored there until they are manually deleted.
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Appendix N – RollMaster System Cost/Profit Screen
View/Reports
With & Without Sales Commission
Screen View/Report =
No Sales Commission
Sales Processing
Modules:
Screen View/Report =
Shows Sales Commission
Invoice Register
Invoice Register (History)
Salesperson Profitability Report
Salesperson Commissions Report
Salesperson Payables History
Job Cost Modules:
Cost Maintenance-1st Screen
Budget Maintenance-1st Screen
Detailed JC View/Print-Cost Review Screen
Job Cost Margin
Cost Maintenance-2nd Screen
Budget Maintenance-2nd Screen
Detailed JC View/Print-(P)rint Job Report
Job Cost Detail
Job Analysis Summary
Work In Process – Costs From JC
Work In Process – By Invoice Date
Billed vs Unbilled – Costs From A/P
Billed vs. Unbilled – A/P w/ Paid Invent.
Job Analysis – By Invoice Date
Budget Vs. Actual
Customer Maintenance-(F4) Acct Info.
Account History Inquiry
A/R Modules:
Sales Analysis
Modules:
Sales Analysis-all reports
Sales Analysis Est. Progress Billing
Owner Functions:
Overbill/Overhead Job Cost Margin Rpt.
True Job Cost View/Print-1st Screen
Detailed JC View/Print (Owner’s Version)-Cost
Review Screen
Billed vs. Unbilled From JC (Owner’s)
Sales Analysis (Owner’s Version)
Sales Analysis 3 Est. Prog. Bill (Owner’s)
True Job Cost View/Print-2nd Screen
Detailed JC View/Print (Owner’s Version)(P)rint Job Report
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Appendix O – Tab & Alt Keys for Faster
Graphical Order/Quote Entry
For RollMaster users who have become proficient with the program and are faster with the
keyboard than the mouse, you can move through both the Order and Quote Entry screens without
using the mouse by using the Tab button to move through required fields and then employing the
“Alt” key in combination with underlined letters on the screen for accessing those screens and
features. Wherever an underlined letter appears on the screen, you can perform that function by
holding down the “Alt” key on your keyboard and then typing that letter while the “Alt” key is
depressed. When the cursor reaches a field with a drop down arrow, you can use the up and down
arrow keys to bring up the options for that field one at a time or type the first letter of the option to
bring it up quicker. As an example, once you are ready to add lines on a new job or quote, you can
depress the “Alt” key and type and “F” to bring up that screen. That option appears on the New Job
screen as follows:
Once that screen appears, you can tab through any applicable fields and then perform all the button
functions by using the Alt key process.
Please Note: If you are not seeing underlined letters on the screen, it is likely a Windows Setting
that can be easily changed. In Vista and Windows 7, go to Control Panel, select Ease of Access
Center, click on “Make the keyboard easier to use (Adjust settings for the keyboard).” Make sure
box is checked: “Make it easier to use keyboard shortcuts (Underline keyboard shortcuts and access
keys), click apply. In Windows XP, go to Control Panel, Display Settings, Appearance Tab,
Effects. Make sure the following box is unchecked: “Hide underlined letters for keyboard
navigation until I press the ALT key.”
In the Order Entry screen, once you click the New Job button, you can make it all the way through
to assigning inventory without touching the mouse. This is only recommended for folks who are
familiar with RollMaster and quicker with the keyboard than with the using the mouse to point and
click. For users who are just learning RollMaster, the point and click mouse method is the better
way to get started.