Ostendo Update 18 January 2010 – What’s New

Item Sizes – Enhancement

We have enhanced the use of Item Size tracking, so that the size can now be used as a variable unit of measure. What we mean by this is that you are able now to treat the size value as a conversion factor, thereby allowing the tracking of dual variable unit of measure. To help explain this, imagine the following scenario:

You are stocking and selling 2.5kg Hams, and although the weight is close to 2.5 kg’s there can be reasonable variability. Now lets also assume that you’re charged by the supplier for actual weight of each ham; you would therefore like to make sure that the customer buying the ham is also charged for the actual weight. To add to the complexity, you wish to stock and to price by each ham, because that’s how the customer orders them. This new feature achieves the objective by tracking the sizes of the hams (in actual Kg’s), displaying in Inventory Availability both the quantity of hams and the total actual weight, and then calculating the Invoice unit Price based on which sizes were picked and the standard conversion factor the ham pricing was set by.

Customer Deposits entered in Sales & Job Orders

We have added the ability to enter Deposits from within the Sales and Job Order screens. This effectively creates a Customer Deposit allocating it to the specific order number. We have also added 2 extra fields to the Order table showing the total amount and un-applied amounts of all deposits linked to that order.

Catalogue Codes in Job Templates & Task Bills

We have added the ability to now add Catalogue codes when setting up Job Templates and Task Bill Codes. The facility has always been available to use catalogue codes when within Jobs; this enhances their use.

Lists – Enhancement

We have added the ability to dynamically create Lists based on previous Order History. In other words, you can now define against an Inventory List that it is created from Order History, looking back a maximum number of days or number of orders. This feature works within Sales, Jobs and Purchase Orders, not only pre-filling the List with the order lines, but displaying the order date and the order number for each line.

Add to this, the ability to link a List Code to a Customer, and this becomes a very fast way of creating orders where the customer typically orders similar products.

Jobs – Alter Mark-ups Enhancement

We have enhanced the Alter Mark-ups screen in Job Orders. You now have the ability to base the mark-up, margin and unit price calculation of either the planned or actual cost, previously only planned cost was used. This is a useful feature for companies that invoice out based on the actual costs and products used in the Job.

POS – Optionally Displaying Costs, Margins & GP

We have added the ability to display Costs, Margins and Profit within the POS screen. This feature is only available if the option held against the POS operator is turned on. The activation of this is actioned in the Employee screen.

Additional Fields Displayed in Line Grids

We are now dynamically displaying any additional fields added to Order Lines in the Lines grid within each Order screen.

New Email Scripting Function for IMAP

We have added a new function into scripting for receiving emails via IMAP (used as the protocol for MS Exchange and Windows Server 2008). There is still the existing function that uses POP3, but the new one provides the ability to link to an MS Exchange server without having to set-up POP3 connection.

Speed Improvements

You may notice some improvements in speed of operation, more likely to be noticeable in the Jobs module, particularly where large templates are used.

Various Small Fixes & Improvements

Various other smaller issues and enhancements that have been reported to us have also been fixed in this update.

What’s Coming in future Ostendo Updates:

What to expect:

(1) Progress Claim Approvals and Retentions Screen

(2) Predictive Service Maintenance and Useage Billing

(3) Additional Advanced Manufacturing Features

(4) DRP Distribution Requirements Planning

(5) Budgeting

Ostendo Update Notes from 21 October 2009 – What’s New

Ostendo Update Notes from 21 October 2009 – What’s New

User Defined Constants (New Screen: File-System Configuration-User defined Constants)

We have added a new screen that allows the creation of user defined constants; that can then be used in reports, inquiries, views and scripts. Often there are values that shouldn’t be either hard coded in a script, or prompted for the user to enter every time they run say a report or inquiry. To illustrate this, we have added 2 constants (in this update), which are referred to in one of the new Inquiries (Days of Inventory). One of the constants is used to determine the historical horizon for calculating average usage, the other for flagging whether or not the reorder level is included in the calculations.

Inquiry Screens (Enhanced):

Now all Inquiry screens will save column positions, column widths and any filtered conditions, subtotalling or sorting against each column by user.

Customer Financial Statistics – New Standard Inquiry Screen

This new standard inquiry displays the average actual payment days (as compared to the average planned payment days) and customer outstanding balances aged by periods (periods determined by your setting in ‘Financial Configuration-Aging Periods’). This inquiry is ideal for a ready reference to customer balances and how they have been tracking historically with paying on time. There are 2 additional detail tabs, which display the following by customer:

1)       Outstanding Invoices

2)       Un-Applied Payments

Days of Inventory – New Standard Inquiry Screen

This new standard inquiry is a must for companies managing inventory. It basically provides a snapshot of how many days of stock you currently have (based on user defined historical usage – Number of Days in the new ‘User Defined Constants’ screen), and then calculates your overstocking value by factoring in each items lead-time, and, if included (switchable in the new ‘User Defined Constants’ screen), the reorder level (minimum stock). In essence it allows the following information to be looked at:

1)       Whether there has been any usage for each item in the user defined historical period (The number of days set will be dependent on the nature of the business)

2)       The Current Inventory Value and Quantity by Item

3)       The average daily usage and value for each Item

4)       The re-order level converted in a number of days

5)       The overstocked days and value  – this assumes lead times are accurate and that the re-order level effectively provides a buffer.

Understanding the importance of accurately defining lead-times we have developed a lead-time inquiry for Items (see below).

Item Lead times – New Standard Inquiry Screen

This new standard inquiry screen provides each item’s default lead-time; the average purchased lead-time (only if Purchase Orders are used); whether an item has a Bill of Material (BOM), and if so, the lead time held against that BOM; and finally the average manufactured lead-time.

Multi-Item Information – New Standard Inquiry Screen

This new standard inquiry displays the following tabs by Item:

a.      Inventory levels

b.      Transaction History

c.      Sales Trends – This displays 7 periods of Sales Values & Quantities for Daily, Weekly and Monthly periods – showing an average for those periods and then indicating whether the last period has either Increased, Decreased or Equalled the Average

d.      Sell Prices – Displays all the Price Levels for that Item and calculates the Sell Price based on the Pricing Method

e.      Buy Prices – Displays all the Supplier specific pricing

Job Calendar Rules (New Screen: Jobs-Settings-Job Calendar Rules)

This new screen sets the following properties for the Job Calendar:

1)       Calendar Days Back – Defines the default number of days for which the Calendar displays allocations/bookings. This can be changed while in the Job Calendar

2)       Calendar Days Forward – Defines the default number of days for which the Calendar displays allocations/bookings. This can be changed while in the Job Calendar

3)       Display Allocation Inquiry – This turns on an Inquiry Panel at the bottom of the Job Calendar. The Inquiry panel displays 1 of 2 Inquiries:

a.      Allocation Inquiry – If the user clicks on an allocation/booking then the Allocation Inquiry SQL is displayed

b.      Calendar Inquiry – If the user hasn’t selected a specific allocation/booking then the Calendar Inquiry SQL is displayed

4)        Allocation Inquiry SQL – The actual SQL for the Inquiry (there is a default)

5)       Calendar Inquiry SQL – The actual SQL for the Inquiry (there is a default)

Job Calendar (Enhanced):

We have significantly enhanced the overall functionality of the Job Calendar, focussing more on resource scheduling. Following are some of the key changes:

1)       The calendar now displays allocations by resource, rather than the tasks the resources are linked too. This basically means that resources can be allocated to the task many times (previously you would have to create new tasks for each separate allocation).

2)       You can now drag and drop on the calendar from the Jobs (not Booked-In) sitting in the grid (bottom right of calendar)

3)       You are able to set the forward and backward horizon days to determine what’s displayed on the calendar (in Job Rules)

4)       There is now a non-allocated employee defined for any job booked in but not as yet allocated to specific resources (previously displayed across all)

5)       You are able to set the Resource Status (eg: Assigned, Sent, Accepted, Declined or Finished) – remember you can link this to MS Outlook via appointments (using a custom script – an example is available)

6)       A planned Labour Code can be linked to the Allocation (and specific notes can be entered).

7)       A new Inquiry Panel appears at the bottom of the Calendar if the ‘Display Allocation Inquiry’ is set to true in the new Job Calendar Rules screen.

8)       Scripts can be linked to the Job Calendar via Order Scripts. You link a script to either the allocation (right click popup menu), or to the toolbar at the top of the calendar (ideal for say creating Timesheets from the calendar).

Job Rules (Enhanced)

There are 2 new fields defined in this screen:

a.      ‘Create PO Receipts from Job Issues’ – This allows the Job Order Issues screen to automatically create Purchase Receipts. See the new feature ‘Job Order Issues (Enhanced to Create PO Receipts from this screen)’

b.      ‘Use Line Notes for Purchase’ – This, if checked, will copy the Job Line notes across to the Line Notes of the purchase order line.

System Settings – New Email Option (Enhanced):

We have added a new email client setting in the System Settings screen. This dropdown allows the selection of either ‘Other’ or ‘Outlook’:

a.      Other – This is the default option and based on the existing logic. In other words it will work with any MAPI compliant email client (including MS Outlook).

b.      Outlook – This new option only works with MS Outlook, and allows for the users auto signature to be included with emails being sent from Ostendo. This would be the recommended method if MS Outlook is used as the default email software.

CRM Rules (Enhanced):

We have added a new field called ‘Default Job Type for Service Jobs’ which allows the selection of a Customer Asset style of Job Type. This is then used when creating Job Orders/Quotes from the Call Centre screen – when the user has selected a Customer Asset in the ‘Who is It’ panel.

Item Site Settings (New screen – Items [Related Menu] For default Warehouses and Locations):

We have added the ability to define specific Warehouses and Locations by Item, by Module and by Site. As an example, you could define a different Issue Location for Assembly Picking than for Sales Picking. If no Site settings are defined for the Item – the standard defaults are used.

Order Header Warehouse & Location Overrides (New Feature):

We have added the ability to override the Warehouse and Location at an Order Header level. By default the warehouse and locations either come from the new Item Site Settings or from the main Item settings.

Override Price Level for Customers (New Feature):

We have added a second Price Level held against the Customer called ‘Override Price Level’. This is designed for where the customer might be, say on Trade Pricing, but for a specific number of Items there are exceptions. In other words if a price is found in the Override Price Level for that Item, then it is used, otherwise the price derived from the customers standard price level is used.

Display Decimals (extra to existing Decimals in System Settings):

We have added an additional decimal precision setting for defining the number of decimals to display (you may wish to enter 4 – but when displaying only see 2).

Exclude Deposits from Aging (Enhanced):

We have now added the ability to exclude deposits from the Aging report (it actually excludes them by default). Note: For ad-hoc Customer Aging see the new ‘Customer Financial Statistics’ inquiry.

Reporting Period Definitions (with new Sales Inquires to demonstrate these):

We have been asked on a number of occasions how to run reports based on non-consecutive date periods (eg: Month To Date verses Year to Date). There is now a new screen found under the Reporting Configuration menu called ‘Reporting Periods’; this allows you to define up to 4 periods per period code and then use these definitions in reports, views and inquires. To demonstrate this there are a number of new Inquiry screens in the Sales Inquires menu:

1)       Customer MTD and YTD Sales (This is based on the Calendar Year)

2)       Customer Financial MTD and YTD Sales (This is based on the Fiscal Year – defined in the System Configuration-System Settings screen)

3)       Cust Type MTD and YTD Sales (This is based on the Calendar Year)

4)       Cust Type Financial MTD and YTD Sales (This is based on the Fiscal Year – defined in the System Configuration-System Settings screen)

5)       Category MTD and YTD Sales (This is based on the Calendar Year)

6)       Category Financial MTD and YTD Sales (This is based on the Fiscal Year – defined in the System Configuration-System Settings screen)

7)       Item MTD and YTD Sales

8)       Item Last 4 Weeks Sales

9)       Item Last 4 Months Sales

10)   Site MTD and YTD Sales

11)   Site Financial MTD and YTD Sales

12)   Item Sales Trends (In Daily, Weekly, Monthly buckets for 7 periods – Both Sales & Quantities)

Configured BOM (Enhanced):

We have enhanced the manually configured BOM screens found in Sales and Job Orders. Previously you could only adjust a markup % against the header of the BOM, now you can define mark-ups, margins and prices at a line level within the BOM Lines (see also the Configured Mark-up’s screen to define default mark-ups by analysis group). This improves the ability for companies that assemble custom products to create estimates.

Configured Markups (New screen – Assembly-Settings):

We have added a new settings screen to allow the definition of default mark-ups per analysis group – specifically for Configured BOM’s.

Job Order Issues (Enhanced to Create PO Receipts from this screen):

We have added the ability to create Purchase Receipts for Items and Descriptors directly from the Job Issues screen (this assumes the Job line is linked to a Purchase Order). To activate this option, you’ll need to set the flag called ‘Create PO receipts From Job Issues’ in the Job Rules screen.

There is also another 2 options when pre-filling lines in this screen:

1)       ‘Pre-fill for all lines with zero qty’ – This has been added for companies that wish to issue everything to the Job upfront, and then when the Job is completed return any unused materials.

2)       ‘Pre-fill planned usage for all lines including purchased lines’ – This basically pre-fills all remaining Job Lines with the remaining qty, whether they are purchased or not.

User Customised Lookup screens (Enhanced):

We have added the ability to customise the standard Ostendo lookups by user. We are often asked for the ability to display extra fields, or in some cases to hide fields, by user. Rather than hard coding this, you can now customise the lookup’s; in the same manner as the opening lists for standard screens (so long as the user has List Customising turned on in User Security). You need to be logged on as that user and then while using the Lookup screen – right click as you would for an opening list.

Recognising that companies may not wish for users to then re-customise after the appropriate fields have been either shown or hidden, you can then turn-off the list customisation and what ever has been set will stay for that user (didn’t previously work that way for standard opening lists).

System Screen Conditions (Enhanced – Now includes Lookups):

We have added the ability to enter conditions for lookup’s by user (eg: there maybe someone in the company who only looks after purchasing, and you may wish to restrict their Item/ Descriptor Lookups based on that logic – or it maybe that Ostendo is used across multiple branches and Customers/Suppliers need to be restricted for specific users).

Save Grid Filter and Disable Grid Print & Export (Enhancements – File-System Configuration-User Security & Options):

You can now set at a user level whether the Grid conditions are saved when exiting screens; and also whether that user can print or export the contents of a list.

Archive Prefix can now include merged fields (Enhanced):

You can now include merged fields in your archive prefix for reports (eg: lets say for readability when archiving invoices you wish to have the Invoice Number as part of the archive file name, then the prefix definition might be something like:

Invoice [INVOICENUMBER] – now the resultant file name would look like this: Invoice12345-###### (where the #’s are a unique sequential number that is appended to all archived files)

Supplier Catalogues – Contents Not Purchased (Enhanced):

We have added an additional checkbox held against Supplier Catalogues called ‘Contents Not Purchased’. The idea of this is for where you wish to use the catalogue, but will not be creating purchase orders for any of the contents when used in Jobs or Sales Orders.

Cost Centre Mapping (extra option for Assembly receipt Standard Cost Variance):

We have added an extra cost centre type in the Cost Mapping screen (and in the warehouse screen) for Assembly Receipts Standard Cost Variance. Previously any Assembly Receipt Standard Cost variances were posted to the same cost centre as variances from Purchase Receipts.

Job Orders – (Enhanced – History Notes included in Notes section of the Job Header):

You are now able to view and edit History Notes within the Job Header screen (previously only via the related menu).

New table designed for Integration with Phone systems (for creating Call Centre Calls):

We have added a new table called ‘INCOMINGCALLS’ into the Ostendo database. The idea of this table is so that incoming calls can be inserted as records, which then immediately pops-up a notification message to the appropriate user (based on the physical computer name – which indicates their physical extension). This then allows the option to automatically create a Call Ticket.

Ostendo Script Scheduler (New Application):

We have developed a new application that allows scripts to be run based on predetermined frequencies and times. This application (oss.exe) is automatically installed into the standard Ostendo directory (via the Update) and should be executed on the server. The idea of this scheduler is to regularly run scripts to do things like:

1)       Email KPI’s or Notification Alerts out based on specific rules

2)       Automatically pick up emails and create things like Timesheets and Orders

Ostendo Database Utility (New Application):

We have developed a new application that allows the Backup, Restore and Validation (and if necessary, repair), of Ostendo Databases. This application (dbutils.exe) is automatically installed into the standard Ostendo directory (via the Update) and should be executed on the server. This application has its own built-in help.

Various Small Fixes & Improvements

Various other smaller issues and enhancements that have been reported to us have also been fixed in this update.

Ostendo Update Notes from 16 July 2009 – What’s New

Ostendo Update Notes from 16 July 2009 – What’s New

Multi-Currency Sales (Complementing existing Multi-Currency Purchasing)

We have added in the Sales Multi-currency functionality complementing the existing Purchase Multi-currency and landed costing functionality.

1)       As with Purchasing, the currency codes and exchange rates are defined.

2)       Additional Cost Centres are now available against Currency Codes (eg: FX Debtors, Exchange Loss/Gain)

3)       Customers now have a default Currency Code, although it can be changed at order/Invoice time

4)       Price Levels can now be linked to a Currency Code

5)       Payment Accounts (Bank Accounts) can now be linked to Currency Codes

6)       Payments and Deposits have a currency (which can be different from the currencies of the invoices the payment is applied to)

7)       Customer Statements are generated by currency

8)       The FX gain or loss is calculated automatically when the Customer Aging report is run, based on the exchange rates for the report As At Date

Please Note: You can run multi-currency within Ostendo but post as local currency transactions to the General Ledger (See ‘Local Ledger Postings for Foreign Currency Transactions’)

Local Ledger Postings for Foreign Currency Transactions

We have added the ability to post all ledger transactions as local currency transactions, but still use the multi-currency features within Ostendo (File-System Configuration-System Settings-Accounting Link). This basically means that Orders can be entered, Invoices generated and payments taken in different currencies, but a single currency General Ledger can be used.

Custom Data Screens

We have added a new type of Script called ‘Custom Data Screens’. This allows for creation of what are typically called ‘Data Collection’ screens. In concept these scripts combine a user defined graphical front end with the power of the scripting engine. The design has also taken into account the ability to use a scanner, keyboard or touch interface simultaneously. Some samples of the types of applications this new style of script provides are:

1)       Shop Floor Data Collection (Time & Attendance)

2)       Job or Assembly Order Tracking

3)       Customised Picking Interface

4)       Touch Screen POS Interface

5)       Touch Screen Product Configuration

6)       Scanner driven Retail Product Lookup

We will be providing some samples of the above via a download link in the next few weeks. For developers we have also provided the ability to encrypt the script to protect IP (See the note about this at the end of these release notes)

Freight Descriptors

We have added the ability to define Descriptors as Freight Descriptors (in the new Freight Tab in the Descriptor Screen). Also available from the new tab is a new popup screen for defining rates for both volumes and weights. These rates are then used to calculate line prices (In Sales & Job Orders) on entry of the actual weight and/or the actual volume. See the help file for more detailed explanation.

Daily Summary Postings

We have added the ability to summarise Journal postings into daily transactions by transaction type (File-System Configuration-System Settings-Accounting Link). In other words you may wish to post only 1 journal per day for all Job Issues, rather than a journal for every job order that had issues in that day.

Audit & Notification Logging

We have added the ability to activate logging values on adding, modifying and deleting by table and field name. The logged records store the new & old values (where applicable), the user name and the date & time of the change. There are 2 purposes for logging; the first is for pure audit logging, and the second for notification logging. A simple example of what notification logging could be used for is say, automatically emailing a delivery confirmation out to the end customer on the delivery status changing from ‘Planned’ to ‘Shipped’.

Product Line Messaging

We have added the ability to define line messages against Items, Descriptors & Labour Codes for Sales (POS), Jobs, Purchase and Assembly Orders. These messages appear as an information panel while entering the order line and can include dynamic information from the code itself. In other words if say you wished to display the standard buy price while entering a specific item for a sales order, then the message definition might be something like:

The Standard Buy Price for [ITEMCODE] is [STDBUYPRICE]

Basically merged database fields are encapsulated with square brackets ‘[‘ & ‘]’ (this same syntax is used when merging fields in the email text).

Fixed Price Quantity Breaks

We have added the ability to enter quantity break prices for the calculation method ‘Fixed Price’. The only difference to quantity breaks for other calculation methods is that the fixed prices are entered as actual prices, whereas the quantity break prices for all other calculation methods are expressed as percentages.

Multi-Tiered Discount Structure

We have added the ability to enter up to 3 cumulative discounts in the Discount Matrix (Pricing-Discount Matrix), which then calculates the total discount to be applied. The idea of this is for industries where discounts are expressed as discounts on discounts (eg: If a customer is part of a buying group that receives 20% discount, but on top of that for a specific category of product they get another 10% after the first discount, then the total discount would actually be 28%).

Pack Size Enhancement

We have added the ability to display the Inventory Availability results in user selectable ‘Pack Sizes’. This is assuming that the item has been defined with pack sizes (Items-Order Dims). The idea of this is for industries that take orders from customers in different pack sizes, but stock and sell based on a standard unit of measure (eg: Used in the meat industry where pricing and stocking is in Kilograms, but the customer may very well order in a nominal carton size of say 50kgs).

Active Connections – Enhanced

We have added the ability to remove users from the Active Connections screen. This screen will now also appear on exceeding the Ostendo User count. In other words if you have say a 5 user licence, and the sixth user tries to login, the Active Connections screen will appear, displaying who is currently logged in, and if you have Administrator rights you will be able to log a user off.

Sending Invoices to a Different Customer than the Billing Customer

We have added the ability to send Invoices to a different customer than the billing customer. The set-up for this is done in the Customers screen. A typical scenario for this feature would be where there is Head Office who is paying for the Invoice, but the actual invoice needs to be sent to the branch for approval.

Job & Assembly Progress Inquiry & Analysis Views

We have added a couple of new Inquiries and Analysis views that graphically display the progress of Assembly & Job orders through departments (via the steps or tasks). These inquiries/analysis views simulate a manual planning board displaying the progress of the order and any issues (via the tracking code) colour coded.

Note: If the analysis view is linked to the Desktops views for a user, a timer can be set refreshing the view at predetermined intervals, in other words you could have monitor continuously displaying the order progress for a customer service environment.

Un-limited Order Line Scripts

We have added the ability to define unlimited order line scripts. This feature allows for additional functionality to be added to order lines specific to the site.

Script Encryption

As the power and capability of the scripting engine has continued to improve, the sophistication and value of the scripts being developed has also improved. We now have a number of partners developing scripts to do the following types of things:

1) Interfacing with Web Stores

2) Connection to CAD applications for automatic BOM & Order creation

3) Enhancing functionality in Ostendo such as POS with loyalty programs

4) Interfacing with PDA/PDT devices for Stock Counts, Receipting, Issuing, and Order Taking

5) Interfacing with other software applications

These are only a few examples but can add tremendous value to the Ostendo application. To protect the IP of the partner, and therefore facilitate the wider use of these scripts we have provided the ability to encrypt the script when sending out to others. It is a simple method of saving the script to a file (available with the Custom Script Editor) and selecting Yes to the encryption question. From there the encrypted file can then be sent to the recipient and loaded via the ‘Load from File’ option (available with the Custom Script Editor).

Ostendo Script Scheduler

We are in the final stages of testing a new scheduler that will allow scripts to be run at predetermined frequencies and times. This will be run on a server and execute scripts to do things like:

1)       Email out KPI’s or Notification Alerts based on specific rules

2)       Automatically pick up emails and create things like Timesheets and Orders

A separate email will be sent when this has been finalised.

Various Small Fixes & Improvements

Various other smaller issues and enhancements that have been reported to us have also been fixed in this update.

Major Release announced for March 2009

Ostendo Major Release February 10, 2009

Ostendo Update Notes from 10 February 2009 – What’s New

Ostendo Update Notes from 10 February 2009 – What’s New

Inquiry Screen Drill Downs

We have added the ability to define drill downs (File-Reporting Configuration-Inquiry Drill-Down) to Inquiry Screens (remember Inquiries can be created through the ‘Report & View Developer’ screen). The idea of this is to provide the ability to link to either a specific screen or another Inquiry. As an example you may wish to inquire on all invoices for a customer, and then when you’ve selected a specific invoice, open the actual invoice screen (drill downs are activated by right clicking in the inquiry grid). As mentioned you can also drill down (or chain) to other Inquiry screens. An example of this might be where you’re got a Customer Inquiry and then wish to see all open Sales Orders against that Customer; and from there show all lines for a particular Sales Order; and then display the complete transaction history for that item.

Therefore with this facility; the ability to define any inquiry screens, and with the new Multi-Tab Inquiry (as is outlined in the next paragraph); any type of inquiry is possible. Please see the Tutorial Help for more information.

Multi-Tab Inquires

We have enhanced the Inquiry style of screen to include multiple sub-inquires (or tabs). What we mean by this is the ability to define an Inquiry screen with up-to 6 child type sub queries. The standard ‘Customer Statistics’ screen is laid out in a similar manner. In essence the Inquiry screen detects how many detail queries have been defined (Report & View Developer) and displays the screen accordingly:

1)       If a master query only has been defined, the Inquiry screen will appear with 2 tabs (List & Detail)

2)       If a master and 1 detail query are defined, then the Inquiry screen will appear with 3 tab (List, Detail & Lines)

3)       If a master and 2-6 detail queries have been defined, then the Inquiry screen will appear with 2 main tabs and 2-6 sub tabs within the detail tab (like the ‘Customer Statistics’ Screen).

Every one of the detail queries can have their own drill-downs. There are 2 examples of this new Multi-Tab inquiry (Multi Inquiry – Customer Information & Multi Inquiry – Supplier Information). Please see the Tutorial Help for more information.

Multi-Dimensional Order Entry

We have added the ability to capture dimensional information (including pack sizes) at Sales & Job Order Lines. What we mean by this, is that against Items (new tab called ‘Order Dims’ in the ‘Items’ screen) you can define the following to be available at order entry time:

1)       Use Length, and also whether there is a fixed length. Products that might use length would be timber or steel, where the base unit of measure is ‘Metres’, but the customer orders in the number of certain size lengths. Fixed would only be defined if the product had to be sold in full lengths.

2)       Use Width, and also whether there is a fixed width. This works exactly like Length, and would commonly be used in conjunction with length. An example would be in the tile industry where the customer would provide the length and width of the room/s and by keying this in, the number of tiles would automatically be calculated. For tiles you would also use the Fixed Length & Width feature, thereby calculating the number of full tiles.

3)       Use Depth, and also whether there is a fixed depth. Works as above but for products that require a volumetric calculation.

4)       Use Pack Size, and the ability to define the pack sizes with their own conversion factors. This would be used in industries where the customer orders in packs of a certain size but the stock and pricing might be in say kilograms. This pack size feature can also be used for comments against any of the above dimensions.

5)       Conversion Factor allows a fixed factor to be automatically applied when calculating the quantity of product. An example of this might be for paint, where the surface area is entered, and then based on a conversion factor the amount of paint can automatically be calculated.

Cost Centre Transactions

We have added a new screen called ‘Cost Centre Transactions’ (General-Cost Centre Transactions). This allows the user to enter parameters and then generates a report for cost centre transactions (not unlike a Financial Trial Balance Report).

Purchase Receipts Undo Feature

We have added the ability to undo an Updated Purchase Receipt. This will create reversing financial transactions and allow the receipt to be edited before posting again. Any Purchase invoices that have been matched to that receipt will need to be deleted before undoing the posting.

POS Quotations

We have added the ability to create POS Quotations from within the Point of Sale screen. There is a new field called ‘Sales Style’ which has 2 options (‘Order’, Quote’), if the ‘Quote’ option is selected the user will be able to print a Quotation sheet using ‘Alt-P’. Once a Quote has been created it is then put On-Hold until it is either converted to an Order (by changing the Style) or by clicking the ‘alt-No Sale’ button.

The main difference between a Quote and an Order is that a Quote doesn’t book stock out and a Quote can’t be paid for.

POS Blind End of Day Cash-up

We have added the ability for the POS End of Day to be carried out without displaying what the system thinks is in the cash drawer. This option can be turned on in the File-System Configuration-User Security & Options screen.

Inventory Label Printing Enhancement

We have added the ability to print barcode labels for Items that are not necessarily in stock, via the ‘Inventory Labels’ screen. There is a new drop-down list allowing the user to select ‘Items’ which will then change the contents of the grid to all Items with all pre-defined characteristics (eg: Colour, Size & Grade) and for units of measure. The other enhancement is the ‘Item Barcodes’ screen now allows for barcodes to be defined as ‘Internal’; which basically means that the barcode will be printed on the labels, and that there can’t be more than 1 Internal barcode for every unique combination of Item, Unit of Measure and characteristics.

Various Small Fixes & Improvements

Various other smaller issues and enhancements that have been reported to us have also been fixed in this update.

Ostendo Release November 25, 2008

Ostendo Update Notes from 25 November 2008 – What’s New

Ostendo Update Notes from 25 November 2008 – What’s New

Inquiry Screens

We have added a new style of view called ‘Inquiry’. This enables information to be displayed and inquired on, via the standard screen interface. In other words, Inquiry screens have an Opening List, Detail Tab, and optionally a Lines tab. These screens are found at the bottom of the main module menus in their own sub-menu called ‘Inquiries’. As with Reports, Analysis Views, Charts and Pivot Views, these new Inquiry screens can be developed or modified to suit the specific company or user requirements.

In this update we have included 46 new Inquiry Screens. Following are a few examples:

• Warehouse Inventory – This Inquiry screen displays the value of stock per warehouse with the ability to drill down and display the actual inventory
• Price Level List for Items – This Inquiry screen displays the number of Items defined for that Price Level with a drill down showing all items with their calculated prices
• Overdue Purchases by Supplier – This Inquiry screen displays the total outstanding value of purchases by supplier with a drill down to the actual purchase lines
• Bills of Material Stock – This Inquiry screen displays for each Bill of Material the on hand stock quantity and the maximum quantity that could be manufactured based on the component on hand stock quantities
• Outstanding Invoices by Customer – This Inquiry screen displays each Customer with their outstanding balances

The above is just a small sample of what comes with Ostendo. Development and modification of these Inquiry Screens is achieved through the Report and View Developer.

Additional Fields at Line Level

We have added additional fields to Order and Invoice lines throughout the system, along with a number of other screens that didn’t previously have additional fields. For a full list of screens and lines that have additional fields please refer to the ‘Additional Fields’ screen.

Note: When defining additional fields, if the name and field type of the field is the same, and where one is derived from the other (eg: an Item and the Job Line), the value held in that additional field for the Item will be automatically copied to the Job Line (assuming the Job Line is for that Item).

Price Level Override for Sales & Jobs

We have added the ability to override the Price Level for Jobs and Sales Orders. The idea behind this is to allow a different Price Level (and Rate Level if Jobs) to be used rather than the default for the Customer. The next update will allow for Pricing and Rate Level Matrixes to be defined for a combination of Customer and Job or Sales Type.

Purchase Invoice Enhancements

We have added a number features focussed primarily on speed. These are as follows:

Speed Entry for Invoice Only: If Purchase invoices are entered directly (i.e. Invoice Only) you have the ability to define the speed entry field for the invoice line. This works in the same manner as found in the: Purchase, Sales, Jobs and Assembly Order screens. Activation is in the Purchase Rules screen (Order Speed Entry)

Invoice Posting Tolerance: This allows Purchase Invoices to be posted if there is a difference between the Supplier Invoice amounts and the Ostendo calculated Amounts within that specified tolerance (defined in the Purchase Rules). Effectively Ostendo automatically creates the balancing values (either tax or net) to ensure a match.

Defaulting the Supplier Invoice Amounts to the Ostendo Amounts: This option automatically sets the Supplier Invoice amounts to the Ostendo calculated Batch amounts, as lines are either being entered or matched off. The flag to enable this can be found in the Purchase Rules screen, called ‘Default Supplier Invoice Values’.

Default Allocation Type: This allows a default allocation type to be defined in the Purchase Detail tab – thereby defaulting any lines created to that allocation type. Only applicable for the ‘Invoice Only’ style, and mainly relates to allocations to Job Orders.

Creating Items or Descriptors on the Fly in Purchasing

We have added the ability to create an Item or Descriptors on the fly when creating new Purchase Lines. This option is on by default but can be disabled via the Purchase Rules screen.

POS Enhancements

We have added some more rules for the POS operation. These are as follows:

Customer Required For Value: The value assigned to the field determines whether an actual Customer is required for the Sale if the sale value exceeds that value. In other words the default Cash Sale customer can’t be used.

Default Payment Style: This allows the default ‘Payment Style’ to be changed to ‘On Account’, rather than ‘Cash Sale’.

New Sale Sign In: This option prompts the operator to sign-in on every sale.

Service Enhancements

We have added the Service Zone to the Customer Assets screen and allowed for this field, and any additional fields that have been defined, to be used when filtering the Orders Required in the ‘Service Orders Required’ screen.

Inventory & WIP Value Reporting

We have changed the Inventory & WIP reporting outputs to include the detail of the inventory and orders as at the required valuation date (previously these figures where summary amounts).

Daily Statistics automatically emailed from Ostendo

When managing a business it can be extremely useful keep a track on key business statistics at a daily level. Having these turn up in your inbox each morning, is probably the most convenient method of delivery, bypassing having to be in the office or logged into Ostendo.

The script is one of the more useful examples included in the new scripting help, and can, with little effort be tailored to suit the requirements of any business.

There are 2 main configurable options within the script (assuming the email host name and sender address are defined also):

1)       The recipients of the Daily Statistics (email addresses)

2)       The Daily Statistics sent to each recipient:

a.       Job Order Statistics

b.      Sales Orders Statistics

c.       POS Statistics

d.      Invoice Statistics

e.       Debtor Statistics

f.        Inventory and WIP Statistics

Beyond just using the script as is, it can be modified to suit any business type. Ostendo scripts can be run via a simple scheduler, allowing them to be run at predetermined times, and at predetermined days (i.e. 1 am each morning). Please see the new scripting help file for more information on all of the above.

Scripting Help & Examples

Ostendo has a comprehensive custom scripting facility to enable everything from importing supplier catalogues to validating data keyed into screens. We have now released a Scripting Help file that covers the basics of scripting, where it can be applied, built-in Ostendo functions, and working examples.

Various Small Fixes & Improvements

Various other smaller issues and enhancements that have been reported to us have also been fixed in this update.

Ostendo Update Notes from 27 August 2008 – What’s New

Ostendo Update Notes from 27 August 2008 – What’s New

Lost Quote Re-Display & Activation

We have added the ability to select Lost quotes in the opening lists for both Jobs and Sales Orders. On selecting the Lost Quote you have the ability to click the convert button to change the status back to an active Quote status.

Job & Assembly Order Mass Closing Screens

We have added 2 new screens for the mass closing of Job and Assembly Orders (found in the Jobs & Assembly main menus). These screens allow for mass selection of specific orders and then a single button click to close those selected off (Only orders in the ‘InProgress’ or ‘Finished’ will be displayed). There are rules that are followed before allowing orders to be closed.

Job Orders

1.       A Job Order can’t be closed if there are linked outstanding purchase orders

2.       If there is an outstanding To Be Invoiced value for the Job, the user will have to confirm they wish to close the order by clicking on the ‘Allow Close’ check box

Assembly Orders

1.       An Assembly Order can’t be closed if there are linked outstanding purchase orders

2.        If the Completed Qty < Ordered Qty then the user will have to confirm they wish to close the order by clicking on the ‘Allow Close’ check box

Archiving Printed Reports

We have added the ability for companies to have pre-determined reports automatically archived. Basically this takes a snapshot of the printed output and copies it to a folder in the Ostendo Archive directory. This snapshot can then be re-printed or viewed at any time in the future via the Archive Viewer found in the main File menu. The archiving is activated by report in the Report & View Developer (File-Report Configuration menu). This feature would be most commonly used for such documents as Invoices & Statements.

Displaying and Overriding Standard Prices in Sales, Job & Direct Invoice Lines

We have added the ability to display, and if the user has been given the security rights (File-System Configuration-User Security & Options), the ability to modify the calculated standard price for the line. Previously if the Order Unit Price was changed, the discount was altered to reflect that change. In other words, we had stored what the calculated unit price was, based on the Customer price level; and then compared that stored price with actual order unit price to determine the discount (conversely, if we changed the discount percentage the order unit price changed). This basically meant that any deviations from pricing rules could be tracked. This new feature will allow that calculated standard price to be overridden, therefore allowing the user to set the Order Price & Discount to suit.

Order History Tabs for Sales, Jobs & Purchase Lines

We included an extra Order Line tab called ‘Order History’. For Sales & Job Orders this tab displays the last prices by order for that customer, for Purchases it displays all buy prices for that code from all suppliers.

Discount Matrix – Effectivity Dates & Pricing Group

We have added the ability to include Effectivity Dates against each of the discount matrix records. This allows for special or promotional discounting to be allocated to the customers price level (whereas our Special Pricing screen effectively sets a fixed price independent of the customers price level).

We have also included the extra option of ‘Pricing Group’ in the Product Level drop down.

Customer Payments – Prompt Payment Discount

We have added the ability to automatically calculate and apply prompt or early payment discounts. The terms for the discount are defined against the Credit Terms screen. There is a new drop down in the Detail tab of the Customer Payments (titled Payment Discount) that allows selection of the following:

Terms Percentage: Uses the pre-defined discount and logic from the Credit Terms settings

Fixed Percentage: Allow a fixed discount to be defaulted to all invoices

No Discount: No discount is automatically applied (you are still able to manually enter a discount amount)

Email FTP

We have added a new screen (File-Reporting Configuration-Email FTP) to allow email attachments to be sent via FTP. The reason for this, is that attachments can be blocked by a companies ISP or by their own security software. When this option is activated, whoever receives an email with an attachment will receive an HTTP link in the email body, so that they only need to click on that link to retrieve their file. Please see your computer support company for more information on how to set-up an FTP host.

Aging & Statement Periods – New Monthly Option Included

We have added an extra option to the Aging & Statement Period screens. You now have the ability to age customer invoices by the calendar month they were raised, rather than the terms or net days.

Mass Rental Availability

We have added a new screen in the main Inventory menu called Mass Rental Availability. This screen displays rental availability for all items for a specified category and specified date range (can also be run from the Sales Order screen if the Sales Type has been flagged as a Rental Order).

Rental Order Enhancements

We have improved the functionality for entering lines by:

1.       Item Codes can be swapped for the Rental Descriptor at the line level (applicable where there is not a 1 to many relationship between the charge out and items).

2.       There is a new rental line availability button that will appear for rental codes that dynamically displays the projected rental availability for the date range of the rental order.

Create Required Orders – Splitting Requirements and Fixing negotiated Buy Prices

We have added 2 new features to the Create Required Orders screen:

Split Requirements (Only applicable to Requirements generated from Replenishment)

This allows (via the Related Button) the requirement to be split across multiple Suppliers. Applicable where one supplier can’t supply the total quantity required.

Fixed Buy Price

This allows for fixed negotiated buy prices to be entered, and therefore passed through to the Purchase Order

Serial Kits

We have added a new screen called ‘Serial Kits’ found in the main Inventory menu. The idea behind this screen is to allow for the capture of components that are held against a serial controlled item. An example of this might be that a Computer system is purchased directly from a supplier and then sold on to a customer, however that computer system might be made up of several components, each having their own serial numbers and warranties etc. If a serial controlled Item Code is flagged as a serial kit (optionally a List can be defined, so that the contents can be populated automatically when receipted), a new record is automatically created in the Serial Kits screen when the Item Code is receipted, after which specific serial numbers etc can be keyed in against the components if applicable. You also have a flag against that serial kit indicating whether warranties should be created for the components.

Sales Deliveries – Process Enhancements & Scanning Mode

We have added several new fields (including employee, date & time) for capturing the delivery activities through the picking, packing and shipping process. There are also new rules defined in the Sales Rules screen to allow for alteration to that process (see Help).

To support the use of scanning (or speed keyboard entry) we have provided an additional rule in Sales Rules called ‘Delivery Line Entry Mode’. This has a drop down with 3 options:

Standard: This sets the mode of operation to how it works currently – All delivery lines are displayed in the top grid, and each have to be selected for picked lines to be keyed in.

Scanning: This sets the entry grid at the top and allows the user to scan/enter the code, serial number or barcode in any order (like POS entry), so long as the line is valid for that delivery and the quantity picked is within the customer delivery tolerance.

SingleScan: This is the same as the Scanning mode except for the fact the quantity is pre-filled with 1 and then automatically saves the line.

Inventory Availability – Free Stock Option

We have added the ability to display the Free Stock available, in the caption of the Inventory Availability button for each Order Line. This figure is dynamically calculated, and the logic comes from a new setting in the Item Rules screen called ‘Free Stock Option’ – the options are:

Not in Use:

The Free Stock is not activated

By Required Date:

The Free Stock is dynamically calculated based on the Required Date of the Order Line and the time the line was actually entered. In other words all order demands that have a required date on or before the current lines required date, are subtracted from the quantity on hand to give the quantity that is freely available to promise.

By Order Date:

The Free Stock is dynamically calculated based on the Order Date of the Order Line and the time the line was actually entered. In other words all order demands that have an order date and creation time before the current lines required date, are subtracted from the quantity on hand to give the quantity that is freely available to promise.

Colour Coding for Order Statuses in Opening Lists

We have added a new field into the Sales, Jobs, Assemblies and Purchase tables called ‘STATUSCOLOUR’, which if displayed in the opening lists (via the List Customisation) will display a pre-defined colour representing the order status (much the same as the tracking colours).

Job Task Bill – Price Changes based on Content Changes

We have changed the manner in which the option ‘Price is changed with Cost, Mark-up or Margin’ is treated when the task bill line contents are altered. Previously if any changes were made (new content lines added, deleted etc) the unit price for the task bill line would remain the same, but mark-up & margin would change; now we keep the mark-up & margin constant but change the Line unit price.

Job Calendar – Enhancements

We have added a few new features to the Job Calendar; following is some detail of each of the features:

Saving Filtered Settings

If the calendar is filtered via the various filtering options, these settings are retained when closed and re-opened later.

User Defined Info Hint

Against each Job Type (In the Job Types screen) we allow the definition of the hint text (with the ability to use merged database fields) that will appear in the calendar as you move your mouse across each job task. So this means that any information held in the Job can be displayed dynamically (eg: Phone, Contact & Address Details). See help for how to format the hint field.

Non-Scheduled Job Tasks

We have included a new field for Template Tasks and Job Tasks called ‘No Scheduling’. This option if selected, sets the duration of task to zero and also means the task won’t be displayed in the Job Calendar. The idea behind this is, there maybe many tasks in a Job, but say only 1 that is used for scheduling.

The other reason for this setting; is to allow Templates to be used when creating a Job from the Calendar, via selecting a time and then right clicking to create the Job (only templates that have 1 scheduled task will be available for selection).

Order Inventory Availability Screen

When companies stock, sell and use inventory, one of the biggest challenges and constraints is the prioritisation of that inventory – This is particularly relevant in Distribution or Manufacturing environments.

Some of the common questions are:

Which Sales Orders/Deliveries can be picked and shipped today?

Which Assembly Orders or Job Orders can be started today?

What shortages do we have if we were to meet the customer requirements?

Put simply this new screen addresses those questions and a few more.

This new screen can be found in the main ‘Requirements’ menu, with defaults for running the screen in the Requirement Rules.

When running the screen you are presented with several options:

Priority Sequencing

This allows you to define 3 levels of hierarchal rules when prioritising demands. You’ll notice that there is a Customer and Order Priority selection (Both the Customer and Order screens allow for entry of a priority number – the smaller the number the higher the priority).

How Stock is Allocated by Order

This drop down provides for 3 options (Determined by Order Full Delivery Flag, Only Full Order Fulfilment Allowed, Partial Order Fulfilment Allowed):

1.       Determined by Order Full Delivery Flag: Each order has a new field for setting whether or not the order needs to be fully picked or can be partially picked. The default when creating new Sales Orders comes from the Customer screen, for Assembly & Job Orders the default comes from the Requirement Rules.

2.       Only Full Order Fulfilment Allowed: If this option is selected only orders that can be fully supplied will be flagged as available (to pick or start)

3.       Partial Order Fulfilment Allowed: If this option is selected any order that can be partially allocated will be flagged as available.

Order Classes & Statuses

Allows the selection of the type of demand order to include and the status of each.

Demand Up to Required Date

This defines the demand order horizon date.

Future Supply Order Settings

This allows the selection of any future supply orders to be included in the shortages list. In other words what supply orders need to be followed-up / expedited for shortages.

Restrict Options

This allows the restriction of the run to either a specific site (this will only select demand orders for that site, and only warehouse for that site) or for a specific purchase receipt (this is pre-filled if run from the Related button in the Purchase Receipts screen). If a specific purchase receipt is entered only stock items on the receipt will be included in the run.

After selecting the appropriate options and clicking the OK button you will be presented with the Results screen. From this screen you are able to edit and perform various actions:

What can be modified in the results grid?

1.       Priority: This is actually the order priority, and if changed here will set the actual order priority to that value

2.       Available: This flag indicates whether this order can be picked or started based on the rules defined, but can be overridden. Remember this field is used when performing the various actions that are available from the toolbar (eg: Releasing orders, creating Deliveries & mass printing of order sheets)

3.       No Shortages Allowed: This flag indicates whether the order can be partially picked or not (comes from the actual order). If changed this will update the actual order.

Actions that can be undertaken

1.       Releasing Orders: If the order is a Job, Assembly or Counter style Sales Order, then the status will be changed to ‘InProgress’ if ‘Open’. If the Sales Order is a delivery style then Sales Deliveries can be created in mass assuming that there isn’t an existing delivery.

2.       Printing Documents: Order sheets and pick lists can be printed in mass for all Orders flagged as Available.

There is a shortages tab and report that provides a list of inventory items that were short for the demand horizon selected, and if supply orders were included, a list of purchases.

Order Creation – Improvements

We have added a couple of small speed improvements for order entry:

• We now automatically insert a new order line when a new order is created
• When in the Lines Tab of an order you are able to create a new order by using the Ctl-F5 key (rather than having to use the mouse to change tabs before creating a new order)

New Help Files

We have included 3 new Online Help Files in this version; they are as follows:

FAQ: Numerous Frequently Asked Questions that relate to all areas of Ostendo

Training: Various topics on working through operational processes

Tutorials: Short tutorials on functional areas of Ostendo

Various Small Fixes & Improvements

Various other smaller issues and enhancements that have been reported to us have also been fixed in this update.

Ostendo Update Notes from 11 June 2008 – What’s New

Ostendo Update Notes from 11 June 2008 – What’s New

Direct Invoicing Improvements

We have added to the functionality of Direct Invoicing to allow for where companies wish to use this screen as a replacement for Sales Orders or POS. The additional functionality includes:

1)       Ability to define a different Delivery Customer

2)       Salesperson and Shipping method in the Direct Invoice header

3)       Speed entry capability at the Invoice line level

Speed Entry – Field Order Definition

We have now added in the ability for specific field definition for speed entry. Speed entry needs to be turned on for the specific order screens (including Direct Invoicing).

On all Order Lines and Direct Invoicing Lines tab, a new option is available under the ‘Related’ button called ‘Set Speed Order Entry.  This will show all the fields that are in the lower part of the screen.  You can ‘select’ those fields that you want to enter data into.  When entering a line the cursor will go to the selected field(s) when the ‘Enter’ key is pressed.  NOTE: In the Speed Entry Screen you can also define the sequence by dragging the field and moving it further up or down the list.

Optional Credit Blocking

We have added a new field to the Sales Rules called ‘Optional Credit Blocking’.  Currently Ostendo will allow you to complete the current Order (and place it ‘On Hold’) when the Credit Limit and/or Debtor Aging Days have been exceeded, after which you are NOT allowed to create any additional Orders. If this new flag is set, you can create additional Orders and they will also be placed ‘On Hold’.  The status of ‘On Hold’ (as currently happens) will prevent picking or delivery of the order.

Customers – Membership Number

We have added an extra field into the Customer screen called ‘Membership Number’, located in the ‘Defaults’ tab. This field is used in POS (see POS Rules) where a new field ‘Customer Selection Style’ has been added that defines the method by which Customers are selected in Point Of Sale.  The options are:

Default Customer: Always pre-filled with the Default Customer Name identified in the POS Rules. This would normally be used in the true POS environment where the Customer is (say) the general public

Customer Lookup: The POS entry screen is fronted with the Ostendo Customer Lookup screen for selection of a Customer before the POS Order can progress.  This style would normally be used where the majority of Customers are currently held on file.

Membership Number: The POS entry screen is fronted with a panel that requires entry of a Customer’s Membership Number. On acceptance of the Membership Code the linked Customer is displayed in the POS Order screen.

POS – Customer Messages

We have added an extra field into the Customer screen called ‘POS Message’, located in the Defaults tab. This allows for a specific message to be displayed while in the POS screen.

Specific Forms Layout – Email File Name

We have added the ability to define a specific form layout file for use when emailing (Reporting Configuration>Specific Forms Layout). This is used in instances where the standard form is output to Pre-Printed stationery (that may contain your company Logo, etc).

Purchase Rules – Create Invoice When Receipting

We have added a new field called ‘Create Invoice When Receipting’ which sets the default for this option when posting Purchase Receipts.

Supplier Catalogues – Improved Functionality

We have improved the functionality in Supplier Catalogues. You are now able to make manual changes, add new, and delete lines to imported catalogues when in the lines tab.

Customer Statements & Aging – Speed Enhancement

We have significantly improved the speed of generating Customer Aging & Statement outputs. There is also a new field that has been added to the Sales Rules screen allowing for Unapplied payments to either be separated out (as they are currently) or taken off aged balances.

Workflow Links

You can now link an object to another workflow file, and when the object if selected in the current Workflow the linked workflow is displayed.

Advanced Searching – Improvements

We have added more capability into the Advanced Searching (Set in System Settings) functionality. We have allowed for searching of related transactions in appropriate screens (Where there could be a one-to-many relationship). As an example you are now able to enter the Order Number into the search box in the Batch Invoicing screen and all Invoices that are related to that order will be displayed, or when in the Purchase Invoice screen you can search on the Purchase Order number.

Job Rules – Schedule Price Style

We have added a new field into Job Rules called ‘Schedule Price Style’, this defines how the scheduled invoice claims are changed if the total Job value is altered.

Fixed Percent: This is the default, and will ratio the scheduled invoice/claim values based on the percent each was originally set-up for.

Fixed Value: This leave the scheduled invoice values as they were set-up – requiring the user to define an extra schedule/claim for any change in total Job Value.

Job Lines – Move Actual to Another Job

We have added the ability to re-assign an actual issue to another Job, for where a mistake has been made. This would normally be where a Purchase Receipt has been allocated to the wrong job.

Deleting Updated Purchase Invoices

We have added the ability to delete an Updated Purchase Invoice. All the necessary reversal financial transactions are automatically created.

Custom Scripts – Enhanced Functionality

We have extended the scope of Custom Scripts – following are the different styles available:

Standard Menu Script (This is the default style):

Adds the Script Name to the drop-down under ‘Custom’ on Ostendo’s top Toolbar (Selecting this will run the Script). This style of Script can be:

1)       Available to all

2)       Restricted to specific Users

Examples of the types of script are:

1)       Updating your existing system with information from Ostendo

2)       Updating Ostendo with information from your existing system

3)       Importing Supplier Catalogues

4)       Send user-defined KPI information via email, or to a Mobile phone

Related Menu Script

Adds the Script Name to the drop-down Menu held against the ‘Related’ button within specific screens. Typically used for where there is a need to link to other screens or information that relate to the specific record selected (eg: While a customer is selected display all open sales orders).

Order Script

This allows you to create a Script that is run against an Order as a whole in the following areas:

1)       Assembly

2)       Jobs

3)       Sales

4)       Purchase

5)       POS

and enables you to add extra specific functionality such as:

1)       Total Order Value discounting based on Order content (an example script is available from Development-X)

2)       Freight calculations based on Order content (an example script is available from Development-X)

3)       Order Authorisation Levels (Example: User Purchasing levels) (an example script is available from Development-X)

4)       Order Margin Control with User-defined Margin levels

5)       Order Validation and/or Checks

6)       Workflow actions (Example: send Email regarding this Order)

7)       Promotions (Example: 3 for price of 2, etc)

The Script can also be defined as ‘Mandatory’ in which case Picking, Receiving, Printing, etc is blocked until the Script has been run. Once the script is defined there is a new screen (File-System Configuration-Order Scripts) where the script is then linked to the specific order screen. A new Button will automatically appear (In the Lines tab or on the right side button panel for POS) if there is an Order Script linked to the screen, with the caption taken from the Custom Script name. Contact support at Development-X for examples.

Screen Data Script

This is related to Master, Order, Receiving, and Invoicing Screens where the action of Adding or Deleting a record, or changing any field within the record will automatically run the Script to provide a resultant action. For example

1)       Zero Price Check on Sales Order Lines (an example script is available from Development-X)

2)       Restricting Sales of specific Items based on Status, Customer, etc

3)       Update Sell Price based on Last receipt Cost

4)       In Purchasing check for best price from all Suppliers

5)       Have a pop-up Sales Message appear

6)       Specify a minimum order quantity

7)       Show active Promotion when Sales Line Entered

Accounting Link Script

This relates to a new setting in the System Settings screen for sending financial information to other accounting packages other than using the standard MYOB link application. Effectively scripts are defined to output in the appropriate format to suit whatever standard is required. As part of this we have also created a new screen for entering/importing the General Ledger codes from the nominated accounting package, and then you have the ability to link these General ledger codes to the Cost Centres in Ostendo. There will be more information released shortly of this new feature.

Various Small Fixes & Improvements

Various other smaller issues and enhancements that have been reported to us have also been fixed in this update.

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