Dydacomp's Multichannel Order Manager 5.4 Reference Guide

User Reference Guide
Mail Order Manager®
Version 5.4 for Windows
Dydacomp
11D Commerce Way
Totowa, New Jersey 07512-1154
(800) 858-3666
www.dydacomp.com
Copyright
The Mail Order Manager software and its documentation are protected by both United
States copyright law and international treaty provisions.
You may not copy the Mail Order Manager software or the Mail Order Manager
documentation for any reason except for archival purposes, and by express written
permission from Dydacomp Development Corporation.
Accumail is a registered trademark of Datatech

Authorize.Net is a registered trademark of Authorize.Net Corp.
Avery is a registered trademark of Avery
Blackthorne & Blackthorne Pro is a registered trademark of eBay, Inc.
R & R Report Writer is a registered trademark of Concentric Data Systems, Inc.
Transcell is a registered trademark of Transcell Technology, Inc.
Microsoft is a registered trademark of Microsoft, Inc.
FoxPro is a registered trademark of Microsoft, Inc.
MS Mail is a registered trademark of Microsoft, Inc.
MS Word is a registered trademark of Microsoft, Inc.
Microsoft Graph is a registered trademark of Microsoft, Inc.
Microsoft Office is a registered trademark of Microsoft, Inc.
Windows is a registered trademark of Microsoft, Inc.
IBM is a registered trademark of International Business Machines Corporation
Novell Netware is a registered trademark of Novell, Inc.
UPS OnLine is a registered trademark of United Parcel Service
SiteLINK is a trademark of Dydacomp
This document published by Documentation Resources, Inc.
Version 5.4 for Windows

February 2006
Table of Contents
Table of Contents
Introduction 1
About this Guide 2
What You Need to Run M.O.M. 3
Special Paper Supplies 4
Installing the M.O.M. Software 5
Install the M.O.M. System 5
Starting M.O.M. 7
Getting Information 8
Chapter 1 Working with Customer Information 11

Looking up a Customer 12
Entering a New Customer 17
Removing a Customer from Mail and E-Mail Lists 18
Deleting a Customer Name from the Customer File 19
Combining Duplicate Customers 20
Including a Special Comment about a Customer 21
Classifying Customers Using Type Codes 21
Adding or Viewing Alternate Addresses and Contacts 22
Recording Customer Demographics Information 25
Sending a Customer a Catalog 26
M.O.M. Windows Reference Guide i

Table of Contents
Sending a Customer a Form Letter 28
Issuing a Promotional Credit 29
Viewing Account Information 30
Viewing Previous Contacts 31
Viewing Previous Purchases 33
Viewing Previous Orders 34
Viewing or Setting up Customer Financial Information 35
Chapter 2 Entering New Orders 39

Entering an Order Starting with the Customer 40
Entering an Order Starting with the Items 41
Entering Orders with Different Address Options 41
Entering Sales Information 52
Entering Stock Codes 54
Entering Special Types of Items 55
Editing Line Item Information 60
Writing Order, Box Label and Warehouse Notes 65
Writing an Order Memo to the Customer 66
Sending a Customer Form Letter During Order Entry 67
Selecting Shipping Methods and Scheduling Shipments 68
Viewing the Default Packaging for Items in an Order 71
Shipping Ahead a Partially Filled Order 74
ii M.O.M. Windows Reference Guide

Table of Contents
Entering Order Payment Information 74
Copying Orders 79
Putting an Order on Hold 81
Quick Printing an Order 81
Entering a Quotation 82
Using the “Show” Options on the Order Total Tab 84
Creating Club Membership Plans 85
Creating New Orders Using the Batch Order Making Utility 91
Chapter 3 Processing Orders 94

An Overview of Order Processing 95
Checking on Order Status Using the Order Status Report 95
Approving Credit Cards 96
Approving eCheck Payments 100
Processing Orders in Batch 101
Processing Orders Using the Packer’s Workstation 104
Using the Warehouse Manager’s Station to Manage Packers 110
Using the Shipment Confirmation Screen 114
Printing Activity Report for Warehouse Resources 117
Chapter 4 Reviewing and Changing Orders 119

Looking up an Order Using Order Information 120
Looking up an Order Using Customer Information 121
M.O.M. Windows Reference Guide iii

Table of Contents
Processing a Returned Item from a Customer Using an RMA 122
Processing a Returned Item From a Customer Without an RMA 124
Canceling an Order 125
Requesting a UPS Call Tag 126
Turning a Quotation into an Order 127
Changing an Order Before Shipment 128
Changing an Order After Shipment 128
Reviewing or Changing Payment Information for an Order 130
Reviewing Shipping Information for an Order 130
Reviewing Subscription Information for an Order 132
Chapter 5 Purchasing and Inventory Adjustments 133

An Overview of Purchasing 134
Purchasing a Single Product 134
Making Purchasing Decisions Based on Low Stock Levels 136
Making Purchasing Decisions Based on Other Criteria 137
Viewing or Changing Pending Purchases 139
Creating Purchase Orders for Suppliers 141
Viewing or Changing a Purchase Order 141
Printing a Purchase Order 144
Receiving Product from Suppliers 144
Adjusting Inventory Levels, Values and Warehouse Locations 148
iv M.O.M. Windows Reference Guide

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Adjusting Low Levels Based on Demand 150
Using the Auto-Replenish Bins Function 153
Using the Assemble Kits Function 154
Processing Inventory Updates 156
Chapter 6 Daily Accounting Activities 159

An Overview of Accounting 160
Preparing a Bank Deposit 160
Recording Customer Payments 161
Writing Off Bad Debts 164
Transferring Balances 164
Modifying and Undoing Payments 165
Modifying and Undoing Invoices 165
Adjusting Order Balances 166
Resubmitting Declined/Incorrect Credit Cards 166
Processing Refunds 167
Reviewing Open Orders (A/R Aging Report) 172
Applying Finance Charges to Open Orders 174
Generating Customer Statements 175
Generating Customer Points and Rewards Statements 176
Posting A/R 177
Paying Suppliers 179
M.O.M. Windows Reference Guide v

Table of Contents
Creating a Credit Invoice for Items Returned to a Supplier 181
Reviewing and Editing Supplier Invoices 183
Posting A/P 184
Closing the Year 187
Chapter 7 Using the List Management Module 189

Overview of the List Management Module 190
Working with List Queries 190
Working with Lists 197
Processing Gift-to Reorder Notices 212
Using the List Management Module to Import New Customers 214
Chapter 8 Using the Import/Export Module 217

An Overview of the Import/Export Module 218
Importing Orders 218
Exporting Orders 223
Exporting Invoices 224
Order Management Modules 226
Chapter 9 Using the Subscription Management

Module 227
An Overview of the Subscription Management Module 228
Entering a New Subscription or Renewing a Subscription for a Customer

228
Viewing Subscription Information for a Customer 229
vi M.O.M. Windows Reference Guide

Table of Contents
Filling a Subscription 231
Chapter 10 Using the Telemarketing Module 235

An Overview of the Telemarketing Module 236
Placing Outbound Calls 236
Taking Inbound Calls 241
Using the Telemarketing Productivity Report 244
Using the List Management Module to Create a Call Schedule 246
Chapter 11 Using the Multi-Company Controller

Module 249
An Overview of the Multi-Company Controller Module 250
Changing From One Company to Another 250
Processing Credit Cards and e-Checks 251
Processing Orders using the Batch Order Processing Function 252
Chapter 12 Using the Database Purge Module 253

An Overview of the Database Purge Module 254
Purging Orders 255
Purging Customer Names 256
Purging Purchase Orders 257
Purging Quotations 258
Purging A/P Transactions (Supplier Invoices) 259
Purging Telemarketing Entries 260
M.O.M. Windows Reference Guide vii

Table of Contents
Purging Inventory Transactions 261
Purging Warehouse Activity 262
Purging Correspondence Requests 263
Chapter 13 Using the Point of Purchase Module 265

An Overview of the Point of Purchase Module 266
Taking a Counter Sale 266
Reconciling the Cash Drawer at the End of the Day 269
Chapter 14 Using the Advanced Inventory Module 271

An Overview of the Advanced Inventory Module 272
Forecasting Product Purchasing 272
Scanning and Receiving Inventory 276
Importing and Exporting Inventory 284
Chapter 15 Using the Web Auction Management

Module 287
An Overview of the Web Auction Management Module 288
Publishing Items to Blackthorne Pro 288
Downloading Orders 290
Publishing Shipping Information 290
Synchronizing Inventory 290
Chapter 16 Using the Address Correction and

Validation Module 293
An Overview of the Address Correction and Validation Module 294
viii M.O.M. Windows Reference Guide

Table of Contents
Validating an Individual Customer Record 294
Match Response 296
Maintaining Vanity Address 300
Validating Multiple Records 301
Validating Imported Customers 302
Using ACVM and the List Management Module 302
Address Verification Exception Report 304
Chapter 17 Using the eCommerce Management

Modules 305
An Overview of eCommerce Management 306
Processing using the eCommerce Management Station 306
Amazon Order Management Feed Manager 307
ShopSite Order Management Feed Manager 309
Miva Order Management Feed Manager 311
M.O.M. Windows Reference Guide ix

Table of Contents
x M.O.M. Windows Reference Guide

Introduction
Introduction
Welcome to Mail Order Manager (M.O.M.) for Windows, the powerful
software package designed expressly for both business-to-business
and business-to-consumer direct marketing and catalog companies.
M.O.M is designed to take advantage of the most sophisticated
techniques and programming devices available for Windows software.
Because all of the essential business functions for direct marketing are
included in the software, M.O.M. provides a complete and cost-
effective automation solution for anyone selling products or services
by mail, phone, or even the World Wide Web. With M.O.M., each of
the major application areas of your business is expertly managed in
one highly integrated program, including:
mail, phone and web order entry and order processing

inventory management and purchasing
customer and contact management
journal accounting and reporting
shipping control and shipping system interfaces
profit and response analysis
list management and mailing
subscription management
order import and export
sophisticated reporting using a relational database design
M.O.M. Windows Reference Guide 1

Using Mail Order Manager
About this Guide

This guide is designed to help you find what you are looking for
quickly and easily. Each section is organized around the tasks that you
need to perform for your business. In addition, each page is designed
to let you locate and read only the information you need.
If you need information on how to setup the MOM system and its
various components, please refer to your Mail Order Manager Setup
Guide.
What’s in this Guide

The contents are arranged to serve both as a source of reference and
as an instructional tool.
Introduction contains instructions for software installation and

provides other general information about the system.
Using Mail Order Manager contains detailed information about
the use of each function for every application area of your business.
Conventions used in this Guide

The following conventions are used in this Guide.
Symbols
To enable you to more easily reference important information, the
following symbols are used as identifiers.
æ the
Note: This symbol identifies a note or additional information about
use of a particular field or option in the system.
è M.O.M.
Hint: This symbol identifies a suggestion for the application of a
feature or function.
ç condition
Warning! This symbol identifies a special advisement about a
or situation pertaining to a system function or user
procedure.
Click on: tells you to use your computer mouse for the procedure.
Type: tells you to type a specific word or command using your
computer keyboard.
2 M.O.M. Windows Reference Guide

Introduction
What You Need to Run M.O.M.
System Requirements
M.O.M. for Windows requires a standard PC hardware/operating
system, including the following:
•Pentium Processor
•64 MB RAM Minimum, 128 MB RAM Suggested
•Windows 2000, ME, XP or Vista. M.O.M. is a 32-bit application and
takes advantage of 32-bit processing.
•Hard Disk Drive with at least 50 MB of available space. On an
ongoing basis, 1 MB of storage per 1000 orders is recommended.
•Color VGA Display
•CD ROM Drive
•An Internet connection (for SiteLINK and/or ICCAS only)
Networks
For network installations, M.O.M. supports any NetBEIU/NetBIOS
compatible LAN.
Printers
Many types of printers are available in today’s marketplace. Keep in
mind, M.O.M. can support multiple printers connected to your
computer. (On network versions, the number is even higher.) For this
reason, different types of printers may be used. Paper forms are
available for both laser and tractor feed printers.
Modems
PC Compatible modems are suggested.

Special Paper Supplies

Depending on how you use M.O.M., and what forms you want to print
for your daily order processing, paper forms must be ordered for your
M.O.M. system. Special forms include the following.
•INVOICES and PACKING SLIPS - imprinted with company logo in

single or multiple part with attached box labels or plain paper invoice.
Available in styles for laser printers and pin-feed printers.
•PURCHASE ORDERS - imprinted for drop shipments and internally
fulfilled orders. Available in styles for laser printers and pin-feed
printers.
•LETTERHEAD - for customer notices and Plain Paper Invoices.
•WINDOW ENVELOPE - for letterhead, invoices, purchase orders, and
statements.
•CONTINUOUS CHECKS - imprinted for Accounts Payable and
Customer Refund processing. Available in styles for pin-feed and laser
printers.
•STATEMENTS - imprinted for Customer Statements. Available in styles
for laser printers and pin-feed printers.
•GIFT CERTIFICATES - imprinted for laser printers.
LABELS - pressure-sensitive, imprinted with logo for shipping and/
or catalog mailing.
All special paper forms and labels used with Mail Order Manager are
available through Software Forms, Inc. 800-651-FORM (3676).
Other Paper Supplies

Other paper supplies required, including Avery® labels, regular and
wide report paper, can be obtained from any office supply store.

Introduction
Installing the M.O.M. Software

To install your M.O.M. software, follow the instructions that apply to
the M.O.M. system you have purchased, either the single station or
network version.
Single Station Version
Prerequisites
1. Be sure the CPU, monitor and printer are cabled properly, receiving
power and are switched on.
2. Be sure that Windows is installed.
Install the M.O.M. System

1. Make sure the Microsoft Windows Operating System is running.
2. Insert the CD labeled “Main System Installation” into your CD-ROM
drive.
3. If the Mail Order Manager System Installation menu is automatically
displayed, skip to Step 6 below.
4. In Windows, select the START button and choose Run.
5. Type: d:\setup, where d is the letter representing your CD-ROM
drive, and press Ñ.
6. On the Mail Order Manager System Installation menu, select the
“New System Installation” option. Follow the instructions on the
screen. You will be able to choose the destination drive and
directory location for your actual system.
7. Once the installation process is complete, MOM prompts you to
create your first user in the system. This user must be set up as an
authorization level of Owner/Operator.

Network Version
Prerequisites
1. Be sure the CPU, monitor and printer are cabled properly, receiving
power and are switched on.
2. Be sure that Windows is installed.
3. Install the M.O.M. System (First Station)
5. Follow steps 2-7 for the Single Station Version installation on the
previous page. In Step 6, make sure you select a networked drive.
Installing and Setting Up the Additional Network Workstations

There are two ways to set up additional workstations for access to
your M.O.M. system.
Method 1: CD-ROM Based Workstation Set Up
To use this set up option, each workstation must have a CD drive and
the following set up procedure must be run at each workstation.

2. Insert the CD labeled “Main System Installation” into the workstation
CD-ROM drive.
3. If the Mail Order Manager System Installation menu is automatically
displayed, skip to Step 6 below.
5. Type: d:\setup, where d is the letter representing your CD-ROM
drive, and press Ñ.
6. On the Mail Order Manager System Installation menu, select the
“Workstation Installation” option.
7. Follow the instructions on the screen.
8. Once the installation process is complete, MOM prompts you to
create your first user in the system. This user must be set up as an
authorization level of Owner/Operator.

Introduction
Method 2 - LAN Drive Based Workstation Set Up
This set up option is suggested for more than 3 stations.
Copy the contents of the d:\workstn directory located on the CD-ROM

to any LAN drive, into a directory with the same name (such as
f:\workstn). Be sure to include all sub-directories. You can use
Windows Explorer or use a DOS copy command such as:
XCOPY D:\WORKSTN F:\WORKSTN /S
At each workstation:

11. Type: f:\workstn\disk1\setup, where f is the letter representing your
LAN drive, and press Ñ.
12. Follow the instructions on the screen.
13. Repeat these steps at each workstation where M.O.M. will be used.
You may wish to leave this directory in place for future workstation
set ups.
Starting M.O.M.
Once M.O.M. is installed, to start the program at any workstation,
Start
Click on:
Programs
Mail Order Manager 5.4
M.O.M. Version 5.4
OR, on your Windows desktop,
Click on:

Getting Information
The user documentation for your M.O.M. system consists of three
major components, each one designed to help you in a specific way.
In addition, technical support is also available.
Setup Guide
The Mail Order Manager Setup Guide is the essential guide for setting
up your M.O.M. System. This guide, delivered in electronic form only,
is designed to guide a new user through the process of setting up
every aspect of M.O.M. and the many optional modules. Proper setup
of the M.O.M. system ensures that every possible aspect of your
business is covered and that you are getting the most out of your new
M.O.M. system.
User Learning Guide

The Mail Order Manager User Learning Guide is a companion book to
the User Reference Guide. The Learning Guide is designed to help the
new user how to use M.O.M.’s most common functions.
It is designed to be used interactively with the M.O.M. Working

Demonstration software.
The User Learning Guide addresses the following activities:
Entering and Reviewing Orders

Working with Customer Information
Processing Orders
Setting Up a Stock Item
Using the Purchasing Functions
Daily Accounting Activities
Creating a Mailing List
Online Help
Finally one of the most important and easy to use methods for getting
more information on M.O.M. functions is the Mail Order Manager
Online Help. Available through either the Help Menu in the main
M.O.M. screen or simply by hitting the ¿ key on your keyboard. This
system has individual entries for virtually every screen and function in
M.O.M.

Introduction
Technical Support
As a licensed M.O.M. user, you receive the highest level of technical
assistance, Dydacomp Development Corporation provides complete
product support, including the following:
•Telephone support during normal business hours, Monday through

Thursday, 9 am to 6:00 pm and Friday, 9 am to 5:00 pm EST, 973-237-
0300.
•FAX support at 973-237-9039
•E-mail support at support@dydacomp.com
•Web based help at www.dydacomp.com/support.
As a new client, you may have been provided with a free period of
support. After this period, you may continue your support contract on
a yearly renewal basis. Prior to the anniversary date of your purchase,
Dydacomp automatically notifies you to ensure that your support
service continues uninterrupted.
In order for us to better assist you, please reference your M.O.M.

license number when contacting technical support.

This page left blank intentionally.

Chapter 1 Working with Customer Information
Chapter 1
Working with Customer Information

This chapter provides detailed instruction on the following:
Looking up a Customer
Entering a New Customer
Removing a Customer from Mail and E-Mail Lists
Deleting a Customer Name from the Customer File
Combining Duplicate Customers
Including a Special Comment about a Customer
Classifying Customers Using Type Codes
Adding or Viewing Alternate Addresses and Contacts
Recording Customer Demographics Information
Sending a Customer a Catalog
Sending a Customer a Form Letter
Issuing a Promotional Credit
Viewing Account Information
Viewing Previous Contacts
Viewing Previous Purchases
Viewing Previous Orders
Viewing or Setting Up Customer Financial Information

Looking up a Customer
Whenever you need to look up a customer in the M.O.M. customer
database, the Customer Lookup Utility helps you find it. The Lookup is
used to find customers for entering orders, entering customer
information, customer maintenance, and telemarketing. The search
process also protects against duplicates being entered in the M.O.M.
customer database. With the Customer Lookup you can quickly find
any name and its related information in the M.O.M. customer database.
æ Setting
Note: There are several preferences for the lookup process. See
Up User Defined Order Entry Preferences and Customizing
the Customer Entry Screens in Chapter 1 of the MOM Setup Guide
for More Information.
1. On the Main Menu Bar,
Click on: Customer
Look-up
2. Or, on the Tool Bar,
Click on:
The Customer Lookup screen is displayed.
Looking up
Customer by
Last Name

3. Enter one or any combination of the seven lookup fields to search

the database for matches and press Ñ.
Customer Number — the system identification number for the
customer.
Alternate Number — an identification number for each customer
created for your company either by M.O.M. based on your
definition or when customers are imported from another system.
This field allows a partial entry.
Last Name — the last name of the customer. This field enables a
partial entry. In addition, if Sound Search has been initialized in the
Maintain Global Parameters settings, you can type a name that
“sounds” the same; e.g. Smyth or Smith, and the search finds all
matches. Matches that sound alike are always at the bottom of the
results list.
First Name — usually just the last name field is used, but the first
name may also be entered with the last name for a more accurate
search if the preference to allow it for lookup has been set in the
Customer Entry tab of Maintain Global Parameters.
Company Name — when applicable, the name of the company.
This field enables a partial entry.
Phone — the phone number of the customer. This field enables a
partial entry.
Zip Code — the zip code of the customer. This field enables a
partial entry.
E-Mail — the e-mail address of the customer. This field enables a
partial entry.
æ Note: The cursor sequence through the lookup fields can be

established Customer Entry tab of the Global Parameters function.
4. To further control the scope of the lookup, use the Search pull-
down menu to select the types of addresses that you want to
include in your search. The“Normal” setting excludes Shipping
Addresses.

Search Results — No Match is Found

Customer
Search Result
Screen - No
Match is Found
If the system does not find a match, the following message is displayed
at the bottom of your screen: “No matches have been found. Use Add
New to add a new name.” To add a new customer, see the Entering a
New Customer section later in this chapter.
Select the CLEAR button to refresh the screen for another search
attempt with other search criteria.

Search Results — One Single Match is Found

Customer
Search Result
Screen - One Single
Match
If the system finds a single match, the following message is displayed

at the bottom of your screen:
“1 match found. Select this name or use Add New to add a new name.”
Press Ñ to select this customer.

Search Results — Multiple Matches Found

Customer
Search Result
Screen - No
Match is Found
If M.O.M. finds multiple matches for a search, the following message is

displayed at the bottom of your screen:
“X matches found. Select a name or use Add New to add a new name.”
æ Note: X is the number of matches found.

1. Review the list.
2. To select a name, scroll through the list using £ and ¢.
3. Position the cursor menu bar on the customer name and press Ñ
or select the SELECT button.
4. To exit without selecting a name, press Ö.
See Also
Mail Order Manager Help
For information about See
Looking up a Customer Customer and Order Lookup
Customizing the Lookup Global Parameters
Maintenance-Customer Entry
User Defined Order Entry
Preferences

Entering a New Customer

If no matches are found in a customer search, select the ADD NEW
button to add this customer to your database.
The Customer Information screen is displayed.

Customer
Information
Screen
The lookup field(s) you used for the search will already be completed.
1. Complete the remaining fields with the new customer information.

æ Note: Depending on how the business rule, “Source Key is required
on New Orders and Customers,” has been set on the Order Entry
tab of Maintain >System Information > Global Parameters, you may
or may not be required to complete the Original Source Key field
even if you are just adding the customer to the mailing list.
2. Once the information is complete, you can continue working with
the new customer to enter a new order, enter a new contact to send
a catalog or form letter, set up demographics information, financial
information (terms, credit limit) or alternate addresses (for mailing,
shipping, etc.). See the procedures that follow in this chapter and
Chapter 2, Entering New Orders.

Removing a Customer from Mail and E-Mail Lists

M.O.M. allows you to flag customers who do not wish to receive
future mailings or e-mailings in the optional List Management Module.
1. To remove a customer from mailing lists, select the General

Information tab from the Customer Information screen.
Customer
Information
Screen
2. In the lower middle section of the screen, select one or any

combination of the four options for removing someone from
mailing lists created using the List Management Module.
Expired
Do Not Mail
Do Not E-Mail
Do Not Rent
è Hint: You can use these options any way that you want to designate
a particular mailing status of a customer. The List Management
Module lets you decide to include or exclude names with any
particular status.
See Also
Removing a Customer from Customer Information General
the Mailing List
List Management Module List Management Module-
Overview

Deleting a Customer Name from the Customer File

1. Use the Customer and Order Lookup screen to find the customer.
2. In the search results list, position the cursor menu bar in the list on
the name of the customer you wish to delete.
Customer
Search Results
è toHint:verify
When your search results in multiple matches, you may wish
that you have selected the correct customer before deleting
them. The third column of the customer list defaults to company
name, however, by clicking on the you may select other criteria
such as customer number to verify you are deleting the correct
customer.
Click on:Customer
Delete
The system prompts you to confirm that you want to delete the
customer.
4. Select Yes, and the customer is deleted.

æ name
Note: Only customer names with no orders can be deleted. If the
has any orders attached to it, all orders must be canceled
before you can delete the name from the database.

See Also
Deleting a Name from the Deduping and Deleting Names
Customer File
Combining Duplicate Customers

1. Occasionally, even with M.O.M.’s thorough search, you may have
duplicate customers in your database. Misspelling a name can result
in a duplicate.
2. Use the Customer and Order Lookup screen to find the duplicate
customers. Use a search criteria that will give you the duplicate
customer(s) and the customer that is the real customer. For instance,
if they both have the same last name, use Last Name as the search
criteria.
the duplicate name(s) and,
Click on: Customer
Mark Duplicate
4. Repeat Step 2 for each duplicate in the list
the duplicate name(s) and,
Click on: Customer
Mark Master
6. When all duplicates and the master names are marked,
Click on: Customer
Combine Names
See Also
Combining Duplicate Deduping and Deleting Names
Customers

Including a Special Comment about a Customer

M.O.M. provides space for you to enter additional comments about
your customers for use by your customer service staff.
1. On the Customer Information screen select the General

Information tab.
Customer
Information
Screen -
General
Information Tab
2. Use the free-form Comments field to enter any additional

information about the customer.
3. Modify as needed.
See Also
Including a Special Comment Customer and Order Lookup
or a Customer
Classifying Customers Using Type Codes

The Type Code fields on the Customer Information screen can be
used to classify customers. Type codes can be set up and maintained
in M.O.M. (See Establishing Customer Type Codes in Chapter 6 of the
Setup Guide) and/or may be entered free-form on the fly. To display a
list of type codes, position your cursor on any one of the three codes
and press À .

Any one or more of the three code positions can be used alone or in
combination.
These fields may also be modified for a customer as needed.
See Also
Type Codes Customer Information - General
Adding or Viewing Alternate Addresses and Contacts

In many instances, a customer may have alternate addresses that you
want to keep on file. In the case of a retail company, these may be
alternate addresses for shipping, mailing, other family member names,
or gift recipients. In the case of business-to-business companies, these
may be the names of purchasing agents, alternate shipping addresses,
the billing address for a company, gift recipients, etc. And because all
of the alternate names/addresses are in the M.O.M. customer file, each
alternate name/address can become a “buying” customer at any time
in the future.
M.O.M. enables you to set up different types of alternate names and

addresses, and to define the way that the alternate name is related to
the primary customer name as the “type of address.”
To set up an alternate name or address for a customer,
1. On the Customer Information screen select the Contacts/

Addresses tab.

Customer
Information
Screen -
Contacts/
Addresses
2. To add a new name or address, select the ADD button to display the
contact/address screen. To edit or view an existing name or
address, select it in the list and select the EDIT button to display the
contact/address screen. To delete a name or address from the list,
select it in the list and select the DELETE button.
æ Note: When you delete a contact or address, you only delete the
relationship. You do not delete the actual customer record for that
contact which remains in the M.O.M. customer file.
Contact/
Address
Entry/Edit

3. Use the Type of Name pull-down menu to select the type of

relationship that the name or address has to the Primary Name and
optionally enter a Description, for example, “Billing Address.”
If you choose “Contact/Address” in the pull-down menu, the check
box, Contact’s Address is the same as Primary Name, is activated.
If you check this box, M.O.M. automatically completes all of the
address fields in the screen for you, and you only need to complete
the name related information.
è up
Hint: It is recommended that only one address per customer be set
as bill-to address. If multiple bill-to addresses are used, financial
information from orders, including points & rewards, credits, etc.
may be spread over several customer records.
4. If the name is known to be in the customer file already, select the
FIND button to use the customer lookup screen to search for the
customer name. Edit the information as required. Optionally, use
the FULL VIEW button at the bottom of the screen to transfer to the
full customer information screen for the related name.
If the contact or address is not found or you choose not to use the
FIND option, enter the customer information in the fields.
5. Optionally, set the do not mail check boxes in the lower right corner
to the appropriate conditions for mailing and e-mailing with the List
Management Module.
6. Optionally, set the NO LONGER USED button to prevent the name/
address from being included in lookups.
7. Optionally, select the DATE RESTRICTIONS button to display the
Date Restrictions pop-up screen to restrict the use of the name/
address by date.

Address
Date
Restrictions
8. There are four options on this screen governing mailing, shipping

and lookup use of the address.
No Date Restrictions - check this button to disable date
restrictions.
Seasonal - check this button and enter a “From” month and day
and a “To” month and day.
Begin using this address on - check this button to prevent an
address from being used before a certain date. Enter the date.
Stop using this address after - check this button to prevent an
address from being used after a certain date. Enter the date.
9. Select SAVE to return to the Contact/Address Edit screen.
10. On the Contact/Address Edit screen, select SAVE to return to the
Customer Information screen.
See Also
Alternate Addresses/Contacts Address and Contact Edit
Recording Customer Demographics Information

This function is only available if the optional List Management Module
is installed on your system. This screen provides a selectable list of
“pages” of customized customer demographic information. The
number of pages and design of each page is entirely dependent on the
way the demographic screens are set up in the Maintain Demographic

Screens option of the List Management Module. See Creating Special

Customer “Demographics” Information Screens in Chapter 6 of the
Setup Guide.
1. From the Customer Information screen, select the Demographics

tab.
Customer
Information
Screen -
Demographics
Tab
2. To view or enter information a demographics page, double click on

the selected page, or position the menu cursor bar on the
appropriate page and press Ñ.
After viewing or editing the page, M.O.M. returns to the list.
See Also
Recording Customer Information
Demographics Information Demographics
Sending a Customer a Catalog

On a daily basis, customers and prospective customers may call, write,
or e-mail and request that a catalog be sent to them. To fill these
requests, follow this procedure.
1. From the Customer Information screen select the NEW CONTACT

button to display the New Contact Entry screen.

Customer
Contact
Screen -
Mail
Tab
2. If one applies, or is required, enter or lookup the Contact Source

Key.
3. Use the Contact Name pull-down list to select the name of the
person to send the catalog to. The name defaults to the primary
name for the customer. To add a new name, select the ADD button
and refer to Adding or Editing Alternate Addresses and Contacts
earlier in this section.
4. To print a mailing label for a catalog,
Click on: Print a Catalog Request Label
5. If you wish to hold the catalog for mailing at a later date, press Î
and move the cursor to the Do Not Mail Until field. Enter that date
in this field.
6. Move your cursor to the Catalog to Send pull-down list and select
a catalog.
7. Optionally, select the PRINT LABEL button to print the label
immediately, instead of waiting for the next run of the Batch Order
Processing function or using the List Management Module. The
label prints to your local printer.
See Also
Sending a Customer a Customer Contact
Catalog
Sending a Customer a Form Letter

Periodically, you may need to contact a customer by mail, fax or e-
mail. The customer form letters enable you to do this quickly and
easily.
æ Note: You can also send a form letter in Order Entry. See Sending a
Form Letter During Order Entry in Chapter 2.
1. On the New Contact Entry Mail Contact tab screen, move the
cursor to the Notice to Send field.
2. If one applies or is required, enter or lookup the Contact Source
Key.
3. Use the Contact Name pull-down list to select the name of the
person to send the notice. The name defaults to the primary name
for the customer.- To add a new name, select the ADD button and
refer to Setting Up Alternate Addresses and Contacts earlier in this
section.
4. Move your cursor to the Notice to Send pull-down list and select
one of the form letters.
5. If you wish to customize the letter/notice select the CUSTOMIZE
button. The letter/notice is displayed for editing.
æ Note: If you chose a notice that was created using MS Word, M.O.M.
will open Word for you to edit the notice. If Word does not open on
your screen, press ËÎ to open Word.
6. Once you have finished editing the notice, select the SAVE button
and M.O.M. returns to the New Contact Entry screen.
7. Select one of the following Send Options for the notice (any
combination of options may be selected).
Print to Printer - Includes the notice in the normal run of notices in
the Batch Order Processing function.
Internet E-Mail - Sends the notice via E-Mail using Microsoft’s Mail
client software program.
Fax - Sends the notice to the customer’s fax number.
8. To send the notice via e-mail or fax immediately, instead of during
the next run of notices in the Batch Order Processing function,
select the SEND ON SAVE button.
9. To include a subject header on an e-mail or fax, enter the header in
the Subject Header for E-Mail or Fax field.
æ Note: You must have the customer’s E-Mail address and/or fax
number on the Customer Information screen. Also, you must have
the selected E-Mail client software installed on your workstation.

10. Once you have finished, select the SAVE button and M.O.M. returns
to the Customer Information screen.
See Also
Sending a Customer Form Customer Contact
Letter
Creating a Form Letter Customer Notice Maintenance
Customize a Form Letter Customize a Letter
Issuing a Promotional Credit

You can record the amount of a special offer or rebate program given
to a customer. You can also use this procedure to give someone a
“house” credit. This amount is carried forward to their next order.
1. Select the NEW CONTACT button on the Customer Information

screen to display the New Contact screen. (See the screen earlier in
this section.)
2. Enter the amount (in dollars) of the promotional credit in the
Promotional Credit field.
æ Note: The promotional credit is non-transferable. It will be available

to redeem on the customer’s next order only.
See Also
Issuing a Promotional Credit Customer Contact

Viewing Account Information

By selecting the Account tab from the Customer Information screen,
M.O.M. enables you to choose a customer’s invoice to edit/view.
Customer
Contact
Screen -
Account
Tab
1. Position the cursor menu bar on the invoice you want to view/edit
and press Ñ, or double click on your choice using your mouse to
display the Order screen for that invoice.
Order Screen
æ order
Note: There may be more than one invoice part for an order if the
was shipped in multiple parts. This is indicated in the Inv
column. If there is only one invoice, an A is displayed, if there are
two, a B is displayed, etc.

2. To view all the charges and payments for an order, on the Tool Bar,
Click on:
The Journal Entries for Order screen is displayed.
Journal Entries
For Order
Screen
3. After viewing this screen, select the CLOSE button.

4. After viewing/editing an order, select the SAVE ORDER button to
return to the invoice list.
See Also
Viewing Account Information Customer Information Account
Viewing Previous Contacts

M.O.M. keeps a record of each notice sent, catalog sent, and phone
contact or scheduled call (if you are using the optional Telemarketing
Module).
To view a list of these contacts,
1. Select the Contact History tab from the Customer Information

screen.

Customer
Information
Screen -
Contact
History Tab
2. To view/edit a specific contact entry, position the cursor menu bar

on the contact you want to select and press Ñ, or double click on
your selection using your mouse to display the Review of Contact
Entry screen with either Phone Contact or Mail Contact tab
displayed depending on whether the contact was a mail contact or
phone contact.
Review of
Contact Entry
Screen -
(Phone Contact
Shown)

è Hint: For a phone contact, you can expand the Call Log box to see
all phone contacts made by double clicking with your left mouse
button while in the box.
3. When you are finished viewing the contact entry select the SAVE
button and M.O.M. returns to the contact history list.
See Also
Viewing Previous Contacts Customer Information - Contact
History
Phone Contact Telemarketing Module
Viewing Previous Purchases

M.O.M. allows you to view a list of the individual items purchased by a
customer.
1. Select the Purchases tab from the Customer Information screen. A

selectable list of previous purchases is displayed.
Customer
Information
Screen -
Purchases Tab
2. Select the PRINT button to print a listing of all purchases and/or

returns ever made by that particular customer.
3. Optionally, use the Display drop down to filter the list of purchases
by All Ordered Items, Shipped Items Only, Back Ordered Items
Only, Quotation Items Only or Returned Items Only.

4. To view/edit the order associated with a particular item, position

your cursor menu bar on the item and press Ñ, or double click on
the item using your mouse to display the Order Information screen.
Order
Information
Screen
5. After viewing/editing the order select the SAVE ORDER button and
M.O.M. returns to the list of items purchased.
See Also
Viewing Previous Purchases Customer Information
Purchases
Viewing Previous Orders

From the Customer Information screen, M.O.M. enables you to view a
selectable list of the previous orders for a customer.
1. Select the Orders tab.

2. Select the PRINT button to print a listing of all orders ever placed by
that particular customer.
3. To view/edit an order, position the cursor menu bar on the order
you want to select and press Ñ or double click on the order with
your mouse to display the Order Information screen.

Order
Information
Screen
4. After viewing/editing the order information, select the SAVE ORDER

button. M.O.M. returns to the Order list.
See Also
Viewing Previous Orders Customer Information - Orders
Viewing or Setting up Customer Financial Information

The Financial tab on the Customer Information screen contains all of
the information related to a customer account, including their current
balance, promotional credit, points and rewards, terms, credit limit, tax
exempt status, and applicable discount.
1. From the Customer Information screen, select the Financial tab.

Customer
Information
Screen -
Financial Tab
2. Optionally, if the customer is allowed to pay on open invoice, enter

their Credit Limit and their Terms. Enter a discount %, the number
of Days to pay by to receive the discount, and the Net terms (30
days, etc.). If no discount applies, just enter the Net terms.
æ Note: If a customer becomes a “bad credit” customer at some point,

check the Bad Credit box. A warning is displayed in the Customer
Information Screen in red letters.
3. Optionally, if the customer is sales tax exempt at a state level, check
the box for Tax Exempt. Optionally, enter the Tax ID # (exempt
number) for the customer.
4. Optionally, if the customer is sales tax exempt at a national level
(VAT), check the box for National Tax Exempt. Optionally, enter
the Tax ID # (exempt number) for the customer.
5. Optionally, if the customer is eligible to receive a discount on
purchases, enter the discount percentage in the Discount field.
6. Optionally, if the customer has a preferred payment or shipping
method, select them from the Preferred Method of Payment or
Preferred Method of Shipment dropdown menus.

Printing or Viewing Reward Points History

If you have a points and rewards program set up, (see Setting up a
Points and Rewards Program Chapter 3 of the Setup Guide) you can
view and/or print a statement history for a customer on the Financial
tab.
1. Select the PRINT/VIEW POINTS HISTORY button to display the

Customer Points & Rewards screen.
Points and
Rewards
Screen
2. Select the From and To date range for the Statement and select the
PROCESS button.
3. Select to PRINT or VIEW as required.
æ customers
Note: Points and Rewards Statements can also be printed for all
at once. See Generating Points and Rewards
Statements in Chapter 5.
See Also
Viewing Previous Orders Customer Information - Orders


Chapter 2 Entering New Orders
Chapter 2
Entering New Orders

Entering an Order Starting with the Customer

Entering an Order Starting with the Items
Entering Orders with Different Address Options
Entering Sales Information
Entering Stock Codes
Entering Special Types of Items
Editing Line Item Information
Writing Order, Box Label and Warehouse Notes
Writing an Order Memo to the Customer
Sending a Customer Form Letter During Order Entry
Selecting Shipping Methods and Scheduling Shipments
Viewing the Default Packaging for Items in an Order
Shipping Ahead a Partially Filled Order
Entering Order Payment Information
Copying Orders
Putting an Order on Hold
Quick Printing an Order
Entering a Quotation
Using the “Show” Options on the Order Total Tab
Creating Club Membership Plans
Creating New Orders Using the Batch Order Making Utility

Entering an Order Starting with the Customer

To enter a new order starting with the customer, see Looking up a
Customer or Entering a New Customer in Chapter 1.
Once the customer has been found or added,
1. Select the NEW ORDER button from the Customer Information

screen.
The Order Entry screen is displayed.
Order Entry
Screen
2. Enter the line items in the grid area on the screen. (See Entering
Stock Codes later in this chapter.)
3. If you do not know an item number, place your cursor in the Item
field and press À to search for the item.
æ Note: Once you start entering items on the grid, the Line Item
Detail tab is brought forward.
4. When you are finished entering each item and quantity, press Ñ
and M.O.M. completes the remaining fields for the item on the grid.
See Also
Entering an Order starting Order Entry - Entering Line
with the Customer Items

Entering an Order Starting with the Items

To enter a new order starting with the items,

Click on: Order
Enter New Order
Click on:
The Order Entry screen is displayed. (See the previous page.)
3. Complete this screen as described in Starting with the Customer and

then select the SELECT BILL-TO button on the Addresses tab to
bring up the Customer Lookup screen to find or enter a new
customer for the order. See the procedure below for Entering
Orders with Different Address Options.
See Also
Starting with the Items Order Entry Overview
Entering Orders with Different Address Options

For orders with different shipping addresses, different sold-to
addresses and gift orders, M.O.M. provides an easy way to enter orders
and make changes as required. And, if a customer has had shipping
addresses, sold-to addresses or gift addresses set up previously or
placed orders with different addresses, the different address
information is automatically “plugged in” for you in new orders for
that customer.
To enter addresses for an order, select the Addresses tab on the

Order Entry screen.

Addresses Tab
Entering a Billing Address

The billing address may be the only address on an order, in which
case it serves as both the billing and shipping address. In this case the
pull-down menu at the top of the Addresses tab should be set to
“Billing Address is same as Shipping Address.” In other cases, the
billing address is used along with a sold-to address and/or one or
more shipping addresses. If you entered the order starting with the
billing name customer, the billing name is entered for you. If you start
with a sold-to or shipping name, you need to select a billing name for
the order.
To change or enter a billing address,
1. On the Addresses tab on the Order Entry screen, select the SELECT
BILL-TO button to bring up the Customer Lookup screen to find or
enter a new customer for the order. If the billing address is already
displayed, select the CHANGE BILL-TO button to lookup a different
customer or enter a new one.
2. If the billing address is the only address, select “Billing Address is
same as Shipping Address” in the pull-down menu at the top of the
screen tab. If there are other addresses, refer to the appropriate
procedure below.

Entering a Sold-To Address

A sold-to address is used on an order when the person ordering is not
the person who is paying for the order.
æ Note: There are two instances when a customer may have multiple
sold-to addresses associated with their customer record: 1. If the
customer’s last order had a sold-to address, or 2. if a customer who
does not have any orders on file was set up with one or more
alternate addresses that were designated a sold-to address. If you
want to change the sold-to name, continue with Step 1 below.
1. On the Addresses tab on the Order Entry screen, select the SELECT
SOLD-TO button to display the Select or Lookup Sold-To Name/
Address.
Select or
Lookup
Sold-To
Name/Address
2. If the sold-to name is listed, select the name by positioning the

cursor menu bar on the customer’s name and pressing Ñ or by
double clicking on the name with your mouse.
3. If the customer is not listed, use the Customer Lookup portion of the
screen to search for the customer or add a new customer.
æ Note: You can narrow the search to include only names that have
been used as sold-to addresses previously by changing the Search
pull-down menu to “Sold-To Addresses Only.”

Entering a Single Shipping Address

Use this procedure if the whole order will be shipped to one single
address that is different from the billing address.
æ address
Note: If the customer’s last order was shipped to a single separate
or if a customer who does not have any orders on file was
set up with one or more alternate addresses that were designated a
ship-to address, the pull-down menu at the top of the Addresses tab
is automatically set to “Separate Shipping Address for Entire Order”
and the ship-to name(s) is already filled in on the screen or
displayed in a selectable list. If you want to change the shipping
address, continue with Step 1 below.
1. On the Addresses tab on the Order Entry screen, select “Separate
Shipping Address for Entire Order” in the pull-down menu at the
top of the screen tab.
2. Select the SELECT SHIP-TO button to display the Select or Lookup
Ship-To Address screen.
Select Or
Lookup
Ship-To
Name/Address
3. If the name/address to whom the order is to be shipped is listed,

select the appropriate customer by positioning the cursor menu bar
on the customer’s name and pressing Ñ or by double clicking on
the name with your mouse.

æ besides
Note: You can expand the listing or search to include other names
those that have been used as ship-to’s by changing the
Search pull-down menu to another setting besides “Restricted -
Only Addresses Belonging to This Customer.”
Entering Multiple Ship-To Addresses

Use this procedure if each line item or groups of line items are going
to be shipped to different addresses.
æ Note: If the customer’s last order was shipped to multiple addresses,

the pull-down menu at the top of the screen tab is automatically set
to “Multiple - Separate Shipping Address for each Line Item.” Select
the address for each line item using the procedure below.
1. On the Addresses tab on the Order Entry screen, select “Multiple -
Separate Shipping Address for each Line Item” in the pull-down
menu at the top of the screen tab. The Multi-Ship/Gift Info tab is
activated.
Multi-Ship/Gift
Info tab
2. Enter the first line item for the order. (See Entering Stock Codes later
in this chapter.) The List of Ship-to/Gift Recipients for this Order
pop-up is displayed.

List of Ship-To
Gift-To Names/
Addresses for
the Order
3. This is a list of names already entered as shipping addresses for this

order. If the name/address is already in the list, select it. If the name
is not in the list, select the NEW button to display the Select or
Lookup Ship-To Name/Address screen.
Select Or
Lookup
Ship-To
Name/Address

select the appropriate customer by positioning the cursor menu bar
the name with your mouse.

5. After selecting the name, the line items screen is displayed for the
entry of the next order item.
screen to search for the customer or add a new customer. After
selecting or adding a customer, the line items screen is displayed for
the entry of the next order item.
æ Note: You can expand the listing or search to include other names
besides those that have been used as ship-to’s by changing the
7. Optionally, select Specific Shipping Via and/or Schedule
Shipment for to control how and when each shipping name/
address is to have their package(s) shipped.
8. Repeat steps 2-6 for each line item in the order.
9. Optionally, check shipping destinations of each item in the entire
order after entering all contents, by selecting to View Items for a
particular shipping address in the order.
Entering Single or Multiple Gift Recipients

Use this procedure to enter a gift order with one or more recipients.
æ menu
Note: If the customer’s last order was a gift order, the pull-down
at the top of the screen tab is automatically set to “Gift Order
- One or More Recipients.” Select the address for each line item
using the procedure below.
1. On the Addresses tab on the Order Entry screen, select “Gift Order
- One or More Recipients” in the pull-down menu at the top of the
screen tab. The Multi-Ship/Gift Info tab is activated.

Multi-Ship/Gift
Info Tab
2. Enter the first line item for the order. (See Entering Stock Codes later
in this chapter.) The List of Ship-to/Gift Recipients for this Order is
displayed.
List of Ship-To
Gift-To
Names/
Addresses for
Order
3. This is a list of names already entered as gift recipients for this order.
If the name/address is already in the list, select it and optionally
select or enter a Gift Message. Select PICK GREETING to select
one of the user defined gift messages. Select USE LAST to copy the
last greeting entered. Or, type in a new greeting in the space
provided.

After entering the greeting, the line items screen is displayed for the
æ OnLine
Note: Because of the special shipping label required for the UPS
Compatible shipping system interface, you are limited to 2
lines for the gift message. However, if you are using the Legal Gift
form, all 6 lines will print on the bottom gift card.
4. If the name is not in the list, select the NEW button to display the
Select or Lookup Ship-To Name/Address screen.
Select or
Lookup
Ship-To
Gift-To
Name/Address

select the appropriate customer by positioning the menu cursor bar
the name with your mouse. After selecting the name, optionally
select or enter a Gift Message. Select PICK GREETING to select
one of the predefined gift messages. Select USE LAST to copy the
last greeting entered. Or, type in a new greeting.
æ Note: You can expand the listing or search to include other names
besides those that have been used as gift-to’s by changing the

7. After selecting or adding the name, optionally select or enter a Gift

Message. Select PICK GREETING to select one of the
predefined gift messages. Select USE LAST to copy the last greeting
entered. Or, type in a new greeting.
8. Optionally, select Specific Shipping Via and/or Schedule

Shipment for to control how and when each gift recipient is to
have their package(s) shipped.
9. Repeat steps 2-8 for each gift recipient in the order.
10. Optionally, check shipping destinations of each item in the entire
order after entering all contents, by selecting View Items for a
particular gift recipient address in the order.
Using Right Click Mouse Options for Order Address Edits

Sometimes you might accidentally put the right name in the wrong
place. A billing name may actually be the shipping or a sold-to might
actually be the billing name on an order. Or, you may want to delete a
sold-to, billing or shipping name. M.O.M. enables all of these tasks to
be accomplished using the address edit options.
To use any of the address edit options,
1. On either the Addresses or Multi-Ship/Gift Info screen tab, with

your mouse, right click on the Billing, Shipping, Gift-To or Sold-To
name/address. The address options box is displayed

Address
Edit
Options
2. On the Addresses tab only, to swap the position of a name/

address in an order with different billing, shipping and/or sold-to
addresses, use your mouse to “drag and drop” the address to the
new position. For instance, if the billing address is actually the
shipping address, select the billing address and drag and drop it to
the shipping position.
3. On the Addresses or Multi-Ship/Gift Info tab, to delete an
address, select the Delete option in the edit box.
4. On the Addresses or Multi-Ship/Gift Info tab, to change an
address, select the Change option in the edit box. You can also do
this with the CHANGE button.
5. On the Addresses or Multi-Ship/Gift Info tab, to view an address,
select the View option in the edit box. You can also do this with the
VIEW button.
6. On the Addresses tab only, to lookup an address, select the Select
option in the edit box. You can also do this with the SELECT button.
See Also
Entering Addresses Order Entry - Addresses Tab
Orders with Multiple Shipping Order Entry - Multi-Ship or Gift Info
Addresses
Gift Orders Order Entry - Multi-Ship or Gift Info

Entering Sales Information

M.O.M. keeps track of pertinent sales information including advertising
source, catalog code, salesperson ID, and order type. This information
is used primarily for reports. Depending on the settings in Maintain
Global Parameters, some of these fields may or may not be required
during order entry.
Source Key
This code indicates the advertising source for an order.
1. From the Order Entry screen, select the Sales Information tab.
Order Entry
Screen- Sales
Information
Tab
2. In the Source Key field either enter a full or partial source key or
press À for a list of valid codes. If you enter a partial code, the
Select Source Key lookup screen is displayed.
3. Select the appropriate source key by positioning your menu cursor
bar on your selection and pressing Ñ or by double clicking on it
with your mouse.
Catalog Code
M.O.M. enables you to enter catalog codes to indicate from which
catalog the customer is ordering.

2. Enter the catalog code in the Catalog Code field or press À for a
list of valid codes.
æ Note: Depending on how you set up your system, the Catalog

Code field may be filled in automatically when the source key is
entered.
Sales ID
This field identifies the salesperson to receive a commission on the
order.
2. Enter the salesperson’s ID in the Sales ID field or press À for a list
of valid IDs.
Order Type
This field identifies the type of order being taken.
2. Enter the type of order in the Order Type field or press À for a list
of valid codes.
Order Priority
This field identifies the priority of the order being taken.
2. Select High or None from the Order Priority field. A “High” priority
allows the order to be prioritized for the Backorder Fulfillment,
Warehouse Manager' s screen and the Packer' s Workstation.
Order Promotion Code

This field identifies if an order promotion is being allowed.
2. Select Remove Promotion or Allow Promotion to remove or
include the order promotion on the order. The Order Promotion is
in addition to a customer or item promotion or discount.

See Also
Entering Sales Information Order Entry - Sales Information Tab
Orders Order Promotion Code Order Entry - Sales Information Tab
Addresses Tab
Order Promotions Information
Info
Entering Stock Codes

M.O.M. provides several helpful tools to enable you to quickly and
easily enter the items on an order.
1. To enter a line item you can click your mouse with the cursor
positioned anywhere on the line item grid (the area at the top of the
screen with the lines and columns), or select the Line Item Detail
tab on the Order Entry screen.
Order Entry
Screen-
Line Item
Detail Tab
2. If you know the M.O.M. stock code completely, type in the

complete code in the Item column and press Ñ.
3. Enter the Qty and press Ñ to display the Description, Unit Price
and Extended price.
4. If you know only the part of the code, starting with the first few
letters or numbers in the code, enter part of the code in the Item
column and press Ñ to display a list of matches.
5. Select the stock item from the list and enter the Qty and press Ñ to

display the Description, Unit Price and Extended price.

6. If you do not know the code for the item or want to try to find it
based on price, description, supplier code, etc., press À to display
the Stock Item Lookup screen to search based on any other
parameter.
æ Note: As an alternative to the M.O.M. stock code, you can also enter
an item using the UPC Code (the entire code must be entered) or
ISBN/Alternate ID (a partial entry can be used) for an item if those
fields have been set up for the item in the Maintain Stock Item
function. See Establishing UPC, ISBN or Alternate IDs for a Stock
Item in Chapter 2 of the Setup Guide.
è Item
Hint: Each time you enter a line item, the display fields in the Line
Detail tab change to provide additional information about
availability, tax status, etc.
See Also
Entering Line Items Order Entry - Line Item Detail Tab
Entering Special Types of Items

Some stock items have additional information or special procedures
related to them when they are entered in an order.
Gift Certificates
1. Enter the gift certificate item just like any other stock item, however
you must enter a quantity of 1. To sell multiple certificates, you
must enter multiple line items.
2. After entering the quantity and pressing Ñ, the Gift Certificate
Control screen is displayed.

Gift Certificate
Control System
3. Select the Purchase radio button.

4. Optionally, enter the Expiration Date. If left blank, there will not be
an expiration date. For instance, expiration dates are usually a year
from the date of purchase, depending on your company policy.
æ Note: If a gift certificate expires, it will no longer be able to be

redeemed.
5. Enter the Recipient name.
6. Select the PROCESS button. M.O.M. displays a screen with the Gift
Certificate #.
7. Select OK and the gift certificate item is entered. All of the associated
information, including the Recipient, Notation and Certificate # are
kept in the Custom Information field.
æ Note: To change the amount of a Gift Certificate (if your company

policy allows this), follow the procedure for Changing a Unit Price
in Editing Line Item Information later in this chapter.
Serialized Inventory Items

A serialized inventory item is entered just like any other stock item.
Unless you need to view or edit the serial number, no special action is
required. Follow the procedure below only if you need to view or edit
the serial number information after entering the item in the order.
1. From the Order Menu Bar,

Click on: Order Edits

Serial Number Information
Click on:
A pop-up screen is displayed.
3. Select the item and select the EDIT button.

4. Modify the serial number and select the CLOSE button.
Entering a Non-Inventory Item

In some cases, a customer may want to order an item that you do not
stock. M.O.M. enables you to enter these types of items using the
following procedure.
1. On the line item grid on the Order Entry screen,

2. Leave the Item field blank, and press Ñ or Î.
3. Enter the quantity and press Ñ again. M.O.M. asks you if you want
to enter a non-inventory item.
4. Select “YES”.
5. Enter the unit price of the item.
6. In the Line Item Detail tab, enter the description in the
Custom Information field. Then, use the pull-down menus to
select the Product Type (default value is product item) and Tax
Status (default value is taxable) for the item as required.
æ Note: Users having the Advanced Warehouse Module will be

prompted to select a warehouse for the non-inventory line item to
ensure that the item is properly shipped.
Items with Cross-Sells, Up-Sells, Substitutes or

Promotions
For some items, there may be other items that are either required
(substitute) or suggested (up-sell) replacements for another item.
Other items may have accessories that are suggested as complements
to the item ordered (cross-sell) or linked to a free or discounted item
(promotion).
When stock items have these “associated” items set up with them, a
special display is added to the normal line item entry procedure.

1. Enter the item just like any other item.

2. After entering the quantity and pressing Ñ, the Cross-Sell, Up-Sell,
Substitute Item, or Promotional Product screen is displayed.
Corss_Sell,
Up_Sell,
Substitute
Item, or
Promotional
Product Screen
3. Look at the title bar of the screen to determine if the selling tool
displayed is a cross-sell, up-sell, substitute or promotion.
4. Note the Reason. This is either “Suggestion Only” or “Required
Substitution.”
5. Optionally, if the order is a telephone order, read the Operators
Script to the customer if a script is provided.
6. If the Reason is “Suggestion Only,” select the ACCEPT or DECLINE
button based on the customer’s decision. If the Reason is “Required
Substitution,” only the ACCEPT button is available.
7. If you select ACCEPT, the alternative item is automatically entered in
the order either in place (substitute or up-sell) or in addition (cross-
sell or promotion) to the original item.
æ Note: In those cases where more than one selling tool is set up for
an item, M.O.M. prioritizes Up-Sells ahead of Promotion, followed
by Substitutes and Cross-Sells. Cross-Sells are only displayed if the
proceeding Up-Sell and/or Substitute is declined.
An Item with a Customer Notice Association

As a means of providing an accompanying “set of instructions” or
promotional announcement about a product, any one of the Customer
Form letters created in M.O.M. can be associated with a stock item in
Product > Maintain Stock Item > Miscellaneous tab. When that item is

entered in an order, some decisions about the notice need to be made

by the order entry operator.
1. Enter the item just like any other item.

2. After entering the quantity and pressing Ñ, the Customer Notice
Request screen is displayed.
Customer
Notice
Request
3. Move your cursor to the Notice to Send field and use the pull-
down menu to select the notice.
4. Select the CUSTOMIZE button to tailor the notice for a specific
customer.
your screen, press ËÎ to view Word.
and M.O.M. returns to the Customer Notice Request screen.
6. Select the Recipient for the notice.
7. Select one of the following send options for the notice (any

program.


to the Order Entry screen.
See Also
Gift Certificates in Order Entry Gift Certificate Control System
Substitutes, Cross-Sells, Upsells Cross_Sell, Up-Sell, Substitute,

and Promotions in Order Entry Promotional Items -
Prompt Display
Customizing a Notice Customize a Letter
Editing Line Item Information

After items are entered in an order, M.O.M. provides the flexibility to
change and customize items for particular situations.
Customizing a Line Item Description

M.O.M. allows you to enter an extended or special description for an
item.
On the Order Entry screen, select the Line Item Detail tab.

Order Entry
Screen -
Line Item
Detail Tab
1. In the line item grid, select the item.

2. Enter the special description in the Custom Information field. This
description is printed in its entirety on the customer’s invoice and/
or packing slip. It is also printed in its entirety on the drop ship
purchase order if the item is a drop shipment.
Applying or Changing a Discount for an Item

M.O.M. enables you to apply or change a discount for an item.
1. On the line item grid, select the item.

2. On the Order Menu Bar on the Order Entry screen,
Click on: Item Edits
Change Discount
3. Or, position the mouse on the Dsct field and press the RIGHT
MOUSE button to open the field.
4. Enter the discount percentage.
Changing the Item

You may change an item in the Order Entry screen.

2. Position the mouse on the Item field and press the RIGHT MOUSE
button to open the field.
3. Enter a new item by typing the stock number or partial stock
number for item and press Ñ.

Changing the Unit Price of an Item

You may change the unit price of an item in the Order Entry screen.

2. From the Order Menu Bar on the Order Entry screen,
Change Unit Price
3. Or, position the mouse on the Unit Price field and press the RIGHT
4. Change the unit price and press Ñ.
Changing the Quantity of an Item

You may change the quantity of an item in the Order Entry screen.

2. From the Order Menu Bar on the Order Entry screen,
Change Quantity
3. Or, position the mouse on the Qty field and press the RIGHT
4. Change the quantity and press Ñ.
Force Filling or Force Back Ordering an Item

M.O.M. enables you to change the status of a line item to “force fill” a
back ordered item or “force back order” a filled item. This is typically
done to give and take from inventory from one order to another; i.e.,
an order that may be on hold has an item filled that another order not
on hold has backordered. The item on the order on hold is “force
backordered” and the item on the order not on hold is “force filled.”
1. On the Order Entry screen, select the line item.

2. On the Order Menu Bar,
Change Status
Click on:
The Change Line Item Status screen is displayed.

Change Line
Item Status
Screen
4. Change the quantity if necessary and select the Filled button or

Back Ordered.
5. When force filling, if you want to add “additional” inventory for the
item and not take from your existing inventory, make sure that the
check box Take from Inventory is not selected. If you are
allocating existing inventory for the item (perhaps by force back
ordering the item in another order), make sure that the check box is
selected.
Deleting a Line Item

To delete a line item from an order,

Delete Item
Click on:
The selected line item is deleted.
Changing the Pick Location for an Item

Each stock item in M.O.M. is set up with a warehouse location called a
bin. If you have the optional Advanced Warehouse Module installed,
you may have multiple warehouses each with their own supply of
items with bin locations. In addition, some items may be set up as

“allowed to drop ship” which means that instead of the item being
picked and packed using in-house inventory, the item is instead
picked and packed at the supplier’s location and shipped to the
customer directly by the supplier.
When an item is entered on an order, most of the time all of this

information is “invisible” to the order entry operator. However, when
necessary (perhaps due to a back ordered situation in one location),
the Pick Location can be changed.
1. On the Order Entry screen, select the Line Item Detail tab.
Order Entry
Screen -
Line Item
Detail Tab
2. In the line item grid, select the item.

3. Use the Pick Location pull-down menu to select a different bin (in-
house) or supplier (drop ship) pick from location for the item.
4. If the item is a dropship item, click on the Best Buy button to
display the price breaks on the satisfied quantity for an ordered
dropship item. The preferred supplier can then be selected from the
list.
See Also
Editing Line Items Order Entry - Item Details Tab
Line Item Edits

Substitutes, Cross-Sells, Upsells Products Best Buy Based on

Quantity Ordered
Writing Order, Box Label and Warehouse Notes

There are three different types of notes directly associated with an
order.
1. Select the Instructions/Notes tab from the Order Entry screen.

Order Entry
Screen -
Instructions/Notes
Tab
2. Optionally, type in any special Order Notes. These notes are not
printed on any form and are simply kept in this field for future
reference for the order.
3. Optionally, type any special instructions for the shipping label in the
Instructions to Appear on All Box Labels field. This set of
instructions will be printed on all shipping labels for that order
unless instructions are written for a specific box; e.g. “Leave on
back porch.” See Viewing the Default Packaging for Items in an
Order later in this chapter.
4. Optionally, type in any special instructions for the warehouse staff in
the Fulfillment Instructions field. These instructions are printed
on the pick ticket for the order; e.g. “Use bubble wrap, not
peanuts.”

See Also
Line Item Edits
Writing an Order Memo to the Customer

To write a custom memo to be printed on the invoice or packing slip.
1. Select the Sales Information tab from the Order Entry screen.
2. Select the CUSTOM MEMO button and type the memo in the three
lines provided in the Order Memo field.
Order Entry
Screen -
Sales
Information
Tab
3. If a Default Invoice Message or Source Key Message is set up, it is

displayed as the Default Memo. A custom memo over-rides the
default memo. Select the DEFAULT MEMO button to restore the
source key related message.
See Also
Line Item Edits

Sending a Customer Form Letter During Order Entry

To send a standard notice to either the bill-to or ship-to customer uring
the order entry process,

Generate a Notice/Letter
Click on:
The Customer Notice Request screen is displayed.
Customer
Notice
Request
3. Move your cursor to the Notice to Send field and use the pull-
down menu to select the notice.
4. Select the CUSTOMIZE button to tailor the notice for a specific
customer.
your screen, press ËÎ to view Word.
and M.O.M. returns to the Customer Notice Request screen.
6. Select the Recipient for the notice.
7. Select the one of the following send options for the notice (any

Internet E-Mail - Sends the notice via e-mail using Microsoft’s Mail
program.
to the Order Entry screen.
See Also
Sending a Standard Notice Order Edits
During Order entry
Customizing a Letter Customize a Letter
Selecting Shipping Methods and Scheduling Shipments

M.O.M. enables you to select a shipping method for the entire order as
a default as well shipping methods for specific line items if special
delivery is required on just part of an order. In addition, you can
schedule the shipment in each case.
Order Level Shipping

The order level shipping method affects the entire order and must be
entered as a default for all items even if specific shipping methods
and/or shipment dates are selected for an item.
To select a shipping method for the entire order,
1. Select the Order Total tab on the Order Entry screen.

Order Entry
Screen -
Order Total
Tab
2. Enter the shipping method in the Ship Via field. Press À to display
a list of valid shipping methods.
3. If the optional Automatic Shipping Calculations Module is installed
and Comparative Shipping Methods have been associated with a
shipping method, M.O.M. displays the Comparative Shipping Costs
screen.
4. Select a shipping method from the list.
5. Optionally, to bill the shipping charges to the customer, select the
3RD PARTY BILLING button to display the Shipping Charges Billing
Options pop-up screen. The button is only available for UPS
shipping methods, and you cannot bill shipping to a gift recipient
or when the order is shipped to the billing address.

Shipping
Charges
Billing
Options
6. Select whatever option applies.

7. Select CLOSE to return to the Order Entry screen.
8. Optionally, to schedule a shipment date for the entire order, refer to
Putting an Order on Hold later in this chapter.
Item Level Shipping

To select a shipping method and/or shipment date for just one item on
the order,
Select the Line Item Detail tab on the Order Entry screen.

Order Entry
Screen -
Line Item
Detail Tab
1. Select the line item in the line item grid for which you want to select
a shipping method and/or schedule a shipping date.
2. To schedule a shipment for the item, select the date in the
Schedule Shipment field in the Line Item Detail tab.
3. To select a shipping method for the item, use the Special Shipping
Via (Optional) pull-down menu in the Line Item Detail tab to select
the shipping method.
æ Note: When a special shipping method is selected for an item, the

charges are included in the Shipping charges total for the order on
the Order Total tab. To view any special charges for the item alone,
select the Packaging tab. See Below.
See Also
Select A Shipping Method Order Entry - Order Total Tab
Viewing the Default Packaging for Items in an Order

From the order entry operator standpoint, M.O.M. packages the order
based on several rules, including whether the item always ships
separately, whether the item is shipped to a different address, whether
the item is shipped via a different shipping method, or whether part of
an order is shipped ahead.

Changes in packaging can only take place using the Packer’s

Workstation for Order Processing. (See Processing Orders Using the
Packer’s Workstation in Chapter 3.) However, the default packaging
can be viewed in Order Entry using the following procedure.
1. On the Order Menu Bar on the Order Entry Screen, select the
Packaging tab.
æ Note: The tab is not available if the order level shipping method has
not yet been selected.
Order Entry
Screen -
Packaging
Tab
2. To display all boxes in the list, select the SHOW ALL BOXES button.
3. To display only boxes for a certain item, select the item in the line
item grid and then select the SHOW BOXES FOR ITEM button.
4. To view the box information in detail for a box in the list, select the
box and press the VIEW/EDIT BOX button to display the Edit Box
Information screen.

Edit Box
Information
5. Optionally, select the Via/Shipment Method to modify the shipping

method.
6. Optionally, select the Package Info tab to modify Package Options,
such as Delivery Confirmation, and Package Size options.
7. Optionally, select the Package Instructions & Charges tab to
write Instructions to Appear on the Box Label for the box, select
the CUSTOM button and type the instructions. These instructions
are typically delivery related, for example; “Leave the box on the
back porch.” Any instructions written here over-ride any
instructions that are entered on the Instructions/Notes tab. See
Writing Order Notes, Box Label and Warehouse Notes previously in
this chapter.
See Also
View Packaging Information Order Entry - Packaging Tab

Shipping Ahead a Partially Filled Order

M.O.M. gives you the option to “ship ahead” on orders with a mix of
in-stock and back ordered items.
1. From the Order Entry screen, select the Order Total tab.
Order Entry
Screen - Order
Total Tab
2. To ship the in-stock items ahead and split the invoice charges
accordingly, select the SHIP AHEAD button.
See Also
Shipping Ahead on a Partially Order Entry - Order Total Tab
Filled Order
Entering Order Payment Information

This section provides instructions for entering payment methods,
approving a credit card during order entry and the procedure for
entering a gift certificate on an order for redemption.
Selecting Payment Method

To select a payment method for an order,
1. Select the Order Total tab from the Order Entry screen.

Order Entry
Screen - Order
Total Tab
2. For a single payment, select the appropriate button to select the

method of payment, and complete the fields.
3. For multiple payments and/or mixed payments of different types,
select the Multi-Pay button to display the MultiplePayment List.
Order Entry
Screen -
Multiple
Payment List
4. Select the button for the first payment - Check, COD, Invoice or
Credit Card.
5. Complete the information required for the payment method selected
and press ADD to add the payment to the payment list
Check and Credit Card can be used in any combination and multiple

payments of the same type can be added except checks. Specific

amounts can be defined for each payment.
COD and Invoice cannot be used together on the payment list. In
addition, only one entry of either type can be used in a payment
list. These payment methods can only be used to “sweep up” a
remaining balance not covered by either Check or Credit Card
payments and no specific amount can be defined.
6. To change information on a payment in the payment list, select the
payment and press VIEW/EDIT.
7. To delete a payment in the payment list, select the payment and
press DELETE.
Approving Credit Card Payment During Order Entry

Some companies prefer to get approval for credit card payment while
the customer is on the phone placing an order. M.O.M. enables you to
do this either manually or automatically with the optional Interactive
Credit Card Authorization System.
1. From the Order Entry screen, select the Order Total tab. (See the
screen earlier in this section.)
2. For a single payment, select the CREDIT CARD button in the
Payment Information box. For a multi-payment order, select the
MULTI-PAY button first, and then select the CREDIT CARD button.
3. If the credit card has been used previously and has not expired, it
will be available in the listed. To select one, position your cursor
menu bar on the appropriate card and select the SELECT button, or
double click on it using your mouse.
4. To enter a new card, select the NEW button and type the
appropriate information.
5. Select the APPROVE NOW button. The Process a Credit Card screen
is displayed.

Process a
Credit Card
Screen
6. If you are using ICCAS, you are connected to your card processor
using the internet connection at the workstation you are using. The
entire process is automatic and you do not have to do anything.
7. If you do not have ICCAS, you must contact the card processor
manually using a desk-top card processor or phone and type your
approval code in the field provided in the M.O.M. screen.
Approving eCheck Payment During Order Entry

Like credit card transactions, M.O.M. enables you to approve an
eCheck payment manually or automatically with the optional
Interactive Credit Card Authorization System.
1. From the Order Entry screen, select the Order Total tab.

Order Entry
Screen - Order
Total Tab
2. For a single payment, select the ECHECK button in the Payment

Information box. For a multi-payment order, select the MULTI-PAY
button first, and then select the ECHECK button.
3. Enter all the appropriate information in the spaces provided.
4. Select the APPROVE NOW button.
Redeeming a Gift Certificate

If a customer wants to use a gift certificate to pay for an order or part
of an order,
1. Enter or lookup the stock number of the gift certificate as a line item
on the order and enter a quantity of 1. The Gift Certificate Control
System screen is displayed.
2. Select the button for Redemption.

Gift Certificate
Control System
3. Enter the Certificate #. M.O.M. checks the number to make sure

that it is a valid gift certificate number.
4. Enter the Amount to Use $ and select the PROCESS button. M.O.M.
automatically checks to make sure that the amount can be covered
by the certificate. If the certificate is valid, the amount entered is
automatically applied as a credit to the order.
See Also
Selecting a Payment Method Order Entry - Order Total Tab
Approving a Credit Card or Interactive Credit Card Authorization
E-Check Payment During System
Order Entry
Approving a Credit Card Credit Card Processing - Single Card
Payment During Order Entry
Redeeming a Gift Certificate Gift Certificates
Copying Orders
M.O.M. gives you time saving options at order entry by copying an
existing order or using an order as a template.

Repeating a Previous Order

If a customer wants to repeat a previous order as a new order, follow
this procedure.
1. Look up and select the customer.

2. Select the Orders tab from the Customer Information screen.
3. Select the order you want to copy by positioning your cursor menu
bar on the appropriate order and pressing Ñ or by double
clicking on the order with your mouse.
The Order Entry screen is displayed. (Shown earlier in this chapter.)

Repeat as New Order
The previous order’s contents remains on the screen, however, a new
order number is assigned.
Creating an Order to Be Used as a Template

If you are entering several orders that have exactly the same items,
source key, shipping method, etc., follow this procedure to create a
template order or clear a previous template order.
1. Enter the order starting with the items. (See Entering an Order
Starting with the Items earlier in this chapter.)
2. Optionally, enter the Source Key, Catalog Code, Sales ID, Order
Type, Shipping Method, and Payment Method for the order.
æ Note: It is recommended that Billing, Shipping or Sold-To addresses

are not entered for a order used as a template.
3. To create the template order, on the Order Menu Bar on the Order
Entry screen,
Use As a Template
4. To clear a previously created template order, on the Order Menu Bar
on the Order Entry screen,
Clear Template Order
æ Hint: You can also define an order number to be used as a template

in the My Preferences function on the File menu. See Setting up
User Defined Order Entry Preferences in Chapter 1 of the Setup
Guide.
See Also
Copying a Previous Order Order Edits
as a New Order
Creating a Template Order Order Edits
Putting an Order on Hold

M.O.M. allows you to prevent an order from being invoiced and/or
shipped until a certain date.
1. On the Order Menu Bar on the Order Entry Screen,

Hold Controls
2. Or on the Tool Bar,
Click on:
The Order Hold Controls screen is displayed.
3. Select the appropriate option and select the OK button.
See Also
Putting an Order On Hold Order Edits
Quick Printing an Order

M.O.M. enables you to process the paperwork for an order from the
Order Entry screen.
æ before
Note: For credit card orders, the credit card must be approved
you quick print the order. See Approving Credit Card
Payment During Order Entry earlier in this chapter.
From the Order Entry screen,

Quick Print the Order

Click on:
The Order Processing - Quick Print screen is displayed.
Order
Processing -
Quick Print
Screen
3. Use the check boxes to select what paperwork you want to quick
print for the order. Paperwork must be printed according to
sequential order processing stage rules. If an option is dimmed,
there is either no paperwork or the paperwork proceeding it must
be run first.
4. Optionally, change Run for all warehouses and shipping
methods (the default) to Run for particular segment and use
your mouse to select the particular segment of the order to quick
print in the list at the bottom of the screen.
5. Select the PROCESS button to quick print the paperwork.
See Also
Quick Printing an Order Order Edits
Entering a Quotation
Entering a quotation in M.O.M. is just like entering an order. Quotes
are kept in the M.O.M. order file, and if the customer wants to make
an order from the quotation, you can turn the quote into a regular

order quickly and easily. (See Turning a Quotation into an Order in

Chapter 4).
Starting as a Quotation
To enter a quotation when you know it will be a quotation before you
enter it,
1. From the Main Menu Bar,

Click on:Order
Enter New Quotation
The Order Entry screen is displayed (shown earlier in this chapter).
2. Enter the line items in the grid area on the screen. (See Entering
Stock Codes earlier in this chapter.)
3. Select the Billing Address and optionally, the Shipping Address and
Sold-To Address for the quotation on the Addresses tab.
4. Select the SAVE button to display the Quotations screen.
Quotation
Screen
5. To quick print a copy of the quotation, check the Print a copy of

quotation check box. The quotation is printed on your local printer
after Step 7 is completed.
6. Optionally, enter an expiration date in the Quotation Expiration
Date field.
7. Select the OK button.

Starting as an Order
If you are in the process of taking a regular order and you
decide to save it as a quotation,

Click on:
Order Edits
Save as Quotation
Click on:
The Quotations screen is displayed. (See Previous Page.)
3. To quick print a copy of the quotation, check the Print a copy of

quotation check box. The quotation is printed on your local printer
after Step 5 is completed.
4. Optionally, enter an expiration date in the Quotation Expiration
Date field.
See Also
Saving an Order as a Quotation Quotations
Using the “Show” Options on the Order Total Tab

In addition to showing Total Order, the Show pull-down menu on the
Order Total tab can be used to display:
Total Billed - changes the Total Charges amount to the amount of

the order that has already been billed to the customer.
Remaining Unbilled - changes the Total Charges amount to the
amount of the order that has not yet been billed to the customer.
Gross Profit - changes the Merchandise amount to Gross Profit
which is calculated as the Merchandise minus the total cost of goods
on the order. When this option is selected, the Extended column on
the line item grid also changes to Unit Profit which is calculated as
Unit Price minus the cost of goods for that item. Use of this option
can be restricted using the Maintain User Security Profiles function
in the Order Menu Options group.

Creating Club Membership Plans

The Club Membership plan automatically creates new orders for
customers based on a "trigger" item. Using this function you can
manage a book-of-the-month-club type program. Once created, the
club membership plan can be saved and used again at any time. Any
number of plans can be created and changed at your discretion. The
Club Membership Plan has the ability to run indefinitely or for a fixed
number of shipments.
A "trigger" item is used to initialize the Club Membership Plan

whenever it is ordered. The item has to be set up as a Club
Membership Plan Product in the Miscellaneous tab of the Stock Item.
When this item is entered on an order, it will display the Club

Membership Plan Information screen to verify the next shipment date
or any other information to be edited for this customer’s plan. A
"trigger" item can be any item in M.O.M., for instance, a service item,
as part of a break out item or a composite item (the trigger item can be
a composite item, but cannot be part of the composite item), etc. A
“trigger” item can be placed on an order with other items and there
can be more than one trigger item on an order.
æ “trigger”
Note: There must be a recipient on the order prior to entering a
item on the order. If the recipient of the trigger item is
changed, this will be tracked in the Club Membership history.
Creating a Club Membership Plan

Click on: Order
Club Membership Plan Maintenance
Maintain Club Membership Plan
The Club Membership Plan screen is displayed.

Club
Membership
Plan Screen
2. Enter a Club Membership Club Code and a Description.

3. Select Plan Shipments Continue Until Cancelled by Customer
or Plan Has a Fixed Number of Shipments.
Plan Shipments Continue Until Cancelled by The Customer -
this selection will continue to make shipments to the customer until
the club membership plan is cancelled.
Plan Has a Fixed Number of Shipments - this selection will ship
a specified number of shipments to the recipient. Designate the
Number of Shipments in This Plan Is ___.
4. Select the Shipment Cycle - Time Between Shipments for This
Plan Is ___. This denotes the length of time between shipments.
5. Select the ADD button to add a product or the EDIT button to edit
product details in the Club Membership Plan Product Detail screen.
Select the DELETE button to delete the product from the club
membership plan.

Process Club
Membership
Plan Screen
6. Optionally, select the Order Over-ride Options. These settings will

over-ride new order settings which are otherwise taken from the
last order of the customer’s club membership plan.
Processing Club Membership Plan in Batch

Click on:Order
Club Membership Plan Maintenance
Process Club Membership Plans in Batch
The Process Club Membership Plan screen is displayed.

Process Club
Membership
Plan Screen
2. Select the Club Membership Plans to process by placing a

CHECKMARK next to the plan.
3. Select the PREVIEW REPORT button to view the pending Club
Membership Plans to be processed. The “Club Membership Plan -
Subscription Report” and the “Club Membership Plan - Product
Report” will print (shown below, respectively).
Club Membership Plan - Subscription Report
Field definitions for the Club Membership Plan - Subscription Report
Subscriber - The recipient’s name.
Order - The order number created for this subscription.
Note: In the preview, this field will be blank. Printing the report after
processing, the field will be populated.
Shipment - The latest shipment number out of the total number of

shipments.
Shipment Date - The next shipment date of the Plan.
Quantity - The quantity of the product being shipped.
Product - The stock number.
Description - The product description.
Club Membership Plan - Product Report
Field definitions for the Club Membership Plan - Product Report
Product - The stock number.
Description - The product description.
Quantity Needed - The needed quantity of the product being

shipped.
Units In Stock - The number of units in stock of the product.
Reviewing a Club Membership Plan

1. Select the Purchases tab from the Customer Information screen. A
selectable list of previous purchases is displayed. Select the CLUB
MEMBERSHIP PLAN DETAILS button.

The Club Membership Plans for the customer is displayed.

Customer
Information
Screen -
Purchases
Tab -
Customer’s
Club
Membership
Plans
2. Select a Club Membership Plan from the list.

The Club Membership Plan Information screen is displayed.
Club
Membership
Plan
Information
Screen
3. View the plan and make any necessary changes.

4. Select the SAVE button.

See Also
Creating a Club Membership Club Membership Plan
Plan
Processing Club Membership Club Membership Plans
Plan in Batch to be Processed
Reviewing a Club Membership Club Membership Plan
Plan Information
Creating New Orders Using the Batch Order Making Utility

A batch order making utility is typically a type of on-going offer for a
series of products. There are two basic types of definitions that fall into
this type of offer.
Product of the Month Club - Perhaps the most famous type of

continuity program where a customer automatically receives a
different product each month. The customer does not necessarily
know what the product will be, but agrees to pay for the product if
he or she decides to keep it. The customer is charged when each
item is shipped and the incentive to join the club is to receive a
discount off the regular selling price of each item in the series.
Shipment of Same Product - Another variation of the product of the
month idea, this offer keeps the customer in supply of a product
based on a “keep-shipping-every-month-until-told-otherwise”
system. In this case, the product is the same product.
M.O.M. enables you to manage both types of programs using the
Batch Order Making Utility to set up definitions and process them to
create new orders dynamically based on previous order information.
To access the Continuity Plan function, on the Main Menu Bar,
Click on: Order

Create Orders using Batch Order Making Utility

The Batch Order Definition Lookup screen is displayed.

Batch Order
Making
Definition
Screen
1. For an existing definition, use the lookup screen to find and select
the definition.For a new definition, select the NEW button to display
the Batch Order Making Definition screen:
2. For a new definition, enter the code and description.
3. Use the ORDERS TO INCLUDE button to display the selection screen
to select previous orders on which to base the new order.
æ Note: Most of the information for the new order will be the same as
the previous order. The primary variants are the stock items. For
example, in a wine of the month club, you might select all orders
with the JULY WINE item in order to create new orders for an
AUGUST WINE.
4. Optionally, use the ORDERS TO EXCLUDE button to deselect certain
orders selected in Step 3.
5. In the New Orders section of the screen, enter the products to be
sold on the new orders that will be created when the plan is
processed. Use the ADD button to add the items to the list.
6. Select the quantity for the products in the new order by using either
the same quantity as a product on the order selected, or in a fixed
quantity.
7. Select and change the appropriate options in the New Order
Options section of the screen.
8. Select the SAVE button to exit and save the definition for future
processing.

9. Select the GENERATE ORDER button to process the definition and

create the new orders.
See Also
Creating and Maintaining Batch Order Making Utility
Batch Order Definitions

Chapter 3
Processing Orders
An Overview of Order Processing

Checking on Order Status Using the Order Status Report
Approving Credit Cards
Processing Orders in Batch
Processing Orders Using the Packer’s Workstation
Using the Warehouse Manager’s Station to Manage Packers
Using the Shipment Confirmation Screen

Chapter 3 Processing Orders
An Overview of Order Processing

Once an order has been entered in M.O.M. through Order Entry, Order
Processing attempts to take an order through the entire fulfillment
process, starting with credit card processing, and then printing all of
the necessary paperwork for billing, packing, and shipping. Each order
can advance to the next stage of processing after if it successfully
completes the previous stage.
Depending upon system set up, each stage of Order Processing is run
either using the Batch Order Processing function or the Packer’s
Workstation.
See Also
Order Processing Order Processing Methodology
Order Processing Set Up Global Parameters Maintenance
Order Processing Design
Checking on Order Status Using the Order Status Report

M.O.M. allows you to create a list of pending (unshipped) orders with
a specified “order status”. The list can spot-check problems with orders
that have not been processed for various reasons.

Click on: Order
List Status of Pending Orders
Click on:

The Order Status Report screen is displayed.

Order Status
Report Screen
3. Use the INCLUDE or INCLUDE ALL buttons (or drag and drop) status
choices from the Available Status window to the Selected Status
window.
4. Select the FIND button to process the selected status choices and
display the resulting list.
5. Use the SELECT ORDER button to limit the search to specific orders.
See Also
Using the Order Status Report Order Status Screen
Approving Credit Cards

If your company does not approve credit cards during order entry (see
Entering Payment Information in Chapter 1), then credit cards must be
processed using the Process Credit Cards in Batch function.

Click on: Order
Process Orders
Batch Electronic Payments Processing
Process Credit Card in Batch

Click on:
The Process Credit Cards screen is displayed.
Process Credit
Cards Screen
3. Optionally, use the Process drop-down to filter by Merchant

Account ID and the Display drop-down to filter for the credit card
transaction type.
4. To process the credit cards manually, select the order and select the
PROCESS ONE button. Repeat this step for each order listed.
5. To process credit cards in a group, select the PROCESS BATCH
button and the Interactive Credit Card Authorization System
connects to your credit card processing software.
6. Following processing, M.O.M. automatically prints a Credit Card
Merchant Deposit Report when you exit the Process Credit Cards
screen. A sample of this report is included on the next page.

Credit Card Merchant Deposit Report (For ICCAS Only)
Field definitions for the Merchant Deposit Report
Order # - The order number as assigned by M.O.M.
Batch ID - The identification number for the batch.
Process Date - The date of processing.
Process By - The user ID for the person who processed the batch.
Customer/Card # - The customer’s name and credit card number.
Card Type - The type of credit card.
Charge Amount - The dollar amount that was charged to the card.
Request Amount - If a card has not been charged, the amount that is
to be charged appears in this field.
Response - Indicates whether the card was Approved, Declined,

Insufficient Information, Will Resubmit or Not Processed. For more
information on these codes and their resolution see the table below.

AVS/CVV Response - Verifies that the billing address on the order

matches the address on the credit card. With regards to the type of
credit card being sent, the CVV Response will depend on the
processor.
The 4 most common responses are: match, not matched, not

applicable and not sent.
Credit Card Approval Status Codes

Response Definition What You Need to Do
Approved Credit card was approved. Not applicable.
Declined Credit card has reached its Call the customer and ask for
credit limit. another card number.
Insufficient Incorrect card type. Review the order for missing
Information No expiration date provided. information. If you cannot
Missing digit(s) in credit card resolve it, call the customer.
number.
Will Resubmit Electronic card approval could Call the bank to obtain a voice
not be given. approval.
Not Transmission failure. Call the credit card processor
Processed and/or run the card again.
ICCAS End-of-Day Settlement Procedure

When using ICCAS with the M.O.M. & SiteLINK Gateway, it is strongly
recommended that you complete the following settlement and
reconciliation procedure between the accounting history in M.O.M.
and the credit card transaction history captured by Authorize.net over
the M.O.M. & SiteLINK Gateway. This should be done on a daily basis
at the end of the business day. Completing this procedure will
enable you to make sure that all card transactions reported in M.O.M.
match the transactions reported by Authorize.net.
1. In Mail Order Manager, run the following Accounting reports for the
date that you are doing the reconciliation.
Credit Card Merchant Deposit Report - run tallies for
authorizations, charges, captures, and voided transactions for each
batch and/or individual card transaction.
A/R Journal Activity Report - run tallies on credit card refunds as
well as credit card receipts.
2. Compare the information in these reports with the e-mailed
settlement amount provided by Authorize.net the next business day.

See Also
Approving Credit Cards Credit Card Processing - Batch
in Batch
Using the M.O.M. Gateway ICCAS and the M.O.M.
Transaction Gateway
Approving eCheck Payments

If your company does not approve eCheck payments during order
entry (see Entering Payment Information in Chapter 1), then eChecks
must be processed using the Process Electronic Checks in Batch
function.

Click on: Order
Process Orders
Process Electronic Checks in Batch
The Process Electronic Checks screen is displayed.
Process e-Checks
Screen
2. Optionally, use the Process drop-down to filter by Merchant

Account ID and the Display drop-down to filter for the credit card
transaction type.
3. To process the credit cards manually, select the order and select the
PROCESS ONE button. Repeat this step for each order listed.

4. To process credit cards in a group, select the PROCESS BATCH

button and the Interactive Credit Card Authorization System
connects to your credit card processing software.
5. Following processing, M.O.M. automatically prints a Credit Card
Merchant Deposit Report when you exit the Process Credit Cards
screen. A sample of this report is included on the next page.
æ Note: M.O.M. enables you to run this same report manually for a
specified date range of activity for historical purposes.
Processing Orders in Batch

For those stages of order processing that are set to be run or must be
run using the Batch Order Processing function, follow this procedure.

Click on: Order
Process Orders
Batch Order Processing
Click on:
The Order Processing Stage Selection Screen is displayed.
Order
Processing
Stage
Selection
Screen
æ Note: The screen can be accessed by only one user at a time.

3. Select the stages to be included in the processing cycle. If a stage is
dimmed, it means that it has either been set to be run at the

Packer’s Workstation (see Processing Orders Using the

Packer’s Workstation later in this chapter), or that the stage has
been excluded completely from order processing in system setup.
4. To limit order processing to orders with certain items, certain
shipping methods, etc., select the SELECT ORDERS button to
display the Select Orders by Query screen.
Select Order by
Query Screen
5. Select the Order Criteria and/or Optional Criteria and select the
PROCESS button. M.O.M. returns to the Order Processing Stage
Selection screen.
6. Optionally, change the Shipping Date.
7. Optionally, select to Process Single Line Item Orders Only.
8. Optionally, if you are using the Advanced Warehouse Module and
have multiple warehouses set up, use the pull-down menu to select
a specific warehouse or all warehouses for processing.
9. Optionally, use the SELECT NOTICES button to limit the notices
printed in Stage 6 to notices by date, order number, etc.
10. If you are using the Multi-Company option in M.O.M. select the
SELECT COMPANIES button to limit order processing to
specific companies.
11. Select the PROCESS button.
12. If you have the optional Automatic Shipping Calculations Module,
use the IMPORT SHIPPING DATA FILES button to
import shipping information back into M.O.M. from orders shipped
previously using one of the shipping system interfaces.
13. At each stage of order processing, several prompts are

displayed on your screen to ensure the proper alignment of forms

and to protect against loss of data in the event of a printer jam.
Follow the instructions on the screen to complete processing for
each stage.
æ Note: If the preference requiring that A box must be confirmed for

shipment has been selected in the Order Processing Design tab of
Maintain Global Parameters, then Stage 10, Shipping, automatically
displays the Shipment Confirmation screen each time the Batch
Order Processing function is run. Refer to Using the Shipment
Confirmation Screen later in this chapter for detailed instructions
on using this screen to complete the processing of the Shipping
stage.
14. After all processing is complete, select the CLOSE button.
Non-Print Order Processing

In addition to the printed paperwork generated during order
processing there are e-mails, faxes and files created with every run of
the Order Processing function. These include the following:
Customer Notices—those notices that have been “sent” in Order

Entry or Contact Entry with the e-mail or fax option, are created and
e-mailed when you confirm that printing was completed
successfully at the end of Stage 6. No hard copy is printed.
Drop Shipper Purchase Orders—for those suppliers that have been
setup with either an e-mail or fax “Additional Send Option” in the
Maintain Supplier function, an electronic purchase order is also
created and e-mailed when you confirm that printing was
completed successfully at the end of Stage 8. A hard copy is also
printed for each purchase order for file purposes.
UPS OnLine—if you have set up M.O.M. to interface with UPS
OnLine, the file of packages is created during Order Processing. For
information on setting up or using the interface, see the on-line help
references on the next page.
Other Shipping Systems—if you have setup M.O.M. to interface to
any other shipping system, in the Maintain Global Parameters
function, the file of packages is created during Order Processing.
For information on setting up and using the interface, see the on-
line help references on the next page.

See Also
Batch Processing Order Processing - Batch Mode
Order Processing Set Up Order Processing Methodology
Order Processing - Examples
UPS OnLine UPS Shipping System Interface
Other Shipping Systems Shipping System Interfaces
Processing Orders Using the Packer’s Workstation

For those stages of order processing that are set to be run using the
Packer’s Workstation Manually or Packer’s Workstation Automatically,
follow this procedure.
æ time
Note: The Packer’s Workstation can only be used by one user at a
unless the Advanced Warehouse Module is installed with your
M.O.M. system.
Click on: Order
Process Orders
Packer’s Workstation
Click on:
The Packer’s Workstation Screen is displayed.

Packer’s
Workstation
3. If you have the Advanced Warehouse Module installed with your

M.O.M. system, select the warehouse for processing in the Process
Orders for pull-down menu.
4. Optionally, select the REFRESH LIST button to refresh the list of
orders for processing at any time. The screen refreshes
automatically every 60 seconds. Order with High Priority will be
placed at the top of the list.
5. Optionally, select an order in the list and use the VIEW ORDER
button to access the Order Review screen for the order.
6. Select an order or order segment to be processed. Double click on
the order or order segment, or highlight the order or order segment
in the list and press the SCAN & PACK button to display the Scan &
Pack screen.
7. Optionally, if you manifest shipments at the end of your daily order
processing cycle and you receive products for fulfillment
throughout the day, you can select Show packed orders that
have not been shipped to display newly pending orders in a
packed state.

Scan & Pack

Screen
8. The screen uses the standard Microsoft “tree” type display. The little
bicycles in the Contents to Pack column represent each of the
items to be packed for the order. The boxes in the Packed Boxes
column represent each of the boxes for the order, with the content
items shown again as little bicycles. A box can be opened (contents
shown) or closed (contents not shown) by double clicking with
your mouse on the box.
9. The Current Status box helps you determine what task needs to be
done next by describing the current state of the order; for example,
“Ready to Pick” indicates that the Pick Ticket is ready to be printed
and the PICK TICKET button should be selected.
10. Use this screen to accomplish any/all of the following tasks.
Run Pick Ticket

If pick tickets are set to be “Manually Processed” in order processing
design, you must first select the PICK TICKET print button at the
bottom of the screen to print the pick ticket. If they are set to be
“Automatically Processed,” they are continually printing as long as the
Packer’s Workstation screen is displayed on your workstation.
Scanning and Packing Contents

If order processing has been designed to require that “Each order must
have its contents bar-code scanned before it ships”, all of the items for
the order are displayed in the Contents to Pack column and must be
moved to the Packed Boxes column.

To scan and pack the contents,
1. If you want to have the items put in a specific box in the Packed
Boxes column, select the NEW BOX button to create a box,
highlight the box in the Packed Boxes column, and then continue
with Step 2 below.
If you don’t care about boxing when scanning and want to let M.O.M.
box them for you, begin directly with Step 2.
2. To pack with a hand-held scanner hooked up to your workstation,

scan each of the order items barcode label. The items move from
the Contents to Pack column to the Packed Boxes column as
you scan each item. Optionally, enter a specific Quantity to Pack
for multiple quantity items.
To pack without a scanner hooked up to your workstation, select the
item in the Contents to Pack column on the screen with your mouse,
and either “drag & drop” the item on the screen with your mouse to
the Packed Boxes column or press the PACK AS SUGGESTED button.
Optionally, enter a specific Quantity to Pack for multiple quantity
items.
3. To pack all items, select the PACK ALL AS SUGGESTED.

4. If an item is unavailable or not in stock, select the item with your
mouse and press ITEM NOT AVAILABLE button to display the
Change Line Item Status screen to force backorder the item.
5. To unpack one item, select the item in the Packed Boxes column
with your mouse, and either drag & drop it with your mouse to the
Contents to Pack column or press the REMOVE FROM BOX
button.
6. To unpack all items from all boxes, select the UNDO ALL PACKING
button.
7. Optionally, select the VIEW FULFILLMENT INSTRUCTIONS button to
view any fulfillment instructions for the order.
Changing the Packaging of Items

If scanning is not required in order processing, all items are
automatically packaged according to the default packaging rules at
order entry.

When boxes and item contents are displayed in the Packed Boxes
column, to change the default packaging,
1. In the Packed Boxes column, select the item in one box with your
mouse and “drag and drop” it to another box.
2. To add or delete a box, use the buttons so designated.
Weighing Boxes
If order processing has been designed to require that “An order must
be weighed before it can ship" and/or an item has been set up as
“Requires Weighing,” boxes must be weighed in the Packed Boxes
column to enable those boxes to pass into the Shipping stage.
If you have an electronic bench scale hooked up to your workstation,

follow the procedure below. If you do not have a scale hooked up,
see Viewing/Editing Box Information which follows and enter the
weight manually. For information about purchasing a scale for use
with this function, contact your Dydacomp sales representative.
To weigh a box with an electronic bench scale hooked up to your

workstation,
1. Select the box to be weighed in the Packed Boxes column with

your mouse.
2. Place the physical box corresponding to the box in the list on the
scale.
3. Select the WEIGH BOX button.
Viewing or Editing Box Information

To add UPS special services like AOD, Oversize, etc. or to manually
enter or barcode scan in a box tracking number for a box being
shipped by a carrier other than UPS,
1. Select the box in the Packed Boxes column with your mouse.
2. Select the VIEW/EDIT button to display the Edit Box
Information screen.

Edit Box
Information
3. Enter or change any of the information as required.

4. Select SAVE or CANCEL when finished.
Processing Credit Card Charges

If a credit card order has not yet been charged or additional charges
apply as result of a change in shipping cost due to weighing and/or
boxing, select the APPROVE CC button to process these charges.
æ Credit
Note: The button is only available if you are using the Interactive
Card Authorization System. Refer to Chapter 8 of the Setup
Guide, Setting Up the Interactive Credit Card Authorization System,
for more information.
Viewing Order Information

1. Select the VIEW ORDER button to access the Order Review screen
for the order.
2. Select the VIEW SERIAL #’s button to display the Serial Number
screen. Select the item in the list and view or edit the serial number
information.
3. Select the VIEW FULFILLMENT INSTRUCTIONS button to
display any special warehouse notes that were written by the order
entry operator.

Printing Paperwork
Use the print buttons at the bottom of the screen to print the necessary
paperwork for the order. The buttons are in stage-order reading from
left to right.
PICK TICKET - this stage must be run before any other task is
completed in the Scan & Pack screen. See Run Pick Ticket earlier in
this section. After the ticket is printed, the button is dimmed.
PACKING SLIP - if this button is dimmed it signifies that the stage is
set to either print using the Batch Order Processing Function or set
to print automatically when you return to the Packer’s Workstation
screen.
BOX LABELS (ALL) - if this button is dimmed it signifies that the
stage is set to either print using the Batch Order Processing
Function or set to print automatically when you return to the
Packer’s Workstation screen. Optionally, you can print the label for
just one box by selecting the box in the Packed Boxes column
and selecting the LABEL BOX button.
ORDER NOTICES - this button is only available if an order or
product notice is required for the order.
Exiting and Returning to the Packer’s Workstation

When you have completed all of the activities required, select the
CLOSE button to return to the Packer’s Workstation screen. Any
paperwork set to Print Automatically at Packer’s Workstation will print.
The order remains in the list of orders until Shipping, stage 10, is run
with the Batch Order Processing Function or from the Warehouse
Manager’s Station.
See Also
Using the Packer’s Workstation Packer’s Workstation
Order Processing Set Up Global Parameters Maintenance
Using the Warehouse Manager’s Station to Manage Packers

Using the optional Warehouse Manager Station, you can create order
batches for processing by any of the packers in your company,
monitor the progress of packers, and ship batches as each batch is
completed.

If you have the optional Advanced Warehouse Module installed with

your M.O.M. system, the Warehouse Manager Station is available for
use to manage and direct order processing at multiple order
processing stations at multiple warehouses or just one single
warehouse. Typically, each packer under the management of the
warehouse manager is processing orders using the Packer’s
Workstation.
To access the Warehouse Manager Station,

Order
Click on:
Process Orders
Warehouse Manager’s Station
The Warehouse Manager’s Station is displayed.
Warehouse
Manager’s
Station
2. The screen uses the standard Microsoft “tree” type display. Use the
screen to view a list of all of the Unassigned and
Assigned orders and/or order segments for processing.
Unassigned - those orders and/or order segments that have not yet
been given to any picker or packer. The detail under the main
folder shows the count for each stage of order processing.
Assigned in Batch - those orders and/or order segments that have
been assigned to packers manually using the Batch
Assignment screen. The detail under the main folder shows the
number of orders assigned to each packer as a subfolder, with the
associated counts for each stage of order processing.

Assigned Automatically - those orders and/or order segments that

have been assigned to packers by M.O.M. when the Automatically
Assign New Segments to Packers option is selected. The detail
under the main folder shows the number of orders assigned to each
packer as a subfolder, with the associated counts for each stage of
order processing.
The Warehouse Resources will display the total number of
Pickers and Packers in M.O.M. and the number of Picker and
Packers that are currently in the Packer' s Workstation. Selecting the
View Resources button will display the User Name, the user' s
Current Task, Status and the Duration of Time in Packer' s
Workstation. While in this screen, selecting the Change Task
button will change the user’s task between Picker and Packer if the
user has been designated a "Picker/Packer" in the User Security
Profiles. The change is permanent.
æ Note: If you are using the Automatically Assign New Segments to

Packers option to initialize the segment, the picking will be
assigned, but will not reassign packers. Any available packer can
pack a segment.
3. The screen automatically refreshes every 60 seconds and new orders
and/or order segments are loaded as Unassigned. To refresh it
between automatic refreshes, select the REFRESH button.
æ Note: Order priority will group segments by pending order

processing stages. This will give you the option to efficiently
expedite high priority orders and assign them to your active picking
and packing resources.
4. Optionally, to view the information on the screen graphically, select
the GRAPH button.
5. Optionally, if you have multiple warehouses, use the Process
Segments For Warehouse pull-down menu to select to view the
list for a specific warehouse or all warehouses.
6. To manually create a new batch for any unassigned segments, select
Unassigned Segments in the list with your mouse and press the
NEW BATCH button. To view or edit a batch of assigned segments,
select an Assigned batch in the list with your mouse and press the
VIEW/EDIT button. In either case, the Batch Assignment screen is
displayed.

Batch
Assignment
Screen
7. Use the screen to accomplish any/all of the following tasks. When

you are finished, continue with the next section, Shipping Batches
Using the Warehouse Manager’s Station.
Assigning Segments to a Batch

1. Optionally, enter a Description for the batch at the top of the
screen.
2. Use the Packer to Assign pull-down menu to select a specific
packer for the batch or allow M.O.M. to distribute the batch
“Equally To All Packers Currently Using Packer’s Workstation.”
æ Note: Those packers currently using the Packer’s Workstation are

shown at the top of the list.
3. Select the segment to be assigned in the Unassigned Segments
column.
4. Use your mouse to drag and drop each segment from the
Unassigned Segments column to the Assigned Segments
column. Or, use the ASSIGN button to assign the selected segment,
the ASSIGN ALL button to assign all segments, or the ASSIGN NEXT
X ENTRIES button to assign a select number of entries as
determined by the Next X Available Segments to Assign selector
field at the bottom of the screen.

Unassigning Segments from a Batch

To unassign a previously assigned segment or group of segments to
reassign it to another packer.
1. Select the segment to be unassigned in the Assigned Segments

column.
2. Use your mouse to drag and drop each segment from the Assigned
Segments column to the Unassigned Segments column. Or, use the
UNASSIGN button to unassign the selected segment, or the
UNASSIGN ALL button to unassign all segments.
Saving the Batch and Exiting

1. To save the batch and exit, select the SAVE button to return to the
Warehouse Manager’s Station.
2. To exit without saving the batch or any changes, select the CANCEL
button to return to the Warehouse Manager’s Station.
Shipping a Batch
1. On the Warehouse Manager’s Station, select the SHIP BATCH button
to display the Shipment Confirmation Screen.
2. Continue with the instructions for Using the Shipment Confirmation
Screen which follow on the next page.
See Also
Using the Warehouse Warehouse Manager’s Station
Manager’s Station
Advanced Warehouse Advanced Warehouse Module
Module
Using the Graph Option Graphing Screen for Reports
Using the Shipment Confirmation Screen

This screen is used to control and confirm the shipment of groups of
packages. It provides a “last minute” checking routine for packages to
be scanned and confirmed for shipment.
The Shipment Confirmation Screen can be accessed from either the

Batch Order Processing screen automatically at Stage 10, Shipping, or
selectively from the Warehouse Manager’s Station using the SHIP

BATCH button.
Shipment
Confirmation
Screen
This screen contains a list of all boxes that are ready for shipment.
Only boxes for those orders or order segments that have passed
through all proceeding stages of order processing can be in this list. By
moving each box from the Ready to Ship column to the Confirmed
for Shipment column, you are actually confirming each physical box
that is to be shipped. You can confirm as many boxes as you want
from the list. Only those moved to the Confirmed for Shipment
column are actually considered shipped when the SHIP button is
pressed.
1. If you accessed the screen from the Warehouse Manager’s Station,

select to work on a specific batch previously assigned using the For
Batch pull-down menu. To work on all batches, select “All Boxes
Ready to Ship.”If you accessed the screen from the Batch Order
Processing function, you cannot make a selection. It defaults to “All
Shipping Methods.”
2. To ship only boxes for a specific shipping method or carrier, use the
Shipping Method pull-down menu to select the shipping method,
shipping carrier or select “All Shipping Methods.”
3. Optionally, if you have the Advanced Warehouse Module and are
using multiple warehouses, use the Warehouse pull-down menu to
select a specific warehouse or “All The Warehouses.”
4. To confirm shipment with a hand-held scanner hooked up to your
workstation, scan the barcode shipping label on each box. The box
moves from the Ready to Ship column to the Confirmed for

Shipment column as you scan the label. To confirm shipment

without a scanner hooked up to your workstation, select each box
in the Ready to Ship column with your mouse and either drag &
drop the box to the Confirmed for Shipment column, or press the
SHIP button.
5. To confirm all boxes, select the SHIP ALL button.
6. To remove a box from the Confirmed for Shipment column, select
the item, and either drag & drop it with your mouse to the Ready
to Ship column or press the DO NOT SHIP button.
7. To remove all boxes from the Confirmed for Shipment column,
select the DO NOT SHIP ALL button.
8. Before you are ready to actually ship the batch, select the PRINT/
SHIP button to display the Report Output Options pop-up screen to
print and/or view a shipping report for each carrier for the boxes
being shipped. Press VIEW or PRINT.
9. Compare the report to the Confirmed for Shipment column for a
final check. When you are ready to finalize shipment, press EXIT on
the Report Output Options screen and answer YES, to the prompt
“Were SHIPPING MANIFESTS Successfully Printed?” Only at this
point are the boxes actually considered shipped and the shipping
files for any Shipping System Interfaces are created.
æ Note: Any boxes still in the Ready to Ship column remain in that
state until the screen is displayed again.
10. To exit without shipping, select the CANCEL button.
See Also
Using the Shipment Shipment Confirmation
Confirmation Screen
Advanced Warehouse Module Advanced Warehouse Module
UPS OnLine UPS Shipping System Interface
Other Shipping Interfaces Shipping System Interfaces
Order Processing Maintain Global Parameters -
Order Processing Methodology

Printing Activity Report for Warehouse Resources

This report shows the complete log of which user assigned,
unassigned, picked, packed, shipped, recalled, or voided boxes. It also
shows the duration of time from assigned to packed.

Click on: Reports
Inventory
Warehouse Daily Activity (AWM)
The Warehouse Daily Activity screen is displayed.
2. Make your selections and select the PROCESS button.

3. Select the PRINT or VIEW button.


Chapter 4 Reviewing and Changing Orders
Chapter 4
Reviewing and Changing Orders

Looking Up an Order Using Order Information

Looking Up an Order Using Customer Information
Processing a Returned Item From a Customer Using an RMA
Processing a Returned Item from a Customer Without an RMA
Canceling an Order
Requesting a UPS Call Tag
Turning a Quotation into an Order
Changing an Order Before Shipment
Changing an Order After Shipment
Reviewing or Changing Payment Information for an Order
Reviewing Shipping Information for an Order
Reviewing Subscription Information for an Order

Looking up an Order Using Order Information

M.O.M. enables you to look up an order using order information.

Click on: Order
Look-up/Review Order
Click on:
The Customer and Order Lookup screen is displayed.
Customer and
Order
Lookup Screen
3. Enter the appropriate information in any of the seven fields.

Order Number - the M.O.M.-assigned number for the order.
Alternate Order # - this can be any of the following 1.) the special
order identifier based on the entry made in the “XBASE Expression
For Alternate Order Number” field on the Maintain Global
Parameters - Order Entry screen, 2.) an order number from another
system or assigned by an outside service agency and imported into
M.O.M. using the Import/Export Module, 3.) the order number
given to your web shopper using the SiteLINK web commerce
option.
RMA # - the Return Merchandise Authorization number created
when an RMA is processed for an order. See Processing an RMA
later in this chapter.
Product...with a Serial # of - for serialized inventory only. The stock
code and the serial number.

Credit Card Number - the customer’s credit card number used for
the order. Note: In the case of multiple orders with the same card
number, M.O.M. will display the all orders in the database with that
card number.
P.O. Number - the purchase order number entered for a customer’s
order.
Tracking Number - the shipping tracking number from a box in a
customer’s order.
Segment ID - the segment id number of a segment for the order.
Box ID - the box id number of a box for the order.
Check Number - the customer’s check number used for the order.
Gift Certificate Number - the gift certificate number associated with
an order, whether it was purchased or redeemed.
Item Alternate ID - the M.O.M.-generated alternate item ID number
for products on orders imported using the Web Auction
Management Module or the Amazon Order Management Module.
eCheck Account Number - the billing customer’s checking, savings
or business checking account number used to generate an echeck
payment.
æ Note: Credit Card Number, P.O. Number, Tracking Number, Segment

ID, Box ID, Check Number and Gift Certificate Number and Item
Alternate ID number are in the same dropdown menu. After
selecting the criteria, enter the corresponding information in the
field to the right.
4. Press Ñ to display the order on the screen.
Looking up an Order Using Customer Information

1. On the Customer and Order Lookup screen, use the customer search
fields to lookup the customer. See Looking Up a Customer in
Chapter 1.
2. Once the correct customer is selected, select the Orders tab and the
orders placed by the customer are listed on the screen.
3. To select the appropriate order, position your cursor menu bar on
the order and press Ñ or double click on the order using your
mouse to display the selected order.
See Also
Looking up an Order Using Customer and Order Lookup
Customer Information
Processing a Returned Item from a Customer Using an RMA

M.O.M enables you to create a Return Merchandise Authorization
(RMA) number for a customer return. An RMA is a preformatted
request from a customer to return specified items as well as a shipping
refund (if any).
There are two parts to RMA processing. When the customer requests a
return or exchange, you issue an RMA, and when the item is actually
returned, you process the RMA.
Issuing an RMA
1. Find and display the order using the procedures for Looking Up an
Order at the beginning of this chapter.
Return Merchandise Authorization
The Return Merchandise Authorization screen is displayed.
Return
Merchandise
Authorization
Screen
3. Select each item being returned. Enter the Return Qty.
æ serialized
Note: To select the serial numbers to be returned when returning a
item, it must be entered on the item’s original order and
the return code selected must be set up as “Return To Inventory.”
4. Use the drop down arrow in the Reason field to select the reason
for the return.

5. Select the SAVE button, and a pop-up screen containing the M.O.M.
RMA number is displayed.
6. Give this number to the customer on the phone so that they may
write the number on the box and any paperwork being returned.
The number can be used for Order Lookup when the RMA is
processed.
è example,
Hint: More than one RMA may be issued for the same order. For
a customer may request to return some items on one date
and others from the same order on another date.
æ run
Note: M.O.M. enables you to generate an RMA Report, that can be
daily and posted in the warehouse so that the warehouse staff
knows which RMA’s are expected.
Processing an RMA
1. When the customer actually returns the item, enter the RMA number
in the RMA # field on the Customer and Order Lookup screen and
press Ñ.
The Return Merchandise Authorization screen is displayed. (See the
previous page.)
2. Verify that the correct RMA # is displayed at the top of the screen.
3. Verify that the return quantity amounts match for each item. If they
differ adjust the quantity in the Return Qty field accordingly.
M.O.M. adds a separate line item for each of the returned item(s) with
a status of RT.
æ order
Note: All financial adjustments not handled by a credit card on the
can be reconciled in Accounting. See Processing Refunds in
Chapter 6.
See Also
Processing a Returned Item Return Merchandise
from a Customer Using an Authorization (RMA) Processing
RMA.

Processing a Returned Item From a Customer Without an RMA

M.O.M. allows you to process a returned item without an RMA.
2. Select the line item that is being returned.
3. On the Tool Bar,
Click on:
If the quantity ordered is greater than one, M.O.M. will ask you how
many of the items you want to return.
æ serialized
Note: To select the serial numbers to be returned when returning a
item, it must be entered on the item' s original order and
the return code must return the item to inventory.
4. Type in the quantity and select the OK button.
The system displays the Select Reason For Return screen.
Select Reason
For Return
Screen
5. Position your menu cursor bar on the reason and select the SELECT
button.
The system displays a message telling you the Line Item has been
returned and the status for the item changes to RT.
Optionally, (for Advanced Warehouse Module users) select the

returned line item(s) to choose which bin to return the items.

æ order
Note: All financial adjustments not handled by a credit card on the
can be reconciled in Accounting. See Processing Refunds in
Chapter 6.
See Also
Processing a Returned Item Item Edits
Canceling an Order
If an order has no payments applied to it, M.O.M. enables you to
cancel the order. Once an order has a payment balance, you cannot
cancel the order, and you should process each item as a return in
order to issue the proper credit to the customer. See Processing a
Returned Item from a Customer without an RMA.
2. On the Order Review screen, select the CANCEL ORDER button at
the bottom of the screen.
The system displays the Select Reason For Return screen. (See the
screen on the previous page.)
3. Position your menu cursor bar on the reason and select the SELECT
button.
æ Note: When canceling an order, the Clerical, No Code Applies

choice is available in addition to any codes that you may have set
up in your M.O.M. system. Select this code and M.O.M.
automatically returns all items to inventory.
4. Optionally, if Order Cancellation Notices has been set up in Global
Parameters, a cancellation notice may be sent to the customer.
See Also
Order Cancellation Notices Global Parameters Maintenance
Notices

Requesting a UPS Call Tag

M.O.M. enables you to request a UPS call tag so customers can return
a package and have the shipping charged to you. See Chapter 5 of the
Setup Guide, Setting up Shipping Information for details on setting up
a call tag.
2. On the Order Review screen, select the Packaging tab.
Order Screen -
Packaging Tab
3. In the line item grid at the top of the screen, select the item being
returned with your mouse.
4. In the Packaging tab, select the SHOW BOXES FOR ITEM button.
5. In the Packaging tab, select the CALL TAG ITEM button.
The Edit Box screen is displayed with the cursor in the Weight field.
6. If less than the full quantity of the item is being returned, enter a
lower weight, otherwise leave the field as is.
7. Select the SAVE button to return to the Packaging tab.
8. Repeat steps 3-7 for each additional Call Tag that needs to be issued.
æ customer
Note: In the next run of the Batch Order Processing function, a
invoice is printed for the call tag if any additional charges
apply, and the call tag request is forwarded to UPS using the
optional Automatic Shipping Calculations Module UPS OnLine
Compatible Interface.

See Also
Issuing a Call Tag Order Entry - Packaging Tab
Turning a Quotation into an Order

M.O.M. makes it easy for you to change a quotation into a regular
order.
2. On the Order Review screen, select the SAVE ORDER button on the
bottom of the screen.
Click on:
The Quotations pop-up screen is displayed.
Quotation
Screen
4. Select the Turn Quotation into an Order radio button.

M.O.M. returns to the Customer and Order Lookup screen.

See Also
Turning a Quotation Quotations
Into an Order
Changing an Order Before Shipment

If a customer wants to change an order before it has been shipped, the
order can be treated just like any new order entry.
2. Make any changes that you want to the order, including adding new
items, deleting items, changing the shipping method, etc.
See Also
Changing an Order Order Edits
Before Shipment
Changing an Order After Shipment

M.O.M. enables you to make necessary changes to an order and
optionally reprint order paperwork after it has been shipped.
2. On the Order Review screen, complete any of the following tasks.
Adding an Item
To add an item to the order, enter the full or partial stock number in
the Item field, the same as you would in entering a new order. See
Chapter 2, Entering a New Order.
Resetting an Order
Periodically, you may need to change the current status of an order to
a previous status. For example, if an order is lost during shipment, you
would need to reship it.

1. To reset an order, on the Order Menu Bar,

Reset Order
Click on:
The Order Reset Controls screen is displayed.
Order Reset
Controls Screen
3. Choose to Re-Ship, Re-Invoice, or Re-Pack and Re-Invoice by

clicking on the appropriate button.
4. Choose the Invoice Part to Reset and/or Segment to Reset, which are
determined by the reset options you selected.
Printing a Copy of an Invoice

From the Order Reset Controls screen, select Print a Copy of Invoice
button. If there are multiple parts, select the Invoice Part to Print.
The invoice copy prints in Stage 11, Invoices, in the next run of the
Batch Order Processing function. If you want the new paperwork to
print immediately, use Quick Printing an Order. See Quick Printing an
Order in Chapter 2.

See Also
Changing an Order Reset Order
After Shipment
Reviewing or Changing Payment Information for an Order

M.O.M. allows you to review or change payment information for an
order. For example, you may need to change payment information if a
customer places an order on their credit card and then calls back and
has decided to send a check instead.
2. On the Order Review screen, select the Order Total tab to display
the payment information.
3. To change the payment method, select the button for the new
payment method. A confirmation screen asks you to confirm the
change.
4. Select the YES button to change the payment method.
See Also
Reviewing Payment Order Entry - Order Total Tab
Information
Reviewing Shipping Information for an Order

M.O.M. lets you quickly review all of the essential information about
each package shipped in an order. If you have the optional Automatic
Shipping Calculations Module installed, you have the ability to track a
shipped package directly from the M.O.M. screen.
To review the shipping information in an order,
2. Select the Packaging tab. (See screen earlier in this section.)
3. To track a UPS shipped package, select the package in the list and
press the TRACK PACKAGE button. If you are using the UPS OnLine

Compatible Interface and are at the “commissioned” workstation,

the workstation modem dials UPS directly and displays the results
on your screen. If you are at any other workstation or are not using
the UPS OnLine Compatible Interface, your web browser is opened
and the package tracking number is entered automatically on the
UPS web site. Follow the instructions on the UPS web site to
complete the trace.
4. Optionally, to view specific information for a box, select the box in
the list, and press the VIEW/EDIT BOX button to display the Box
Edit screen.
Box Edit
5. Review the information in the screen, and select SAVE or CANCEL to

return to the package list when you are finished.
See Also
Reviewing Shipping Order Entry - Packaging Tab
Information
UPS OnLine Compatible UPS Shipping System Interface
Interface

Reviewing Subscription Information for an Order

This procedure is only applicable if you have the Subscription
Management Module installed on your system.
2. On the Order Review screen, select the subscription item in the line
item grid of the order.
Subscription Data
Click on:
The Subscription Information Record screen is displayed.
Subscription
Information
Record Screen
5. Review the subscription information, renewal information, and

recent issue information.
6. Select SAVE or CANCEL.
See Also
Reviewing Subscription Item Edits
Information in an Order

Chapter 5 Purchasing and Inventory Adjustments
Chapter 5
Purchasing and Inventory Adjustments

An Overview of Purchasing
Purchasing a Single Product
Making Purchasing Decisions Based on Low Stock Levels
Making Purchasing Decisions Based on Other Criteria
Viewing or Changing Pending Purchases
Creating Purchase Orders for Suppliers
Viewing or Changing a Purchase Order
Printing a Purchase Order
Receiving Products from Suppliers
Adjusting Inventory Levels, Values, and Warehouse Locations
Adjusting Low Levels Based on Demand
Using the Auto-Replenish Bins Function
Using the Assemble Kits Function
Processing Inventory Updates

An Overview of Purchasing
In M.O.M. there are two basic types of purchasing processes: 1. the
purchasing process for regular items that are ordered for in-house
stocking, and 2. the purchasing process for drop shipped items that are
purchased by you but shipped directly to the customer.
Stocked Items
The purchasing process for the items involves the following:
Establish low level settings

Identify items that are to be purchased and make purchasing
decisions
Create and print purchase orders
Receive product from suppliers and update inventory
Pay suppliers
Drop Shipped Items

The purchasing process for drop shipment involves the following:
Enter customer order for drop shipped item

Process orders and create a drop shipment purchase order
Inform M.O.M. about delivery of product by supplier to customer
Pay suppliers
Multiple users can use this screen simultaneously to purchase
products. When a user creates purchase orders, there is the option to
create purchase orders for all users or the individual user.
æ the
Note: A product’s low level is updated when a purchase order for
product is created. It is therefore possible to have multiple users
purchasing the same product, using the same low level purchasing
criteria. This can result in overstocking. When there are multiple
users purchasing simultaneously, it is recommended to use the
Special Criteria or Single Product tabs to purchase products.
Purchasing a Single Product

M.O.M. makes it easy for you to purchase a single product.

Click on: Product
Purchasing

Order Product
Click on:
The Order Product screen is displayed.
3. Select the Single Product screen tab.

Order Product
Screen
4. Enter the full or partial item number or press À to display the

lookup list.
M.O.M. completes the Description field, the Available Purchasing
Levels, and the Item Purchase Information.
5. Optionally, change the Qty. to Buy amount.

6. Optionally, enter the date that you expect to receive the item in the
Expected Date field. Alternatively, after the purchase order is
created, you can review it and enter an expected date for all items
on the purchase order instead.
7. Optionally, change the Current Low Level setting.
8. Use the pull-down menu to select the Deliver to bin for the item
being purchased. Optionally, you can edit an existing bin or add a
new one. See Establishing Warehouse Locations for Items in Chapter
2 of the Setup Guide for instructions.
9. If you have the Advanced Inventory Module, you may also opt to
Order an extra ___ days supply of a stock item, which would
include extended lead times based on future forecasts. If not,
proceed to the next step.

10. To purchase the item, select the PURCHASE button.
See Also
Purchasing a Single Product Purchase Order Recording
System - Single Product
Making Purchasing Decisions Based on Low Stock Levels

M.O.M. enables you to make purchasing decisions based on those
products that are at or below their established low level settings.
1. From the Order Product screen, select the Low Level tab.
Order Product
Screen - Low
Level Tab
The items at or below their low level settings are displayed.
2. Position your menu cursor bar on the item to be purchased.

3. Select a purchasing level.
4. Verify that the amount in the Qty. to Buy field is correct.


2 of the Setup Guide for instructions.
9. To remove the item from the list without purchasing it, select the
REMOVE FROM LIST button.
See Also
Making Purchasing Decisions Purchase Order Recording
Based on Low Stock Levels System Low Level
Making Purchasing Decisions Based on Other Criteria

M.O.M. enables you to make purchasing decisions based on three
additional criteria - supplier, variable percentage of low level, and
supplier mix and match group ID. All three of these additional criteria
can be used by themselves or in combination.
1. From the Order Product screen, select the Special Criteria tab.
Order Product
Screen -
Special
Criteria Tab
2. Select the CHANGE CRITERIA button to display the Select

Products to Purchase pop-up screen.

Special Criteria
Tab - Select
Products to
Purchase
3. To create the list based on supplier, enter or lookup a supplier code

in the Products from Specific Supplier field.
4. To create the list based on a Supplier Purchase Group ID, enter
the code. This code has to be defined for each product when
product purchasing levels are set up.
5. To create the list based on percentage of each product’s low level
setting, make an entry in At Or Below __% Of Low Level.
è Hint: If you anticipate a slow sales period, you might want to order
based on low levels that are smaller than 100% of current settings.
On the other hand, if you anticipate a heavy sales period, you
might want to order based on low levels that are greater than 100%
of current settings.
6. Select the PROCESS button to display the list of products that meet
the criteria established.
7. To purchase one of the products in the list, position your menu
cursor bar on the item to be purchased.
8. Select a purchasing level.
9. Verify that the amount in the Qty. to Buy field is correct.

2 of the Setup Guide for Instructions.
14. To remove the item from the list without purchasing it, select the
REMOVE FROM LIST button.
See Also
Making Purchasing Decisions Purchase Order Recording
Based on Other Criteria System Special Criteria
Viewing or Changing Pending Purchases

After selecting the PURCHASE button on any of the purchasing options
- single product, low level, or special criteria - the product purchase is
automatically added to a list of pending purchases. If your purchasing
is done over the course of a day or several days, the pending
purchases remain. Also, any final changes to the purchasing decisions
can be made using the list of pending purchases, including amount
ordered, purchasing level, etc. After finalizing pending purchases, you
are ready to create the purchase orders.
To view pending purchases,
1. From the Order Product screen, select the Pending Purchase tab.

Pending
Purchase
2. Select a specific product or scroll through the list of products and

check the information including purchasing level, quantity, etc. The
minimum supplier requirements (unit and/or dollar amount) to
print the purchase order for the item will be displayed below the
list.
3. To change any information, edit the field as required.
4. To remove an item from the list of pending purchases, select the
item and press the REMOVE FROM LIST button.
5. When all viewing or editing is complete, select SAVE to exit. To exit
without saving, select CANCEL.
See Also
Viewing or Changing Pending Purchase Order Recording
Purchases System Pending Purchases
Supplier Maintenance

Creating Purchase Orders for Suppliers

After completing your purchasing, you need to create purchase orders
for the suppliers.

Click on: Product
Purchasing
Create Purchase Orders
A message is displayed asking if you want to “Prepare the purchase
orders now?”
2. Select the YES button.

Another message is displayed telling you “Purchase orders have been
created successfully.”
See Also
Creating Purchase Orders for Purchasing Methodology
Suppliers
Viewing or Changing a Purchase Order

To view or change a purchase order after it has been created,

Click on: Product
Purchasing
View/Edit Purchase Orders
Or,
Click On:

The Purchase Order List (For Review) is displayed.

Purchase Order
List
(For Review)
2. Select the purchase orders you want to display by selecting either

the OUTSTANDING, UNPRINTED, or ALL button. Optionally, use
the Optional Criteria buttons to select purchase orders by supplier,
stock item, or warehouse.
The list of purchase orders is displayed.
3. To select a purchase order to view/edit, position your cursor menu

bar on the purchase order and select the SELECT button or double
click on the purchase order using your mouse.

The Purchase Order Review screen is displayed.

Purchase Order
Review Screen
4. Select the VIEW/EDIT button to change the purchase order.

The Add/Edit Purchase Order Line Item screen is displayed.
Add/Edit
Purchase Order
Line Item
Screen
5. Make the necessary changes and select the SAVE button.

6. To delete a line item, select the DELETE button.
See Also
Changing a Purchase Order Edit Purchase Order Line Item

Printing a Purchase Order

To print, e-mail or fax your purchase orders,

Click on: Product
Purchasing
Print Purchase Orders
The Report Output Options screen is displayed.
Report Output
Options Screen
2. Verify that the information on the screen is correct and select the
PRINT button.
The purchase orders are printed.
æ Note: For those suppliers that have been setup with either an e-mail
or fax “Additional Send Option” in the Maintain Supplier function,
an electronic purchase order is also created and e-mailed when you
confirm that printing was completed successfully. A hard copy of
each e-mailed purchase order is also printed for file purposes.
Receiving Product from Suppliers

Receiving of product is done using purchase order information. This
includes both items shipped to you as well as drop shipped items
shipped directly to your customers. A purchase order can be received
either in its entirety or partially.


Product
Click on:
Receiving and Inventory
Receive Product
The Purchase Order List (For Receiving Product) is displayed.
Purchase Order
List (For
Receiving
Product)
2. To list purchase orders for a specific product or supplier, select the

designated OPTIONAL CRITERIA button.
3. To select the purchase order, position your cursor menu bar on the
purchase order and press the SELECT button or double click on the
purchase order using your mouse.

The Purchase Order Receiving screen is displayed.

Purchase Order
Receiving
Screen
4. Enter the supplier’s invoice number and use the buttons under the
line item display to receive and/or correct discrepancies.
If the supplier sent the correct amount for an item, select the
RECEIVE button.
If the supplier sent less than the amount ordered, select the
RECEIVE PARTIAL button and enter the amount.
If the supplier sent more than the amount ordered on an item, select
the VIEW/EDIT button and increase the Quantity
Ordered field. Then select the RECEIVE button for the item.
If the supplier charged a different price for an item, select the VIEW/
EDIT button and change the Unit Cost field. Then select the
RECEIVE button for the item.
To change the Bin or Warehouse for delivery, select the VIEW/EDIT
button and change either of the fields.
To add a new item to the purchase order, select the ADD button.
If the purchase order is 100% complete and no changes are required
for any item, select the RECEIVE ALL button.
5. When finished, select the SAVE button to exit. M.O.M. reminds you
to run the Process Updates to Inventory function to update the
inventory counts with the new product received. See Processing
Inventory Updates at the end of this chapter. Optionally, complete
the two additional tasks below, before processing inventory
updates.

Printing a Products Received Report

To enable you to have a printed report each time you do product
receiving, you can print a Receive Report showing what you had
in-stock before and after you did your receiving.

Click on: Product
Print Receive Report
Printing Stock ID Labels for Products Received

Once you have received delivery from a supplier, M.O.M. enables you
to print the ID labels for the products received.

Click on: Product
Print Pending Delivery Labels
2. Select the PRINT button.

æ (code
Note: The labels include stock number, stock number in barcode
128 barcode font), the item price and item description.
See Also
Receiving Product from Purchase Order Receiving
Suppliers

Adjusting Inventory Levels, Values and Warehouse Locations

When you actually do a physical inventory count, there often are
discrepancies between how many of an item M.O.M. says you have vs.
how many are actually on the shelf. This may be due to shrinkage,
spoilage, etc. You may also need to correct inventory values due to a
clerical situation. Finally, you may periodically want to move inventory
from one warehouse location to another, without using the Auto-
Replenish Bins function.
Any/all changes made to inventory using this function are reported in

the Inventory Transaction Report.

Click on: Product
Adjust Inventory for Stock Item
The Adjust Inventory for a Stock Item screen is displayed.
Adjust
Inventory for a
Stock Item
Screen
2. Use the screen to complete any of the following tasks.
Adjusting the Current Number of Units in Inventory

1. Enter the full or partial stock number in the field provided or press
À for the lookup list.
2. Optionally, enter the reason the change is being made in the
Notation for Adjustment field. This field is reported in the
Inventory Transaction Report.

3. Select the Adjust the Current Number of Units in Inventory radio

button.
4. Enter the Quantity to Adjust. Use a positive number to increase the
quantity or a negative number to decrease it.
5. Enter/change the With a Unit Cost of field.
6. Select a warehouse/bin to which the update is being made using the
To Bin pull-down menu
8. Repeat steps 1-7 for another item or select CLOSE to exit.
9. After closing and exiting, M.O.M. reminds you to run the Process
Updates to Inventory function to update your inventory with the
new costs. See Processing Inventory Updates at the end of this
chapter.
Adjusting the Unit Cost of an Inventory Lot

This task has no application if you are using Average Cost as your
inventory valuation method. See Establishing Inventory Valuation
Method in Chapter 4 of the Setup Guide.
3. Select the Adjust the Unit Cost of an Inventory Lot button.
4. Use the list box in the Inventory Lot field to select the inventory lot.
If you are using Average Cost for inventory valuation, there is only
one lot.
5. Enter the current unit cost for the item in the Current Unit Cost
field.
8. After closing and exiting, M.O.M. reminds you to run the Process
Updates to Inventory function to update your inventory with the
new costs. See Processing Inventory Updates at the end of this
chapter.

Transferring Inventory Between Warehouse Locations

This task has no application unless at least two locations have been set
up for an item. If you are using the optional Advanced Warehouse
Module with multiple warehouses, these bins may be in different
warehouses.
3. Select the Transfer Inventory Between Warehouses and Bins
radio button.
4. Enter the amount of inventory to Move.
5. Use the pull-down menus to select the From location and the To
location.
6. Select the PROCESS button
See Also
Adjusting Inventory Levels, Adjust Inventory for a Stock
Values, and Locations Item
Adjusting Low Levels Based on Demand

M.O.M. lets you automatically re-establish low levels for products
based on previous sales.

Click on: Product
Purchasing
Establish New Low Levels
The Establish New Low Levels screen is displayed.

Establish New
Low Levels
Screen
2. Adjust the percentage upward or downward.

3. Select the SELECT button.
The Order Selection Criteria screen is displayed.
4. Select the order criteria and select the PROCESS button.

M.O.M. returns to the Establish New Low Levels screen.
5. Select the PREVIEW NEW LOW LEVELS button to view or print the
Low Level Change Report. (See the report below.)
6. After reviewing the report, select the UPDATE LOW LEVELS button
to apply the changes.

Low Level Changes Report
Field definitions for the Low Level Changes Report
Stock Number - The defined stock number for the stock item.
Description - The defined description of the stock item.
Period Sales - The sales for the period selected
Old Low Level Setting - The old inventory low level threshold.
New Low Level Setting - The current established inventory low level
threshold.
Change - The difference between the Old Low Level and New Low
Level setting.
See Also
Adjusting Low Levels Based Establish New Low Levels
on Demand

Using the Auto-Replenish Bins Function

If you have set up warehouse bins with auto-replenish bin
information, use this function to automatically move the inventory
from the feeding bins (bulk bins) to the receiving bins (order picking
bins). This function should be run as often as necessary based on
inventory availability at order entry.

Click on:Product
Auto-Replenish Bins
The Auto-Replenish Bins screen is displayed.
Auto-Replenish
Bins
2. Optionally, use the WAREHOUSE field to filter for a particular

warehouse for items to be assembled.
3. Optionally, use the ASSEMBLE KITS field to filter for All Kits Setup
For Assembly, All Kits That Need To Be Assembled, All Kits That
Can Be Assembled, or All Kits That Cannot Be Assembled.
4. With your mouse, select a stock number in the list for bin
replenishment.
5. Select the PROCESS ONE button to move the inventory between
bins for just the selected item in the list.
6. Select the PROCESS ALL button to move the inventory between bins
for all items.
7. Optionally, select the PRINT button to print the list on the screen.
8. Select the CLOSE button to exit.

See Also
Using the Auto-Replenish Bins Auto-Replenish Bins
Function
Setting Up Bins Bin Maintenance
Using the Assemble Kits Function

If you have set up any composite items as “Kit must be assembled
using Assemble Kits function,” you must use thisprocedure whenever
the kit items start to back order at order entry. Processing this function
assembles the composite items from their components. See Setting up
Special Types of Items in Chapter 2 of the Setup Guide.
On the Main Menu Bar,
Click on: Product

Assemble Kits
The Assemble Kits screen is displayed.
Assemble Kits
The screen uses the standard Microsoft “tree” type display. Composite
items are shown at two levels. The higher level folders represent the
bin/warehouse. The lower level folders represent all orders which
require assembly of that item. If there are currently back orders for the
item, the bin level folder can be opened to show each individual order

for the item. You can assemble kits working at either level.
As a business practice, before or immediately after using this function,

the physical inventory for the composing items should be picked and
removed from the shelves and assembled or grouped to correspond to
the movement of inventory made using this function.
æ toNotemanage
1: If you are using the optional Advanced Warehouse Module
multiple warehouses, the same kit item may be
displayed more than once in the list, since that item may require
assembly at more than one warehouse location. The possible units
to assemble in each case is only based on available components at
each warehouse location. M.O.M. does not cross warehouses when
assembling kits.
æ the
Note 2: Before assembling kits, selecting the Print button will print
Kit Setup For Assemble Report, which reports the stock item,
the quantity of kits needing assembly, the warehouse and order. If
any kits have been assembled, selecting the Print button, will
display a report selection. The two reports that can be printed are
the Assembled Kits Report, which reports the stock item, the
quantity of kits assembled for it and the warehouse, and the Kit
Setup For Assemble Report.
Assembling Kits for all Orders

1. Working at the bin level, select the composite item in the list to
assemble or pre-assemble kits for all orders. Pre-assembly means
that you are making up more kits than you actually need to fill the
current back orders.
2. Optionally, change the Units to Assemble field to a different
amount. The field always defaults to the maximum number of kits
that can be assembled based on the availability of the component
items.
è Units
Hit: You can disassemble kits by entering a negative value in the
to Assemble field.
3. Select the ASSEMBLE button to assemble the kits, taking the
inventory from the component items in the specified quantities and
“creating” inventory for the composite item. The Units Currently
Assembled count is updated accordingly.
4. Repeat steps 1-3 for each kit requiring assembly in the list.
5. Select the CLOSE button to exit. M.O.M. reminds you to run the

Process Updates to Inventory function to update the inventory

counts with the new product received. See Processing Inventory
Updates below.
Assembling Kits on an Order-by-Order Basis

1. Working at the bin level, select an item in the list.
2. “Open” the folder at the bin level to display the individual back
orders for the item. If there are no current back orders, the bin level
folder cannot be opened.
3. Select the first order in the list for assembly.
4. Press the ASSEMBLE button.
5. The order is removed from the list.
6. Repeat steps 3-5 for each order for the item.
7. Select the CLOSE button to exit. M.O.M. reminds you to run the
Process Updates to Inventory function to update the inventory
counts with the new product received. See Processing Inventory
Updates below.
See Also
Using the Assemble Kits Assemble Kits
Function
Setting Up Kits Stock Maintenance -
Composite Item
Processing Inventory Updates

Each time you receive product, adjust inventory quantities, assemble
kits or adjust cost lot values in M.O.M., it is recommended that you
complete the process of updating inventory.
To process updates to inventory,
On the Main Menu Bar,
Click on: Product

Process Updates to Inventory
A message is displayed indicating that inventory has been updated.

See Also
Processing Inventory Updates Purchasing Methodology


Chapter 6 Daily Accounting Activities
Chapter 6
Daily Accounting Activities

An Overview of Accounting
Preparing a Bank Deposit
Recording Customer Payments
Writing Off Bad Debts
Transferring Balances
Modifying and Undoing Payments
Modifying and Undoing Invoices
Adjusting Order Balances
Resubmitting Declined/Incorrect Credit Cards
Processing Refunds
Reviewing Open Orders (A/R Aging Report)
Applying Finance Charges to Open Orders
Generating Customer Statements
Generating Customer Points and Rewards Statements
Posting A/R
Paying Suppliers
Creating a Credit Invoice for Items Returned to a Supplier
Reviewing and Editing Supplier Invoices
Posting A/P
Closing the Year

An Overview of Accounting
M.O.M. has a complete journal file that tracks all Accounts Receivable
and Accounts Payable transactions.
Accounts Receivable Journal - Tracks all of the monies charged to

and paid to you by your customers.
Accounts Payable Journal - Handles the cost of goods accounting, as
well as the tracking and payment of vendor invoices.
M.O.M. also provides a General Ledger interface to “map” each type of
journal transaction to the affected General Ledger account in the
external general ledger accounting package of your choice.
Preparing a Bank Deposit

M.O.M. allows you to create a report that lists all of the checks that
you are depositing.

Click on: Reports
Accounts Receivable
Journal Activity Report
The A/R Journal Selection Criteria screen is displayed.
A/R Journal
Selection
Criteria Screen
2. Make a selection using the radio buttons in the Select Journal

Entries For section.
3. Under Other Criteria - A/R Payments, click on Cash/Check/
Receipt to make your selection.

4. If you want to include only transactions that occurred since the last
time you processed the report, click on Include Only
Transactions Since Last Request.
See Also
Preparing a Bank Deposit A/R Journal Selection Criteria
Recording Customer Payments

M.O.M. enables you to process payments, adjustments, refunds,
payment deferrals, and bad debt transactions against customer
invoices. You can also delete a transaction created in error.
æ Note: You use this function to record COD payments from shippers
as well.
Single Payments from a Customer

Click on: Accounting
Accounts Receivable
Apply Customer Payments
Click on:
The Apply Customer Payment screen is displayed.

Apply
Customer
Payment
Screen
3. Find the invoice for payment by entering either the order number or
the customer number. If you do not know the customer number,
place your cursor in the Customer # field, and press À to lookup
the customer.
æ Note: If you transferred to this screen from the Customer Account

screen, start with Step 4.
4. Use the Transaction Type pull-down menu to select the transaction
type.
5. Select the invoices to apply the payment to from the open invoices
list.
6. Select either the APPLY or APPLY AMOUNT button. Select the
UNDO or UNDO LAST button to correct an applied amount.
7. If the customer is entitled to a discount based on their individual
terms, it is applied automatically based on the date of the invoice
and the date the payment is being recorded. Select REMOVE
DISCOUNT as required.
8. Select the CREATE TRANSACTION button to exit and report the
payment to M.O.M.’s Accounting Journal.

Multiple COD and Customer Invoice Payments

Sometimes a single check needs to be used as payment for several
invoices. M.O.M. allows you to process this type of payment.
On the Apply Payment screen,
1. Press À in the Order # field to create a list of orders.

The Create a List of Orders screen is displayed.
Create a List of
Orders Screen
æ Otherwise,
Note: The total of the checks must total the balance of the order.
the last transaction must be adjusted.
2. Enter the order numbers one at a time and select the SAVE button
after entering each order number.
M.O.M. returns to the Apply Customer Payment screen and completes
the Order # field with the word “multiple.”
3. Follow the procedure on the previous page for recording customer

payments, but select the CREATE TRANSACTION button only after
the last payment is applied on the last invoice.
See Also
Recording Customer Payments Apply Customer Payments

Writing Off Bad Debts

Bad Debts are monies owed to you from a customer that you do not
expect to collect. M.O.M. allows you to write off these bad debts.
To write off a debt, use the Apply Customer Payments screen. (See the
screen earlier in this chapter.)
1. Select the order number.

2. Select Bad Debt from the Transaction Type pull-down menu.
M.O.M. permanently removes the underpayment balance from the
invoice.
See Also
Writing Off Bad Debts Apply Customer Payments
Transferring Balances
M.O.M. enables you to transfer balances. Balances can be transferred
either between orders or to a future order.
Between Orders
To transfer a balance between orders, use the Apply Customer
Payment screen. (See screen earlier in this chapter.)
1. Enter the order number.

2. Select Apply Existing Balance from the Transaction Type pull-
down menu.
3. Select the CREATE TRANSACTION button.
To a Future Order
To transfer a balance to a future order, use the Apply Customer
Payments screen. (See screen earlier in this chapter.)

2. Select Defer to Next Order from the Transaction Type pull-down
menu.

See Also
Transferring Balances Apply Customer Payments
Modifying and Undoing Payments

If you made a transaction in error, you can correct this by deleting the
incorrectly reported transaction.
ç Warning! A transaction cannot be deleted once it has been posted.

To modify or undo a payment, use the Apply Customer Payments
screen. (See screen earlier in this chapter.)
1. Enter the Transaction ID # (found on the Journal Entries screen in

the order) and press Ñ to find and display the transaction.
2. Select the DELETE TRANSACTION button to exit and delete the
transaction.
See Also
Modifying and Undoing Apply Customer Payments
Payments Journal for Current Order
Modifying and Undoing Invoices

M.O.M. also makes it easy to modify or undo an invoice.
Order in Chapter 4.
Reset Order
Click on:
The Order Reset Controls screen is displayed.

4. Select Re-Invoice to undo the invoice.
è Hint: If you intend to re-ship the merchandise in the order, select the
Re-Pack and Re-Invoice option instead in Step 4 above.
See Also
Modifying or Undoing an Reset Order
Invoice
Adjusting Order Balances

Adjustments apply a credit or debit in lieu of an actual payment from a
customer.

Accounts Receivable
Click on:
To display the Apply Customer Payments screen. (See screen earlier in
this chapter.)

4. Select Adjustment from the Transaction Type pull-down menu.
5. Select the APPLY or APPLY AMOUNT button.
See Also
Adjusting Order Balances Apply Customer Payments
Resubmitting Declined/Incorrect Credit Cards

1. Use the Order Lookup/Review function to review the payment
information for an order.
2. Select the Order Total tab.

If a credit card has been declined, this is indicated in the Payment

Information box.
3. If you have the optional Interactive Credit Card Authorization

System, select the RESUBMIT button to display the Credit Card
Resubmit screen.
Credit Card
Resubmit
Screen
4. Select Resubmit to reset the card to an unapproved state. On the

Order Total tab, you can choose to Approve Now or wait until the
next run of the Credit Card Batch Approval function. Select Voice
Authorization to enter an approval code manually.
See Also
Resubmitting Declined/ Credit Card Processing - Batch
Incorrect Credit Cards
Credit Card Processing - Single Card
Processing Refunds
M.O.M. makes it easy to process refunds for customers. M.O.M.’s Open
Order Status Report assists you in determining what refunds to
process. The system also generates refund checks.
Determining What Refunds to Process


Click on:Accounting
Accounts Receivable
Open Order Status
The Open Order Status Report screen is displayed.
Open Order
Status Report
Screen
2. Select “Refund Required” from the Available Status box and select
the INCLUDE button.
3. Select the FIND button.
M.O.M. displays the orders that require refunds.
4. If you wish to view the order, press the SELECT button.
Issuing Refund Checks in Batch Automatically

To automatically generate all refund checks currently due to
customers,

Accounts Receivable
Print Customer Refund Checks

The Print Refund Checks screen is displayed.

Print Refund
Checks Screen
2. Optionally, select to Include Refunds Due on Orders Paid By

Credit Card.
3. Enter the Starting Check Number.
4. Select a Form Style.
5. Optionally, to prevent very small amounts due to customers from
being run as refund checks, enter the Minimum Amount To
Refund.
6. Select the PROCESS button and load the checks to be printed as
prompted.
Issuing a Single Refund Check Manually

To issue a single refund check manually to a customer,

Accounts Receivable
Click on:

The Apply Customer Payment screen is displayed.

Manual
Check
Refund Screen
3. Find the invoice with the refund due by entering the Order #.
4. Select Refund (Manual Check) on the Transaction Type menu.
5. Enter the Check # for the check being written and press Ñ.
6. In the List of Open Invoices, select the Invoice being refunded.
7. Select the APPLY or APPLY AMOUNT button.
8. Write the check in the amount of the refund applied and select the
CREATE TRANSACTION button.
Credit Card Refunds

Click on: Order
Process Orders
Batch Credit Card Processing
Click on:

The Process Credit Cards screen is displayed.

Process Credit
Card Screen
Any credit card orders that require a refund are displayed, along with
any orders ready to be charged.
3. If you have the ICCAS option installed with your M.O.M. system,
select the PROCESS BATCH button to process all of the charges and
refunds.
4. If you do not have the ICCAS option installed, select the order for
which a refund is to be issued in the list and press the PROCESS
ONE button.

The Process a Credit Card for Order # screen is displayed.

Process Credit
Card for Order #
Screen
5. To apply the refund, select the CREDIT APPLIED button.
See Also
Processing Refunds Print Refund Checks
ICCAS Interactive Credit Card

Authorization System
Reviewing Open Orders (A/R Aging Report)

The A/R Aging Report enables you to select specific types of orders to
be included in your report.

Click on: Reports
Accounts Receivable
A/R Aging Report

The Open Invoice Selection Criteria screen is displayed.

Open Invoice
Selection
Screen
2. Select the appropriate criteria for the open invoices you wish to
display.
3. Select any of the optional criteria.
4. Select the appropriate Report Format and Organization.
The Report Output Options Screen is displayed.
6. Choose VIEW or PRINT.
See Also
Reviewing Open Orders A/R Aging Report Selection
(A/R Aging Report) Screen

Applying Finance Charges to Open Orders

M.O.M. allows you to define criteria for establishing finance charges
for overdue receivables.

Accounts Receivable
Apply Finance Charges
The Apply Finance Charges screen is displayed.

Apply Finance
Charges
Screen
2. Enter a cut-off number in the Apply Finance Charges For Any

Receivables Or More Days Past Due field.
3. Select a method for applying interest rates, Use A Flat Interest
Rate Of ___%, Use Interest Rates Established For Each State
or Use Flat Billing Fee.
æ Note: State rates must be set up individually by state, see Chapter 4

of the Setup Guide, Setting up Accounting Information.
4. Enter a Description To Be Printed On Statement.
5. Optionally, enter a customer number to Only Apply Finance
Charges for this Customer Number.
The system will ask you if you want to apply the finance charges.
7. Select YES.

A message is displayed confirming that finance charges have been

applied.

æ Note: Finance charges are printed on the next customer statement.
See Also
Applying Finance Charges Apply Finance Charges
Generating Customer Statements

Monthly or periodically, you can print statements for customers. You
can also print a statement for just an individual customer.

Accounts Receivable
Print Customer Statements
The Print Customer Statements screen is displayed.
2. Make entries in the fields that apply.


æ Note: Statement forms and envelopes for use with this function can
be ordered from Software Forms at 1-800-651-3676.
See Also
Generating Customer Print Customer Statements
Statements

Generating Customer Points and Rewards Statements

If you have a points and rewards program set up, you can print
statements for customers to show their points history, both earned and
redeemed. (See Setting up a Points and Rewards Program in Chapter 3
of the Setup Guide for more information.)

Accounts Receivable
Print Customer Points/Rewards Statements
The Customer Points & Rewards Statements screen is displayed.
Customer
Points &
Rewards
Statements
Screen
2. Select an activity date range for the statements.

3. Optionally, to print a statement for just one customer, enter the
customer number.
è the
Hint: You can also generate a statement for a single customer from
Financial tab of the Customer Information screen.

æ Note: The Points and Rewards Statements are designed to print on a
8 ½” x 11” company letterhead.

See Also
Generating Customer Points Print Customer Points and
and Rewards Statements Rewards Statements
Posting A/R
M.O.M. enables you to post transactions to one of several different
external general ledger accounting software packages see Chapter 4,
Setting Up Accounting Information.
è because
Hint: It is a good idea to back-up the system files prior to posting,
balances in the General Ledger are finalized. It is also
recommended that you process the A/R Journal Activity Report for
“unposted transactions” prior to actually posting to compare with
the Post A/R Journal Report.
Accounts Receivable
Post A/R Journal
The Post Accounts Receivable Detail to General Ledger screen is
displayed.
2. Enter the date up to which you want all transactions posted.

M.O.M. displays the Report Output Options screen.
æ Note: M.O.M. lets you define the path and filename for the file. See
Setting Up the General Ledger Interface in Chapter 4. You can then
import the file into your G/L. If you do not have a G/L interface that
M.O.M. supports, you can use the report to enter the transactions
manually in your G/L package.

Post A/R Journal Report

Once the transactions are posted, a report is generated showing the
net change to each account in the G/L.
Field definitions for the Post A/R journal Report
Transaction Date - The date the transaction was posted.
Acct. Code - The General Ledger account code to which the

transaction was posted.
Account Description - A description of the General Ledger account

to which the transaction was posted.
Debit Amount - The dollar amount that was debited to the General
Ledger account.
Credit Amount - The dollar amount that was credited to the General
Ledger account.

See Also
Posting A/RPost Journal to General Ledger
Transaction Codes on the A/R Journal
Post A/R Journal Report
Paying Suppliers
M.O.M. lets you create vendor payments for vendor invoices. Use this
function after you have completed the Receive Product function and
processed inventory updates. (See Receiving Product from Suppliers in
Chapter 5)
æ Package
Note: If you have selected to Send Vendor Bills to Accounting
for Payment when setting up your general ledger
interface, this procedure has no application. All vendor bills are
paid through your general ledger package. See Setting Up the
General Ledger Interface in Chapter 4 of the Setup Guide for more
Information.
Reviewing Supplier Invoices (A/P Aging)

The A/P Aging Report lists all aged payables by supplier.

Click on: Reports
Accounts Payable
A/P Aging Report
2. Select the VIEW or PRINT button.
è View/Edit
Hint: You can also review supplier invoices for payment using the
Supplier Invoice function. See Reviewing and
Editing Supplier Invoices later in this chapter.

Recording Payments
To record the payments you make to suppliers,

Accounts Payable
Pay Suppliers
The Pay Suppliers screen is displayed.
Pay Suppliers
Screen
2. Find the invoices to pay using Supplier ID, PO#, or Invoice #.

Optionally, press À in the Supplier field to create a list of invoices
for multiple suppliers to pay in one transaction.
3. Select “Computer Check” from the Transaction Type pull-down list.
This automatically includes the transactions in the next run of the
Print Supplier Checks function.
4. Select the invoice and select the PAY button to pay the full amount
or the PAY AMOUNT button to pay a partial amount.
5. If a discount is applicable based on the date that you are paying the
invoice, it is automatically credited on the invoice. To remove the
discount, select the REMOVE DISCOUNT button.
6. To force a discount if it is beyond the date allowed, select the APPLY
DISCOUNT button.
A message is displayed telling you the computer check payment has
been registered.

æ you
Note: To pay a vendor who has sent you items C.O.D. or prepaid,
can also use this function. Select the “Manual Check” option in
the Transaction Type menu if you are writing a check from a
check book.
Printing Checks for Suppliers

1. To print supplier’s checks, on the Main Menu Bar,
Accounts Payable
Print Supplier Checks
The Print Supplier Checks screen is displayed.
2. Enter the Starting Check Number.

3. Select a Form Style.
4. Enter the Date for Check.
See Also
Paying Suppliers Pay Suppliers
Creating a Credit Invoice for Items Returned to a Supplier

æ Package
Note: If you have selected to Send Vendor Bills to Accounting
for Payment when setting up your general ledger
interface, the credit must be applied directly to the existing invoice.
Simply find the original invoice and then follow steps 8 to 12 as
listed below. The credit will posted to your accounting system the
next time you use the Post A/P Journal function. See Posting A/P
which follows.
To create a credit invoice for items that you return to a supplier,

Accounts Payable
Pay Suppliers
The Pay Suppliers screen is displayed. (See the screen earlier in this
Chapter.)

2. Select the NEW INVOICE button to display the Create New

Supplier Invoice screen.
New Supplier
Invoice
3. Enter or lookup the Supplier ID.

4. Optionally, enter the original Purchase Order # where the credit
will be applied.
5. Select the SAVE button on the screen to display the A/P Supplier
Invoice Details screen for the new invoice.
6. In the Supplier Invoice # field, enter a credit invoice number if the
supplier provides one, or just enter the words CREDIT INVOICE.
7. Enter the Invoice Date.
8. Select the ADD button to display the A/P Transaction Line Item Edit
screen to add the first credit item to the invoice.
9. Enter or lookup your Stock ID Number for the item.
10. Enter a number representing the Quantity that you are returning.
11. Enter the Unit Cost for the item.
12. Select SAVE and choose NO to the “Do You Want to Update the
Buying Level Of This Item for Future Purposes?” question.
13. Repeat steps 8-12 for all items being returned and then optionally
enter any Shipping or Tax credit amount on the invoice as
negative numbers.
14. Select CLOSE to return to the Pay Suppliers screen.
15. On the Pay Suppliers screen, select the CANCEL button to exit. The
next time you use the Pay Suppliers function to pay invoices for a
particular supplier, the Credit Invoice can be applied against other
invoices.

See Also
Paying Suppliers Pay Suppliers
Reviewing and Editing Supplier Invoices

Periodically you may need to review or edit a vendor invoice, either
paid or unpaid. This may be due to an inquiry from a vendor about
payment or for your own purposes.
To review one or more supplier invoices,

Accounts Payable
View/Edit Supplier Invoices
The Supplier Invoice List screen is displayed.
2. At the top of the screen, select invoices that are still Unpaid, those
that have been Paid or All invoices.
3. Use the SPECIFIC PRODUCTS and/or SPECIFIC SUPPLIERS button to
view invoices for products or suppliers.
4. To review only a specific invoice, enter SPECIFIC INVOICE #. Only
that invoice will be displayed in the list.
5. In the list, click on any one of the blue column headings to sort the
list by that heading.
6. To view or edit an invoice in the list, double click on that invoice or
highlight it in the list and press the SELECT button. The A/P
Transaction Item Details (Supplier Invoice) screen is displayed. (See
the New Supplier Invoice screen earlier in this chapter.)
7. Review or make any necessary changes on the invoice as required.
For example, if the supplier has been set up with terms, the
Percentage, Days and Net fields can be edited.
8. Select CLOSE on the Supplier Invoice to return to the Supplier
Invoice list.
æ Note: If you have selected to Send Vendor Bills to Accounting

Package for Payment when setting up your general ledger
interface, any changes to an invoice are automatically posted to
your accounting system the next time you use the Post A/P Journal
function. See Posting A/P which follows.

See Also
Viewing/Editing Supplier Supplier Invoice List
Invoices
A/P Transaction Item Detail
(Supplier Invoice)
Posting A/P
As an option, you can post A/P transactions to an external general
ledger software package. A/P transactions are those vendor invoices
that have been paid along with each corresponding check generated
in M.O.M.’s Pay Suppliers function. For some G/L accounting systems,
an additional preference enables you to Send Vendor Bills to
Accounting Package for Payment when setting up your general
ledger interface. In this case, the posting function sends unpaid vendor
invoices to your general ledger package for payment instead of paying
them in M.O.M. (See Setting Up the General Ledger Interface in Chapter
4 of the Setup Guide for more Information)
è because
Hint: It is a good idea to back-up the system files prior to posting,
balances in the General Ledger are finalized. It is also
recommended that you run the A/P Journal Activity Report for
“unposted transactions” prior to actually posting to compare with
the Post A/P Journal Report.
Accounts Payable
Post A/P Journal

The Post Accounts Payable Detail to General Ledger screen is

displayed.
Post Accounts
Payable Detail
To General
Ledger Screen
2. Enter the date up to which you want transactions posted.


æ Note: M.O.M. lets you define the path and filename for the file. You
can then import the file into your G/L. If you do not have a G/L
interface that M.O.M. supports, you can use the report to enter the
transactions manually in your G/L package.
Post A/P Journal Report

Once the transactions are posted, a report is generated showing the
net change to each account in the G/L.

Field definitions for the Post A/P journal Report
Transaction Date - The date the transaction was posted.
Acct. Code - The General Ledger account code to which the

transaction was posted.
Account Description - A description of the General Ledger account

to which the transaction was posted.
Debit Amount - The dollar amount that was debited to the General
Ledger account.
Credit Amount - The dollar amount that was credited to the General
Ledger account.
See Also
Posting A/P Post Journal to General Ledger
Transaction Codes on the A/P A/P Journal
Journal Report

Closing the Year

This function clears the balance for each Income and Expense General
Ledger Account set up in your M.O.M. System.

Maintain
Click on:
Accounting Information
Close Year
The Close Year Procedure screen is displayed.
Close Year
Procedure
Screen
2. If you are sure you want to proceed, select the PROCESS button.
See Also
Closing the Year Close Year


Chapter 7 Using the List Management Module
Chapter 7
Using the List Management Module

Overview of the List Management Module

Working with List Queries
Working with Lists
Processing Gift-to Reorder Notices
Using the List Management Module to Import New Customers

Overview of the List Management Module

The optional List Management Module enables you to define target
lists of customers based on much of the information in the M.O.M
database.
Defining a List Query

A list query is a selection formula consisting of a set of include and
exclude statements that define which customer names will be in a
target list. When you “compile” a query, you ask M.O.M. to apply your
formula to your M.O.M. customer database to create a list. A query can
be saved and used again, and the same query can produce many
different lists depending upon when it is processed.
Defining a List
A list is the result of a list query that has been processed against the
M.O.M. customer database. It consists of those customer names whose
order and customer information match the criteria established by the
include and exclude statements of the list query.
See Also
Overview of the List Management Module -
Management Module Overview
Working with List Queries

Working with list queries includes the following:
Selecting Information for List Queries

Creating Queries
Saving Queries
Using Saved Queries to Create New Lists
Deleting Queries

Selecting Information for a New Query

When you create a new query you add or subtract names based on
many different pieces of information in your M.O.M. database using
include and exclude statements. For example, if in your first include
statement you asked for all customers who ordered baseball bats, you
would be adding names to the list. If in your next statement you
exclude anyone who has not spent more than $100 with your
company, you would be subtracting names.
There are six information areas for both include and exclude selection
on the List Management Menu.
1. Names
The information for these query statements comes entirely from the
customer file. A name selected may be a purchasing customer or
simply a name in your customer database. There are many different
include and exclude criteria available for names information.
Original Source Key - the first source key for the person.
Order Frequency - the number of times they purchased.
Gross Spent or Gross Profit - the total spent or total profit.
Address Type - whether they are a ship-to, sold-to, contact, etc.
Customer Attributes - their phone, e-mail, fax, title, etc.
Customer Type - user defined customer type codes.
Customer Number - specific customers by unique number.
Points and Rewards - based on how many they have accumulated.
Geographic Location - where they live, country, state, zip code.
Date of First or Last Activity - first or last date of recorded contact.
Mailing Counter - the number of times you have mailed to them.
Demographic Query - demographic screen data.
Names from a Previously Saved List - from a list created and saved
in List Management.
RFM Values - using your formula for determine your best customers
based on recency, frequency and monetary value.
All Names - every name in your database.
Names without Orders - only those names who have never placed
an order.

2. Names from Orders

The information used in these query statements comes entirely from
the customer’s order history. Therefore, these query statements only
find the names of “ordering customers.” There are several different
include and exclude criteria available for order information.
Order Query - a free form screen that lets you select orders by just
about any parameter.
Product Number - orders with specific stock items.
Product Class - orders with specific types of items based on the
Product Classification Code.
Source Key - orders based on the source key entered with the order.
Pick Location - order stock items filled from a specific bin.
3. Names from Catalog Contact Entries

contact history stored for customers, specifically, from all the requests
for catalog mailing labels entered in the Customer Contact screen and/
or using the Create Catalog Contact Entries for Defined List function in
the List Management Module.
4. Names from Customer Notice Contact Entries

contact history stored for customers’ correspondence requested in the
Customer Contact screen, Order Entry screen, or using the Send Notice
to Defined List function in the List Management Module.
5. Names from Phone Contact Entries

contact history stored for customers, specifically, from all the
telemarketing entries entered in the Customer Phone Contact Screen.
This menu selection is only available if the optional Telemarketing
Module is installed with your M.O.M. system.
6. Names from Subscriptions

subscription information entered for subscription orders and is used to
fill subscription orders. This menu option is only available if the
optional Subscription Management Module is installed with your
M.O.M. system.

Creating Queries
To create a new query with statements from any of the six include or
exclude information areas,
1. On the M.O.M. Main Menu Bar,

Click on: Options
List Management Module
Click on:
The New Query (Untitled) screen is displayed.
New Query
(Untitled)
Screen
3. On the List Management Menu Bar,

Click on: Include
4. Choose the criteria from the pull-down list and complete the
corresponding screen.
5. To set up your exclude statements,
Click on: Exclude
6. Choose the criteria from the pull-down list and complete the
corresponding screens.
M.O.M. displays each include and exclude statement in the Selection
Statements column of the New Query screen.
7. To edit a statement that has already been created, double click on

the statement with your mouse or press the VIEW/EDIT button.

8. To delete an include or exclude statement, select that statement with

you mouse and press the DELETE button.
9. To apply a specific advertising source key to names in an individual
include statement, select the statement with your mouse and press
the ADD/EDIT SOURCE KEY button and enter the Source Key. The
source key is printed on the customer mailing label for names
included with that statement.
10. When you have entered all of your include and exclude statements,
select the COMPILE button to display the Compile Options screen.
11. Select one or more of the options to control which types of
addresses will be used in the compiled list.
Substitute Mail-to addresses when available - select this option to
replace any other addresses selected for a name in the list with a
Mail-to address when one has been set up. This option keeps the
list at the same size.
Add in Alternate Addresses (within date limits) - select this option to
add any/all of the Alternate addresses for a name in the list when
alternate addresses have been set up. The date limits applies to any
date use restrictions on an alternate address that may have been
established; for example, a vacation address. This option may
increase the size of the list.
Add in Contact Names and Addresses - select this option to add any/
all of the Contact names/addresses for a name in the list when
contact names/addresses have been set up. Since Contact names are
typically used in business-to-business applications, this might be
used to include all secondary contact names at a company in a
mailing list in addition to the primary name. This option may
increase the size of the list.
12. After selecting compile options, press COMPILE to compile the list
or CANCEL to exit without compiling.
After compiling is complete, M.O.M. displays a message telling you
that your query has been compiled. The Total Count includes all
names compiled in the query. To include any of the special “Do Not
Mail” counts (shown in red), check the box next to each/any one. The
Net Count is the Total Count minus any names removed using any of
these check boxes.
13. Optionally, to view the names of customers you have compiled,

select the SHOW NAMES button.
14. Optionally, continue with the section, Working with Lists.

Saving a Query
You can save your query and use it later to produce a list.

Click on: File
Save
Click on:
3. If you are saving a new query, M.O.M. will ask you to enter a name
for the query.
Using a Saved Query to Create A New List

M.O.M. allows you to open a saved query and use that query to create
a new list.
1. From the List Management Menu Bar,

Click on: File
Open
Click on:
M.O.M. displays the Select a Saved Query screen.
Select a Saved
Query Screen

3. Place your cursor menu bar on the query you wish to select and
choose the SELECT button. You can limit the list of queries by
entering a keyword into the Search field and select GO.
The query is displayed on the screen.

Query Screen
4. To compile the query and create a new list, select the COMPILE
button.
M.O.M. displays a message telling you the query has been compiled.
5. Select the SAVE AS button in the List Details section of the screen.
M.O.M. asks you to enter a name for the new list.
6. Optionally, continue with the section, Working with Lists.
Deleting a Query
M.O.M. allows you to delete a previously saved query.
1. From the Select a Saved Query screen, position your cursor menu
bar on the query you wish to delete.
2. Select the DELETE button.
M.O.M. asks you if you really want to delete the query.

See Also
For information on See
Working with List Queries List Management Module -
Overview
List Management Module Main
Menu
Creating a New Query List Management Queries-
Creating and Modifying
Current Query and List Details
Saving a Query Save A Query Or A List
Using a Saved Query to Create a Open A Saved Query
New List
Working with Lists

A list consists of customer names whose order and customer
information match the criteria established by the include and exclude
statements of a query. Once a list is saved, it can be used for a variety
of purposes both within the List Management Module as well as in the
Main M.O.M. system.
Working with lists includes the following:
Saving a List
Saving a Previously Saved List as a New List
Deleting a List
Sampling a List
Deduping a List
CASS Processing Using Accumail
Preparing a List for NCOA Processing
Preparing a List for Outside Use (Exporting)
Preparing a List for Mailing and Printing Labels
Printing, Faxing, or E-Mailing Customer Notices for a List
Incrementing the Mailing Counter for Customers on a List
Creating Catalog Contact Entries for a List
Graphing a List
Saving a List
1. To save a list, on the Main Menu Bar,
Click on: Options
Click on:
The New Query screen is displayed.
Query Screen
3. Open a previously saved Query or create a new query and compile

it, then select the SAVE AS button in the List Details section of the
screen. (See the procedures earlier in this Chapter.)
4. Enter the name of the list and select the SAVE button.
Saving a Previously Saved List as a New List

M.O.M. enables you to save a previously saved list as a new list.
1. From the query screen, in the List Details section, click on the
next to the Current List field to select the previously saved list.
2. Select the SAVE AS button and enter a new name for the list.

Deleting a List
M.O.M. allows you to delete an existing list.
1. From the query screen, in the List Details section, click on the
next to the Current List field to select the list you want to delete.
2. Select the DELETE button.
M.O.M. asks if you are sure you want to delete the saved list.
Sampling a List
M.O.M. lets you take a random selection of the complete list and
create smaller subset of the list. Once this sample is created, it can be
saved as its own list under its own name.

Click on: Edit
Perform Nth Name Sampling
2. Or, on the List Management Module’s Tool Bar,
Click on:

The Perform “Nth” Name Sampling screen is displayed.

Perform “Nth”
Name Sampling
Screen
3. Use the radio buttons to choose the method of sampling you want to
use and select the PROCESS button.
M.O.M. will tell you the sample has been completed and ask you if
you wish to work with the sample.
Deduping a List
Due to such things as misspellings and incorrect data entry,
occasionally duplicate customers may occasionally appear in your
M.O.M. system. In addition, incomplete addresses may also occur.
However, M.O.M.’s deduping process removes duplicate names and
incomplete addresses from the current list.

Click on: Edit
De-Duplicate List
Click on:

The List De-Duplication screen is displayed.

List
De-Duplication
Screen
3. Select the SELECT CRITERIA button to select the fields to include in

the de-duplication criteria, which M.O.M. will use to determine
duplicates. In the Field Name section, select to use either the Entire
Field or a fixed number of characters.
The De-Duplication Results screen is displayed.
De-Duplication
Results Screen
5. To update the customer file, click on the Update Customer File

With Results field.

æ Note: You can use this function to dedupe your entire customer list
by creating a list consisting of all your customer names. (Use the All
Names option under Include, Names by.) Select the Update
Customer File with Results option and select the OK button.
Because this procedure combines customer names, it is
recommended that you have a complete backup of your M.O.M.
System before you completing this procedure.
Using the Address Correction and Validation Module

For information on using ACVM for validating addresses and CASS
Processing using the List Management Module See “Using ACVM and
the List Management Module” on page 302.

The United States Postal Service (USPS) requires that each mailing that
you do be certified as compliant with the Coding Accuracy Support
System (CASS). When an address is CASS certified, it means it includes
the 9-digit ZIP code plus the 3-digit delivery point code in barcode
format on the address label. M.O.M. supports a direct link to
Datatech’s Accumail CASS database to enable you to add any of the
missing codes and CASS certify each address in a list created in List
Management before printing labels or exporting to a mailing service.
æ Accumail
Note: To use this option, you must have a current copy of the
CD-ROM database installed in the CD-ROM drive of your
workstation. To purchase a copy of Accumail, contact Dydacomp
Sales at 800-858-3666.
Click on: File
The CASS (Coding Accuracy Support System) Processing screen is
displayed.

CASS
Processing
Screen
2. To standardize addresses in compliance with USPS standardization

requirements, select the STANDARDIZE ALL ADDRESSES option.
3. To print the CASS report to accompany your mailing when delivered
to USPS, select the PRINT CASS FORM 3553 option
4. If you do select to print the report, enter a title for the report in the
Title for Report field.
5. Select the PROCESS button to begin the CASS processing using the
Accumail CD-ROM database.
6. When the processing is complete, you can view the results on the
screen before selecting to update each customer file with the CASS
information.
See Also
CASS Processing CASS Processing Using
Accumail

Preparing a List for National Change of Address (NCOA)

The United States Post Office maintains a master database of all
changes of address for the past six months. As a service to direct
marketers, they enable you to update your mailing list with their
change of address information. They charge a nominal fee for this
service. There are also other firms that can process your list for you
using the NCOA master database. Contact your Dydacomp technical
support representative or check the dydacomp website for the names
of these firms.
There are two basic tasks that need to be completed for NCOA
processing.

Click on:File
NCOA Processing
The NCOA Processing screen is displayed.
NCOA
Processing
Screen
2. Select the Create Disk for NCOA Processing With Names on

Defined List field.
3. Select the SELECT FILE NAME button and name the file.

æ Note: When you provide your list to the USPS or other NCOA service
firm, make sure you tell them that you want the results file named
NCOA.TXT when they return it to you. The file must be returned in
the exact data format (fixed data file format) in which it was sent.
Also, make sure that you request Address Standardization as a
service if you want to standardize your addresses in Step 3 below.
Loading NCOA Results Back Into M.O.M.

When you receive your disks back from the United States Post Office,
1. On the NCOA Processing screen, click on the Read Disks

Returned from NCOA and Update Address Information field,
and follow the instructions for loading diskettes.
NCOA
Processing
Screen
2. Select the Assign ZIP + 4 / Correct Addresses field to assign ZIP

+ 4 extensions, make address and zip code changes, and
automatically expire any names with bad addresses.
3. Optionally, click on Standardize All Addresses to update
addresses in the standardized format returned from the NCOA
processing.
4. Select the SELECT FILE NAME button to retrieve the NCOA file.
æ Note: For those addresses identified by the United States Post Office
(USPS) as “Forwarding Order Expired,” M.O.M. automatically marks
these names as expired.

Preparing a List for Outside Use (Exporting)

M.O.M. enables you to export a list to disk for use by an outside
service bureau, letter shop, or for rental purposes.

Click on: File
Export Defined List
Click on:
The Export List to an External File screen is displayed.
Export List to
and External Files
Screen
3. Use the radio buttons to select the FILE FORMAT.

4. Use the SELECT FILE NAME button to name the export file.
5. Use the SELECT FIELDS button to select the fields of customer
information to be exported.
Preparing a List for Mailing and Printing Labels

M.O.M. enables you to print mailing labels for your lists. You can
select the output format, label information, mail class and sorting
options, and postal information.


Click on: Output
Print Labels for Defined List
Click on:
M.O.M. displays the Label Generation screen.
Label
Generation
Screen
æ regulations
Note: Most of the information on this screen is associated with the
and requirements of the United States Postal Service
(USPS). M.O.M. is compliant with all of the requirements for the
USPS Classification Reform.
3. Use the pull-down menus to select the Mailing Class and Service/
Pre-Sort Level.
4. Use the pull-down menu to select the Type of Mail Piece.
5. For sacking and traying purposes, enter a sample thickness and
sample weight by completing the Sample Thickness, Sample
Weight and Number in Sample fields.
6. Optionally, complete the Information to be Printed on Labels
fields.
æ Note: M.O.M. automatically determines which labels are available to

use based on which information you requested.
7. Use the pull-down menu to select the Label Output Format.
8. Select the PREVIEW MAILING COSTS button to view the costs.
9. Select the PRINT LABELS button to print your mailing labels.

æ USPS
Note: For information on how to assemble a mailing, consult your
documentation or representative.
Printing, Faxing or E-Mailing Customer Notices for a List

You can mail/merge one of your standard customer notices to a list
and select to print or “broadcast” fax or e-mail the notice.

Click on: Output
Print Notices for Defined List
Click on:
M.O.M. displays the Print Customer Notices for List screen.
Print Customer
Notices for List
Screen
3. Enter a date to be printed on the notice in the Letter Header Date

field.
4. Use the drop down arrow to select the notice to be sent.
æ Note: Notices must be created prior to using this function. See
Setting up Customer Form Letters in Chapter 3 of the Setup Guide.
5. Select one of the following send options for the notice (any
Print to Printer - Includes the notice in the Batch Order Processing
function.

program.
7. Select to ONLY PRINT WHEN E-MAIL OR FAX ARE NOT AVAILABLE
to print notices for those customers who may not have an e-mail
address and/or fax number as part of their customer information. If
you do not select this option and are e-mailing and/or faxing to a
list, those customers on the list without an e-mail and/or fax address
will not receive any customer notice.
8. Select to Sort Printout by as a sorting preference to be used when
the notices are generated and printed.
9. To send the notices, select the PROCESS button.
10. Optionally, select to update the contact history for each recipient of
the notices. The source key used for these contact entries is either
the source key defined for a specific statement in the list query or
the source key defined for the list itself.
Incrementing the Mailing Counter for Customers on a List

M.O.M.’s mailing counter tracks how many times a customer has
received a mailing. You can use this information to remove inactive
customers from a list by excluding names. You can also use this
information to create a list of inactive customers by selecting names by
Mailing Counter and then use the Database Purge Module to purge this
list to remove these customers from your database permanently. (See
Purging Names in Chapter 12 for more information.)

Click on: Edit
Increment Mailing Counter
Click on:
M.O.M. asks you if you are sure you want to increment the mailing
counter.


M.O.M. tells you the mailing counter was incremented successfully.
Creating Catalog Contact Entries for a List

If you do an in-house mailing of a catalog using the Print Labels for
Defined List function or you have a mailing shop prepare the mailing
for you and you Export the Defined List, you may want to update each
recipient’s contact history information to better track what catalogs
have been sent to each customer in your customer file.
To create catalog contact entries for a list,

Click on: Output
Create Catalog Contact Entries for Defined List
The Create Catalog Contact Entries screen is displayed.
Create Catalog
Contact Entries
for List Screen
2. Use the Catalog Sent pull-down menu to select the catalog to show
in the contact history for each name on the list.
3. Select the Date Sent to show in the contact history for each name
on the list.
æ Note: The source key used for these contact entries is either the
source key defined for a specific statement in the list query or the
source key defined for the list itself.
4. Select PROCESS to update the contact history or CANCEL to exit
without updating.

Graphing a List
To help you better use list information for customer analysis, a
graphing option enables you to create, view and print full-color graphs
of information related to names on any list that you have either created
or saved.
To graph a list,

Click on: Output
Graph Defined List
Click on:
The Graph for List Management Module screen is displayed.
Graphing a
List Screen
3. On the Options tab, select the data items for the information you
want on your graph with your mouse in the Available column and
either drag and drop them to the Selected column or use the
INCLUDE button. To remove items from the Selected column,
either select and drag and drop or use the REMOVE button.
4. Select the data sort or grouping for the X axis on the graph using the
Data Grouped by (X Axis) pull-down menu.
5. Select the Graph tab to view your graph.
6. Optionally, use the Type of Chart pull-down menu to select a
different type of graph.

7. For other graph options, color, data controls, etc. position your
mouse on the graph and double click to activate that area. Then
press F1 to access the Microsoft Graph help utility.
æ Note: Microsoft Graph is available with Microsoft Office.

8. To change the data for the graph, select the Options tab to make
whatever changes you require.
9. To print the graph, select the PRINT button.
10. To exit, select CLOSE.
See Also
Working with Lists List Management Module -
Overview
Current Query and List Details
List Management Module- Main Menu
Saving a List Save a Query or a List
Saving and Using Lists
Deduping a List List Deduplication and
Incomplete Address Removal
Processing
Sampling a List Nth Name Sampling of Current
List
Printing Mailing Labels for a Print Labels for Current List
List
Printing Customer Notices for a Generate Customer Notices for
List Current List
Graphing a List Graphing Screen for Reports
Processing Gift-to Reorder Notices

Many of your customers may order gifts through your company. Gift-to
Reorder Notices remind these customers that it is time to reorder the
gift. The Gift-to Reorder Notice contains prior gift-to recipients and gift
items. For example, if a customer ordered a holiday fruit basket for a
friend, you can send them a notice telling them it’s time to reorder.
æ Setting
Note: Notices must be created prior to using this function (See
up Customer Form Letters in Chapter 3 of the Setup Guide.)


Click on: Options
Click on:

Click on: Output
Generate Gift-To Reorder Notices
Click on:
M.O.M. displays the Print Gift-To Reorder Notices screen.
Print Gift-To
Reorder
Notices Screen
5. Enter the date to be printed on the notices in the Letter Header

Date field.
6. Select the notice to be used in the mail/merge.
7. Select a sorting preference to be used when the letters are generated
and printed.

See Also
Processing Gift-To Reorder Print Gift-To Reorder Notices
Notices
Using the List Management Module to Import New Customers

M.O.M.’s List Management module can be used to import a file of new
customers into your database.

Click on:File
Import Customer List
The Import Customers from an External File screen is displayed.
Import
Customers
From An
External File
2. Use the radio buttons to select the file format for the import.
3. Select the SELECT FILE NAME button to enter or select the file name
of the import file.
4. Optionally, select the SELECT FIELDS button to display the Select
Fields to Export or Import screen to include/exclude customer
information fields from the import file.
æ Note: It is very important that the fields in the Selected box match
your field position in the file you are importing.

æ Note: When you import a file, names can be deduped against names
already in your M.O.M. customer file. However, if there are
duplicates in the list being imported, M.O.M. does not
deduplicate the imported names. To dedupe the list after importing,
use the Dedupe List option. See Deduping a List earlier in this
chapter.
See Also
Using LMM to Import a File Export or Import a List
of New Customers


Chapter 8 Using the Import/Export Module
Chapter 8
Using the Import/Export Module

An Overview of the Import/Export Module

Importing Orders
Exporting Orders
Exporting Invoices
Order Management Modules


The optional Order Import/Export Module (IEM) allows you to import
files directly into the order and customer files of your M.O.M. system,
including files containing customer orders and customer names. You
can also export orders previously entered in M.O.M. to an external
fulfillment house.
You can use IEM for the following:
Importing orders from an order taking service company

Importing customer leads collected by a service company
Importing orders, catalog requests and/or leads from Dydacomp’s
SiteLINK web commerce system
Exporting orders to a fulfillment company
æ Note: IEM cannot be used to import Point of Purchase orders.

See Also
Import/Export Module
Importing Orders
M.O.M.’s IEM allows you to import files into your order and customer
files using several different data formats with a variety of default
settings. See Chapter 9 of the Setup Guide, Setting up the Import/Export
Module for more information about preparing files for import.
To import, you must first select a file name for the orders you are
importing.
1. To select the order import file, on the Main Menu Bar,

Click on: Options
Order Import/Export Module
Import Orders

Click on:
The Order Importing Process screen is displayed.
Order
Importing
Process Screen
The default import file name from the Import/Export Module Default
Settings is displayed.
3. Verify or change the import file name.

4. To change the default import file name, select the SELECT
DIFFERENT IMPORT FILE button and select or enter a new name.
5. Verify or change the date in the Order Entry Date to Assign field.
This is the order date to assign to all imported orders. The default
for this field is the current date.
M.O.M. displays the Order Import in Progress screen.
7. Select the PREVIEW button to view the import file.

M.O.M. displays the Preview of Import Data screen.

Preview of
Import Data
Screen
8. When you are finished previewing the import file, press Ö to return
to the Order Import in Progress screen.
M.O.M. displays a message telling you that the order import is in
progress.
è Hint: To prevent specific records from importing, simply click on the

the small box on the left side of the first field. This will mark the
record for deletion. Optionally, check the box to Hide records
marked for deletion.
The customer names and order numbers are displayed as they are
imported.
æ duplicate
Note: M.O.M. automatically deduplicates the import file if there are
customers in the M.O.M. customer file.

Reviewing the Import Exceptions Report

An Import Exceptions Report detailing the results of the import process
is generated after the import has been run. The report contains several
error codes and suggested resolution procedures.
Field Definitions For the Import Exceptions Report
Import Record Number - the numeric position in the import file for
that order or customer name record.
Import Order Number - the order number assigned by M.O.M.
Reason - the error code (in parenthesis) and description of the error.
Resolution - the suggested corrective action.
Import Summary Information (bottom of the report)
Total Numbers of Orders Imported - total order count for the

import.
Starting Order Number - first order number imported.
Ending Order Number - last order number imported.
Total Number of Prospects Imported - total number of prospective

(non-ordering) customer names imported.
Order Import Error Conditions Table

Error Error What You Need to Do
Code
01 The order was created Use Order Review to look up and display
without customer the order by Order Number. Add the
information. customer information for the order.
02 An unidentifiable Use Order Review and select the proper
foreign address was country code for the bill-to address.
found for the bill-to
name/address. The
country code could not
be entered.

03 An unidentifiable Use Order Review and select the proper

foreign address was country code for the ship-to address.
found for the ship-to
name/address. The
country code could not
be entered.
04 The order was created If the unidentifiable code is correct, but
with an unidentifiable not yet set up in M.O.M., use Maintain >
source key. Advertising Information > Source Keys, to
add the new key. If the unidentifiable code
is incorrect, use Order Review, and
correct the source key.
05 The order was created If the product code(s) listed in the
with one or more error/exceptions report is a product code
missing items, that should be set up in M.O.M., use
because the item(s) Product > Maintain Stock Item to add the
was not found in the new products. Then use Order Review to
M.O.M. Product List. enter the item(s) in the order. If the
product code(s) listed in the
error/exceptions report is not a product
code known to you, contact your service
firm and resolve the problem. Then use
Order Review to add the correct item(s) to
the order.
06 The order was created Use Order Review to enter the quantity for
with one or more items the item(s).
missing a specified
quantity.
07 The order was created Use Order Review and enter the correct
with an invalid credit card type.
card type code.
08 The order was created Use Order Review and check for credit
for a customer with a problems with the customer.
“Bad Credit” flag.
09 The product information Use Order Review and re-enter the
in the file is blank, but product.
contains quantity.
10 Product is Use Stock Item Maintenance to confirm
discontinued. that the product is discontinued, and
replace with a substitute as needed.

11 A break-out item has an Use Order Review and replace the

“allowed lookup” allowed lookup selection with another
selection for one or item.
more components.
12 The order has a gift Use Order Review and enter the gift
certificate redemption. certificate with serial number for
redemption.
13 An item was Review the order to verify the product.
substituted.
14 Cannot lock the file During the import, a file cannot be locked
by the import procedure.
*Note: Auto import only
15 Incorrect file type Verify that the file type being imported
matches the file type listed in the IEM
settings.
16 Unable to determine the Unable to determine a shipping zone on
zone the order. Use Order Review and verify.
17 An item has a ship Review the order to verify the shipping
preference that is method.
different from the
default
18 Invalid State/Country Use Order/Customer Review and enter the
correct State/Country.
19 This item has a gift A new gift certificate number is created.
certificate number that Use Order Review and verify.
is a duplicate.
See Also
Importing Orders Import/Export Module
Exporting Orders
M.O.M.’s Import/Export Module lets an order taking service or web-
based shopping cart create a file of orders for a client for import to
another system. In this case the file would contain complete orders,
regardless of the status of items; e.g., backordered, committed,
shipped, etc.

1. To select the order for export, on the Main Menu Bar,

Click on: Options
Export Orders
The Select Orders by Query screen is displayed.
2. Use the radio buttons to select an order criteria.

3. Select the appropriate button(s) for the optional criteria.
M.O.M. displays a message telling you that your export file has been
successfully created.
æ Note: See Chapter 9 of the Setup Guide, Setting Up the Import/Export

Module, for information on defining the location and name to be
used for export file(s).
See Also
Exporting Orders Import/Export Module
Exporting Invoices
As an alternative to order export, M.O.M.’s Import/Export Module also
lets an order taking service or web-based shopping cart create a file of
invoices for a client for import to another system. In this case the file
could contain a subset of a complete order based on line item billing
status; i.e., only those items that were committed and processed
through the invoicing stage would be included in the export file.
1. To select the order for export, on the Main Menu Bar,

Click on: Options
Export Invoices

The Select Invoices by Query screen is displayed.

Select Invoices
by Query
Screen
2. Use the radio buttons to select an order criteria.

3. Select the appropriate button(s) for the optional criteria.
M.O.M. displays a message telling you that your export file has been
successfully created.
æ Note: See Chapter 9 of the Setup Guide, Setting Up the Import/Export

Module, for information on defining the location and name to be
used for export file(s).
See Also
Exporting Invoices Import/Export Module

Order Management Modules

The Order Management Modules are specially designed to seamlessly
download orders based on a selected source file from popular
shopping cart systems for fulfillment in M.O.M. Once the file source is
selected, no other modification of the import file is required. For users
with more than one of the Order Management Modules, multiple
simultaneous sessions using different source file formats are permitted.
Available for one or all of these eCommerce platforms:
Amazon Order Management Module (AOMM) - Supports importing of

orders placed through Amazon and uploads completed shipping data
after fulfillment in M.O.M.
Yahoo! Order Management Module (YOMM) - Import Yahoo! Store

orders directly into M.O.M.
MIVA Order Management Module (MOMM) -This module offers a

clean, one-way interface for downloading orders from MIVA Merchant.
ShopSite Order Management Module (SOMM) - Supports one-way

interface for downloading orders from ShopSite.
X-Cart Order Management Module (XOMM)- Import orders from your

X-Cart Shopping Cart Software.
See Also
Amazon Import Amazon Order Management Module
Miva Import Miva Order Management Module
Shopsite Import Shopsite Order Management Module
Yahoo Import Yahoo Order Management Module
X-Cart Import X-Cart Order Management Module

Chapter 9 Using the Subscription Management Module
Chapter 9
Using the Subscription Management Module

An Overview of the Subscription Management Module

Entering a New Subscription or Renewing a Subscription for a
Customer
Viewing Subscription Information for a Customer
Filling a Subscription

An Overview of the Subscription Management Module

Using the optional Subscription Management Module you can set up
and manage fulfillment of periodicals such as magazines, newsletters,
and catalogs. The items are set up in the same way as any product in
the Maintain Stock Items function. Fulfillment of these items is handled
so that you can define and process a set of mailing labels through the
required List Management Module for each issue of a subscription
item. Complete subscription information is kept on each customer and
is available for lookup in the customer order.
See Also
An Overview of the Subscription Management
Management ModuleModule
Entering a New Subscription or Renewing a Subscription for a

Customer
Subscription items are treated just like regular products. If a customer
calls to order or renew a subscription, use the Order Entry function
and enter the subscription item in a New Order for the customer.
1. Select the NEW ORDER button from the Customer Information

screen.
The Order Entry screen is displayed.
Order Entry
Screen

2. Enter the subscription line item in the grid area on the screen.
3. If you do not know the item number for the subscription item, place
your cursor in the Item field and press À to search for the item.
4. When a subscription item is entered as a line item, the Subscription
Information Record screen is automatically displayed.
See Also
Entering a New Subscription or Subscriptions - Starting,
Renewing a Subscription for a Renewing, Canceling, and
Customer Viewing Information
Order Entry - Entering Line Items
Viewing Subscription Information for a Customer

M.O.M. enables you to view all of the subscriptions for a customer.
1. Lookup and display the customer on the Customer Information

screen.
2. Select the Purchases tab.
Customer
Information
Screen
3. Select the SUBSCRIPTION DETAIL button.

The Subscription Details List is displayed.

Subscription
Details List
4. Select a publication from the list.
M.O.M. displays the Subscription Information Record screen for the

publication
Subscription
Information
Record Screen
5. View the subscription and make any necessary changes.


See Also
Viewing Subscription Subscriptions - Starting,
Information for a Customer Renewing, Canceling, and
Viewing Information
Subscription Details List
Subscription Information
Record Screen
Filling a Subscription
Subscription fulfillment requires defining the set of subscribers and
generating the mailing labels needed to mail your publication to the
customer. There are just two steps required to create a set of labels for
subscription fulfillment.
Creating Subscription Definitions

A subscription definition is a database expression producing a select
group of subscriber names based on several different parameters.

Click on: Options
Subscription Management Module
The Subscription Definition Lookup screen is displayed.

Subscription
Definition
Lookup Screen
2. Select the NEW button.

The Subscriber Definition Information screen is displayed.
Subscriber
Definition
Information
Screen
3. Enter a code/name for the subscription definition in the Definition

Code field.
4. Enter a description of the subscription definition in the Description
field.
5. Enter the XBASE expression that determines which subscriber
records to select in the Select Criteria field.
æ Note: This is the XBASE expression that determines which subscriber

records to select.

6. Select the BUILD button to display the XBASE Expression Builder to

help you build expressions.
7. Optionally, enter a Replace Statement to update the subscription
information for the subscribers who are included in the Select
Criteria.
8. Select the SAVE button when you are finished.
Printing a Set of Mailing Labels

Because of its advanced label printing functions, the List Management
Module is used to print the labels for subscription fulfillment.

Options
Click on:
2. Select the Subscription Definition(s) using the pull-down list.

Click on: Include
Names from Subscriptions
The Select a Subscriber Definition screen is displayed.
Select a
Subscriber
Definition
Screen
4. To have M.O.M. automatically decrement each subscriber’s record

based on the replacement statements made, check the Update
Subscriber File box.
5. If you choose to update the subscriber file, enter the Last Issue

Number and/or Last Issue Date for the publication that is being
filled in the current print run.
M.O.M. returns to the New Query screen and the Subscription
Definition is displayed in the Selection Statements area as an Include
statement in the List Management query.
7. Select the COMPILE button.

8. Save the query.
9. Select the SAVE AS button in the List Details section of the screen.
10. Name and save your list.
æ Note: You can print the labels without saving the list. If you save the
list, you can use it for Telemarketing campaigns or for auditing
purposes; for example, the Business Publication Audit or Consumer
Publication Audit.
Click on: Output
Print Labels for Defined List
Click on:
The Label Generation screen is displayed.
è Hint: As an alternative to printing labels yourself for mailing, you can

also give the list to a mailing shop for fulfillment. Refer to Preparing
a List for Outside Use (Exporting) in Chapter 8.
See Also
Filling Subscriptions Subscriptions - Filling Orders
Creating Subscriptions DefinitionsSubscription Definitions -
Creating and Maintaining
X-BASE Expression Builder
Subscription Definition
Examples
Printing Subscription Labels Subscription Definition
Selection in List Management
Print Labels for Current List

Chapter 10 Using the Telemarketing Module
Chapter 10
Using the Telemarketing Module

An Overview of the Telemarketing Module

Placing Outbound Calls
Taking Inbound Calls
Using the Telemarketing Productivity Report
Using the List Management Module to Create a Call Schedule

An Overview of the Telemarketing Module

The optional Telemarketing Module allows you to create and manage
a telemarketing database of your leads and customers. Your sales and
customer service staff can use this database to track and record
inbound calls and schedule outbound calls. You can also use this
module in conjunction with the optional List Management Module to
create a telemarketing campaign. You can load a defined list from the
List Management Module into the Telemarketing Module with
predefined first call topics and an assigned salesperson. In addition,
you can build lists in the List Management Module based on
information collected in Telemarketing calls.
See Also
An Overview of the Telemarketing Telemarketing Module
Module
Placing Outbound Calls

M.O.M.’s Telemarketing Module enables you to schedule and record
results of outbound calls.
Using the Call Schedule

The call schedule is a list of outbound telemarketing calls. These calls
have been created either individually with the Schedule a Follow-up
screen or in a batch as a list created with the List Management Module
(covered later in this chapter).

Click on: Options
Telemarketing Module
Display Call Schedule
Click on:

The Outbound Calls for Telemarketing screen is displayed.

Outbound Calls
for
Telemarketing
Screen
3. Select a specific user or group by using the pull-down menu in the

List Of Calls For field.
4. To limit this list to calls that meet specific criteria, select the
SETTINGS button.
M.O.M. displays the Telemarketing Settings Option screen.

Telemarketing
Setting Option
Screen

5. Enter or change the information in the fields as necessary.

æ outbound
Note: Settings made on this screen are saved and used for all
calls until they are changed.
6. Select the SAVE button when you are finished.
M.O.M. returns to the Outbound Calls for Telemarketing screen.
7. When you are ready to place a call, select a call from the list by
positioning your cursor menu bar on the call and double clicking
on it with your mouse, pressing Ñ, or by selecting the SELECT
button.
M.O.M. displays the Contact History tab on the Customer
Information screen with the selected call highlighted in the customer’s
contact list.
Contact
History Tab
Logging Outbound Customer Phone Contact

M.O.M. enables you to log your phone contact with a customer so that
you can refer back to your conversation at a later date.
1. Select the highlighted call on the list.

2. Select the Phone Contact tab.

The New Contact Entry Screen is displayed.

New Contact
Entry Screen
æ Note: The Phone Contact tab is only available if the Telemarketing

Module is installed on your system.
3. Optionally, enter or lookup the Contact Source Key.
4. Optionally, use the Contact Name pull-down list to select the name
of the person you actually speak with. The name defaults to the
primary name for the customer. To add a new name, select the ADD
button and refer to Adding or Viewing Alternate Addresses and
Contacts in Chapter 1.
5. To place the scheduled outbound call, select the DIAL button or
manually dial the customer.
æ Note: To use the DIAL button your telephone line must be

connected through a modem on your workstation. See Making
Modem Settings for the Auto-Dialing Feature in Chapter 7.
6. Select the COMPLETED ON button to indicate that the call is being
made on today’s date.
7. If you are using a script, choose the predefined script code in the
Call Script Code drop-down.
8. To read the script, select the READ button.
9. Enter a summary of the conversation in the Call Log field. Double
click with your LEFT mouse button in this field to enlarge it.
10. Record or change the interest level of the customer in the Interest
Level field.

Schedule a Follow-up Call

If the customer requests that you get back to them at a later date,
M.O.M. enables you to schedule a follow-up call.
1. Select the SCHEDULE button.

æ Note: You must have a call logged on the New Contact Entry screen
for the SCHEDULE button to be available.
The Schedule a Follow-up Call screen is displayed.
Schedule a
Follow-up Call
Screen
2. Click on either the Call Again On or on the Or In field to schedule

a call for a certain date or in a specified number of days.
3. Optionally, use the pull-down menu in the By field to select the
salesperson who will make the follow-up call.
4. Optionally, choose a predefined script code in the Code drop-
down.
of the person you plan to speak with. To add a new name, select
the ADD button and refer to Adding or Viewing Alternate Addresses
and Contacts in Chapter 1.
6. Enter a reminder of what will be discussed in the Topic to Discuss
field.
7. Select the SAVE button to save the follow-up call and add it to the
Outbound Call List.

See Also
Making Outbound Calls Telemarketing Module
Using the Call Schedule Outbound Telemarketing
Outbound Telemarketing
Settings
Logging Customer Phone Customer Contact
Contact
Customer Information - Contact
History
Scheduling a Follow-up Call Schedule a Follow-up Call
Taking Inbound Calls

M.O.M. also makes it easy to log inbound calls from customers. You
may use this function for example, to keep track of calls from leads or
calls for catalog requests.
Looking Up the Customer

To avoid entering duplicate customer records, it is recommended to
perform a look up of the customer to determine whether or not they
have already been entered.

Click on: Customer
Look-up or Add New
Click on:

The Customer and Order Lookup screen is displayed.

Customer and
Order Lookup
Screen
3. Enter the customer’s last name in the Last Name field and press
Ñ.
M.O.M. displays the customer(s) with that last name on the screen.
4. Position your cursor menu bar on the correct customer and press
Ñ or select the SELECT button.
The Customer Information screen is displayed.
Logging Inbound Customer Phone Contact

1. On the Customer Information Screen, select the NEW CONTACT
button.

The New Contact Entry screen is displayed.

Customer and
Order Lookup
Screen
2. Select the Phone Contact tab.

3. Enter or lookup the Contact Source Key.
of the person you actually speak with. The name defaults to the
primary name for the customer. To add a new name, select the ADD
button and refer to Setting Up Alternate Addresses and Contacts in
Chapter 1. Select the COMPLETED ON button.
5. If appropriate, enter the script code in the Call Script Code field.
6. Enter a summary of the call in the Call Log field. Double click on
this field with your LEFT mouse button to enlarge the field.
7. Record the interest level of the customer in the Interest Level field.
8. Optionally, schedule a follow-up call for the customer. See
Scheduling a Follow-up Call earlier in this chapter.
See Also
Taking Inbound Calls Telemarketing Module
Looking Up a Customer Customer and Order Lookup
Logging Inbound Customer Contact
Phone Contact
Scheduling a Follow-up Call Scheduling a Follow-upCall

Using the Telemarketing Productivity Report

The Telemarketing Productivity Report gives your company an
overview of the scheduled and completed calls.

Click on:Options
Telemarketing Productivity Report
The Telemarketing Selection Criteria screen is displayed.
Telemarketing
Selection
Criteria Screen
2. Select the date or date range for the report by selecting one of the
options in the Select For field.
3. Optionally, select to limit the report to calls for customers with
specific sales information, customer information, script code or
interest level.
4. Use the check boxes to run the report for COMPLETED or
SCHEDULED calls.
5. To run the report as a summary, use the Summary check box.
æ Note: The Summary report does not show the call log for each call.

7. Select either the VIEW or PRINT button.

Field Definitions for the Telemarketing Productivity Report (Detail
Report Shown)
User ID - The ID of the user logged into the M.O.M. system.
Call Date - The date the call was made.
Time - The time the call was made.
Source Key - The code for a particular advertisement or mailing.
Customer Number - The M.O.M. number for the customer.
Customer Name - The name of the customer.
Script - The code given to the script that was used in the call.
Detail - Additional information pertaining to what was discussed.
Int. - The interest level assigned to the customer in the call.
Catalog - Indicates whether or not a catalog was requested.
Letter - Indicates whether or not a letter was requested.

See Also
Using the Telemarketing Telemarketing Productivity
Productivity
Report Selection Screen
Using the List Management Module to Create a Call Schedule

This procedure explains how to take a list that you have created in the
List Management Module and use it to create a call schedule. You must
have both the Telemarketing and List Management Module options
installed on your system to use this function.
æ Note: In addition, you can build lists in the List Management Module
based on information collected in Telemarketing calls, for example,
interest level, script code, sales ID, etc.
See Chapter 7, Using the List Management Module, for detailed
instructions on creating customer lists.

Click on: Options
Create Telemarketing Entries from Saved List
The Create Telemarketing Entries from Saved List screen is displayed.
Create
Telemarketing
Entries from
Saved List
Screen

2. Enter the topic to discuss in the Topic to Discuss field.

3. Enter the date that the call should first appear on the Outbound Call
List in the Date to Call field.
4. Enter the user id for the person who will make the calls in the User
ID field.
5. Enter the code for the script to be used in the Script field. If you do
not know the script code, press À to view the Lookup list.
6. Enter the advertising source key to be applied to the customers on
the list being telemarketed in the Source Key field.
7. Select the SELECT LMM SAVED LIST button to choose a previously
saved list created in the List Management Module.
8. Use the radio buttons in the Create New Call Entries Under the
Following Condition section of the screen to specify the conditions
under which a call should be scheduled.
See Also
Using the List Management Create Telemarketing Entries
Module to Create a Call ScheduleFrom Saved List


Chapter 11 Using the Multi-Company Controller Module
Chapter 11
Using the Multi-Company Controller Module

An Overview of the Multi-Company Controller Module

Changing From One Company to Another
Processing Credit Cards
Processing Orders Using the Batch Order Processing Function

An Overview of the Multi-Company Controller Module

The optional Multi-Company Controller Module allows you to set up
multiple companies in one M.O.M. system. All of the customer, order,
and inventory information is exclusive to each company, but order
processing can be done collectively.
Changing From One Company to Another

M.O.M. allows you to easily change from one of the companies you
set up to another.
1. On the Tool Bar,
Click on:
The Select Company screen is displayed.
Select
Company
Screen
2. Position your menu cursor bar on the desired company name and
select the SELECT button.
3. M.O.M. displays the User Logon screen.
4. Log in to the selected company.
The Main Menu for the company you selected is displayed.
æ Note: Each company has its own Main Menu.

Chapter 11 Using the Multi-Company Controller Module
Processing Credit Cards and e-Checks

When more than one company is set up in your M.O.M. system, you
must process credit cards and e-Checks separately from each
company’s Main Menu.
1. On the selected company’s Main Menu Bar,

Click on: Order
Process Orders
For Credit Cards:
Process Credit Cards Batch

For e-Checks
Process Electronic Checks in Batch

2. Or for Credit Card Processing only, on the selected company’s Tool
Bar,
Click on:
3. Follow the procedures outlined in Approving Credit Cards, in
Chapter 3.
4. Repeat these steps from each company’s Main Menu.
See Also
Multi Company - Processing Credit Card Processing -Batch
Credit Cards

Processing Orders using the Batch Order Processing Function

Unlike processing credit cards, you can process orders for multi-
companies collectively using the Batch Order Processing function. To
process orders using the Packer’s Workstation or Warehouse Manager’s
Station with the optional Advanced Warehouse Module, you must log
into each company. See Processing Orders Using the Packer’s
Workstation and Using the Warehouse Manager’s Station to Manage
Packers in Chapter 3.
To process multiple companies using the Batch Order Processing

function,
1. Follow the procedure for Processing Orders in Batch in Chapter 3.

2. On the Order Processing Stage Selection screen, use the SELECT
COMPANIES button to select which companies are to be included
for processing.
See Also
Multi-Company Order Order Processing - Batch Mode
Processing

Chapter 12 Using the Database Purge Module
Chapter 12
Using the Database Purge Module

This chapter provides detailed instruction the following:
An Overview of the Database Purge Module

Purging Orders
Purging Customer Names
Purging Purchase Orders
Purging A/P Transactions (Supplier Invoices)
Purging Telemarketing Entries
Purging Inventory Transactions
Purging Warehouse Activity
Purging Correspondence Requests

An Overview of the Database Purge Module

The Database Purge Module included with your system enables you to
clear space on your hard disk drive by removing old information that
is no longer needed from your M.O.M. system.
Orders - older orders can be purged when they are no longer

required for lookup in the system. Uncompleted orders will not be
purged.
Customers - typically, you purge inactive ordering and non-ordering
customers after a certain period of inactivity. To purge a customer
with orders on file, all the orders for that customer must be purged
first.
Purchase Orders - supplier purchase orders can be purged when
they are no longer required for lookup in the system. Uncompleted
purchase orders will not be purged.
Accounts Payable Transactions - supplier invoices, both unpaid and
paid, can be purged.
Telemarketing Entries - telemarketing entries can be quite lengthy
and take up a significant amount of hard disk space. Older contact
logs can be deleted when they are no longer required for lookup in
the system. Uncompleted calls will not be purged.
Inventory Transactions - every time you change quantities
(receiving, sales and returns), change the price (receiving at new
prices), or change the location (bin/warehouse transfers), you
create an inventory transaction. Older transactions can be deleted
when they are no longer required for reporting in the Inventory
Transaction Report. Unposted transactions will not be purged.
Warehouse Activity - warehouse activities, such as picking, packing,
shipping, assigning, reassigning, voiding boxes and recalling boxes
can take up a large amount of disk space and can be purged. It is
recommended that large companies with warehouse activity purge
yearly.
Correspondence Requests - e-mail, letters, faxes and labels that have
been sent can be purged.
æ Note: When you purge using this module, you permanently remove
records from your system. The information will no longer be
available for lookup or reporting. For this reason, this function
should be used carefully, and it is strongly recommended that you
make a back-up copy of M.O.M. for your archives before using this
function.

See Also
Using the Database Purge Database Purge Module
Module
Purging Orders
This option allows you to eliminate older orders from your M.O.M.
database.

Click on:Options
Database Purge Module
Purge Orders
The Order Purge Selection screen is displayed.
Order Purge
Selection
Screen
2. Select the purge criteria and select the PROCESS button.

M.O.M. displays a message telling you the number of orders to be
purged and asks you if you are sure.
3. Select the YES button to purge the information.

See Also
Purging Orders Database Purge Module
Selection Screen
Purging Customer Names

Click on:
Options
Purge Customer Names
The Customer Purge Selection screen is displayed.
Customer Purge
Selection
Screen

M.O.M. displays a message telling you the number of customer names
to be purged and asks you if you are sure.
See Also
Purging Customer Names Database Purge Module
SelectionScreen

Purging Purchase Orders

Options
Click on:
Purge Purchase Orders
The Purchase Order Purge Selection screen is displayed.
Purchase Order
Purge Selection
Screen
M.O.M. displays a message telling you the number of purchase orders

to be purged and asks you if you are sure.
See Also
Purging Purchase Orders Database Purge Module
SelectionScreen

Purging Quotations
Click on: Options
Purge Quotations
The Quotations Purge Selection screen is displayed.
Quotation
Purge Selection
Screen

M.O.M. displays a message telling you the number of quotations to be
See Also
Purging Quotations Database Purge Module
SelectionScreen

Purging A/P Transactions (Supplier Invoices)

Click on:Options
Purge Supplier Invoice/Payments
2. The Accounts Payable Order Purge Selection screen is displayed.
Supplier
Invoice
Selection
Screen
M.O.M. displays a message telling you the number of entries to be

See Also
Purging Accounts Payable Database Purge Module
Transactions Selection Screen

Purging Telemarketing Entries

Click on: Options
Purge Telemarketing Entries
The Telemarketing Purge Selection screen is displayed.
Telemarketing
Entries
Selection
Screen
M.O.M. displays a message telling you the number of entries to be

See Also
Purging Telemarketing Entries Database Purge Module
SelectionScreen

Purging Inventory Transactions

Click on: Options
Purge Inventory Transactions
The Inventory Transaction Purge screen is displayed.
Inventory
Transaction
Purge Screen

M.O.M. displays a message telling you the number of inventory
transactions to be purged and asks you if you are sure.
See Also
Purging Inventory Transactions Database Purge Module
SelectionScreen

Purging Warehouse Activity

Click on:Options
Purge Warehouse Activity
The Warehouse Activity Purge screen is displayed.
Warehouse
Activity Purge
Screen
M.O.M. displays a message telling you the number of warehouse

activities to be purged and asks you if you are sure.
See Also
Purging Warehouse Activity Database Purge Module
SelectionScreen

Purging Correspondence Requests

Options
Click on:
Purge Correspondence Requests
(Labels & Letters)
The Correspondence Request Purge screen is displayed.
Correspondence
Request Purge
Screen

M.O.M. displays a message telling you the number of inventory
transactions to be purged and asks you if you are sure.
3. Optionally, select the Optional Criteria of Customer Notices and

Catalog sections.
See Also
Purging Correspondence Database Purge Module
Requests SelectionScreen


Chapter 13 Using the Point of Purchase Module
Chapter 13
Using the Point of Purchase Module

An Overview of the Point of Purchase Module

Taking a Counter Sale
Reconciling the Cash Drawer at the End of the Day

An Overview of the Point of Purchase Module

The optional Point of Purchase (POP) Module enables you to use
M.O.M. to enter and transact counter sales taken in a showroom or
retail store. The POP Module shares product inventory and related
product pricing and purchasing parameters with the main M.O.M.
System. By integrating your counter sales and mail order sales in
M.O.M., you can keep your entire sales operation on a single software
system and maintain a single customer file.
See Also
Point of Purchase Module Point of Purchase Module -
Overview
Taking a Counter Sale

Although customer names are not normally taken with counter sales,
POP gives you the option of associating a customer name maintained
in M.O.M. with a POP transaction. This association is typically made to
either apply specific customer financial information (sales tax
exemption, customer discount, customer type discount) to the order or
to add a new customer to the M.O.M. customer file. Also, orders taken
with customer names can be looked up by customer and become part
of that customer’s order history.

Click on: Options
Point of Purchase
Enter a New Order
Click on:
The Mail Order Manager Point of Purchase Order Entry screen is
displayed.
æ M.O.M.
Note: The screen is the same as the Order Entry screen in the main
system.
To enter an order without a customer name and address, continue
with Entering Line Items on the next page.

To enter an order with a customer name and address,
3. Select the Addresses tab.

4. POP defaults the Billing Address to your company name and address
as you defined it in the POP Define Settings screen. To replace the
default with a customer name and address, select the CUSTOMER
LOOKUP button and lookup an existing customer or enter a new
customer the same way you would in the main system of M.O.M.
(See Entering New Orders in Chapter 2.)
è Hint: It is a good idea to take POP orders with a customer name and
address to make order lookup easier. If you take an order without a
customer name and address, you can only search for the order in
M.O.M. using the order number, not the customer’s name.
æ Address
Note: Only a Billing Address is allowed for a POP order. Shipping
and Sold-to Address are disabled on the Addresses tab.
Entering Line Items

1. If you are using your keyboard to enter the merchandise on the grid,
follow the procedure, Entering New Orders, in Chapter 14.
2. If you are using a barcode reader, make sure the barcode reader is
powered on and functional.
3. Position the cursor on the Item field.
4. Scan the barcode label on the item with the barcode reader.
The stock number is entered in the Item field automatically.
5. Press Ñ and the cursor moves to the Quantity field.

6. Enter the quantity and press Ñ.
M.O.M completes the information in the Description, Unit Price and

Extension fields and opens the next line item field.

Totaling and Taking Payment

1. Select the Order Total tab to enter the order total information.
POP Order
Entry Screen
Order Total Tab
The Order Total tab in the POP Module differs from the order total tab
in the main M.O.M. system. In POP there are several payment options
and because counter sales are not shipped to the customer, there is no
shipping information to enter.
2. Enter the payment information.

Cash - Enter the amount in the Amount Tendered field and press
Ñ. The cash drawer opens and POP displays any change due the
customer in the Change Due field. Insert the cash in the drawer,
remove the change (if any) and close the drawer.
Check - Enter the check number in the Check Number field and
press Ñ. Enter the check amount in the Check Amount field and
press Ñ. The cash drawer opens and POP displays the change due
to the customer. Insert the check in the drawer.
Credit Card - Manual Entry - Select the card type or press À for a
list of valid card types. Enter the number and expiration date in the
designated fields using either the keyboard or a credit card
magnetic strip reader. After entering the credit card information,
press Ñ. Card Strip Reader - When the card strip reader is
active, POP displays “Card Reader is Active” at the bottom of
Payment Information. When this is displayed, pass the customer
credit card through the strip reader and POP completes all of the
credit card information automatically.

æ Note: For automated card approval in the POP Module, you need to
have ICCAS installed with your M.O.M. System. See Chapter 8,
Setting Up the Interactive Credit Card Authorization System.
3. Select the SAVE ORDER button.
POP processes the order immediately and the customer receipt is
printed to the local printer on the workstation. No other order
paperwork is printed in the Order Processing function.
æ receipt
Note: POP receipts are formatted for the optional 40-column
printer only.
See Also
Taking a Counter Sale Point of Purchase Module
(POP)-Overview
Point of Purchase Module
(POP)-Order Total Tab
Reconciling the Cash Drawer at the End of the Day

Several of the reports generated in M.O.M. enable you to look at the
daily sales. In order to get a clear picture of your counter sales for the
day, it is recommended that the users log in with either a designated
user ID or salesperson ID on the machine where POP resides. This
allows you to streamline your reports so that they can be generated to
show only your counter sale transactions.
Journal Activity Report - This report that shows the various

customer accounting transactions accrued using POP and the
processing of counter sale transactions.
1. On the A/R Journal Selection Criteria for the Journal Activity Report,
select the A GIVEN DATE check box.
The current date is displayed in the Selection Details box.
2. In the Output Criteria portion of the screen, select the INCLUDE

POP ORDERS check box.
æ Note: Uncheck INCLUDE M.O.M. ORDERS to report on only POP

transactions.

Profit by Product Report - This report lists profit figures for each
stock item.
3. On the Order Selection Criteria for Profit by Product report, select

the A GIVEN ORDER DATE radio button.
4. Select the INCLUDE POP ORDERS radio button.

æ transactions.
Note: Uncheck INCLUDE M.O.M. ORDERS to report on only POP
Sales Listing Report - This report lists the days’ individual invoices
for orders.
5. On the Invoice Selection Criteria screen for the Sales Listing Report,
select the A GIVEN INVOICE DATE RANGE check box button.
6. Select the INCLUDE POP ORDERS check box.

æ transactions.
Note: Uncheck INCLUDE M.O.M. ORDERS to report on only POP

Chapter 14 Using the Advanced Inventory Module
Chapter 14
Using the Advanced Inventory Module

Forecasting Product Purchasing

Scanning and Receiving Inventory
Importing and Exporting Inventory

An Overview of the Advanced Inventory Module

The optional Advanced Inventory Module (AIM) enables you to use
M.O.M. to forecast your inventory needs for a specified period of time
and make purchasing decisions based on the forecast, to receive a
product from a supplier by scanning the barcode of the product and
applying it to a purchase order, and to import and export inventory
data for telemarketing and fulfillment inventory reconciliation.
See Also
Advanced Inventory Module Advanced Inventory Module
Forecasting Product Purchasing

M.O.M. provides you the ability to forecast your inventory needs for an
upcoming period of time based on your past sales of the product,
current needs and historical lead time of each supplier.
Creating a Forecast for a Product

Click on: Product
Purchasing
Product’s Purchasing Forecast (AIM)

The Product’s Purchasing Forecast screen is displayed.

Product’s
Purchasing
Forecast
Screen
2. Select the Of Year you wish to forecast for.

3. Press the AUTO FORECAST button to display the Product’s
Purchasing Forecast Selection Criteria screen.
4. Select the Forecast Period, either Monthly or Weekly, and select
the From and To dates.
5. Enter Projected Sales % and select the Based On, either the Same
Period of Last Year or selecting a specific Month or Week.
6. Optionally, if you would like to include products that do not have
order history in the forecast, select Include Products with no
order history.
7. Optionally, filter for the products to auto forecast by selecting the
Product or Product Class in the Product Information section.
8. Select the PROCESS button. You will return to the Product' s
Purchasing Forecast screen with the forecast information.
æ Note: Forecasting can be overwritten to view different forecast

scenarios. For instance, if you forecast for a stock item monthly,
then change the forecast for weekly for the same period within that
year, the monthly forecast will be overwritten by the weekly
forecast.
è button
Hint: After the forecast has been processed, pressing the REFRESH
will update the Units and Sales of this Period.

Viewing Forecasted Products

Click on: Product
Purchasing
Product’s Purchasing Forecast (AIM)
The Product’s Purchasing Forecast screen is displayed (See previous
page).
2. Select the Product With Forecast Period as either Monthly or

Weekly.
3. Select the Of Year for the forecast.
4. Select the Display Forecast For Period Of. Depending on the
selection, if you chose monthly or weekly, this dropdown menu
will display the month or the week respectively.
5. Optionally, use the Select Product to limit the products that are
displayed.
6. Select the VIEW/EDIT button to display the forecast for the
highlighted product.
View/Edit a
Product’s
Purchasing
Forecast
Screen
7. Optionally, select the ADD NEW button to create a forecast for a

specific product.
8. Optionally, highlight a product and select the DELETE button to
remove the highlighted product from the forecast.
9. Optionally, select the PRINT button to print the AIM Inventory
Forecast Report.

See Also
Forecasting Product Purchasing Product’s Purchasing Forecast
Product Forecast Report

This report lists the unit sales for the last period, this period and the
projection.
Field definitions for the Product Forecast Report
Periods - The period in months or weeks being reported.
Sales History Units Sold - Net number of items sold including

returns for the Sales History period, for example, the prior year.
Sales History Total Sales - The total sales made from the product for
the Sales History period, for example, the prior year.
Sales History Gross Profit - This figure is derived from gross sales
minus the cost of goods sold for the product for the Sales History
period, for example, the prior year.

Sales of this Period Units Sold - Net number of items sold including
returns in this period.
Sales of this Period Total Sales - The total sales made from the
product in this period.
Sales of this Period Gross Profit - This figure is derived from gross
sales minus the cost of goods sold for the product in this period.
Projection Unit Sales - The number of units expected to sell based

on the Sales History and the Projected Sales in the Product’s
Purchasing Forecast Selection Criteria screen.
Scanning and Receiving Inventory

You can receive products by scanning the barcode of the item,
associate the received item with a purchase order number, select the
bin where the item will be received and validate serialized items from
multiple suppliers.
This screen supports multiple, simultaneous users scanning &

receiving. Each user receives a different batch number for all items the
user scans and receives until receiving is completed. On completion,
M.O.M. prompts to print the Inventory Barcode Receiving report and
Stock ID labels. The user is then instructed to update inventory.
Optionally, after you scan and receive inventory, you can reconcile
each individually received product and create a vendor' s invoice for
payment.
Setting Up Reconciling Received Merchandise

Click on: Maintain
System Information
Global Parameters

The Global Parameter Maintenance screen is displayed.

Global
Parameter
Maintenance -
Accounting Tab
2. Select the Accounting tab.

3. Select the Provide an additional step to reconcile received
merchandise with supplier invoices box.
Scanning and Receiving a Product

Click on: Product
Receiving & Inventory
Product Scan & Receive (AIM)

The Product Scan & Receive screen is displayed.

Product Scan &
Receive Screen
2. Select a Supplier (for instance, if you are receiving items from a lot)
or enter a PURCHASE ORDER number (for instance, if you have a
purchase order reference number). For the optional Advanced
Warehouse Module, if the user is assigned to a Warehouse, then
the user has a default warehouse and it cannot be changed.
3. Enter the Qty To Scan. This quantity will be used each time a
barcode is scanned. For instance, if the Qty To Scan is 5, then each
barcode scanned will be in units of 5 as the quantity received.
4. Select the Receiving Location. Optionally, press the EDIT button
to edit the selected bin.
5. Place the cursor in Product and scan the product barcode or enter
the product name and press the ENTER key to receive product
without scanning.
æ Note: When receiving serialized inventory, you can scan the

barcode. It corroborates the number of serial numbers scanned or
entered with the number of units received for a serialized product.
The total number of serial numbers entered cannot exceed the total
units received, but fewer units can be received. All serial numbers
entered in this screen will be available for sale after the Process
Updates To Inventory is completed.
6. In the Purchase Order Pending Receiving section, a CHECKMARK
will be placed next to the first open PO Number from the list that
will be receiving the product. When the first open PO Number has

been fully received, the next PO Number in the list will receive
product. You can change the distribution based on the total quantity
scanned.
7. Optionally, select the ADD A NEW BIN button to create a new bin in
the warehouse to receive the product.
8. Optionally, select the PRINT RECEIVING REPORT button to print the
AIM Inventory Barcode Receiving Report for review prior to
completing your receiving.
9. Optionally, select the PRINT STOCK ID LABELS button to print Stock
ID labels for the items received.
10. Optionally, select the SAVE button to save the batch and come back
at a later time.
11. Select the COMPLETE RECEIVING button to print the reports, stock
labels and close the batch. M.O.M. will prompt to print the AIM
Inventory Barcode Receiving Report (shown below) for
reconciliation.
æ Note: The Product Receiving & Inventory Allocation Report displays

all the activity of the receiving and delivery clerks. This report also
shows which batches are still open, which batches are received and
not delivered and which batches are allocated to inventory. This
report can be found under Reports > Inventory > Product Receiving
& Inventory Allocation Report (AIM).

12. Process Updates to Inventory by selecting Product > Receiving &

Inventory > Process Updates to Inventory. When processing you
can print the Inventory Allocation Report and the Backorder
Distribution Report
Inventory Allocation Report

This report lists the all completed, received and pending batches.
Field definitions for the Product Allocation Report
Product - The product that was received.
Start Inv Units - The number of units in inventory for the product
prior to receiving and delivering.
Batch ID - The batch number assigned to the units that were received
and delivered.
Units Received - The number of units of the product that were

received and delivered.
Received Location - The warehouse and bin location where the

product was received and delivered.
Units Allocated to Backorder - The number of units of the product

that were used to fulfill backorders.
Remaining Backorders - The number of backorders remaining for

the product.
Ending Inv Units - The number of units in inventory for the product
after receiving and delivering.
Backorder Distribution Report

This report lists the backordered products that have been distributed to
orders.
Field definitions for the Backorder Distribution Report
Product - The product that was received.
Order Number - The order number that the backordered product was
distributed.
Order Date - The date the order was entered.
Order Priority - The priority of the order, either High Priority or No

Priority.
Qty Needed - The number of units of the backordered product

needed for the order.
Qty Fulfilled - The number of units of the backordered product that

were fulfilled.
Ship-to - The recipient of the product.
Pick Location - The location that the order was picked from.

Reconciling Received Merchandise With Supplier Invoices

Accounts Payable
Reconciling Received Merchandise With
Supplier Invoices (AIM)
The Reconciling Received Merchandise With Supplier Invoices screen
is displayed.
Reconciling
Received
Merchandise
with
Supplier
Invoices Screen
2. Select the Supplier from the dropdown list or enter the Purchase
Order number.
3. In the OUTSTANDING SUPPLIER INVOICE FOR RECONCILIATION
section, you can enter or edit the following fields for each purchase
order: Invoice Number, Invoice Date, Freight, Tax and
Adjustment.
4. Optionally, in the INVOICE DETAIL section, you can enter or edit
the Supplier’s Terms and Adjustment Description.
æ Note: The TOTAL OF RECONCILED SUPPLIER INVOICES displays

current totals for all the reconciled shipments that have not been
created in payables.
5. Optionally, select the PRINT button to print the Reconciled Supplier
Invoice Report (shown on the next page), which is a summary
report of the reconciled entries grouped by supplier or the
Reconciled Supplier Invoice Detail Report, which is an individual A/
P report of reconciled entries that can be used as an invoice.

6. Optionally select the VIEW A/P ENTRY button to view the Account
Payable screen.
7. Select the CREATE PAYABLES button to reconcile the entries and
print the Reconciled Supplier Invoice Report.
æ Note: When selecting the Close button you will be notified that the
invoices have not yet been printed. Selecting YES will bring you
back to the Reconcile Received Merchandise With Supplier Invoices
screen. Selecting NO will close the screen, but the next user to
select the CREATE PAYABLES button will process previous
reconciled invoices that were not processed.
Reconciled Supplier Invoice Report

This report lists the supplier invoices reconciled in the Reconciling
Received Merchandise With Supplier Invoices screen.
Field definitions for the Reconciled Supplier Invoice Report
PO Number - The purchase order number being reconciled.
Received By - The user ID that received the product.
Received Date - The date the product was received.
Invoice Number - The invoice number of the product.
Invoice Date - The date of the invoice.
Merchandise - The total dollar amount of the merchandise.
Freight - The total dollar amount of any freight.

Tax - The total dollar amount of any tax.
Adjustment - The total dollar amount of any adjustments.
Total - The total dollar amount of the merchandise, freight, tax and
adjustments.
See Also
Setting Up Reconciling ReceivedGlobal Parameter Maintenance
Merchandise - Accounting Tab
Scanning and Receiving a Product Scan and Receive
Product
Reconciling Received Reconcile Received
Merchandise With Supplier Merchandise With Supplier
Invoices Invoices
Importing and Exporting Inventory

M.O.M. gives you the ability to import inventory from an external file.
Importing Inventory
Click on:Product
Import Inventory (AIM)
The AIM Import From An External File screen is displayed.

AIM Import
From An
External File
Screen
2. Use the radio buttons to select the file format for the import. For
Delimited, enter a custom delimiter.
3. For the optional Advanced Warehouse Module, select the
WAREHOUSE LOCATION where the inventory will be imported to.
4. Choose the SELECT FILE NAME button to enter or select the file
name for the export file.
5. Optionally, select the units to UPDATE FROM INVENTORY section.
You can import the Net on Shelf, Units Available to Sell or Add to
existing units available to sell.
Exporting Inventory
Product
Click on:
Export Inventory (AIM)
The AIM Export To An External File screen is displayed.

AIM Export
to an External File
Screen
2. Use the radio buttons to select the file format for the export. For
Delimited, enter a custom delimiter.
3. For the optional Advanced Warehouse Module, select the
WAREHOUSE LOCATION where the inventory will be exported
from.
4. Choose the SELECT FILE NAME button to enter or select the file
name for the export file.
5. Optionally, select the units to EXPORT FROM INVENTORY section.
You can select to Export Units Available to Sell or Export Net on
Shelf.
See Also
Importing Inventory AIM Import From An
External File
Exporting Inventory AIM Export To An External File

Chapter 15 Using the Web Auction Management Module
Chapter 15
Using the Web Auction Management Module

This Chapter provides detailed instructions on the following:
An Overview of the Web Auction Management Module

Publishing Items to Blackthorne Pro
Downloading Orders
Publishing Shipping Information
Synchronizing Inventory with Blackthorne Pro

An Overview of the Web Auction Management Module

The Optional Web Auction Management Module enables Mail Order
Manager users to utilize the services of eBay, the internet auction site.
Using eBay’s Blackthorne Pro software, users are now able to post
items from M.O.M. onto eBay and download the orders back into
M.O.M. for fulfilment.
Publishing Items to Blackthorne Pro
Publishing Individual Items to Blackthorne

Click on: Product
Maintain Stock Items
Click on:
3. Select the Auction tab.
Stock Item
Maintenance-
Auction Tab
4. Select the Publish button to send the information for this individual
item to Blackthorne.
Publishing All Items Marked Available for Auction


Options
Click on:
Web Auction Management Module
eBay Management Tools
The eBay Management Tools screen is displayed.
eBay
Management
Tools
2. Check the Publish New Products Information for Auction

option.
3. Select PROCESS.
ç Blackthorne,
Warning! When publishing data for items that already exist
be sure to download orders first. This will prevent
Inventory discrepancies between M.O.M. and Blackthorne.
See Also
For Information about See
Using eBay Management Tools eBay Management Tools

Downloading Orders
M.O.M. will download orders that have a status of ready to ship on
Blackthorne Pro. Since M.O.M. is simply fulfilling the orders from
eBay, all payments are handled in Blackthorne.

Click on: Options
2. The eBay Management Tools screen is displayed (see previous
page).
3. Check the Download All New Completed and Paid Sales from
Blackthorne Pro for Fulfilment.
4. Select PROCESS.
5. Once the orders are downloaded, you may receive a message to
print the WAMM-Exception report. This report will list the latest
inventory levels and items that are not present in M.O.M.
Publishing Shipping Information

Once the orders are processed in M.O.M. You are then able to update
Blackthorne Pro with shipping information such as tracking numbers.

Click on: Options
page).
3. Check the Upload Package Information to Blackthorne Pro.
4. Select Process.
ç Warning! Orders that have the status of the items manually changed
to shipped; will not upload to Blackthorne. All orders must be
processed through the order processing cycle.
Synchronizing Inventory
WAMM allows you synchronize your inventory with Blackthorne Pro,
for users that may need to change the number of reserved units for
Auction.


Click on: Options
page).
3. Check the Synchronize your Products’ Inventory.
4. Select PROCESS.
ç be
Warning! To prevent discrepancies when synchronizing inventory,
sure to download orders first.


Chapter 16 Using the Address Correction and Validation Module
Chapter 16
Using the Address Correction and Validation Module

This chapter provides detailed instruction the following:
An Overview of the ACVM

Validating an individual Customer Record
Match Response
Maintaining Vanity Address
Validating Multiple Records
Validating Imported Customers
Using ACVM and the List Management Module
Address Verification Exception Report

An Overview of the Address Correction and Validation Module

The optional Address Correction and Validation Module allows you to
verify customer addresses directly through MOM. Eliminating the need
for third party software and the hassle of exporting and importing your
customer data, the ACVM gives you the accuracy of the United States
Postal Service Database directly through the MOM system. This
module covers all forms of customer entry, from manual entry to order
imports. Since the USPS data is installed locally, you can verify
addresses as part of your regular order entry process without any
impact in the speed of entry. As you may know; all the shipping
carriers automatically correct the address on a shipment but charge
fees for this address correction, over time these fees can be quite
costly. This service also causes delays in shipments because the box
must be returned to the shipping facility and then resent to the correct
address. The ACVM prevents these needless costs and delays by
validating the address at the point of order entry.
See Also
For Information about See
An Overview of the Address Correction and Validation
Address Correction and Module
Validation Module
Validating an Individual Customer Record
Validating an Existing Customer

1. Lookup the Existing Customer and open the record.
2. You can then view the date fields below the country field to see if
the customer record has been validated.

Recently Validated
Customer Record
æ the
Note: The “Address Valid until” field contains the expiration date of
validated address. To ensure that you have the most up to date
address information for each customer, the validation is set to
expire 3 months from the date of the latest validation. To see how
to validate all the expired addresses, See the Validating Multiple
Records section for more information, later in this chapter.
ç Warning: Do not change the date on your computer, to a date that is

beyond your expiration date. This will cause your ACVM data to
expire and you will need to reinstall it.
3. Click the Verify Address button. You will then get a response from
the System. See the Match Response section for more information,
later in this chapter.
æ Note: If using Vanity Addresses, please keep in mind that the address
in the customer record will not change during the validation
process. To view the valid Address, click the View Verified Address
button to the right of the date fields. See the Maintaining Vanity
Address section for more information, later in this chapter.
Validating a new Customer

1. Enter the Customer information.
2. Enter the Address information, be sure to enter the ZIP code before
entering the city and state, to allow the city and state to pull from
the ZIP code database.

3. Click the verify address button.You will then get a response from the
System. See the Match Response section for more information, later
in this chapter.
Match Response
Exact Match
Exact Match
Response
An Exact Match Response means that the address entered meets the
following criteria
The city exists in the zip code entered.

The street name is spelled correctly and exists in that city.
The building number falls within the range of numbers for that
street.
The building does not have apartment or suite numbers.
æ Note: Once an address has been validated, the date fields are
updated and the Zip code is updated with the ZIP+4 code.

Default Match
Unit Lookup
Screen
A Default Match Response means that the building at the given

address, has multiple units. You will be presented with a list of
possible matches. Choose the listing that has the correct street number
and range of units.
æ system
Note: Unit numbers may not always coincide with the numbering
setup within the building mailing system. Always verify
apartment numbers with customers.

Address Not Found

Address Not Found
This response means that the street name given, does not exist in the
given city or zip code or that the building number is outside the range
for the given street. You must then contact the customer and review
the information.
è Hint: Removing the building number and clicking the verify address
button is useful for viewing the range of building numbers for a
given street.

Multiple Response
Multiple Response
Screen
A Multiple Response message means that the given address closely

resembles other addresses within the given city. MOM uses the “sound
a like” function, much like a search for a customer, to find possible
matches and then presents a list to choose from.

Maintaining Vanity Address

The Vanity Address option allows you to keep the originally entered
address in a Customer Record. The USPS has preset abbreviations for
street types such as Boulevard or Avenue. When validating an address,
MOM will automatically replace the address that was entered, with the
validated address. If you prefer to keep the street name as entered
instead of having it abbreviated, the vanity address option allows you
to keep that information while continuing to print the validated
information on all forms and labels.
View/Hide Verified Address

Verified Address
When maintaining the vanity address, you can compare the entered
address to the validated address by clicking on the View Verified
Address button. A pop up screen will appear, displaying the address
information as it will appear on any printed label or notice.

Validating Multiple Records

The ACVM allows you to validate multiple records at once. Validation
can be done for the entire customer database or for users with larger
customer databases, the module gives you the option of limiting the
validation to expired customers or customers with recent activity.
ç customer
Warning!- This function requires exclusive use of the selected
records. The time it takes to validate is dependant on the
speed of your workstation and the selected record size. This is best
run at the end of the business day.
Options
Click on:
Address Correction and Validation Module
The Address Correction and Validation Screen is displayed.
Address Correction
and Validation
Screen
The All Addresses option will validate all customer addresses in

MOM.
The Validate Expired Customer Addresses option will validate
addresses that have reached the expiration date of 3 months after
the date of validation.
The Addresses for Customers with last activity date from: option,
will validate customers with ordering activity as of the date entered.
See the Address Verification Exception Report later in this chapter for
more information on the resulting report.

Validating Imported Customers

The ACVM not only validates customers that are entered into MOM
directly, it also validates customers from Third Party order sources
through the optional Import/Export Module
With the “Validate on IEM Import” option After the orders are
imported, you will receive a list of the invalid entries within the import
exception report.
Using ACVM and the List Management Module

The power of the Address Correction and Validation Module can be
focused on a custom list of customers using the List Management
Module.
Validating Customer Addresses on a List

ç customer
Warning!- This function requires exclusive use of the selected
records. The time it takes to validate the list is dependant
on the speed of your station and the size of the list. This process is
best run at the end of the business day.
Click on: Options
Click on:
3. Either generate and save a list or open a previously saved list. For
more information on working with lists, see Chapter 7, List
Management Module, Working With Lists.
4. In the File Menu,
Click on: Address Correction & Validation

The Address Correction and Validation Screen is displayed.

Address Correction
and Validation
Screen
The All Addresses option will validate all customer addresses in

MOM.
The Validate Expired Customer Addresses option will validate
addresses that have reached the expiration date of 3 months after
the date of the Validation CD delivery.
The Addresses for Customers with last activity date from: option,
will validate customers with ordering activity as of the date entered.

Address Verification Exception Report

This reports lists the customers that have a negative response when
running through Address Verification. You must then enter the each
customer record individually and make the appropriate changes.

Chapter 17 Using the eCommerce Management Modules
Chapter 17
Using the eCommerce Management Modules

This chapter provides detailed instructions on the following:
An Overview of the eComM

Processing using the eCommerce Manager’s Station
Amazon Order Management Feed Manager
ShopSite Order Management Feed Manager
Miva Order Management Feed Manager

An Overview of eCommerce Management

The eCommerce Management Modules allow you to directly connect
and manage your e-Commerce services. This system will utilize your
service’s Order Management Module to send product information and
import orders without the need of third party software nor the use of
import files. Each module will have its own information “Feed” and
you can control the time and sequence in which the information is
transferred to and from MOM.
Processing using the eCommerce Management Station

The eCommerce Management Station allows you to manage the
different Order Management Module Feeds and the sequence in which
each feed is processed. If you have mutliple Order Management
Modules, you can mix the different feeds from each module on this
screen.
1. On the Main Menu Bar:

Options
Click on:
eCommerce Management
eCommerce Manager’s Station
The eCommerce Manager’s Station is displayed
eCommerce
Manager’s
Station
2. Select a feed and click the or buttons to change the

sequence that each feed will be processed in the batch.

3. Select Save to save the changes to the sequence, or Restore

Default to change them back to the sequence set in the Global
Parameters.
4. Optionally the Continually Upload and Download Data Every __
Minute(s) and specify the minutes.
æ Note: In order for this function to work, this screen must be left
open on a workstation.
5. Choose Process One to process the selected feed, or choose
Process Batch to process all of the feeds in sequence.
6. Choose Print to print the exception report, listing product
publishing and order import exceptions.
Amazon Order Management Feed Manager

æ Note: Since Amazon validates the information for each product as it
is being published, this can result in individual product publishing
times of up to 5 minutes. Once all of the product information has
been sent to Amazon, only product information that has been
changed will be published. For example, if you change the price of
a particular item that you previously published, only the price
information will be published in the batch screen. This results in a
significant reduction in the publishing time needed.
Publishing a Individual Product

Click on: Product
Click on:
3. Select the eComM tab, then Select the Amazon tab.

Stock Item
Maintenance-
eComM Tab
Amazon Sub-Tab
4. Select the Publish button to send the information up to Amazon
Processing Amazon Feeds

Options
Click on:
The eCommerce Manager’s Station is displayed.
(See previous page)
2. Choose the feed you wish to process. Choose Process One to

process the selected feed, or choose Process Batch to process all
of the feeds in sequence.
Feed Title Description
Download New Orders Search for paid orders on Amazon’s server

Upload Order Acknowledgement Send the confirmation for orders that have
been successfuly imported
Upload Package Information / Send the Tracking Information and any
Order Adjustment refund information to Amazon

Synchronize Product’s Inventory Matches the inventory in Amazon with the

With Amazon inventory in MOM
Publish New Products Sends the information for every product
Information to Amazon marked Product Available for Amazon.
This may take up to 5 minutes per product.
æ available
Note: During our testing; the time necessary for orders to become
for download has varied from 15 minutes to 2 hours.
Amazon 1-Click Orders took 90 minutes to be available. This is
dependant upon Amazon’s systems. Your download time may vary.
ShopSite Order Management Feed Manager

Click on: Product
Click on:

3. Select the eComM tab, then select the ShopSite tab.

Stock Item
Maintenance-
eComM Tab
ShopSite Sub-Tab
4. Select the Publish button to send the information to your ShopSite

Store.
Processing ShopSite Feeds

Options
Click on:
eCommerce
Manager’s
Station


Download New Orders Search for new orders on your ShopSite

store. ShopSite Orders that are paid by
credit card can be downloaded with either
an authorization or fully approved.
Synchronize Product’s Inventory Matches the inventory in ShopSite with
With ShopSite the inventory in MOM
Information to ShopSite marked Product Available for ShopSite.
Miva Order Management Feed Manager

Click on: Product
Click on:

3. Select the eComM tab, then select the Miva tab.

Stock Item
Maintenance-
eComM Tab
Miva Sub-Tab
4. Select the Publish button to send the information to your Miva

Store.
Processing Miva Feeds

Options
Click on:

eCommerce
Manager’s
Station

Download New Orders Search for new orders on your Miva store.
If using Authorize.net and Authorizing
only in Miva, Miva Orders that are paid by
credit card can be downloaded with an
authorization and then approved in
M.O.M.
Update Order Status Sends a notification to Miva when an
order has been processed.
Synchronize Product’s Inventory Matches the inventory in Miva with the
With Miva inventory in MOM.
Information to Miva marked Product Available for Miva.


Index
A Address Not Found 298

Advanced Inventory Module
Accounting
an overview 272
Accounts Payable 160
backorder distribution report 281
Accounts Receivable 160
exporting inventory 285
Adjusting Balances 166
forecasting product purchasing 272
adjusting balances 166
importing inventory 284
backing-out invoices 165
inventory allocation report 280
backing-out payments 165
reconciled supplier invoice report 283
bad debt 164
reconciling Received Merchandise 282
check receipts listing 160
scanning and receiving inventory 276
close year 187
Advanced Inventory module
inventory cost lot adjustment 149
product forecast report 275
overview 160
Advanced Warehouse Module
posting accounts payable 184
order processing 110
posting accounts receivable 177
purging accounts payable transactions 259
transferring order balances 164 B
Accounts Payable
Backorder
aging report for 179
force filling 62
paying suppliers 179
partial fulfillment with ship-ahead 74
posting 184
Barcodes
Accounts Receivable
used for shipment confirmation 114
aging report 172
used in packers workstation 106
check payment 161
used in point of purchase module 267
COD payment 163
used on mailing labels 206
customer transactions 30
Batch Order Making Utility 91
finance charges 174
Bill-to Address
posting 177
See Order, billing address for
printing statements 175
Bin
refunds to customer 167
auto-replenish function for 153
Accumail
moving inventory to 148
using for CASS processing 202
Blackthorne Pro 288
Address Correction and Validation Module
Box
address not found response 298
changing default packaging in order entry
address verification exception report 304
71
an overview 294
tracking shipment of 130
default match response 297
exact match response 296
in List Management 302 C
match responses 296
multiple customer validation 301 Call Tag
multiple response 299 requesting for order 126
validating an Address 294 Catalog
validating on Import 302 contact entries used to create mailing list
Vanity Address 300 192

Index
creating contact entries for mailing list 210 sending a catalog 26

filling customer request for 26 sending an e-mail or fax 28
in contact history for customer 31 sending form letter 28
Club Membership Plan subscription information 229
creating 85, 91 tax exempt status 35
processing in batch 87 terms for 35
reviewing for customer 89
COD
Payment 161 D
Coding Accuracy Support System (CASS) Database Purge Module
processing a list using Accumail 202 overview 254
Company purging correspondence requests 263
contact names for 22 purging customers 256
Continuity Plan purging inventory transactions 261
Batch Order Making Utility 91 purging orders 255
Credit Card purging prospects 256
credit card merchant deposit report 98 purging purchase orders 257
processing batch 96 purging warehouse activity 262
processing during order entry 76 Default Match 297
processing for multiple companies 251 Disk Space
resubmitting for approval 166 Database Purge Module 254
See also Refund, credit card Documentation 2
Customer Drop Shipping
account information 30 purchasing process 134
alternate addresses for 22 Duplicate Customers
classifying with type codes 21 combining 20
combining duplicates 20 removing from a list 200
comment for 21
contact history 31
creating mailing list 190 E
credit limit 35 eBay 288
deleting from database 19 eCheck
discount for 35 processing during order entry 77
entering new 17 Exact Match 296
importing a file of customers 214
information used to create mailing list 191
logging phone contact 238, 242 F
looking up 12 Finance Charges
number of mailings received 209 applying to open orders 174
orders on file 34 Form Letter
points and rewards history 37 for product 58
previous purchases 33 in contact history for customer 31
promotional credit 29 processing gift-to notices 212
purging using Database Purge Module 256 recipients used to create mailing list 192
recording demographics information 25 sending as e-mail 208
removing from mailing list 18

Index
sending as fax 28, 208 printing a copy 129

sending during order entry 67 Invoice Message
sending to a customer 28 order memo 66
sending to customer list 208
Form letter
sending as e-mail 28 L
List
List Management Module 190
G List Management Module
Gift Certificate 78 CASS processing 202
Gift Certificates catalog contact entries for list 210
selling in order entry 55 creating a test list 199
Gift Order creating queries 193
entering 47 deduping a list 200
sending special form letter for 212 exporting lists 206
Gift-to Address graphs for lists 211
See Order, gift-to address for importing a customer file 214
mailing counter for customers 209
nth name sampling 199
I overview 190
Import/Export Module printing form letters for list 208
exporting invoices 224 printing mailing labels for list 206
exporting orders 223 removing duplicates from list 200
importing orders 218 sending an e-mail or fax to a list 208
overview 218 used with Subscription Management Mod-
Installation ule 233
network version 6 used with Telemarketing Module 246
single station version 5 using demographics screens 25
workstation 6 using USPS NCOA to update addresses 204
Interactive Credit Card Authorization System 77 working with lists 197
end of day settlement procedure 99
processing Credit Cards during order entry
76 M
Inventory Mailing List
adjusting low levels based on demand 150 List Management Module 190
adjusting units in stock 148, 150 Miva 311
assemble kits function 154 Miva Direct Feed 311
auto replenish bins function 153 Modems
cost lot adjustment 148, 149 Multi-Company Controller Module
processing changes to 156 changing between companies 250
receiving 144 credit card processing 251
units in stock adjustment 148 overview 250
warehouse location changes 148 Multi-eCommerce Management Station 306
Invoice Multi-Pay
exporting using Import/Export Module 224 See Payment, methods

Index
Multiple Response 299 open order status report 95

order total display options 84
order type 53
N partially filled 74
National Change of Address (NCOA) payment methods 74
processing a list 204 pick location for item 63
processing a returned item using an RMA
122
O processing a returned item without an
Order RMA 124
adding an item after shipment 128 processing batch 95
address edits 50 processing for multiple companies 252
address options for 41 processing one order 81
adjusting account balances 166 processing using Packer’s Workstation 104
batch processing 101 purging using Database Purge Module 255
billing address for 42 quick printing 81
cancelling 125 quotation 82
catalog code 52 reprinting an invoice 129
changing after shipment 128 reset controls 128
changing before shipment 128 reviewing for customer 34
changing item discount 61 sales ID 53
changing item price 62 sales information 52
changing item quantity 61, 62 scheduling shipping dates for 68
changing payment method 130 sending a form letter 67
changing serial number on item 56 sending an e-mail or fax 67
copying 79 serialized inventory items 56
customizing item description 60 shipment confirmation of 114
default packaging of items 71 shipping address for 44
deleting item from 63 shipping ahead on backorders 74
editing line item information 60 shipping label instructions 65
entering new 40 shipping method 68
exporting using Import/Export Module 223 sold-to address for 43
force back ordering a filled item 62 source key 52
force filling back ordered item 62 status report for 95
gift-to address for 47 stock code entry 54
hold controls 81 subscription information 132
importing using Import/Export Module 218 template for 80
information used to create mailing list 192 transferring balances 164
issuing a UPS Call Tag 126 turning a quotation into an order 127
looking up 120 unpaid balances 172
memo to customer 66
memo to warehouse 65
multiple payments 74 P
multiple shipping addresses for 45 Packer’s Workstation
notes about 65 using for order processing 104, 117

Index
Payment credit card 170

applying to order 161 processing 167
changing on order 165 Reports
methods 74 backorder distribution report 281
removing from order 165 credit card merchant deposit report 98
Point of Purchase Module inventory allocation report 280
an overview 266 product forecast report 275
reconciling the cash drawer 269 reconciled supplier invoice report 283
taking a counter sale 266 telemarketing productivity report 244
Points and Rewards Program Return Merchandise Authorization
customer history 37 issuing 122
printing statements for customers 176 Returns
Posting processing 124
accounts payable 184 See Also Supplier, returning items for cred-
accounts receivable 177 it
See Accounts Payable, posting
Printers
See System Requirements, Printers S
processing eChecks during order entry 77 Sales Tax
Purchase Order customer exempt status 36
purchasing 141 See Ssytem Requrements, printers
purging using Database Purge Module 257 Serial Number
Purchasing in order entry 56
based on low levels 136 Shipping Method
by supplier 137 used in order entry 68
changing a purchase order 141 ShopSite Feed 309
creating purchase orders 141 Sold-to Address
overview 134 See Order, sold-to address for
pending purchases 139 Statement
printing purchase orders 144 for accounts receivable 175
receiving 144 for points and rewards 176
receiving report 147 Stock Item
single product 134 adjusting low levels based on demand 150
using mix & match discounts 137 barcode labels for 147
changing discount in order entry 61
changing pick location in order entry 63
Q changing serial number in order entry 56
Query changing unit price in order entry 62
used in List Management Module 190 cost lot adjustment 149
Quotation 82 custom description in order entry 60
customer purchase history 33
force filling backorders 62
R inventory adjustments 148
redeeming in order entry 78 kit assembly function 154
Refund non-inventory item in order entry 57

Index
order entry 54 tracking number for packages 130

warehouse location changes 150 tracking shipment 130
Subscription Management Module
filling subscriptions 192, 231
overview 228 V
printing mailing labels 233 Vanity Address 300
renewing subscription 228
starting new subscription 228
subscription definition 231 W
subscription information for an order 132 Warehouse Manager Station
subscription information for customer 229 using for order processing management
Supplier 110
paying 179 Web Auction Management Module 288
Purchasing 144
receiving product from 144
returning items for credit 181
reviewing invoices for 183
System Requirements
modems 3
printers 3
System Startup 7
T
Taxes
Sales Tax 36
creating a list of calls 246
inbound calls 241
list of calls to be made 236
logging inbound calls 242
logging outbound calls 238
outbound calls 236
overview 236
phone contacts used to create mailing list
192
productivity report 244
scheduling follow-up calls 240
Type Codes
for customers 21
U
UPS
requesting a Call Tag for order 126

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User Reference Guide

Mail Order Manager®

Version 5.4 for Windows

Accumail is a registered trademark of Datatech

This document published by Documentation Resources, Inc.

Version 5.4 for Windows

What You Need to Run M.O.M. 3

Special Paper Supplies 4

Installing the M.O.M. Software 5

Install the M.O.M. System 5

Chapter 1 Working with Customer Information 11

Entering a New Customer 17

Removing a Customer from Mail and E-Mail Lists 18

Deleting a Customer Name from the Customer File 19

Combining Duplicate Customers 20

Including a Special Comment about a Customer 21

Classifying Customers Using Type Codes 21

Adding or Viewing Alternate Addresses and Contacts 22

Recording Customer Demographics Information 25

Sending a Customer a Catalog 26

M.O.M. Windows Reference Guide i

Sending a Customer a Form Letter 28

Issuing a Promotional Credit 29

Viewing Account Information 30

Viewing Previous Contacts 31

Viewing Previous Purchases 33

Viewing Previous Orders 34

Viewing or Setting up Customer Financial Information 35

Chapter 2 Entering New Orders 39

Entering an Order Starting with the Items 41

Entering Orders with Different Address Options 41

Entering Sales Information 52

Entering Stock Codes 54

Entering Special Types of Items 55

Editing Line Item Information 60

Writing Order, Box Label and Warehouse Notes 65

Writing an Order Memo to the Customer 66

Sending a Customer Form Letter During Order Entry 67

Selecting Shipping Methods and Scheduling Shipments 68

Viewing the Default Packaging for Items in an Order 71

Shipping Ahead a Partially Filled Order 74

ii M.O.M. Windows Reference Guide

Entering Order Payment Information 74

Putting an Order on Hold 81

Quick Printing an Order 81

Using the “Show” Options on the Order Total Tab 84

Creating Club Membership Plans 85

Creating New Orders Using the Batch Order Making Utility 91

Chapter 3 Processing Orders 94

Checking on Order Status Using the Order Status Report 95

Approving Credit Cards 96

Approving eCheck Payments 100

Processing Orders in Batch 101

Processing Orders Using the Packer’s Workstation 104

Using the Warehouse Manager’s Station to Manage Packers 110

Using the Shipment Confirmation Screen 114

Printing Activity Report for Warehouse Resources 117

Chapter 4 Reviewing and Changing Orders 119

Looking up an Order Using Customer Information 121

M.O.M. Windows Reference Guide iii

Processing a Returned Item from a Customer Using an RMA 122

Processing a Returned Item From a Customer Without an RMA 124

Canceling an Order 125

Requesting a UPS Call Tag 126

Dydacomp's Multichannel Order Manager 5.4 Reference Guide

Dydacomp's Multichannel Order Manager 5.4 Reference Guide