1. A Product now has a Product Status. In-Active Products are not available for selection during order entry. You can change the product to in-active or delete a product.To change a product’s status to In-Active or delete a product, you must transfer all Order Lines that Exist for That Product to another product. This process also sets the override unit price flag to true for all order line items that are effected. This is done to ensure previous pricing history is maintained on order line items after the product is made in-active or deleted.When you go to change the status to in-active or try to delete the product, you will be presented with a screen that will allow you to pick the product you wish to be the new referenced product for all order line items in the system that are currently referencing the product being deleted or being in-activated.
  2. If the pricing is changed on a product, then all order line items for that particular product are set to be in an overridden status to ensure the integrity of order line pricing history. This is to prevent re-calculation of order line items that have already been quoted at a certain price.
  3. Customers now have a billing e-mail address. This is to support automated e-mailing of invoices to customers that request their invoices sent via e-mail. The e-mail address specified in this field will be the e-mail address invoices will be e-mailed to whenever an invoice is created.There is also an option for how an invoice is delivered. Delivery can be via e-mail, printing invoice and snail mailing, or both. An Internet Connection is required for e-mailing of invoices. You may e-mail Customer Account Summaries, Invoices, and In-Store Credits as an alternative to printing.
  4. When an Invoice is queued up, it will be queued by default to the invoice delivery method specified for the customer. If the customers default invoice delivery method is e-mail, then it will be queued up to send via e-mail. If it is printout, then it will be queued up by default to print. If it is both, then both will be set as default and both a copy will be e-mailed and a copy will be printed.When you go to print/e-mail invoices from the batch queue, you can change which invoices are mailed and queued on the fly.
  5. There are five printouts for an order that may be e-mailed instead of printed or in addition to printing. The options to e-mail these items may be found on the Print Forms screen. An Internet connection is required to e-mail. If an internet connection is not found, then an error will occur letting you know the e-mail was unsuccessful.
  6. In System Setup you can define whether you want an “order complete” e-mail sent to customers when an order is marked complete in the system, as well as an e-mail sent when an order is marked shipped. If these values are set, then whenever you trigger an event to mark an order complete, and there is an e-mail address on the order, a “order is complete” e-mail will automatically be sent to the customer. Same is true of order being marked shipped. This is defined on the system Setup General System Settings Menu.
  7. E-Mail Template Letters may be modified and customized. There are some default ones that will be installed with the 2.2.9 upgrade that should be sufficient. – The modifications can be made from the System Setup Menu with the new option E-Mail Templates. Documentation on replacement variables used in templates will be provided in the users manual.
  8. You can now report your sales tax based upon the date the invoice is created (this is the date the sale completes) or based upon the date final payment on the invoice is received (the date the invoice is at $0.00) – The recommended solution is to base your sales tax upon when the invoice is billed. Here is why: If your sales tax rate on 11/15/2003 is 7.5%, and you bill an order on 11/15/2003 for $2000.00, then you will have requested the customer pay sales tax in the amount of $150.00 – Now, let’s assume you are reporting your sales tax when you actually receive payment on this invoice which is $2150.00 (Invoice Total + Sales Tax of 7.5%) – On December 1, 2003, sales tax changed to 8.5%. You collect payment on the $2150.00 on December 15th, 2003 – That means that the invoice for $2000.00 worth of sales will report in December, not November and thus your sales tax reports (and your sales tax state agency) will expect you to pay sales tax of $2000.00 x 8.5% which means you will be paying $170.00 in sales tax, and yet you only collected $150.00 in sales tax.For this reason, we recommend you base your sales tax reporting on the date “When the Invoice is Billed” to ensure the amount of sales tax you collect matches the amount of sales tax you must report to the state.Whereas your state agency will not mind if you pay extra to them due to the way you are reporting sales tax, THEY DEFINATELY WILL HAVE A PROBLEM if for some reason they lowered the sales tax, and you collected 7.5% yet only paid to them 6.5%Again, it is our recommendation you use the Sales Tax Reporting Basis of “When Invoice is Billed” to ensure accurate sales tax reporting.One question you may ask as to why there is an option if one method has potential accounting errors. The Reason is, one of our customers needed to report sales tax based upon when they received payment, thus we incorporated the request for them and as a result, all customers now have that as an option. By Default the system is shipped to report sals tax based upon when the sale completes, and if you are upgrading this is also the default setting applied during the upgrade.