General & Technical

Web Services, Mobility, Remote Access and Third Party Software Integration

There are multiple approaches to providing access to applications via the internet, mobility devices, and also giving third party developers a way of interfacing their software products. Following are the goals we set out to achieve:

1. Enable Ostendo to interface with other web enabled applications
2. Allow Ostendo Users (and their Customers / Suppliers) to seamlessly connect, inquire and enter information via the internet real time
3. Allow the use of mobility devices such as IPhones, IPads, Smart Phones & Tablets to interface real time with Ostendo
4. Provide a developers interface for third party software applications
5. Allow productivity tools (such as MS Excel spreadsheets) to connect real time with Ostendo
6. Not to hard code anything, such that it couldn’t be modified by users of Ostendo
7. Not count the concurrent connections via the internet as separate licensed users
8. Finally, to achieve all of this without the need for external tools, ODBC drivers or having to run on an external web server

We’re pleased to report that we have achieved all the above (and a little more) by building the following into the framework of Ostendo:

1. The Ostendo application itself can be run as a Web Server: This basically means that anything from an MS Excel spreadsheet through to a developer using MS Visual Studio can link into Ostendo (via Custom scripts) and pass and retrieve information real time.
2. The custom scripting can interface with other Web applications (via web services / XML): This means that scripts can easily be developed to link to other web enabled applications (i.e. GPS tracking, On-Line Accounting software, live FX exchange rates etc...)
3. Web Pages can dynamically be generated from Ostendo and served up to a Web Browser on a PC or a mobility device: This means that (via Custom scripts) anything from Order entry front ends, Stock count screens, Customer service interfaces, Job and Service capture screens can be served up dynamically.
4. When running the Ostendo client as a Web server there is a different licence which basically means we don’t restrict the number of sessions running through the connection.

So how does it practically work (you’ll need to be running this either from your PC – if you’re in standalone mode, or from the server) – Development-X will be providing some more comprehensive templates over the next few weeks. To see how it works do the following:

1. Firstly, you’ll need a Web Services licence key (out of the box you’re provided with a 30 day trial Web Services license key). Your company specific Web Services license key needs to be entered into the ‘System Configuration-System Settings-Environment Settings’ screen once this has expired.
2. Next, you’ll need to setup a shortcut icon on your desktop to the run a version of Ostendo as a web server. The only difference between a standard Ostendo shortcut and a web services shortcut, is that you have a few extra parameters: the word ‘WEBSERVICE’, the HTTP port number (use 85 for this exercise), the username and the password. Once this is defined you can run the Ostendo Web Service by double clicking the desktop icon. You should see a momentary flash of the Ostendo Login screen just before the Ostendo Web Service application starts. Please Note: If you are running the trial version and only have a single user – you will need to login to Ostendo first.
3. Now to test two main methods of using the Ostendo Web Server (You’ll need to have internet access to do the following):
   1. A Simple Dynamic Web Page: We have provided a very simple ‘Item Stock on Hand’ script to demonstrate how this works. Go to the ‘File-Custom Scripts’ screen and add a new script (style ‘Web Service’). You’ll see a button with the caption ‘Download Online Template’ – click this and select the template ‘Sample Item Qty Web Page’ from the list. Now enter a name for the script: ‘ItemStockQty’ and click the save button. Now, start up MS Internet Explorer and enter the following HTTP link (the IP address 127.0.0.1 is actually your local machine): (http://127.0.0.1:85/?Script=ItemStockQty) – you should be presented with a simple web page that allows the entry of an Item code which returns the stock on hand for that product.
   2. Linking applications to the Ostendo Web Server: We have provided a very simple script and MS Excel spreadsheet to demonstrate the ability to link dynamically to Ostendo, via web services (there is some very simple VBA code within the spreadsheet to provide the link). Go to the ‘File-Custom Scripts’ screen and add a new script (style ‘Web Service’). You’ll see a button with the caption ‘Download Online Template’ – click this and select the template ‘Sample Excel Spreadsheet Integration’ from the list. Now enter a name for the script: ‘stditemprice’ and click the save button. Next, download the sample spreadsheet and copy the unzipped spreadsheet into a folder on your PC/Server. Open the spreadsheet in MS Excel and type in an Item Code in the cell A2, A3 etc... You’ll see that the Standard Sell Price is returned into the corresponding cell in the next column.

User Security - Email Client Settings by User

We have added the ability to define the email client settings by user. This allows for some users to be running MS Outlook, and others to be running another email client such as Outlook Express. The email setting held against the System Settings is now used as a default when defining new users.

General Screen Behaviour Enhancements

1. Control-W: This will allow you to toggle between open Ostendo screens (like using Alt-Tab in MS-Windows).
2. Previous Restored when Closing screens: If you have multiple Ostendo screens open and close one, the previous screen you were working on is restored and focussed automatically.

Additional Fields – No Practical Limits

We have now allowed for the dynamic creation of additional fields for all the screens that support the additional field feature. That basically means that, whereas before we restricted the number of additional fields to either 16 or 6 (depending on the screen/table), you can now add as many additional fields as needed. Note: This feature dynamically adds fields to the applicable tables and therefore will require you to be in single user mode (the screen will let you know if that’s the case). It would also be wise to add only fields needed, huge numbers of additional fields could slow the response of that screen down.

Another thing to remember with the creation of Additional Fields is that if the same additional field name and type and defined against screens/tables that are logically linked then the value of that additional field is passed to the other screen. As an example you may wish to pass / display information from the Item through to the Sales Line – in this case because there is a logical link if the additional fields are setup accordingly the value held against the item will appear in the Sales Line.

Inquiry Screens – We can now have up to 12 detail tabs

We have now increased the number of detail tabs/queries available in an Inquiry screen from 6 to 12. Remember with every detail tab you can define multiple drill downs – in other words, I might be in an Item Inquiry screen and then wish to drill down and display all Sales Orders for the particular item I have currently selected. There is unlimited ability to define drill downs/links to other Inquiry and even scripts. The script option allows for limitless possibilities. One example would be you have an inquiry screen that displays the Key Performance Indicators for the business and from there you wish to email the results to the Managing Director, by simply linking a script to that inquiry you could do this within one mouse click.

User Security & Options – Allow Site Change

We have added a new field called ‘Allow Site Change’ in the User Options tab. By selecting this for a specific user, that user will be able to alter the Site Name with Orders and other screens that are site specific.

All Order and Invoice Screens – Added the Site Name into the Detail tab

We have added the ability to display (and change if user security allows) the site name for that order / invoice. This in turn will drive the defaults for warehouses, locations, costs, order policies and financial postings.

User Security – Display Sales Costs

We added a new flag to the ‘User Security- User Options’ tab called ‘Display Sales Costs’. This enables the user to view the Costs & Margins for each line in a Sales Order via the ‘Sales Line Price Info’ popup screen (accessed by clicking the icon just to the right of the ‘Order Price’ field). Please Note: This popup screen has also been enhanced to display all price levels for the particular line you are currently accessing.

Grid, Pivot View, Analysis & Chart View Print out Preferences Saved by User

We have added the automatic saving of print out preferences for all grids (Lists), Pivot, Analysis and Chart Views by user. Basically meaning that titles, footers, fonts, layouts, colours etc can be dynamically defined to suit your specific output requirements (remember to set these you just need to either right click on the grid and select ‘Print’ or if in a Pivot, Analysis or Chart then select ‘Print-Preview’ from the menu).

Ability to output to XLSX from within Grids

We have added the ability to additionally export to Grids to the XLSX format (Excel 2007+) as well as retaining the existing XLS format.

System Settings – Enable Database Message Trace (Firebird 2.5 Specific)

We have added a new flag into the ‘System Settings-Environment Settings’ tab called ‘Enable Database Message Trace’. This will only have any effect if you are running Firebird 2.5, and provides more information when displaying warning messages.

System Settings –Web Services Code

We have added a new flag into the ‘System Settings-Environment Settings’ tab called ‘Web Services Code’ and is used to store your companies Web Services licence code (see Web Services & Mobility write up) enabling Ostendo to run as a Web Server for internet, mobility and third part development access.

System Settings – Accounting Link (Sage Pastel Evolution)

We have added a new Accounting package into the drop down called ‘Sage Pastel Evolution’ – this is set if your company is linking to Sage Pastel Evolution (separate Accounting Link download for this product).

Screen and Lookup Conditions

Although this is not a new feature based on questions that have been asked I thought it was worth while outlining 3 possible ways of using this functionality:

1. Restricting Data that Specific Users can view: An example of this might be that you are running a multi-site operation and you don’t want to display orders, invoices and payments etc for other sites that user is associated with. Following is an example of where you wish to restrict a user to only view orders from ‘Adelaide’:
   1. (SITENAME = ‘Adelaide’)
2. Removing unwanted records from a Lookup: An example of this might be that you originally setup a number of Job Types, but now wish to remove a few of these from the lookup. Following is example syntax for the removal of a Job Type = ‘Old Type’
   1. (ORDERTYPE <> ‘Old Type’)
3. Archiving old Transactional Data: If you’ve been running Ostendo for a few years and may wish to display only say closed Sales Orders for the last year and achieve the older ones. Following is the example syntax
   1. (((ORDERDATE >= (cast(‘NOW’ as date) – 365)) and ORDERSTATUS = ‘Closed’) or (ORDERSTATUS <> ‘Closed’))

Deletion History

We have added a new Inquiry screen (General-Inquiries) called ‘Inquiry – Deletion History’. This provides an inquiry of important transactions/ orders /invoices / items etc... that have been deleted (More detail can be recorded if Audit Logging is turned on for the Table-Field combination). From this update on we have also added an additional field (Notes) which provides a narrative of what was held against that specific transaction – as an example, for a deleted Sales Order we document the Customer, Order Date, Order Value, Order Number, Site, Currency, who and when the order was deleted.

Firebird 2.5 Support

We are pleased to announce the full support for the latest version of Firebird 2.5 (the Database Ostendo uses). There are a number of advantages going to 2.5 over the current 1.5 we’ve been running on, the main ones are:

1. Improved performance and lower resource usage: We have found that 2.5 can provide, on average double the speed when running reports and queries.
2. Support for 64 Bit processors and operating systems (therefore improved performance and under load)
3. Better support for multi-processor servers

This update of Ostendo will support both versions of Firebird, but we have provided a simple paper (and a Firebird 2.5 install) on moving from 1.5 to 2.5 and would suggest that all customers ultimately move in co-ordination with their Ostendo Partner. In essence the process of moving to 2.5 involves firstly upgrading to this version of Ostendo, uninstalling Firebird 1.5, installing Firebird 2.5 and then backing up and restoring your database – the actual Ostendo install is not changed with the move.

Script within script (uses clause)

We added a new feature that was worth special mention – that is, the ability to call scripts from within scripts. This basically means that you can have say a generic script that might contain standard function and/or procedures and then call that from multiple scripts (rather than having to repeat the same code in every script). You are able to call as many scripts as needed from with a script, whether they’re encrypted, non-encrypted, and whether they’re stored in the database or called from a file. To call a script(s) you need to add a ‘uses’ clause at the beginning of your calling script and including the script names (or file names you’re linking to) i.e.

uses 'CommonFunctionsFromFile.pas', ’CommonFunctionsFromDatabase’;

The above would include the script file 'CommonFunctionsFromFile.pas' and a script named ’CommonFunctionsFromDatabase’ from the database. If no path is specified for the script file, then it will look within the Ostendo directory.

PDF, Excel & RTF outputs from Reports & Forms

We have significantly improved the quality of the PDF, Excel & RTF file outputs from Reports & Forms in Ostendo:

1. PDF output: The image quality is now the same as the original image when displayed in the PDF viewer (as the image is actually embedded within the PDF file). Also improved is the RTF (Rich Text Format) text within the PDF, now again like the image is embedded within the PDF and therefore reproduced in exactly the same quality at the other end.
2. Excel output: The output of an XLS file from within the reports and forms is now available
3. RTF Output: This is a high quality Rich text Format file output that can then be opened in MS Word etc.

Ostendo Licence Key – Stored in Database Now

From this update on, your Ostendo licence key will stored in the Database (not in a folder or registry). This provides the following advantages:

1. When applying a new Licence key it’s applied for database once (doesn’t need to be applied per client as was done previously)
2. Multiple companies running on one server/pc will show the licence information for that database only (not the licence for the machine as it did previously)

Tax Codes – Consolidated & Tax on Tax (Enhancement)

We have added a new field against Tax Codes called ‘Tax Type’, this allows for 2 new styles of Tax (Consolidated & Tax on Tax). These styles accommodate both industries (i.e. Wine Industry) and countries (i.e. Canada) that require tax to be calculated via a combination of more than one tax code.

1. Consolidated: This type basically adds all the child tax code rates together to formulate the parent tax rate.
2. Tax on Tax: This type multiplies each of the child tax code rates together to formulate the parent tax rate.

Screen Logging

We have added a new screen logging facility that, as the name implies logs all screens, reports, inquiries, views & scripts that a user runs. This feature can be enabled in the System Settings (File-System Settings-Environment) screen.

There has also been a new Inquiry added for displaying the screen logging data - called ‘Inquiry - Screen Logging’ (General-Inquiries-Inquiry Screen Logging). This allows you to drill down to the detail by user.

Ostendo Workflow (Enhancement)

We have redesigned the standard Ostendo Workflow that is included in the Ostendo application directory (called ‘BaseOstendoWorkflow.dat’). The new workflow not only has a more modern look and feel, it includes an extra tab (Service) and displays and number of KPI’s associated with various screens (i.e. Overdue Orders, Open Quotes, Shipped Deliveries, Open Calls, Overdue Job Retentions etc...). The KPI’s are auto refreshed every minute via an embedded script (the script attached to the ‘Ostendo Operation Workflow’ caption in the top right corner on the Sales Tab). The actual script is also included in the Ostendo application directory (called ‘BaseOstendoWorkFlowKPIScript.txt’).

Custom Scripts – Download On-Line Template

We have added the ability to download template scripts from the Ostendo web Site, via a new button displayed when creating scripts called ‘Download On-Line Template’. This allows for useful scripts to be made available for use by both Partners and Ostendo Customers. An example of one such script is one we have created for validating the ABN number for Australian companies. This script is designed to be linked to the Customer screen (via Screen Data Scripts) and is named ‘Australian Business Number Validation Script’.

Order Tabs – Unlimited Allowed

We added the ability to add any number of order tabs to the order screens (Sales, Jobs, Purchases and Assembly Orders). Initially we had restricted this feature to one extra order tab per screen (System Configuration-Order Tabs). What we mean by order tab, is an inquiry type tab that is linked to the order lines to display additional information about the line being entered or edited. An example of extra information could be you wish to display the cost history of the specific product you’re selling.

Sales, Pricing, POS & CRM

Price Inquiry – Price Levels & Inventory Availability

We have added the ability to display the Inventory Availability and all Price Level Prices into extra tabs within the Price Inquiry Screen.

Contacts – Additional Fields

We have added the ability to add additional fields to the Contacts record (see the Additional Fields write up for enhancements in that area).

Call Centre – Additional Fields appearing in the third column on the Detail tab if there is enough room

The additional fields (if defined against the Call Centre) now automatically appear in the third column in the detail tab if there is enough screen space (otherwise they appear in a separate Additional Fields as they did previously).

Sales Rules – Payment & Deposit Deletion Date Logic

We have added a new rule for what date is used when deleting a Customer Payment and/or a Customer Deposit.

1. Payment Deletion Date: There are 3 options:
   1. Actual Date: This selection will mean that the financial transactions occur on the actual system date the payment is deleted – not the original payment date.
   2. Payment Date: This selection will mean that the financial transactions occur on the original payment date (assuming it is not blocked by the Financial Cut-off Date)
   3. Determined by Cutoff: This selection will mean that if the original payment date is not before the Financial Cut-off date then that will be used otherwise the actual system date will be used.
2. Deposit Deletion Date: There are 3 options:
   1. Actual Date: This selection will mean that the financial transactions occur on the actual system date the deposit is deleted – not the original deposit date.
   2. Deposit Date: This selection will mean that the financial transactions occur on the original deposit date (assuming it is not blocked by the Financial Cut-off Date)
   3. Determined by Cutoff: This selection will mean that if the original deposit date is not before the Financial Cut-off date then that will be used otherwise the actual system date will be used.

Sales Deliveries – Additional Fields display in third column

The additional fields (if defined against the Sales Deliveries) now automatically appear in the third column in the detail tab if there is enough screen space (otherwise they appear in a separate Additional Fields as they did previously).

Sales Rules – One Step Invoice Date option

We have a new rule called ‘One Step Invoice Date’ that determines how the Invoice date is determined when creating Invoices from with Sales Orders that are classified as ‘One Step Invoices’. There are 3 options:

1. Current Date: This defaults the Invoice Date to the current system date
2. Order Date: This defaults the Invoice Date to the Sales Order Date
3. Specified Date: This option pops up a date picker and allows the user to pick a specific date

Sales Orders – One Step Invoice Date option

We have added a new feature for where the Invoicing Style against the Sales Type is defined as ‘One Step No Backorders’ or ‘One Step With Backorders’. There has been a new drop down field added to the Detail tab of the order called ‘One Step Invoice Date’. This drop down offers the same 3 options as the new Sales Rule of the same name – however the option can be changed for a specific order. An example of where this might be used is in an environment where at the beginning of the new month Sales Orders are entered for the previous month and the company wants the Invoice Date to reflect the previous month as well.

Customers – Company Number

We have added new field in the customer screen allowing for the entry of the companies official number (in Australia it would be used for the ABN). For Australian companies Development-X has developed a Screen Script that will validate the ABN number entered based on the ATO’s specification (See Custom Scripts – Download On-Line Template)

Sales Rules – Statistics Start Month

We have added a new rule that determines the basis for which the ‘Year to Date’ and ‘Last Year to Date’ figures are calculated. The 2 options are:

1. Calendar Year: This calculates the figures from the beginning of the calendar year
2. Financial Year: This reads the Financial Start from the System Settings screen and then uses that to calculate the figures

Payment Methods – Extra options

We have added some new options for Payment methods:

1. Finance Charge: There are 3 options for this field (No Charge, Fixed Percentage, Fixed Amount). If Fixed Percentage is selected then a percentage can be entered as the default, which will be automatically added to Customer Payments and POS Payments. If Fixed Amount is selected the user can then enter a fixed charge amount in the Customer Payment or POS Payment screen.
2. POS Sequence: This is the position sequence of the Payment button within the POS Payment screen.
3. Image: This is the image that will appear on the POS Payment button for that Payment method.

Customer Payments – Finance Charge

We have added a new field in the Customer Payment screen to record a finance charge against a payment (typically used where a credit card is used). There are 3 options (No Charge, Fixed Percentage, Fixed Amount) – see Payment Methods – Extra Options for more detail.

If finance charges are to be used, make sure you have defined a cost centre for Finance Charges and you downloaded the latest accounting link for the accounting product you’re using.

POS Payments – Finance charges, Payment Method buttons

We have added the ability to add finance charges to POS Payments (they default based on the Payment Method setup) and, as for Customer Payments, are typically used for credit card transactions.

You will also notice that the POS Payment screen now has large payment buttons appearing down the left hand side – these simplify payment method changing and allow for a touch screen interface. See the Payment Methods write up for more detail.

Crediting Invoices – Financial or a Direct Credit with popup line selection

We have added the ability to create 2 different types of credits via the ‘Credit’ Button in the Batch Invoicing screen.

1. Create a Direct Credit using the Invoice as a Template: This option allows you to generate a Direct Credit via a popup grid of all the Originating Invoice lines. When in that popup grid you’re able to select the lines you wish to credit and then create the new direct credit with only those lines. Please Note: This generates an independent credit and doesn’t stop you from using that same invoice as a template for a new credit (unlike a Financial Reversal Credit). The idea of this style of credit is for environments where goods have been returned and a partial credit and stock return is required in a simple one step manner. See ‘Direct Invoices – Write Off Quantity’ for a simple way of writing off returned stock.
2. Create a Reversal Financial Credit for the Selected Invoice: This option is how the credit has been working to date and in effect is really designed for where a mistake has occurred (such an incorrect price). The original invoice is reversed creating an exact reversal credit, this then allows for the mistake to be fixed and the new invoice regenerated. The only time this type of credit will return stock is if the originating invoice was a Direct Invoice, otherwise it will revert the originating order back to a state where there are still picked lines that require invoicing.

Sales Rules – Credit Limit Compared To

We have added a new rule ‘Credit Limit Compared To’ – this determines what value is used when comparing to the customer’s credit limit:

1. Orders & Invoices: The total of all outstanding Invoices and all outstanding Orders
2. Invoices Only: The total of all outstanding Invoices only.

Direct Invoices – Write-Off Quantity

We have added the ability to enter a stock write off quantity in the Line Variant tab of the invoice line. The idea of this feature is to allow for the quick write off of stock when it is returned for a credit. In actual fact we don’t immediately write the stock off – we automatically create an Inventory Adjustment batch with the lines and quantities that were flagged for write-off. The default adjustment type used comes from the rule in ‘Item Rules’. This process allows for confirmation before the adjustment batch is actually posted.

Sales Orders – Copying with Reversal & Retaining Original Prices

We have added 2 new fields when copying and an existing order:

1. Pricing Method: There are 2 options (ReCalculate Prices & Existing Prices). If ‘ReCalculate Prices’ is selected then the latest rules for that customer/product combination are used the price is calculated for each line. If ‘Existing Prices’ is selected then the prices are copied from the original order lines.
2. Reverse Qtys: This option is for reversing the quantities of the original order. This would commonly be used in a Return from Customer process.

Batch Invoicing – Site option for Batch Generation of Invoices

We have added the ability to filter the selection of Orders and Contracts by site when generating batch invoices.

Single Customer Statement & Aging Speed Improvement

We have significantly improved the speed of generating either a Customer Statement or Customer Aging for a single customer.

Sales Rules - Header Tax Rounding for Sales Invoices

We have added the ability to get the system to recalculate the tax totals at an invoice header level, and if different that than the tax calculated line by line then a tax rounding amount is generated against the header and posted as a separate journal (using the Payment Rounding and Sales Incomes cost centres). This can either be turned on globally by setting a new flag in Sales Rules called ‘Round Invoice Header Tax for All’, or can be turned on for specific customers via the ‘Round Invoice Header Tax’ flag in the Pricing & Invoicing tab for the specific customer.

Note: This doesn’t apply if the invoice was generated via Point of Sale.

POS – Group Cash Up Option

We have added the ability to group POS stations for End of Day processing. In other words you are able to define (in POS-Settings-POS Stations) which station is used when processing the End of Day balances. This caters for environments where cash drawers are shared across more than one POS terminal. Please Note: The float is only included for the Till used as the group till.

Inventory & Replenishment

Item Rules - Negative Stock check by Site, Warehouse, Location

We have added a new rule for defining the level in which the negative stock check applies. Previously if an Item (or All items) was prevented from going into negative, the check was applied at stock for that Item as a whole. With this new rule you are now able to block negative stock at a Site, Warehouse or Location level (i.e. if you set the rule to ‘Site’, then the sum of all inventory held against warehouses linked to a particular site couldn’t go below zero).

Item Site Master (New Screen)

We have added a new screen called ‘Item Site Master’ linked to the Item screen. This enables the definition of rules and costs by site for a specific Item code. In essence this would be used for companies that operate from a single database, but with multiple distinct sites (branches) that have either different order polices and/or different costs. The information that is used from this screen is dependant of the flag (Cost by Site) in the Item Rules.

1. If the flag (Cost by Site) in the Item Rules is set to false and there is a record for an Item in this new screen then, only the order policy rules will come from the Item Site Master and the costs will come from the Item. By default, you have to manually add a record in the Item Site Master if you wish to have different order polices for different sites, otherwise they will come from the Item itself. There is a new flag called ‘Auto Create Item Site Master Records’ in the Item Rules table that will automatically create Item Site Master records for new Items created if so required.
2. If the flag (Cost by Site) in the Item Rules is set to true then the costs will be stored and fetched from the Item Site Master (in other words the same item could have different costs by site). Also whenever a new Item or Site is created the Item Site Master records are automatically generated for every combination.

When defining the ‘Sourced By’ value for and Item-Site combination there is an extra option available called ‘Transfer’. This option is used in the Inventory Replenishment routine (see Inventory Replenishment write up) and flags the fact that the item for that site is transferred from another site (set within the Company Sites screen) instead of purchasing or manufacturing.

Item Rules – Cost by Site

This new rule is used in conjunction with the new screen ‘Item Site Master’ and basically determines whether the Average, Last and Standard costs are stored and calculated by Site or for the Item as a whole. This is applicable for companies where there are multiple sites/branches that wish to reflect the different costs associated with each item for such things as freight and handling charges when calculating the average cost, therefore posting a more accurate site cost for COGS.

Requirement Rules – Extra defaults for Replenishment

We have added a number of new default rules to support the new functionality in the Inventory Replenishment routine.

Inventory Replenishment (Numerous Enhancements)

Inventory Replenishment has been enhanced in a number of functional areas and at the same time has had a significant speed improvement (up to 10-20 times faster). Areas of enhancement are:

1. Exclusion Logic: We have added the ability to exclude any of the demand and/or supply sources. This enables the replenishment (as an example) to be run say for forecast demand only (thereby emulating a ‘Master Production Schedule’), or maybe exclude Assembly demand because the component minimum levels cater for internal demand.
2. Expediting Logic: We have added the ability to flag the fact that Purchase and/or Assemblies can be expedited. In other words we assume that those supply orders can be brought forward to meet demand if needed (rather than raising the requirement for any more supply orders). This works in conjunction with the flags at specific order level (see Purchase & Assembly Orders – No Expediting) and provides for a report of products, quantities and new required dates for orders that require expediting.
3. Forecasting Logic:
   1. Forecast Style: There are 2 options (Inventory or Sales). If ‘Inventory’ is selected then the forecast is assumed to include all demands (both dependent and independent) – in other words if an item was both sold directly and used as a component in an assembly then the forecast would need to cover both demands, whereas if Sales was selected then the assumption is that the forecast is only for items sold directly, excluding assembly demands.
   2. Forecast From: There are 2 options (Entered Monthly or History Generated). If ‘Entered Monthly’ is selected then the forecast is read directly from the Item Forecast records (this has been the only option previously for forecasts – the only difference now is that forecast can also be by Item- Site combinations). If ‘History Generated’ is selected then the forecast is dynamically generated based on past history (whether it is only direct sales or all inventory is driven via the forecast style option). When ‘History Generated’ is selected you then have an additional 3 settings (History Source, History Days and History Factor %).
   3. History Source: There are 2 options (Average Days or Same Month Last Year). If ‘Average Days’ is selected then the value from ‘History Days’ is used to look back that number of days to determine a daily average and use that when projecting forward.
   4. History Days: This is the number of days to look back for calculating the average per day (used in conjunction with History Source).
   5. History Factor %: This is a multiplying percentage used when the Forecast From is ‘History Generated’. An example might be that you wish to use the same demand for the same month last year, but factor it up by 20%.
4. Specific Site: We have added the ability to run the Replenishment for a specific site. This basically means that the following occurs:
   1. Only Demand and Supply orders that are linked to that site are included
   2. If forecasting is used then:
      1. If it is ‘Entered Monthly’ then the forecast for that Item-Site combination is used if it exists otherwise the item forecast is used (See ‘Inventory Forecast – By Site’ section).
      2. If it is ‘History Generated’ selected then only history records pertaining to that site will used.
   3. If there is a record in the Item Site Master for the Item-Site combination then the reorder levels, minimum quantity, order multiple, lead times, supply method, sourced by and supplier come from that record, otherwise it comes from the Item record.
   4. If there is a record in the Item Site master for the Item-Site combination and the sourced by is set to ‘Transfer’ then if a requirement is generated for this combination a planned ‘Inventory Transfer - Site Transfer’ will be created. The site used to transfer from is defined in the ‘General- Company Sites’ screen.
5. Specific Supplier: We added the ability to generate the replenishment for all items that are linked to a specific primary supplier.

Items – Displays Additional fields in third column based on room (with images)

The additional fields (if defined against the Items) now automatically appear in the third column in the detail tab (with the Item Images) if there is enough screen space (otherwise they appear in a separate Additional Fields as they did previously).

Item Rules – Default Write Off Adjustment Type

We have added a new rule for defaulting the Adjustment Type used when creating an Inventory Adjustment Batch via the new Credit stock write off facility (See Direct Invoices – Write Off Qty).

Adjustment Types – Added Cost Centre Code

We have added a new field for the specific Cost Centre to be used for that adjustment type (remember this can also be defined by warehouse).

Items Rules – Auto Create Item Site Master Records

We have added a new rule called ‘Auto Create Item Site Master Records’. This rule if set to true, will automatically create Item Site Master records for all sites when a new Item is created. Please note: If Costing by Site is turned on then this happens automatically anyway.

In Transit Defaults (New Screen)

We have added a new screen called ‘In Transit Defaults’ which allows for the setup of warehouse and location combinations for Site to Site transfers. When defining warehouse and location combination they have to be associated to the ‘From Site’ (for costing purposes). These settings are then used and required when using the new Site Transfer feature in Inventory Transfers (See a separate write up on this).

Inventory Transfers – New Site Transfer and Transfer Charging Functionality

We have added 2 new features in this screen:

1. Transfer Charging: We have added a new checkbox for including a transfer charge when moving stock from one warehouse/location to another. This allows for costs such as freight to be added to cost of the product being transferred (unless you have the flag ‘Item Rules-Cost by Site’ set to true, this cost will be accumulated to the overall average cost of the Item for everything in stock). Options available for transfer charging are:
   1. Charge Code: This is a descriptor code which then bring a default caption and cost centre for this charge
   2. Charge Caption: This is descriptive field only
   3. Allocation Method: This determines the method of allocating this charge across all items in the Transfer – methods are (Quantity, Cost, Weight & Volume).
   4. Cost Centre: This is the cost centre that will be credited with charge amount (Stock is debited with the charge amount).
   5. Charge Amount: This is the charge amount.
2. Transfer Style: We have added a new field to determine the style of transfer :
   1. Location Transfer: This is a standard transfer from any warehouse/location to any other warehouse/location (was existing functionality) in a simple one step process.
   2. Site Transfer: This allows for transferring from one site/branch to another and requires a 2 step process. In other words the transfer requires an In-Transit warehouse/location to be defined for the site (see In Transit Defaults) and then moves the stock to that In Transit location, requiring a receipt process at the receiving site – enabling full traceability of stock movements and clear acceptance of what was sent.

Create Required Orders – Filter by Site and Create Inventory Transfers

We have added 2 new options in the Create Required Orders screen:

1. Filter for a specific Site: This allows you to only display requirements for the site you’ve selected.
2. Display Requirements for Transfers: This displays all transfer requests (via the Inventory Replenishment routine) and then allows the creation of those transfers.

Inventory Forecast – By Site

We added the ability to add a Site Level Forecast per item. Simply highlight the Item in the Item Forecast list and click on the ‘Add’ – you will then be presented with a list of sites to select from. This is used in the Inventory Replenishment routine (See Inventory Replenishment write up) if you run the replenishment for that site.

Location Dimensions (Enhancement)

We have enhanced the Locations screen by adding the following fields:

1. Aisle – Used for referencing the physical position of the location
2. Rack - Used for referencing the physical position of the location
3. Row - Used for referencing the physical position of the location
4. Weight – Used to record the max weight allowed for this location
5. Volume – Used to record the max volume allowed for this location

Although we will be enhancing the use of these new fields, there has been a new Inquiry screen added – called Location Capacity, which displays a list of all locations with their current stock weights and volumes, as compared to the maximum for that location (uses the information stored in the Item Dimension screen for each product).

There is also the ability to automatically build the location code based on the Aisle, Rack & Row entered (this can be found in the Item Rules screen).

Purchasing

Purchase Orders – No Expediting

We have added a new flag in the Purchase Order screen (Detail-Order Settings Tab) called ‘No Expediting of this Order’ (This applies to when running the new Inventory Replenishment routine). If set to true then when the Inventory Replenishment routine is run (and Purchase Expediting is selected) then the required date for this order will be treated as fixed, whereas if it was set to false then the assumption would be made that the order could be moved forward to meet demand requirements. An example of where this might be set to true would be if the order was for an overseas shipment that once on the water could not be sped up.

Purchase Shipments – Now allow for up to 10 Shipment Charges

We have now added the ability to include another 4 Shipment charge lines, therefore increasing the total allowable to 10.

Purchase Orders – Copying with Reversal & Retaining Original Prices

We have added 2 new fields when copying and an existing order:

1. Pricing Method: There are 2 options (ReCalculate Prices & Existing Prices). If ‘ReCalculate Prices’ is selected then the latest rules for that customer/product combination are used the price is calculated for each line. If ‘Existing Prices’ is selected then the prices are copied from the original order lines.
2. Reverse Qtys: This option is for reversing the quantities of the original order. This would commonly be used in a Return to Supplier process.

Purchase Rules – Default Charges Tax Code

We have added a new rule in the Purchase Rules screen called ‘Default Charges Tax Code’. This allows the definition of a default tax code for both the Freight and Other Additional Charge in the Purchase Invoicing screen. If that is left blank the system default Tax Code is used (as it was previously).

Jobs & Service

Jobs - Job Schedule Invoice (Pre-Fill descriptive lines from Job Lines)

We have added the ability to pre-fill the descriptive lines for printing on a Job Scheduled Invoice directly from the Job Lines. The idea here is that you may wish to fix the price of the Job but still the exact breakdown of all the materials & labour that went into making that Job up (remembering that there is an option to only display the lines without individual line prices).

Projects – Additional Fields displayed in third column if room

The additional fields (if defined against the Projects) now automatically appear in the third column in the detail tab if there is enough screen space (otherwise they appear in a separate Additional Fields as they did previously).

Job Orders – Creating Customer Assets on the Fly

We have added the ability to create Customer Assets on the fly when creating new jobs where the job type is set to service/install a customer asset. There is a new edit icon (just to the right of the lookup icon) in the Customer Asset field – on clicking on this icon the Customer Asset screen will be displayed from which you can create a new Asset (Customer name is automatically pulled through) which then gets passed back to the Job Order creation screen for continuation of the Job.

Job Line Actual Move Inquiry

We have added a new Inquiry screen displaying any Job Line actual moves that have occurred from one job to another. This provides an audit trial of what was moved by whom, for what Job and where the actual originated from.

Job Retentions (New Screen)

We have added a new screen called Job Retentions (Jobs-Job Retentions). The idea of this screen is that it displays all Jobs that have Job Retentions and allows creation, deletion of the Invoice from that screen (very similar to Job Invoices). The Job is still flagged as requiring retentions (via the Job Invoice screen) and each time a Job invoice is created a new Job Retention(s) record is also created – for schedule invoices you can have up to 2 retentions per invoice (you’ll see 4 new fields in the Invoice schedule record).

Please Note: We have also developed a separate Job Claims & Retentions module (See Job Claims & Retentions in the User Defined Modules section). This has been designed as a standalone sub system that can manage the Job Claim and retention tracking independent of the Job Invoicing process – Therefore, if this new module is to be used it is unlikely recording the Job Retentions at the time of the Job Invoice would be necessary.

Job Invoices – New Invoice Cost Style

We have added the ability to define the exact cost that is transferred into Cost of Goods Sold when created Scheduled Invoices – see the extra options in the Invoice Cost Style dropdown (Fixed Amount, Fixed Act Percent & Fixed Plan Percent). These new options allow either a fixed value to be entered, or a fixed percentage of the job costs to date.

As mentioned in the Job Retentions section we have also added 4 new fields (Retention1 %, Retention1 Date, Retention2 % & Retention2 Date). These are used to create the Job Retention records.

Customer Asset Readings (New Screen)

We have added a new screen for capturing readings for Customer Assets (Service-Customer Assets-Customer Asset Readings). This is the basis for both usage billing and for forecasted predictive service (both of these features are to be released in the next public update). There is also the ability to define the Reading Type (i.e. Mileage, Hours, Kilowatts, Copies etc...) in a new screen called ‘Customer Asset Reading Types’ (Service-Settings- Customer Asset Reading Types). An Asset can have as many reading types as required.

Assemblies

Assembly Rules – Use Phantom Step & line in Order

We have added a new rule that allows the Step & Line number for each component to be transferred from the originating phantom Bill of Material to be used in the newly created assembly order. The proviso is that the Step name needs to exist in the top level Bill of Material, otherwise the components will be placed under the Step that the phantom BOM code was originally l inked to.

Assembly Rules – Rollup Component Cost Type

We have added the ability to define the cost type (Standard, Last or Average) that is to be used for the components when rolling up the costs for a Bill of Material using the Standard Cost Rollup.

Standard Cost Rollup – By Site and for Different Cost Types

When running the Standard Cost Rollup you now have the ability to specify a specific site. This is only really applicable if you have are using the new feature ‘Cost by Site’. Also, as mentioned previously you can define the component cost type to be used for rolling up the costs in the Assembly Rules.

Assembly Orders – No Expediting

We have added a new flag in the Assembly Order screen (Detail-Scheduling Tab) called ‘No Expediting of this Order’ (This applies to when running the new Inventory Replenishment routine). If set to true then when the Inventory Replenishment routine is run (and Assembly Expediting is selected) then the required date for this order will be treated as fixed, whereas if it was set to false then the assumption would be made that the order could be moved forward to meet demand requirements.

Assembly Receipts – Back flushing and Actual Costing

We have enhanced the actual costing calculation when the finished product is back-flushed. Previously the concept of back-flushing and actual costing (Assembly Rules-Default Receipt Cost Method) didn’t mix, in other words there were no actual costs for the receipt because there had been no actual issues. Now, when a product is defined as back-flushed we calculate the actual costs of all the components back-flushed and then calculate the actual unit cost of the receipt.

User Defined Modules

A user defined module is one that was developed using the development and customisation tools built into Ostendo. We will, over time be providing more of these optional modules as downloads. Typically a User Defined Module is one that focuses on a vertical industry requirement and has the potential to be tailored to suit a specific companies needs. The tools available in Ostendo for developing these modules are:

1. User Defined Tables: The ability to create new tables within the Ostendo Database – with all the audit and user traceability options that are available for standard Ostendo tables.
2. User Defined Menus: The ability to define menu structures for linking the developed module scripts.
3. User Defined Constants: The ability to define constants that can be included in scripts and/or Reports, Views & Inquires.
4. Custom Scripts: The ability to build scripts that can do everything from validating data entry to the logic for a data entry screen (also remember you can now link you User defined Module to the web or mobile devices via the new web service style of script).
5. Report & View Developer: This allows for creation of Reports, Pivot, Chart & Analysis Views, Inquiry Screens, and Edit Views (For entering data into a table/s).

Job Claims & Retentions

An integrated Job Claims and Retentions process has been developed using the above. This process allows you to create, maintain, and print multiple Project/Job Claims. You can also maintain Retention records linked to each Claim. The Claims can then be monitored and subsequently updated with approval information such as Approvers name, date, and approval reference. From this you can raise an Invoice for the Approved Claim. Similarly, you can monitor Retentions related to the Job/Retention Claim Date and raise an Invoice for the Retention(s) being claimed.