Thomas & Betts Order Processing System CSR ... - … & Betts Order Processing System CSR Training Manual Trademark and Trade Name Acknowledgements : Windows, ... • Fax server & e-mail

Thomas & BettsOrder Processing System

CSR Training Manual(Version 3.0)

CSR Training Manual

Information in this document is subject to change without notice. Companies, names, and data used in examples herein arefictitious unless otherwise noted. No part of this document may be reproduced or transmitted in any form or by any means,electronic or mechanical, for any purpose, without written permission from Thomas & Betts, Incorporated.

© 1999 Thomas & Betts, Incorporated. All rights reserved.

Thomas & Betts Order Processing System CSR Training Manual

Trademark and Trade Name Acknowledgements:

Windows, Windows 95, Windows NT, PowerPoint, Word, are registered Microsoft trademarks. EXTRA!, NATURAL,ADABASE, FullShot, and other product and company names are trademarks of their respective companies.

Published by:

Thomas & Betts IT Technology Training

Table of Contents

Current Rev - 10/22/99 i

Table of Contents

Table of Contents i

CHAPTER 1: INTRODUCTION AND OVERVIEW 1-1

Introduction to TOPS 1-1

TOPS Overview & Scope 1-1

TOPS Concepts 1-4

TOPS Capabilities 1-4

Action Fields 1-5

CHAPTER 2: BASICS - HOW TO 2-1

"Basics - How To" Objectives 2-1

Regional Formatting 2-1

Logging On 2-1

Navigating the Menus 2-7

Using the PF Keys 2-10

Using Help 2-12

Look-Up Fields 2-15

What is a . . .? 2-16

Ship Release and How It Works 2-17

Finding a Customer (Account Number) 2-18

Search by Name in the Customer Profile 2-18

Troubleshooting Guide 2-19

CHAPTER 3: TEXT/NOTES 3-1

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Adding Text 3-1

Free Form Note 3-4

Text Key 3-7

Adding Notes from Customer Profile 3-9

Building Text Keys for Repeated Use 3-18

Other Text Key Actions 3-25

CHAPTER 4: ORDER ENTRY 4-1

Basic Order Entry 4-1

Header Entry 4-1

Line Entry Worksheet 4-5

Review the Order (PF4 from the Line Entry Worksheet) 4-7

Verify the Order (PF6 from the Line Entry Worksheet) 4-9

Order Status Codes 4-10

Summarize the Order (PF6 from the Verify screen) 4-12

End the Order (PF6 from the Summary screen) 4-14

Order Entry Features & Options 4-15

Order Header Features/Options 4-15

Order Types 4-15

Drop Ship (PF6) 4-17

Expedited Service (PF7) 4-20

Header Request Date 4-24

Header Quote 4-24

Certificate of Compliance 4-24

Government Inspection 4-24

Direct Delivery Override 4-24

Carton Lot Rounding 4-24

Order Marks 4-25

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Attention 4-25

'Additional' options 4-25

Ship Complete 4-26

Line Entry Worksheet Features/Options 4-31

Enter by Item Number 4-31

Manual Pricing and UM (Unit of Measure) 4-31

Quote 4-32

Stock Check (PF5) 4-32

Requested Ship Date 4-33

Line Mark 4-34

Billing Only 4-34

Voiding a Line Item 4-34

Reznor options 4-35

Modifying a Line Item 4-35

Agent Review 4-36

Line Entry Worksheet Field/Key Descriptions 4-38

Review, Verify & Summary Field/Key Descriptions 4-39

Warning Boxes 4-40

Error Messages/Troubleshooting 4-41

CHAPTER 5: ORDER MANAGEMENT 5-1

Accessing the Order Management screens 5-1

MH - ORDER HEADER CHANGE 5-1

Drop Ship (PF6) 5-2

Expedited Service (PF7) 5-5

Order Notes (PF9) 5-9

Header Quote 5-11

Promo Code 5-11

Ship Complete 5-11

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Carton Lot Rounding 5-12

Certificate of Compliance 5-12

Government Inspection 5-12

Order Marks 5-12

Attention/Order Ship Note 5-12

Direct Delivery Override 5-12

Change Lines 5-12

Order Header Field/Key Descriptions 5-13

HI - ORDER ITEM CHANGE 5-17

Change the Quantity 5-19

Change the Requested Ship Date 5-19

Change the Pricing, Unit of Measure, or Discount 5-19

Quote 5-19

Changing or Adding Line Notes 5-19

Cancel a Line 5-19

Change Branch 5-20

Split a Line 5-20

Header Change 5-21

Warning Boxes 5-21

NL - ADD NEW ORDER LINE ITEM 5-21

Line Entry Worksheet Field/Key Descriptions 5-23

Review, Verify & Summary Field/Key Descriptions 5-25

CO - CANCEL AN ORDER 5-26

Problem Resolution - Handling Difficult Situations 5-27


CHAPTER 6: ORDER STATUS 6-1

Introduction 6-1

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Accessing the Order Status menu 6-1

PS - ORDER STATUS BY PO 6-2

Order Item Review Field/Key Descriptions 6-4

Shipment (PF6) 6-9

Invoice (PF4) 6-12

Order Modification 6-13

CS - ORDER STATUS BY CUSTOMER 6-13

NS - ORDER STATUS BY T&B CATALOG NUMBER 6-13

OS - ORDER STATUS BY SALES ORDER NUMBER 6-15

SS - ORDER STATUS BY OLD SYSTEM NUMBER 6-16

SO - SHIP RELEASE BY ORDER/PURCHASE ORDER 6-17

SH - SHIP RELEASE BY SR NUMBER INQUIRY 6-18

SB - SHIP RELEASE BY BRANCH LOCATION 6-18

OL - OPEN LINES BY CATALOG NUM 6-18

YS - Order Status by Customer Part Number 6-19


CHAPTER 7: CSR QUOTE MENU 7-1

Accessing the Quotes screen 7-1

Quote Entry 7-2

Add/Review Customers 7-4

Add/Review Notes 7-6

Add/Review Items 7-8

Approve Quote/Change Status 7-12

Browsing For Quotes 7-12

Browsing Unapproved Quotes 7-12

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Browse by Catalog Number 7-16

Browse by Catalog Number and Quote Number 7-19

Browse by Project/End User and Catalog 7-23

Browse Quote by Customer 7-26

Printing Quotes 7-28

Audit Data 7-30

Identifying Terms 7-33


CHAPTER 8: PROBLEM RESOLUTION 8-1

Add Credit Memo 8-1

Credit Entry 8-7

Creating A New Credit Memo 8-9

Credit Header Entry 8-9

Billing Only/Order Entry 8-20

Billing-Only Process (Header Level) 8-20

Billing-Only Process (Line Level) 8-26

Invoice Inquiry Menu 8-29

Browse Invoice by Invoice Number 8-29

Browse Invoice by Customer Number 8-32

Browse Invoice by Ship Release Number 8-34

Browse Invoice by PO Number 8-36

Browse Invoice by Order Number 8-37

Browse Invoice Detail by Catalog 8-39

Browse Invoice Detail by Customer and Catalog 8-41

Browse by Old System Invoice Number 8-43

EDI Error Correction 8-45

EDI Error Correction Options 8-56

EDI Error Correction field descriptions 8-57

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Items to be Price Released 8-59

Accessing the Price Release function 8-59

Price Releasing EDI Orders 8-66

CHAPTER 9: PENDING ORDERS BY USER ID 9-1

Accessing the Pending Orders by User ID screen 9-1

Delete a Pending Order 9-4

CHAPTER 10: PRICING INQUIRY 10-1

Accessing the Pricing Inquiry screen 10-1

Pricing Inquiry 10-2

Pricing Inquiry Field/Key Descriptions 10-3


CHAPTER 11: STOCK CHECK INQUIRY 11-1

Accessing the Stock Check Inquiry screen 11-1

Stock Check 11-2

Stock Check Inquiry screen Field Descriptions 11-6

CHAPTER 12: PRICE AND AVAILABILITY 12-1

Accessing the Price and Availability screen 12-1

Price and Availability 12-2

PF keys 12-3

CHAPTER 13: REFERENCE MENU 13-1

Order Status Menu 13-1

Invoice Inquiry Menu 13-1

Browse Invoice by Invoice Number 13-2

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Browse Invoice by Customer Number 13-4

Browse Invoice by Ship Release Number 13-6

Browse Invoice by PO Number 13-8

Browse Invoice by Order Number 13-9

Browse Invoice Detail by Catalog 13-11

Browse Invoice Detail by Customer and Catalog 13-13

Browse by Old System Invoice Number 13-15

Easy Access 13-17

Customer Lookup 13-19

Inventory Availability / Pricing 13-21

Purchase Order Inquiry 13-23

Customer Branch 13-26

Competitor Cross Reference 13-27

Accessing the Competitor Cross Reference Menu 13-27

COMPETITOR PART NUMBER LOOK UP 13-28

BROWSE BY T&B CATALOG NUMBER 13-31

BROWSE BY COMPETITOR CATALOG NUMBER 13-33

BROWSE BY COMPETITOR NAME 13-37

BROWSE BY SERIES NUMBER 13-41

COMPETITOR CATALOG NUMBER MAINTENANCE 13-42

Add a Record 13-43

Clear the Screen 13-47

Display a Record 13-48

Modify a Record 13-48

Display the Next Record 13-49

Purge a Record 13-49

BROWSE COMPETITOR CROSS REFERENCE NAME TABLE 13-50

CHAPTER 14: GENERAL SUPPORT MENU 14-1

Customer Profile 14-2

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Accessing the Customer Profile 14-2

Maintaining Contacts 14-3

Acknowledgements 14-7

Description of the Customer Profile screens 14-8

Additional Customer Profile Options 14-14

Shipping Requirements field descriptions 14-15


Customer Item Specific Profile 14-17

Adding Customer Information 14-18

Customer Part Numbers 14-20

EDI Conversions 14-21

Modifying a Customer Item Profile 14-23

Deleting a Customer Item Profile 14-25

On-Demand Reports 14-27

APPENDIX - FREQUENTLY ASKED QUESTIONS (FAQS) I

APPENDIX - CODE SEQUENCE FOR MENUS I

APPENDIX - CONTACT INFORMATION I

Index i

Introduction and Overview

Current Rev - 10/22/99 1-1

Chapter 1: INTRODUCTION AND OVERVIEW

Introduction to TOPSThis chapter will introduce the T&B Order Processing System (TOPS) for CSRs. The manual willdescribe the basics of Order Entry, as well as the business policies and service level expectations fora CSR.

TOPS Overview & Scope

The TOPS system is a multi-functional software system intended for order processing and warehousemanagement. Each major component is divided into several unique subsystems. Each subsystemallows order information to be established, maintained, deleted, and tracked. TOPS includes all ofthe marketing and sales support systems, such as item pricing, customer quotations, andwarehousing, all of which are critical to order processing.

The system is Y2K compliant, expandable, and enabled to keep pace with T&B acquisition growthand growing internal need while allowing for better service to its customer base.

TOPS features user-friendly, menu-driven input and ease-of-screen navigation designed specificallywith the T&B business specialist in mind. Each menu displays a set of command codes and keyfunctions that make execution of functions easier to perform.

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The scope of the TOPS system has been designed to accommodate the following:

Type Quantity

Backlog $100 Million

Catalog Items 325,000 total; 200,000 active

Customers 40,000 total; 25,000 active

Dial-Up Agents 190

Direct Agents 31

DMI Trading Partners (600 locations) 38

EDI Trading Partners (8,150 locations) 387

EDI Transaction Sets 20

IBM Network User - Australia

- Singapore

Manufacturing Plants 40+

Master Distribution Centers 3

Online Users 5,000

Public Warehouses 10

T&B Sales Offices 23


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TOPS Benefits over OES

For the Customer:

• Real-time allocations

• Order entry and shipping flexibility

• Improved EDI capability

• Enhanced Web Easy-Net Access

• Fed Ex & UPS carrier tracking

• Fax server & e-mail acknowledgments

• Extensive editing & text capability to ensure more accurate customer orders

For T&B Personnel:

• Region of the world

• Dating

• Metric weights & dimensions

• Carton lot rounding

• Availability for sale

• Currency

• All order lines remain on original order

• Credits and Returns will be different order types

• Easier navigation and search capabilities

• Ability to specify carrier by branch location

• Allocation/de-allocation logic

• Proactive User reminder messages

• CSRs: Pending, Price Release, EDI Errors

• Pricing: Price Release

• Traffic: Add Freight Charges

• Claims: Credits/Returns for Approval

• Credit: Credit Holds for Review

• Planners: MTO items, Critical Stock, NOQ

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TOPS Concepts

Customer Purchase Order

• No searching through multiple tickets to locate current shipping status

• All lines of an order stay together

• Each order line is "assigned" to the branch from which it ships

• Duplicate purchase order number warning

Order Entry

• All new orders are entered from this module only

• Credits and Returns are processed in different modules

• Incomplete orders stay in "pending" status until released by CSR

• Once an order has been "END"-ed, it is "hard allocated" and available to "Wave" forPick/Pack/Ship

• Five easy steps:

• Order Header

• Line Entry

• Verification

• Order Summary

• End

TOPS Capabilities

• Enter items by Customer Part Number, T&B Catalog Number, or UPC

• Extensive search capabilities

• Automated Pricing Support

• Trade/Distributor Cost/Customer Specific Net Sheets

• Quotes pull automatically at line entry

• Manual option (requires Price Release)

• Extensive Text Message/Note capabilities

• Customer Profile, Order Header, Line Level, Document Support

• EDI (front end - fully automated)

• Bar Code Shipping Labels from all facilities


Current Rev - 10/22/99 1-5

• On-line Package Tracking to Customer

• Integrated worldwide inventory/Sales Stats availability within T&B

• Easy Access

• Distributor Inventory Availability

• User-friendly Help System

• Automated RMAs and PAR&Rs (WIP)

Action Fields

Most data input screens require a code indicating the action to be performed after enteringinformation. Standard codes are as follows:

Action Code Description

A Add a new record using the data values on the screen

B Browse and display records from the database or support tables

C Clear the information that has been entered on the screen

D Display the record that matches the key field entered on thescreen

M Modify the record displayed with user-entered changes

N Display the next record after the presently displayed record

P Purge (delete) the record that matches the key field entered onthe screen

These actions may require additional user actions and are explained by the status and text messagelines displayed at the bottom of the TOPS screen.

Basics - How To

Current Rev - 10/22/99 2-1

Chapter 2: BASICS - HOW TO

"Basics - How To" Objectives• Learn to navigate through the system (using menus and PF keys)

• Become proficient: Locating customers in TOPS and using on-line help

• Ability to enter any type of order or customer note and to contribute to ongoing maintenance bybuilding necessary text keys

• Make users familiar with the system and build confidence through mastering the basics

Regional FormattingTOPS dates, weights, and measures are regionally formatted. What does this mean to you?

• If you are located in Europe, you will enter your dates and see them displayed as DD/MM/YY.

For example: 08 July 1999

08/07/99

Also, Europeans will have weights and measures in metric form.

• If you are located in the Americas, you will enter your dates and see them displayed asMM/DD/YY.

For example: July 08, 1999

07/08/99

Americas-based users will have weights and measures in English standard form.

Logging On• Once your computer is turned on and you have completed the Novell logon, start the EXTRA!

program. If you have a shortcut to EXTRA, double-click the EXTRA! icon on your desktop.

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• The "Sessions" dialog box will appear. You should have sessions numbered 1-4. Select any oneof the numbered sessions and open it. You will repeat this process for every session you open,so be sure to select a session number that you have not yet opened.

• The TBAMNET screen will appear.

Basics - How To

Current Rev - 10/22/99 2-3

• Go to the command line at the bottom of the screen (====>) and type:

While in training: TRAIN

To go into production: MVSOL

• The TB NET screen will appear. Press <Enter> to go to the next screen.

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• The signon panel screen will appear. Type your User ID and password then press <Enter>.

User ID example: Your User ID consists of your first initial, plus your middle initial, plus thefirst five (5) digits of your last name

Mary Jane Smithson's user ID is MJSMITH

First-Time Password:

The first time you log on to the system, your password will be "Password". You will beprompted to change this at your first visit. Your new password may be any combination ofletters and/or numbers (alphanumeric), as long as it is six (6) characters minimum/eight (8)characters maximum.

NOTE: Be sure to write your new password down so you can find it if you forget it!

Change Your Password:

Type your new password at the "new password" line. Retype the same new password at the"verify password" line. Press <Enter>.

Enter your User ID and password on the appropriate line(s) then press <Enter> to go to thenext screen.

NOTE: Passwords must begin with a letter.

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Current Rev - 10/22/99 2-5

• The T&B System Access Menu will appear.

• To enter the Production system, type '7,' press <Enter>.

-or-

To access the Training system, you must now clear the screen. Depending on your keyboard,press <Clear> or <Pause-Break> to clear the screen.

• To enter the Training system, type natl at the top of the blank screen, then press <Enter>.

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• The T&B Order Processing System Main Menu will appear.

• You have successfully logged on and may now begin working in the TOPS system that youlogged into.

Basics - How To

Current Rev - 10/22/99 2-7

Navigating the MenusAll menus are task-driven. This means you will select a menu option based on the task you have tocomplete. As a CSR, you will most often select the Customer Service Menu from the Main Menu.Logistics planners will most often select the Logistics/Planning Menu, etc.

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• In the Code field of the Customer Service Menu, type the two-letter code of your choice, thenpress <Enter>.

From the Customer Service Menu, your menu selection will depend on what it is you need to do.Your menu choices are as follows:

Code Menu Description

OE Order Entry Use to enter a new order

OM Order Management Use to make changes to an existing order

OS Order Status Check the status of an order. No changes may bemade from these screens

CQ CSR Quote Menu Quotation entry, look-up, and print

PB Problem Resolution Menu Invoice inquiry (archived orders up to one year old),Return Material Authorizations (RMA's), credit memorequests, and EDI Error Correction

PO Pending Orders by UserID Use to check or fix incomplete orders entered withyour UserID

PI Price Inquiry Check the price of a part for a customer

SC Stock Check Inquiry Check for stock availability on a given part number

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Code Menu Description

PA Price and Availability Check pricing and stock for a given part number for acustomer all on a single screen

RM Reference Menu User-specific menus and tables; invoice inquiry

GS General Support Menu Customer part number databases; general supporttables, including: where made codes, product groups,SCAC codes, and branch ID's; customer profile; textkeys

Menus throughout TOPS will follow the same basic logic. Each chapter will provide a breakdown ofwhat their specific menus mean and what functions they perform.

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Using the PF KeysWhat is a PF key? "PF" is short for "Program Function."

Depending on your keyboard, you may access the PF option either by pressing the appropriate <F_>key or by pressing and holding <Ctrl> and the associated <F_> key. For example, on-line help isusually accessed either by pressing <F1> or <Ctrl><F1>. This is referred to as the PF1 key.

The PF keys change from menu to menu and from screen to screen. A PF legend will appear at thebottom of every screen to display what options are available and how to access them.

PF Key Legend

Some PF keys have the same function throughout TOPS.

Key Name Description

Clear Clears the fields in the screen you are working on

Main Returns to the Main Menu

Retrn (Return) Goes back to the previous screen

Quit Goes to the termination confirmation window to end your TOPS session(the system will ask if you are sure you want to quit whatever you havebeen doing without saving the information)

Bkwrd (Backward) Page up (one screen)

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Key Name Description

Frwrd (Forward) Page down (one screen)

Right Scrolls screen to the right to display additional information

Left Scrolls screen to the left to display additional information

Secr (Security) Displays your security access level. This determines whatscreens you may access and/or manipulate

Opt (Options) Provides a list of related available options

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Using HelpIt is very important when accessing on-line help that you place your cursor directly over the area forwhich you have a question or need help.

• For example, if you are on the Copy a Customer Profile screen and you need help determiningwhat the 'A' or 'D' action code stands for, you would place your cursor in the ACTION field thenpress PF1.

For Help, press PF1

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• A Help screen will appear.

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• In the Enter Action to be Described field of the Help screen, type the letter for which you need adefinition. In this case, we will select the letter 'D' then press <Enter>.

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• The definition of 'D' and/or a description will be displayed for you to read.

• When you have finished reading the help text, press <PF2> to return to what you were doing.

Look-Up FieldsLook-up fields (browse windows) are a help function.

Some fields appear with an asterisk next to them. Those fields have a look-up function attached tothem. Place the cursor on the field in question and press PF1. A pop-up window will appear with alist of available options, related items, or definitions.

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What is a . . .?

Term Description

Action code Action codes are used throughout TOPS. They remain consistent andmay be used on a variety of screens:

• A = Add (*)

• B = Browse

• C = Clear field data

• D = Display

• M = Modify (*)

• N = Next

• P = Purge (delete) (*)

(*) Restricted use

Batch Process A batch process is a stream of processes that are either submittedmanually or scheduled for a designated time which require little or no userinterface. The process (or program) runs by gathering data that hasalready been entered in the database(s). It should not require the user toinput any further information.

"Wave" logic (the process of shipping orders through the distributioncenters) is an example of a batch process. EDI orders are also picked upfrom various T&B partners through a batch job.

Item Number An item number can be a Thomas & Betts catalog number, a CustomerPart Number (CPN), or a Universal Product Code (UPC).

The UPC code appears on T&B product labels below the bar code. It isalso listed on the Item Master. Some customers (for example, HomeDepot) place their orders based on the UPC number.

Order An order is any purchase order received from any customer. It may enterthe T&B system through EDI or the customer may fax, phone, or e-mailthe order in.

If the order is entered through EDI, the customer has placed the orderdirectly with T&B.

All other orders are considered to be manual orders.

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Ship Release and How It WorksA ship release is a component of the distribution batch process that sends items allocated on anygiven order through the wave logic at the warehouse. This in turn allows the distribution group toprocess those available items for shipment to the customer.

The batch process runs several times a day at the main warehouses and may be immediate at someof the plants. Immediate ship release occurs when plants code newly finished goods as “available forshipment.” This is inventory that is now available for sale. The ship release generates as soon asthe system locates any order at that location which requires the needed material.

An order may have a single ship release from a single location or many ship releases from severaldifferent locations. There is no limit to the number of ship releases generated except in twoinstances: 1) the order is completed and there is no further product required; or 2) the order is markedas “SHIP COMP” at the header level.

Orders marked as “SHIP COMP” are required to be shipped "complete." Ship complete orders allowonly one ship release from one location and force the order to be completed in a single shipment.Ship complete should only be used at the request of the customer.

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Finding a Customer (Account Number)In the Customer Profile module and the Order Entry module, there are many ways of looking up acustomer. You may search by ship-to postal code, ship-to name or city, bill-to name or city, or sortcode.

Search by Name in the Customer Profile

• Type 'B' in the ACTION field then press <Enter>. This will take you to a look-up screen.

Note: In the Order Entry module, you can place your cursor in the *ACCT field, then press PF1.

• Cursor select the type of search you require.

• The “Browse Customers by Bill-To Name” screen will appear.

• In the ADDRESS NAME field type the first 5 characters of the bill-to name, then press <Enter>.This will direct you to a look-up screen.

• Cursor select the customer you require.

• The system will return you to the Customer Profile screen and populate all fields applicable to thatcustomer.

Basics - How To

Current Rev - 10/22/99 2-19

Troubleshooting Guide

Error/Problem Reason/How To Resolve

Cannot access ascreen/field/information

You probably do not have security clearance, or it is possible thatthe screen or field you are attempting to access is not fullyfunctioning yet.

Check with your supervisor for assistance.

Cannot find a customer The customer may not be loaded in the T&B database.

Ask if they have purchased directly from T&B in the past. If so, try adifferent search method. (For example, if you have been searchingby customer name, try searching by ship-to zip code). If you stillcannot find the customer, contact the salesman or ask yoursupervisor for assistance.

If they have not purchased directly from T&B, you will need tocomplete a new customer form.

Cannot Logon to TOPS Verify that your User ID and Password are correct and that you havefollowed the directions for logging on. Re-attempt Logon.

If you still cannot logon, check with your supervisor to see if thesystem is down.

If the system is functioning and you still cannot logon, call the ITHelp Desk at extension 2229 to report the problem.

Forgot Password Call the IT Help Desk at extension 2229.

Line actions can only bespecified in conjunctionwith <Enter> key

This occurs on the Notes screens when you attempt to add a linenote for which the order line does not exist. The screen will freeze.

You will not be allowed to continue, nor will you be allowed out.

You will need to disconnect your session and signon again.

My computer is frozen This could be any number of problems.

Try pressing <Ctrl><Alt><Delete>.

A dialog box will appear. Select the "End Task" option to close theapplication that is not responding.

If the computer does not "unfreeze," press <Ctrl><Alt><Delete>again.

This time, select "Shut down computer and restart." This shouldsolve any problems.

If not, call the IT Help Desk at extension 2229 to report the problem.

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Error/Problem Reason/How To Resolve

My screen (session) isfrozen

There are instances when the mainframe slows down. BEPATIENT. The screen should start responding again.

NOTE: The TOPS system could crash. If so, be assured that IT isaware of the issue and will restore the system as soon as possible.

No on-line help where helpis needed

Check with your co-workers or consult your training manual.

Notify your supervisor as to exactly which screen and what fieldrequires the help message.

(A "screen dump" will be a useful tool). Submit any Help ideas youhave.

User ID Revoked You have probably tried to use the wrong combination of User IDand Password more than three times in a row.

Call the IT Help Desk at extension 2229.

Text/Notes

Current Rev - 10/22/99 3-1

Chapter 3: TEXT/NOTES

Adding Text"Text" is a group of paragraphs, sentences, words, letters, and/or numbers. It can either be addedmanually by typing each word, letter, or number, or by selecting a text key. A text key is a code thatpoints to a permanent, pre-defined body of text. Similar to a macro, the text key will automaticallyadd all items linked to that key.

• To access notes, press the PF key labeled "Notes" from any screen that offers the option.

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• Press PF4 to add a new note. The Order Notes screen will appear.

Several blanks need to be filled in:

Field Description

ACT (Action Code). Decide whether to add, display, purge, etc. Typethe action code of your choice. If no notes appear, the system willautomatically assume you want to add a note and no action codewill be required.

LINE Fill this field in ONLY if the note is specific to a certain line item ona certain order. If this is the case, fill in the line item number;otherwise leave this field blank

SEQ (Sequence). This field allows you to prioritize the message. Youmust assign the note a place in the note queue.

For example, it may be very important that the note appearimmediately following the line above it. If so, you would assign thenote a sequence number of '1.' Or, it may be that the note onlyneeds to appear "somewhere" on the page and it does not matterwhether it is the last item listed. If that is the case, you wouldassign a sequence number of '20."

Sequence numbers DO NOT leave gaps on the page. If the onlynote you have assigned is sequence number '20,' it will appearimmediately after the line above it.

Sequence numbers are assigned because you cannot re-prioritize.(If you assign a sequence number 001 and later decide anothernote is more important, you cannot go back and change thatnumber.)

Leave gaps in between numbers so that you can go back and fill inwith other notes if necessary. We recommend assigning numbersin multiples of 5.

PLCMNT (Placement). Where should the note be placed? There are threeoptions:

• U = Display on current screen only. This is only used throughthe customer profile screen. It will provide a customer servicereminder screen at the time of order entry

• S = Print at start of document (Order Level). Used for notespertaining to the entire order

• E = Print at end of line (Item Level). Used for notes pertainingto a specific line

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Field Description

MSG TYPE (Message Type). There are two options:

• F = Freeform. Type freeform note in now

• K = Text Key. Pre-defined body of text

USAGE CODES Determines where the notes will print. There are several options:

• A = Acknowledgement

• D = Delivery/shipping papers

• I = Invoice

• P = Pick list (an internal document)

• X = Combination of A, D, and I

• Y = Combination of A, D, I and P

• C = Customs message

• F = Freight forwarder (third-party address - also notify)

Or you may select from strictly internal messages:

• O = Screen display only; no printed output

• H = CSR order entry header reminder message. Appears atthe order entry header screen; no printed output

• L = Planner message from CSR with instruction on how topromise order/line

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Free Form NoteIf you choose to add a note (ACT "A") for line item 2 (LINE 002) for sequence number 005 (SEQ 005)to print immediately following the line (PLCMNT "E") as a free form message (MSG TYPE "F") to printon the order acknowledgement (USAGE CODE "A"), then the screen would display as picturedbelow.

Text/Notes

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• Type your note text in the line displayed.

• To display additional lines for text, press <Enter>.

• Place the cursor a the end of the text already entered and continue typing your text.

There are 99 lines of text available for each note sequence number.

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• When you have completed your notes, press <Enter>. The order notes screen will re-appear.

A message on the screen should read: "NOTE added successfully."

• You have successfully added a free form note.

Between the placement and usage code fields, you have the ability to place a note mostanywhere you need one.

To move notes around, you only need to change the codes.

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Text Key

• To enter a note using a text key, follow most of the steps listed above. The difference will occurat the MSG TYPE field.

Instead of inserting an 'F' for free form, insert a 'K' for text key.

• Place your cursor on the TEXT KEY OR TEXT field, then press PF1 for help. A browse windowof available text keys will appear.

• The text key code is a combination of the MSG TYPE (message type: for example, EX forexport), the MSG NUM (message number: for example, 001), and MSG LANG (messagelanguage: for example, EN for English).

This text key would be named EX001EN.

To cursor select a text key, place the cursor on the appropriate line then press <Enter>.

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• The system will automatically add the text key and return to order notes.

You will see the text key name displayed in the TEXT KEY OR TEXT field.

A message on the screen should read: "NOTE added successfully."

• You have successfully added a text key note.

Text/Notes

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Adding Notes from Customer Profile• From the Customer Service Menu, type GS in the Code field, then press <Enter> to go to the

General Support Menu.

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• From the General Support Menu, type CP in the Code field to go to the Customer Profile Menu.

Text/Notes

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• From the Customer Profile Menu, type CP in the Code field, then press <Enter> to access thecustomer profile.

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• Type D in the ACTION field to display a record, then enter the customer number in theCUSTOMER NUM field, then press <Enter>.

Text/Notes

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• The fields on the screen will populate with the customer’s stored information.

Press PF9 to open the Options browse window, then cursor select the NOTES option.

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• The Customer Profile Customer Notes screen will appear.

To add a note, press PF4.

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• Fill in the empty fields. Remember that we recommend sequence numbers in multiples of 5.

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• Press <Enter>. The Thomas & Betts Note screen will be displayed which will give you the optionof entering additional text if necessary.

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• Press <Enter> when you have finished typing your text. A message on the screen will read:"NOTE added successfully."

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Building Text Keys for Repeated UseInstances occur when a certain body of text is repeated for many customers or in many places.However, there is no text key available. When this happens, you may opt to add a new text key.

• From the Main Menu, type CS in the Code field then press <Enter>.

• From the Customer Service Menu, type GS in the Code field then press <Enter>.

• From the General Support menu, type TX in the Code field (text keys).

• Determine the message type from the following options available:

Message Type Description

CL Claims message for customers

CO Order header / item-related messages for customer

EX Export / Customs messages

FC Messages for freight carrier

PL Messages to planning department

QC Quality control / inspection messages

QU Quote Notes

RG Return goods messages for customers

FT Freight Terms

SH Messages to the T&B shipping department

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• To browse the text keys, type B in the Action field then the message type code (for example, EX,SH, FT, etc.) in the MSG TYPE field, then press <Enter>.

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• After determining the next available number, you will need to press PF3 to return to the Text KeyNotes Maintenance screen.

• Type 'A' in the ACTION field to add your text key.

Also type the message type. In this example, we will use EX for Export.

Next, type the message number in the NUM field.

• Determine and type the message language.

English (EN) is the system default language. There are other languages available. TOPS will notallow a new note to be entered that has not been initially entered in English.

Text/Notes

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• After determining the new text key (Msg Type + Msg Num + Msg Lang), enter the title of the textkey (brief description) in the ABBREVIATED TEXT field.

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• Move the cursor to the NOTE TEXT field and enter the text.

Be sure to check for spelling or other errors.

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• After reviewing your message, press <Enter>.

A message on the screen should read: "TEXT KEY_NOTES EX-003-EN added successfully."

• You have successfully built a text key.

Note: The system will not allow you to enter a duplicate text key. If you attempt to do that, an errormessage will be displayed at the top of the screen that reads: "TEXT KEY_NOTES EX-003-EN already exists." You will need to enter a new message number.

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Other Text Key ActionsWhen you need to display or purge a text key (or other action):

• Browse the list of available text keys to retrieve the text key code. Cursor select the text key youdesire.

• Browse the list of action codes to determine the appropriate action code.

• Type the action code in the Action field then press <Enter>.

• If you attempt to purge (delete) a text key, a message will appear on the screen asking you toconfirm the purge.

• Press <Enter> again to permanently remove the text key.

Note: If you do not want to purge the text key, press PF3 to return to the General Support menu.The text key will not be removed.

Order Entry

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Chapter 4: ORDER ENTRY

Basic Order EntryThe following steps will take you through the basic order entry procedure:

• Header Entry

• Line Entry Worksheet

• Review Order

• Verify Order

• Summarize Order

• End Order

Header Entry

• From the Main Menu, type CS in the Code field.

• Press <Enter>.

• From the Customer Service Menu, type OE in the Code field.

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• Press <Enter>. The Order Header Entry screen will appear.

• Enter the customer account number in the *ACCT field.

• Press <Enter>.

Note: If you do not know the Customer’s Account number you may search by ship-to postal code,ship-to name or city, bill-to name or city, or sort code. To do this, place the cursor in the Acctfield and press <Enter>. A browse window will appear. Cursor select the search option youneed and press <Enter>. A look up screen will appear. Enter your information and press<Enter>. Cursor select your customer and press <Enter>.

Note: The Order Header has been populated with the customer information from the Profiledatabase.

• Enter the customer's purchase order number in the *CUST P.O. field.

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• Press <Enter>. The Order Line Entry Worksheet screen will appear.

Note: A system-generated T&B Order Number has been assigned and will remain the samethroughout the order process.

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Order Header Entry screen PF key table:

PF Key Key Name Function

PF1 Help Help

PF2 Main Return to menu

PF3 Retrn Go back one screen/menu

PF4 RFRSH Clear contents of the current screen

PF5 COPY

PF6 DRSHP Go to Drop Ship Window

PF7 EXSVC Go to Expedited Service screen

PF8 N/A

PF9 NOTES Go to Notes screen

PF10 N/A

PF11 ADDTL Go to Additional screen to indicate "Billing-Only" order,Export Destination, Freight Forwarder, and ReznorBreakdown date

PF12 Quit Go to Termination Confirmation window

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Line Entry Worksheet

There are only two fields in the Line Entry screen that must be filled in:

• QTY (quantity)

• ITEM (item)

There are three different methods in which to enter an Item Number:

• Customer Part Number (if loaded on the TOPS cross-reference)

• UPC Number

• T&B Catalog Number

Note: The Customer Part Number must be entered exactly as it appears on the customer's order.

To fill in the Line Entry Worksheet screen, do the following:

• Enter the quantity in the QTY field.

• Press <Tab>.

• Enter the customer part number, UPC number, or T&B catalog number in the ITEM field.

• Press <Enter>.

Note: The system will convert the item number you entered to the correct T&B catalog number in theITEM field, as well as populating the PRICE field with the price of the item assigned for thiscustomer account.

• Continue entering all quantities and item numbers for this order until you have completed the LineEntry Worksheet process.

Note: If you have filled all 10 lines and require more space to complete the order, press PF8. Thepage will shift to 10 additional lines and you may continue entering item numbers.

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Order Line Entry screen PF key table:


PF1 Help Help



PF4 REVW Go to Line Review screen

PF5 STOCK Go to Stock Check screen

PF6 VERFY Go to Verification Lines screen

PF7 BKWRD Go back one screen

PF8 FRWRD Go forward one screen


PF10 N/A

PF11 AGENT Go to Order Items Agent Review screen


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Review the Order (PF4 from the Line Entry Worksheet)

After completing the Order Header and Line Entry Worksheet screens, reviewing the accuracy of theinformation on the order is the next step.

• From the completed Line Entry Worksheet screen, press PF4 to review the order. The LineReview screen will appear.

• Review all line items for accuracy.

• If any information is incorrect, press PF3 to return to the Line Entry Worksheet screen to resolveany inaccuracies.

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Line Review screen PF key table:


PF1 Help Help



PF4 N/A

PF5 N/A

PF6 ORDHD Go to Order Header screen for this order



PF9 N/A

PF10 N/A

PF11 N/A


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Verify the Order (PF6 from the Line Entry Worksheet)

After reviewing the order, go to the Verify screen for final verification of the order. This screen willalso display the allocation status of each line item.

• From the completed Line Entry Worksheet screen, press PF6 to verify the order. The Line EntryVerification screen will appear.

• Analyze all line items for final verification.

• If any information is incorrect, press PF3 to return to the Line Entry Worksheet screen andresolve any inaccuracies, then press PF6 to re-verify the order.

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Order Status CodesThere are approximately eleven line status codes. These status codes have a natural progression asan order is processed through the system to completion. It is helpful to think of these line statuscodes and how they impact the order backlog. Remember, the status code of each line can be foundon the Order Verify Screen.

Status Code Description

Pre-Backlog EDE EDI Error: item cannot move to active backlog until itis corrected

Pre-Backlog ESR ESR Status: item is in ESR status awaiting thecompletion of the catalog number being entered intothe Production Description Database. Items in ESRare not a part of the backlog

Pre-Backlog PEN Pending Status: incomplete order or pending order.Not yet part of the active backlog

Backlog ALC Allocated Status: item is "hard" allocated if stock isavailable and if the request date is blank or if therequest date is less than or equal to 14 days. If anitem is allocated, then it is available for wave selectionor print to plant

Backlog BO Back Order Status: covers all items shippable withinthe coming 15 days that do NOT have stock available.This is the opposite of ALC

Backlog DEF Deferred Status: item is "soft" allocated if due 15-30days out based on the customer's request date. Stockmay or may not be available when the item becomesdue

Backlog FUT Future Status: item does NOT allocate. Representsall order lines with requested ship dates more than 30days out. System may or may not have materialavailable to cover these items

Backlog HLD Hold Status: normal order quantity (NOQ) hold orabnormal order quantity. Temporary system hold toallow for Logistics review

Backlog WVE Wave Status: item is allocated and pulled towave/batch. Order is in pick/pack/ship process

Post-Backlog CAN Cancelled Status: occurs when the entire line or theopen balance of the line is cancelled, due to T&B orderentry error or customer request

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Status Code Description

Post-Backlog COM Completed Status: this status is reserved for"housekeeping" purposes. Ninety days after the lastline on the P.O. has been coded as INV or CAN, thesystem will automatically mark all lines of the P.O. withCOM so that the order can go to the archive file. Allorders on TOPS remain visible via Order Status for 90days after their last lines are cancelled or invoiced

Post-Backlog INV Invoiced Status: item is invoiced. May be at time ofshipment, even up to several days, depending uponprice release

Post-Backlog SHP Shipped Status: item has been shipped. No longerpart of the backlog

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Line Entry Verification Lines screen PF key table:


PF1 Help Help



PF4 N/A

PF5 N/A

PF6 SUMRY Go to Order Input Summary screen




PF10 N/A

PF11 N/A


Summarize the Order (PF6 from the Verify screen)

After reviewing and verifying the order for accuracy, the next step is to summarize the order for thefollowing:

• Order Value

• Credit Holds

• NOQ (Normal Order Quantity) Holds

• Carrier Selections

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To summarize the order, do the following:

• After verifying the order, press PF6. The Order Input Summary screen will appear.

• Review the Summary screen for accuracy of values, holds, and carrier selections.

This screen also indicates from which branch location(s) the order will ship, the number of lineson the order, the allocation percentage, value and weight of each line, as well as the actual valueand weight of each line.

Note: Changes may be made at any time before the order is ended. To make a change, simplyreturn to the Line Entry Worksheet by pressing PF3.

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Order Input Summary screen PF key table:


PF1 Help Help



PF4 N/A

PF5 N/A

PF6 END End order and release to warehouse

PF7 N/A

PF8 N/A

PF9 N/A

PF10 N/A

PF11 N/A


End the Order (PF6 from the Summary screen)

• If the values on the Summary screen are correct, press PF6 to end the order and release it to thewarehouse for packing and shipment to the customer.

• After an order is ended, the system will return you to a new order entry screen.

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Order Entry Features & OptionsThere are many options and features available during the order header and line entry processes,saving time and allowing the user to confirm the integrity of the order.

Order Header Features/Options

• Ability to store drop ship addresses for customers

• Expedited Services

• Header request ship date for entire order

• Independent coding of Certificate of Compliance, government inspection, and Direct Deliveryoverride

• Additional options for shipping requirements

• Carton lot rounding override

• Order mark text message

• Ship-complete code for entire order or for each line

Order Types

Code Order Type Description (Department Responsible)

C Credits Entered by the Claims Department

E Sample Used by T&B sales for demonstration material. CustomerService enters these orders. The Order Type willautomatically change to 'E' based on the Customer Profileof the Sample Account

I Inter-company Order placed by a sister company, such as T&B Europe orT&B Asia

R Return Entered by Order Services or the shipping location

S Standard Used for all stock orders and entered by Customer Service

T Transfer Indicates transfers between plant / shipping locations

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Drop Ship (PF6)

Customer drop-ship address information is easy to code for one-time use and may also be stored inthe customer profile for future use.

To add drop ship information to an order, do the following:

• After entering the customer purchase order number in the Order Header, press PF6. The DropShip Window will appear.

• Do one of the following:

• Enter the drop ship address in the appropriate fields.

• Press <Enter>.

• To add this drop-ship address to the customer profile for future use, press PF6.

Note: Prior to saving the new address, verify that the drop-ship address you wish to add hasnot been previously stored.

If it has been previously stored, choose the address from the browse window. Do NOT saveaddresses more than once. They do not overwrite and will take up excess space in thesystem.

-or-

• Type Y on the "Select from optional ship to address(es) on Cust Profile" line. This will allowyou to use a previously stored address.

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• Press <Enter>. The Customer Ship To Address Browse screen will appear.

• Select the drop-ship address you want for this order.

• Press <Enter>.

• The Drop Ship Window has been populated from the browse screen.

• Press PF3 to return to the Order Header screen.

• The SHIP TO field has been populated with the new drop-ship address.

Drop Ship Window PF key table:


PF1 Help Help



PF4 N/A

PF5 N/A

PF6 ADDDS Add Drop Ship address to Profile

PF7

PF8

PF9

PF10

PF11

PF12

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Expedited Service (PF7)

The expedited service option will allow a user to:

• Select special shipping alternatives

• Browse a list for applicable shipping methods

• Enter third-party billing reference information

• Select the entire order or specific lines within the order for expedited service

• Select all shipments on the order or only the initial shipment for expedited service

To enter expedited service information to an order, do the following:

• From the Order Header Entry screen, press PF7. The Expedited Service Window will appear.

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Expedited Service Window PF key table:


PF1 Help Help



PF4 N/A

PF5 N/A

PF6 N/A

PF7 N/A

PF8 N/A

PF9 N/A

PF10 N/A

PF11 N/A


• In the SHIP METHOD column, type X to the left of the ship method you want to select.

• For available ship carriers, do one of the following:

• If known, type the SCAC code in the SCAC field.

• Press <Enter>.

-or-

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• Place the cursor in the SCAC (Standard Carrier Alpha Code) field and press PF1. TheCarrier Browse window will appear.

TYPE codes for this screen are:

• A Air Freight

• L LTL (Less Than Truckload) Carrier

• P Parcel

• O Ocean

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Carrier Browse Window PF key table:


PF1 help Help

PF2 N/A

PF3 retrn Go back one screen/menu

PF4 N/A

PF5 flip Go to PF-Key Display Options screen (help)

PF6 N/A

PF7 bkwrd Go back one screen

PF8 frwrd Go forward one screen

PF9 N/A

PF10 N/A

PF11 N/A

PF12 N/A

• Place the cursor on the carrier/ship method of your choice, then press <Enter> to return tothe Expedited Service Window.

• The system will populate the CODE and SCAC fields based on the carrier/ship method selected.

• If provided by the customer, enter the third-party billing account number in the REFERENCE field.

• Mark with an X whether the "Expedited service applies to this entire order" or "Expedited serviceapplies only to lines marked at line entry."

• Mark with an X whether the expedited service should apply to "All shipments and backorders" or"Only initial/partial shipment."

• After completing the Expedited Service Window, press PF3 to return to the Order Header screen.

• The system will have coded the Order Header with the appropriate expedited service request.

Note: After the line items have been entered and the order has been reviewed and verified, pressPF6 to Summarize the order.

If you selected Expedited Service for lines marked at line entry, the Update Item ExpediteService screen will appear. This screen will allow you to select the line items that requireexpedited service.

To complete the Update Item Expedite Service option, do the following:

• In the SEL column of each item that requires expedited service for this order, type S.

• The system will update the selected line(s) with the requested expedited service method.

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• When complete, press PF3 to return/continue.

Note: If you need to deselect a line for expedited services then insert a 'U' in the SEL column.

Header Request Date

Entering a date in the Request Date field will code the entire order for that future release date. If youonly want a particular line of the order to be coded with a release date, then enter the Request Dateat the line level on the Line Entry Worksheet.

Header Quote

If a quote number has been provided, enter it in the HDR QUOTE field. This will apply the quote tothe ENTIRE order.

To display available quotes for this customer, place your cursor in the QUOTE field, then press PF1for the browse window.

Certificate of Compliance

Mark this field with a ‘Y’ when a Certificate of Compliance is required for the item(s) ordered.

Government Inspection

Mark this field with a 'Y' if the order requires government documentation.

Direct Delivery Override

Direct delivery customers can only bypass the T&B truck if you change this field from an 'N' to a 'Y.'

Changing the D/D OVERRIDE field allows the customer’s order to ship immediately, as opposed tothe order being held for the customer’s dedicated weekly truck.

Carton Lot Rounding

This field may be changed to an 'N' to allow a quantity to be entered that is less than the standardpackage for an item.

If this field is not changed, every line on the order must show the quantity in multiples of the standardpackage. If the quantities entered do not meet the standard packaging, the system will automaticallyround the quantity up.

Order Marks

An order mark on the header screen applies to the entire order. Use this field when a line ofinformation is required as a reference. The marks field can contain up to 35 characters.

The order mark on the Header screen will apply to the entire order and will appear on the packagelabel.

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Attention

This is similar to an order mark. This field is used for additional reference or to indicate a specificdestination for the package once it reaches the ship-to location. This line of information will alsoappear on the shipping papers and also may contain up to 35 characters.

'Additional' options

The Additional options screen (PF11 - ADDTL) will do three things:

• It will allow international CSRs to enter Export Destination information by using the FreightForwarded option (PF6 - FFADD).

• It will allow any CSR to enter 'Billing Only' orders by changing the BILLING ONLY INDICATORto 'Y' and entering a REFERENCE NUMBER.

• It will allow Reznor CSRs to enter a BREAKDOWN DATE to their orders.

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Ship Complete

The Ship Complete feature allows for three options for shipping an order:

Code Code Name Description

C Ship Entire OrderComplete (fromsingle branchlocations)

Prohibits the order from dropping to the wave or allowingthe paperwork to print until ALL lines on the order FULLYallocate.

If product allocates but cannot be found in the warehouseor plant, the system WILL create a back order for the“missing items/or quantities.” In other words, you will NOTlose the back order on the system.

L Line Ship Complete If the 'L' is on the order header in the Ship Complete field,then EACH line on that order MUST FULLY allocate beforethat particular line can be picked, packed and shipped.

This does NOT mean that ALL lines must ship together.The Line Ship Complete type will NOT CANCEL the backorder in the event shipping finds insufficient material tocomplete the line.

N Ship Complete NotApplicable

Note: Lines that have been transferred from a location to a plant will default to line ship completestatus.

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Order Header Field/Key Descriptions

Field Description

* Asterisk beside a field indicates the field has a browsewindow attached. To access this information, placethe cursor on the field, then press PF1. Also, anasterisk beside the QTY on a line item indicates theitem has been Carton Lot Rounded

ACCT Customer Account Number: The unique nine- digitnumber T&B assigns to each customer

ACP Accept Customer Price: Applies only to EDI orders

ADDED BY Displays the User ID (7 characters) of the personentering the order

ALLOW BRANCH Indicates whether the Customer will allow shipmentsto come from warehouses other than their servicingwarehouse

ATTN Attention/Order Ship Note: Used for additionalreference or to indicate a specific destination for thepackage once it reaches the ship-to location

BACKORDER Indicates whether the Customer will acceptbackorders. This usually applies to the retaildepartment

CERT OF COMP Certificate of Compliance: Documentation that theitem being purchased meets the specifications andstandards indicated in the T&B literature

CPN Customer Part Number: Indicates whether an ordercan be entered using the Customer's part numbersusing the cross-reference database

CTN LOT RD Carton Lot Rounding: Allows a quantity to be enteredthat is less than the standard package for an item. Ifcarton lot rounding remains a 'Y', and you enter a lineitem with a quantity that must be rounded, an asterisk(*) will appear beside the QTY.

CTRY Country

CURRENCY Currency in which the items are being purchased

CUST P.O. Customer Purchase Order: Identification numberspecified by the customer for the items beingpurchased

D/D OVERRIDE Direct Delivery Override: Allows the customer to stopthe order from shipping on their weekly truck. Instead,the order will ship as soon as it becomes available

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Field Description

EDI Indicates whether the Customer is on the T&BElectronic Data Interchange system

ENTRY DATE Date the order was placed on the T&B system

EXPORT INDIC Indicates whether the customer is an Export customer

EZ ACCESS Indicates whether the Customer has the ability to usethe EZ Access System

GOVT Government Inspection: Notification to the shippinglocation that a physical inspection of the items by agovernment or government-appointed agency isrequired

HDR QUOTE Header Quote: Allows the quote to apply to every lineon the order

JIT Just In Time shipment: Indicates whether theCustomer requires the orders be shipped to arrive atthe destination Just In Time. This prevents earlyshipment

NAME Customer Name

OES MESG Order Entry Message: Pre-coded message from theCustomer Profile up to 35 characters in length. Thismessage appears each time an order is entered forthis Customer. Normally, it is a reminder to the orderentry person about a special condition of the account.

ORDER Order type: Indicates which category the order fallsunder (see above)

ODR MK Order Mark: Use this field when a line of informationis needed as a reference

PAYMENT TERMS Predetermined payment agreement

PLAN Signature Service Plan

PRICE MODE Automated versus Manual: Indicates whether thecustomer’s prices will be accepted automatically or ifthey must be entered manually

PROMO Field for Promotional Codes

REF Reference codes: These fields are populated byinformation from the Customer Profile

REPACK Indicates whether the Customer requires T&B torepack products with the Customer's labeling

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Field Description

REQ DATE Request Date: Indicates the future date the customerwould like the material to arrive

SBU Sales Business Unit (European accounts only)

SHIP COMP Ship Complete: Indicates whether the customerrequires the order to move in one shipment. Can becoded at the line or header level

SHIP TO Where the order is shipping to

SOLD TO Customer's "sold-to" or "bill-to" address

SPLREQUIREMENTS

Special Requirements

SVC WHSE Servicing Warehouse: The warehouse from which thiscustomer normally receives their shipments

TOTAL P.O. PRICE If the customer sends a total price for the P.O., it canbe entered on this line. A pop-up window will tell youif the total of the P.O. as entered equals what thecustomer had indicated. The pop-up window willappear when you press PF6 to verify.

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Line Entry Worksheet Features/Options

• Enter by customer part number, UPC number, or T&B catalog number

• Manual pricing option, if necessary

• Line quote and promo entry

• Automatic quote pop-up window for customer number or item number

• Direct access to stock check inquiries

• Line request ship dates open to all market groups

• Easy coding of Line Mark

• Warning boxes (duplicate PO’s, reels, nine times manufacturing cost, $100,000+ order value)

• Easy to change quantities and item numbers during line (worksheet) entry

• Line level verification of agent credit

• Easy to void a line entry

Enter by Item Number

There are three options available for entering Item Numbers:

• T&B Catalog Number

• UPC Number

• Customer Part Number

Whichever Item Number is entered, it will be converted to the corresponding T&B Catalog Number.

Manual Pricing and UM (Unit of Measure)

For specific situations, the price of an item may need to be entered manually.

• Enter the price in the PRICE field.

• Enter the appropriate unit of measure in the UM field (EA, C, M).

Note: The designation of 'EA' for 'each' will change to 'E' in a future release of TOPS.

Quote

If multiple quotes are referenced on the order, enter each quote number at the appropriate line level.A line-level quote will override a header-level quote.

Note: When a quote number exists with the Customer Account Number and the particular ItemNumber entered, the system will take you to a browse screen displaying that quote and givingyou the option to select it.

Order Entry

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Stock Check (PF5)

From the order entry worksheet, you can verify stock on any line item.

• Place the cursor on the line item you want to check.

• Press <Enter>. The Stock Check screen for the item selected will appear.

• Press PF3 to return to the Line Entry screen.

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Stock Check screen PF key table:


PF1 help Help

PF2 main Return to menu


PF4 CLEAR Go to Catalog Resolution screen

PF5 N/A

PF6 N/A



PF9 N/A

PF10 LEFT Go right one screen

PF11 RIGHT Go left one screen

PF12 quit Go to Termination Confirmation window

Requested Ship Date

• On the appropriate line item, type the requested ship date in the REQ DATE field.

• This item will not ship until the date you entered.

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Line Mark

• On the appropriate line item, type M in the TYPE column.

• Press <Enter>. The Line Mark window will appear.

• Type the line mark message (maximum of 35 characters).

• Press <Enter> or PF3 to accept the message and return to the Line Entry screen.

Billing Only

• To mark a line as billing only, type a B in the TYPE column

• Press <Enter>.

Voiding a Line Item

• On the appropriate line item, type V in the TYPE column.

• Press <Enter>. The line will be voided (cancelled) from the order.

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Reznor options

• To enter Reznor options to a line item, type an 'O' in the TYPE column.

• Press <Enter>.

• The Options screen will appear.

• Enter the option, price, and quantity in their respective fields.

• Press <Enter>.

• To return to the Line Entry screen, press PF2.

Modifying a Line Item

• To change the quantity, item number, request date, or price, type over the existing data.

• Press <Enter>.

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Agent Review

• To review the agent/market group data for all lines on the order, press PF11. The Order ItemsAgent Review screen will appear.

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Order Items Agent Review screen PF key table:


PF1 help Help



PF4 N/A

PF5 N/A

PF6 N/A



PF9 N/A

PF10 N/A

PF11 N/A


• Review the information on this screen, then press PF3 to return to the Line Entry screen.

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Line Entry Worksheet Field/Key Descriptions

Field Label/PFKeys

Description

COM Commission: Usually not entered by CustomerService

DIS Discount: Usually not entered by Customer Service.The value of this field is assumed to be '0' (zero)unless otherwise specified. Discounts should beentered without a decimal point

LINE Line numbers are assigned after line items areentered

ORDER TYPE Type of order (Standard, Sample etc.)

QTY Quantity

QUOTE/PROMO Quote Numbers & Promo Codes: Unique numbersassigned to denote special pricing for a list of materialgiven to a customer for a specified period of time

REQ DATE Requested Ship Date

T&B ORDER NUM Order number assigned by the T&B system. Thisnumber is NOT branch specific

TYPE "Type" field: Used to enter line marks, indicate billingonly, voiding a line, and adding Reznor options

UM Pricing Unit of Measure

PF4 REVW Review

PF5 STOCK Displays the Stock Check screen for the item selected

PF6 VERFY Verify

PF9 NOTES See Notes section

PF11 AGENT Indicates which agent is attached to each line item.An agent can be one salesman or a group ofsalesmen or an outside sales agency or a country

Review, Verify & Summary Field/Key Descriptions

Field Label Description

%ALC Percentage of line that has allocated

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HOLDS Holds

HOLDS CREDIT HOLD Resolved by the Credit Department

HOLDS LETTER OF CREDIT Used primarily by International Department for ordersrequiring letters of credit

HOLDS NOQ Normal Order Quantity. An NOQ Hold is resolved byLogistics

HOLDS QUALITY TBA

HOLDS PRICE Dollar value of lines to price release

ST Order Status (see below )

UPC Universal Product Code

Warning Boxes

Warning Description (Department Responsible)

$100,000 Cost If an item entered totals $100,000 or more, a warning box appears. Verifythe quantity, price, and UM of the item. If correct, enter ‘Y’ to continue.Otherwise, press <Enter>, then make the necessary changes.

Duplicate PO A warning box appears if a duplicate PO exists for the account numberused.

High Price If the price of an item equals nine times the T&B manufacturing cost, thena warning box pops up. Verify price and unit of measure for accuracy. Ifyour information is correct, proceed with the order.

Quantity For selected items, a warning box appears indicating this particular item ispurchased in a special way, as some items are purchased by the reel or bythe foot rather than by the piece.

Order Entry

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Error Messages/Troubleshooting

Holds/Availability Reason For/How To Resolve

Credit Hold Occurs when the dollar amount of a customer's total ordersexceed their credit limit. The Credit Department evaluates eachorder to determine whether it can be released. Contact yourCredit Representative with the order number for expeditedreview.

NOTE: NEVER tell a customer they are on Credit Hold

NOQ Hold Occurs when the quantity of an item being ordered is greaterthan the Normal Order Quantity for that Item and branchlocation. The Logistics Department determines whether thisorder can be released as it is or in partial shipments. Contactthe Logistics Representative responsible for the item. You cancontact Logistics by entering a text message.

Quality Hold Occurs when a Quality issue arises concerning an item. Orderscannot be placed against items on Quality Hold. ContactLogistics to determine when the hold will be released. In somecases, a substitute is offered.

Stock Not Available In most cases, lead-time information is provided on the StockCheck screen. If the information is not available, contactLogistics for production and shipping lead times.

Error Message Reason/Corrective Action

Customer is not active for OrderEntry

Verify the customer's account number or contact the salesman.

Customer Name or Number isrequired

If you do not have the Customer Account Number, place yourcursor in the Customer Name field, type their name and press<Enter>.

A browse window appears, listing all of the customer optionsmatching that name.

Cursor select the Customer you need and press <Enter>.

Customer not set up for Pricing Contact the salesman for permission to set the customer up forpricing and then contact the Pricing Department.

Customer not set up on MarketAuth

Customer is not authorized for a particular product/product line.Contact the salesman for permission to authorize and thencontact the Pricing Department to authorize the customer.

Customer Record not on file Verify the account number and contact the salesman.

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Date must be Greater than orderentry date

A request date must be a future date (tomorrow's date at theearliest).

Drop Ship screen • Ship-to Name is Required: Enter a valid Ship-to name.

• Ship-to Address is Required: Enter a valid Ship-to Address.

• Ship-to city is required: Verify and enter the City your orderis shipping to.

• Ship-to State or Province is required: Verify and enter thecorrect abbreviation of the State or Province

• Address/State invalid: Verify and enter the correct address,city and state.

Expedited Services screen • Select All Shipments or First Shipment: Determine whichoption applies to your order.

• Select All Shipments or First Shipment Not Both: Select onlyone option.

• Only one ship method can be selected: Select which shipmethod applies to your order. (Do you need all shipmentsand backorders to be shipped by this method or only theinitial/partial shipment?)

• Select Order Level Or Item Level: Determine which optionapplies to your order.

• Select Order Level Or Item Level Not Both: Select only oneoption.

• Ship Method Is Required: One of the ship methods must beentered before leaving this screen.

• SCAC is Required: To Enter a Valid SCAC Code, placeyour cursor in the SCAC field and press PF1. This willdisplay a browse window with all of the Air Freight options.Cursor select the carrier and service level option you wantand press <Enter>.

Function Unavailable This occurs when attempting to access any function that will bereleased in the future.

Invalid Currency Code for thisCustomer

Verify Customer’s correct currency code. For a list of theCurrency Codes, place your cursor in the Currency Code fieldand press PF1. Cursor select the Code you need and press<Enter>.

Invalid Customer Number Verify the account number and contact the salesman.

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Invalid Order Type Verify Order Type.

Valid Order types are:

• S – Standard

• E – Sample

• R – Return

• C – Credit

• I - Inter-company

Invalid Ship Method Valid values are AIR, PRS, SDS, WC or blank

Item Not on Quote Look up quote in the Quote screens (TOPS or QUIPS). If item isnot on the quote, contact the salesman. If the item is on thequote, contact the Help desk.

Must purchase in multiples ofXXX…

Change the order quantity to the correct multiple and notify thecustomer.

Obsolete Item Verify whether a substitute is available by searching the system,or check with the Technical Department.

Order Type is required Enter a valid Order Type.

Purchase Order Date is Required Enter a valid purchase order date (cannot backdate).

Purchase Order Number isrequired

A Purchase Order Number must be entered in the PurchaseOrder field before continuing the order.

Quantity must be greater thanzero

Verify quantity entered. Remove any punctuation, such ascommas, periods, etc.

Quantity Ordered is less thanminimum order quantity

Adjust the quantity on the order and notify the customer.

Quote has expired Contact the salesman.

Quote has not been approved Contact Quotes person.

Quote is closed Contact the salesman.

Quote is Closed or has Expired Contact the salesman.

Quote is not set up for thiscustomer

Verify the quote number and customers listed in the quotescreens. If the customer is not listed on the quote, contact thesalesman. If the customer is on the quote, contact the helpdesk.

Quote Number Does not Exist Verify accuracy of the quote number with customer. Contact thesalesman.

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Ship-to Country Code is Required Enter a valid country code. To find a valid code, place yourcursor on the Country Code field and press PF1. This willdisplay a browse window. Cursor select the Country Code youwant and press <Enter>.

Ship-to Currency Code isRequired

Enter a valid Currency Code. To find a valid code, place yourcursor on the Currency Code field and press PF1. This willdisplay a browse window. Cursor select the Currency Code youwant and press <Enter>.

Terms Code is Required Verify Customer’s Terms Code. For a list of correct TermsCodes, place your cursor on the Terms Code field and pressPF1. Cursor select the Code you need and press <Enter>.

Unit of Measure is Required Enter a valid unit of measure (EA, C, M).

Order Management

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Chapter 5: ORDER MANAGEMENT

Accessing the Order Management screensTo navigate to the Order Management screens from the Main Menu, type the following field codes ineach menu that is displayed:

• CS (Customer Service menu)

• OM (Order Management menu)

• The options available from the Order Management Menu are as follows:

• MH = Order Header Change

• HI = Order Item Change

• NL = Add New Order Line Item

• CO = Cancel Order

• PR = Items On Price Review Hold

• RD = Request Date Update

• EE = EDI Error Correction

• FA = Force Allocate Backorder Item

MH - ORDER HEADER CHANGE

• From the Order Management Menu, type MH.

• Access the desired order by "pulling" it by the Customer's P.O. number or by the T&B ordernumber.

If the Customer’s P.O. number is used, a list of choices will appear. Select the order by placingthe cursor on the correct line, then press <Enter>.

• The Order Header screen will appear. If the T&B order number is used, the system will displaythe Order Header screen.

• Fields that may be changed by using the PF keys are:

• Ship-To Address (PF6)

• Expedited Services (PF7)

• Order Notes (PF9)

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Drop Ship (PF6)

Customer drop-ship address information is easy to code for one-time use and may also be stored inthe customer profile for future use.

Drop Ship Window PF key table:


PF1 help Help



PF4 N/A

PF5 N/A

PF6 ADDDS Add Drop Ship address to Profile

PF7

PF8

PF9

PF10

PF11

PF12

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To change drop ship information to an order, do the following:

• After entering the customer purchase order number in the Order Header, press PF6. The DropShip Window will appear.

• Do one of the following:

• Enter the drop ship address in the appropriate fields.

• Press <Enter>.

• To add this drop-ship address to the customer profile for future use, press PF6.

Note: Prior to saving the new address, verify that the drop-ship address you wish to add has notbeen previously stored.

If it has been previously stored, choose the address from the browse window. Do NOT saveaddresses more than once. They do not overwrite and will take up excess space in thesystem.

-or-

Type 'Y' on the "Select from optional ship to address(es) on Cust Profile" line. This will allowyou to use a previously stored address.

• Press <Enter>. The Customer Ship To Address Browse screen will appear.

• Select the drop-ship address you want for this order.

• Press <Enter>.

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• The Drop Ship Window has been populated from the browse screen.

• Press PF3 to return to the Order Header screen.

• The SHIP TO field has been populated with the new drop-ship address.

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Expedited Service (PF7)

The expedited service option will allow a user to

• Select special shipping alternatives

• Browse a list for applicable shipping methods

• Enter third-party billing reference information

• Select the entire order or specific lines within the order for expedited service

• Select all shipments on the order or only the initial shipment for expedited service

• Select or de-select the particular lines on an order to be shipped via expedited service

Expedited Service Window PF key table:


PF1 help Help



PF4 N/A

PF5 N/A

PF6 N/A

PF7 N/A

PF8 N/A

PF9 N/A

PF10 N/A

PF11 N/A


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To enter expedited service information to an order, do the following:

• From the Order Header Entry screen, press PF7. The Expedited Service Window will appear.

• In the SHIP METHOD column, type 'X' to the left of the ship method you want to select.

• Verify and/or change the freight code, if necessary:

• C = Collect

• B = Bill (customer will be invoiced for freight)

• P = Prepaid (T&B is paying freight)

Note: If 'P' (prepaid) is selected for expedited service, a "Reason" window will appear and a ReasonCode will be required.

• For available ship carriers, do one of the following:

• If known, type the SCAC code in the SCAC field.

• Press <Enter>.

-or-

• Place the cursor in the SCAC (Standard Carrier Alpha Code) field and press PF1.

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Current Rev - 10/22/99 5-7

• The Carrier Browse window will appear.

• Place the cursor on the carrier/ship method of your choice, then press <Enter> to return tothe Expedited Service Window.

• The system will populate the CODE in the SCAC field based on the carrier/ship method selected.

• If provided by the customer, enter the third-party billing account number in the REFERENCE field.

• Mark with an 'X' whether the "Expedited service applies to this entire order" or "Expedited serviceapplies only to lines marked at line entry."

• Mark with an 'X' whether the expedited service should apply to "All shipments and backorders" or"Only initial/partial shipment."

• After completing the Expedited Service Window, press PF3.

• If the option for expedited service to apply "only to lines marked at line entry" was selected, aselection window will appear with all lines on the order.

• Type an 'S' in the blank next to each line to be expedited. If a line has been marked forexpedited service and needs to be de-selected, type a 'U' in the blank next to the line.

• Press <Enter>.

• Press PF3 to return.

• The system will have coded the Order Header with the appropriate expedited service request.

Carrier Browse PF key table.

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PF1 help Help

PF2 N/A


PF4 N/A

PF5 flip Go to PF-Key Display Options screen (help)

PF6 N/A



PF9 N/A

PF10 N/A

PF11 N/A

PF12 N/A

Order Notes (PF9)

See chapter on "Text"Notes" for this information.

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Fields that are changed directly on the Order Header Change screen:

• Request Date

• Header Quote

• Promo

• Ship Complete

• Carton Lot Rounding

• Certificate of Compliance

• Government

• Order Mark

• Attn/Order Ship Note

• Direct Delivery Override

Header Quote

A quote number may be entered directly or to display available quotes for this customer, place yourcursor in the QUOTE field, then press PF1 for the browse window. Select the correct quote byplacing the cursor on the line then pressing <Enter>.

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Promo Code

Enter a valid Promotional code in this field.

Ship Complete

The Ship Complete feature allows for three options for shipping an order:

Code Code Name Description

C Ship Entire OrderComplete (fromsingle branchlocations)

Prohibits the order from dropping to the wave or allowingthe paperwork to print until ALL lines on the order FULLYallocate.

If product should allocate but cannot be found in thewarehouse or plant, the system WILL create a back orderfor the “missing items/or quantities.” In other words, youwill NOT lose the back order on the system.

L Line Ship Complete If the 'L' is on the order header in the Ship Complete field,then EACH line on that order MUST FULLY allocate beforethat particular line can be picked, packed and shipped.

This does NOT mean that ALL lines must ship together.The Line Ship Complete type will NOT CANCEL the backorder in the event shipping finds insufficient material tocomplete the line.

N Ship Complete NotApplicable

R Retail ShipComplete

This is an option that should only be used to manage anorder and never be used at Order Entry. This would beused on an order that was coded as a 'C' Ship Complete atOrder Entry, when at some point a decision is made torelease the order before it is 100% complete. This willcancel all back orders.

Carton Lot Rounding

This field may be changed to an 'N' to allow a quantity to be entered that is less than the standardpackage for an item or changed to a 'Y' to insure the order quantity rounds to the carton lot. Thedefault in this field is set in the customer profile.

Certificate of Compliance

Mark this field with a ‘Y’ when a Certificate of Compliance is required for the item(s) being ordered. Ifa customer has a policy that requires this documentation on all shipments, the customer profiledefault in this field should be set to 'Y.'

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Government Inspection

Mark this field with a 'Y' if the order requires government documentation. If a customer alwaysrequires this documentation on all shipments, the customer profile default in this field should be set to'Y.'

Order Marks

An order mark on the header screen applies to the entire order. Use this field when a line ofinformation is required as a reference.

Attention/Order Ship Note

Similar to an order mark. This field is used for additional reference or to indicate a specificdestination for the package once it reaches the ship-to location. This line of information will alsoappear on the package label.

Direct Delivery Override

This field will automatically default to the information provided in the Customer Profile. To changethis field, change the 'N' to a 'Y.'

Note: To make a change to any of the fields mentioned above, place the cursor directly in the fieldand enter the new information. After all of the corrections/changes have been made, press<Enter> to process and accept the change(s). A confirmation message will appear on thescreen.

Note: The one thing you will not be able to change is the PO number. The only way around this is tocopy the order, change the PO number on the new order, then delete the old order.

Change Lines

To move to the lines on an order, press PF4 and follow the instructions as described in the nextsection, "HI - Order Item Change."

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Order Header Field/Key Descriptions

Field Description

* Asterisk beside a field indicates the field has a browsewindow attached. To access this information, placethe cursor on the field, then press PF1

ACCT Customer Account Number. The unique nine- digitnumber T&B assigns to each customer

ACP Accept Customer Price. Applies only to EDI orders

ADDED BY Displays the User ID (7 characters) of the personentering the order

ALLOW BRANCH Indicates whether the Customer will allow shipmentsto come from warehouses other than their servicingwarehouse

ATTN/ORDER SHIPNOTE

Attention/Order Ship Note. Used for additionalreference or to indicate a specific destination for thepackage once it reaches the ship-to location

BACKORDER Indicates whether the Customer will acceptbackorders

CERT OF COMP Certificate of Compliance. Documentation that theitem being purchased meets the specifications andstandards indicated in the T&B literature

CPN Customer Part Number. Indicates whether an ordercan be entered using the Customer's part numbersand whether a cross-reference database exists

CTN LOT RD Carton Lot Rounding. Allows a quantity to be enteredthat is less than the standard package for an item

CTRY Country

CURRENCY Currency in which the items are being purchased

CUST P.O. Customer Purchase Order. Identification numberspecified by the customer for the items beingpurchased

D/D OVERRIDE Direct Delivery Override. Allows the customer to stopthe order from shipping on their weekly truck. Instead,the order will ship as soon as it becomes available

EDI Indicates whether the Customer is on the T&BElectronic Data Interchange system

ENTRY DATE Date the order was placed

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Field Description

EZ ACCESS Indicates whether the Customer has the ability to usethe EZ Access System

GOVT Government Inspection. Notification to the shippinglocation that a physical inspection of the items by agovernment or government-appointed agency isrequired

HDR QUOTE Header Quote. Allows the quote to apply to every lineon the order

JIT Just In Time shipment. Indicates whether theCustomer requires the orders be shipped to arrive atthe destination Just In Time.

NAME Customer Name

OES MESG Order Entry Message. A pre-coded message from theCustomer Profile up to 35 characters in length. Thismessage will be displayed each time an order isentered for this Customer. Normally, it is a reminderto the order entry person about a special condition ofthe account.

ORDER Order type. Indicates which category the order fallsunder (see above)

ORDER MK Order Mark. Use this field when a line of informationis needed as a reference

PAYMENT TERMS Predetermined payment agreement

PLAN Signature Service Plan

PRICE MODE Automated versus Manual. Indicates whether thecustomer’s prices will be accepted automatically or ifthey must be entered manually

PROMO Field for Promotional Codes

REF Reference codes. These fields are populated byinformation from the Customer Profile

REPACK Indicates whether the Customer requires T&B torepack products with the Customer's labeling

REQ DATE Request Date. Indicates the future date the customerwould like the material to arrive

SBU Sales Business Unit

SHIP Indicates the Customer's preferred carrier

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Field Description

SHIP COMP Ship Complete. Indicates how the customer wouldlike the order to ship

SHIP TO Where the order is shipping to

SOLD TO Customer's "sold-to" or "bill-to" address

SPLREQUIREMENTS

Special Requirements

SVC WHSE Servicing Warehouse. The warehouse from which thiscustomer normally receives their shipments

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HI - ORDER ITEM CHANGE

This is how a change may be made to the body or line items of an existing order.

• From the Order Management Menu, type HI.

• Access the desired order by "pulling" it by the Customer's P.O. number or by the T&B ordernumber. -

If the Customer’s P.O. number is used, a list of choices will appear. Select the order by placingthe cursor on the correct line, then press <Enter>.

• In the LINE # field, enter the line to be changed, then press <Enter>.

Alternatively, you may leave the LINE# field blank, then press <Enter>. If no line number wasentered, all lines for that order will come up. Cursor select the appropriate line, then press<Enter>.

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• This will display the screen with all of the line information on it.

The functions that may be performed from this screen are:

• Change quantity

• Change request date

• Change price

• Change line mark information

• Change line notes

• Cancel a line

• Change branch

• Split a line

Note: Any time a change is made to a line, line notes need to be added to explain why the changewas made and who requested the change, along with the date. This will help to avoidquestions later and will serve as a reference for future inquiries. The system will record theUserID, date, and time that any changes are made.

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Change the Quantity

• Move the cursor to the NEW OPEN QTY field.

• Enter the new open quantity, then press <Enter>.

Be sure you only enter the revised "Open Quantity." For example, if 1000 were ordered on theoriginal order, 250 shipped, the current open quantity would be 750. If the customer wants tochange their purchase order quantity to 2000, the NEW OPEN QTY would be 1750 because 250have already shipped.

Change the Requested Ship Date

• Type the new request date in the NEW REQUEST field, then press <Enter>. (Do NOT useslashes or dashes)

Change the Pricing, Unit of Measure, or Discount

• In the NEW column in the pricing area, type the new price, new unit of measure, or new discount,then press <Enter>.

Quote

• If multiple quotes are referenced on the order, enter each quote number at the appropriate linelevel.

Changing or Adding Line Notes

Any time a change is made to a line, line notes need to be added to explain why the change wasmade and who requested the change, along with the date. This will help to avoid questions later andwill serve as a reference for future inquiries.

• Press PF6 to go to the Notes screen.

• Enter the notes just as in any other Notes screen (for example, Order Entry). Please refer toNotes section.

Cancel a Line

Note: Make sure the cursor is on the correct line before the cancel key is pressed! Once a line iscancelled, it CANNOT be brought back (undone)!

• After you have verified you have the correct line on the screen, press PF9.

A verification box will appear. Enter either 'Y' or 'N' and the line status will be changed to CAN.This line has been cancelled.

• If a line has been cancelled that should not have been, you will need to re-enter the line item.

Note: If the order quantity is changed to '0' (zero), the line will automatically cancel. If the orderquantity on all lines is changed to '0' and nothing has shipped, the entire order willautomatically cancel.

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Change Branch

• Move the cursor to the CHANGE BRANCH field.

• Enter the new branch number or a branch may be selected from the drop down windowaccessible by pressing PF1.

• Enter the quantity to be transferred then press <Enter> to process the branch transfer.

Split a Line

• Move the cursor to the LINE SPLIT field and type 'Y'.

• A drop-down box will appear. Enter the branch number and quantity to split, then press <Enter>.

• A new line will have been created for that order and the open balance on the original line will nowbe reduced by the transferred amount.

• PF4 (Next) hotkey: The PF4 key will take you to the next line of the order that is NOT cancelled,shipped, invoiced, or in wave status.

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Header Change

To make a change on the order header press PF4 and follow the instructions as described in theprevious section, "MH - Order Header Change."

Warning Boxes

Warning Description (Department Responsible)

$100,000 Cost If an item entered totals $100,000.00 or more, a warning box will appear.Verify the quantity, price, and UM of the item. If correct, enter ‘Y’ tocontinue. Otherwise, press <Enter>, then make the necessary changes.

High Price If the price of an item equals 9 times the T&B cost amount, then a warningbox will appear. In this case, verify price and unit of measure for accuracy.If your information is correct, then proceed with the order.

Quantity For selected items, a warning box may appear indicating this particularitem is purchased in a special way.

NL - ADD NEW ORDER LINE ITEM• From the Order Management Menu, type NL.

• Access the desired order by "pulling" it by the Customer's P.O. number or by the T&B ordernumber.

If the Customer’s P.O. number is used, a list of choices will appear. Select the order by placingthe cursor on the correct line, then press <Enter>. The system will populate the fields in the AddNew Lines screen.

If the T&B order number is used, the system will populate the fields in the Add New Lines screen.

• When the correct purchase order information is displayed, press PF6 to add a new line or lines tothe order.

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• Enter the appropriate information just as in Order Entry.

• Follow the same steps to end an order as in Order Entry.

• Press PF6 to verify the order.

• Press PF6 to summarize the order.

• Press PF6 to end the order.

Note: Adding a line to an existing order may also be performed from other areas in OrderManagement where there is a function at the bottom of the screen (for example, NEWLN inthe HI - Order Item Change screen).

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Line Entry Worksheet Field/Key Descriptions

Field Label/PFKeys

Description

COM Commission. Usually not entered by CustomerService

DIS Discount. Usually not entered by Customer Service

LINE Line numbers are assigned after line items areentered

ORDER TYPE Type of order (Standard, Sample, etc.)

QTY Quantity

QUOTE Quote Number: Unique number assigned to denotespecial pricing for a list of material given to a customerfor a specified period of time.

REQ DATE Requested Ship Date

T&B ORDER NUM Order number assigned by the T&B system. Thisnumber is NOT branch specific

TYPE "Type" field. Used to enter line marks, indicate billingonly, voiding a line

UM Unit of Measure

PF4 REVW Review

PF5 STOCK Displays the Stock Check screen for the item selected

PF6 VERFY Verify

PF9 NOTES

PF11 AGENT Indicates which agent is attached to each line item.An agent can be one salesman or a group ofsalesmen or an outside sales agency or a country.

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Review, Verify & Summary Field/Key Descriptions


%ALC Percentage of line that has allocated

HOLDS Holds

HOLDS CREDIT HOLD Resolved by the Credit Department

HOLDS LETTER OF CREDIT

HOLDS NOQ Normal Order Quantity. A NOQ Hold should beresolved by Logistics

HOLDS QUALITY

HOLDS PRICE Dollar value of lines that need to be price released

ST Status

UPC Universal Product Code

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CO - CANCEL AN ORDER• From the Order Management Menu, type CO.

• Access the desired order by pulling it by the customer's P.O. number or by the T&B ordernumber.

• When the correct order has been pulled, press PF6 to display the verification screen.

• If the order should be cancelled, type 'Y' in the field provided, then press <Enter>.

• If the order is cancelled, a confirmation message of cancellation will be displayed.

• If the order does not need to be cancelled, type 'N' in the field provided, then press <Enter>.

If the order is not cancelled, a confirmation message of non-cancellation will be displayed.

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Problem Resolution - Handling Difficult SituationsThe table below may be used as a general guideline for helping to diffuse potentially difficultsituations with T&B customers.

Problem How To Resolve / What To Tell Customer

Credit Holds DO NOT TELL THE CUSTOMER! Credit will checkevery so often through out the day and will take care ofthe credit hold situations. If this order is an overnightshipment credit should be contacted.

Customer is not active for Order Entry Verify the customer's account number and contact thesalesman or your Supervisor.

Customer Name or Number isrequired

If you do not have the Customer Account Number, placeyour cursor in the Customer Name field, type theirname and press <Enter>.

A browse window will appear listing all of the customeroptions matching that name.

Cursor select the Customer you need and press<Enter>.

Customer not set up for Pricing Depending on your market group, contact the salesman,the Pricing Department, or the Marketing Department.

Customer not set up on Market Auth Customer is not authorized for a particularproduct/product line. Contact the salesman orMarketing Department for permission to authorize andthen contact the Pricing Department to authorize thecustomer.

Customer Record not on file Verify the account number, contact the salesman, or theMarketing Department.

Date must be Greater than order entrydate

A request date must be a future date.

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Drop Ship screen • Ship-to Name is Required: Enter a valid Ship-toname.

• Ship-to Address is Required: Enter a valid Ship-toAddress.

• Ship-to city is required: Verify and enter the Cityyour order is shipping to.

• Ship-to State or Province is required: Verify andenter the correct abbreviation of the State orProvince

• Address/State invalid: Verify and enter the correctaddress, city and state.

Expedited Services screen • Select All Shipments or First Shipment: Determinewhich option applies to your order.

• Select All Shipments or First Shipment Not Both:Select only one option.

• Only one ship method can be selected: Selectwhich ship method applies to your order. (Do youneed all shipments and backorders to be shipped bythis method or only the initial/partial shipment?)

• Select Order Level Or Item Level: Determine whichoption applies to your order.

• Select Order Level Or Item Level Not Both: Selectonly one option.

• Ship Method Is Required: One of the ship methodsmust be entered before leaving this screen.

• SCAC is Required: To Enter a Valid SCAC Code,place your cursor in the SCAC field and press PF1.This will display a browse window with all of the AirFreight options. Cursor select the option you wantthen press <Enter>.

Function Unavailable This would occur when attempting to access anyfunction that is currently unavailable.

Invalid Currency Code for thisCustomer

Verify Customer’s currency code. For a list of theCurrency Codes, place your cursor in the CurrencyCode field and press PF1. Cursor select the Code youneed and press <Enter>.

Invalid Customer Number Verify the account number and contact the salesman.

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Invalid Order Type Verify Order Type.

Valid Order types are:

• S – Standard

• E – Sample

• R – Return

• C – Credit

• I - Inter-company

Invalid Ship Method Valid values are AIR, PRS, SDS, WC or blank.

Item Not on Quote Look up quote in the Quote screens (TOPS or QuiPS).If item is not on the quote, contact the salesman. If theitem is on the quote, contact the Help desk.

Must purchase in multiples of XXX… Change the order quantity to the correct multiple andnotify the customer.

Obsolete Item Verify whether a substitute is available by searching thesystem, or check with the Technical Department.

Order Type is required Enter a valid Order Type.

Purchase Order Date is Required Enter a valid purchase order date.

Purchase Order Number is required A Purchase Order Number must be entered in thePurchase Order field before continuing the order.

Quantity must be greater than zero Verify quantity entered. Remove any punctuation, suchas periods, commas, etc.

Quantity Ordered is less thanminimum order quantity

Adjust the quantity on the order and notify the customer.

Quote has expired Contact the salesman.

Quote has not been approved Contact the Quotes person.

Quote is closed Contact the salesman.

Quote is Closed or has Expired Contact the salesman.

Quote is not set up for this customer Verify the quote number and customers who are listed inthe quote screens. If they are on the quote, contact thehelp desk.

If the customer is not listed on the quote, contact thesalesman.

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Quote Number Does not Exist Verify accuracy of the quote number with customer.Contact the salesman.

Ship-to Country Code is Required Enter a valid country code.

To find a valid code, place your cursor on the CountryCode field and press PF1. This will display a browsewindow. Cursor select the Country Code you want andpress <Enter>.

Ship-to Currency Code is Required Enter a valid Currency Code.

To find a valid code, place your cursor on the CurrencyCode field and press PF1. This will display a browsewindow. Cursor select the Currency Code you want andpress <Enter>.

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Function Unavailable This would occur when attempting to access any function thatwill be released in the future.

Invalid Catalog Number Verify catalog number. Confirm catalog number with customerand/or the Technical Department.

Invalid Part Number Verify part number. Confirm part number with customer and/orthe Technical Department.

Order is Closed or CancelledCannot Update

If a customer needs to make an addition to a closed or cancelledorder, a new order will need to be entered.

Order Item Cannot be Modifiedwith Status Can

If a customer needs to make an addition to a closed or cancelledline, a new line will need to be entered

Warning Box Warning/Corrective Action

Change Requested is not cartonlot rounded

This warning box will appear when the quantity entered is not amultiple of the carton lot quantity. By selecting 'Y', the new orderquantity will automatically round up to the carton lot multiple. If'N' is selected, the quantity will remain the quantity entered.

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Chapter 6: ORDER STATUS

IntroductionThe Order Status menus and screens lead to the information for determining the status of an order,pricing, ship dates and quantities, invoice numbers, and package tracking data. It is primarily used byCSRs to keep customers informed about the status of their purchase orders. The Order Status menusmay be used by the customer service, sales, or marketing groups to track orders.

Accessing the Order Status menuTo navigate to the Order Status screen from the Main Menu, type the following field codes in eachmenu that is displayed:

• CS (Customer Service menu)

• OS (Order Status menu)

• The options available from the Order Status Menu are as follows:

• PS (Search by Customer Purchase Order)

• CS (Search by Customer Account Number)

• NS (Search by T&B Catalog Number)

• OS (Search by Sales Order Number)

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• SS (Search by old system number)

Note: The above options are most commonly used by customer service.

The most common search method used is by PO number or T&B order number.

• SO (Ship Release by Order/Purchase Order)

• SH (Ship Release by SR Number)

• SB (Ship Release by Branch Location)

• OL (Open Lines by Catalog Number)

Note: These menu codes may be combined (in sequence) by entering multiple commands on theDirect command line at the bottom of the screen.

PS - ORDER STATUS BY PO

• Type PS in the Code field, then press <Enter>. The Order Status by PO screen will appear.

Most fields are easily recognized, except the ST field. This column represents the "Status" of theorder. Status codes are defined as follows:

• C = Complete

• P = Pending

• R = Credit Review

• O = Open

• X = Cancelled

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• E = EDI order with line errors

• H = Tag and Hold

• Type the PO number you want to review in the PURCHASE ORDER field.

• Press <Enter>.

• From the listing displayed, place cursor in the left-most column of the order you want to select.

• Enter 'H' to view the order header or 'L' to view the line, then press <Enter>.

• The Order Item Review screen for the selected order will be displayed.

CustomerAccount #

Additionalscreensindicator

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Order Item Review Field/Key Descriptions

Field Label/PF Key Description

(Customer Detailarea)

Includes customer account number, customer name,language code, and currency code

ALLOC QTY Quantity available for shipment but not yet shipped

BILLING ONLY 'Y' indicates order is a 'billing only' order

BRANCH Indicates the branch or T&B facility from where theorder is currently being processed or expected to ship.

By positioning the cursor on the BRANCH field andpressing <Enter>, changes to the branch can bemade in Order Management

C Carton Lot Rounding indicator

CPN Customer Part Number or reference number

DESCRIPTION Abbreviated description of the item

DUE • Default - Ship ASAP

• R - customer-requested date. Entered or changedby customer service

• P - Promised ship date for made-to-order items.Assigned by production planner

ENTRY DATE Date the order was originally entered. Does notindicate entry date for modifications or additional lines

LINE# If the line number to be reviewed is known, enter it inthis field, then press <Enter> to access this linedirectly

LN Line Note. General comment field. Field will display'N' if there is no note or 'Y' if notes are included.

To access notes press PF5

LN# Line number and T&B catalog number

'n' <more> Indicates that additional screens are available fordisplay

OPEN QTY The total quantity still open to be shipped

ORDER T&B system-generated order number

ORDER QTY Total order quantity for this item. This includesshipped quantity and open or allocated quantities

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PO Customer's order number

SHIP QTY Quantity shipped on this line. Press PF6 for shipmentdetails

SR Ship release number. Indicated the ship releasenumber for the currently allocated quantity.

If there is no allocation, it indicates the ship release forthe most recent shipment.

If there is more than one ship release for this item, itwill be designated MULT.

To view all ship releases, press PF6

STATUS Current status or last action on this line. Dateindicates date the item went into the status displayed

EDE (Pre-Backlog) *EDI Error: item cannot move toactive backlog until it is corrected

ESR (Pre-Backlog) ESR Status: item is in ESR statusawaiting the completion of the catalog numberbeing entered into the Production DescriptionDatabase. Items in ESR status are not a part ofthe backlog

PEN (Pre-Backlog) Pending: incomplete or pendingorder. Not yet part of the active backlog

ALC (Backlog) Allocated: item is "hard" allocated ifstock is available and if the request date is blankor if the request date is less than or equal to 14days. If an item is allocated, then it is available forwave selection or print to plant

BO (Backlog) Back Order: covers all items shippablewithin the coming 15 days that do NOT have stockavailable. This is the opposite of ALC

DEF (Backlog) Deferred: item is "soft" allocated if due15-30 days out based on the customer's requestdate. Stock may or may not be available when theitem becomes due

FUT (Backlog) Future: item does NOT allocate.Represents all order lines with requested shipdates more than 30 days out. System may or maynot have material available to cover there items

HLD (Backlog) Hold: normal order quantity (NOQ)hold or abnormal order quantity. Temporary

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system hold to allow for Logistics review

WVE (Backlog) Wave: item is allocated and pulled towave/batch. In pick/pack/ship process

CAN (Post-Backlog) Cancelled: this status occurswhen the entire line or the remaining openbalance of the line has been cancelled, either dueto T&B order entry error or by customer request

COM (Post-Backlog) Completed: this status isreserved for "housekeeping" purposes. 90 daysafter the last line on the P.O. has been coded asINV or CAN, the system will automatically mark alllines of the subject P.O. with COM so that theorder can go to the archive file. This means allorders on TOPS will remain visible via OrderStatus for 90 days after their last lines have beeneither cancelled or invoiced

INV (Post-Backlog) Invoiced: item has been invoiced.May be at time of or date of shipment or up toseveral days only, depending upon price release

SHP (Post-Backlog) Shipped: item has been shipped.No longer part of the backlog

TYPE Order Type:

• S - standard order

• E - sample order

• I - inter-company order

• R - repair order

• C - credit

• T - Transfer

PF4 INVCE Invoice. Will display a listing of invoices for shipmentsmade on this order

PF5 LOPT Line options / Reznor

PF6 SHPMT Shipment. Will display a listing and details of all shipreleases for lines on the order

PF9 OPTS Options. Displays option window that will go intoNotes screen or Agent information

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The second screen will display the values of the order quantity, ship quantity, the line weight, quotenumber, and price source.

The price source may be a net sheet, printed price sheet, or promotion.

The third screen will add the UPC number and expedited services.

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Note: All Order Item Review screens are linked. The screens may be accessed by pressing PF10 orPF11 to move left or right on the screens.

Shipment (PF6)

• Press PF6 to access the shipment screen.

• If there are multiple shipments on a single order, you may cursor select which item or shipmentyou would like to view information about.

• This will display ship release status (SR ST):

• A = Allocated

• W = Wave has been released

• C = Shipment is confirmed

• X = Shipment release cancelled – no stock

• I = Invoiced

• P = Pending status prior to release for the wave

• V = Voided / Cancelled via order management

• Selecting an individual item will display the following information:

• Ship Via - Carrier or method of transport

• Freight Terms - Collect or prepaid

• Weight of Shipment

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• Date Shipped

• Freight Charges

• Carton Count

• Tracking Information

Note: By cursor selecting the tracking number, then pressing <Enter>, you may view all items thatwere in the same carton.

• Pressing PF10 or PF11 will scroll additional screens displaying date received at destination, whosigned for the shipment, and any exceptions or notes about the shipment.

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Invoice (PF4)

• Press PF4 to access the invoice screen. This will display the customer's order number, orderline, invoice number, invoice date, and catalog number.

• Cursor select a line to review invoice details for that invoice number.

• Pressing PF11 will scroll to the right to display the customer number, the branch the material wasshipped from, the extended price of that line, the shipper's release, and the quantity shipped.

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Order Modification

• If it is necessary to modify an order, you may cursor select the line you need to change, thenpress <Enter>.

• See the section on "Order Management" for details on this function.

CS - ORDER STATUS BY CUSTOMER

• Type CS in the Code field, then press <Enter>.

• Enter the account number and PO number, if available.

• The account number will display all orders for that customer. The account number with the ordernumber will display the specified order as the first choice.

• Select the desired order from the listing displayed by clicking on that line and pressing <Enter>.

• At this point, the options described in "Order Status by PO" are available.

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NS - ORDER STATUS BY T&B CATALOG NUMBER

• Type NS in the Code field, then press <Enter>.

• Enter the catalog number, then press <Enter>. The listing of the orders for this catalog numberwill be displayed.

This screen will display the item, customer PO number, T&B order number, the line # the selecteditem is on, and the branch to which it is assigned.

Pressing PF11 will scroll the screen to display the customer number, line value, order status, andorder date.

• Place the cursor on the line of the order to be selected, then press <Enter>.


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OS - ORDER STATUS BY SALES ORDER NUMBER

• Type OS in the Code field, then press <Enter>.

• Enter the sales order number, then press <Enter>. The sales order will be displayed.

• If an invalid sales order number has been entered, the system will display a listing of the closestmatches from which to select. Select the desired order by clicking on the line and pressing<Enter>.


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SS - ORDER STATUS BY OLD SYSTEM NUMBERAs companies are merged into Thomas & Betts or as T&B changes numbering systems, this optionwill provide a conversion tool to display the old and new sales order numbers.

• Type SS in the Code field, then press <Enter>.

• The system will display the old sales order number, the current sales order number, order date,status, and customer PO number.

• Pressing PF10 and PF11 will scroll to display customer name, customer number, and ordervalue.

• Enter the old sales order number. The system will display the selection screen for the new salesorder number.

• Select an order by placing the cursor on the sales order line, then press <Enter>.


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Occasionally, it is desirable to track an order by the ship release number. A ship release number isthe line level shipping document. This can track an item as it moves from available, to allocated, toreleased, to shipping, and finally to invoice. There are three ways to access this information.

SO - SHIP RELEASE BY ORDER/PURCHASE ORDER

• Type SO in the Code field, then press <Enter>.

• Enter either the ship order number or the customer's purchase order number.

This will yield the shipper's release order. As this moves through the various stages fromallocation to invoice, these changes can be viewed by accessing the shipper's number.

• Select the desired ship release by placing the cursor on the ship release line, then press<Enter>.

From here, you may access detailed information about the shipment, including the quantityreleased, quantity shipped, and shipped date.

• Select the line by placing the cursor on that line, then press <Enter>.

This will display more detailed information about the shipment, including the number of packages,catalog number in carton, received date, received location, the package count, weight, name ofreceiver, and shipping branch.

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SH - SHIP RELEASE BY SR NUMBER INQUIRY• Type SH in the Code field, then press <Enter>.

• Enter the ship release number or place the cursor on the line of the release number, then press<Enter>.

• The individual ship release will be displayed.

• At this point, the options described in "Ship Release by Order/Purchase Order" are available.

SB - SHIP RELEASE BY BRANCH LOCATION• Type SB in the Code field, then press <Enter>.

• Enter the branch location desired. This will display open ship releases for this location.

• Scroll through the ship release listing by paging backward or forward using the PF7 and PF8keys.

• Select an individual ship release by pacing the cursor on the release, then press <Enter>.

OL - OPEN LINES BY CATALOG NUM• Type OL in the Code field, then press <Enter>.

• A window will be displayed prompting a catalog number and branch to be entered.

• A catalog number must be entered or searched for; however, the branch is optional.

• After the catalog number has been entered, press <Enter>. The system will display a list of allopen orders for that item and various information about each line.

Note: Using the system's built-in navigational features, you may cursor select an order and godirectly to Order Management. The User’s security will control that ability.

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YS - Order Status by Customer Part Number• Type YS in the Code field, then press <Enter>.

• Enter the customer number in the CUSTOMER ACCT NUMBER field.

• Enter the part number in the CUSTOMER PART NUMBER field.

• Press <Enter>.

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• The Order Status by Customer Part Number screen will appear.

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No Tracking NO's are Availablefor . . .

If no tracking numbers are loaded in the system, contact OrderServices. They must pull the shipping documents to find thecarrier's tracking number.

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Chapter 7: CSR QUOTE MENU

A Quote is a special price for a specific job or project. The purpose of this section is to learn how toenter quotes and how to review them.

Accessing the Quotes screenTo navigate to the CSR Quote Menu from the Main Menu, type the following field codes in each menuthat is displayed:

• From the Main Menu, type CS (Customer Service Menu).

• From the Customer Service Menu, type CQ (CSR Quote Menu).

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Quote Entry

• From the CSR Quote menu, type QU then press <Enter>.

• Enter the following information on the Quote Header:

• 'A' in the ACTION field

• AGENT

• MARKET GROUP

• REGION

• EFFECTIVE DATE

• EXPIRATION DATE

• TYPE

• PROJECT NAME (End User)

• DISTRIBUTOR NAME

• LOCATION

• CONTACT

• CURRENCY

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• CHANNEL

• USER

• REGION OF THE WORLD

• COMPETITOR(S)

• Press <Enter>.

Note: Press PF1 in the fields that contain an asterisk (*) to display a list from which to select.

Note: Press PF9 for options (hot keys) to other areas in TOPS.

Note: Press PF7 to print a quote.

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Add/Review Customers

To add or review customers to a quote, press PF5 (CUST) from the Quote Header.

• Press PF4 (add) to add the customer.

• Enter the Customer Number in the *CUSTOMER field.

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• Press <Enter>.

• A message will appear indicating that the customer was successfully added to this quote.

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Add/Review Notes

• To add or review notes, press PF9 from the Quote Header.

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• Press PF4 to add the note(s).

Note: Please refer to the chapter on "Text/Notes" for instructions about how to enter notes.

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Add/Review Items

• To add or review items, press PF6 from the Quote Header.

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• Press PF4 to add items to a quote.

• Enter the following:

• Quantity

• Item Number

• Price or Discount

• UM

• Resale Price (if needed)

• <Tab> to the next line.

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• When you are finished or reach the bottom of the entry field, press <Enter> then PF4 to continueadding items.

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• Discounts off groups of items can now be applied at the line level. Enter the correct code in thefield after the quantity (QTY) field and before the item number (*ITEM IDENTIFICATION) field.The valid codes are:

• L = Product Line

• G = Product Group

• S = Sub Group

• A = Alternate

• E = ESR (Specials)

• If you need to modify (M) or purge/delete (P) a line, enter the appropriate letter in the *ACT field.

If neither of these actions is required, you have completed entering the quote.

Note: Any field with an asterisk (*) contains Help information. Place the cursor in the entry field thenpress PF1 for the Help information.

Group Item Discountindicator

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Approve Quote/Change Status

Browsing For Quotes

Browsing Unapproved Quotes

This screen may be used to check whether or not your quote has been approved or whether changesneed to be made prior to approval.

• From the CSR Quote menu, type BU then press <Enter>.

• Enter the following information to review a specific quote:

• Quote Number

• Agent

• Market Group

• Region

• Press <Enter>.

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• Place your cursor on the quote you want then press <Enter>.

• The Quote Header for the quote you selected will be displayed.

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Browse by Catalog Number

This screen will allow you to look up quotes if you know the part number on a quote.

• From the CSR Quote menu, type BI then press <Enter>.

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• Enter the Product ID number then press <Enter>.

• Scroll through the list and place your cursor on the quote you want then press <Enter>.

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Browse by Catalog Number and Quote Number

This screen will allow you to view all the items on a quote and quickly find the catalog number on thequote.

• From the CSR Quote menu, type BP then press <Enter>.

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• Enter the quote number or scroll through the list and place your cursor on the quote you want,then press <Enter>.

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• The Quote by Quote Num and Product ID for the quote you selected will be displayed.

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• Cursor select the line you want to view and the Quote Item screen will appear for the item youselected on the quote.

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Browse by Project/End User and Catalog

The purpose of this screen is to view quotes by project name or end user.

• From the CSR Quote menu, type BR then press <Enter>.

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• Enter the Project Name/End User then press <Enter>.

• Scroll through the list and place your cursor on the quote you want then press <Enter>.

Note: You are only required to enter the first few letters of the project name/user in order to displayit.

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Browse Quote by Customer

The purpose of this screen is to view quotes by customer number.

• From the CSR Quote menu, type BC then press <Enter>.

• Enter the Customer Number or scroll through the list and place your cursor on the customerquote you want then press <Enter>.

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• The Quote Header for the customer you selected will be displayed.

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Printing Quotes

The purpose of this screen is to print hard copies of a quote to send to a customer.

• From the CSR Quote menu, type PR then press <Enter>.

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• Enter the following information to print a quote:

• Quote number

• Agent

• Market group

• Region

• Customer number

• Press <Enter>.

• A message on the screen should read: "Print request was successful."

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Audit Data

The purpose of this screen is to view entry information about a quote.

• From the CSR Quote Menu, type AU then press <Enter>.

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• Enter the quote number in the Quote Num field then press <Enter>.

• Type an 'S' in the ACT field next to the quote you want to review then press <Enter>.

• The Customer Quote Audit Data screen will appear for the quote you selected.

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CSR Quote Menu

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Identifying Terms

Field Label/Term Description

ACTION Different methods to manipulate a quote:

• A = add a record (*)

• B = browse a list of values

• C = clear the screen contents

• D = display a record

• M = modify a record (*)

• N = display the next record

• P = purge (delete) the record (*)

(*) Restricted to quote rep after quote has been approved

CHANNEL Indicates whether or not the quote is going direct (A) or throughdistribution (D)

COMPETITORS A listing in alphabetical order of Thomas & Betts' directcompetition

CUSTOMER TYPE The types of customers:

• AUT = automotive

• DIS = distributor

• OEM = original equipment manufacturer: customers/endusers who use Thomas & Betts parts in their finishedproduct

• PKG = packaged products: repacked Thomas & Betts partsfor a specific customer/end user (not used in Europe)

• SIS = sister company: other Thomas & Betts countrylocations

• SLM = salesman sample

DISC NET The customer’s into-stock price

DISTRIBUTOR CUSTOMER A Thomas & Betts customer who stocks product and sells to anend user

EFFECTIVE DATE The date the quote becomes valid

END USER A Thomas & Betts customer who purchases material from adistributor or OEM

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EXPIRATION DATE The date the quote ends

LOCATION The city in which the project is located

OEM CUSTOMER A Thomas & Betts customer who buys direct but purchases atthe trade price level

PROJECT NAME The name of the job, project, or OEM upon which the quote isbased

QUOTE A special price for a job or project

QUOTE NUMBER The unique number assigned to a quote

SEQ The line number on the quote

STATUS What stage the quote is in:

• W = won

• L = lost

• P = pending

• A = approved

• E = expired

TOTAL VALUE The total dollar value of the quote

TYPE The terms of a quote:

• P = (project quote). A quote that can ship to a projectname/end user where orders will be billed at the quote price

• S = (stock quote). Quotations issued specifically for adistributor's stock where orders will be billed at the quoteprice

• D = (ship and debit). Not used at order entry. Partsinvoiced at current distributor-into-stock price. Ship anddebit number and associated invoices are submitted toclaims by distributors for rebate payments at the time ofshipment to the end user

• X = (promotion quote). Special promotions negotiatedthrough the quotation department

• A = (direct ship only). Quoted material that can only ship tothe end user where the order will be billed at the quote price

• O = (one shipment only). Quoted material that can onlyship one time to either a distributor or end user where theorder will be billed at the quoted price

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USER Indicates the end user category for which the quote is used.

• A = aerospace & military

• C = construction

• E = electric OEM

• H = heating

• L = lighting

• M = MRO (maintenance and repair originator): usesThomas & Betts parts for maintenance and repair

• N = premises wiring

• T = electronics OEMs

• U = utilities

• X = automotive




Invalid Agent Number This would occur when the account number and the agentnumber are not in the same region. Check your accountnumber.

If a problem still exists, contact the salesman or the quotationsrepresentative who handles the customer.

Quote Effective Date Greater thanToday

This would occur when the quote is not valid at this time. Thequote starts at a later date.

Contact the salesman or the quotations representative whohandles the customer.

Problem Resolution

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Chapter 8: PROBLEM RESOLUTION

Problem Resolution is a series of functions to assist customers in solving problems, such as gettingcredit for material or improper billing, researching old invoices, correcting problems in EDI-transmittedorders, and resolving questions about orders on price release.

There are six major sections in Problem Resolution:

• Add Credit Memo

• Approve Credit Memo

• Browse Pending Credit Memos

• Invoice Inquiry

• EDI Error Correction

• Items to be Price Released.

Add Credit MemoIn certain instances, the CSR may enter credits for simple and obvious conditions in order to issuethe customer a credit immediately without involving the claims department.

The CSR may enter a credit for certain defined conditions:

• Defective material destroyed in the field

• Billing but not shipped

• Charged freight when shipment met conditions to be prepaid

• Shortage of material or concealed shortage

• Carrier lost freight

• Credit and Billing only - wrong customer billed

• Billing only for freight

• Billing only for Tooling

• Billing only for Overshipments

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The CSR may approve credits for less than $1,000. Credits that exceed $1,000 must be approved bya supervisor or higher level of management.

The Problem Resolution functions within the TOPS system will allow you to create new credits,approve credit memos, browse pending credit memos, create return authorization/issue return credit,create billing-only and various inquiries.

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To access the order processing function, do the following:

• From the Main Menu screen, type: CS in the Code field.

• Press <Enter>.

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• The Customer Service Menu will appear.

• From the Customer Service Menu screen, type: PB in the Code field.

• Press <Enter>.

Problem Resolution

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• The Problem Resolution Menu will appear.

Function Description

ADD CREDIT MEMO Create a new credit memo

ADD RETURN OF MATERIAL Create a return authorization and receive an existing returncreating the credit memo

APPROVE CREDIT MEMO Approve a credit memo that is pending

BROWSE PENDING CREDITMEMOS

Browse a credit memo that is pending

INVOICE INQUIRY MENU Access the Invoice Inquiry screen

EDI ERROR CORRECTION

ITEMS TO BE PRICE RELEASED

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Credit EntryTo begin the credit entry process, do the following:

• From the Problem Resolution Menu, type: CR in the Code field.

• Press <Enter>.

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• The Credit Header Entry screen will appear.

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Creating A New Credit Memo

Much of the required information for new credits is kept in the Customer Profile database. The CreditEntry function communicates with this database and fills in the information automatically when youenter the customer’s account number.

The Credit Entry process contains the following main steps:

• Filling in the Credit Header

• Completing the item entries

• Reviewing and finalizing the credit

• Credit approval

Credit Header Entry

To complete the Credit Header, do the following:

Note: Several of the fields on the Credit Header are preceded with an asterisk (*). This indicates thefields have lookup browse menus associated with them. You may access the browse menuby doing the following:

Place your cursor in the field of your choice that has a browse menu associated with it.

• Press PF1 (help).

• The browse menu and any necessary instructions will appear on the screen.

There are two methods to enter a credit memo:

• By using the customer account/name.

• By copying an existing invoice/credit.

Problem Resolution

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Entering A Credit Memo Using Customer Account Number Or Name

To enter a credit memo using the customer’s account number or name, do the following:

• From the Credit Header Entry screen, enter the customer’s account number in the *ACCT field.

Press <Enter>.

A new Credit Header Entry screen will appear with the information associated with the accountnumber you entered.

-or-

If you do not know the customer’s account number, type the first five letters of the customer’sname in the *NAME field.

Press <Enter>.

A list of the closest matches to the customer’s name will appear on the screen.

Use your cursor to select the appropriate customer.

Press <Enter>.

The Credit Header Entry screen will appear with the information associated with the customer youselected.

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• Fill in the following Credit Header Entry fields:

• RLSE DATE: (Optional) If you want to enter a credit but not have it release until a futuredate, enter the future release date here.

• CUST P.O.: Enter the P.O. number or number you would like referenced (for example, thecustomer’s debit memo).

• CUST REF NUM: The invoice number the credit is being issued against.

• DATE: Date of the invoice being credited.

• *DEPT: The department who made the error.

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• *REASON: Why the credit is being issued. Press PF1 for a list of code numbers from whichto select.

• After all the fields in the Credit Header Entry screen have been filled in, press <Enter>.

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Completing Item Entries

The Credit Line Entry screen will allow you to enter all the items for this credit. Information from theCustomer Profile and Credit Header Entry will appear at the top of the screen. The system will havealso assigned a credit number in the CREDIT NUM field. Record this number on your paperwork forfuture reference.

For each item you would like to add to this credit memo, do the following:

• Enter the quantity of the item in the QTY column.

• Enter the item number in the ITEM column.

• Enter the price for the item in the PRICE column.

• Enter the unit of measure for the item in the UM column.

• Enter the discount, if applicable, for the item in the DIS column.

• Press <Enter> when you have finished entering all items.

Note: If you want the system to pull this information, enter only the quantity and item number foreach item. When you press <Enter>, the information will automatically be filled in.

Note: Because the credit memo process communicates with other databases within the TOPSsystem, the system will alert you if your entries conflict with information in these databases.For example:

• If you enter an incomplete item number, the system will display a Catalog Resolution screen.

Problem Resolution

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• Review your Credit Line Entry screen.

• (Optional) To delete an item, do the following:

• In the column of the item you would like to delete, type: V (void) in the TYPE column.

• Press <Enter>.

• The item will be deleted.

• Review the total in the TOT VAL field at the top of the screen.

• Review and verify the credit.

To review each item individually, press PF4.

• After reviewing the credit, press PF6 to verify it.

• The T&B Line Entry Verification Lines screen will appear.

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• Review the verification screen. Press PF6 to finalize the credit.

Problem Resolution

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Entering A Credit Memo Using The Copy Function

To enter a credit memo using the copy function, do the following:

• From the Credit Header Entry screen, type the invoice number you want to create the creditagainst in the *INVOICE field.

• Press PF5.

• A Credit Header Entry screen with the customer account number and associated information forthis customer and invoice you are copying will appear.

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• Complete the Credit Header Entry screen as outlined in the procedure above.

• After completing the credit header entry, press <Enter>.

• The Credit Line Entry screen will appear.

The information that will be displayed in the Credit Line Entry screen is the information that wascopied from the original invoice using the PF5 (copy) function.

• (Optional) Make any changes that are necessary to the Credit Line Entry screen.

• To delete a line, follow the procedures outlined above.

• You may also change the quantity, price, and/or unit of measure.

In the example shown below, changes have been made in the following fields:

• QTY: changed to 1

• PRICE: changed to 53.00

• UM: changed to EA

• No credit to be issued to line 2, so this line will be voided. Type: V in the TYPE column.

Problem Resolution

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• After making all changes, press <Enter> to update the information.

• The T&B Credit Line Entry screen will reappear with only the information for which you would likethe credit to be issued.

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• Review and verify the credit.

To review each item individually, press PF4.

• After reviewing the credit, press PF6 to verify it.

• The T&B Line Entry Verification Lines screen will appear.

Problem Resolution

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• Review the verification screen. Press PF6 to finalize the credit.

Billing Only/Order Entry

The Billing-Only function will allow you to create a bill for a customer without any product beingshipped.

• The header entry level - the entire order will be a billing only.

• The line entry level – only that specific line will be a billing only; no product will ship.

Billing-Only Process (Header Level)

To create a billing-only order for a customer from a header level, do the following:

• From the Main Menu screen, type: CS in the Code field.

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• Press <Enter>.

• The Customer Service Menu will appear.

Problem Resolution

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• From the Customer Service Menu, type: OE in the Code field.

• Press <Enter>.

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• The Order Header Entry screen will appear.

As with creating an order or credit, the billing-only function communicates with the CustomerProfile database. Therefore, when you enter the customer’s account number, the customerinformation will automatically be filled in.

Order Header Entry

To complete the Order Header Entry, do the following:

• From the Order Header Entry screen, enter the customer’s account number in the *ACCT field.

• Press <Enter>.

• A new Order Header Entry screen will appear with the information associated with the accountnumber you entered.

• Enter the customer’s P.O. number in the CUST P.O. field.

• Fill in the following optional fields:

• REQ DATE: If you would like to bill at a later date, enter that date in this field.

• *HDR QUOTE: If there is a quote associated with the billing only.

• PROMO: If there is a special promotion, enter the information here.

• Press PF11 (additional).

• The Additional Order Header Entry screen will appear.

Problem Resolution

Current Rev - 10/22/99 8-23

• At the BILLING ONLY INDICATOR field of this screen, type: Y.

This will create a billing only for the entire order. No product will ship; this is for billing purposesonly.

• Press PF3.

• The T&B Order Line Entry screen will appear.

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• The system will have assigned a T&B order number (***BILLING ONLY***) in the ORDER NUMfield. Record this number on your paperwork for future reference.

• Complete The Line Entry Worksheet in the same manner as described in the Order EntryChapter.

Problem Resolution

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• Review, verify, summarize and end the billing-only order in the same manner as a normal order.

Billing-Only Process (Line Level)

To create a billing-only order for a customer from a line level, do the following:

• Access the Order Entry screen as described in the previous section and complete the HeaderScreen following the steps outlined in the previous section.

• Once the header screen is complete, press <Enter>.

• The T&B Order Line Entry screen will appear.

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• The system will have assigned a T&B order number in the ORDER NUM field. Record thisnumber on your paperwork for future reference.

• Enter the quantity of the item in the QTY column.

• Enter the item number in the ITEM column.

• (Optional) Enter the request date in the REQ DATE column.

• (Optional) Enter the price for the item in the PRICE column.

• (Optional) Enter the unit of measure for the item in the UM column.

• (Optional) Enter the discount, if applicable, for the item in the DIS column.

• (Optional) Enter the quote for this item in the QUOTE column.

Note: If you want the system to pull this optional information, enter only the quantity and itemnumber for each item. When you press <Enter>, the information will automatically be filled in.

• To tag each line in the order that should be a billing only, type: B in the TYPE field.

This tag will indicate to the system that the specified item will not ship; it will only bill thecustomer. All other items on the order will ship to the customer.

• When all lines have been completed, press <Enter>.

• A completed T&B Order Line Entry screen will reappear.

Problem Resolution

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• Make any adjustments to the Order Line Entry that may be necessary.

• Review, verify, summarize, and end the billing-only order in the same manner you would end anormal order.

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Invoice Inquiry MenuOrders that have been in "complete" status for 90 days will drop off the Order Status screens.Invoices that are over 90 days old can be accessed through Invoice Inquiry. The Invoice InquiryMenu provides various ways to access these records.

To access the Invoice Inquiry Menu from the Main Menu, do the following:

• CS (Customer Service Menu)

• RM (Reference Menu)

• II (Invoice Inquiry Menu)

• The Invoice Menu will appear.

All searches will display similar information and provide access to the invoice.

Browse Invoice by Invoice Number

• From the Invoice Menu, type II in the Code field.

• Press <Enter>.

• The Invoice Inquiry screen will display a listing of closed invoices.

• Cursor select the line of the invoice or enter the invoice number in the Invoice Id field.

Problem Resolution

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• Press <Enter>.

• The Invoice Lines screen for the invoice you selected will be displayed.

• Some of the information displayed will be:

• Catalog Number

• Shipped Quantity

• Pricing

• Shipping data

• Invoice date

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Browse Invoice by Customer Number

• From the Invoice Menu, type IC in the Code field.

• Press <Enter>.

• The Browse Invoice by Customer Number screen will appear.

• Cursor select the customer number or enter the Customer Number in the CUSTOMER NUM fieldto display all closed orders for this customer.

• Press <Enter>.

• To access the invoice information, cursor select the invoice you want to display.

• Press <Enter>.

Problem Resolution

Current Rev - 10/22/99 8-31

• The Browse Invoice by Customer Number screen for the invoice you selected will be displayed.

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Browse Invoice by Ship Release Number

• From the Invoice Menu, type IS in the Code field.

• Press <Enter>.

• The Browse Invoice by Ship Release Number screen will appear.

• Cursor select the ship release number or enter the ship release number in the Ship ReleaseNum field.

(Optional) To navigate through the listing, press PF7 or PF8 to scroll backward/forward.

• Press <Enter>.

Problem Resolution

Current Rev - 10/22/99 8-33

• The Browse Invoice by Ship Release Number screen for the ship release you selected will bedisplayed.

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Browse Invoice by PO Number

• From the Invoice Menu, type IP in the Code field.

• Press <Enter>.

• The Invoice Lines screen will appear.

• Cursor select the PO number or enter the PO Number in the PO NUM field.

• Press <Enter>.

• The Invoice Lines screen for the purchase order you selected will be displayed.

Problem Resolution

Current Rev - 10/22/99 8-35

Browse Invoice by Order Number

• From the Invoice Menu, type IO in the Code field.

• Press <Enter>.

• The Invoice Header by Order Number screen will appear.

• Cursor select the PO Number or enter the T&B Order Number in the Tnb Order Num field.

• Press <Enter>.

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• The Invoice Lines screen for the order number you selected will be displayed.

Problem Resolution

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Browse Invoice Detail by Catalog

• From the Invoice Menu, type BC in the Code field.

• Press <Enter>.

• The Invoice Lines by Catalog Number screen will appear.

• Enter a catalog number in the Catalog Num field.

• Press <Enter>.

• Cursor select an invoice to display its detail.

• Press <Enter>.

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Problem Resolution

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Browse Invoice Detail by Customer and Catalog

• From the Invoice Menu, type CC in the Code field.

• Press <Enter>.

• The Invoice Lines by Customer and Catalog screen will appear.

• Enter the customer number in the Customer Num field.

• Enter the catalog number in the Catalog Num field.

• Press <Enter>.


• Press <Enter>.

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• The Invoice Lines screen will appear for the invoice you selected.

Problem Resolution

Current Rev - 10/22/99 8-41

Browse by Old System Invoice Number

• From the Invoice Menu, type IE in the Code field.

• Press <Enter>.

• The Invoice Inquiry by Old System Invoice Number screen will appear.

• Cursor select or enter the invoice number in the Invoice Id field.

• Press <Enter>.

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• The Invoice Lines screen for the invoice number you selected will be displayed.

Note: Press PF3 to exit the Invoice Lines screen and return to the Invoice Menu.

Problem Resolution

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EDI Error CorrectionEDI orders are orders that enter TOPS via an automated process. If the orders enter the systemwithout errors, they will flow through TOPS without manual intervention. The TOPS systemautomatically assigns a Thomas & Betts order number, ship release numbers, and sends the order tothe wave, where it is picked, packed, and shipped. If the TOPS system encounters an error in theorder, it will send the order for EDI Error Correction.

The EDI Error Correction function in TOPS is designed to work in the same manner as Order Entry.An order in "Error" status is similar to an order in "Pending" status. After the errors are resolved, theEDI order must be verified, summarized, and ended in the same manner as a manual order or apending order.

To access EDI Error Correction, do the following:

• From the TOPS Main Menu, type CS (Customer Service Menu) then press <Enter>.

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• From the Customer Service Menu, type PB (Problem Resolution Menu) then press <Enter>.

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• From the Problem Resolution Menu, type EE (EDI Error Correction) then press <Enter>.

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• The EDI Error Correction Filter screen will appear.

This screen allows you to filter the EDI orders so that only the orders you are responsible for aredisplayed.

• You may filter the EDI orders in the following ways:

• CSR Number: This filter will display only the orders from customer accounts that are tied tothe CSR number you are selecting.

If you and your partner share a set of accounts, you may need to filter using yourpartner's CSR number as well as your own.

• Direct Delivery: This filter will allow you to view only those orders that are for Direct Deliverycustomers. Type a 'Y' in this field to use this filter.

• Signature Service: This filter will display all error correction orders placed by SignatureService customers. Type a 'Y' in this field to use this filter.

• If you want to display all orders in EDI Error Correction, press <Enter>. This will display everyorder in Error Status.

• After selecting the EDI filters you want, press <Enter>.

Problem Resolution

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• The Browse EDI Orders with Errors to be Corrected screen will display all orders that match theEDI filter criteria you selected.

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• Cursor select the order you want to review.

• Press <Enter>.

Problem Resolution

Current Rev - 10/22/99 8-49

• The EDI Error Correction screen for the order you selected will be displayed.

• The EDI Error Correction screen displays each line item that contains an error. The Errormessage is displayed on the same line as the Description on the right side of the screen.Possible errors include:

• Invalid Item Number: Verify what the correct item number is and re-enter it in the Item field.In some cases, the customer will add a prefix or suffix to the part that the system does notrecognize. If this is the case, delete the prefix and/or suffix, then press <Enter>.

The customer will often enter the UPC Code or their Customer Part Number on the order.You can try these numbers if the correct item number is not obvious. Enter this informationdirectly over any existing information, then press <Enter>.

• Unauthorized to Purchase: Submit these line items to the appropriate salesperson. Thesalesperson must submit written authorization to the pricing department.

• Duplicate Purchase Order: Verify that the PO already exists in the system for thiscustomer. If it does, call the customer to determine whether they want to delete the duplicateorder. If the customer's answer is "yes," press PF10 (Del) and select the option to delete theentire order, then press PF6 (CAN).

• Obsolete Item: If an item is obsolete in the system, check whether a substitute item isavailable. Call the customer to inform them of the actions that need to be taken to correct theorder.

• Quantity Error: An indicator should appear on the screen that indicates what type ofquantity error has occurred. Examples would be Min/Mult of ..., Minimum of ... To determine

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the correct quantity in which the item should be purchased, press PF5 to go to the StockCheck screen.

Note: The actions taken to resolve the above error messages may differ from market group tomarket group.

• To correct each error, make the necessary changes, then press <Enter>.

You can page forward and backward by pressing PF8 and PF7. Keep in mind that if you correctan error and page forward (PF8) and then page backward (PF7), the items that were correctedwill disappear from view.

• After the errors have been resolved, the order must be verified, summarized, and ended. Theseactions are performed in the same manner as in Order Entry. For more detailed information,please refer to the "Order Entry" chapter.

Item Error corrected

Problem Resolution

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• Press PF6 to verify the order. The Line Entry Verification screen will appear.

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• Press PF6 to summarize the order. The Order Input Summary screen will appear.

Note: The Input Summary screen will only display a summary of the lines that were in Error status.

• Press PF6 to end the order.

Problem Resolution

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• After an order has been ended, you will return to the EDI Error Correction Filter screen.

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EDI Error Correction Options

While reviewing an order in Error Correction, you have many options available to you. Some of theseoptions are:

• Notes: View any notes associated with the order and with any individual line. To access theNotes screen, press PF9 (OPT). Cursor select the Notes option. The Notes option in ErrorCorrection is used in the same manner as in all other sections of TOPS. Please refer to the"Text/Notes" chapter for more detailed information.

• Delete: The occasion may arise when you need to cancel/void a line from an order. PressPF10 (DEL). In the window that is displayed, specify the line to be canceled, then press PF6(CAN). If you change your mind, press PF3 to return to the EDI Error Correction screen.

• Unedited PO: This will allow you to view the customer's purchase order as it was receivedfrom Gen-Tran. This is the unedited and unprocessed order. It is exactly how the order wassent by the customer before it was interpreted by Thomas & Betts. To access thisinformation, press PF9 (OPT). Cursor select the Unedited PO option.

• Exit Error Correction without Correcting Order: If you do not want to correct the orderyou have displayed, press PF3 (Return) to exit the order and return to the Browse EDI Orderswith Errors to be Corrected screen.

Problem Resolution

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EDI Error Correction field descriptions

Field Description

Order Type Type of order (Standard, Sample, etc.)

PO Customer's purchase order number

Entry Date Date order was entered by the customer

T&B Order Num Order number assigned by the T&B system

Source Source of the order (EDI, DMI, Reznor)

Line Line number of the item

Qty Quantity of the item

Item Can be any one of the following: T&B part number, customer partnumber, or UPC code

Req Date Customer's request date

Quote Quote number that applies to the item

Dis

Com

Unit/Cust Price First price listed is the T&B net price; the second price listed is theprice the customer submitted

UM Price unit of measure

UPC Universal Product Code submitted by the customer

CPN Customer part number

Note Indicates ('Y' or 'N') whether Notes are attached to the line

Desc Line description as submitted by the customer

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Items to be Price ReleasedThe price release function is used to deal with orders that have been entered with prices outsidecurrent tolerances. The price release function is security controlled and may not be accessible to allCSRs.

Accessing the Price Release function

Price Release can be accessed in one of two ways:

• From the Main Menu, type PQ (Pricing & Quotes Menu) then press <Enter>.

• From the Pricing & Quotes Menu, type PR (Items to be Price Released) then press <Enter>.

• The Price Release Filter screen will appear.

-or-

• From the Main Menu, type CS (Customer Service Menu) then press <Enter>.

• From the Customer Service Menu, type PB (Problem Resolution Menu) then press <Enter>.

• From the Problem Resolution Menu, type PR (Items to be Price Released) then press <Enter>.

• The Price Release Filter screen will appear.

• To display a listing of all orders requiring price release, press <Enter>.

Problem Resolution

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If a more refined search is required, the price release filter screen offers several options. Thisscreen can be used to narrow the focus of the search for orders to be price released. Orders tobe price released may be sorted by any combination of the following filters:

• SHIP DATE: Allows a sort by the date the order was shipped. Enter the desired date andonly orders that were shipped on that date will be displayed.

• CSR/PRC REL. NUMBER: The 3-digit code identifying the CSR or PRC who hasresponsibility for that account. Enter the CSR/PRC code and only those accounts assignedto that person will be displayed.

• DIRECT DELIVERY: Restricts the search to direct delivery accounts only. Type a 'Y' in thefield to use this feature. Only accounts that are assigned as direct delivery will be displayed.

• EDI ORDERS: Restricts the search to only EDI orders. Type a 'Y' in the field to activate thisfilter.

• SIGNATURE SERVICE: Restricts the search to only signature service accounts. Type a 'Y'in the field to activate this filter.

• AGENT: Enter the agent number. It may also be defined by market group and region of theworld. This will allow a search for a particular agent.

These filters may be combined, if desired, for a very focused search. For example, you couldsearch for all orders in the last three days for CSR number 001 that are direct delivery andsignature service accounts.

• After you have selected your search criteria, press <Enter> to display a listing of those orders tobe price released based on your search filters.

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• From the listing displayed, select the order by typing the SO number in the SO NUM field andcursor selecting the order.

If the desired order is not displayed, type the SO number in the SO NUM field.

• Press <Enter>.

Problem Resolution

Current Rev - 10/22/99 8-59

• The Items On Price Review screen for the order you selected will be displayed.

• This screen will display the items that require price release.

There may be additional items on the order that are not displayed because the prices on thoseitems are acceptable.

The SRC-SYS field defines where the order was received. Some of these field values are:

• OES Manual order entry

• DMI Distributor Manufacturer Integration

• LEGY Legacy System

• EDI Electronic order transfer

• REZ Reznor

• The value of the order is displayed in the upper right portion of the screen. This value is basedon Thomas & Betts pricing.

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• The order will display the error code of the problem. Possible error codes are:

• P Manually entered price

• D Manually entered discount

• U Manually entered unit of measure

• C Commission Override

• Q Referenced quote has insufficient data to link to order

• Z Zero price; no price received from customer

• 9X Price is greater than 9 times the cost of the material

• In order to price release the order, the proper pricing information must be obtained. Press PF9 todisplay an Option Selection window with links to pricing data.

• The Option Selection window provides access to information sources such as quotes, net sheets,and distributor's standard pricing. Verification of pricing for the distributor and the item may berequired.

If the options in this selection window do not provide a solution, it may be necessary to contactthe distributor, agent, or salesman.

• When the price for the item is determined, the incorrect information can be modified by returningto the Price Release screen and typing over the incorrect information with the correct information.

• After correcting the price data, press PF6 to recalculate the value of the order.

Problem Resolution

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• If all the data is correct, press PF5 to release the order.

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Price Releasing EDI Orders

EDI orders are transmitted by the customer. If the customer's price does not meet T&Brequirements, the order will need to be price released. EDI orders have a slightly different option forprice releasing.

• In order to display EDI orders for price release, type a 'Y' in the EDI filter selection on the PriceRelease Filter screen.

• A listing of the EDI orders will be displayed.

Problem Resolution

Current Rev - 10/22/99 8-63

• Select the desired order from the listing displayed.

• Press <Enter>.

• The Items On Price Review screen for the order you selected will be displayed.

• EDI orders display the Thomas & Betts price on the line next to the catalog number (ITEM).

The customer's price is displayed slightly below the T&B price.

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• After the correct price is determined, type the desired option in the O C N column:

• O Accept the Thomas & Betts price ("our" price)

• C Accept the customer's price

• N Input a new price

• Press <Enter>.

Problem Resolution

Current Rev - 10/22/99 8-65

• Press PF6 to recalculate the value of the order.

The recalculated value will appear in the NEW VALUE field.

Recalculated "new"value

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• Press PF5 to release the order.

• A message will appear indicating the line(s) successfully price released.

Pending Orders by User ID

Current Rev - 10/22/99 9-1

Chapter 9: PENDING ORDERS BY USER IDOccasionally an order may be exited without "ending" it. This will be considered an incomplete or"pending" order. The incomplete order will be associated with the person who originally entered it.Pending orders can be completed using this function.

Accessing the Pending Orders by User ID screenTo navigate to the Pending Orders screen from the Main Menu, type the following codes in eachmenu as it is displayed.


• From the Customer Service Menu, type PO (Pending Orders by User ID).

• This will display all the pending orders that match your user ID/sign on ID.

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• To view the pending orders of another user, enter that person's user ID in the User field at thebottom of the screen, then press <Enter>.

This will display the pending orders for the person whose user ID you entered.


Current Rev - 10/22/99 9-3

• To display all pending orders regardless of sign on ID, press PF6 (ALL).

• To toggle back to display only the pending orders of the selected users, press PF6 (USER).

• From the Browse Pending Orders screen, to select an order for review, do one of the following:

• Cursor select the order.

-or-

• Enter the order number in the Status Order field.

• Press <Enter>.

• The Order Header Entry screen for the order you selected will be displayed.

• Review and modify the order header and/or order lines as necessary to resolve any problems orcomplete the order.

• Verify, summarize, and end the order as described in the "Order Entry" chapter.

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Delete a Pending Order

This feature will allow you to delete an order in pending status.

To delete a pending order, do the following:

• From the Browse Pending Orders screen, in the Delete field at the bottom of the screen, changethe indicator to 'Y' by typing over the 'N'.

• Cursor select the pending order you want to delete.


Current Rev - 10/22/99 9-5

• Press <Enter>. The order will be deleted and will also be removed from the pending orderslisting.

Pricing Inquiry

Current Rev - 10/22/99 10-1

Chapter 10: PRICING INQUIRY

The Pricing Inquiry screen is available for all employees and agents. The purpose of this screen is toview pricing for Thomas & Betts customers.

Accessing the Pricing Inquiry screenTo navigate to the Pricing Inquiry screen from the Main Menu, type the following field codes in eachmenu that is displayed:


• From the Customer Service Menu, type PI (Price Inquiry screen).

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Pricing Inquiry

• Enter the T&B catalog number, UPC number, or Customer part number in the ITEM NUM field.

• Enter the customer number in the CUSTOMER NUM field.

Note: A price may appear without the customer number ONLY if the CURR (currency) and LEGALfields are filled in.

Pricing Inquiry

Current Rev - 10/22/99 10-3

Note: Press PF11 to move a screen to the right to see TRADE PRICE and LOWEST PRICE.(Lowest price is used only in Europe).

Pricing Inquiry Field/Key Descriptions

Field Label/PFKeys

Description

ABC CODE Pricing indicator for distribution to calculate resalegross margin. This differs from the inventory ABCcode

AGNT Agent. Identifies the division and area that receivescredit for the sale of the item

BRAND A trademark or distinctive name of a product ormanufacturer

CURR Currency. A country's monetary means of exchange

CUSTOMER NUM Customer Number. The customer's Thomas & Bettsaccount number

CUSTOMERPRICE

The netted-into-stock price including all discounts forauthorized distributors

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Field Label/PFKeys

Description

DISC Discount. The customer's discount percentage off thedistributor price

DISTR PRICE Distributor Price. Published book price withoutdiscounts for all authorized customers

EDI Electronic Data Interface. Denotes a customer'sability to send orders in electronically

• N - No

• Y - Yes

LEGAL Legal Entity. A number which identifies a region of theworld

LOWEST PRICE Used in the European market to show the lowestquotable price

PCT Percent. The percentage of credit the agent receiveson the item

PRCE SRCE Price Source. Indicates how the item is priced (i.e.,net sheet)

PRICE CNTL Price Control. Indicates the price per quantity level

• P - (price quantity break). A lower price for ahigher quantity

• M - (monolithic break). Only one price for anyquantity

PRICE EXP DT Price Expiration Date. The date a price sheet expires

PRICE MD Price Mode. A type of price loading

• O - Automated

• M - Manual

PRICE POLICY Quantity breaks for trade price

PRICE SHEET Schedule ID and date of the current price sheet

QTY Quantity. The price for this quantity

TRADE PRICE The suggested resale price of the item

Pricing Inquiry

Current Rev - 10/22/99 10-5

Field Label/PFKeys

Description

U Unit of Measure. Measuring method for price

• E - each

• C - per hundred

• M - per thousand

UPC NUM Universal Product Code. A bar code with a numberfor scanning purposes on all products

PF4 Go to Quote Menu

PF5 Go to Customer Notes screen in Customer Profile

PF6 Enter desired currency conversion

PF8 Go to T&B Stock Check screen

PF9 Go to Net Sheet Menu and Market Authorization Menu



Customer Number Does Not Exist This means that the customer number is wrong or that acustomer number does not exist. Contact the salesman orsupervisor.


Price Schedule Not Found Verify your entry at the PRICE SHEET field. Information may beincorrect. To remove, clear screen and re-enter information.

Stock Check Inquiry

Current Rev - 10/22/99 11-1

Chapter 11: STOCK CHECK INQUIRY

The T&B Stock Check Inquiry screen is available for all employees. The purpose of this screen is toview inventory levels of Thomas & Betts catalog numbers.

Accessing the Stock Check Inquiry screenTo navigate to the Stock Check Inquiry screen from the Main Menu, type the following field codes ineach menu that is displayed:


• From the Customer Service Menu, type SC (Stock Check Inquiry screen).

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Stock Check

• Enter the T&B catalog number in the CATALOG NUM field, then press <Enter>.

• One of the most commonly reviewed column for the customer service representative is theAVAIL FOR SALE column. This column displays the actual on-the-shelf quantity available forcustomers.

Stock Check Inquiry

Current Rev - 10/22/99 11-3

• (Optional) Press PF11 to scroll (page) right to display the information on the second Stock CheckInquiry screen.

The second Stock Check Inquiry screen will display additional availability information.

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• (Optional) Press PF11 to scroll (page) right to display the information on the third Stock CheckInquiry screen.

Note: The normal order quantity (NOQ) column is displayed in the third Stock Check Inquiry screen.

Stock Check Inquiry

Current Rev - 10/22/99 11-5

• Press PF6 to access the Item Master screen, which will display information about the productincluding manufacturing and marketing data.

• From the Item Master screen, press PF3 to return to the Stock Check Inquiry screen.

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Stock Check Inquiry screen Field Descriptions

Field Label/PF Keys Description

ABC A classification system based on order frequency andforecast

A - High volume

B - Medium volume

C - Low volume

D - catalog numbers dedicated to a customer

E - catalog numbers that can be manufactured but notkept in stock

ALLOCS Allocation. The amount of finished material committedto being transferred out of a warehouse or plant

AVAIL FOR SALE The actual on-the-shelf quantity available forcustomers

CATALOG The T&B catalog number

COMMITD Committed. The quantity of product on order bycustomers. Does not include future orders (orderswith request dates that exceed 30 days)

DESC Description. The catalog number description

FORECAST An estimate of monthly usage for a catalog number ata specific location. Visible at corporate offices only

IN TRAN In Transit. The amount of finished material beingdelivered to a warehouse

INNER The inside packaging quantity in a standard pack ofparts

LEAD TIME The number of calendar days it takes to make theproduct, starting from receipt of the order

LOC Location. The servicing location number and initialsfor a part

MIN/MUL The flag (M) denoting whether or not a minimumquantity (including what multiple) must be ordered fora part

MSI Multi-Source Indicator. Material is manufactured atmore than one location

Stock Check Inquiry

Current Rev - 10/22/99 11-7


NET AVAIL Net Available. The amount which equals On-Hand +In Transit - Committed

NOQ Normal Order Quantity. A quantity that identifies largeorder quantities for the production planner to review

OBS Obsolete. Indicates whether or not a catalog numberis obsolete

• N - no

• Y - yes

ON-HAND The amount of finished material in stock to ship from aplant or warehouse

PALLET The maximum quantities of a part on a woodenplatform for transportation

PLANNER ID of the production planner responsible for themanufacture of a part

PLANT A three-digit number that determines themanufacturing facility

PROD GRP Product Group. A five-digit (first three are the productline) number which signifies a more detailed sub-group of the product line

PROD LINE Product Line. A three-digit number assigned to signifywhich category a part number belongs

RETURN IND Return Indicator. Whether or not an item may bereturned

• N - no

• Y - yes

STATUS The current state of the catalog number

• M - in manufacturing

• O - obsolete

• H - quality hold

STD PACK / OuterPack

Standard Pack. Case quantities of parts

SUP Time Supply. The quantity of monthly supply made(net avail / forecast). Visible at corporate offices only

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SUP STK (Super Stock). Whether or not the part is included inSuper Stock (always available) program

• N - no

• Y - yes

TOTALS The total amount of each column

TRNSFS Transfers. The amount of material at a plant orwarehouse that is being transferred to another location

UM The unit of measure for the weight of a part

• C - per one hundred pounds

• E - per each

WEIGHT The weight of the part in pounds or kilograms,depending on the region of the world

WM Where Made. The plant where the material is made ata specific location (may differ from PLANT)

Price & Availability

Current Rev - 10/22/99 12-1

Chapter 12: PRICE AND AVAILABILITY

The Price and Availability screen is available to view pricing and stock availability for a customertogether in one easy step.

Accessing the Price and Availability screenTo navigate to the Price and Availability screen from the Main Menu, type the following field codes ineach menu that is displayed:


• From the Customer Service Menu, type PA (Price and Availability screen).

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Price and Availability

• Enter the T&B catalog number, quantity, and customer number in the appropriate fields, thenpress <Enter>.

• The populated Price and Availability screen will display the following information:

• The customer's price for the item

• Quantity available for sale

• Source of the pricing

• Servicing location

• Minimum and multiple indicators, if applicable

• Normal Order Quantity (NOQ)

• Packaging data

Note: The price displayed on this screen is the distributor's price.

Price & Availability

Current Rev - 10/22/99 12-3

• Press PF11 to scroll (page) to the right to display the second Price and Availability screen, whichwill display resale pricing.

Note: This screen will display the suggested resale price, in some instances various prices based onvolume, and the distributor's cost.

PF keys

PF Key Label Description

PF5 PRIOR When checking multiple catalog numbers, this keywill display a listing of the catalog numberspreviously displayed.

To review a previously displayed item, cursorselect the item, then press <Enter>.

PF6 CC Currency Conversion. This key will allow a user todisplay costs in alternate currencies.

Press PF6, then enter the desired currency. Todisplay available currencies, press PF1 in theENTER DESIRED CURRENCY window.

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PF Key Label Description

PF9 STOCK This is a quick access to the Stock Check Inquiryscreen, which will display information about otherstock locations and additional information aboutthe catalog number.

PF12 PRINQ This is a quick access to the Pricing Inquiryscreen, which will display additional pricinginformation but no stock information.

Reference Menu

Current Rev - 10/22/99 13-1

Chapter 13: REFERENCE MENU

The Reference Menu can be used to assist in locating information about distributors, orders, or T&Bpart numbers. There are five functions in the Reference Menu:

• Order Status Menu

• Invoice Inquiry Menu

• Easy Access

• Customer Referral

• Competitor Reference Menu

Order Status MenuTo access the Order Status Menu from the Main Menu, do the following:



• OS (Order Status Menu)

For a detailed explanation of the features and functions of the Order Status Menu, please refer to the"Order Status" chapter of the Training Manual.

Invoice Inquiry MenuOrders that have been in "complete" status for 90 days will drop off the Order Status screens.Invoices that are over 90 days old can be accessed through Invoice Inquiry. The Invoice InquiryMenu provides various ways to access these records.

To access the Invoice Inquiry Menu from the Main Menu, do the following:



• II (Invoice Inquiry Menu)

• The Invoice Menu will appear.

All searches will display similar information and provide access to the invoice.

Browse Invoice by Invoice Number

• From the Invoice Menu, type II in the Code field.

• Press <Enter>.

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• The Invoice Inquiry screen will display a listing of closed invoices.

• Cursor select the line of the invoice or enter the invoice number in the Invoice Id field.

• Press <Enter>.

Reference Menu

Current Rev - 10/22/99 13-3

• The Invoice Lines screen for the invoice you selected will be displayed.

• Some of the information displayed will be:

• Catalog Number

• Shipped Quantity

• Pricing

• Shipping data

• Invoice date

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Browse Invoice by Customer Number

• From the Invoice Menu, type IC in the Code field.

• Press <Enter>.

• The Browse Invoice by Customer Number screen will appear.

• Cursor select the customer number or enter the Customer Number in the CUSTOMER NUM fieldto display all closed orders for this customer.

• Press <Enter>.

• To access the invoice information, cursor select the invoice you want to display.

• Press <Enter>.

Reference Menu

Current Rev - 10/22/99 13-5

• The Browse Invoice by Customer Number screen for the invoice you selected will be displayed.

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Browse Invoice by Ship Release Number

• From the Invoice Menu, type IS in the Code field.

• Press <Enter>.

• The Browse Invoice by Ship Release Number screen will appear.

• Cursor select the ship release number or enter the ship release number in the Ship ReleaseNum field.

(Optional) To navigate through the listing, press PF7 or PF8 to scroll backward/forward.

• Press <Enter>.

Reference Menu

Current Rev - 10/22/99 13-7

• The Browse Invoice by Ship Release Number screen for the ship release you selected will bedisplayed.

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Browse Invoice by PO Number

• From the Invoice Menu, type IP in the Code field.

• Press <Enter>.


• Cursor select the PO number or enter the PO Number in the PO NUM field.

• Press <Enter>.

• The Invoice Lines screen for the purchase order you selected will be displayed.

Reference Menu

Current Rev - 10/22/99 13-9

Browse Invoice by Order Number

• From the Invoice Menu, type IO in the Code field.

• Press <Enter>.

• The Invoice Header by Order Number screen will appear.

• Cursor select the PO Number or enter the T&B Order Number in the Tnb Order Num field.

• Press <Enter>.

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• The Invoice Lines screen for the order number you selected will be displayed.

Reference Menu

Current Rev - 10/22/99 13-11

Browse Invoice Detail by Catalog

• From the Invoice Menu, type BC in the Code field.

• Press <Enter>.

• The Invoice Lines by Catalog Number screen will appear.

• Enter a catalog number in the Catalog Num field.

• Press <Enter>.


• Press <Enter>.

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Reference Menu

Current Rev - 10/22/99 13-13

Browse Invoice Detail by Customer and Catalog

• From the Invoice Menu, type CC in the Code field.

• Press <Enter>.

• The Invoice Lines by Customer and Catalog screen will appear.

• Enter the customer number in the Customer Num field.

• Enter the catalog number in the Catalog Num field.

• Press <Enter>.


• Press <Enter>.

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• The Invoice Lines screen will appear for the invoice you selected.

Reference Menu

Current Rev - 10/22/99 13-15

Browse by Old System Invoice Number

• From the Invoice Menu, type IE in the Code field.

• Press <Enter>.

• The Invoice Inquiry by Old System Invoice Number screen will appear.

• Cursor select or enter the invoice number in the Invoice Id field.

• Press <Enter>.

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• The Invoice Lines screen for the invoice number you selected will be displayed.

Note: Press PF3 to exit the Invoice Lines screen and return to the Invoice Menu.

Reference Menu

Current Rev - 10/22/99 13-17

Easy AccessEasy Access is a series of TOPS functions that are accessible to distributors without having tocontact T&B. These are read-only functions that do not permit the distributor to modify data.

Distributors can gain access to the Easy Access System by contacting the T&B Help Desk atextension 4357. The Help Desk can provide the software and passwords for access to this system.

There are five basic functions available through Easy Access:

• Inventory Availability / Pricing - allows distributors to check on stock availability and pricing

• Purchase Order Inquiry - provides information about current orders

• Competitor Cross Reference - allows distributors to convert other manufacturer's partnumbers to Thomas & Betts' part numbers

• Customer Lookup - provides identification of customers so database will display properinformation

• Customer Branch - allows distributor to check stock availability of T&B material at otherlocations

To access the Easy Access System Menu from the Main Menu, do the following:



• EZ (Easy Access)

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• The Easy Access System Menu will appear.

Note: In order to view Easy Access features, the CSR must identify the distributor you are inquiringabout. This can be performed through the Customer Lookup function.

Reference Menu

Current Rev - 10/22/99 13-19

Customer Lookup

This function identifies the distributor to ensure accurate display data, such as cost, purchase orders,and branches. This customer lookup (selection) step is required in order to use the other EasyAccess functions.

• From the Easy Access System Menu, type CL in the CODE field.

• Press <Enter>.

• The Browse Type option window will appear.

• Cursor select the browse option you want. (For this example, the Customer Number option hasbeen selected).

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• From the browse listing displayed, cursor select a customer or enter a customer number in theCustomer Num field.

• Press <Enter>.

Reference Menu

Current Rev - 10/22/99 13-21

• The Easy Access System Menu will reappear and the customer's name you selected will bedisplayed near the top of the screen. This identifies the customer and allows access to the otherEasy Access System functions.

Inventory Availability / Pricing

This function displays stock availability and pricing for the distributor you selected.

• From the Easy Access System Menu, type IA in the CODE field.

• Press <Enter>.

• The Inventory Availability / Pricing screen will appear.

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• Enter the catalog number in the *ITEM NUM field.

• Enter the desired quantity in the QTY field.

• Press <Enter>.

• This will display the stock availability, the stock location and the distributor's cost.

If additional stock checks are required, type over the item number and quantity, then press<Enter>.

Reference Menu

Current Rev - 10/22/99 13-23

Purchase Order Inquiry

This function will display the current orders for the selected customer.

• From the Easy Access System Menu, type PO in the CODE field.

• Press <Enter>.

• The Purchase Order Inquiry screen for the selected customer will display current orders and theirship status.

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• To view line details of the purchase order, cursor select an order or enter the order number in theENTER PO NUM field.

• Press <Enter>.

Reference Menu

Current Rev - 10/22/99 13-25

• The Purchase Order Inquiry screen for the selected order will display the details of the order.

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Customer Branch

This function allows distributors who have several locations to check stock availability of selectedcatalog items at other branches.

• From the Easy Access System Menu, type CB in the CODE field.

• Press <Enter>.

Reference Menu

Current Rev - 10/22/99 13-27

Competitor Cross ReferenceIn order to aid customers in converting to Thomas & Betts products, TOPS has an on-line cross-reference function. This allows the user to input competitors' part numbers and view the Thomas &Betts equivalent part numbers.

Accessing the Competitor Cross Reference Menu

To navigate to the Competitor Cross Reference Menu from the Main Menu, type the following fieldcodes in each menu that is displayed:



• CC (Competitor Cross Reference Menu)

• There are seven functions available in the Competitor Cross Reference Menu. The use of thesefunctions is described in the sections that follow.

COMPETITOR PART NUMBER LOOK UP

This is the most commonly used method to cross reference part numbers. It is also the simplestfunction to use.

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From the Competitor Cross Reference Menu, do the following:

• Type 1 in the Code field.

• Press <Enter>.

• Enter the competitor's part number in the *COMPETITOR CATALOG NUM field.

• Press <Enter>.

Reference Menu

Current Rev - 10/22/99 13-29

• The results displayed will show the cross references associated with that part number and themanufacturer. In some instances, there may be multiple cross references. If this is the case,cursor select the appropriate manufacturer and the results will be displayed.

The upper portion of the cross-reference screen displays the competitor's part number andmanufacturer. The Thomas & Betts part number equivalent displays below, along with the UPCnumber and a Match Type.

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Available options for Match Type include:

Match Type Option Description

EXACT Same forms, fit, and function as competitor's part. There may besmall differences but these should not prevent using the T&B partin place of competitor's part. Most items in the cross-reference willbe this match type.

CLOSE Function is similar but there are differences in wire range,dimensions, capacity, or other options that may prevent using thepart. The end user should check the fit and function in theirapplication. The differences can be noted on the screen.

DISCONTINUED Part shown was previously produced by Thomas & Betts and iseither no longer offered or has been sold to another manufacturer.

NOMATCH Thomas & Betts does not produce an equivalent to this item.

CANMAKE Thomas & Betts does not currently produce an equivalent to thisitem but has the technology to produce the item.

SERIES The part number entered reflects a group of parts. For example,struts can be produced in a variety of lengths.

Many times a partial catalog number is entered which is thecompetitor's series of parts. This displays T&B's comparableseries.

• Press PF3 to return if you need to do additional cross-references.

Reference Menu

Current Rev - 10/22/99 13-31

BROWSE BY T&B CATALOG NUMBER



• Press <Enter>.

• Enter the T&B catalog number in the *T&B CATALOG NUM field.

• Press <Enter>.

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• A listing of all competitors' catalog numbers associated with the T&B catalog number will bedisplayed. The listing displays the part number, manufacturer, and match type.

• Press PF11 to scroll to the right to review any remarks about the products.

• Press PF8, if applicable, to scroll forward to view additional competitor catalog numbers.

• (Optional) Press PF5 to display the Match Type help screen.

• (Optional) Press PF9 to display the cross reference menu options.

Note: The competitor's catalog number has an Action (*A) selection field to the left of the catalognumber. This field is used to move to a database maintenance screen. The maintenancescreen is security protected and not available to customer service.

Reference Menu

Current Rev - 10/22/99 13-33

BROWSE BY COMPETITOR CATALOG NUMBER

This function is similar to Competitor Part Number Look Up with the addition of selecting a startingpoint for reference.



• Press <Enter>.

• (Option 1) For a broader search, do the following:

• Enter only the competitor's catalog number in the *COMPETITOR CATALOG NUM field.

• Press <Enter>.

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• The resulting display will show all matches for the catalog number.

Search results by catalog number only

Reference Menu

Current Rev - 10/22/99 13-35

• (Option 2) For a narrower search, do the following:

• Enter the competitor's catalog number in the *COMPETITOR CATALOG NUM field

• Enter the competitor's name, or the first few letters of the competitor's name, in theCOMPTTR NAME (competitor name) field.

• Press <Enter>.

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• The resulting display will show matches beginning with that competitor and all other entriesafter that name.

Search results by catalog number and competitor

Reference Menu

Current Rev - 10/22/99 13-37

BROWSE BY COMPETITOR NAME

This selection allows searching the database on a specific competitor.



• Press <Enter>.

• Enter the competitor's name in the *COMPETITOR NAME field.

Press <Enter>.

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-or-

If you are not sure of the exact spelling, enter the first few letters of the competitor's name in the*COMPETITOR NAME field.

Press <Enter>.

This will display the Browse by Short Name screen.

Cursor select the desired competitor.

Press <Enter>.

Reference Menu

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You will be returned to the Browse by Competitor Name screen and the competitor's name youselected will be in the *COMPETITOR NAME field.

Press <Enter>.

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• The Browse by Competitor Name screen now displays all listings for that competitor(manufacturer) along with the matching T&B catalog numbers.

Note: This search can be narrowed by entering a partial or full competitor catalog number in theCOMPETITOR CATLG NUM field.

Reference Menu

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BROWSE BY SERIES NUMBER

This function allows searching by a series number.



• Press <Enter>.

• Enter the full or partial competitor's catalog number in the *COMPETITOR CATALOG NUM field.

• Press <Enter>.

• The T&B series will be displayed.

Note: Since this is a group of parts instead of a distinct part number, additional research will likely berequired.

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COMPETITOR CATALOG NUMBER MAINTENANCE

This screen is used to maintain the cross-reference database. It is security restricted and notaccessible to CSRs.



• Press <Enter>.

• The following Actions are available:

• A Add a record (security protected)

• C Clear the screen

• D Display a record

• M Modify a record (security protected)

• N (display) Next record

• P Purge a record (security protected)

Reference Menu

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Add a Record

This is a security-protected function. Only authorized users will be permitted to add cross referencerecords. If you are not authorized to add cross reference records, a security message will appear onthe screen.

• Type A in the *ACTION field.

• Enter the competitor's name in the *COMPETITOR SHORT NAME field.

-or-

If you are unsure of the correct spelling of the competitor's name, press PF1 (help) to access alisting of competitors' names.

Enter the first few letters of the name in the Short Name field.

Press <Enter>.

Cursor select the manufacturer from the listing displayed.

Press <Enter> to populate the *COMPETITOR SHORT NAME field.

• Press <Tab>.

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• Enter the competitor's catalog number in the *COMPETITOR CATALOG NUM field.

-or-

If you are unsure of the competitor's catalog number, press PF1 (help) to access a listing ofcompetitor catalog numbers.

Enter the competitor catalog number (partial or entire) in the Comp Cat Short Name field.

Press <Enter>.

Cursor select the competitor catalog number from the listing displayed.

Press <Enter> to populate the *COMPETITOR CATALOG NUM field.

Note: To speed data entry and search time, it is recommended that you omit all periods, slashes,and spaces in catalog numbers.

Note: There is NO system verification of competitor catalog numbers. Be very sure of the letters,numbers, and other data that you have entered.

• Press <Tab>.

Reference Menu

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-or-

If you are unsure of the T&B catalog number, press PF1 (help) to access a listing of T&B catalognumbers.

Enter the T&B catalog number (partial or entire) in the Catalog Compressed field.

Press <Enter>.

Cursor select the T&B catalog number from the listing displayed.

Press <Enter> to populate the *T&B CATALOG NUM field.

• Press <Tab>.

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• Enter one of the following MATCH TYPE codes, whichever is appropriate. For help, press PF1 inthe MATCH TYPE field.

• C Close Match. This option requires input into the REMARKS field noting differences.

• D Discontinued / Sold to Other Businesses

• E Exact Match

• M Can Make. The T&B part number for "can make" items must be CANMAKE. Adescription of the proposed part number or other options can be placed in theREMARKS field.

• N No Match

• S Series. The T&B part number for this type of match must be SERIES. Additionalcomments or explanations may be included in the REMARKS field.

• Enter the VERIFY INDICATOR: 'Y'es or 'N'o. Indicator may vary by business unit.

• Enter N if the cross reference has NOT been verified by a person qualified to make a productevaluation.

• Enter Y if the cross reference has been verified and approved.

• Press <Enter>.

• A message will appear on the screen indicating the competitor cross reference was addedsuccessfully and the cursor will return to the *ACTION field.

Reference Menu

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• To enter additional cross references, type over the existing information. If you are enteringmultiple cross references from the same manufacturer and the information is the same, <Tab>past the *COMPETITOR SHORT NAME field so you won't have to re-enter information in thisfield.

Clear the Screen

To clear all fields on the screen, do the following:

• Type C in the *ACTION field.

• Press <Enter>.

• A message will appear on the screen indicating the screen values cleared successfully.

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Display a Record

To display a record, do the following:

• Type D in the *ACTION field.

• Enter the competitor name in the *COMPETITOR SHORT NAME field.

• Press <Enter>.

• Enter the competitor catalog number in the *COMPETITOR CATALOG NUM field.

• Press <Enter>.


• Press <Enter>.

• A message will appear on the screen stating the competitor cross reference displayedsuccessfully.

Modify a Record

This is a security-protected function. Only authorized users will be permitted to modify crossreference records. If you are not authorized to modify cross reference records, a security messagewill appear on the screen.

To modify a record, do the following:

• Display the record you want to modify.

• Type M in the *ACTION field.

• Make the necessary changes in the appropriate fields by retyping the information.

• Press <Enter> when all changes have been made.

• A message will appear on the screen stating the competitor cross reference was modifiedsuccessfully.

Reference Menu

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Display the Next Record

To display the next record in sequence, do the following:

• Display a record.

• Type N in the *ACTION field.

• Press <Enter>.

• A message will appear on the screen stating the next competitor cross reference displayed. Thecursor will be returned to the *ACTION field.

Purge a Record

This is a security-protected function. Only authorized users will be permitted to purge cross referencerecords. If you are not authorized to purge cross reference records, a security message will appearon the screen.

To purge a record, do the following:

• Display the cross reference record you want to delete.

• Type P in the *ACTION field.

• Press <Enter>.

• A message will appear on the screen: "Press ENTER to confirm purge".

• Press <Enter> to delete the record.

• A message will appear on the screen indicating the competitor cross reference was purgedsuccessfully and the screen values will be cleared.

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BROWSE COMPETITOR CROSS REFERENCE NAME TABLE

This function is used to determine the proper spelling of competitors' names for data entry purposes.



• Press <Enter>.

• Enter a partial name in the Short Name field.

• Press <Enter>.

• A listing of the closest matches to the partial name you entered will be displayed.

Additionally, the total number of catalog number listings for that competitor is also included in thisdisplay.

• (Optional) Press PF8 to scroll screens forward from the point where the competitor name searchwas started.

General Support Menu

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Chapter 14: GENERAL SUPPORT MENU

The General Support Menu contains functions that provide data that is useful to the various divisionsof Thomas & Betts. Several of these databases are used by CSRs. The most commonly useddatabases are listed below:

• Customer Profile Menu - Provides data about the customer, contacts, product lines,shipping addresses, and various notes regarding the customer.

• Customer Item Specific Profile - Maintains a database that records the customer's partnumbers, which correspond to a Thomas & Betts catalog number.

• On-Demand Reports - Provides a method of producing a report of customer's open orderswith selectable data fields. Detailed information on the use of this function is describedbelow.

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Customer ProfileEach Customer who does business with Thomas & Betts has their own Profile created that providesinformation about their needs, requests, and requirements. The Customer Profile also contains othervarious types of information such as:

• Credit Limits and Terms

• Shipping Preferences

• Ship and Bill to addresses

• Pricing Profiles

• Assigned Agents

• Customer Contacts phone and fax #’s and e-mail addresses

• Signature Service Levels

• Direct Delivery information if designated

Each Customer Service Rep has ownership of his/her accounts. Among the Customer ServiceRepresentative's responsibilities is to maintain and update their Customer Profiles' contact names,phone numbers, fax numbers, and acknowledgement access.

Accessing the Customer Profile

To navigate to the Customer Profile screen from the Main Menu, type the following field codes ineach menu that is displayed:


• GS (General Support Menu)

• CP (Customer Profile Menu)

• CP (Customer Profile screen)


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Maintaining Contacts

The most common field to be maintained is the customer contact name, phone, and fax numbers, andan e-mail address, if available.

To add or change (M) a contact name in an already existing Profile:

• Type a 'D' (display) in the ACTION field, enter the customer account number, then press<Enter>.

Enter Customer #

Note: You may also display the Contacts screen from the Customer Profile Menu (CT)

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• Press PF9 to display the options box.

Options Box

• Place the cursor on the CONTACTS option then press <Enter>.

• Press PF4 to add or change. This will populate fields as they currently exist.


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• Press PF1 for help in selecting an action value.

Note: Action key will default to 'A'. Change if necessary.

Enter anAction Value

• The next field is *CUSTOMER NUM, which should be populated.

• <Tab> to the *TYPE field, then press PF1. This will display a list of choices describing thefunction of the contact. Make a selection from the list.

ContactTypes

• Type the name of the contact.

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• In the MEMO field, type in any pertinent information that may be needed in the future.

• Type the phone number and extension, if any. Do not enter a ‘9’ for an outside line; the systemwill use its own phone line. Make sure that area codes are up to date. Also, enter country codesaccurately. This is critical so that "rejected" faxes do not overwhelm the system.

• <Tab> or cursor to the *TYP field, then press PF1. This will display a listing of phone types fromwhich to choose. Make a selection from this list.

Phone Types

• Finally, if available, type the contact's e-mail address in the EMAIL field. The format must becorrect so that information does not get lost. Make sure that all punctuation and capitalization arecorrect.

• When all of the desired information has been entered for this contact, press <Enter> to updateand save.

Note: These options may also be accessed from the Customer Profile Menu.


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Acknowledgements

The Customer Profile also has a function that will allow the customer to be notified via EDItransmission, fax, or e-mail after an order has been entered. Each time an order is "ended" for thiscustomer, the system will notify them that the order was received.

For this reason, it is very important that the contact information for a customer be kept current.

From the Customer Profile screen, page right four times. This will bring you to the DocumentRequirements screen. To activate this notification function:

• Choose the Acknowledgement type.

• Enter the fax number in the fax field.

• Enter the contact name.

• Type 'Y' in the ACKNOWLEDGMENT field.

Type 'Y' inACKNOWLEDGMENT

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Description of the Customer Profile screens

Customer Profile

• The first Customer Profile screen will display information including customer name, primarymarket group, Signature Service level, whether the customer has access to EDI or QuiPS, andthe CSR code.


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• Press PF11 to scroll (page) to the right to display the Credit Information screen.

Credit Information

• The Credit Information contains information on the customer's currency, total credit and availablecredit, along with information about outstanding invoices.

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• Press PF11 to scroll (page) to the right to display the Shipping Requirements 1 screen.

Shipping Requirements 1

• The Shipping Requirements 1 screen displays service warehouse, backorder information, freightallowances, inspection information, and default carriers.


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• Press PF11 to scroll (page) to the right to display the Shipping Requirements 2 screen.

Shipping Requirements 2

• The Shipping Requirements 2 screen displays information about whether the customer has directdelivery and if so, the shipping day, routing, and stop number.

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• Press PF11 to scroll (page) to the right to display the Document Requirements screen.

Document Requirements

• The Document Requirements screen displays the documents a customer normally receives. Themost common documents would be invoice and acknowledgements, but many other documentoptions are available.


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• Press PF11 to scroll (page) to the right to display the customer's Pricing Profile screen.

Pricing Profile

• The Pricing Profile screen displays how pricing information is distributed to the customer, such asvia printed copy, via fax, via e-mail, or by other means. This screen also displays the number ofcopies the customer receives and whether copies are sent to a "parent" account.

• Many of these screens can also be accessed by typing their respective code on the mainCustomer Profile screen.

• Additional screens can be accessed at any time by pressing PF9 (OPT).

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Additional Customer Profile Options

Once in a Customer Profile, it is possible to navigate to other aspects of that customer's profile.Additional options in the Customer Profile include Agents, Net Sheet information, Customer Pricing,and Marketing Authorization.

• To locate these options, press PF9 from the Customer Profile screen.

• A list of options will be displayed.

Options Box

• Make your selection by placing the cursor on the desired option, then press <Enter>.


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Shipping Requirements field descriptions

Field Description

*AIR CARRIER Customer requires a specified air shipment carrier (SCAC code –Standard Carrier Alpha Code)

*FREIGHT TERMS 'P' (prepaid; 'C' (collect); 'B' (Prepay & Charge)

*LTL CARRIER The customer requires a certain LTL (Less than Truck Load) carrier.(SCAC code – Standard Carrier Alpha Code)

*PARCEL CARRIER Customer requires a specified parcel carrier. (SCAC code – StandardCarrier Alpha Code)

*SERVICINGWAREHOUSE

Location code of the warehouse that services the customer and fromwhich orders are filled. Master (default) warehouse (DistributionCenter) for this customer

AIR ACCT NUM Account number for default air carrier

ALLOW CT LOTROUNDG

Adjust order quantity to pack quantity. The values are ‘Y’ (Yes) or ‘N’(No)

B/O DROP Weekday drops: ‘MON’; ‘TUE’; ‘WED’; ‘THR’; ‘FRI’. The backordersare marked with an ‘X’

B/O POLICY Policy for backorder. The values are: ‘D’ (on-demand); ‘C’(consolidated 7 day); ‘W’ (weekly)

BRANCH TRANSFERINDIC

Allows customer order to transfer from servicing warehouse. Thevalues are ‘Y’ (Yes) or ‘N’ (No)

CANCEL DAYS Number of days to cancel orders. Used primarily for retail customerswho require an order to be cancelled if it is not shipped within a certainnumber of days. Currently used for reporting purposes only

DROP DAYS EARLY Maximum days before the scheduled shipment date

DROP DAYS LATE Minimum days before the scheduled shipment date

FREIGHT CODE Freight code. Valid values are: ‘P’ (prepaid); ‘C’ (collect); or ‘B’ (Prepay& Charge)

JUST IN TIME ONLY The order will ship to arrive at the customer location "just in time" tomeet their requirements

LIGHTING STOCKINGINDIC

Indicates customers that stock T&B lighting products. The values are‘Y’ (Yes) or ‘N’ (No)’

LTL ACCT NUM Account number for default LTL carrier

PARCEL ACCT NUM Account number for default parcel carrier

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Field Description

QUALITYINSPECTION REQ

Flag indicates whether a quality inspection audit is required. Thevalues are ‘Y’ (Yes) or ‘N’ (No)

REPACK REQ IND Repack required. The values are ‘Y’ (Yes) or ‘N’ (No)

SHIP COMPLETELEVEL

Indicator used to approve placing items on backorder for an order thatthe items are out of stock at the designated warehouse for thecustomer. Valid values are: ‘C’ (ship complete); ‘R’ (retail shipcomplete, cancel back order); ‘L’ (each line must ship complete); ‘N’(partial shipments allowed)

SHIP TO DELV LEADTIME

Number of days from shipment date to delivery date.

SRVCING WHSEONLY

Servicing Warehouse Only. The values are ‘Y’ (Yes) or ‘N’ (No).Servicing Warehouse may not be overridden at order entry unlessauthorized.



Address/State Invalid Verify and enter the correct address, city, and state.

Function Unavailable This would occur when attempting to access any function thatis currently unavailable.


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Customer Item Specific ProfileThe Customer Item Specific Profile function provides you with the ability to link a customer's partnumber or ordering data to a given Thomas & Betts catalog number. Customer Service may beresponsible for maintaining this table with updates and revisions as necessary.

To access the Customer Item Specific screen from the Main Menu, type the following field codes ineach menu that is displayed:

• From the Main Menu, type CS in the Code field, then press <Enter>.

• From the Customer Service Menu, type GS in the Code field, then press <Enter>.

• From the General Support Menu, type CX in the Code field, then press <Enter>.

• The Customer Specific Item Profile screen will appear.

The functions required for Customer Service will commonly be:

• Adding a customer part number or packaging data

• Modifying information

• Purging (deleting) information

These functions are split into two groups: the first group deals with customer part numbers and thesecond deals with packaging data.

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Adding Customer Information

• Type A in the *ACTION field.

• Do one of the following procedures:

• To add information for a single location, or "child" account, type C in the LOOK UP TYPEfield.

Enter the customer account number in the *CUSTOMER field.


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-or-

• To add information for chainhouse locations, or "parent" accounts, type P in the LOOK UPTYPE field.

<Tab> to the *CHAINHOUSE field.

Enter the chainhouse ID number in the *CHAINHOUSE field.

Note: If you are unsure of the customer account number or the chainhouse ID, place your cursor inthe desired field and press PF1. This will display a lookup table from which you can make aselection.

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Customer Part Numbers

• Enter the Thomas & Betts catalog number in the *T&B CATALOG NUMBER field.

• Enter the customer's part number in the CUSTOMER P/N field.

Note: The customer's part number must be entered exactly as the customer orders that item.

• (Optional) For reference purposes, you may enter a drawing number in the DRAWING NUM fieldand a revision level in the REV LEVEL field. These fields are not required in order to referencethe customer part number.

• The REPACK CODE, REPACK LT, and REPACK NOTES fields should not be added. Thesefields will be used by the Logistics department.

• After all required fields have been completed, press <Enter>. The system will update the UPCand DESCRIPTION fields and display a message confirming that the cross reference has beenadded successfully.


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EDI Conversions

At times, EDI orders may come in with units of measure expressed in different terms other than thecommon T&B units of measure. For example, a customer may order a product by the "bag" or "reel",while T&B uses the "piece" count. This function will provide a method of converting the customer'sunit of measure to a T&B unit of measure. The conversion may involve packaging or pricing. Thesefunctions operate independently of each other.

Quantity Conversions

This may be a packaging type or a quantity conversion. Possible options include:

• BG Bag

• BX Box

• CA Case

• PH Pack

• PK Package

• SP Shelf Package

If doing a quantity conversion, do the following:

• Enter the customer's unit quantity in the CUST QTY field.

• Enter the T&B equivalent in the T&B QTY field.

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In the example above, the catalog number 171-10 is sold in 100-foot reels and quantities must beordered in numbers of reels. This customer frequently orders the product in quantities of feet (5000feet, or 50 reels). If the 5000-foot quantity ordered goes through the system and is erroneouslyinterpreted as 5000 reels, the customer would be shipped too much product. In the conversionexample above, the system has been told that for this product, every 100 feet ordered by thecustomer (CUST QTY) should be converted to a T&B quantity of 1 reel (T&B QTY).

Pricing Unit of Measure Conversions

Customers frequently transmit pricing units of measure that are not recognized by the T&B EDIsystem. These types of conversions allow us to tell the system what the customer has ordered byconverting the unit of measure.

In the conversion example above, the customer orders as "each," meaning a bag of 100. The systemwill convert the customer's "each" (CUST PRICE UM) to the T&B package count of "C" (100) tomatch the T&B ordering quantity (T&B PRICE UM).

• When all fields have been completed, press <Enter>.

• A message will appear indicating the customer part cross reference was added successfully.


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Modifying a Customer Item Profile

If customer item information changes, it will be necessary to modify or change this information.

To modify customer item information, do the following:

• Type M in the *ACTION field.

• Type C or P in the LOOK UP TYPE field, depending on whether you are modifying a child orparent account.

• Enter the customer account number in the *CUSTOMER field (if modifying a child account) or thechainhouse ID number in the *CHAINHOUSE field (if modifying a parent account).


• Press <Enter>. The system will populate all completed fields and a message will appear to"Enter changes".

• <Tab> to and type over any fields that need to be changed.

• Press <Enter>.

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• A message will appear indicating the customer part cross reference was modified successfully.


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Deleting a Customer Item Profile

If a customer item profile needs to be removed, do the following:

• Type P in the *ACTION field.

• Type C or P in the LOOK UP TYPE field, depending on whether you are modifying a child orparent account.

• Enter the customer account number in the *CUSTOMER field (if modifying a child account) or thechainhouse ID number in the *CHAINHOUSE field (if modifying a parent account).


• Press <Enter>. The system will populate all completed fields and a message will appear to"Press <Enter> to confirm purge".

• If you a sure you want to remove this record, press <Enter>.

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• A message will appear indicating the customer part cross reference was purged successfully.


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On-Demand ReportsTo access the On-Demand Reports screen from the Main Menu, type the following field codes ineach menu that is displayed:

• From the Main Menu, type CS in the Code field, then press <Enter>.

• From the Customer Service Menu, type GS in the Code field, then press <Enter>.

• From the General Support Menu, type OD in the Code field, then press <Enter>.

• The On-Demand Reports menu will appear.

• From the On-Demand Reports menu, type CS in the Code field, then press <Enter>.

• The On-Demand Reports - Customer Service menu will appear.

• From the On-Demand Reports - Customer Service menu, type OO in the Code field, then press<Enter>.

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• The Open Order Report Status Selection screen will appear.

• The report selection options define the data that will be contained in the report.

• Customer Selection

• Customer # - Defines the customer and will compile a report based on the optionsselected below.

• Purchase Order # - Will provide a report for a specific purchase order. One or more T&BSales Order Numbers may be displayed in the report.

• Sales Order # - Will provide a report for a specific T&B Sales Order Number.

• Show Open PO's or All?

• Select 'O' to display only OPEN orders

• Select 'A' to display ALL orders

• Include Shipping Details? (Last 15 days)

Many users have received material that was shipped over 15 days ago. This option allowsyou to restrict the report to the last 15 days of shipping activity.

• Select 'Y' to restrict the report to the last 15 days

• Select 'N' to show ALL dates

• Show Unit Price, UOM, Curr?


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Many accounts request these reports to see shipping data about their orders. Additionalinformation, such as price, unit of measure, and currency might be unnecessary. Thisselector enables you to turn off these fields, if desired.

• Select 'Y' to display unit price, unit of measure, and currency

• Select 'N' to omit these fields from the report

• Show Order Notes?

Notes may or may not be of use to the customer in the report. This selector determineswhether or not order notes are included in the report.

• Select 'Y' to display order notes

• Select 'N' to omit order notes from the report

• Printer

These On-Demand Reports must be printed on a mainframe printer. In this field, you mustspecify on which printer the report should be printed. The mainframe printer at the Memphiscorporate office is LYN.

(Optional) If you want to see other available printers, press PF1 when the cursor is in thePRINTER field. You can scroll through the Printer Selection listing, cursor select the printeryou want, then press <Enter> to populate the PRINTER field.

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• After completing the Open Order Report Status Selection screen, press <Enter> to compile thereport and send it to the printer you selected.


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• The following report is a sample of a printed On-Demand Report:

Appendix - Frequently Asked Questions (FAQs)

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APPENDIX - FREQUENTLY ASKED QUESTIONS (FAQS)

• Will OES order history be available on TOPS?

Yes. Orders entered on the Legacy system will be accessed through Order Status.

The menu option you will use is ‘Order Status by Old System Number’.

• Will Customer Service be able to branch an order to the EDC?

No. The EDC will not be able to recognize any order from the U.S. or Canada.

• Will Customer Account Number’s remain the same?

No. For the TOPS system, account numbers need to be 9-digit numbers. This means that mostaccount numbers will simply add a '0' to the beginning of the number.

• Why are some options not available?

TOPS is an evolving system. It currently works well as is, but many enhancements are "on thetable." As these enhancements are developed, they will be updated on the system. You will benotified every time a system change occurs that affects Customer Service.

• How do we enter an order for Literature if there is no order type 'L'?

Literature orders will be entered under the Sample Account for your area, unless the customer isbeing charged. In that case, you would enter the order on the customer’s account number.

• Can we make changes to an order in Order Management if the PO is in Pending Status?

No. The order can be reviewed in Order Management but not changed. To change the order, itmust first be Ended.

• Can I make changes in Order Status?

No. Changes should be made in Order Management.

• Can we change the header of an order that has lines in Wave status?

No. If the entire order has gone to the wave, any changes made will not be recognized.However, if the order has any lines that are open (i.e., not shipped and not in the wave), then theheader may be changed. These changes, however, will not affect the lines that have gone to thewave.

• Why does the ECG need to learn TOPS Quotes if they are using QUIPS?

Two of the most important reasons for learning both systems are for cross-training purposes andas a back-up system. In the event the QUIPS system were to fail for a day or so, the ECG coulduse the TOPS system as back-up for entering quotes.

Appendix - Code Sequence for Menus


APPENDIX - CODE SEQUENCE FOR MENUS

The table below is a listing of the Code sequences to get to frequently accessed screens.

Menu Code Sequence(from Main Menu)

CUSTOMER SERVICE MENU CS

ORDER ENTRY CS, OE

ORDER MANAGEMENT MENU CS, OM

ORDER HEADER CHANGE CS, OM, MH

ORDER ITEM CHANGE CS, OM, HI

ADD NEW ORDER LINE ITEM CS, OM, NL

CANCEL ORDER CS, OM, CO

ITEMS TO BE PRICE RELEASED CS, OM, PR

REQUEST DATE UPDATE CS, OM, RD

OPEN LINES BY CATALOG NUM CS, OM, OL

EDI ERROR CORRECTION CS, OM, EE

FORCE ALLOCATE BACKORDER ITEM CS, OM, FA

ORDER STATUS MENU CS, OS

ORDER STATUS BY PO CS, OS, PS

ORDER STATUS BY CUSTOMER CS, OS, CS

ORDER STATUS BY T&B CATALOG NUMBER CS, OS, NS

ORDER STATUS BY SALES ORDER NUMBER CS, OS, OS

ORDER STATUS BY OLD SYSTEM NUMBER CS, OS, SS

SHIP RELEASE BY ORDER/PURCHASE ORDER CS, OS, SO

SHIP RELEASE BY SR NUMBER INQUIRY CS, OS, SH

SHIP RELEASE BY BRANCH LOCATION CS, OS, SB

CSR QUOTE MENU CS, CQ

ENTER OR DISPLAY QUOTE CS, CQ, QU

BROWSE UNAPPROVED QUOTES CS, CQ, BU

BROWSE BY CATALOG NUMBER CS, CQ, BI

BROWSE BY QUOTE NUM AND CATALOG NUM CS, CQ, BP

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BROWSE BY PROJECT/END USER AND CATALOG CS, CQ, BR

BROWSE QUOTE BY CUSTOMER CS, CQ, BC

PRINT A QUOTE FOR A CUSTOMER CS, CQ, PR

AUDIT DATA CS, CQ, AU

PROBLEM RESOLUTION MENU CS, PB

ADD CREDIT RETURN CS, PB, CR

APPROVE CREDIT MEMO CS, PB, AR

BROWSE PENDING CREDIT MEMOS CS, PB, BR

ADD RETURN OF MATERIAL CS, PB, RM

INVOICE INQUIRY MENU CS, PB, II

BROWSE INVOICE BY INVOICE NUMBER CS, PB, II, II

BROWSE INVOICE BY CUSTOMER NUMBER CS, PB, II, IC

BROWSE INVOICE BY SHIP RELEASE NUMBER CS, PB, II, IS

BROWSE INVOICE BY PO NUM CS, PB, II, IP

BROWSE INVOICE BY ORDER NUM CS, PB, II, IO

BROWSE INVOICE DETAIL BY CATALOG CS, PB, II, BC

BROWSE INVOICE BY CUSTOMER AND CATALO CS, PB, II, CC

BROWSE BY EUROPEAN INVOICE NUMBER CS, PB, II, IE

PENDING ORDERS BY USERID CS, PO

PRICE INQUIRY CS, PI

STOCK CHECK INQUIRY CS, SC

PRICE AND AVAILABILITY CS, PA

EDI MENU CS, ED

ALL VALID PURCHASE ORDERS CS, ED, PO

UNIDENTIFIED CUSTOMER ORDER CS, ED, UO

MANUALLY PROCESSED PURCHASE ORDERS CS, ED, MP

AUTOMATICALLY PROCESSED PURCHASE ORDERS CS, ED, AP

PURCHASE ORDER CHANGES CS, ED, PC

EDI MASTER FILE CS, ED, ED

REFERENCE MENU CS, RM


Current Rev - 10/22/99 III


INVOICE INQUIRY MENU (same as above) CS, RM, II

GENERAL SUPPORT MENU CS, GS

CUSTOMER PROFILE MENU CS, GS, CP

COPY CUSTOMER CS, GS, CP, CC

CUSTOMER PROFILE CS, GS, CP, CP

CREDIT INFORMATION CS, GS, CP, CR

SHIPPING REQUIREMENTS CS, GS, CP, SR

DOCUMENT REQUIREMENTS CS, GS, CP, DR

ADDRESSES CS, GS, CP, AD

AGENT MENU CS, GS, CP, AM

BROWSE AGENT BY CODE CS, GS, CP, AM, BA

MAINTAIN AGENT PROFILE CS, GS, CP, AM, MP

MAINTAIN AGENT MARKET GROUP/REGION CS, GS, CP, AM, MM

AGENT RELATIONSHIPS CS, GS, CP, AM, AG

CONTACTS CS, GS, CP, CT

CUSTOMER PROFILE NOTES CS, GS, CP, NT

ITEM MASTER CS, GS, IM

CUSTOMER ITEM SPECIFIC PROFILE CS, GS, CX

SUPPORT TABLES CS, GS, ST

FINANCIAL TABLES CS, GS, ST, FT

MARKET TABLES CS, GS, ST, FT, MT

MARKET GROUP TABLE CS, GS, ST, FT, MT, 01

MARKET CHANNEL TABLE CS, GS, ST, FT, MT, 02

MARKET GROUP CROSS REFERENCE TABLE CS, GS, ST, FT, MT, 03

REGION TABLE CS, GS, ST, FT, MT, 04

MARKET GROUP/REGION TABLE CS, GS, ST, FT, MT, 05

LEGAL ENTITY TABLES CS, GS, ST, FT, LE

LEGAL ENTITY TABLE CS, GS, ST, FT, LE, 01

LEGAL ENTITY CROSS REFERENCE TABLE CS, GS, ST, FT, LE, 02

GEOGRAPHY TABLES CS, GS, ST, FT, GT

CSR Training Manual

IV Current Rev - 10/22/99


GEOGRAPHY TABLE CS, GS, ST, FT, GT, 01

GEOGRAPHY CROSS REFERENCE TABLE CS, GS, ST, FT, GT, 02

PRODUCT LINE TABLES CS, GS, ST, FT, PL

PRODUCT LINE TABLE CS, GS, ST, FT, PL, 01

PRODUCT PARTS (LINE 00) TABLE CS, GS, ST, FT, PL, 02

PRODUCT MANAGER TABLE CS, GS, ST, FT, PL, 03

GENERAL MANAGER TABLE CS, GS, ST, FT, PL, 04

PRODUCT MANAGEMENT GROUP TABLE CS, GS, ST, FT, PL, 05

PRODUCT GROUP TABLE CS, GS, ST, FT, PL, 06

A/R TABLES CS, GS, ST, FT, AR

TERMS CODE TABLE CS, GS, ST, FT, AR, 01

LOCKBOX TABLE CS, GS, ST, FT, AR, 02

INVENTORY ADJUSTMENT CODES CS, GS, ST, FT, AR, 03

G/L TABLES CS, GS, ST, FT, GL

FINANCIAL TRANSACTIONS TABLE CS, GS, ST, FT, GL, 01

FINANCIAL CALENDAR TABLE CS, GS, ST, FT, GL, 02

CATEGORY CODES TABLE CS, GS, ST, FT, GL, 03

TREASURY TABLE CS, GS, ST, FT, TM

CURRENCY CODE EXCHANGE TABLE CS, GS, ST, FT, TM, 01

PRICING CURRENCY EXCHANGE TABLE CS, GS, ST, FT, TM, 02

STANDARD CURRENCY CODES TABLE CS, GS, ST, FT, TM, 03

CUSTOMER TABLES CS, GS, ST, CT

CUSTOMER PROFILE TABLE CS, GS, ST, CT, 01

CONTACT TYPES TABLE CS, GS, ST, CT, 02

CUSTOMER ADDRESS TYPES TABLE CS, GS, ST, CT, 03

PHONE TYPES TABLE CS, GS, ST, CT, 04

CHAIN HOUSE TABLE CS, GS, ST, CT, 05

CUSTOMER SERVICE REPRESENTATIVES (CSR) TABLE CS, GS, ST, CT, 06

END USER CODE TABLE CS, GS, ST, CT, 07

PRICE TABLES CS, GS, ST, PR


Current Rev - 10/22/99 V


PRICE SCHEDULE TABLE CS, GS, ST, PR, 01

PRICE POLICY TABLE CS, GS, ST, PR, 02

EUROPEAN PRICE OVERRIDE TABLE CS, GS, ST, PR, 03

PRICE QUOTE TABLES CS, GS, ST, PR, 04

SHIPPING TABLES CS, GS, ST, SH

BRANCH PROFILES CS, GS, ST, SH, 01

PLANT TABLE CS, GS, ST, SH, 02

SHIP METHOD TABLE CS, GS, ST, SH, 03

PROMOTION TABLE CS, GS, ST, SH, 04

SUPPORT MESSAGES TABLE CS, GS, ST, SH, 05

FREIGHT CODE TABLE CS, GS, ST, SH, 06

CREDIT REASONS TABLE CS, GS, ST, SH, 07

CREDIT DEPARTMENTS TABLE CS, GS, ST, SH, 08

RMA CODES CS, GS, ST, SH, 09

ALTERNATE BRANCH TABLE CS, GS, ST, SH, 10

PRODUCT COST DISPLAY CS, GS, ST, SH, 11

CREDIT CATEGORIES TABLE CS, GS, ST, SH, 12

PRODUCTION SUPPORT TABLES CS, GS, ST, PS

PHYSICAL FACILITY TABLE CS, GS, ST, PS, 01

AREA TABLE CS, GS, ST, PS, 02

ZONE TABLE CS, GS, ST, PS, 03

ESR TABLE CS, GS, ST, PS, 04

NOQ MATRIX TABLE CS, GS, ST, PS, 05

PACK SHIPMENT CROSS REFERENCE TABLE CS, GS, ST, PS, 06

TRAFFIC TABLES CS, GS, ST, TR

BRANCH CARRIER TABLE CS, GS, ST, TR

CARRIER TRACKING TABLE CS, GS, ST, TR, 02

FREIGHT CHARGES TABLE CS, GS, ST, TR, 03

CARRIER DEPOT TABLE CS, GS, ST, TR, 04

CUSTOM OFFICE ADDRESS TABLE CS, GS, ST, TR, 05

CSR Training Manual

VI Current Rev - 10/22/99


ZONE DETERMINATION TABLE CS, GS, ST, TR, 06

PRIMARY TABLES CS, GS, ST, PT

COUNTRY CODE TABLE CS, GS, ST, PT, 01

LANGUAGE TABLE CS, GS, ST, PT, 02

STATE CODE TABLE CS, GS, ST, PT, 03

SALES BUSINESS UNIT TABLE CS, GS, ST, PT, 04

CHAIN HOUSE CS, GS, CH

CHAINHOUSE TABLE MAINTENANCE CS, GS, CH, CH

CUSTOMER LINKS CS, GS, CH, CL

TEXT KEYS CS, GS, TX

Appendix - Contact Information


APPENDIX - CONTACT INFORMATION

(Please refer to the attached "Contact Information" section that follows)

Index

Current Rev - 10/22/99 i

Index

A

ABBREVIATED TEXT 3-21ABC 10-3, 11-6ABC CODE 10-3accept customer price 4-25, 5-12ACCT 2-18, 4-2, 4-25, 5-12, 6-17, 8-9, 8-22acknowledgements 1-2, 14-7ACP 4-25, 5-12ACT 3-2, 3-4, 7-11, 7-31Action code 3-2, 3-4, 7-11, 7-31add drop ship 4-17, 5-2add new order line item 5-19add/review

customers 7-4items 7-8notes 7-6

ADDDS 4-17, 5-2adding notes 3-9adding text 3-1Additional 4-4, 4-23ADDTL 4-4, 4-23Agent 10-3AGNT 10-3Allocation 11-6ALLOCS 11-6approve quote 7-12asterisk 4-25, 5-12attention/order ship note 4-25, 5-11, 5-12available for sale 2-17, 12-2

B

batch process 2-16, 2-17billing only 4-23, 4-31, 8-19branch

change 5-18BRAND 10-3BREAKDOWN DATE 4-23browse by competitor catalog number 13-33browse by competitor name 13-37browse by series number 13-41browse by T&B catalog number 13-31browse customer quote 7-26browse pending orders 9-3, 9-4browse project/end user 7-23browse quote number 7-19browse quotes 7-12browse window 4-20, 5-7

C

cancelline 5-17

cancel order 5-23

carton lot rounding 1-3, 4-15, 4-22, 4-25, 5-9,5-10, 5-12, 6-4

Carton Lot Rounding 4-25, 5-12CATALOG 6-12, 6-16, 11-2, 11-6, 13-28, 13-31,

13-33, 13-35, 13-41, 13-42, 13-44, 13-45, 13-48,14-20, 14-23, 14-25

Catalog number 6-12, 6-16, 11-2, 13-28, 13-31,13-33, 13-35, 13-41, 13-42, 13-44, 13-45, 13-48,14-20, 14-23, 14-25

CERT OF COMP 4-25, 5-12Certificate of Compliance 4-15, 4-22, 4-25, 5-9,

5-10, 5-12change

branch 5-18order header 5-1, 5-9, 5-19order item 5-1, 5-11, 5-20

COM 4-11, 4-35, 5-21, 6-6command

direct 6-2Commission 4-11, 4-35, 5-21, 6-6COMMITD 11-6Committed 11-6competitor catalog maintenance 13-42competitor cross reference 13-17, 13-27, 13-28,

13-31, 13-33, 13-37, 13-41, 13-42, 13-50competitor part number 13-27contact

customer 14-2contacts 14-4

maintaining 14-3copy function 8-15Country 4-25, 5-12CPN 2-9, 2-16, 4-25, 5-12, 6-4, 8-55, 10-2credit hold 1-3, 4-12, 5-24CREDIT HOLD 4-36, 5-22credit information 14-9credit memo 8-1, 8-8, 8-9, 8-15CTN LOT RD 4-25, 5-12CTRY 4-25, 5-12CURR 10-2, 10-3Currency 4-25, 5-12, 7-2, 10-2, 10-3, 12-3CURRENCY 4-25, 5-12, 7-2, 12-3currency conversion 8-39, 12-3, 13-13, 13-27Customer Account Number 2-18, 4-2, 4-25, 5-12,

6-17, 8-9, 8-22customer contact 14-2customer item specific profile 14-1, 14-17customer notes 3-14, 10-5customer number 7-29Customer number 3-12, 8-30, 10-2, 10-3, 13-4,

14-5customer part number 1-4, 2-16, 4-5, 4-25, 4-28,

5-12, 6-4, 8-49, 14-20Customer Part Number 2-16, 4-25, 5-12, 6-4, 8-55

CSR Training Manual

ii Current Rev - 10/22/99

customer part numbers 14-20CUSTOMER PRICE 10-3customer profile 1-4, 2-12, 2-18, 3-9, 3-10, 3-11,

3-14, 4-15, 4-22, 4-26, 5-11, 5-13, 8-8, 8-12, 8-22, 10-5, 14-1, 14-2, 14-3, 14-6, 14-7, 14-8,14-13, 14-14

Customer Profilecontacts 14-4

Customer service menu 2-7, 2-8, 3-9, 3-18, 4-1,7-1, 8-4, 8-20, 8-21, 8-28, 8-43, 8-44, 8-56, 9-1,10-1, 11-1, 12-1, 13-1, 13-17, 13-27, 14-2, 14-17,14-27

customer typeAUT 7-33SIS 7-33SLM 7-33

D

D/D OVERRIDE 4-22, 4-25, 5-12defective material 8-1delete customer item profile 14-25delete pending order 9-4DESC 11-6description 11-6direct command 6-2direct delivery 4-15, 4-22, 4-25, 5-9, 5-11, 5-12,

8-46, 8-57, 14-2Direct Delivery 4-15, 4-22, 4-25, 5-9, 5-11, 5-12,

8-46, 14-2direct delivery override 4-22, 4-25, 5-9, 5-11, 5-12Direct Delivery Override 4-22, 4-25, 5-12DIS 4-35, 5-21, 7-33, 8-12, 8-26DISC 7-33, 10-4Discount 4-35, 5-21, 7-33, 8-12, 8-26, 10-4DISTR PRICE 10-4Distributor Manufacturer Integration 1-2, 8-55, 8-59distributor price 10-4DMI 1-2, 8-55, 8-59document requirements 14-7, 14-12drop ship 4-4, 4-16, 4-17, 4-38, 5-2, 5-3, 5-4, 5-25Drop Ship 4-4, 4-16, 4-17, 4-38, 5-2, 5-3, 5-4, 5-25DRSHP 4-4duplicate purchase order 4-36

E

Easy Access 1-5, 4-26, 5-13, 13-1, 13-17, 13-18,13-19, 13-21, 13-23, 13-26inventory availability 13-17, 13-21

EDI 1-2, 1-3, 1-4, 2-8, 2-16, 4-10, 4-25, 4-26, 5-1,5-12, 6-3, 6-5, 8-1, 8-5, 8-43, 8-45, 8-46, 8-47, 8-49, 8-53, 8-54, 8-55, 8-57, 8-59, 8-62, 8-63, 10-4,14-7, 14-8, 14-21, 14-22

EDI conversions 14-21EDI error correction 2-8, 5-1, 8-1, 8-43, 8-45,

8-46, 8-49, 8-53, 8-54, 8-55EFFECTIVE DATE 7-2, 7-33Electronic Data Interchange 1-2, 1-3, 1-4, 2-8,

2-16, 4-10, 4-25, 4-26, 5-1, 5-12, 6-3, 6-5, 8-1,

8-5, 8-43, 8-45, 8-46, 8-47, 8-49, 8-53, 8-54,8-55, 8-57, 8-59, 8-62, 8-63, 10-4, 14-7, 14-8,14-21, 14-22

Electronic Data Interface 14-7end order 4-1expedited service 4-15, 4-38, 5-1, 5-25Expedited Service 4-4, 4-15, 4-18, 4-19, 4-21,

4-38, 5-1, 5-5, 5-6, 5-7, 5-25EXPIRATION DATE 7-2, 7-34EXPORT INDIC 4-26Export Indicator 4-26EXSVC 4-4EZ ACCESS 4-26, 5-13

F

FieldABC 10-3, 11-6ABC CODE 10-3ACCT 2-18, 4-2, 4-25, 5-12, 6-17, 8-9, 8-22ACP 4-25, 5-12ACT 3-2, 3-4, 7-11, 7-31ADDTL 4-4, 4-23AGNT 10-3ALLOCS 11-6BRAND 10-3CATALOG 6-12, 6-16, 11-2, 11-6, 13-28,

13-31, 13-33, 13-35, 13-41, 13-42, 13-44,13-45, 13-48, 14-20, 14-23, 14-25

CATALOG NUM 6-12, 6-16, 11-2, 13-28,13-31, 13-33, 13-35, 13-41, 13-42, 13-44,13-45, 13-48, 14-20, 14-23, 14-25

CERT OF COMP 4-25, 5-12COM 4-11, 4-35, 5-21, 6-6COMMITD 11-6CPN 2-16, 4-25, 5-12, 6-4, 8-55CREDIT HOLD 4-36, 5-22CTN LOT RD 4-25, 5-12CTRY 4-25, 5-12CURR 10-2, 10-3CURRENCY 4-25, 5-12, 7-2, 12-3CUSTOMER NUM 3-12, 8-30, 10-2, 10-3,

13-4, 14-5CUSTOMER PRICE 10-3D/D OVERRIDE 4-22, 4-25, 5-12DESC 11-6DIS 4-35, 5-21, 7-33, 8-12, 8-26DISC 7-33, 10-4DISTR PRICE 10-4EDI 1-2, 1-3, 1-4, 2-8, 2-16, 4-10, 4-25, 4-26,

5-1, 5-12, 6-3, 6-5, 8-1, 8-5, 8-43, 8-45, 8-46,8-47, 8-49, 8-53, 8-54, 8-55, 8-57, 8-59, 8-62,8-63, 10-4, 14-7, 14-8, 14-21, 14-22

EFFECTIVE DATE 7-2, 7-33EXPIRATION DATE 7-2, 7-34EXPORT INDIC 4-26EXSVC 4-4EZ ACCESS 4-26, 5-13FORECAST 11-6

Index

Current Rev - 10/22/99 iii

GOVT 4-26, 5-13HDR QUOTE 4-22, 4-26, 5-13, 8-22HOLDS 4-36, 5-22IN TRAN 11-6INNER 11-6JIT 4-26, 5-13LEAD TIME 11-6LEGAL 10-2, 10-4LETTER OF CREDIT 4-36, 5-22LINE 3-2, 3-4, 4-35, 5-15, 5-18, 5-19, 5-21, 6-4,

11-7LOC 11-6LOWEST PRICE 10-3, 10-4MIN/MUL 11-6MSG LANG 3-7MSG NUM 3-7MSG TYPE 3-3, 3-4, 3-7, 3-19NET AVAIL 11-7NOQ 1-3, 4-10, 4-12, 4-36, 4-37, 5-22, 6-5,

11-4, 11-7, 12-2OBS 11-7OES MESG 4-26, 5-13ON-HAND 11-7ORDER MK 5-13PALLET 11-7PCT 10-4PLANNER 11-7PLANT 11-7, 11-8PLCMNT 3-2, 3-4PRICE 4-5, 4-26, 4-27, 4-28, 4-36, 5-13, 5-22,

8-5, 8-12, 8-16, 8-26, 10-3, 10-4, 10-5, 14-22PRICE CNTL 10-4PRICE EXP DT 10-4PRICE MD 10-4PRICE POLICY 10-4PRICE SHEET 10-4, 10-5PROD GRP 11-7PROD LINE 11-7PROMO 4-26, 4-35, 5-13, 8-22QTY 4-5, 4-25, 4-35, 5-17, 5-21, 6-4, 6-5, 7-11,

8-12, 8-16, 8-26, 10-4, 13-22, 14-21, 14-22QUALITY 4-36, 5-22QUOTE NUMBER 7-34REPACK 4-26, 5-13, 14-20REQ DATE 4-27, 4-30, 4-35, 5-13, 5-21, 8-22,

8-26RETURN IND 11-7SEQ 3-2, 3-4, 7-34SHIP COMP 2-17, 4-27, 5-14SHIP METHOD 4-19, 5-6SHIP TO 4-17, 4-27, 5-4, 5-14SOLD TO 4-27, 5-14SPL REQUIREMENTS 4-27, 5-14STATUS 6-2, 6-5, 6-11, 6-12, 6-13, 6-14, 7-34,

11-7SUP 11-7, 11-8SUP STK 11-8SVC WHSE 4-27, 5-14T&B ORDER NUM 4-35, 5-21

TOTALS 11-8TRADE PRICE 10-3, 10-4TRNSFS 11-8TYPE 3-3, 3-4, 3-7, 3-19, 4-20, 4-31, 4-32,

4-35, 5-21, 6-6, 7-2, 7-33, 7-34, 8-13, 8-16,8-26, 13-46, 14-5, 14-18, 14-19, 14-23, 14-25

UM 4-28, 4-35, 4-36, 5-19, 5-21, 7-9, 8-12,8-16, 8-26, 8-55, 11-8, 14-22

UPC 1-4, 2-16, 4-5, 4-28, 4-36, 5-22, 6-7, 8-49,8-55, 10-2, 10-5, 13-29, 14-20

UPC NUM 10-5USAGE CODES 3-3WEIGHT 11-8WM 11-8

FORECAST 11-6free form note 3-6Free form note 3-4Function

CC 8-39, 12-3, 13-13, 13-27PRINQ 12-4PRIOR 12-3

G

government inspection 4-22, 4-26, 5-11, 5-13Government Inspection 4-22, 4-26, 5-11, 5-13GOVT 4-26, 5-13

H

HDR QUOTE 4-22, 4-26, 5-13, 8-22header entry 4-1, 4-2, 4-4, 4-18, 5-6, 8-7, 8-8,

8-9, 8-10, 8-11, 8-12, 8-15, 8-16, 8-22, 9-3header quote 4-22, 4-26, 5-9, 5-13header request date 4-22HOLDS 4-36, 5-22

I

IN TRAN 11-6in transit 11-6, 11-7INNER 11-6inter-company order 4-15, 4-39, 5-26inventory availability

Easy Access 13-17, 13-21invoice 2-8, 3-3, 6-6, 6-10, 8-1, 8-5, 8-28, 8-29,

8-30, 8-32, 8-34, 8-35, 8-36, 8-37, 8-38, 8-39,8-40, 8-41, 8-42, 13-1, 13-2, 13-3, 13-4, 13-6,13-8, 13-9, 13-10, 13-11, 13-12, 13-13, 13-14,13-15, 13-16

invoice by customer 8-30, 8-31, 13-4, 13-5invoice by invoice number 8-28, 13-1invoice by order number 8-35, 13-9invoice by PO number 8-34, 13-8invoice by ship release 8-32, 8-33, 13-6, 13-7invoice date 8-29, 13-3invoice detail by catalog 8-37, 13-11invoice detail by customer and catalog 8-39, 13-13invoice inquiry 2-8, 8-28, 13-1invoice inquiry menu 8-28, 13-1item number 2-16, 4-5, 4-28, 7-9, 8-49

CSR Training Manual

iv Current Rev - 10/22/99

J

JIT 4-26, 5-13Just In Time 4-26, 5-13

K

KeyPF 2-10, 4-4, 4-6, 4-8, 4-12, 4-14, 4-17, 4-19,

4-21, 4-30, 4-34, 4-35, 5-2, 5-5, 5-8, 5-21, 6-4,10-3, 11-6, 12-3

L

LEAD TIME 11-6LEGAL 10-2, 10-4legal entity 10-4less than truckload 4-20, 14-15LETTER OF CREDIT 4-36, 5-22line

split 5-18LINE 3-2, 3-4, 4-35, 5-15, 5-18, 5-19, 5-21, 6-4,

11-7line entry

worksheet 4-1, 4-3, 4-5, 4-7, 4-9, 4-13, 4-22,4-28, 4-35, 5-21, 8-24

Line notes 5-17line ship complete 4-24, 5-10line split 5-18LOC 11-6Location 11-6log on 2-1Logon 2-19look-up field 2-15LOWEST PRICE 10-3, 10-4

M

Main Menu 2-6maintain contacts 14-3maintaining contacts 14-3manual order 8-59marks

order 4-22, 5-11Match type

CANMAKE 13-30, 13-46CLOSE 13-30DISCONTINUED 13-30EXACT 13-30NOMATCH 13-30SERIES 13-30, 13-41, 13-46

MenuCustomer Service 5-1, 6-1, 7-1, 9-1, 10-1,

11-1, 14-2, 14-27Message Language 3-7Message Number 3-7message type 3-3, 3-4, 3-7, 3-19MIN/MUL 11-6MIN/MULT 11-6minimum/multiple 11-6modify customer item profile 14-23MSG LANG 3-7

MSG NUM 3-7MSG TYPE 3-3, 3-4, 3-7, 3-19

N

NET AVAIL 11-7Net Available 11-7NOQ 1-3, 4-10, 4-12, 4-36, 4-37, 5-22, 6-5, 11-4,

11-7, 12-2Normal Order Quantity 1-3, 4-10, 4-12, 4-36,

4-37, 5-22, 6-5, 11-4, 11-7, 12-2note

attention/order ship 4-25, 5-11, 5-12free form 3-6

NOTE TEXT 3-22notes 3-1, 3-2, 3-3, 3-6, 3-8, 5-8, 5-16, 5-17,

6-4, 6-9, 7-6, 7-7, 8-54, 14-1, 14-29customer 3-14, 10-5line 5-17

numbercustomer 7-29customer part 2-9, 8-55, 10-2

O

OBS 11-7obsolete 11-7OES MESG 4-26, 5-13old system invoice number 8-41, 13-15on-demand reports 14-1, 14-27, 14-29ON-HAND 11-7open lines by catalog number 6-16order credit 1-3, 1-4, 4-15, 8-2order entry 1-3, 2-8, 4-1, 4-14, 8-21order entry header 3-3Order Entry Message 4-26, 5-13order header 4-15, 4-24, 5-10, 5-19, 6-3, 9-3Order Header 4-8order header change 5-1, 5-9, 5-19order item change 5-1, 5-11, 5-15, 5-20Order Mark 5-13ORDER MK 5-13order notes 2-19, 3-1, 3-2, 3-9, 3-14, 3-18, 3-20,

4-4, 4-6, 4-12, 4-35, 5-1, 5-8, 5-17, 6-6, 7-6, 7-7,8-54, 8-55, 10-5, 14-29

order statuscustomer 6-11customer part number 6-17, 6-18old system number 6-14sales order number 6-13T&B catalog number 6-12

Order StatusALC (Allocated) 4-10, 4-35, 5-22, 6-5BO (Back Order) 4-10, 6-5CAN (Cancelled) 4-10, 4-11, 5-17, 6-6, 8-49,

8-54COM (Completed) 4-11, 4-35, 5-21, 6-6DEF (Deferred) 4-10, 6-5EDE (EDI Error) 4-10, 6-5ESR 4-10, 6-5, 7-11

Index

Current Rev - 10/22/99 v

FUT (Future) 4-10, 6-5HLD (Hold) 4-10, 6-5INV (Invoiced) 4-11, 6-6Pending 4-10, 6-5SHP (Shipped) 4-11, 6-6WVE (Wave) 4-10, 6-6

order status codes 4-10order status menu 6-1, 13-1order types 4-15

credit 1-3, 1-4, 4-15, 8-2inter-company 4-15, 4-39, 5-26return 1-3, 1-4, 2-10sample 4-15, 4-35, 4-39, 5-21, 5-26, 8-55standard 1-5, 4-15, 4-20, 4-35, 4-39, 5-6, 5-21,

5-26, 8-55, 11-7, 14-15ORDHD 4-8

P

PALLET 11-7password 2-4, 2-19, 2-20PCT 10-4pending order 2-8, 9-1, 9-4pending orders 2-8, 9-1

incomplete orders 2-8Percent 10-4PF key 2-10, 4-4, 4-6, 4-8, 4-12, 4-14, 4-17, 4-19,

4-21, 4-30, 4-34, 4-35, 5-2, 5-5, 5-8, 5-21, 6-4,10-3, 11-6, 12-3Opt (options) 2-11Secr (security) 2-11

PF KeyBackward 2-10Clear 1-5, 2-5, 2-10, 2-16, 4-4, 13-42, 13-47Forward 2-11Left 2-11Main 2-6, 2-7, 2-10, 3-18, 4-1, 4-4, 4-6, 4-8,

4-12, 4-14, 4-17, 4-19, 5-1, 6-1, 7-1, 8-3, 8-19,8-28, 8-43, 8-56, 9-1, 10-1, 11-1, 12-1, 13-1,13-17, 13-27, 14-2, 14-17, 14-27

Options 2-11Quit 2-10, 4-4, 4-6, 4-8, 4-12, 4-14, 4-19Return 2-10, 4-4, 4-6, 4-8, 4-12, 4-14, 4-17,

4-19Right 2-11Security 2-11

placement 3-2, 3-4PLANNER 11-7PLANT 11-7, 11-8PLCMNT 3-2, 3-4PRICE 4-5, 4-26, 4-27, 4-28, 4-36, 5-13, 5-22,

8-5, 8-12, 8-16, 8-26, 10-3, 10-4, 10-5, 14-22price and availability 2-9, 12-1, 12-2, 12-3PRICE CNTL 10-4price control 10-4PRICE EXP DT 10-4price expiration 10-4price inquiry 2-8, 10-1PRICE MD 10-4

Price Mode 10-4PRICE POLICY 10-4price release 4-11, 4-36, 5-22, 6-6, 8-1, 8-56,

8-57, 8-59, 8-60, 8-62, 8-66PRICE SHEET 10-4, 10-5price source 10-4pricing inquiry 12-4pricing inquiry screen 10-1, 12-4pricing profile 14-2, 14-13print quote 7-28Prior 12-3PRIOR 12-3problem resolution 2-8, 5-24, 8-1, 8-2, 8-5, 8-6,

8-44, 8-45, 8-56PROD GRP 11-7PROD LINE 11-7Product Group 11-7Product Line 11-7Production system 2-5program function key 2-1, 2-10, 3-1, 4-4, 4-6,

4-8, 4-12, 4-14, 4-17, 4-19, 4-21, 4-30, 4-34, 5-1,5-2, 5-5, 5-7, 12-3

project name 7-2, 7-34project name/end user 7-24PROMO 4-26, 4-35, 5-13, 8-22Promotional Code 4-26, 4-35, 5-13, 8-22purchase order inquiry 13-17, 13-23, 13-25

Q

QTY 4-5, 4-25, 4-35, 5-17, 5-21, 6-4, 6-5, 7-11,8-12, 8-16, 8-26, 10-4, 13-22, 14-21, 14-22

QUALITY 4-36, 5-22quantity 1-2, 4-12, 4-35, 4-36, 4-37, 4-39, 5-17,

5-19, 5-21, 5-22, 5-26, 6-4, 6-5, 7-9, 8-29, 8-49,8-55, 10-4, 11-7, 12-2, 13-3, 14-21

quote 2-8, 3-18, 4-28, 4-35, 4-39, 5-9, 5-13,5-17, 5-21, 5-26, 5-27, 7-1, 7-2, 7-4, 7-6, 7-8,7-12, 7-13, 7-15, 7-16, 7-18, 7-19, 7-21, 7-22,7-23, 7-25, 7-26, 7-27, 7-28, 7-29, 7-31, 7-35,8-55, 10-5

quote entry 7-2quote header 7-2, 7-4, 7-6, 7-8, 7-13, 7-15,

7-18, 7-25, 7-27quote menu 2-8, 7-1, 7-30Quote menu 10-5QUOTE NUMBER 7-34

R

reference menu 2-9, 8-28, 13-1, 13-17, 13-27regional formatting 2-1reminder message 1-3, 3-3REPACK 4-26, 5-13, 14-20repack code 14-20Repack Products 4-26, 5-13, 14-20REQ DATE 4-27, 4-30, 4-35, 5-13, 5-21, 8-22,

8-26request date 4-22, 4-27, 5-1, 5-9, 5-13

CSR Training Manual

vi Current Rev - 10/22/99

Request Date 4-27, 4-30, 4-35, 5-13, 5-21, 8-22,8-26

resale price 7-9, 10-4, 12-3retail ship complete 5-10return authorization 8-2, 8-5RETURN IND 11-7Return Indicator 11-7Return Material Authorizations 2-8return order 1-3, 1-4, 2-10review 1-3, 4-1, 4-6, 4-7, 4-8, 4-13, 4-33, 4-34,

4-35, 5-1, 5-21, 5-22, 6-2, 6-3, 6-4, 6-8, 7-4, 7-6,7-8, 8-13, 8-14, 8-18, 8-19, 8-25, 8-27, 8-59,8-63, 9-3

review order 4-1REVW 4-6, 4-35, 5-21REZ 8-59Reznor 8-59Reznor options 4-32, 4-35RMAs 2-8

S

sample order 4-15, 4-35, 4-39, 5-21, 5-26, 8-55SCAC

Standard Carrier Alpha Code 2-9, 4-19, 4-20,4-21, 4-38, 5-6, 5-7, 5-25, 14-15

searchcustomer account 6-1

SEQ 3-2, 3-4, 7-34sequence 3-2, 3-4, 7-34servicing location 12-2Servicing Warehouse 4-27, 5-14ship and debit 7-34SHIP COMP 2-17, 4-27, 5-14ship complete 2-17, 4-24, 4-27, 5-9, 5-10, 5-14,

14-16line 4-24, 5-10retail 5-10

Ship Complete 2-17, 4-24, 4-27, 5-9, 5-10, 5-14,14-16

SHIP METHOD 4-19, 5-6ship release 2-17, 6-5, 6-6, 6-8, 6-15, 6-16, 8-32,

8-33, 8-43, 13-6, 13-7branch location 6-16order/purchase order 6-15

SHIP TO 4-17, 4-27, 5-4, 5-14shipping requirements 1 14-10shipping requirements 2 14-11signature service 4-26, 5-13, 8-46, 8-57, 14-2,

14-8SOLD TO 4-27, 5-14special requirements 4-27, 5-14SPL REQUIREMENTS 4-27, 5-14split line 5-18Standard Carrier Alpha Code

SCAC 2-9, 4-19, 4-20, 4-21, 4-38, 5-6, 5-7,5-25, 14-15

standard order 1-5, 4-15, 4-20, 4-35, 4-39, 5-6,5-21, 5-26, 8-55, 11-7, 14-15

STATUS 6-2, 6-5, 6-11, 6-12, 6-13, 6-14, 7-34,11-7

stock check inquiry 2-8, 11-1, 11-3, 11-4, 11-5,11-6, 12-4

summarize order 4-1summary 4-1, 4-12, 4-21SUP 11-7, 11-8SUP STK 11-8Super Stock 11-8SVC WHSE 4-27, 5-14System Access Menu 2-5

T

T&B ORDER NUM 4-35, 5-21TB NET 2-3TBAMNET 2-2text key 2-1, 2-9, 3-1, 3-3, 3-7, 3-8, 3-18, 3-19,

3-20, 3-21, 3-23, 3-24text keys

message type 3-18Thomas & Betts 2-5, 2-6, 2-16, 2-19, 3-18, 4-10,

5-1, 5-12, 5-13, 5-15, 5-19, 5-21, 5-23, 5-24, 6-1,6-2, 6-4, 6-6, 6-12, 6-14, 10-2, 10-5, 11-2, 11-6,14-15

Time Supply 11-7, 11-8TOTALS 11-8Tracking 1-5, 6-9, 6-19TRADE PRICE 10-3, 10-4Training system 2-5Transfers 11-8TRNSFS 11-8TYPE 3-3, 3-4, 3-7, 3-19, 4-20, 4-31, 4-32,

4-35, 5-21, 6-6, 7-2, 7-33, 7-34, 8-13, 8-16, 8-26,13-46, 14-5, 14-18, 14-19, 14-23, 14-25

U

UM 4-28, 4-35, 4-36, 5-19, 5-21, 7-9, 8-12, 8-16,8-26, 8-55, 11-8, 14-22

Unit of Measure 4-28, 4-35, 4-36, 5-19, 5-21, 7-9,8-12, 8-16, 8-26, 8-55, 11-8, 14-22

unit of measure conversion 14-22Universal Product Code 1-4, 2-16, 4-5, 4-28,

4-36, 5-22, 6-7, 8-49, 8-55, 10-2, 10-5, 13-29,14-20

UPC 1-4, 2-16, 4-5, 4-28, 4-36, 5-22, 6-7, 8-49,8-55, 10-2, 10-5, 13-29, 14-20

UPC NUM 10-5USAGE CODES 3-3user ID 2-4, 2-8, 2-19, 2-20, 4-25, 5-12, 5-16, 9-1

V

VERFY 4-6, 4-35, 5-21verify 2-19, 4-1, 4-9, 4-10, 4-12, 4-35, 4-36,

4-37, 4-38, 4-39, 4-40, 5-6, 5-19, 5-21, 5-22, 5-24, 5-25, 5-26, 5-27, 5-28, 8-49, 9-3, 10-5, 14-16

Verify 4-6, 4-35, 5-21verify order 4-1, 4-39, 5-26voiding a line 4-31

Index

Current Rev - 10/22/99 vii

W

warning box 4-28wave 1-4, 2-16, 4-10, 6-6, 6-8wave logic 2-17WEIGHT 11-8

Where Made 11-8WM 11-8worksheet

line entry 4-1, 4-3, 4-5, 4-7, 4-9, 4-13, 4-22,4-28, 4-35, 5-21, 8-24

Thomas & Betts Order Processing System CSR ... - … & Betts Order Processing System CSR Training Manual Trademark and Trade Name Acknowledgements : Windows, ... • Fax server & e-mail

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