DealersEdge Professional Forums

I print postcards (6930) to tag special orders on arrival. They are 8.5"X 5.75" (two per page of plain white) and we print two copies and give the other to the advisor or counterman when the special order part arrives. We also print a report every morning showing all special orders outstanding for each advisor and counterman.

We recently ran into a problem when one of the parts countermen was on vacation and one of his prepaid special order customers needed the part shipped upon arrival. The counterman had noted this on the invoice, but had failed to tell me or any of the other counterman. We contacted his special order arrivals but this particular customer had no phone.

We discussed the problem and I came up with a solution. I would change our postcards to include more information. There are several ways to add info to the invoices, either as a invoice comment, in the ship to field or as a line comment. I spent an hour or so working in 6930 and came up with nothing in either the po.lines or the spec.ordr files to add this info the the postcards. I called R&R and talked to the parts and service report generator specialist. She went through all the files to find an alternative file to use and also found nothing. She tben gave me the option of having an "I descriptor" (sp?) written, at the low cost of $86, to add the field to my report generator. I asked her what procedure R&R suggested for tagging special order parts and she said the postcard was the most used. Then I asked her why a field to put text on the postcards wasn't a "stock" field while other fields such as "children" are. She had no answer. I went on and basically accussed R&R of trying to make a quick buck and she told me I was the first dealer with this particular request. Instead of giving her the satisfaction of "winning" I thanked her for her time and told her I'd try to find another way around my problem.

How do you seasoned citizens tag your electronically ordered special orders and how do you put instructions on the tags? I know most of you probably still write out special orders and may not be able offer input, but this is really the only snag we have and I don't plan on going back to hand written orders.

Thanks..
Paul

cc: reynold and reynolds customer support

This may be backing up a step,but,we print a pick ticket when we create the special order. Then we set it aside until the order arrives. Sometimes we find that we can go through the pick-tickets faster then finding the special order in R&R. We then use this to tag the part.Either you could hand-write a comment or put a comment on the pick ticket.Reynolds will let you create a comment on the pick-ticket only. This may not be the greatest solution,but it works for us.

What file are you currently using for creating your postcards?

If you're using one of the standard files (like PO.LINES or SPEC.ORDR), you should be able to create the i-descriptor yourself with EraLink.

If you use the comments field or Ship to fields, that data will be contained in the INVOICE file. Using the EraLink I-descriptor editor, you can then link the INVOICE file to the file you're using-- the data will then be accessible in that file.

Let me know if you need help doing this-- just let me know some more of the details (the file you're currently using and what field in 2525 you will use for the special instructions).

We switched to ADP a few years back but I still have my R&R Special Order info. We used 2064 - Receipt Register Listing as Advisor and Counter. Start Date and End Date the same, Report 4 Both Special Order Reciept Reports, Spacing Single, and made as many copies as needed for advisors and counter.. For Attatchment Sheets we used a Report Generator.
Report Name: Special Order Attatchment Sheets
File Name: SPEC.ORDR
Report Type: Sort
Sort Fields: CTRMN;ADVISOR #
Sort Seq. :A
Selection Criteria: RCVDATE EQUAL <input todays date>
Column Headings: SO# ADVISOR #;CTRMN; CUST#; CNAME; PART-INFO;QORD;QUANTITY RECEIVED; RCVDATE;BINS;TC
Fields to Break on :CNAME
CHANGE PAGE AT EACH BREAK: Y
Enter Special Format: Y
Double Space Report:N
Suppress Coumn Headings: N
Spaces Between Columns: 2
Indented Spaces from Margin:
Vertical Format: N
Footer:

Hope this helps.
Rob

ANOTHER OPTION:
1.ADD CUST PO~ FEILD TO YOUR LABEL/LETTER.
2.WHEN THE COUNTERMAN BILLS THE INVOICE, HAVE HIM ENTER A CODE WORD OR COMMENT IN PO FEILD. SUCH AS "SPECIAL INST" OR "SEE SHIP TO".THEN PUT THE SPECIAL DELIVERY INSTUCTION IN THE SHIP TO LINES ON THE INVOICE.
3.WHEN THE LABEL/LETTER PRINTS, WHO EVER BILLS THE INVOICE OUT WILL SEE THE COMMENT AND WILL KNOW THAT THERE IS A NOTE ON THE INVIOCE.

LIKE YOU, WE PRINT A REPORT GENERATOR TO LIST ALL INVIOCES READY TO BE BILLED AND DELIVERED, AND A LIST OF INVOICES THAT NEED TO BE CONTACTED.IN ADDIDTION WE PRINT THE FOLLOWING LABELS, ON STANDARD 1 X 3 ADDRESS LABELS, TO PUT ON THE ACTUAL PARTS.
6930
FILE NAME: SPEC.ORDR
LETTER TYPE: LABEL
SORT: PART-NO
FIELDS
PO# EQUAL <<ENTER PO NUMBER>>
FIELDS
CNAME;BINS;PART-NO;SO#;DESCRIPTION;PO#;CTRMN;QORD;OT;TC;CUST#
NUMBER OF LINES 3
NUMBER OF SPACES 50
NUMBEROF LINES BETWEEN 3
NUMBER INDENTED 0
NUMBER OF LABELS ACROSS 1

LAY OUT
<QORD> <PART-NO> <DESCRIPTION>
<CUST#> <CNAME> <OT> <TC>
<SO#> <BINS> <PO#> <CTRMN>

THIS REPORT IS SET UP FOR A STANDARD TI830/TI835 R&R SLAVE PRINTER AND MUST BE RUN BEFORE RECEITING THE PARTS.THIS WILL WORK WITH STANDARD ADDRESS LABELS--10.00 PER 5000.

HOPE THIS HELPS.
VIC MILLER

check with your r&r salesman. I just found out
that r&r came out with a special order card
printed out of your invoice printer. it has
3 post cards on it with 4 little cards on each post card to mark your parts. I just order it from them.I having try it yet but it looked good

tmann is referring to the Intellipath system which will print the postcards on a laser printer (as opposed to the impact printer using executable 2065).