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There are many types
of information that are used in several places throughout the WSDS. Information
like product types, brands, warehouse numbers, customer types, etc. It is
important that this data be kept accurate no matter which part of the system
accesses it. Therefore, we have established the Library Module where all of this
type of information is stored. Whenever a modification or addition has to be
made to this type of data, it is done through the Library Module. In this way,
you only have to make the change in one place, and you know that wherever it is
needed it will be accurate and consistent.
Cross-Referencing is maintained on several files in the WSDS. For those items
that do have cross-references, the operator only needs to enter the first three
(3) characters of any word within the description any time that item is needed.
For example, if the operator wanted to reference the wine type “White
Zinfandel”, he/she can enter either ‘WHI”, or “IN” or the actual wine type code
for White Zinfandel. If several options are available for the entered
characters, all possible choices are listed and the operator is asked to choose
the correct item from the list.
1.1 STATE ENTRY
State abbreviations are entered and the associated Name and method of reporting.
(E.g., Gallons or Liters).
1.2 COMPANY ENTRY
WSDS is a multi-company system. Each company that will be using the system is
entered here. Additionally the following information is entered about each
company: Name, Address, Remit to, Licensed state, License/Permits, and
telephone. Up to 99 companies can be entered.
1.3 WAREHOUSE ENTRY
WSDS is a multi-warehouse system. Any of the companies that are entered in the
Company Entry can ship from up to 99 different warehouses. Additional
information entered is Company #, Name, Address, and State (needed for tax
purposes).
1.4 DEFAULT GL CODES
WSDS is fully integrated and includes a General Ledger interface. All General
Ledger codes (E.g., Chart of Accounts) for purchases and sales are entered.
Specifically GL codes for the following: Purchases - Beer, Liquor, Wine,
Vermouth, Sparkling Wine, Non-Alcohol, Freight-in, Sales Tax Paid, Customs &
Duty, Currency Adjustments, Bank Account 1, Bank Account 2, Bank Account 3,
Accounts Payable, Purchases Discounts; Sales - Beer, Liquor, Still Wine,
Vermouth, Sparking Wine, Non-alcohol, Freight-out, Sales Tax Payable, Gallonage
Tax, Bank Account 1, Bank Account 2, Bank Account 3, Accounts Receivable,
Discounts and Allowances, A/C Writeoffs. This table is used to automatically
update the proper GL Accounts for any transaction on the system. In the cases
when a special GL code needs to be entered in the WSDS will prompt the operator
to enter it at the time of the transaction.
1.5 INVOICE NUMBER SEQUENCE
Invoice numbers are automatically assigned by the WSDS. In order to maintain
clear records, separate invoice number sequences are maintained for each
company. Beginning and ending invoice numbers of each company’s sequence are
displayed as well as the next available number.
1.6 TAXES ENTRY
Maintaining proper records for state and federal taxation is a key features of
the WSDS. All pertinent tax information is maintained from the Taxes Entry
screen. The following information in included: Company, State (of receipt),
Customer Type (if necessary), Sales Tax by product type (both alcohol and
non-alcohol), Gallons/Liters tax by product type, and determination by customer
type whether sales tax records should be kept, whether gallons/litters tax
records should be kept, and whether gallons/liters tax should be charged to the
customer. The information that is entered on this screen is used to calculate
the proper taxes for each invoice, and later, to be printed on the taxation
reports.
1.7 - SALESMAN ENTRY
Information about each salesman in maintained from this screen. Information
includes: Salesman name, address, phone number, social security number, employee
number (if the salesman is paid through Payroll) or vendor number (if salesman
is paid as a vendor). Also, a commission rate can be entered if this rate
applies to all sales. A cross-reference is maintained for the Salesman.
1.8 OPERATOR ENTRY
There are several sections of the WSDS where it is important to know which
operator is entering information. (E.g., Cash Receipts Entry). The Operator
Entry Screen maintains operator numbers and names.
1.9 CUSTOMER TYPE ENTRY
Up to 99 customer types can be entered. Examples would be Wholesale, Retail,
Mass Merchant, Restaurant, etc.
1.10 MISC CHARGE
Many companies sell certain products that are non-alcoholic and non-beverage,
and therefore, do not fit into the normal parts file. The Misc Charge Entry
Screen maintains the information about these parts. This information includes:
Misc Charge Code, Description, Price, Unit-of-Measure, and General Ledger Code
to which a sale of this product should be applied. Note: The use of Misc Charge
is strictly for invoicing only. Although sales history is retained, no inventory
levels or purchases history is kept. (E.g., An example of a Misc Charge is
pallets.)
The purpose of the next few categories is to segment the parts file in several
different ways. This is useful when generating ad hoc sales and inventory
reports.
1.13 BRAND/GROUP ENTRY
Brand/Group Codes are maintained. A cross-reference is maintained for
Brand/Group.
1.14 COUNTRY/STATE ENTRY
Country/State codes are maintained. This field is referenced by the Wine
District Entry. States should be entered in this category if there are several
districts within that state. (E.g., California, New York). A cross-reference is
maintained for Country/State.
1.15 WINE DISTRICT ENTRY
Wine Districts are entered to further categorize the parts. A Country/State is
required for each Wine District. (E.g., Sonoma Valley-California, or Burgandy-France.)
A cross-reference is maintained for Wine District.
1.16 WINE TYPE
Up to 999 different types of wine can be designed in the WSDS. This information
is especially useful when inquiring about sales or inventory for a particular
type of wine. (E.g., White Zinfandel). A cross-reference is maintained for Wine
Type.
LISTINGS - 1.21 THROUGH 1.36
All items that are entered in any of the above entry screens (except GL Codes
and Invoice Number Sequence) can be displayed on the screen or printed. In each
case, the Code and the corresponding description are displayed as well as any
additional information that has been entered. (E.g., For Company Listing, all of
the entered company information is displayed. For Wine Type entry, only the Wine
Type Code and the description are displayed sine that is all that is
maintained.)
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