General

[Fixed] The Query tool did not recognize the expanded input size of some fields that have been lengthened in recent versions (such as the object "Tag," specification "Spec ID," "Type," "Code" and others.) Entries for those fields in queries were being limited to the old length.

Projects

[New] "PO Prefix" field. See the note for "Projects" under "Purchasing Module" below. (Note: This is mentioned  here to be sure purchasing users notice it—it does not appear in the Design (only) version.)

[New] If you wish to use automatically assigned sequential project numbers (with or without a prefix codes), a new plug-in "template" file will allow you to assign new projects using a sequential pattern. This can be used to:

1. Create all your projects with a pattern such as "YYYY-PPP" where the current year and a sequential project number are used.
2. Set up a separate series of numbered "quote" projects whose Project IDs can be later converted to an "official" project using a more complex project ID.

The template is not automatic but can be invoked as needed with a button that appears if a template is active. Project IDs assigned with it can be changed at any time (but do not change the "last number used" that controls the next ID). If you are interested in using this feature, please contact technical support for details and limitations.

FF&E Worksheet

[New] Two new versions of the basic quote format were added to provide condensed versions of quotes by location (Area and Room) and by Class:

• The "Quote/Contract by Area, Room Summary" creates a quote showing only room totals within their respective areas.
• The "Quote/Contract by Class Summary" shows the FF&E amounts sorted and summarized by class (no individual items). Quotes organized by Class are primarily used with custom Class lists.

The "Class" reports can be used with custom classes via a plug-in.

[Fixed] The "Quote/Contract by Class" report did not include subtotals for each class.

[Fixed] The Query tool now handles both simple numeric purchase order numbers and those with project-specific prefixes. Please note that when you enter a simple numeric PO number, it will be automatically padded with leading spaces to satisfy the query requirements. A project-specific number you enter must include at least one alphabetic or symbol character.

Objects

[New] A "Class" column has been added to the Objects list grid for the existing "Class" field. As with other columns, clicking the header will sort the list by class.

[Fixed] The drop-down "pick list" controls from which a specification could be selected for use in an object did not display the widened lengths of some fields. Also, the "Catalog/Model #" has been added to the reference data displayed.

Specifications

[Enhanced] If you use the Add> Template option on a new specification, it will highlight the first Library template with a prototype usage that matches the Spec ID prefix. For instance, if you create a new spec with the Spec ID "FAB-0234," the template option will point to the first template that has "FAB" listed in its prototype usage field ("Use as a placeholder...") on the Library screen.

[Fixed] When attaching images with the "Attach Image" pop-up, choosing the "Large image" option automatically selected the option to preserve the original resolution but did not disable the "Optimize image" option. Selecting "Optimize image" could reduce the resolution if used by mistake.

[Enhanced] The Auto-image utility now displays both existing library images and the image from the source folder so that they can be easily compared. There is a new "Skip" column in the image review grid that allows you to postpone any action for a particular specification. This addresses the situation where a matching image exists in the library but the new image is still correct for the current project specification. By skipping a specification, you can manually attach the image later with a different name.

The Help section for Auto-image has been updated.

Projects

[New] "PO Prefix" field. You can now set up project-specific, sequential purchase order numbers by entering an alphanumeric code in the new "PO Prefix" field (7 characters max). If a prefix is entered, it will be added to all orders for that project, using the left-most characters of the existing PO number format, with the actual PO number padded with zeroes.

Once you create orders for a project, the prefix cannot be changed nor can a prefix be added. You can have numeric codes, however you must include at least one alphabet character or a simple symbol to avoid a potential conflict with the standard system numbering.

There is a full description of this option and its limitations in the Project List - Purchasing section.

Orders

[New] There are three new types of order items that can added for special situations:

Additional freight only - This option is used when a separate freight invoice is received and the freight amount cannot be included when reconciling a regular FF&E invoice. There are two common reasons for this: 1) all the order item FF&E amounts were processed on a previous vendor invoice and processed on a check request or project billing or 2) a separate freight-only invoice was received from a freight carrier, not the FF&E vendor. Entering the latter as a "regular" order item will incorrectly mix the freight charge in with the FF&E charges.

The special item created with this option has a quantity of 1 but a zero FF&E cost and sell amount. The freight amount is saved to the "Freight" field in the item's vendor invoice data. If a tax on freight was included, you can enter this, too. This skips the step of using Processing> Enter vendor final invoices so the charge can be immediately processed on a check request.

Further, if the invoice was pre-paid, you can also enter this information, either applying a deposit balance or recording a payment check. Otherwise, the normal balance check request process can be followed.

(Note: Version 4.2.024 added a complete Help section covering different uses of this new option. See "Managing Freight-only and Logistics Vendor Orders")

Additional tax only - Similar to the "freight only" item, this option is used when taxes were due but were included on a separate invoice instead of an already-reconciled item invoice.

Also like the freight item, you can include the vendor invoice and pre-payment information at the time you create this type of item. It has a quantity of 1 but a zero FF&E cost and sell amount. The tax amount is saved to the "Tax" field in the vendor's invoice data.

Lump sum discount - This item type simplifies the addition of a single lump sum discount given by a vendor after check requests and/or invoices for the order have been processed or when the number of items on the order makes adjusting each cost impractical. The item that is created is processed like other normal FF&E items, but you have the option of adding vendor "invoice" (or rather, notification or document data) if you wish to skip the normal Enter vendor final invoices step on an otherwise processed order.

[Enhanced] The Find tool on the Order form has been modified to allow use of a numeric PO number (the original behavior) as well as accept a search expression with a full or partial prefix. If you enter a search expression that contains only numerals, the tool will search for a "plain" order number.

[Enhanced] The vendor "Payments" reports now include a total for all payments made to a vendor, even if some vendor invoices have not been sent or reconciled in the system (which applies deposits to individual items). This number is the sum of all vendor deposits paid and of all additional vendor payments recorded to-date.

[Enhanced] All vendor "Payments" reports include a report option to print a "Paid To Date" note on orders for which all expected payments have been made. If you wish to make this option permanent, save  the report options with your own report name after making all desired settings.

If selected, the note appears on orders where the original FF&E item totals, freight quote and estimated (or quoted) taxes are less than or equal to the deposit paid or where the actual amounts invoiced by the vendor (FF&E, freight and taxes) are less than or equal to the total payments. The amounts owed are normally greater than the payments and then equal to them when paid, however an overpayment will show up as a negative "amount remaining" in the event that situation occurs.

[Enhanced] If an item on an issued order is deleted, the revision note now notes the original quantity and Spec ID.

Deprecated Changes to the tax rate on the order or on individual items are no longer logged to the automatic revision note. You can restore this behavior if a flag file named "NoteTaxChange.flg" exists in the data set's Plugins subfolder. The file can be created with any software, such as Notepad.

Deprecated The "Delete" option, which was only available for unissued orders that had the most recently used order number, has been removed. The only option for unwanted orders will be to void them.

Expediting

[Enhanced] More functionality was added to allow manual updates to vendor invoice amounts and any associated deposit calculations.

Processing

[Fixed] After creating an item with a negative "payment" amount (for refunds for discounts or credits added to the order after an order had been "processed out"), the Apply Balance to Selected Items button was not enabled for negative entries (refunds).

[Fixed] If you create an order item with a zero FF&E amount for the purpose of recording extra freight  or tax charges, you can now process it with Enter Vendor Final Invoices and manually add the freight amount to the item after you select it on that screen.

The amount isn't added automatically because the process normally applies a pro rata amount based on the FF&E amount, but the FF&E amount is zero for a freight-only or tax-only item.

Note that the new "Order Item Type" field (described above) may eliminate this situation by pre-loading the data into a special item that can be processed normally.

If you create a separate order to cover a freight charge (such as a separate invoice from a freight company), you should always enter the freight charge as a freight quote when you save the new order. This will streamline later processing.

Also note that an order item with no values at all will be processed, but a warning will appear, since this would be an unusual situation and likely an error in data entry.