Working with the Vision Configuration tab

Screen name

Purpose

System Configuration

This screen is divided into two panes. The left pane contains the list of folders, subfolders, and items. The right pane shows details for the item selected in the left pane.

Click a folder in the left pane to expand its contents. Then click a subfolder to expand its contents, and click one of the items in the subfolder to view details about it in the right pane.

The CRM Information folder is where you access the following maintenances:

• Response Statuses: Use this maintenance to create and revise the response statuses that can be added to CRM events and associated with various follow-up activities.

To create a new response status, right-click the Response Statuses folder and select Add New Response Status.

Note: To access the Response Statuses maintenance, you must have the proper security privileges. The File Maintenance CRM job function needs to be assigned to one of your roles. Roles are assigned to users in the User Maintenance on the Security Maintenance screen of the Vision Configuration tab. For more information, refer to About roles and job functions.

• Service Levels: Use this maintenance to create and revise the service quality levels that can be added to CRM events and associated with various follow-up activities. These quality-related items help you measure and analyze what your customers think of your company's service.

To create a new service level, right-click the Service Levels folder and select Add New Service Level.

Note: To access the Service Levels maintenance, you must have the proper security privileges. The File Maintenance CRM job function needs to be assigned to one of your roles. Roles are assigned to users in the User Maintenance on the Security Maintenance screen of the Vision Configuration tab. For more information, refer to About roles and job functions.

The Dealer Information folder is where you access the following maintenances:

• Dealer Settings: Use this maintenance to set up system-wide parameters (i.e., subsystems, add-on features, Aged Trial Balance options, passwords, and processing options) for your Vision software.

Note: To access the Dealer Settings maintenance, you must have the proper security privileges. The File Maintenance Admin job function needs to be assigned to one of your roles. Roles are assigned to users in the User Maintenance on the Security Maintenance screen of the Vision Configuration tab. For more information, refer to About roles and job functions.

• Dealer Messages: Use this maintenance to set up and maintain system-wide messages (i.e., print messages and Home Page messages) for your Vision software.

Note: To access the Dealer Messages maintenance, you must have the proper security privileges. The File Maintenance Admin job function needs to be assigned to one of your roles. Roles are assigned to users in the User Maintenance on the Security Maintenance screen of the Vision Configuration tab. For more information, refer to About roles and job functions.

• Dealer Defaults: Use this maintenance to set up and maintain defaults for printing and consolidated transfer purchasing.

Note: To access the Dealer Defaults maintenance, you must have the proper security privileges. The File Maintenance Admin job function needs to be assigned to one of your roles. Roles are assigned to users in the User Maintenance on the Security Maintenance screen of the Vision Configuration tab. For more information, refer to About roles and job functions.

• Inventory Settings: Use this maintenance to set up and maintain inventory ranking and e-commerce parameters.

Note: To access the Inventory Settings maintenance, you must have the proper security privileges. The File Maintenance Admin job function needs to be assigned to one of your roles. Roles are assigned to users in the User Maintenance on the Security Maintenance screen of the Vision Configuration tab. For more information, refer to About roles and job functions.

• Thermometer Settings: Use this maintenance to set up and maintain the maximum and average values for the Sales and Profit thermometers on the Customer Profile and Search screens.

Note: To access the Thermometer Settings maintenance, you must have the proper security privileges. The File Maintenance Admin job function needs to be assigned to one of your roles. Roles are assigned to users in the User Maintenance on the Security Maintenance screen of the Vision Configuration tab. For more information, refer to About roles and job functions.

• Softcoded Programs: Use this maintenance to view the names of programs that your system uses for costing, pricing, etc.

Note: To access the Softcoded Programs maintenance, you must have the proper security privileges. The File Maintenance Admin job function needs to be assigned to one of your roles. Roles are assigned to users in the User Maintenance on the Security Maintenance screen of the Vision Configuration tab. For more information, refer to About roles and job functions.

• Supplies: If your system uses the Supplies subsystem of Vision, use this maintenance to set up and maintain Supplies parameters.

Note: To access the Supplies maintenance, you must have the proper security privileges. The File Maintenance Admin job function needs to be assigned to one of your roles. Roles are assigned to users in the User Maintenance on the Security Maintenance screen of the Vision Configuration tab. For more information, refer to About roles and job functions.

• Furniture: If your system uses the Furniture subsystem of Vision, use this maintenance to set up and maintain Furniture parameters.

Note: To access the Furniture maintenance, you must have the proper security privileges. The File Maintenance Admin job function needs to be assigned to one of your roles. Roles are assigned to users in the User Maintenance on the Security Maintenance screen of the Vision Configuration tab. For more information, refer to About roles and job functions.

• Machines: If your system uses the Machines subsystem of Vision, use this maintenance to set up and maintain Machines parameters.

Note: To access the Machines maintenance, you must have the proper security privileges. The File Maintenance Admin job function needs to be assigned to one of your roles. Roles are assigned to users in the User Maintenance on the Security Maintenance screen of the Vision Configuration tab. For more information, refer to About roles and job functions.

The Miscellaneous Information folder is where you access the following maintenances:

• Employees: Use this maintenance to create and revise employee information in Vision. Employees use their employee ID established here to clock in and out for payroll processing in Vision Back Office. (For more information, refer to Time Reporting in Vision Back Office.)

In addition, the system uses this information to track sales and credits by line for each line entered by an employee whose Employee Type is set to Customer Service Representative. This information is cumulative based on ALL invoices on the system. The results can then be viewed or printed using CSR Inquiry/Reports to manually calculate incentives that reward customer service reps.

To create a new employee record, right-click the Employees folder and select Add New Employee.

Note: To access the Employees maintenance, you must have the proper security privileges. The File Maintenance Employee job function needs to be assigned to one of your roles. Roles are assigned to users in the User Maintenance on the Security Maintenance screen of the Vision Configuration tab. For more information, refer to About roles and job functions.

• Order Message: Use this maintenance to create and revise standard order messages. The messages here can be printed on order documents such as invoices, delivery tickets, order acknowledgments, and pick tickets. For more information on order messages, refer to Add an order message to be printed on documents for this order.

To create a new standard order message, right-click this folder and select Add Order Message.

Note: To access the Order Message maintenance, you must have the proper security privileges. The File Maintenance OE job function needs to be assigned to one of your roles. Roles are assigned to users in the User Maintenance on the Security Maintenance screen of the Vision Configuration tab. For more information, refer to About roles and job functions.

The Product Information folder is where you access the following maintenances:

• Inventory Reason Code: Use this maintenance to identify all of the reasons why inventory adjustments are made and assign a code to each one. Whenever someone in your company needs to make an inventory adjustment, he or she must select a valid code for the reason why the adjustment is needed. The Inventory Adjustments By Reason Code Report breaks out your dollars by these reason codes so that you can book these adjustments to the General Ledger.

To create a new code, right-click the Inventory Reason Code folder and select Add New Inventory Reason Code.

Note: To access the Inventory Reason Code maintenance, you must have the proper security privileges. The File Maintenance OE job function needs to be assigned to one of your roles. Roles are assigned to users in the User Maintenance on the Security Maintenance screen of the Vision Configuration tab. For more information, refer to About roles and job functions.

• Manufacturer Abbreviation: Use this maintenance to set up abbreviations for manufacturers. The abbreviation is then used in Product Master Maintenance and Product Access by Category.

To create a new abbreviation, right-click the Manufacturer Abbreviation folder and select Add New Manufacturer Abbreviation.

Note: To access the Manufacturer Abbreviation maintenance, you must have the proper security privileges. The File Maintenance Warehouse job function needs to be assigned to one of your roles. Roles are assigned to users in the User Maintenance on the Security Maintenance screen of the Vision Configuration tab. For more information, refer to About roles and job functions.

• Miscellaneous Sort Code: Use this maintenance to set up codes that help you categorize your products into meaningful groups.

To create a new code, right-click the Miscellaneous Sort Code folder and select Add New Miscellaneous Sort Code.

Note: To access the Miscellaneous Sort Code maintenance, you must have the proper security privileges. The File Maintenance OE job function needs to be assigned to one of your roles. Roles are assigned to users in the User Maintenance on the Security Maintenance screen of the Vision Configuration tab. For more information, refer to About roles and job functions.

• Product Class: Use this maintenance to create and revise classifications for the products/parts you offer. Product classes are used throughout the system. They are used for booking amounts to the General Ledger. These amounts are shown on your Daily and Monthly Invoice Register Recap. Product classes are also used in the Customer Activity Analysis by Product Class Report, as well as the Salesman Product Class Analysis.

To create a new product class, right-click the Product Class folder and select Add New Product Class.

Note: To access the Product Class maintenance, you must have the proper security privileges. The File Maintenance OE job function needs to be assigned to one of your roles. Roles are assigned to users in the User Maintenance on the Security Maintenance screen of the Vision Configuration tab. For more information, refer to About roles and job functions.

• Product OE Message: Use this maintenance to create and revise messages that can be displayed automatically during order entry (OE) for certain products. You can assign messages to specific products in Product Master Maintenance.

To create a new product OE message, right-click the Product OE Message folder and select Add New Product OE Message.

Note: To access the Product OE maintenance, you must have the proper security privileges. The File Maintenance OE job function needs to be assigned to one of your roles. Roles are assigned to users in the User Maintenance on the Security Maintenance screen of the Vision Configuration tab. For more information, refer to About roles and job functions.

• Product Types: Use this maintenance to create and revise type categories the products/parts you offer. Product types are used throughout the system and in many reports.

To create a new product type, right-click the Product Types folder and select Add New Product Type.

Note: To access the Product Types maintenance, you must have the proper security privileges. The File Maintenance OE job function needs to be assigned to one of your roles. Roles are assigned to users in the User Maintenance on the Security Maintenance screen of the Vision Configuration tab. For more information, refer to About roles and job functions.

• UOM Titles: Use this maintenance to set up and maintain a code and description for each unit of measure (UOM). The description is printed on order documents such as pick tickets and invoices.

To create a new UOM title, right-click the UOM Titles folder and select Add New UOM Title.

Note: To access the UOM Titles maintenance, you must have the proper security privileges. The File Maintenance OE job function needs to be assigned to one of your roles. Roles are assigned to users in the User Maintenance on the Security Maintenance screen of the Vision Configuration tab. For more information, refer to About roles and job functions.

The Warehouse folder is where you access the Warehouse maintenance:

• This maintenance is divided into several parts: Main, Inventory Management, Purchasing, Logistics, Order Processing, and Warehouse EDI. Use this multi-part maintenance to set up and maintain warehouses in your system and define exactly what they are used for.

To create a new warehouse, right-click this folder and select Add New Warehouse.

Note: To access the Warehouse maintenance, you must have the proper security privileges. The File Maintenance Warehouse job function needs to be assigned to one of your roles. Roles are assigned to users in the User Maintenance on the Security Maintenance screen of the Vision Configuration tab. For more information, refer to About roles and job functions.

Security Maintenance

This screen is divided into two panes. The left pane contains the list of folders, subfolders, and items. The right pane shows details for the item selected in the left pane.

Click a folder in the left pane to expand its contents. Then click a subfolder to expand its contents and view details about it in the right pane.

The Security Configuration folder contains subfolders for several maintenances: Forms Maintenance, Job Function Maintenance, Role Maintenance, and Tabs Maintenance. The Systems House uses these maintenances to manage critical settings for your Vision system.

Note: Proper security configuration is critical for your Vision system. If any part of the security configuration is modified inappropriately, problems may arise. Therefore, it is recommended that you contact The Systems House if you have questions about your system's security configuration or would like to have changes made.

To access the Security Configuration maintenances (Forms Maintenance, Job Function Maintenance, Role, Maintenance, and Tabs Maintenance), you must have the proper security privileges. The System Admin job function needs to be assigned to one of your roles.

Following are descriptions of each of the Security Configuration maintenances:

• Forms Maintenance: Your ConX Administrator uses this maintenance to establish screens and assign job functions to those screens.

• Job Function Maintenance: Your ConX Administrator uses this maintenance to create job functions.

• Role Maintenance: Your ConX Administrator uses this maintenance to assign job functions to a role.

• Tabs Maintenance: Your ConX Administrator uses this maintenance to assign a screen to a tab.

The User Configuration folder is where you access the following maintenance:

• User Maintenance: Your company's security manager uses this maintenance to grant or revoke permission to individual users of Vision in order to broaden or limit their access to different parts of the software.

A job function denotes permission to perform one or more specific tasks or access one or more areas of Vision. Examples of job functions include Order Entry (which allows a user to enter orders) and Price Hold Override (which allows a user to override price holds).

A role is a group of job function settings. A security manager can grant or revoke roles to individual users. Examples of roles are Customer Service Manager and Customer Service Representative.

User Maintenance also enables a security manager to set several defaults, such as valid sales reps and a default warehouse, for users.

When users log on to your Vision system, they are prompted for a user name and password. The system uses the input to determine which roles are assigned to each user and, thus, which job functions are available. Only the job functions that are part of a given user's roles are available to that user.

Note: To access the User Maintenance, you must have the proper security privileges. The Security job function needs to be assigned to one of your roles. For more information, refer to About roles and job functions.