DDMS Conference Session Handouts
(Updated for 2008)
This page serves as a common link to user's meeting handouts for all major ECi DDMS events since 2004. More will be available after we complete additional user's meetings. Note: some older handouts may have previously been published after previous regional and national meetings.
Several session handouts from our user's meetings are available here for you to download or print from the following tracks:
What's New
What's New in Version 7 (pdf)
What's New in Version 8 (pdf)
New for 2008! Going Paperless: Operational & Billing Efficiencies (pdf)Eliminate the costs of postage, paper, and forms by faxing or e-mailing invoices and statements with Autocomm II. This session also includes information on paperless reporting capabilities such as saving monthly and daily reports to text files, setting up multiple printers to save your text file reports for automated procs, and importing into Excel.
Cool Things in Graphical (pdf) This handout covers some of the new and cool features in DDMS Accounts Receivable, Accounts Payable, and Order Entry. Topics include disputed invoices, pay by groups, quick pay posting, A/R query, deposits, posting P/Os, multiple vendors, order entry, O/E history, building item usage, order changes, requiring a salesperson on every order, using print groups in order entry, and catalog explorer.
New and Cool (pdf) With the latest offerings from ECi and its partners, you can: analyze account profitability and perform complex price modeling maneuvers; fax & print using appealing modern professional formats; manage price plans (customer contracts) with greater ease and exactitude than ever before; create targeted sales campaigns; attach multiple campaign material to your fax and email orders and invoices; and equip your warehouse personnel with mobile units that streamline receiving, pulling, and counting!
I Didn't Know It Could Do That! (pdf) Is DDMS doing everything it could be doing for you? Has it been more than
a few years since you implemented your system? This overview session handout will
help you identify capabilities in your current software that you may not even be aware
of.
Go Go Graphical (pdf) Want to get your employees started on graphical, but don’t know where to begin? See this handout for a guided tour of the graphical software as we take a look at each module. This handout explores the benefits of order entry, databases, accounts receivable, accounts payable, general ledger, customer price plans (aka ET screen), etc. The graphical user interface will help your employees be more productive.
The Evolution to Ensite EBS (pdf) This handout explains the mechanics of the new .NET technology initiative, Ensite EBS (Enterprise Business System). Discover the details on new development tools, databases, architecture, user experience, enterprise scaling and more. Find out how we are evolving from today’s DDMS to an enterprise-class business system that will adapt to your growing business needs.
Reporting / Databases / Key Operations
Reporting
Updated 2008! DBF to SQL Importing: Using the EnsiteEBS Utility Program (pdf) Beginning with Version 8.11, several DDMS applications work primarily with data in a SQL database. Before you can use Customer Price Plans, Price Modeling, and so on, your DDMS data must be initially validated, corrected as needed, and imported into the SQL database. After this initial processing, your data will be automatically synchronized thereafter. Use the EnsiteEBS Utility program to confirm SQL connectivity to the server, ensure your data is valid before attempting to import it, and then import the data required to use the new applications. See also Troubleshooting Ensite EBS Validation Errors (pdf) and 11 Tips on Validating DBF Data With EnsiteEBS Utility (pdf)
New 2008! SQL Reports (pdf) Introducing DDMS’ new, graphical SQL reporting! Topics include reviewing provided reports using the Preview Reports function, viewing reports on screen, changing sorts and limits, saving changes to a new report and saving report data as Adobe Acrobat PDFs, Microsoft Excel XLS files, and other common formats.
New 2008! Advanced SQL Reports (pdf) Recommended for users who are already familiar with SQL databases, table structure, and running query statements. Create custom reports with new SQL technology using the Component 1 Designer (included with DDMS’ new SQL reporting feature). You will learn how to define data sources and create basic reports using this powerful tool. We will also review the rules for viewing custom reports with the Preview Reports function. See also the Authorization Request for C1 Report Designer (pdf).
New 2008! Using Daily Reports (pdf) Learn to interpret and apply the information in your daily reports. Monitoring daily accounting activity helps you identify discrepancies quickly and prevents their source from becoming obscured as days and weeks pass. This document covers how to use your daily reports and other system tools to ensure your A/R, A/P and G/L information balances at the end of each day. Learn how to put the Open Pick Report, Exceptions reports, POS Tender Totals Report, Daily Invoice Register, and the President Screen to work for you.
New 2008! Getting More From Month-End (pdf) Discover new ways to use DDMS system reports to manage and grow your business.
Month-end procedures are required to establish your company’s financial status as of a given date. However, month-end also provides an opportunity to analyze your business and identify trends. This document looks at additional reports you can run as part of your month-end process that will help you analyze your sales activity and identify risk areas and opportunities for growth
Reports 2006: Reports meet SQL and .NET (pdf) A new interface, a new style. Graphical reporting is available today in applications including G/L History, Financial Reports, Trial Balance, Cash / Bank Reconciliation, and Price Plans. The graphical functionality allows you to drill down to detail information, print a preview to a screen, add or customize header information, print to a printer, or export to Excel, PDF, or other options. In addition, the new Reporting Module is designed to include SQL Database files for sales reports, a reports screen, the ability to view, design, and manage reports, and sales reports designed by ECi personnel and customer beta test sites.
2005 Reports for Efficiency (pdf) This handout is an illustrated guide to common reports, describing the uses of the data for maximum efficiency.
Customer Database
Updated 2008! Customer Price Plans (pdf) The graphical Customer Price Plan application makes it easier to create, configure, and analyze customer contracts with functionality that was not available in the text-based Contracts application (ET screen). This session shows you how to make the most out of these advanced features. Learn how to create, edit, and refigure contracts and price plans using the graphical application, as well as how to mass add and substitute items on your contracts.
Updated 2008! Price Modeling (pdf) Like its predecessor (SG) [J], you can use the new Price Modeling application to measure the profitability of past sales as compared to initial pricing. But now you have amazing spreadsheet ability for modeling pricing and profitability. Using actual sales statistics, you can create new pricing models and directly compare the results against initial and historical pricing models. You can apply numerous filters to past sales journals, contracts, and inventory files to target a very specific item or customer sales history. Flexible on-screen display lets you choose fields and types of totals to display. Once a satisfactory price model is created, the on-screen end results can be saved as a new contract or exported to an Excel® file.
Customer Marketing Tools (pdf) Your DDMS system offers more ways than ever to optimize your customer
base. This overview class looks at Campaign Manager, Customer Evaluation, Volume
Discounts, and Notes Everywhere and how these tools can help you increase sales
and improve customer satisfaction.
2005 Notes Everywhere (pdf) Once you set up Notes Everywhere, the Notes Everywhere dialog box can be set to automatically launch each time you open your DDMS graphical menu. This dialog box remains on top of other windows, so you can easily view notes for the selected customer, vendor, or invoice. What’s more, the selected customer or vendor is automatically recognized and the notes display for you when you retrieve a record.
2005 Campaign Manager (pdf) In tandem with Notes Everywhere and the system's email capabilities, Campaign Manager lets you create automated marketing tasks based on customer’s status, such as new customers or growth customers. You can send emails to both internal and external customers. For example, if a customer hasn’t made any purchases recently, you might email their salesperson internally to notify them. You could also email marketing flyers or perhaps a discount offer. Campaign Manager lets you automatically recognize and react to customers who haven’t purchased recently. You simply set up the campaign and limit to the customers that fit your criteria.
2005 Customer Xtensions (pdf) Learn about Advanced Contracts, Customer Evaluation, and 10 Salespeople per Customer.
Item Database
Updated 2008! Loading O/PUS Multi-Vendor Quarterly Update (pdf) This handout, along with the Toolbox handout, replaces the original Complete O/PUS Multi-Vendor Documentation and O/PUS Made SIMPLE. It covers all of the basic quarterly catalog update concepts and procedures for DDMS. It includes the O/PUS Quick Reference, as well as detailed instructions for 1) downloading and running OPUSInstall to update all O/PUS software; 2) Using PSNControl to Download Quarterly Update Files and BPIR Pricing Files; 3) Running the SIMPLE Wizard to process the data; 4) viewing report messages; 5) processing price files; 6) keeping your database clean; and more.
Updated 2008! O/PUS Quick Reference (pdf) This two-page checklist includes: Pre-Load Steps (One week to 24 hours before loading O/PUS), Loading Steps (Immediately Before Loading O/PUS), Post-Load Steps (When O/PUS Load is 100% Complete), Optional Steps, and Additional resources & links.
Updated 2008 ! O/PUS Toolbox (pdf) The O/PUS Toolbox is a collection of text-based (+I) programs for managing your DDMS inventory catalog, costs, pricing, and purchasing preferences. Learn how to adjust costs, prices, dates, and profits; build or create vendor contracts; set and modify your purchasing vendor; move, modify, and classify your data; process vendor unit of measure (UOM) changes to recalculate costs, prices, contracts, inventory quantities, shipping weights, and history totals; view various reports; build SuperIndex; process vendor price files; implement page numbers from special catalogs; and more.
Inventory - Count Less, Sell More (pdf) Learn how to set up and manage inventory through DDMS. The discussion will
include setting up stocking classes, clearing on-hand quantities, taking and
entering physical counts, G/L adjustments, and using critical inventory reports
such as the On-Hand Catalog Report and the Inventory Extended Dollars Report.
This session will also look at ways to maintain accurate inventory, including
the optional Cycle Counts program.
Key Operations
Updated 2008! Power of Procs (pdf) Proc (procedure) files can automate many of your routine procedures. From simple
tasks like day-end procedures and reports to complex functions that can
calculate their own date limits and modify databases, proc files can be that
extra manpower you need. Learn how to run proc files as completely unattended
automated functions, or set them up as an interactive program to prompt for key
information and then run procedures based on user input.
Updated 2008! System Maintenance (pdf) Keep your system running in top shape by performing the necessary system
maintenance tasks. This handout covers tasks such as deleting old inventory
items, organizing sales journals and other journal files, how to create
different file folders on the DDMS drive, etc.
Updated 2008! Networking (pdf) Learn how to manage your DDMS business system in a Microsoft Windows® 2000 network environment. This handout provides step-by-step procedures on common setup and maintenance procedures such as adding a printer, adding client workstations, loading software updates, and setting system parameters in a network environment.
Office Products Distribution
Flow/Distribution
2005 Distribution Basics (pdf) This handout outlines how to process orders after they are entered and finish with the delivery and billing process.
2005 Order Flow (pdf) This handout introduces you to the movement of an order through your DDMS system, from the initial pick ticket to pulling and invoicing the order. It provides suggestions on the best way to integrate the DDMS system into your operation.
Order Entry
Updated 2008! Order Entry (pdf) This handout introduces you to graphical order entry for commercial and retail supply dealers. Learn basic procedures such as retrieving customer and item records, placing items on orders, and modifying pricing. You’ll discover how graphical order entry reduces the keystrokes and time required for order entry. You’ll also learn about time-saving features such as shipping address changes, attentions, and other functions that are either unique to the graphical software or far more efficient than in the text-based order entry.
New 2008! Order Entry Part II (pdf) Learn how to save time and improve service with additional graphical order entry features.
This handout helps you take full advantage of all the features in DDMS’ graphical order entry to better serve your customers. Quickly locate a previous order and reprint, fax or email it to a customer to ensure on-time payments, find delivery information on an order, credit a customer for returned product, and perform other important customer service tasks. You’ll also learn how to generate business by using volume discounts, change prices based on gross percent, use suggestive selling with item remarks, and efficiently serve customers with special needs using Notes Everywhere.
Updated 2008! Credit Card Processing (pdf) Do you know what your processing rates are today? Have they changed in the last year? Now dealers using ECi business systems have new options for processing credit card transactions — as well as other types of payments. Learn how to set up and use Approval Link™ software to process credit card transactions quickly and efficiently. Topics include software setup, the flow of credit card transactions, Level II and Level III credit card processing, and options for authorizing gift/reward cards, check conversion, and processing electronic fund transfers using the Internet.
2005 Customer Specific Item Substitutions (pdf) Item substitution lists let you set up a list of items to substitute with another
item for specific customers. Learn to create item substitution lists, and assign these lists to individual customers or groups of customers.
2005 Credits (pdf) and 2005 Credits Outline (pdf) The credit return application streamlines the entire credit process. Learn how to prepare to perform credit returns in order entry, how to set it up, how to build the debit memo report for returning items to vendors, and how to post the debit memo to accounts payable.
Web Storefront
New 2008! ecInteractive I (pdf) and ecInteractive II (pdf) Haven’t implemented a Web sales program yet? Or are you still using Dealer Station®? This double-length session provides the information you need to get started selling online with ECinteractive. Topics include setup, administration and customization of your ECinteractive site. We'll show you how to enter company and contact information, set up site preferences and guest user accounts, define locations, load item images and descriptions, set up contracts and laundry lists, create Web specials and customer reward programs, and even change color schemes. Site security, site selection (for dealers with multiple ECinteractive sites), shipping management, and reporting will also be discussed. Join us and find out what ECinteractive can do for your business.
New 2008! Migrating Customers to ECinteractive® or is.D-Force2 (pdf) Switching customers from one Web storefront to another can be a challenge. This session outlines the process for successfully migrating end users from Dealer Station or is.D-Force to ECinteractive or is.D-Force2. Learn how to set up customer groups for more control over the migration process. Group users based on their settings for substitute items, checkout, pricing, etc., and then migrate groups instead of individual users. This process also gives you the opportunity to examine end users’ current settings and make changes if needed.
New 2008! Increasing Leverage and Maintaining National Accounts (pdf) Fortune 500 companies can be profitable customers, but many of these companies use specialized procurement software. The ability to interface with these systems is frequently a condition for doing business with these companies. Discover how you can use PunchOuts to integrate your ECi e-commerce site with major procurement systems like Ariba, Commerce One, and SAP, positioning your company to win profitable new business.
2005 New Horizons in eCommerce: Project Cozumel (pdf) Our completely new e-commerce product, slated for release in mid-2006, Project Cozumel offers advanced features and an all-new user interface with a professional look and feel that will represent your company well. Project Cozumel harnesses cutting-edge technology, including the latest ASP .NET techniques, SQL Server 2005 database, and AJAX, a new technology that makes Web applications faster and more responsive. We know you'll be excited about this product…and so will your customers! See also our ecInteractive® page.
2005 Dealer Station® (pdf) This handout covers recent enhancements including Category Search functionality (what it means, how to manage it, etc.) and marketing tools. It also provides a brief overview of the differences between Dealer Station and the new Web Storefront product, originally codenamed Cozumel.
Purchasing
Updated 2008! Purchasing (pdf) DDMS’ graphical purchasing application makes purchasing functions faster and easier than ever. This document covers basic procedures such as creating and receiving P/Os (both manually and through the short-buy), final receiving P/Os, changing and deleting P/Os, and transferring unfilled items to new or existing P/Os. We’ll also cover the different types of low-stock reports, including mins/maxes, cycle counts and the new seasonal low-stock capabilities! It’s a breeze to build low-stock orders for seasonal items like tax forms, calendars, and school supplies.
New 2008! Advanced Shipping Notice (pdf) Improve purchasing efficiency and customer satisfaction with the new Advance Ship Notice (ASN) feature! When you transmit a P/O to a vendor via the PSN, you receive an electronic acknowledgment identifying the items the vendor has in stock. However, occasionally vendors discover that they cannot actually deliver an item that was initially acknowledged as in-stock. A vendor-transmitted ASN identifies the products that will actually be delivered, alerting you to these situations in advance and allowing you to correct orders that were verified using the acknowledgement for accurate customer billing. ASNs also give your CSRs the vendors’ freight tracking number for drop ship orders and enable you to add the vendors' carton count to your in-stock count on shipping manifests.
Updated 2008! Using the Automated Short Buy (pdf) If you’re not using DDMS’ Automated Short-Buy (ASB) feature, you’re leaving dollars on the table! ASB will help you increase business efficiency and save valuable time. In this document, you'll learn how to get started using this powerful feature. If you are already using ASB, you’ll learn how to make it do more for your business, including getting the most out of your ASB parameters and completing the purchasing cycle using the auto-receive and auto-flush features.
2005 Auto Flush (pdf) Completed purchase orders flush automatically as part of your automated
short-buy (ASB) flow. For example, you can auto flush a P/O after transmitting
it to a certain vendor. Previously, you could pre-receive a P/O or final-receive
a P/O. In addition to these two options, now you can use Final Receive & Available for Auto Flush to make a P/O eligible for auto flushing.
2005 Auto Receive (pdf) Learn how to skip the pre-receiving process and automatically final-receive
purchase orders using acknowledgments from major wholesalers (S.P. Richards and
United Stationers). This feature integrates with Auto Short-Buy to further
automate your purchasing flow.
ECi Private Supply Network: Business in the Fast Lane (pdf) PSN offers a world of efficiencies for your business. Learn how to take advantage of all that PSN offers. Along with the basics of setting up the PSN for over a dozen vendors (with more coming every day), you will learn how using this tool can improve productivity and save YOU money.
Warehouse and Delivery
Warehouse to the Max! (pdf) DDMS offers more features than ever to make your warehouse as efficient
as possible. Streamline picking, packing, and other warehousing operations.
Learn how to use the new Auto Final-receive and
Auto Flush and how to set up and use picking manifests to automate the complete
fulfillment process. The discussion also covers the various options
available for printing pick tickets and the additional capabilities offered by
the optional Advanced Manifests. Learn about bin management using various bin types: bulk bins, I-AUX bins, multiple bins, which may be floating bins or staging bins. Also learn about using mixed bin types, Auto Receive, Auto Flush, pulling options, and shipping manifests.
2005 Distribution Xtensions (pdf) Learn about Advanced Manifests, Auto Receive, Auto Flush, Multiple Credits, and Xtended Warehouse Management.
Updated 2008! Setting Up & Using RouteTrak™ Proof of Delivery for DDMS (pdf) Learn how to automate your delivery process and verify receipt, eliminating missed and misrouted shipments and the resulting billing disputes. RouteTrak Pro’s Digital Signature Handheld Unit synchronizes your shipping manifests. Drivers can identify errors, shortages and overages at the point of delivery. RouteTrak Pro synchronizes with your customer order data, so drivers no longer need to file multipart forms.
Updated 2008! RoutePerfect™ (pdf) RoutePerfect’s dynamic route optimization gives you the flexibility to make route changes — even after you build a manifest. Learn how to use RoutePerfect to analyze the day’s deliveries and create the most efficient sequence within a given route, re-route deliveries with the click of a mouse, or quickly make changes to a route to accommodate an emergency delivery to an important customer, or an absent driver.
New 2008! RouteVision™ (pdf) RouteVision ensures that your drivers and vehicles are achieving maximum efficiency by comparing real-time route progress to optimized route paths.
Your trucks communicate at regular intervals on a 2.5G wireless network utilizing GPRS/GSM and SIM
card technology. RouteVision allows you to improve customer service by decreasing customer
wait time and giving customers more accurate arrival estimates. By tracking
the progress of your vehicles, you can also identify vehicles being misused or
stolen and you can cut maintenance costs by identifying and correcting unnecessary
route detours.
Accounting
Accounting Concepts (pdf) This beginner’s guide to using DDMS’s accounting programs is designed for those new to the software’s accounting modules. This overview is also perfect as a refresher course. It discusses basic parameter options, how the chart of accounts works with all modules, basic accounting flow, and how the batch system and double entry balancing systems work.
Updated 2008! Accounts Receivable (pdf) The graphical A/R application makes managing customer accounts quicker and easier than ever. Learn how to get the most from the software. A general overview of the module is supplemented with coverage of posting payments, adjustments, and credits, as well as a look at time-saving features like the ability to search for payments by date, check number, dollar amount, and so on.
Updated 2008! Accounts Payable (pdf) This in-depth handout focuses on managing payments using the graphical A/P application. Learn how the Windows® environment makes handling payables easier than ever, including posting payments, marking checks for payment, and cutting individual hand checks.You will also learn how to post invoices by matching on existing purchase orders. Other topics include navigation of the Post P/O tab, posting procedures, including posting multiple P/O’s, limiting by dates and adjustments, suppressing check detail on multiple invoices, posting freight and other charges, changing dates and discounts, printing checks, and adjusting costs. Readers should be familiar with basic A/P procedures and check flow in the graphical software. Also, a brand new feature – paying multiple vendors with ONE check. This feature makes buying group transactions easier than ever.
Updated 2008! Financials and Bank Statement Reconciliation (pdf) Learn how to use the new graphical financial reporting tools. Create P&L statements, balance sheets and trend reports and either print them or view them on screen just by making a few simple selections. You'll also see how easy it is to clear checks and make deposits with DDMS’ Bank Reconciliation feature. You'll see how quickly and easily the graphical on-screen worksheet lets you balance your checking accounts.
Updated 2008! General Ledger (pdf) Harness the power of the graphical G/L application and its new features.
Have you seen the DDMS’ graphical G/L application? It’s not only easier, but much more powerful than the text-based version. This session offers an in-depth look at graphical G/L with the information you need to begin using this application in your own business. We’ll explain how to maintain a more accurate general ledger by helping you understand the flow of G/L data through your system. Topics include posting journal entries and viewing batch totals on-screen. You’ll learn the time-saving benefits of recurring batches and allocations. You’ll also explore and find data using the powerful drill-down capabilities in G/L Posting History and learn how to complete or close a specific business period using the new Closing G/L Period feature. See also: DDMS Default Chart of Accounts
Advanced Accounting (pdf) As a multi-location dealer, you have unique financial needs for your business.
This in-depth session will cover the use of responsibility centers and 15-digit
account numbers to manage multiple profit centers.
2005 G/L Xtensions (pdf) Discover the advanced capabilities offered by the G/L Xtensions for DDMS, including profit/cost centers, 15-digit G/L numbers, departmental G/L accounts, taxing by department, and the ablity to define up to 90 G/L departments.
Office Furniture Edition
New 2008! Improving Efficiency in the Furniture Quote-to-Invoice Cycle (pdf) During the Furniture Industry Roundtable, David Solomon of SolomonCoyle presented results of recent office furniture industry research. He discussed advice on ways dealers can use software and best practices to improve efficiency in all areas of the furniture dealership operations.
Updated 2008! Furniture: How Databases Affect Accounting (pdf) To get started using Furniture, begin by setting up your database information for item taxing, vendor alias departments, and vendor database records. You can use the Item Tax Districts window to set up tax districts that work with item departments. This is a helpful feature for Furniture dealers who have both taxable and non-taxable locations. You use the Customer Order Entry tab to assign your customer a tax district. Vendor aliases allow you to tie the items on an order directly to the purchase order. You can create purchase orders using the Short-Buy to include only furniture items. Also, the system automatically calculates any manufacturer discounts you may have set up.
Updated 2008! Furniture Accounting and General Ledger (pdf) Learn to use DDMS’ powerful G/L application to manage furniture dealership financials.
Equip yourself with the power of DDMS’s G/L application. Learn how to post to A/P so that commissions are correct. Use G/L Drilldown to find your accounting details and better understand what data flows to G/L. You’ll also learn simple controls for balancing general ledger before financials can be run. Finally, we will demonstrate Financial Reports and discuss ways to use them.
Extended General Ledger for DDMS Office Furniture (pdf) Responsibility Centers (RC) let you view or report information about a particular segment of the business, even if its activity occurs over multiple locations. Before you set up RCs, you must first take into account how you run your business. For example, in addition to creating RCs, you need to set up 15-digit account numbers in your Chart of Accounts, and business types in the General Ledger Departments Parameters. Examples of business types are machine parts or machine services, or service contracts, etc. Therefore, you must first set up accounts and parameters before creating and assigning responsibility centers.
Updated 2008! Furniture Accounts Receivable and Customer Deposits (pdf) Learn the correct A/R posting procedures from a furniture dealer’s perspective. See the accounts receivable process with a focus on Customer A/R Deposits. The includes an overview of posting payments, adjustments, credits, search options for payments by date, check number, dollar amount, and much more, including how to post to multiple accounts.
Updated 2008! Furniture Accounts Payable and Vendor Deposits (pdf) Learn the correct A/P posting procedures from a furniture dealer’s perspective.
This covers the accounts payable process with a focus on the Post P/O function and Vendor Deposits. Additionally, standard Accounts Payable functions such as posting procedures (including posting multiple P/Os), limiting by dates and adjustments, suppressing check detail on multiple invoices, posting freight and other charges, adjusting costs, and paying multiple vendors with one check will be covered.
New 2008! Furniture Bank Statement Reconciliation (pdf) Bank Statement Reconciliation provides an on-screen worksheet that lets you quickly and easily mark cleared and outstanding checks and deposits to balance against your bank statements. Plus, this new application utilizes our smart-client, .NET architecture and intuitive interface design.
Updated 2008! Furniture Project Management (pdf)Understand how to apply the power of DDMS to ramp up project management efficiency.
The Project Management feature is designed so that anyone in your company can quickly find and report on important information about any part of a project. For example, you can view item delivery dates, acknowledgment information, order status, and items that have been added to an order. You can mark and bill items for partial delivery and export project information.
Updated 2008! Furniture Reporting (pdf) Learn how to run the current furniture reports and preview the new SQL reporting options.
This handout provides an overview of the current reports available for furniture dealers. Find out how these reports can help you keep up with details for projects, orders, P/Os, delivery and installations, as well as provide your sales team with up-to-date information on acknowledgements and other crucial data. You'll also find a preview of upcoming SQL reports for furniture.
Updated 2008! Furniture Order Entry and Purchasing Fundamentals (pdf) Learn the nuts and bolts of the furniture order flow.
DDMS offers powerful and versatile tools for efficient processing and tracking of furniture orders. This session, geared for both beginners and advanced users, reviews the flow of transaction data through the system. You’ll learn how to build quotes and orders by importing SIF files, build purchase orders and transmit those orders electronically to manufacturers. You will also learn how to modify existing orders, use print groups, place prepay credit card orders, use third party billing, and set up your vendor database, furniture contracts, and P/O communication defaults. See also instructions for setting up electronic communications via the ECi Private Supply Network (PSN) for Allsteel, Global Industries, Haworth, Kimball Office, Knoll, National, and more. See also how to set up electronic communications via Kiosk with Herman Miller.
Updated 2008! Furniture Work in Progress (pdf) Work in Progress (WIP), a powerful add-on-accounting function for DDMS Furniture Edition, gives you the ability to view and compare your actual costs on an individual order basis prior to and after invoicing to ensure a more accurate bottom line. WIP also helps to eliminate over-payments to vendors, correct payment of commissions to salespeople and helps in the overall order process. See also Job Costing (pdf) and Load Factor (pdf).
DDMS Office Furniture Edition (pdf) This session handout showcases the remarkable changes to DDMS Office
Furniture Edition’s new order entry, purchasing, and receiving functions. Topics include the new enhanced change mode, modify order function (mass changing cost, sell, list and gross profit), staging bins, PSN purchasing with Herman Miller, Allsteel, Kimball/National and other manufacturers), specifying drop ship orders, enhanced third party billing, rental/loaner/demo tickets, furniture contracts and many features available in Version 8.
Sample Formats and Reports for DDMS Office Furniture Edition (pdf) See examples of furniture operational
reports such as a proposal/quote, order acknowledgement, pick ticket,
install ticket, delivery ticket, invoice, proforma invoice, deposit
report and deposit receipt. See examples of furniture project management
reports such as open P/Os, quotes outstanding, daily furniture invoices,
order status, salesperson outstanding projects, project status,
completed project analysis, P/O receiving order, and various purchase
order formats.
Machines and Equipment Edition
Updated 2008! Selling Machines and Contracts in DDMS (pdf) This handout covers the basic procedures for selling equipment and service contracts in DDMS and the flow of transaction data through the system. Topics include selecting the specific equipment, identifying the purchaser, and specifying the machine’s physical location at the customer’s site. Machine warranties, maintenance agreements, and per-call maintenance will also be discussed.
New 2008! Machine and Contract Setup (pdf) Learn how to setup and manage machines and service contracts through DDMS. This session focuses on the Machine Detail and Machine Contract Types windows. Topics include the machine sales flow, how machine detail is updated from both Purchasing and Machine Order Entry, and the various types of contracts you can create through DDMS.
New 2008! Machine Rentals, Leases, and Trade-Ins (pdf) Discover how DDMS’ enhanced leasing and trade-in management functions make it easier than ever to manage equipment rentals, leases, and trade-ins. This document assumes familiarity with the procedures for setting up contract and machine information in DDMS. See also Machine and Contract Setup (pdf)
New 2008! Machine Accessory Management (pdf) This powerful feature is fully integrated with Demo Picker and Machine Order Entry. It enables you to quickly locate on-hand equipment and accessories for a specific machine or immediately backorder out-of-stock items. You’ll also learn how to use Accessory Management to track accessory history, including when a particular accessory was installed and even the machine to which it was previously assigned.
Updated 2008! Service Work Orders (pdf) Learn the procedures for logging, dispatching, and completing service calls in the DDMS system. Topics include assigning and dispatching service calls in the graphical Machine Monitor, reviewing service call history, viewing and managing technicians using the Monitor Schedule tab,
and the various Work Order options, including completing and billing service calls, waiting on parts, and so on.
Updated 2008! Sending Data to Business Equipment Information Services (pdf) Version 8.12 of DDMS Machines & Equipment edition features a new application that extracts dealers’ serialized information to create reports of your machine service and performance data to BEI Services (www.beiservices.com). The information allows dealers to compare their performance with other dealers of the same type, geographic location, or other criteria. In addition, the generated report is used by BEI to determine rewards in their Intense Tech compensation program.
New 2008! Toner Yield (pdf) Toner Yield is a new analysis tool in DDMS that enables you to track toner cartridge performance and compare it to the manufacturer’s claimed yield—invaluable information when renewing service contracts. Customer service reps can also use this feature to see how much toner has been shipped for a particular machine.
Machine Meter Enhancements (pdf) To assist machine dealers with tracking performance data for the life of each serialized machine, some critical meter-related data has been shifted from the Customer Contracts Meter tab to the Machine Detail Meters tab. It's important to be consistent when setting up multiple meters per machine, setting one to track black copies and one to track color copies. Learn how to properly set up machine meters, convert existing meters if necessary, and set up the department break-out for meters in your Contract Types Department Tab. The system now prompts for meter readings and dates when you create a new machine record or sell a machine in Serialized Order Entry.
DDMS Machines and Equipment Edition (pdf) To supplement your system's core accounting applications, DDMS offers powerful tools for managing equipment sales and service. These tools make it easy to track sales and leases of serialized equipment. They also provide management for your service department, including parts inventory, machine and technician tracking, call logging and dispatching, and contract management. All serialized tools are fully integrated with other system functions to provide a complete business solution.
2005 Purchasing for Machine Dealers (pdf) This handout introduces you to the graphical purchasing application. This handout looks at basic procedures for creating and receiving P/Os for machines, parts, and accessories. Additional topics include basic short-buy purchasing, low-stock purchasing for inventory, and using the low-stock report to maintain technician car inventories.
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