TAMSII QuickStart Guide

Transcription

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The information contained in this document is subject to change without notice.
The information in this document is provided for informational purposes only. Genuine
Parts Company specifically disclaims all warranties, expressed or implied, including, but
not limited to, the implied warranties of merchantability and fitness for a particular
purpose, title and non-infringement, except as may be provided for in a separate software
license agreement.
Confidential Information
TAMSII QuickStart Guide
The information contained in this document is proprietary and exclusive property of
Genuine Parts Company, except as otherwise indicated. No part of this document, in
whole or in part, may be reproduced, stored, transmitted, or used for design, or any other
purposes, without the prior written permission of Genuine Parts Company.
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project or who will become involved during the lifecycle, and have a need to know the
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confidential and only use or disclose it for purposes of working on the project.
for
NAPA Auto Parts Stores
Trademarks
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entities that own the trademarks or insert a trademark symbol with each mention of the
trademarked name, the names are used only for internal and editorial purposes and to the
benefit of the trademark owner, with no intention of infringing upon that trademark.
Copyright © 2008 Genuine Parts Company All Rights Reserved.
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Confidential and proprietary material for authorized NAPA GPC personnel only. Use, disclosure, or distribution of this material is not permitted to any unauthorized persons or third parties except by written agreement.
Table of Contents
How Do I Add an Employee?......................................................................................... 4
How Do I Modify Employee Information? ...................................................................... 7
How Do I Set Employee Security?............................................................................... 11
How Do I Delete an Employee?................................................................................... 14
How Do I Change an Employee’s Password? ............................................................. 15
How Do I Make Inventory Receipts Adjustments?....................................................... 16
How Do I Make Inventory Stock Adjustments?............................................................ 18
How Do I Make Inventory Paint Adjustments? ............................................................ 20
How Do I Manage Inventory Using Inventory Review? ............................................... 21
How Do I Use Min/Max Review? ................................................................................. 27
How Do I Use Min/Max Review on an Individual Inventory Part? ................................ 29
How Do I Use Min/Max Review on an Individual Product Line? .................................. 34
How Do I Generate Pricing Labels? ............................................................................ 38
How Do I Create/Edit Pricing Labels? ......................................................................... 41
How Do I Print Pricing Labels? .................................................................................... 45
How Do I Maintain Inventory Parts? ............................................................................ 48
How Do I Maintain Inventory Notes? ........................................................................... 54
How Do I Maintain Inventory Supersedes? ................................................................. 56
How Do I Maintain Inventory Bar Codes?.................................................................... 59
How Do I Maintain Inventory Part Warranties?............................................................ 61
How Do I Maintain Miscellaneous Charges? ............................................................... 65
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About This Guide
How to use this guide
This guide contains the steps and procedures for using TAMS II to complete many of
the system tasks you currently perform today in the Legacy system. It explains how to
navigate the TAMS II user interface and perform system procedures such as starting
End-of-Day and tracking deliveries. When you finish reviewing procedures in this
guide, you will be ready to use the TAMS II system.
What you should know
This guide was developed for the person who manages NAPA Auto Parts Store
operations and uses TAMS II to complete daily system-related tasks. To use the
TAMS II system, you need to understand how to use the following:
 Microsoft Windows Operating System
 A computer mouse
To become familiar with the Windows operating system and using a mouse, consult the
Windows tutorial for reference and learning resources.
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How Do I Add an Employee?
The Employee Management function allows you to set up and manage information about
store employees such as address and telephone numbers, pay rate, employment history,
security access, pay periods, time records and more. Follow these steps to add a new
employee record to TAMS II:
1. From the TAMS II “Back Office”, select Employee Mgmt, and then select Employee
Information.
2. The Employee Information screen appears. Click New to create a new employee record.
A new record appears. An employee number is assigned to the new record.
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3. Select the Job Code.
4. On the left side of the Employee Information screen, enter the employee’s personal
information.
5. Specify the following information for the employee on the right side of the screen:
 Select the Pay Type.
 Select the Profile Number.
 Select the Language.
 Check if the employee can perform Invoicing functions and view gross profit
percentages.
 Select the Catalog Preference and Store Department.
 Enter the A/R customer number and the number of minutes the employee can be
inactive on the system before it times out.
 Enter the employee’s temporary password and the number of days until the
password expires.
 Enter the employee’s employment date, service date, termination date and pay rate.
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6. Click Save.
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How Do I Modify Employee Information?
Follow these steps to modify an existing employee record:
Information.
The Employee Information screen appears.
2. Click the Employee drop-down arrow to select the employee record you would like to
modify.
Click the Employee drop-down
arrow to select the employee number
and name you want to modify.
The employee names appear in alphabetical order by last name.
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3. The selected employee’s information displays on the Main tab. Make any necessary
changes to the employee’s record.
After changes have been made to the Main tab and saved, the remaining tabs become
available. You can change the information on any of the following tabs:
 Main – Use this screen to update an employee’s personal information.
 Security – Use this screen to update the employee’s security information.
 Pay Period History – Use this screen to view the employee’s finalized pay period
information for the current year.
 Yearly History – Use this screen to view the total hours the employee has worked
each year.
 Training - Use this screen to view training classes the employee has taken.
Follow these steps to add a training course:
1. From the Training tab, click New to add training courses completed by the employee.
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2. In the Training Course field enter the course title, and in the Date Completed field enter
the completion date.
3. Click Save to save changes.
4. If you need to delete a course, select the course to be deleted and click Delete.
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5. TAMS II prompts you to confirm the deletion. Click Yes to confirm.
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How Do I Set Employee Security?
Follow these steps to set up an employee’s security access to TAMS II functions:
1. From the Employee Mgmt menu, select Employee Information.
2. Click the Security tab.
3. From the Security tab, click the Group down arrow to select the security group to assign
to the employee.
Click the Group down arrow to
select the security group to
assign to the employee.
4. You can also copy one employee’s security settings to another by clicking the Copy From
Employee down arrow and selecting the employee whose security settings you want to
copy. Those settings will replace the previous settings.
5. Select the buttons at the bottom of the screen to grant access, deny access, or grant
permission to view only screens within the selected menu.
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6. Click the Apply to Sublevels check box to assign the same access to all levels beneath
the main level. For example, to grant the employee access to the Employee Time Tracking
functions, click the Employee Time Tracking Menu.
Click the Apply to Sublevels
check box to assign the same
access to all levels beneath the
main menu.
7. Click the Access Allowed button. A green key appears next to the menu.
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8. Click the Apply to Sublevel check box to grant access to all screen functions within the
menu.
9. Click Save. The system will grant the employee access to all screen functions within this
menu.
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How Do I Delete an Employee?
How Do I Delete an Employee?
Follow these steps to delete an employee:
Information.
2. Enter the employee number or select the employee you want to modify.
The selected employee’s information displays.
3. If available, click the Delete button.
4. Click Yes to confirm the deletion.
The system deletes the employee record.
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How Do I Change an Employee’s Password?
How Do I Change an Employee’s Password?
When a store employee gets locked out of the system due to an expired password or too
many failed attempts to log into the system you can use the Clock In / Clock Out screen to
reset their password. Follow these steps to change an employee’s password:
1. From the Employee Clock In / Clock Out screen, click Change Password.
The Change Password window appears.
2. From the Change Password window, enter the new password, and then confirm the new
password.
3. Click Accept.
4. A warning message appears. Click OK to acknowledge the message.
5. Once the password has been changed, it is immediately available for use to log in to
TAMS II.
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How Do I Make Inventory Receipts Adjustments?
Sometimes you must adjust the inventory due to count correction, a received order, or
shipment errors. Using the correct function to make these adjustments is critical to maintaining
an accurate inventory count. The Inventory Adjustments feature is one of several options you
can use to correct a part number quantity on hand, on order, on backorder, and more.
Follow these steps to adjust the inventory using stock receipts:
1. From the TAMS II “Back Office”, select Inventory, and then select Adjustments.
The Inventory Quantity Adjustments screen appears.
2. From the Receipts tab, enter the Packing Slip Number, Part Number and select the
Line. Press Enter.
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3. If there is no additional merchandise on the packing slip, click Save. The received quantity
is posted and the screen clears.
Note: These types of adjustments affect the ‘purchases’ dollar figure for the product
line/group.
4. In the Adjustment box, enter the amount.
5. Select the appropriate Receipt Option.
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How Do I Make Inventory Stock Adjustments?
Use the Stock Adjustments tab on the Inventory Quantity Adjustments screen to adjust
the on-hand quantity so that the quantity of a part on the shelf matches the number in the
system. Follow these steps to make a stock adjustment:
1. From the TAMS II “Back Office”, click Inventory, and then select Adjustments.
2. Click Stock Adjustments.
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3. From the Stock Adjustments tab, enter the Part Number, select the Line and press
Enter.
4. In the Quantity Adjusted column, enter the adjusted quantity. For example, if you counted
50 filters, but the system displays 60, enter minus 10 (-10) as the adjusted quantity.
Enter the adjusted quantity.
Note: These types of adjustments affect the ‘adjustments’ dollar figure for the product
line/group.
6. A question box appears. Click No to avoid affecting the sales history for the specified part.
For example, if you decrease the on-hand quantity and select Yes, the sales history for the
part will increase by 10.
The system adjusts the quantity and clears the screen.
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How Do I Make Inventory Paint Adjustments?
How Do I Make Inventory Paint Adjustments?
Follow these steps to adjust the inventory for paint used in mixed paint formulas:
1. From the TAMS II “Back Office”, select Inventory, and then select Adjustments.
2. Click Mixing Paint Adjustments.
3. Enter the Part Number, select the Line and press Enter.
4. In the Quantity Adjusted column, enter the adjusted quantity.
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How Do I Manage Inventory Using Inventory Review?
The Inventory Review screen allows you to view, edit, and print inventory information. Follow
these steps to manage inventory using the Inventory Review function:
1. From the TAMS II “Back Office”, select Inventory, and then select Inventory Review.
The Inventory Review screen appears and displays the Selection Criteria tab. The
Selection Criteria is used to build a set of physical inventory records for use on other
Inventory Review tabs where you can view, edit, and print inventory information
Note: Selection criteria must include at least one product line. It can also include group
codes, store department codes, class codes, vendor codes, location codes, and part
prefixes.
You can also include non-stocking parts and parts from the DVD. You can sort the results
by line, part number or location code.
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2. In the Line field, enter at least one product line or click Select (1) to select a product line.
All other criteria are optional.
3. Enter the group code or click Select (2) to select from a list of available group codes.
4. TAMS II displays the Select-Group Code screen. Select the group code and click the
Right arrow. Click OK.
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5. When you finish entering the selection criteria, click Submit. The system displays the
number of records that match the selection criteria.
When you click Submit, the
other tabs become available if
the system finds records that
match the criteria entered.
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6. Click the appropriate tab to view and edit inventory information. For example, click
Physical Inventory to access inventory information.
The Physical Inventory tab, like other tabs, displays a collection of records that includes
the product line, part number, and relevant inventory information.
7. Click the Find Part button to locate a specific line/part number in the table.
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8.
From the Find Part window, enter the Part Number and Line. Click OK.
The system finds and highlights the part.
9.
To edit inventory information such as On-Hand quantity, Click Inventory Qty #1. The
system displays the Inventory Qty#1 tab.
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10. Double-click the appropriate table row and make any necessary change.
11. To print a report of the inventory information on the screen, Click Print.
The Report Viewer appears. You can review the report on screen or create a hardcopy.
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How Do I Use Min/Max Review?
The Min/Max Review screen allows you to review the current min/max values for inventory
parts. You can also update current min/max values with system-generated min/max values.
Follow these steps to use min/max review:
1. From the TAMS II “Back Office”, click Inventory, and then select Min/Max Review.
The Min/Max Review screen appears. The table columns display information about each
part, including the formula or calculation method used to set the minimum and maximum
stocking levels.
The TAMS II Standard formula uses the average daily sales and other factors to set
stocking levels. The Poisson formula uses statistical probabilities. Using the average
number of parts sold, this formula predicts the minimum and maximum parts required over
time.
2. Click the Next and Previous buttons to page through the product lines.
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3. Click Standard Pricing to toggle between standard and landing prices.
4. Click Landed Factors to display the landed factors and currency conversion factors.
5. Click Select to display the Part Review tab, which contains additional part information.
6. Click Apply to replace the current min/max values with system-generated min/max values.
7. Click Rollback to reset the system-generated values to previous values. You can apply or
roll back values for a single part or all parts at once.
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How Do I Use Min/Max Review on an Individual Inventory Part?
How Do I Use Min/Max Review on an Individual Inventory
Part?
Follow these steps to use min/max review on an individual inventory part:
1. From the TAMS II “Back Office”, click Inventory, and then select Min/Max Review.
The Min/Max Review screen appears.
2. Highlight the inventory part you want to review and click Select to open the Part Review
tab for the selected part.
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The heading displays the currently selected Part Number, Line and Part Description.
3. To view Min/Max information for a different part, enter the part number, select the line and
click Search.
Enter a different part number
and line you want to review and
click the Search button.
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4. Use the Suggested fields to override the minimum and maximum stocking level values set
by the system.
5. Click Review Calculation to display the formula used to calculate the suggested min/max
values.
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6. Click Next to display additional calculations.
7. Click OK to close the window.
8. Click Apply to accept the system-generated values.
9. The Apply Suggested Values window appears. Click OK to continue.
The system replaces the current min/max values in the inventory with the systemgenerated suggested min/max stocking values.
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10. To reset min/max values to the previous amounts, click Rollback.
11. Click OK to return to the previous min/max stocking values.
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How Do I Use Min/Max Review on an Individual Product Line?
How Do I Use Min/Max Review on an Individual Product
Line?
Follow these steps to use min/max review on an individual product line:
1. From the TAMS II “Back Office”, select Inventory, and then select Min/Max Review.
The Min/Max Review screen appears.
2. Highlight the part you want to review and click Select to open the Part Review tab for the
selected part.
3. From the Part Review tab, select the Product Line by clicking the Line down arrow.
If you do not know the part
number, select the Line you want
to locate and click Search.
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4. Change the Suggested field to override the minimum and maximum stocking level values
set by the system.
5. Click Review Calculation to display the formula used to calculate the suggested min/max
values.
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6. Click Next to display additional calculations.
8. Click Apply to accept the system-generated values.
9. The Apply Suggested Values window appears. Click OK to continue.
The system replaces the current min/max values in the inventory with the systemgenerated suggested min/max stocking values.
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10. To reset min/max values to the previous amounts, click Rollback.
11. Click OK to roll back to the previous min/max stocking values.
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How Do I Generate Pricing Labels?
Many retailers use merchandise pricing to assist and attract customers. NAPA AUTO PARTS
stores can use pricing this way, too. The Bin Labels feature enables you to create and print
prices for any part number in the system. Printing Bin Labels can be especially critical in
markets where retail customer traffic is heavy and customers want to know the price of a part
without asking. Follow these steps to generate pricing labels:
1. From the TAMS II “Back Office”, select Inventory, and then select Bin Labels.
The Bin Labels screen appears. Use the Generate tab to create bin labels.
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2. To generate pricing labels, select the product line. Click the All check box to include all
product lines, or click the Select button to choose individual lines.
3. The Select-Product Line window appears. Select the Product Line, and then select the
Right arrow to move the line into the Selected box and click OK to continue.
The system adds the product line criteria to the Bin Labels screen.
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4. Select the Group Code(s) (if only one product line has been selected), Location Code(s),
Part Prefixe(s), and whether to include parts with no on-hand quantity.
5. Specify the number of labels to generate based on how the part is displayed or sold.
6. Click Submit to generate the labels.
The system displays the total number of parts for which labels have been generated.
After bin labels have been generated, the other tabs become available.
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How Do I Create/Edit Pricing Labels?
You can create, edit, delete or review bin labels using the Maintenance tab in the Bin Labels
screen.
Follow these steps to create a new bin label:
1. From the TAMS II “Back Office”, select Inventory, and then select Bin Labels.
The Bin Labels screen appears.
2. Click the Maintenance tab.
3. Click New to create a bin label record.
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4. Enter the Line and Part Number.
The system fills in the next three fields.
5. Click in the Location field to select the Location code.
6. Enter the Label Type and Label Quantity.
7. Click Exit Add. Repeat Step 6 until you are done adding new bin labels.
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Follow these steps to edit a specific bin label:
1. From the Maintenance tab on the Bin Labels screen, select the label record you want to
edit. If you cannot locate a specific label, click Find Labels.
2. From the Find Label window, select the Origin Code, Product Line and type the Part
Number. Click OK when finished.
The system finds and highlights the table row that matches the line and part number
entered.
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3. Make the desired changes.
4. Click Save.
Follow these steps to delete a bin label:
1. From the Maintenance tab on the Bin Labels screen, select the label record you want to
delete.
2. Click the Delete button.
3. A warning confirmation box appears. Click Yes to delete the selected record(s).
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How Do I Print Pricing Labels?
Follow these steps to print pricing labels:
1. From the TAMS II “Back Office”, click Inventory, and then select Bin Labels.
The Bin Labels screen appears.
2. From the Bin Labels screen, select the Print tab.
3. Click the Origin Code down arrow to select the origin code. Selecting this code enables
you to print labels based on how they were generated.
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4. Select which location code, product line and part number to print.
5. Click the Part Number from the list of available part numbers.
The system displays all parts that have labels.
6. Select the Part Number, and then click the Right Arrow to move the line into the Selected
box and click OK to continue.
7. You can make other selections such as the label type to print.
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8.
Click OK to start the search.
9.
After the system determines which labels to print, the Bin Labels – Print Controller
screen appears. Select the appropriate print options, print range, and printer.
10. Click OK to print the bin labels.
11. Once the labels have printed, a confirmation box appears and prompts you to delete the
printed bin label records. Click Yes to delete.
12. Click Yes again to confirm the deletion.
13. Click the Maintenance tab to verify that the bin labels were deleted.
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How Do I Maintain Inventory Parts?
Part information is received during nightly communications; therefore, you rarely need to add
NAPA parts. However, you may need to edit, add or delete non-NAPA parts.
Follow these steps to edit an inventory part:
1. From the TAMS II “Back Office”, select Inventory, Maintenance and then select Part.
The Part Information screen appears and displays the At A Glance tab. This tab displays
part highlights, such as quantity, price, location, sales, and lost sales information.
2. To view or change an existing part, enter the Part Number and Line, and then click
Search to select from a listing of parts for the specified line.
Once selected, the screen populates with information for the selected part.
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3. Make any necessary changes to part information, quantities and prices. For example, use
the On Hand field to change the quantity of an in-stock part.
Use the On Hand field to change
the quantity of an in-stock part.
4. When you have finished making changes, click Save to save the changes.
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5. To update part details that do not appear on the At A Glance tab, click Part Info.
On the Part Info tab, use the buttons at the bottom to request a part update from NAPA,
update the part from the cataloging DVD, or renumber a part.
Use these buttons to request a part
update from NAPA, update the part
from the cataloging DVD, or renumber
a part.
6. To change an existing part number to a new part number, Click Renumber a Part.
7. From the Part Information – Renumber window, enter the Line and Part Number and
click Save.
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8. If you enter an existing part number, the system prompts you to merge the old and new
parts. Click Yes to merge the parts. Clicking No returns to the previous screen.
Follow these steps to manually add a non-NAPA part:
1. From the Part Information screen, click New. A new blank record appears.
Enter the Line, Part
Number, Description and
any other information.
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2. Enter the Line, Part Number, Description, and any other information.
Follow these steps to manually add a NAPA part:
1. From the Part Information screen click New. A new blank record appears.
2. Enter the Part Number in the Part field. Nightly communications will automatically update
fields such as description, price, and class.
Enter the Part Number in
the Part field.
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Follow these steps to delete an inventory part:
1. From the Part Information screen, select the part you need to delete.
2. Click Delete.
3. A warning box appears. Click Yes to confirm the request to delete the part. Once the part
is deleted, typically the next part number in that line code displays.
Note: TAMS II will not delete a part if certain field values are not equal to zero or if that
part appears on any invoices.
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How Do I Maintain Inventory Notes?
The Inventory Note Maintenance screen allows you to add and edit inventory notes, as well
as associate notes with parts. These notes appear on the Invoicing screen and can be printed
on the invoice. Follow these steps to create a new inventory note:
1. From the Inventory menu, click Maintenance, and then select Notes.
The Inventory Note Maintenance screen appears.
2. Click New to create a new inventory note.
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3. Enter information about the note in the Note Detail area. Enter the Expiration Date, select
the appropriate Note Handling instruction, and enter a note that provides further
descriptive information about the note.
Follow these steps to edit an inventory note:
1. Click Edit.
The fields at the bottom of the screen become available.
2. Make the necessary changes.
3. In the Note Detail section, change the expiration date, select a different note handling
instruction or change the note text.
4. To see a list of the parts that are currently associated with the selected inventory note,
click Parts Using.
The system displays any parts currently using the note in the table in the Parts Using This
Note section.
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How Do I Maintain Inventory Supersedes?
Old part numbers are periodically replaced with new part numbers. These new part numbers
are automatically sent to the system, along with new part information. Often, one part number
can be used in place of another part number.
The Supersede Maintenance function enables you to view, add, and maintain supersede
information for part numbers. Follow these steps to maintain supersedes:
1. From the Inventory menu, click Maintenance, and then select Supersedes.
The Supersede Information screen appears.
2. To set up a superseded part, enter the part number and line.
Enter the part number in the Part
Number field and select the Line.
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3. The system prompts you to confirm that you want to add the new part record. Click Yes to
add the record.
4. Click New to create a new supersede record.
5. Select the Type: Can Use, Renumbered, Reorder or Superseded By. The Can Use
type is used when substituting parts.
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6. Enter the Line, Part Number, and Start Date for the superseding part.
In this example, a superseding part was created for part FIL 1040. As of 5/1/2005, store
employees can use SFI 21040 instead of FIL 1040.
7. Click Save to update the inventory file.
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How Do I Maintain Inventory Bar Codes?
The Bar Code Maintenance screen allows you to add, change, or delete bar code
information.
Follow these steps to add bar code information for a new part:
1. From the Inventory menu, click Maintenance, and then select Bar Codes.
The Bar Code Maintenance screen appears.
2. Scan the bar code for the part, or type the barcode in the Barcode field and press the
Enter key.
3. Enter or view part information on the left side of the screen. The right side of the screen
displays examples of bar code formats.
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Follow these steps to edit an existing bar code:
1. Enter the bar code in the Barcode field, and press the Enter key.
2. The system fills in the Line, Part Number and Package Quantity.
3. If appropriate: Select how you want to receive bar code information:
 Allow Updates from DVD
 Use for Planogram
 Use for Bin Label
You can accept bar code
updates from the DVD,
planograms or bin labels.
Follow these steps to delete a bar code:
1. In the Barcode field, enter the barcode of the part to be deleted.
2. Click Delete.
3. The system displays a warning. Click Yes to delete the selected records. The next barcode
record in the system appears.
60
How Do I Maintain Inventory Part Warranties?
Use the Warranty Information screen to view, add, change, or delete warranty information
for a part.
Follow these steps to view warranty information for a specific part:
1. From the Inventory menu, select Maintenance, and then select Warranty.
The Warranty Information screen appears.
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2. Click View to display additional warranty information for a selected part.
The Warranty Information window appears in view mode. You cannot change or delete a
warranty record while you are in view mode.
3. Click Close to close Warranty Information window.
Follow these steps to add new warranty information for a part:
1. Click New. A new Warranty Information window appears.
2. Enter the Part Number, Line and complete the remaining fields.
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3. Click Save & New when finish entering warranty information. The new warranty record
appears highlighted at the bottom of the warranty information table.
Follow these steps to edit the warranty information for a part:
1. Double-click the part, or select the part and click Edit.
2. The Warranty Information window appears. Change the warranty information for the part.
63
3. Click Save & New when finish entering warranty information. The new warranty record
appears highlighted at the bottom of the table.
Follow these steps to delete an existing warranty:
1. From the Warranty Information screen highlight the warranty of the part you need to
delete.
2. Click Delete.
3. A warning box appears. Click Yes to delete the selected warranty.
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How Do I Maintain Miscellaneous Charges?
Miscellaneous Charges include special fees, taxes or other part costs. You can use the
Miscellaneous Charges tab to add or remove these charges.
Follow these steps to maintain miscellaneous charges for a specific part:
1. From the Inventory menu, click Maintenance, and then select Miscellaneous Charges.
The Part Information screen appears and displays the Miscellaneous Charges tab.
2. To assign a miscellaneous charge to a part, select the row or rows of charges you want to
assign.
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3. Click the Up arrow.
The miscellaneous charge moves up to the Assigned table.
4. Click View Charge Details to display additional information concerning the miscellaneous
charge.
The View Charge Details screen appears.
66
6. Click the Down arrow to remove the miscellaneous charge from the part.
7. A warning box appears. Click Yes to confirm the deletion. The system removes the
miscellaneous charge.
67

TAMSII QuickStart Guide

Transcription

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