Route Type Master - Soft-Pak

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Route Type Master - Soft-Pak
Version 3.1 - Training Documentation
System Administration
System Administration

Training Documentation
Version 3.1
 Soft-Pak
3550 Camino Del Rio North • Suite 208
San Diego, California 92108-1739
Phone 619-283-2330 • Fax 619-283-6641
All Rights Reserved
No part of this document may be copied, reproduced or translated
in any form or by any means without the prior written consent of Soft-Pak.
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System Administration
TABLE OF CONTENTS
SOFT-PAK SYSTEM HIERARCHY ........................................................................... 5
“MICKEY MOUSE”.................................................................................................... 6
SYSTEM ADMINISTRATION TRAINING .................................................................. 7
PURPOSE: ........................................................................................................................................................ 7
AGENDA ITEMS: ............................................................................................................................................ 7
I-PAK SIGN ON SCREEN ......................................................................................... 8
AS/400 – USER PROFILE SIGN ON SECURITY ...................................................... 9
Creating User Profile ......................................................................................................................................... 9
AS/ 400 User Profile Sign On Security – Screen 1 ...........................................................................................10
Creating User Profile Screen 1 .........................................................................................................................10
AS/400 User Profile Sign On Security – Screen 2 ............................................................................................11
I-PAK MASTER MENU ............................................................................................ 12
SYSTEM ADMINISTRATION MENU ....................................................................... 13
User Security Entry / Update.............................................................................................................................14
Security Setup Rules ........................................................................................................................................14
User Security Entry/Update – System Tab .......................................................................................................15
User Security Entry/Update – Customer Service Tab ......................................................................................17
User Security Entry/Update – Accounting Tab ................................................................................................19
User Security Entry/Update – Operations Tab .................................................................................................21
User Security Entry/Update – Custom Tab ......................................................................................................23
User Security Entry/Update – Variable Reports Tab .......................................................................................24
User Security Entry/Update – Vehicle Tab ......................................................................................................25
MASTER FILES ....................................................................................................... 27
System Master .....................................................................................................................................................28
Systems Control Master – System Tab ............................................................................................................29
Systems Control Master – Customer Service Tab ............................................................................................30
System Master - Accounting Tab .....................................................................................................................31
Multi-Company Setup ......................................................................................................................................32
System Master - Expanded Variables...............................................................................................................33
System Master - Misc. Settings ........................................................................................................................34
Company Master ................................................................................................................................................36
Company Master - Name and Address .............................................................................................................37
Company Master - Customer Service ..............................................................................................................38
Company Master – Accounting ........................................................................................................................41
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Misc. Setting ....................................................................................................................................................42
Company Master – Billing/ Barcode ................................................................................................................43
Company Master - Routing /File ......................................................................................................................45
Company Master - Misc. Variables ..................................................................................................................47
Company Master - Exp. Variables ...................................................................................................................49
Company Master - Scale ..................................................................................................................................50
General Ledger Master ......................................................................................................................................51
Tax Body Master ................................................................................................................................................52
Account Class Master .........................................................................................................................................54
Account Class - Customer Copy Setup ............................................................................................................55
Company and Cycle .........................................................................................................................................56
Cycle Parameters ..............................................................................................................................................57
Cycle Parameters - Continued ..........................................................................................................................59
BILLING METHODS ........................................................................................................................................62
‘B’alance Forward (Residential / Commercial)...............................................................................................62
Open ‘I’tem (Commercial / Residential) ..........................................................................................................62
‘S”ummary Invoice (Roll-Off / Commercial) .................................................................................................62
All Trans Inv (Commercial / Residential) ........................................................................................................62
INVOICES vs. STATEMENTS .........................................................................................................................63
INVOICES .......................................................................................................................................................63
STATEMENTS ................................................................................................................................................63
i-Pak ‘Where Charges (+ & -) Go’ ....................................................................................................................64
Price List Master ................................................................................................................................................65
Charge Code Master ..........................................................................................................................................66
Code Entry - Charge Code Creation.................................................................................................................66
Charge Code Master - Standard Tab ................................................................................................................67
Charge Code Master - Standard Charge 'Flat Code' .........................................................................................69
Standard Charge – ‘Rate’ Code ........................................................................................................................70
Standard Charge – ‘Services’ Code..................................................................................................................71
Standard Charge – ‘Daily Rental’ Code ...........................................................................................................72
Charge Code Master - Custom Code ................................................................................................................73
Prorate Codes Master ........................................................................................................................................74
Action Code Master ............................................................................................................................................75
Priority Code Master..........................................................................................................................................76
Note Pad Code Master .......................................................................................................................................77
Message Master...................................................................................................................................................78
Route Type Master .............................................................................................................................................79
Route Pickup Frequency ....................................................................................................................................80
Route Master .......................................................................................................................................................81
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Vehicle Master ....................................................................................................................................................82
Driver Master......................................................................................................................................................84
Unit of Measure Master .....................................................................................................................................85
Material Master ..................................................................................................................................................86
Landfill Master ...................................................................................................................................................87
ADDRESS MASTER MENU .................................................................................... 89
Address Master ...................................................................................................................................................90
Address Master Search & Scan ........................................................................................................................90
Address Master Entry/ Update .........................................................................................................................91
Container Inventory Menu ................................................................................................................................92
Manufacturer Master .........................................................................................................................................93
Bin Serial Number Master File..........................................................................................................................94
Update Bin Serial # Master File Search ...........................................................................................................94
Update Bin Serial # Master File Update...........................................................................................................95
Master File Listing..............................................................................................................................................96
Copy a Company Profile ....................................................................................................................................97
Create New Data Set...........................................................................................................................................98
Copy Master Info to New Data Set....................................................................................................................99
Update Customers W/Price Changes ..............................................................................................................100
Update Customers Credit Limits ....................................................................................................................101
Report/Form Printer Setup – Primary Tab ...................................................................................................102
Report/Form Printer Setup – Misc (i-Pak Values)Tab ...................................................................................104
Clear Locked Customer / Work Order ...........................................................................................................105
Beginning Balance Setup Menu .......................................................................................................................106
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Soft-Pak System Hierarchy
i-Pak
e-Pak
Data-Set



Cycles Master


Billing Cycles
Billing Methods



Comm./ Residential
Services/Routing/W.O.
A/R/ Sales History
Company/
Divisions
Company Master
Accounting Master Files











Operational Master Files



User Security

Route Type Master

Route P/U Frequency

Route Master

Vehicle Master

Driver Master

Landfill Master

Unit of Measure Master

Material Master

Service and Delay File
Miscellaneous

Address Master

Container Inventory

Master File Listing

Master Files History Inquiry
General ledger Code
Tax Body & Tax Class
Charge Codes
Pro-rations
Action Codes
Priority Codes
Notepad Codes
Message Master
Account Class Codes
Price List Codes
Credit Card


Customer Service
Production
Testing


User Management
Application Control
Customers
Master Customer
Service Location
Operations



Work Order Processing
Route Management
Productivity
Billing
Auto/ Finance Charges
Invoicing / Statements
Pre-Processing/Actual



Accounting
Cash Receipts
Sales & Adjustments
Work Order processing
REPORTING
Optional:
Sales Management
Scale House
Vehicle Management
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Custom Software
Version 3.1 - Training Documentation
System Administration
“Mickey Mouse”
Service
Routing
Billing
Soft-Pak Guarantee:
You will bill for every service that is provided to your customer. This is guaranteed
so long as one ‘golden rule’ is followed:
Your employees/drivers do not perform service for which he/she does not have a
printed document from Soft-Pak (i.e., Route Sheet, Work Order, or dispatched Work
Order number).
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System Administration Training
PURPOSE:
To provide a basic understanding of Security Administration, i-Pak Master files and their
interaction with the Customer Service System. This session is applicable to the individual(s)
who will be designated as ‘System Administrator’.
AGENDA ITEMS:
SECURED FUNCTIONS:
This section will cover the system’s security (AS400 and i-Pak) and their
functionality. Focus will be on User set-up and the ability to limit
specific user’s access to data.
MASTER FILES:
The Customer Service System is comprised of twenty-two (22) Master
Files. Prior to the Soft-Pak system implementation, a well “thought-out”
overall System ‘Plan’ must be established. Options available and how
they affect the system is crucial.
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I-PAK Sign on Screen
Enter User - Your user name provided by your System Administrator
Enter Password - Your password will be provided by your System Administrator
Notes:
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AS/400 – User Profile Sign On Security
Creating User Profile
Setting up Users on the AS/4000
Select the Command line (F21)
Enter the Command = CRTUSRPRF (New user) or CHGUSRPRF (Copy or Modify User)
Select Enter
(See the following Screens for Setup)
Note: AS/400 User profile security can only be access by a Security Officer.
Notes:
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AS/ 400 User Profile Sign On Security – Screen 1
Creating User Profile Screen 1
User profile = User Name
User profile = X
Set Password to expired = Yes
Status = *Enabled
User Class = User or SECOFR (System Administrator)
Initial menu = Main
Text 'description' = 'user name'
Note: AS/400 User profile security can only be access by a Security Officer.
Notes:
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AS/400 User Profile Sign On Security – Screen 2
Note: AS/400 User profile security can only be access by a Security Officer.
Notes:
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System Administration
i-PAK Master Menu
*** This Menu can differ by
user depending on i-Pak User
Security setup.
*** Any additional applications
added or Custom software will
be listed here.
The i-Pak Master Menu is the centralized processing center for your business. Via this
menu all of the Customer Services, Billing, Daily/Monthly Accounting, Operational
Dispatching and System Administration can be managed day to day by each department by
limited access to key menu items or all access by the System Administrator.
In addition to the standard applications any additional software packages and custom
application added to support your business will be displayed in this menu.
Notes:
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System Administration Menu
Select the System Administration Menu to access the following functions:
-
User Security Entry / Update
Copy Company Profile
Create New Data-Set
Copy Master Info to New Data-Set
Update Customer w/Price Changes
Update Customer Credit Limits
Job Queue Setup
-
Notes:
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Restart Transaction Processor
Reset Soft-Pak Communications
Master Files
Report/Form printer set-up
Clear Locked Customer/Work Order
Version 3.1 - Training Documentation
System Administration
User Security Entry / Update
User Setup Update and Entry
Click on ‘User Security Entry/Update’ or type a ‘1’ in Menu Option Box
Security Setup Rules
1. User ID for Soft-Pak must be the same for AS400 / PC security.
2. If multiple data sets are used then each user will require a sign-on for each data set.
Example: a sign-on of MARY or MARYM for the live data set and MARYT for the demo data
set
Notes:
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User Security Entry/Update – System Tab
User ID
must
match the
AS/400 ID
User Dataset If the DataSet
is changed the
user will be
automatically
signed off.
Note: All
Company
Access option
with a
corresponding
button to
include
unlimited # of
Companies.
Security Levels:
(0)
(1)
(2)
(3)
(4)
User is completely restricted from using this feature.
Inquiry only. User cannot update or delete.
Do not allow user to delete.
Allow line item delete but no delete “all”.
Full security access. Delete allowed if applicable.
Menu Security Levels: menu options that the user may
need to access.
General System Administration
User ID - Sign on ID
User Name - Sign on description
Empl ID # - Your Company's internal ID number (optional)
Copy From User ID - User ID of like responsibilities (This will speed up the user setup)
User Dataset - Code used to define were your data is stored. Examples Production or Test
data
Salesperson? - Select radio button if the user is a Salesperson.
Software Security Levels
System Administrator - Is this user going to manage the Master Files/Security/Report
Form setup etc...if so select the box.
Master Files Level - Level of access to view the Master files (See Security Levels above)
Query Global Update Security - Level of access to use the system Query's and Global
applications.
Menu Security Access
System Administration - Allows/ Denies access to the entire menu and all options within
that menu to update security file, work with any user’s cash receipts or sales and
adjustments batch, and gives access to SYS menu.
Dayend/Mth End Menu - Allows/ Denies access to the entire menu and all options within
that menu to run Day End and Month End.
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Query Global Update Menu - Allows/ Denies access to the entire menu and all options
within that menu to access the menu and run Global updates.
Miscellaneous
All Company Access - Allows the user to access multiple companies if more than one
exists in your operation.
OUTQ #1 - Out queue setup, enter specific printer Output Queue's that are set up on the iseries server. These 3 fields correspond to the User Queue# in the Report Form Printer
setup.
Notes:
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User Security Entry/Update – Customer Service Tab
Note: Use
these fields to
set the
individual
users search
defaults.
Software Security Levels
Assignment levels of user's security for each Customer Profile tab options. The following
security levels are available.
Field Security Levels
Contract Mandatory - This field allows a user to access and assign the Contract
Mandatory field to an individual customer in the Additional Information Tab in the Customer
Services module.
L/F - This field allows the user to access and assign the Landfill Fee Required field to an
individual customer in the Additional Information Tab in the Customer Services module.
F/C - This field allows the user to access and assign Finance Charges to an individual
customer in the Additional Information Tab in the Customer Services module.
Action Code - This field allows the user to access and assign an Action code on the
Customer profile screen. Examples: Locked, Delinquent etc..
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Default Customer Scan Values
These fields allow the user to customize their search criteria when looking up Customer
information.
Miscellaneous
Display Pricing? - Field controls whether pricing is displayed throughout i-pak.
Print $ on W/O? - Field controls whether dollar amounts print on work orders.
Limit Cust Update by Cycle - Is used in conjunction with the Sales Management module.
Check will cause the Customers information to update only when billing has been processed.
Charge Card Opt - Field controls the approval process required for excepting Credit Cards.
Customer Srv Cursor Pos, New W/O Cursor Position, Existing W/O Cursor Pos Allows the user to have custom Cursor positions assigned for entry and update on these
applications.
Notes:
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User Security Entry/Update – Accounting Tab
Additional
security levels
have been
added to EFT
Billing Access to
Banking Info.
Software Security Levels
Assignment levels of user's security for each Accounting Menu options. The following
security levels are available.
Menu Security Access
Accounting Menu - Allows/ Denies access to the entire menu and all options within that
menu to Cash Receipts, Sales & Adjustments, Notes Maintenance, Work Order Processing
and Route Follow up.
Accounting Reports Menu - Allow/Denies access to the Accounting #3 under the Master
Menu.
Billing Menu - Allows/ Denies access to the entire menu and all options within that menu
to the Pre-bill or Actual billing processes.
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Miscellaneous
Sales and Adjustment Max Debit Amount - Amount the user is allowed to Debit an
individual customer. (Do not enter decimal positions.)
Sales and Adjustment Max Credit Amount - Amount the user is allowed to Credit an
individual customer. (Do not enter decimal positions.)
Notes:
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System Administration
User Security Entry/Update – Operations Tab
Software Security Levels
Assignment levels of user's security for each Operations Menu options. The following
security levels are available.
Menu Security Access
Operations Menu - Allows/ Denies access to the entire menu and all options within that
menu to Work Order processing and Route Management.
OP Menu Security Level - Allows assignment of a security level to be able to view, delete,
or inquire within the Operations Menu.
Operational Reports Menu - Allows/ Denies access to the entire menu and all options
within that menu to run Operational Reports. Example: Work Order Logs, Work Order Lists
etc..
Productivity Menu - Allows/ Denies access to the entire menu and all options within that
menu to Roll-Off Productivity, Residential/Commercial Productivity and Productivity Reports.
Landfill Menu - Allows/ Denies access to the entire menu and all options within that menu
to Query, Post, Update Disposal, Update Allocation Master files and reports.
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Default Values
Dispatch Scan Default "Omit Dispatch Work Orders" - Select radio button to omit
dispatched work orders from the dispatching screen.
Dispatch Scan Sort Order Default - Select the primary search default for the Dispatching
screen.
Display Cost - Select the radio button to show the costs on the dispatch screen.
Notes:
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System Administration
User Security Entry/Update – Custom Tab
Sales Management
- has two new
levels
3 - allows
forwarding of
events
3,4 - allows
quotes to be
deleted
Software Security Levels
Assignment levels of user's security for each Custom menu options. The following security
levels are available.
Menu Security Access
Selecting the Applications listed in this section will only be available if they have been
included in the packaged purchased with i-pak. If this is the case then select the box to
allow the user to access these additional applications.
Notes:
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System Administration
User Security Entry/Update – Variable Reports Tab
Report Access Level
Assignment levels of user's security for each Report menu options. The following security
levels are available.
Notes: Scale House Transactions and Scale House Payments requires the Scale
Management module.
Notes:
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System Administration
User Security Entry/Update – Vehicle Tab
Vehicle Maintenance Tab
This tab will only display when Vehicle Management is installed and activated.
Software Access Level
Select the access per module by selecting "Yes" for complete access, "No" for denied access
and "Inquiry" for view only access.
Menu Security Access
These allow or denies access to the menu items located in the Master Menu number 14
Vehicle Management.
Opr. Reports - Allows/ Denies access to the entire menu and all options within that menu
to Inventory reports, Vehicle reports, Driver reports and Variable reports.
Query - Allows/ Denies access to the entire menu and all options within that menu to
Create and update query and Run existing query.
System Maint. - Allows/ Denies access to the entire menu and all options within that menu
to Restart Transaction Processor, Stop Vehicle Maintenance System, Start Vehicle
Maintenance System, DayEnd Processing and Month End Processing.
System Admin. - Allows/ Denies access to the entire menu and all options within that
menu to History File Purge, Update Inventory Cost, Report/Form Printer Setup, Master Files
Menu, Copy Master Info to New Data-Set, Create new Data-Set and Copy Master files.
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Variable Reports Access Level
Assignment levels of user's security for each Variable Report. The following security levels
are available.
Miscellaneous
Allow Vehicle Delete? - Allows/ Denies access to delete Vehicles setup in the system.
Notes:
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Master Files
Select the Master File Menu to access the following functions:
-
Company Master
General ledger Code
Tax Body & Tax Class
Charge Codes
Pro-rations
Action Codes
Priority Codes
Notepad Codes
Message Master
Account Class Codes
Price List Codes
Credit Card Master
Master File Listing
-
Container Inventory
Cycle Codes
Route Type Master
Route P/U Frequency
Route Master
Vehicle Master
Driver Master
Landfill Master
Unit of Measure Master
Material Master
Service and Delay File
Address Master
Master Files History Inquiry
Notes:
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System Master
To access System Master
Select Company Master
Highlight the Company to view that companies System Master.
Select the System Master (F12) button
Notes:
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Systems Control Master – System Tab
Demographics
Company name, address and phone numbers are for internal use only in the System Master.
Name - Legal company name.
Alpha - Company name abbreviation.
ID - System Master ID will be ‘**’
Backup Information
Back-up media - I-Pak customers select media you will be using to back up data on the
AS/400. E-pak customers select "No Backup" your backup is provided by Soft-Pak.
i-Series backup device ID - Soft-Pak will provide this number for your system.
i-Series tape density - Soft-Pak will provide this code for your system.
Other backup library - Soft-Pak will provide this code for your system.
Other backup procedure - Soft-Pak will provide this code for your system.
Miscellaneous Information
Transaction Processor Time Slice - Leave default of "09999".
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Systems Control Master – Customer Service Tab
Customer Profile & Service
Require Phone Number - When adding a customer's information to the Customer
Services Profile screen if checked will require the user enter a number.
Log Deleted Customers - If checked this will enable you to run a report that list the
number of customers deleted and which customer they were.
Log Interactive Changes to Monthly Charges - If checked this will enable you to run a
report of Monthly Charge changes.
Maximum Number of Prorate Days Allowed - Set the standard number of days a user would
be allowed to set or calculate prorations.
Work Orders
Bypass Work Order scan if none "active" for customer - If checked there are not any
active work orders the screen listing work orders for that customer will be skipped.
Assign Work Order # by data set, Next Work Order# to use - Starting Next Number
for work orders.
Next W/O # to Use if Assigning by Dataset - Select next work order number (Must be
higher than the last W/O number that already exists in the system.)
Custom Exits
Select where custom applications can be accessed through the system.
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System Master - Accounting Tab
Cash Receipts
Allow multiple companies in Batch - If you have more than one company in your
system and want to be able to enter payments (Cash Receipts) for all companies in one
batch.
Auto-generate Batch ID - If you want the system to automatically create a batch id in
Cash Receipts (payments), click on for cash receipts.
Allow Override of Batch ID - If the system generates the cash receipts batch id, can the
user override it.
Corporate bank G/L code - Enter the abbreviated general ledger code to be used for the
Corporate inter-comp G/L code - Enter the abbreviated general ledger code to be used
for the Credit side of Cash Receipts (payment entry) - if using multiple company cash
receipts.
Bank Information
Bank Name - This information will print on deposit slips print from Soft-Pak.
Acct Type / ID # - information will print on deposit slips print from Soft-Pak.
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Multi-Company Setup
Cash Receipts
System Control Record
Y
Multi Comp
C/R
Corp Bank
Acct
Corp Inter
Acct
1020.00
1090.00
Company #1 Master Record
Bank G/L:
1020.01
Company #2 Master Record
Bank G/L:
1020.02
A/R G/L:
1200.01
A/R G/L:
1200.02
Inter G/L:
1090.01
Inter G/L:
1090.02
Cash Receipts Sample Batch
Account #
Amount
1-00212
100.00
2-23140
125.00
1-04231
150.00
2-99012
150.00
$475.00
Corporate Bank
Corporate Inter-Co
1020.00
Dr
Cr
$475.00
$0.00
Company #1 A/R
1090.00
Dr
Cr
$0.00
$475.00
Company #1 Inter
(from Cycle Master)
(from Company
Master)
Dr
Cr
$250.00
$0.00
Dr
$0.00
Cr
$250.00
Company #2 A/R
(from Cycle Master)
Dr
$0.00
Cr
$225.00
Company #2 Inter
(from Company
Master)
Dr
Cr
$225.00
$0.00
Corporate Bank G/L code can be over-ridden at the batch ID level.
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System Master - Expanded Variables
Expanded Variables
The Expanded Variables tab provides up to 10 additional fields that can be used as
additional search criteria or additional information.
Important: In order for the variables to act as additional search criteria, they have to be
set up in the Systems Control Master. In addition, the same ones should be set in in each
Company Master record so that they are consistent throughout the system.
Notes:
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System Master - Misc. Settings
Installation Information
Fax Installed - if you have IBM fax software loaded on your i-Series server, set this flag to
yes by clicking on the field to put a box. This feature will display fax settings on the Print
Request screen in the A/R History screen of a customer's account. You can use it to fax a
reprinted invoice, history recap, Invoice history, Check # History and reprinted Statement.
Landfill reconciliation Active - If you want to keep track of disposal information entered
in to Route Costing, Driver's Logs and Work orders put a in the box.
Vehicle management Installed - If Vehicle management has been purchased click here
to put a in the box.
Route Costing Installed - If your company wants to use Route Costing click here to put a
in the box.
Charge Code Costing - If your company wants to use Charge Code Costing click here to
put a in the box.
Routing Defaults
Route sequencing increment default Value - When working with routing, the system
will automatically sequence the route by the number used here (5 or 10). The number
equals the number of blanks between each stop to allow inserts of new stops or stop
changes to a route without having to renumber each stop.
Allow "Build route costing file" default on route list screen - Select this box in-order
to allow for route costing.
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Day End / Month End
Resequence Bins During Day-End? - Re-sequencing will update the line item numbers
on the Bin/Services screen if any lines have been added or removed during that day.
Restart Soft-Pak after Month-End? - System will automatically reboot/restart the
system after Month End completes.
Notes:
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Company Master
Company Master contains Company wide defaults and System Master Maintenance.
Notes:
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Company Master - Name and Address
Each Data Set
can hold up to
1250 Companies
Remit to address
If the Remit to address is different from the Company Master (Primary Tab), then add the
'Remit To' here.
Dispatch Yard - Used for MapPoint
Dispatch Yard – Starting address used with Map Point.
General Information
Time Zone Difference - Allows Company time to be setup host plus 1-3 hours.
Note: Printing of ‘REMIT TO’ is controlled in the Report Form Printer Set up. If set to print,
information will be printed in the space to the right of the Company Name and Address.
Notes:
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Company Master - Customer Service
Demographics
Company details and company ID number.
Customer Profile Settings
Defaults - City, State, Zip and Area code if entered will default on the Customer Profile
screen
Allow keyed Cust # - Allow user to manually enter the customer number if checked.
Typically used went starting up and user are entering existing customer numbers.
Auto Generate Cust # - System will generate and track the next number for each
customer.
Allow route seq# - If checked it opens the Route Sequence number fields in Customer
Services Customer Residential tab and the Services tab.
Zip Code Validation - The system will validate that the city, state and zip are correct in
the customer profile based on a database provide by the US postal service.
Next auto Cust # - Allow the user to enter the next number to start with. IF old customer
numbers are enter on start up and now the user needs the Auto Generation number to be
turned on make sure this field is a number HIGHER than the numbers already in the system.
Force Tax Body - This will required that the user enter a tax body on the Customer Profile
Screen.
Notes:
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Company Master - Customer Service continued
Customer /Bin Notes and Settings
Validate Notepad codes - When a user adds a Note pad codes to a customer the code
will be checked against the table created in the Master file.
Require notepad codes - Forces a user to select a code when entering notes in the
customer record.
Allow cust notes - If checked it opens the Notepad tab for use on the Customer Services
module.
Default Note Code if No Bin Pror - Used to force a note pad code if there was not a bin
proration done.
Bin/Services Setting
Delete Bin upon cancel Proration - Yes, will remove the container from the
Bins/Services screen on a cancellation proration.
Price override Limit (2) - Percent user is allowed to modified the price.
Work Order Settings
Next Work Order # - Starting next number for work orders. The next number can be set
up at the System level or the Company level.
W/O line Date option - Default date for work order lines can come from the Action date
or the System date.
Notes:
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Address Master
Use Address Master - Address Master is for Residential Customers only-allows you to set
up City, State, Tax body, Day, Route, Frequency, Sequence, and Charge Code for a selected
address range.
Valid Address required - If checked the address entered in the Customer Profile screen
will be validated against the Address Master list and will only allow for exact matches to be
saved.
Default City, State and Tax body - If checked the system based on Address will default
in this information.
Default residential routing (lines) - In the Address master standard defaults for trash
services can be built up to 4 lines, then by selecting the number of lines to default here the
information will populate based on the address entered on the customer profile.
Note: Customer #1-9 and 9999999 are reserved for Soft-Pak (Customer #9999999 is the
Company Inventory Pool default account) Cycle = CM
Notes:
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Company Master – Accounting
Cash Receipts
Autoapply O/I payments if paid in full - When posting payment the user will not have
to apply amount to a specific invoice if the amount outstanding equals the payment amount.
Bank G/L - Cash receipts default bank G/L code.
A/R G/L code - Cash receipts default accounts receivable G/L code.
Corporate inter-comp G/L - Cash receipts inter company default G/L code.
Credit Cards
Charge Card Option - If you are accepting credit cards the system via (Third party
interface) select "Active-Get Auth#" and the system will interface and connect to get an
authorization. If you are accepting credit cards but are not using a third party to interface
with Soft-Pak then select "Manual Auth#." Select "Do not Use" if you are not accepting
credit cards to turn this function off.
Credit Card Batch User Id - Select a user for the default batch I.D.
Cred Trans Sz/Chg Code - Select a default Credit adjustment charge code.
Refundable Deposits
Deposit Receipt G/L Code - Select the default Deposit G/L Code.
Deposit Receipt Note Code - Select a Note code for Deposit Receipts.
Deposit Refund Note Code - Select a Note code for Deposit Refunds.
Refunds Sls Adj Sz/Chg Code - Select a default Refund Sales and Adjustment code.
Deposit to A/R Xfer Note Code - Select Account Receivable deposit default Refund Note
code.
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Deposit to A/R Xfer S/A Sz/Cg Code - Select Account Receivable deposit default
Refund Charge code.
A/R to Deposit Xfer Note Code -Select a default A/R to Deposit Refund note code
A/R to Deposit Xfer S/A Sz/Cg Code - Select a default A/R to Deposit Refund Charge
code.
Collection
External Collection Option - Select "C" if your company is using an external collection
agency.
Misc. Setting
Aging report heading override - Allow the Age Trial Balance report header to be
overridden from the standard 30, 36, 90 heading. If allowed the header can be changed in
the Cycle Master.
Notes:
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Company Master – Billing/ Barcode
Bank Information
Bank Name - Bank Name
Destination#/ Origin# - Bank interface destination number
Account Type/ ID# - Bank account number
IRS Employer ID# - Internal Revenue Services ID number
EFT Entry Description - Electronics Transfer default description
Barcodes & OCR Handling
Barcodes on Work Orders - Select the radio button to print barcodes on Work Orders.
Barcodes on Route lists - Select the radio button to print barcodes on Route List.
Barcodes on Stmt/Inv/Both - Use the drop down box to select barcodes to print on
Statements, Invoices or Both.
Postnet Barcodes on Stmt/Inv/Both - Use the drop down box to select postal mailing
barcodes to print on Statements, Invoices or Both.
OCR Line on Stmt/Inv/Both - Use the drop down box to select banking OCR barcodes to
print on Statements, Invoices or Both.
Invoice Settings
Invoice Outsource Active - Selecting the radio button will allow Soft-Pak to create a file
to export to your Invoice Outsource Company for invoice processing.
Print Zero Balance Invoices - Selecting the radio button will trigger the system to print
all invoices with zero balances during the billing process.
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Company Master - Billing / Barcode continued
Statement Settings
Statement Outsource Active - Selecting the radio button will allow Soft-Pak to create a
file to export to your Statement Outsource Company for invoice processing.
Print Zero Balance Statements - Selecting the radio button will trigger the system to
print all statements with zero balances during the billing process.
Statement Exception List - Selecting the radio button will print a report during billing
with a list of all customers that have credit balances.
Statement Minimum Balance - Allows you to determine the lowest dollar amount
needed to warrant printing a statement to your customers. This field is in whole dollars only
(2 = 2.00$.)
Misc. Settings
E-Billing Company ID Code - This field is used for electronic billing, it is the number
assigned to your company by the broker.
Cust/Billing Address Format - Select one of three Postal Formats that best fits your
region.
P.O.# Comment Sz/Cg Code - This field provides the option to add a standard comment
if the P.O.# field is used in the Work Order by setting up a Size/Charge code in the Master
Files.
Zip Code Format - Select the correct zip code format for you country.
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Company Master - Routing /File
Master File Sharing
Serial # Master - Used for Serial # Tracking, Route Costing and Drivers Log across
company lines. “Where do you want to ‘Share’ Serial numbers from? (The original Company
# where the container serial #’s are set up)
Residential / Commercial Route Costing – Leave blank unless you want cost to cross
multiple companies.
Driver Log (Roll-Off) Route Costing - Leave blank unless you want cost to cross
multiple companies.
Misc. Routing Info
Route Follow up Active - This feature provides one file to update 'after route' information
such as sales & adjustments for extras, work orders, notes and On Board Computing/Scale
information. If checked and OBC is used, the uploaded data from OBC from the vehicle will
go in to Route Follow up, otherwise the data goes directly into the On Board Activity.
Material Allocation Active - This controls the creation of the Material & Route Allocation
files during the Route List procedure. When a route list is generated, the Route Allocation
file (RALL) is populated with the totals for the route and tax body including: total average
capacity, total average weight, # of stops and # of lists. These totals are then used to
calculate the percent used to allocate materials in the Material Allocation file during the
Route Costing post.
Route Average U/M: Weight - If using material Allocation, enter the unit of measure for
the average weight (such as TN for Tons, LY for Loose yards, etc.)
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Route Average U/M: Capacity - If using material Allocation, enter the unit of measure
for the average capacity (such as TN for Tons, LY for Loose yards, etc.)
OBC Default Dispatch User ID - This field is used in conjunction with "On Board
Computer" software to default the Dispatchers ID.
Deferred Revenue G/L Code - Reserved for future enhancement.
Note: To cross company lines user must designate a master company. All information will
be housed in the master company.
Notes:
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Company Master - Misc. Variables
Variable 1 - 4
Use Variable? - (N) No, (Y) Yes, (P) Protect Data, (R) Required (i.e., deposits keyed within
deposit program), to prevent a user from inadvertently deleting the field information.
Variable 1-2
Variable Fields #1 & 2 are numeric fields and flow through to the Sale file. Functions
include: (A) Add, (S) Subtract, (P) Premium, (D) Discount, and (N) No Effect. The ‘A’ and
‘S’ add/subtract a value from the Monthly Charge and ‘P’ and ‘D’ multiple a percentage to
add or subtract from the Monthly Charge value, the ‘N’ has no effect to the customer’s
account.
Variable 3-4
Variable Fields #3 & 4 are alpha/numeric fields, flow through to the Sale file and are
informational only (3 & 4 have no effect on the Monthly Charge). They also have the option
of using a table to verify that the information keyed in the field is consistent.
Table Validation
Table Validation, if answered with a, will force the use of information that has been
defined in a ‘table’ or master file. The user will not be able to enter ‘free form text’.
User Variables
User 1-4 - These fields are available to use as additional tracking or reporting tools of
specific company information.
Editstop – forces user to key Stop Date into the Customer Profile when a customer is put
into a cancelled cycle.
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Container Inv. Maintenance
Container Maintenance – these fields are displayed in the Serial # Master file for each
container record. You can enter maintenance intervals so that you can report when a
particular maintenance is needed on the container such as; disinfectant, clean the container
(packers), painting, etc.
Notes:
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Company Master - Exp. Variables
Variable #/ Use/ Description
These variables display on the Customer Profile – F15 – Extra Customer Screen. The text
entered here describes to the user what to enter into the variable. The first 5 (Character)
Variables allow for 25 characters and the following 5 (Numeric) Variables allow for 11.
Required
If check the system will require that the Variable field must have the information added.
Table Validation
Table Validation, if answered with a , will force the use of information that has been
defined in a ‘table’ or master file. The user will not be able to enter ‘free form text’.
Protect
If the variable is protected this implies the data is calculated elsewhere in the software and
is displayed on the Extra Customer Screen.
Notes:
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Company Master - Scale
Scale - Pak System Values
See the Scale Pak documentation.
Notes:
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General Ledger Master
Company and G/L Code
G/L Code - Soft-Pak supports 25 digit alpha/numeric G/L codes and the G/L Code and
Abbreviated Code can be the same.
G/L Code Parameters
G/L Description - Detailed code description.
G/L abbreviated codes - Can be 5 digit alpha/numeric and the G/L Code and Abbreviated
Code can be the same. The abbreviated code field is designed for situations where the
actual G/L codes are long and cumbersome. Alpha abbreviated codes are sometimes easier
for the ‘data entry’ operators to remember.
NOTE: For multi-company cash receipts G/L codes for bank, A/R and inter-company must
be set up for company ‘**’.
EXAMPLES OF G/L CODES
EX. G/L
CODES
5010
1040
1100
5020
2200
1000
SAMPLE
ABBREV.
RES
BANK
A/R
COMM
STAX
FC
DESCRIPTION
Residential Income
Nations Bank
Accounts Receivable - Trade
Commercial Income
State Sales Tax
Finance Charge
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(Sales)
(Cash account ‘dr’)
(‘dr’)
(Sales - ‘cr’)
(Liability acct. - ‘cr’)
(F/C income - ‘cr’)
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Tax Body Master
Company ID, Body and Class
Tax Body Master controls the taxation of services (‘SZ CG’ codes) in the Customer Service
System. When the Tax Body and Class are joined or married, the system allows for up to 5
lines for taxation.
Company ID - Your Company's ID number.
Body - Tax Body is a 6 digit alpha field; typically Geographic Areas such as State, County,
Service city.
Class - Tax Class is a 2 digit alpha field that relates to the services provided.
Tax Body Code Parameters
Master Description - Description of the Tax Body Code.
Density Factor - Density factor is used with the Reciprocal density factor in Scales and the
RALL file information to better track where the material’s weight and taxes are coming from.
(See Scale-Pak docs.)
Description - Individual tax type description.
Flat $(2) - Amount of the tax if it is a on time charge not a calculated by a percent. Enter
amount in dollars with two decimal positions only.
Or Tax Rate (5) - The percent to be calculated by quantity up to 5 decimal positions.
Tax on Tax - This field determines which taxes to assess to the taxes checked yes in the
taxable column.
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Detail/ Total - No longer used.
Credit G/L Code - Assign the appropriated G/L account for tracking each tax.
NOTE: Tax Classes must be in sequence within the Tax Body/Class if ‘Tax on Tax’
Tax Class: ‘F/Q’  Flat or Qty (multiply by value in the Qty field or charge Code Line; ‘D/T’
 Detailed (line by line) or Total (summed and shown at bottom of the invoice with the
Master Description.
EXAMPLES OF TAX BODY/CLASS CODES
TAX
BODY
TAX
CLASS
NT
TX
CASD
CASD
TX
DESCRIPTION OF CODE
Non-Taxable service
Taxable service (some company’s use ‘ST’)
California State Tax Body
California State Sales Tax
Notes:
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Account Class Master
Company and Accounting Class
The Account Class Master files allow the user to create account classes specific to their own
business environment that group together similar cycles.
Company ID - Company's ID number.
Accounting Class Code - This field in used to group like cycles together for reporting.
C
R
I
Commercial
Residential
Roll-Off
Note: This field is a required field in the Cycle Master; therefore the Account Class Master
MUST be set up prior to the Cycle Master.
Notes:
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Account Class - Customer Copy Setup
Account Class Customer Copy setup
Select the fields that should be copied when your user is selecting a Customer from the
Profile screen and using the Action Code "N" to copy. The radio buttons selected will be the
fields that will be copied from one customer to another customer.
Notes:
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Cycle Master
NOTE:
Create all Cancelled
cycles FIRST. That
way they can be
assigned to there
corresponding
cycles.
NOTE:
This is an example of a Residential
Billing Cycle.
Company and Cycle
Allows for ‘grouping’ of customers by: line of business (Resi, Comm, RO), Billing Frequency
(Monthly, Bi-Monthly, Quarterly) and status (active, cancelled, bad debt, etc.) Cycle Master
also determines ‘debit’ side of Sales Analysis (A/R) and ‘credit’ side of Cash application.
Company - Your Company's ID number.
Cycle - Abbreviated code for this billing group
Description - Billing group (Cycle) detail description
A/C Message - Auto Charge Message
‘CM’
‘NA’
RESERVED AND REQUIRED CODES
Company Master Cycle: used for container inventory
Used when creating a new account through on-line dispatching
Note: Create ALL Cancelled cycles first. They will be added to the Billing cycles as they are
setup.
Notes:
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Cycle Master - Continued
Accounting
Class's - can
not be
changed once
the Cycle
Master has
been entered
and complete.
Cycle Parameters
Bill Type - Select the appropriate billing type Balance forward, Open Item, Summary
Invoice or All Trans Invoices. (See also "Billing Methods")
Routing - Select how the Cycle is related to Routing by selecting one of the following: Used
in Routing, Not Used in Routing or Route Manually Only
Account Class - This field requires the Account Class Master to be set up first and is used
to group like Cycles together for reporting.
Cancel Service Cycle - Enter the Cancelled Cycle for each billing cycle. This field will allow
the user to cancel the customer or allow the system through Prorations to automatically
cancel the customer for stop services.
# months in cycle - Number of months in this billing cycle.
# of Months to Defer - Only Auto Charges are allocated or deferred; All charges from
W/O, S&A & Prorations are applied to the Current Period.
Price List Reqd? - This field checked forces the entry of a Price List code on the
Customer's Profile screen.
Contract Mandatory - This field checked requires that the Contract tab on the Customer
Profile be set up in order to add Service or create Work Orders.
Auto Bill - This field checked with include this cycle in the recurring charge processes.
(Auto Charge processing)
Bill Bin Inventory - If checked it will include monthly charges in the Auto Charge
processing.
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Residential - Is this is cycle a Residential cycle?
Include in ATB - Do you want this cycle including in the Age Trial Balance report?
Landfill fee Reqd - If this is checked it will force the user to key in disposal information
during Driver Log Entry. This helps to ensure users do not forget disposal information (even
if you are not billing the customer for disposal), so that dump reconciliation reports will be
accurate.
Route seq #'s required - If checked then the customer will be required to be routed.
Validate bin ser#'s - If checked the system will validate container serial numbers entered
in the Bins/Services screen against the Serial# Master File.
Move ser # in DLOG - If checked when using Driver's Logs, do you want the system to
automatically move inventory records in the Services screen.
Bin serial# req'd - If check it will require that the user add a Serial number the Services
tab in the Customer profile.
Cancelled service cycle - Is this cycle a "Cancelled Cycle"
Master cycle - If you are using Master/Sub billing a Master Cycle must be set up and used
on the Master account (Customer Profile.)
Prevent $ Operations - If checked by cycle allows prevention of posting dollars to a
customer in a cycle that isn't applicable, such as a Prospect cycle.
Notes:
Cycle Master - Continued
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Accounting
Class's - can
not be
changed once
the Cycle
Master has
been entered
and complete.
Cycle Parameters - Continued
Subtotal Options - Select from Invoice options to subtotal by:
No Subtotals = Print Detail taxes in the body of the statement and no subtotals
Sub & Details = Print detail taxes in the body of the statement and print Sub Totals
Only Subtotal = Print sub total taxes at the bottom of the statement and No Detail in
the body
Segregate +D = Print detail taxes in the body of the statement and Sub totals where
Sub Totals for taxes and fees are broken out by description
Segregate -D = Print Sub Total taxes at the bottom of the statement, broken out by
description, and No Detail in the body
Suppress Qty/Rate - Select form Invoice options to suppress quantity and rate.
Summarize by - Select from Invoice options to summarize by:
Auto Charges = Groups all charges including taxes to a single line
Charge Codes = Group by charge codes with taxes separate
Tax Separate = All Auto charges by size/charge code and price and prints taxes
separately
No Summary = details auto charges
Ticket# on Stmt/Inv - Will add the disposal ticket number to the Statement or Invoice.
Summary Description - Description of the Auto Charge Summary.
Aging Headings - Age Trial balance headings.
Prorated Day Rate - Number of days used the calculation of prorations.
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Force Note - If check it will require a Note code for a New Customer, Cancelled Customer
or a Change in monthly services. This is used to help track.
Credit Limit required - If checked the system will require each customer in this cycle to
have a Credit limit enter on Customer Profile screen or it can calculated automatically if you
use the Default Limit fields.
Default Limit - Credit limit calculation fields.
Finance Charge - If check this Cycle will require Finance Charges.
On Balance - Account Balance amount, days over due, and percent will determine whether
each account within this cycle will be assessed a Finance Charge during the billing process.
G/L Acct # for - Assign the GL account for Account Receivable and Finance Charges. GL
accounts are setup in the GL Master File.
Last Billed To date - This field is used in prorations calculations and will automatically
update after the cycle is bill to the date last billed.
Work Order Defaults
Print Invoice - Select if the work order is set to print an Invoice (option above) do you
want to print detail lines (Detail option) or just one line (Total option).
Print - Select Print option:
Work Order - This will print individual work orders/tickets for each work order
entered. You must use the Work Order in Batch option on the Operations menu.
Manifest - This will print individual manifests for each work order entered. You
must use the Work Order in Batch option on the Operations menu.
Both - This will print individual work orders/tickets AND manifests for each work
order entered. You must use the Work Order in Batch option on the Operations
menu.
Log - This will print a list of all work orders for a particular route for a particular day.
You must use the Work Order Logs option on the Operations menu.
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Priority - Enter a default priority code to default in to the work order
User Decs 1 - Enter a description here to display in the User 1 field in the Work Order
header.
User Decs 2 - Enter a description here to display in the User 1 field in the Work Order
header.
Notes:
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BILLING METHODS
‘B’alance Forward (Residential / Commercial)





Optional printed ‘Invoice’ for Work Orders
Must print billing statements
Aging is by ‘Buckets’ - Current, 30, 60, 90
Cash Application to oldest balance ONLY (overpayments become ‘Credits’ not ‘Unapplied’)
Cash Application utilizes ‘check digit’
Open ‘I’tem (Commercial / Residential)





Optional printed ‘Invoice’ for Work Orders
Must print billing statements
Aging is by Invoice date(s) or ‘post’ date
Cash application to specific invoice / line item or un-applied ‘bucket’
Separate invoice # is assigned to each ‘batch’ of transactions processed through the
system (i.e. Auto charges, Fin charges, sales/adjustments)
‘S”ummary Invoice (Roll-Off / Commercial)






Groups ALL charges into an “un-billed” bucket until Open Statement invoices are run
Open statement Invoices MUST be printed for ALL O/S customers
Reminder Notices may be run for past due customers
Invoices may be printed any time you wish for a cycle(s)
Aging is by invoice date or ‘post’ date
Cash application to specific invoice or un-applied ‘bucket’
All Trans Inv (Commercial / Residential)





Optional printed ‘Invoice’ for Work Orders
Must print billing statements
Aging is by Invoice date(s) or ‘post’ date
Cash application to specific invoice / line item or un-applied ‘bucket’
Separate invoice # is assigned to each ‘Transaction’ processed through the system (i.e.
Auto charges, Fin charges, sales/adjustments)
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INVOICES vs. STATEMENTS
INVOICES





Each invoice has a literal INVOICE #
No cash receipts summary
No ‘Un-Applied’ balance displayed for O/I, O/S, O/A accounts
Prints line item detail
No aging displayed
KEYWORD: “DETAIL”
STATEMENTS






Balance Forward for ‘B/F’ type customers
Cash receipt summary since last statement produced
‘Un-Applied’ balance displayed for O/I, O/S, O/A accounts
Prints line item detail for all NON-INVOICED sales
Prints summary for previously INVOICED sales with Invoice # and amount
AGES SELECTED B/F CUSTOMERS and displays Aging based on:
 Current, 30,60,90 buckets for B/F
 Invoice date summary for O/I, O/S, O/A

Does not print invoice number (page # only)
KEYWORD: “SUMMARY”
Notes:
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i-Pak ‘Where Charges (+ & -) Go’
WORK ORDERS
Print Invoice: Y/N
Post To:
Customer Balance
Customer Un-Billed
SALE file
TRAN file
INVT file
SALES AND
ADJUSTMENTS:
Print Invoice: Y/N
Post To:
Customer Balance
Customer Un-Billed
SALE file
TRAN file
INVT file
AUTO CHARGES
PRORATIONS
FINANCE CHARGES:
Print Invoice: Y/N
Post To:
Customer Balance
Customer Un-Billed
SALE file
TRAN file
INVT file
BAL
FRWD
Y OR N
OPEN
ITEM
Y OR N
OPEN
STMT
N
Y
N
Y
Y
N
Y
N
Y
Y
Y
N
Y
Y
N
N
N
N
N
Y
N
Y
Y
N
N
Y
N
Y
Y
Y
N
N
Y
Y
N
N
N
Y
N
Y
Y
N
Y
N
Y
Y
Y
N
Y
Y
N
N
During Open Statement Invoicing, all charges accumulated in the ‘UN-BILLED’ bucket will do
the following:
1) Print an invoice (assigned 1 common invoice#)
2) Become a part of the customers balance
3) Be posted to the TRAN (A/R History) file
4) Be posted to the INVT file for cash application
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Price List Master
Company and Price List
Company - Company's ID number
Price List Code - This a 4byte field used to allow for Services (charge code) to be used
multiple times for different service areas using different prices or tracking revenues for
different service areas.
Price List Parameters
Description - Price code detailed description.
Notes:
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Charge Code Master
Note: Creating a
naming
convention is
the best way to
group like
codes. See
Example below.
Size = Size of
container or
specialty code that
assists in description
of services.
Chg = Charge
description of
service
Code Entry - Charge Code Creation
Company - Your Company's ID number.
Size/Charge - These two codes are used to identify a particular service and how that
service managed throughout the system and priced.
Example: Commercial
For example, have all your commercial containers have the size field consistent - so that all
codes having to do with a 6yard front load container start with '6F', all adjustment codes
start with 'AJ', etc. This makes searching and reporting easier.
Then for each size you will need a code for the following types of service:
Normal weekly service for the Services/Bins screen (TW = trash weekly)
A delivery code (TD = trash delivery)
An extra pick up code (TX = trash extra pick up)
An on call pick up code (TO = trash on call)
Your codes would look something like this: 6F TW, 6F TD, 6F TX, 6F TO, etc.
Example: Residential
For example, residential codes are made up of only the Charge Code and not the
Size.
Container Size Trash Service = (32, 64, 96) or 3R (32 gal rear loader) or 3F (32 gal
front loader) etc..
Recycle Services = RC (Recycle Services)
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Price List - This a 4byte field used to allow for Services (charge code) to be used multiple
times for different service areas using different prices or tracking revenues for different
service areas.
Note: ‘G/L code, Rental’ only required if ‘Bin Rental’ is used. A 2nd line will appear on
Invoice/Statement indicating ‘Container Rent’.
Note: Front Screen (Resi) and ‘Misc’ charges must have the ‘SZ’ code blank.
Charge Code Master - Standard Tab
Required Serial #
The system will
check Cycle
Master first then
check the Charge
Coded Master.
Charge Code Parameters
Description - Charge code description.
Secondary Description - Additional Charge code description.
Inventory In/Out - If checked this field is used to force the addition or removal of
inventory items in the services screen during Work Order toggling and Driver's log. Enter an
I for an 'in' type of code such as a delivery and enter an O for an 'out' type of code such as
a removal. Leave this field blank if you do NOT want to force the entry of inventory items.
Med /Chemo/ Path? - Is this material medical waste.
OBC Type - This field is used with the On Board Computer feature. Please contact Support
Services at 1-800-860-4327 for additional information.
Require Serial # - If checked this field will require container serial numbers to be added
to the Services screen when Work order toggling or during Drivers logs updates.
Validate Serial # - If checked when entering a container serial number in the Service
screen the system will validated that number against the Serial Number Master file.
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Ignore Contract - If check and the Cycle is Contract Mandatory it will NOT require the use
to enter this code in the Contract Tab of the Customer Profile screen. Examples are codes
that are not Services ie..Sales & Adjustment codes.
Category - This field is reserved for future use.
Tax Class Code - Select the correct Tax code for this service. All tax categories are set up
first in the Tax Body Master.
Route Avg: Wgt - These two fields are used in the Route allocation calculations if Material
Allocation is turned on in the Company Master. Enter the average weight for this type of
charge code.
Capacity - Enter the average capacity.
Landfill - Enter the default landfill code.
Material - This field is used in our Scale House Management system.
Allow Overides for....
Partial Proration - Check this field to allow for prorations. If not checked the full amount
will be credited.
Description - If checked the Charge code description can be modified.
Amount - If checked this will allow the Charge code amount to be overridden in the
Contracts Screen and Work order screen.
Productivity Values
Capacity - Enter the capacity of the charge code. Example 2YD = 2.00, 96Gal = .25
UM - Unit of measure for the Capacity.
Avg Weight - Enter the average weight.
UM - Average weight Unit of Measure.
Zero Balance Print
Select the documents you wish to have print with zero balances.
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Charge Code Master - Standard Charge 'Flat Code'
Charge Type - Flat
A flat charge code does not require a quantity, and if a quantity is entered it will NOT be
used in the amount calculation. Examples of flat charge codes:
- Roll off actions: deliveries, pulls, exchanges, removals or relocates etc.
- Residential services that are not dependent on quantity
- Miscellaneous charges entered on the Services screen
- Adjustment codes for finance charge adjustments, refunds, misapplied payments,
etc.
Notes:
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Standard Charge – ‘Rate’ Code
Charge Type - Rate
A rate charge code requires a quantity and uses the quantity in the calculation of the total.
Examples of rate charge codes:
- Disposal charges (per ton, per yard, etc)
- Recycling bag charges (per bag)
- Tires (each)
Notes:
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Standard Charge – ‘Services’ Code
Charge Type - Services
A service type of charge code is reserved for use on the Services/Bins screen only, and
allows for the entry of a 'per pick up' standard/default amount. The system will then
calculate the charge based on the number of pick ups. Examples of services types of charge
codes:
- 2yd trash container picked up 2x/week
- 4yd cardboard container picked up 1x/week
- Rental for a 42yd trash packer
- An inventory record for a 20yd open top roll off box
Notes:
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Standard Charge – ‘Daily Rental’ Code
G/L code for sales
code is no longer
required for Daily
Rental.
Charge Type - Daily Rental
Daily rental amounts are calculated based on the following:
- Delivery Date in the Services screen is compared to the # of days/months in the
billing cycle to get the number of days
- The number of free days allowed in the Day Rent section in the middle of the
Charge Code screen is subtracted from the # of days above
- The number of days remaining (after free days) are multiplied by the Bin Rent
amount entered in the Charge code (or the override amount in the Services
screen.
Notes:
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Charge Code Master - Custom Code
Charge Code Type - Custom
A Customer charge code is a combination of standard charge codes (up to 5) – ‘Flat’ and
‘Rate’ type charge codes can be combined, however ‘Services’ type charge codes can not be
used.
Multi (2) - (multiplier) used in the sub-code, such as per yard and Custom code is for a 20
Yd. The ‘Multi’ would be ‘2000’.
MrkUp - Mark Up %
Detail Description - Is defaulted from the standard charges and the color displayed
indicates the over ride status (Red = O/R, Green = May be O/R, White = Charge Code no
O/R).
Notes:
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Prorate Codes Master
Proration Code Processes
1. Front screen prorations can be done “On-Line”-Residential only.
2. Front screen and Bins screen prorate at ‘Day End’ based on the “from” date, if past the
“from” date then prorations will occur at the next ‘Day End’.
Note: Codes, other then listed below, that are built into the Prorate Code Master will have
no effect on the system operations.
Company and Prorate
Company - ** equals All Companies
Prorate - Code that defines type of proration. Select from the standard list.
Prorate Parameters
Description - Proration type detail description.
‘ST’
‘SP’
‘CR’
‘PR’
‘CS’
‘DS’
‘VC’
‘VB’
RESERVED AND REQUIRED CODES
Start Service
Stop Service
Credit account and allow change of service debit
Debit account and allow for change of service credit
Credit account and move to ‘cancelled’ cycle code
Debit account and move to ‘cancelled’ cycle code
Issue a vacation credit and move to ‘VB’ cycle code
Vacation credit was issued- Waiting for ‘To’ date to clear
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Action Code Master
Action Code Processes
The reserved codes below are the only codes having any “Action”, however other codes
may be set up and used as additional sorts or selection criteria for Route lists generation or
queries/IQ.
Note: Global updates can be used to be Action codes into the Customer Profiles.
Company and Action Code
Company - Company ID number.
Action Code - Code that defines type of Action. Select from the standard list.
Prorate Parameters
Description - Action Code type detail description.
‘D’
‘L’
‘N’
‘P’
RESERVED AND REQUIRED CODES
Account marked as delinquent - displayed in C/R application.
Account marked as locked - C/R display and W/O lock-out.
Create a new profile copying the current profile.
Perform front screen proration ‘real time’ vs end of day.
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Priority Code Master
Priority Code Processes
Priority codes are used for ‘On-Line Dispatching’ and are keyed into the W/O header record.
Provides ability of prioritize work more easily.
Company and Priority Code
Company - Company ID number.
Priority Code - Code that defines the type of Priority. Select from the standard list.
Prorate Parameters
Description - Priority Code type detail description.
A
P
O
1
R
C
I
CODE EXAMPLES
Service requested in the AM
Service requested in the PM
Carry over from yesterday
High Priority – Priority #2
Residential Type WO
Commercial Type WO
Industrial / Roll-Off Type WO
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Note Pad Code Master
Company and Note Pad Code
Company - Company ID number.
Note Pad Code - Code that defines the type of Note being entered and provides a valuable
reporting tool. Select from the standard list or create your own to track customer call
(Complaints, Comments, Service issues.)
Prorate Parameters
Description - Priority Code type detail description.
Send to Vehl/OBC? - This is a flag to "Send" a note to a vehicle if the OBC interface is
active.
# of Days Effective - If days are entered the note will print on Work Orders *WO, Route
List *RLST, Operation *OPS, Billing *Bill, Invoicing *INV and Statements *STMT with the
option to delete or change the code after the number of days has run out.
Required Action - After Days Effective do you want the Note code to be Deleted or
Changed.
New Notepad Code - IF you select "change" on the Required Action field enter the Note
code you wish it to change to after the Days Effective run out.
RESERVED AND REQUIRED CODES
Standard/Reserved i-Pak Note Codes
*Attn - Attention on invoice address
Only one per Customer Profile
* PO - Prints PO # on every statement / invoice
Only one per Customer Profile
* HOT – Pop Up Message upon selection of a Customer
*BILL – Prints message on every invoice & statement
*OPS – Prints message on route lists and work orders
A/R – A/R notes
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Message Master
Message Master
The message master is used to set standard messages for specific documentation
throughout Soft-Pak.
Company and Cycle
Company - Company ID number.
Cycle - Associate the message master to each Billing Cycle created for your company. The
system will search for the cycle level messages first, then the Company level.
Message Parameters
Work Order Messages - Prints on all work order tickets for this cycle.
Invoice Message - Prints on all customers' invoices for this cycle.
Statement Message - This is not a past due notice. It is a sales or promotional tool.
EFT Message - Prints on the electronic funds transfer document.
Aging Message for
The oldest aging bucket with a dollar value will determine which message will be used for
each customer (individually).
Min$ (2) - The minimum dollar amount on account in order to trigger the message on the
Customers invoice.
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Route Type Master
Company and Route Type
Company - Company ID number.
Route Type - Used to define different ‘Types’ of routes; selection criteria for running Route
Lists. Additional route types are available to use the automatic work order generation
process.(WONOP, WONOR, OR WOPRT)
Route Type Codes
Description - Route detailed description.
CODE EXAMPLES
RES
Residential routes
COM
Commercial routes
ROLL
Roll off routes
The following route types are I-Pak standards and MUST be set up
if auto work order generation will be used.
WONOP
Creates a W/O with a status of ‘Printed’
WONOR
Creates a W/O with a status of ‘New’
WOPRT
Creates a W/O with a status of ‘New’ & prints a route
list
Notes:
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Route Pickup Frequency
Company/ Frequency
Company - Company ID number.
Frequency Code - Also referred to as “Sub-Frequency”; less than 1X per week pick-up.
Frequency Codes
Description - Route detailed description.
Annual pick-up Frequency (3) - Equals the number of weeks within each Frequency.
CODE EXAMPLES
A
B
E
O
1
2
F
S
C
Picked up every other week – on the ‘A’ week
Picked up every other week – on the ‘B’ week
Even weeks of the year
Odd weeks of the year
First week of the month
Second week of the month
First and third weeks
Second and fourth week
On-call service (Usually excluded from route lists)
Notes:
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Route Master
Company/ Route
Company - Company ID number.
Route - Code that defines a specific Route. Route Master is also used to create ‘Drivers
Logs’ (Roll Off only)  Cost per Pick Up
Work Orders must be dispatched through ‘On-Line Dispatching’ to utilize Drivers Log
costing.
Route Codes
Description - Route detailed description.
Route Type - Assign a route type from the list.
Default Vehicle - If this route has a single Vehicle assigned then assign it here and it will
default on to the Work Order or Dispatching screens when the route is selected. Assign (not
required)
Default Driver - If this route has a single Driver assigned then assign it here and it will
default on to the Work Order or Dispatching screens when the route is selected.
(not required)
Note: The Route Master must have a record for every route within the company.
Four (4) byte field.
COMMON ‘NON-TRADITION’ ROUTE CODES
PC
Z#
FL
xx
GB
Poly cart pick-up and delivery
Zone numbers for roll off customer locations vs specific route
Container truck (fork truck for FEL containers)
Route supervisor initials for tracking his/her follow-through
Go back (for missed P/U where another driver might do work
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Vehicle Master
Vehicle Master
Contains a record for each vehicle in the system and is used in Route Costing and Drivers
Logs.
Company/ Vehicle
Company - Company ID number
Vehicle - Vehicle ID number
Vehicle Data
License No. - Vehicle state tag number.
Purch Date - Date vehicle was purchased from the dealer.
Purch Price - Vehicle purchase price.
Fuel Type - Regular, Premium, Diesel
Tax Body - Area or taxation of services provide by this equipment.
Class Code - Category used to distinguish/describe the type of equipment.
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Description - Detailed description identifying the vehicle.
Vin Number - Vehicle identification number.
Fuel Usage
Avg cost/hr - Maintenance cost per engine hour and Capacity, average net tons - a dollar
amount must be entered to use for calculations in Drivers Logs and Route Costing.
Veh. Weight - Average weight of the vehicle in pounds.
Engine Hours
Capacity Yards - In yards enter the amount this vehicle can hold.
OBC Type - On board computer vehicle service type (Residential, Commercial, Roll-off.)
Note: If Vehicle Management is installed (‘Y’ in System Master Record), the system NOW
uses this Vehicle Master file however additional information will be available for use within
the Vehicle Mgt Module.
Notes:
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Driver Master
Driver Master
The Driver Master contains a record for each driver and helper in the system and used in
Route Costing and Drivers Logs.
Company/ Driver
Company - Company ID number
Driver - Driver ID number
Name - Driver Name
Driver Class - Drivers licenses classification by state (A, B, C.)
Assigned Vehicle - Default or permanently assign vehicle to this driver.
Hourly rate – A dollar amount must be entered to use for calculations in Drivers Logs,
Route Costing and for proper computation of route profitability, the hourly rate should
include employee benefits and other Over head expenses.
Driver Data
Allows your operations manager to maintain and track driver testing a permit
documentation.
Note: If Vehicle Management is installed (‘Y’ in System Master Record), the system NOW
uses this Driver Master file however additional information will be available for use within
the Vehicle Mgt Module.
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Unit of Measure Master
UOM Master
The Unit of Measure Master contains a record for each type of unit of measure in the
system. It is used in the following: Charge Code Master, Route Costing, Driver’s Logs, 2nd
line of Sales/Adjustments or toggling Work Orders.
Company/ Unit of Measure
Company - Company ID number
U/M - Standard unit of measure abbreviation
Unit of Measure Values
Description - UM detailed description
Decimal Places - Number of decimal positions for each unit of measure.
OBC X-ref Value - This field is used in conjunction with On Board Computers.
Notes:
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Material Master
Note: The
fields are
used in
conjunction
with Scale
House
Management.
Material Master
Contains a record for each type of Material that needs to be recorded in the system and is
used in Scale-Pak, Route Costing, Driver’s Logs, 2nd line of Sales/Adjustments or toggling
Work Orders.
Material Code
Company - Company ID number
Material - Abbreviated code that describes the material.
Description - Detail description of the material.
Material Information
Material Information is set up in conjunction with Scale house, Landfill or Inventory
Management. Please refer to the appropriate documentation or Soft-Pak support.
Notes:
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Landfill Master
Landfill Master
Contains a record for each Landfill used in the system and that are used in Scale-Pak,
Route Costing, Driver’s Logs, 2nd line of Sales/Adjustments or toggling Work Orders.
Landfill Code
Company - Company ID number
Landfill - Abbreviated Landfill code.
Landfill Name - Actual name of the Landfill
Landfill Type - Enter an abbreviation for the type of disposal facility this code represents
(such as TRF for transfer station, MRF for material recycling facility, LF for landfill, etc.)
Charge By Material
Material - Select the materials excepted at that Landfill from the Material Master selection
list.
Rate/Ton (2) - Enter the Rate per ton that the Landfill charges for material except into
that facility.
Minimum (2) - Enter the minimum material dollar amount accepted for each material at
that facility.
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Note: Used with Materials Master in Driver’s Logs to automatically calculated Landfill Fees –
provided the System Master Installation tab is set to Material’s Management installed = .
(Landfill Type and Charges By Material are also controlled by this flag).
Note: Default Size Code only applicable to Scale-Pak.
Notes:
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Address Master Menu
Address Master Menu
Address Master has been created to assist in verifying service availability and routing for
Residential customers.
Notes:
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Address Master
Address Master Search & Scan
Primary Search
Search by (Dir/Name/Sufix) & Zip - Enter here for a specific search.
Or Search By
Zip code or Route - Enter the Zip or Route then select enter to see a list of Address to
choose from. Highlight the one you want to update and select enter.
Notes:
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Address Master Entry/ Update
Address
The address shown here is defaulted from the scan screen. In the Route Structure make the
necessary route modifications.
Address Info
Address Range - This is street number From and To
Odd/ Even/ Both - Controls the side of the street or both.
City - Address city
State - Address State
Tax body - Tax code for this address range (optional)
Route Structure
Day - Day of the week the service is provided to the customer (1 Monday, 2 Tuesday, etc.)
Route - Service Route (Residential Only)
Frequency - Select using the (F4) or blue arrow button from the Frequency Master. These
are for services provided less than weekly.
Sequence - (Optional)
Charge Code - Select the standard charge code which will default the Service and Price for
this address. (Optional)
Notes:
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Container Inventory Menu
Container Inventory Master
The Container Inventory master is used if you intend on tracking container serial numbers
within the system. The Container Master allows you to Create, Update, Move, Review
availability and report on container activity.
Note: If using this function of i-Pak also see the Cycle Master for specific setup
requirements.
Notes:
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Manufacturer Master
Company/ Manufacturer
Company - Company ID number
Manufacturer - Abbreviated Company or Makers name. Master record for every
Manufacturer of inventoried products used by the company (i.e. Jeanie Metal Welding)
Manufacturer Code
Description - Detail Company or Makers name.
Note: Set up necessary only if tracking bin inventory through I-Pak.
Notes:
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Bin Serial Number Master File
NOTE: Before adding
new serial numbers, you
must create an
'Inventory yard' - this is a
Customer account that is
assigned to cycle 'CM' with the number
'9999999'.
Update Bin Serial # Master File Search
When updating the Bin Serial Master file enter the Company number and Serial Number for
exact match or enter the a partial information for the Serial Number Scan screen to select
from a list.
Notes:
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Bin Serial Number Master File - Continued
Note:
Containers
are Assigned
to a
customers or
yard
inventory.
Update Bin Serial # Master File Update
Company/ Serial #
Company - Company ID number or the Shared Company ID
Serial # - Container Serial number ID (printed or stamped on the container by the
manufacturer)
Manufacturer code - Abbreviated manufacture name (F4) to select from the master file
list.
Date purchased - Date container was purchased from the manufacturer. (optional)
Value - Amount container is worth. (Enter the decimal)
Cust own Bin - If owned by the customer select the check box.
Size - Container Size select from the list via (F4)
Misc Chgs - Select from the Charge code master for miscellaneous addition descriptors for
the container such as (Locking Lids, Plastic Lids, Steel wheels etc.)
Comments - Additional area to add notes to the container.
Notes:
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Master File Listing
Record Selection Criteria
Select Company ID - Enter Company ID
Master Listing Selection
Select from the list any Master files you wish to view the setup in report format
NOTE: The larger files such as Cycle Code or Charge Code do not print a complete list of
details due to the size of the files.
Notes:
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Copy a Company Profile
Select Companies
Source Company - Enter the MASTER company profile which can become the standard for
all additional company / division profiles created.
Target Company - Enter the company that you wish to copy the Profile TO.
NOTE: “Target” Company master must be set up before copying the entire Company
Profile
This feature cannot be used across data sets.
Notes:
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Create New Data Set
Enter Data-Set Identifier - This is a 2byte field that identifies the data used in
production. Normally this is function is used a start up or to create a testing/training data
set.
Note: Validate the amount of space availability on your server before proceeding with this
option.
Notes:
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Copy Master Info to New Data Set
Copy Master Info to New Data-set
This will bring over all Master file and the way they are currently set up to a New data set or
an Existing data-set. This will replace what is there so proceed with caution.
Notes:
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Update Customers W/Price Changes
Caution:
The first selection will NOT
update Price changes.
The second selection WILL
update Price changes.
Edit List and/or Update Run
When running the second selection the system UPDATES “Standard” or “Base Price” in the
Customer Records…It is NOT a Price update for Billing. Running this option after keying
major price matrix increases/decreases in Charge Code Master Files will update
container/bin records with new standard prices, thus providing accurate standard vs. special
price reporting.
Start up instructions
Following Soft-Pak’s Conversion, run this option JUST BEFORE YOU GO LIVE and JUST
AFTER BASE PRICE MATRIX has been keyed into the Charge code Master.
NOTE: If the Charge Code Master says “Override $” -Y-, this procedure will not update the
price for that Charge Code.
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Update Customers Credit Limits
Update Customer Credit Limit
After updating the Cycle Master file with the new credit limit formula run this process and
the system will automatically update the customer files.
Notes:
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Report/Form Printer Setup – Primary Tab
Note: i-Pak Reports have a
program identifier in the upper
left hand corner.
Report/Form Entry/Update
Used for altering printed documents/reports as well as controls printer selection, print size,
number of copies and a myriad of other options.
This Report
Report Name - Report identifier found in the upper left hand corner of each report.
Report Description - Detail description of the report
Company/qualifier - Enter company number if a different format is necessary for the
same report in a multi-company environment.
Out queues
Output Queue - Enter the out queue here if this report needs to be directed to a printer
other than the User or Default system printer.
User Out queue # - Enter the out queue number from the User security out queue set up
if the report needs to be directed to a specific printer assigned to a group of users.
Form code - This will force a prompt on the i-series server to 'change forms' if the form
code is different than a print job.
# of copies - Enter the number of report copies to print each time the report is run.
Save after printing - Selecting this will automatically save the report to the Job spool after
the report is printed.
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Hold before printing - Selecting this button will create the report in the Job spool file and
the user will need to Release the job before the report will print.
Suppress printing if not called from menu - Selecting this button will not allow the
report to print until released even if it is automatically created.
Notes:
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Report/Form Printer Setup – Misc (i-Pak Values)Tab
This Report
Defaults from the Primary screen
Forms
Pre-Printed Form - Select if using pre-printed forms.
Separate by company - Select if you wish this report to print by company
These Settings
These will vary based on each report selected. Answer the questions according to your
needs. (Also, consult support if making any changes to this screen.)
Notes:
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Clear Locked Customer / Work Order
Locked Options
Company # - Enter Company ID number
Customer # - IF it is the Customer Profile record is locked enter the number and select
Enter.
Work Order # - IF it is the Work Order record that is locked enter the number and select
Enter.
Validate all locks - To Clear ALL locks select this box and select enter.
Notes:
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Beginning Balance Setup Menu
Beginning Balance load
This is used at start up and gives you the option to key in Beginning Balances either by
Balance Forward method or by Aging (i.e., invoice # and date).
Note: Contact Support Services for additional documentation and requirements for using
this option.
Notes:
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