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Descriptors

This screen allows you to create and maintain Descriptors.   A Descriptor can represent anything that you wish to Invoice that is not an Inventoried Item.  Examples of Descriptors are:

 

List Tab

 

Display fields

 

The displayed fields are taken from the Descriptor information entered into the ‘Detail’ tab.  The selection of which fields to display is at the user’s discretion.   To select the fields to display simply ‘right mouse’ in the main panel and select ‘Customize List Fields’.  On the displayed panel you can:

 

Data Display Options

 

Field Position - On the List screen you can move the field position by dragging the column heading left or right to the position where you want it to appear.

 

Filtering and Sorting - If you ‘check’ the checkbox then the displayed data is available for filtering and sorting:

 

Include Inactive Status - If this is checked then the displayed list will include those Descriptors whose status is ‘Inactive’

 

Searching - If you enter some text into the ‘Search’ field and click on the ‘binoculars’ Icon then all records will be interrogated and those records that contain the entered text will be displayed.  To revert back to displaying all records click on the ‘Eraser’ Icon

 

Buttons

 

Close: This will close the Descriptor screen.  If you have any unsaved data then you will be asked if you wish to save it before the screen is closed.

 

Add: This will bring up a panel that allows you to create a new Descriptor ‘from scratch’ or ‘by copy’.  The following fields are available for data entry

Create Descriptor from scratch - select this ‘Radio Button’ if you are creating a Descriptor from scratch.  The next field will be available for you to enter the new Descriptor Code.  Upon clicking the ‘Create’ Button this entry will be checked to ensure that it does not currently exist in Ostendo

New Descriptor Code - In up to 50 characters enter the identity of the new Descriptor.

Copy Descriptor from another - select this ‘Radio Button’ if you are creating an Descriptor by copying details of an existing Descriptor.  The following fields will be available for you to define the copy criteria.  Upon clicking the ‘Create’ Button this entry will be checked to ensure that it does not currently exist in Ostendo. 

Descriptor Code to be copied - From the drop-down list select the Descriptor Code that is being copied

New Descriptor Code - In up to 50 characters enter the identity of the new Descriptor Code.  This must not currently exist in Ostendo

Include Customer Pricing - ‘Check’ this checkbox if you wish the Customer Pricing structure of the ‘Copy From’ Descriptor to be copied to the New Descriptor

Include Supplier Pricing - ‘Check’ this checkbox if you wish the Supplier Pricing structure of the ‘Copy From’ Descriptor to be copied to the New Descriptor

(Button) Create - Clicking this button will validate the above details before generating the new Descriptor and taking you to the Descriptor ‘Detail’ screen

(Button) Cancel - This will ignore any entries and exit this panel

 

Save: Not applicable to the List panel

 

Cancel: Not applicable to the List panel

 

Delete: This removes the current Descriptor from this table

 

Related: This will bring up a list of functions that are related to the Descriptor.  You may open and maintain information in those screens whilst still remaining in the Descriptor screen.

 

Reports: This will bring up a list of Reports that are related to the Descriptor.  You can immediately run the report whilst still remaining in the Descriptor screen.

 

 

Detail Tab

 

Entry and Display fields

 

Descriptor Code: This is mandatory entry and is only allowed during an Add transaction.   In up to 50 characters, enter the name of the new Descriptor.  Duplicate Descriptor Codes are not allowed.

You should be aware that, in Ostendo, the apostrophe (‘) is not allowed in ‘Key’ fields.  If the   Descriptor contains an apostrophe and it is keyed in then the program will replace it with a ‘backwards’ apostrophe (found on your keyboard to the left of the number 1 key).

 

Unit: This is mandatory entry and is only allowed during an Add transaction.  Select the Unit of Measure from the drop-down list.  Units of Measure are user-maintained by clicking on the icon to the right of the field or by selecting General>Settings >Standard Units

 

Description: This is mandatory field therefore enter a brief description of the Descriptor.   A longer description can be entered into the ‘Notes’ field at the bottom of the screen.  No checks are made on the entry

 

Barcode: Enter the barcode identification of the Descriptor.  This will print out (in barcode format) on reports.  No validation checks are carried out on this entry

 

Status: Select the current status from the drop-down list.  The options are:

Active - Is currently used throughout Ostendo

Inactive - Cannot be used but history retained

 

 

Descriptor Settings Sub-Tab

 

Category: Select the Descriptor Category from the drop-down list.  Descriptor Categories are user-maintained by clicking on the icon to the right of the field or by selecting Inventory>Settings >Categories

 

Sub-Category: Select the Descriptor Sub-Category from the drop-down list.  Sub Categories are user-maintained by clicking on the icon to the right of the field or by selecting Inventory>Settings >Sub Categories

 

Pricing Group: From the drop-down list select the Pricing Group to which this Descriptor belongs.  Pricing Groups are used both for Analysis purposes and for ‘group’ updates of Price changes.  Pricing Groups are maintained by clicking on the icon to the right of the field or by selecting Pricing>Settings >Pricing Groups

 

Tax Group: This is prefilled with the default Tax Group identified in the System Configuration Setting.   It is used to combine with Customer and/or Supplier Tax Groups to provide a specific Tax recovery Code.  If you wish to change the Tax Group then select it by clicking on the drop-down symbol and selecting the group.  Tax Groups are user-maintained by clicking on the icon to the right of the field or by selecting File>Financial Configuration>Tax Groups

 

Analysis Group: The Analysis Group allows you to analyse Inventory, Labour, and/or Descriptor records.  It is also used in defining the presentation of the order lines when it is printed on a Quote, Order, or Invoice associated with an ‘Actual Quantity’ Job Order.  The presentations are selectable by Analysis Group and offer different format options to the above three documents.

No Grouping: All Lines within the Analysis Group will printed

Header and Footer: A Header containing the name of the Analysis Group will be printed followed by the Lines within the Analysis Group.  At the end of the Group a Footer record will be printed showing a summarised total of the Analysis Group content

Group Totals Only: A single line will be printed showing the summarised total for the Analysis Group.

Analysis Groups are user-maintained by clicking on the icon to the right of the field or by selecting General>Settings >Analysis Groups

 

Expense Cost Centre: From the drop-down list, select the Expense Cost Centre against which transactions linked to this Descriptor will be posted.  If nothing is selected then the system default (Descriptor Expenses) identified in Cost Centre Mapping will be used.

For Ostendo Freeway Subcontractors, if this Descriptor is set up for Purchase Receipts and Purchase Invoices relating to SubContractor Labour Charges, then ensure this Expense Cost Centre is set to be the SubContractor clearing Cost centre.

 

Income Cost Centre: From the drop-down list, select the Income Cost Centre against which transactions linked to this Descriptor will be posted.  If nothing is selected then the system default (Descriptor Expenses) identified in Cost Centre Mapping will be used.

 

 

 

Additional Fields Sub-Tab

 

If you have defined Additional Fields against the Descriptor (created via System Configuration>Additional Fields) then an addition tab will be presented which, when selected, will display the available fields.  Enter information in line with the available field formats:

 

Rental Settings Sub-Tab

 

Rental Descriptor: A Rental Descriptor is one which is used to in a Sales Order to provide a charge against the Line.  Linked to this Descriptor is an Inventoried Item such that the Item can be tracked throughout its Rental process.  ‘Check’ this checkbox if this Descriptor is to be a Rental line in a Sales Order.

 

Rental Item Code: From the drop-down list select the Item Code that is directly linked to this Descriptor Code.   Whenever the Descriptor (and its charge-out rate) is added to a Sales Order then this Item and its usage will be tracked throughout the Rental process

 

Default Rental Qty: Enter the default quantity of the above Item that will be used whenever a single Rental Descriptor Code is orders.  This can be amended in a generated Sales Order and made specific to that order.

 

Rental Qty same as Order Qty: ‘Check’ this checkbox if you always want the entered line quantity against the Rental Descriptor to also be the quantity in the linked Item Code

 

Freight Sub Tab

 

This panel allows you to identify this as a Freight Descriptor.  This will then allow you to quickly determine Freight Costs in a Sales or Job Order and add this Descriptor as an additional line to the Order.

 

In this panel there is a button ‘Freight Rates’ in which you can enter the charge rate for various weights and volumes.  When this Descriptor is added to a Sales or Job Order Line you can enter the orders actual weight and/or volume from which Ostendo will determine the rate for the weight and volume and evaluate which is the greater.  This rate is returned to the Order line, where it can be amended if required

 

Freight Descriptor: ‘Check’ this checkbox if you are defining this as a Freight Descriptor.  The ‘freight Rates’ button will become active for entry of the charge rates

 

(Button) Freight Rates: This button is only active if the previous checkbox has been ‘checked’.  A panel will appear for you to enter charge rates for various weights and volumes

 

 

On-Charge Sub Tab

 

This tab facilitates the On-Charging of an Order Amount to a Third Party Customer.  For example: If a Spare Part is sent to a Customer and the whole (or portion) of the bill is sent to a Third Party such as an Insurance Company

 

Entry and Display fields

 

On Charge: 'Check' this checkbox if this Descriptor is to be used for On Charging.

Action: From the drop-down list select where this On Charge Descriptor will be actioned.  The options are:

 

On Charge Customer: From the drop-down list select the Customer to which this On Charge will apply.

 

Accumulation Code: If the selection under 'Action' is 'Accumulate to Item' then you should select the Item Code from the drop-down list to which the On Charge will be accumulated

 

Budget tab

 

Representative Code for Budgets: Select the Representative Descriptor Code that this code belongs to. This means that all actuals associated with this Descriptor code will be aggregated with all other Descriptor codes associated with the same Representative Code. This is used for Actuals vs Budget comparisons for groups of products.

 

 

Times tab

 

Override Pick Time: Tick this box if you wish to override the default set in Assignment Board Rules.

 

Pick Minutes: Enter the override time to pick one unit of this Descriptor.

 

Multiply Pick Time by Qty: Tick this box to indicate that Total pick time is the multiple of Pick Time and quantity used.

 

 

 

Descriptor Sales Settings

 

Sales Warranty Applies: ‘Check’ this checkbox if the Descriptor is covered by a Sales/Service Warranty.   When this is checked the next field (Warranty Codes) becomes active.   Click on the drop-down list to select a Warranty Code.  Warranty Codes are user-maintained by clicking on the icon to the right of the field or by selecting Service >Warranty Definitions.

 

Exclude from Web Sales: If this box is 'checked' then the Descriptor will not be available for Web Sales.

 

Include in Mobility B2B: Tick this box if you wish to specifically make this Descriptor available for B2B Customer selection.  (This is controlled by the Mobility Rule - "Additional Materials B2B Conditional Style)".

 

Segmented POS Barcodes: This is applicable mainly to Retail environments which uses weighing scales like the Wedderburn. Such scales generate a segmented barcode which contains the product code as well as the weight (or price) of that particular purchase. Such items would normally be sold by weight. Tick this box if this descriptor uses segmented barcodes. The format of the segmented barcode is defined in POS Settings - POS Segmented Barcodes.

 

Mobility Image: Click on this field and Right-Click to load an image (png or jpg) for use with the Graphical Material Lookup Style in Mobility Freeway templates. This image should be square and no greater that 100Kb in size. (Optimal size 25Kb). Any image greater than 100Kb will not be downloaded to Freeway.

 

Exclude from Containers: Tick this box to prevent this descriptor from being added to Container Contents when picked (e.g. Sales Delivery picking). This setting is relevant to Non-Physical type Descriptors (e.g. Charges) that are picked but not physically recorded against the Container Contents.

 

 

Descriptor Information

 

Primary Supplier: From the drop-down list select the Primary Supplier for this Descriptor.  This is only required if the ‘Sourced By’ is Purchasing.   The Primary Supplier is copied along with the Descriptor when it is added to a Job Line.   Suppliers are maintained by clicking on Purchasing> Suppliers

 

Lead Time: Enter the number of days that it normally takes from placing the order to obtaining the Descriptor.  This lead-time will be applied to both Purchase Orders and Assembly Orders to determine when the order should be placed.  If nothing is entered then a zero Lead-time is assumed.

 

Sourced By: From the drop-down list select the method by which this Descriptor is sourced.  The options are ‘Purchasing’ or ‘In-House’

 

Duty%: Enter the amount of Duty - expressed as a Percentage of the Purchase Price - that will apply to this Descriptor when it is imported.

 

Unit Weight: Enter the weight of the Item.  No checks are made on this entry.  The unit of Weight is defined in File>System Configuration>System Setup

 

Unit Volume: Enter the volume of the Item.  No checks are made on this entry.  The unit of Volume is defined in File>System Configuration>System Setup

 

Unit Area: Enter the Area of the Item.  No checks are made on this entry.  The unit of Area is defined in File>System Configuration>System Setup

 

Introduction Date: This shows when this Descriptor was introduced. It is prefilled with the system date but can be amended by selecting a date from the drop-down calendar.

 

 

Descriptor Pricing & Costing

 

Sell Price: Enter the Standard Sell Price for this Descriptor.  This will be used as the basis for evaluating the many sell-price options that are available in Ostendo.  In the absence of any pricing matrices relating to the various Price Levels then this price will be used.  If the amount in this field is amended then the next field ‘SP (Incl Tax)’ will be amended accordingly

 

SP (incl Tax): This shows the Sell Price including Tax.  The Tax rate used is that defined as the default Tax under File>Financial Configuration>Tax Codes.  If the amount in this field is amended then the previous field ‘Sell Price’ will be amended accordingly

 

Buy Price: Enter the Standard Buy Price for this Descriptor.  This will be the standard buy price through the Purchasing system unless a Supplier Specific Pricing structure has been entered via the ‘Pricing’ routine.  Refer to the above ‘Pricing’ button

 

Pricing: Click on this button to address the comprehensive pricing options available in Ostendo.   For a guide to this function see ‘Descriptor Pricing’ under the ‘Pricing’ Menu 

 

Costing: Click on this button to maintain and/or view the Last and Standard Costs for this Descriptor. For more information on Descriptor Costing refer to ‘Descriptor Costing’ under the ‘Pricing’ Menu.   

 

Calculate Sell Price from Receipt Cost for Jobs: If this is ‘checked’ then the Job’s Sell Price of this Descriptor will be calculated from the Receipt Cost rather than the Descriptor’s Pricing Level.  When this option is selected then a Markup % must be specified in the following field

 

Markup: If the previous field is ‘checked’ then this field will become active.  Enter the Markup % that will be applied to the Receipt Cost to determine the Sell Price when used in a Job Order

 

 

Descriptor Classification: Descriptors can be used for many things.   Within Ostendo there are three classifications that are addressed in different ways.  The options are:

Freeform: If this is ‘checked’ then whenever this Descriptor is received via the Purchase Receipt function directly to a Job or Assembly Line then each receipt will create a separate line in the Order.  If this is not ‘checked’ then the receipt will add its ‘actual’ value to any existing line for the Descriptor

 

Descriptor Mobility Quantities: Use these settings when there is a requirement to capture quantities completed or productivity rates (e.g. average lineal metres of carpet installed).

 

A short tutorial on this topic is provided here: http://ostendo.info/downloads/ostendo/Freeway_Recording_Qtys_And_Stats_Explained.pdf

 

 

General Notes: You can enter unlimited amount of Notes that are related to this Descriptor.  These notes will be available wherever the Descriptor is reported.   Whenever you click on this field an icon will appear in the top-right.  By clicking on this Icon you can bring up the Frequently Used Text table.   Select the text to be copied and either press the OK Button in that screen or double-click the selected record. Other Notes panels are available whose content will be carried across to the relevant area that the Item is used.   I.e.

Sales Notes

Job Notes

Purchase Notes

Assembly Notes

 

Messages: You can enter up to 200 characters of Text that will be displayed in a ‘Message Bar’ across the centre of the Order Lines screen in Sales, Job, Purchase or Assembly Order screen.  This will be displayed in a Red font and is intended to attract the attention of the person entering the Order Line with information relevant to the Descriptor being added.

 

The content of the message line can be plain text or can include fields from the Descriptor Master record.  These fields will be populated with the latest information held against the Descriptor.  For example: You may wish to show the Last Cost for the Descriptor whenever you are adding it to a Sales Order.  Therefore the text would be (say)

 

The Descriptor’s Last Cost was [LASTCOST] which was on [LASTCOSTDATE]

 

This would display on the Order ‘Message’ Bar as

 

The Descriptor’s Last Cost was $23.5 which was on 21/10/09

 

The fields in the square brackets are taken from the DESCRIPTORMASTER table.  To see the available fields go to General>Reports>Full Listing of Tables and select DESCRIPTORMASTER

 

Buttons

 

Close: This will close the Descriptor screen.  If you have any unsaved data then you will be asked if you wish to save it before the screen is closed.

 

Add: Not applicable to the Detail panel

 

Save: This will save the current data without exiting the screen

 

Cancel: Any changes made since the screen was opened or the last time the ‘Save’ Button was pressed will be lost.

 

Delete: Not applicable to the Detail panel

 

Related: This will bring up a list of functions that are related to the Descriptor.  You may open and maintain information in those screens whilst still remaining in the Descriptor screen.

 

Reports: This will bring up a list of Reports that are related to the Descriptor.  You can immediately run the report whilst still remaining in the Descriptor screen.