cannot. Item classes allow inventory and sales reports to be sorted differently from the item group and item digit definitions.Below is a general list of things which need to be done prior to going live.
System:
Hardware: Confirm that each workstation meets the minimum requirements. See the Net•Yield 2009 Minimum Requirements.
Software: Install the Demo Company profile. See Installing Net•Yield for more information.
Create your company.
Printers: Test printing to each form and laser printer.
Communications:
Set up and test remote access from your network to the Net•Yield support department. Contact the support dept at 800-808-3905 or at support@netyield.com for more information.
Setting Up Your Company
System Defaults –The system defaults are pre-loaded based on the business template used to create your company databases. They must be reviewed to make sure that they are properly set for your company and how it operates.
Tables
The following tables need to be created so that you can best utilize the various features of Net•Yield based on the business template you used to create your company profile. Some of the tables described below may not be listed on your menu. If they are needed, they can be added to your menu through Customize Menu.
Chart of Accounts
The chart of accounts is a list of all accounts used within a specific organization.
Account types and ranges are listed below:
Use your current chart of accounts as a guide. You may need to add accounts for purchase orders, sales orders, and manufacturing cost allocations. A sample chart of accounts is available in the demo company profile you created. Net•Yield comes pre-loaded with those accounts needed to create accounting defaults.
Cost Centers – Cost centers are sub accounts used to identify a segment(s) of the business which require separate financial reports.
Terms – Terms are the payment terms that you either give to a customer on sales orders or get from a vendor on purchase orders and vouchers. Net•Yield uses the Terms table to keep track of both selling and buying terms. You can define whether a term is used in sales or purchasing by controlling the Used in Sales field value, when setting up terms within receivables.
Commission Types – Net•Yield allows you to choose the type of commissions calculation to use when determining sales rep and broker commissions. The Commission Type table defines whether commissions are calculated on a per pound basis or as a percentage of sales dollars, gross margin percent, or gross profit dollars for a particular item sold. The rate paid to sales reps and brokers is defined in the Sales Rep and Broker tables under commission levels for each commission type.
Sales Reps – The Sales Rep table is used to define each sales rep within your organization. Each customer is assigned a sales rep and all sales orders, credit orders, and receivables adjustments (credit memos, debit memos, hand prepared invoices) are credited to a particular sales rep. The general ledger account used to post sales to the general ledger is assigned by sales category by sales rep within Sales Options.
Brokers – The broker is assigned to a sales order based on the customer broker assignments. Commissions will be processed only if the Broker Commission setting in the Ledger Options is set to Y (Y=yes). Commission rates are based on the broker commission type assigned to the item. Ledger Options also assign the default broker commission expense and payables accounts. The broker expense account can also be assigned within the sales category or at the broker level.
Customer Classes – Customer classes are assigned to customers and represent the business segments of your customer base, including inter-company (i.e., restaurant, wholesaler, distributor, food service, retail, etc.). Classes are used to group like customers together (full mark-up vs. less than full mark-up) for sales reporting in margin reports.
Pricing Classes – Price classes are used to assign a base selling price to a customer. This price class is associated with a base price (1 thru 8) on which its pricing calculations will be based. It is also used to assign a sales cost adjustment to a group of customers via the price class in Price Exceptions. The sales cost adjustment is used to raise or lower the base selling price for the price class or to allocate part of the sales price to cover a cost involved in doing business (freight, commissions, rebates, etc.) with the customers in the price class.
Region – This is an optional field that defines the geographic region assigned to customers for gross margin reporting purposes. The term region is subjective and is user defined–it may mean different things to different companies. For companies selling within a local area, for example, a region could be defined as North, South, East, or West; for companies with customers throughout the nation, a region could have a broader meaning–Northeast, Mid-Atlantic, West, Midwest, etc. or may even choose to define a region by metropolitan areas.
Chains – Chains define customers that are a part of the same retail chain, food service distributor, and identify customers which have common ownership for gross margin reporting purposes.
Route – Routes are used to divide the shipping and dispatching workday into logical segments. In some businesses, routes relate to time periods of the day (morning, afternoon and night). In other businesses, each truck route, carrier, or destination (airport) can be a route. Every sales order is associated with a route. Shipping papers and dispatching paperwork, including sales orders, labels, pick lists, warehouse releases, bills of lading, and other dispatching reports can be printed within the Route option.
Carrier – Carriers are responsible for delivering products to and from your facility, to outside warehouses, to customers, and vendors. Net•Yield allows you to identify the transport carrier on sales orders, warehouse releases, purchase orders, and planned transfers; it also allows you to track the freight expense allocations in the Freight Reconciliation Report.
Cost Adjustment – Cost adjustments are a key feature of Net•Yield, and provide the tools needed to quickly apply all known sales, value, production, and inventory adjustments to transactions that occur. When taken together, cost adjustments act to adjust the values of transactions when posting to accounts to reflect the true cost. Sales cost adjustments adjust invoices, price, and sales cost allocations; all other cost adjustments adjust the value of inventory. Cost adjustment types are used to control the behavior of accounting transactions directed to the general ledger when cost is being added to inventory and all sales accruals.
Tax Options – Tax Options control the behavior of the sales tax features. They are used when you need to bill a customer a sales tax on an invoice.
Item Digits –The Item Digits table allows you to establish a coding scheme utilizing every digit of your Item Code. Precise planning must be invested in the item coding scheme. The time commitment spent here will ultimately pay off in everyday operations. The digit definitions will display when you are setting up your items to serve as a guide in organizing your item codes. The first digit of the item code should establish your broadest item grouping (i.e., ground fish, flat fish, shellfish, etc.). The second and third digits are free form entry digits. The first three digits of the item code make up the item group. You establish an item group name in the Item table the first time an item is entered using that item group code. Listed below are some examples of item groups:
Group Number Description
100 scrod cod
101 market cod
120 hake
The subsequent digits are used to achieve greater detail. The following are
examples:
| 4th Digit | 5th Digit | 6th Digit | 7th Digit | 8th Digit |
| 0=fresh | 0=whole | 0=size 0 | 0=N/A | 0=pounds |
| 1=frozen | 1=fillet | 1=size | 1=bone in | 3 = 10 lb pkg |
| 2=loin | 2=size 2 | 2=bone out | 5=25 lb pkg | |
| 9=pieces | 4=size 4 |
Item Group – The item group contains all the first three digits of an item, allowing similar products to be grounded together under one three-digit code or group. The item groups are then used to open drop-down lists of items throughout the system, in order to enter items on transactions and reports. Item groups become the primary way to access item codes and allows users to select items very quickly.
Sales Category – A sales category is used to group items together when posting accounting entries to the ledger into the same sales, inventory, cost of goods sold, and commissions accounts. Sales categories are used to group together like items (fresh vs. frozen products, for instance) for reporting purposes on sales reports. Items are assigned a sales category.
Item Class – The item class is a classification that gives users another way to subtotal and filter margin reports in a way that an item mask cannot. Item classes allow inventory and sales reports to be sorted differently from the item group and item digit definitions.
Department – Every item is associated with a department. Departments are used to group items for inventory control purposes. Departments represent the physical storage and production areas within your facility–for example, a cooler, freezer, fillet room, or meat-cutting room. They are also used in shipping papers to organize and sort sales orders by the item’s department and any combination of route, customer, and item in order to get items pulled from inventory and shipped as quickly as possible.
Buyers – Setting up buyers is a way of identifying which people in your organization are responsible for purchasing selected items. The buyer is also used as a category manager to report the profitability of your items on margin reports. Buyers are used to record who purchased the items on a purchase order and are assigned to a purchase order based on the User Options buyer assignments, and items based on the category manager.
Country – The Country table is part of the country of origin labeling (COOL) toolset, which allows you to identify and label products to meet the U.S Department of Agriculture regulations for country of origin labeling and bioterrorism (traceability).
Methods of Production – The country of origin labeling (COOL) toolset is designed to allow users to track COOL information from purchase through sale, maintain a traceable audit path for the product, and provide COOL labels to their customers. The method of production code forms the first part of the COOL label designation that can be built in the system and assigned to lots and items, with the country forming the other part of this "mix and match" data set.
COOL Identity – Net•Yield makes it easy to build COOL identity designations. These COOL identities can then be assigned to lots and items in order to identify and label products to meet the U.S. Department of Agriculture regulations for country of origin labeling and bio-terrorism traceability.
Location – A location is the warehouse (including your own warehouse(s) and storage locations) used to store product at the location/lot level. You can set up locations as needed and define locations to be "slotted" as well. (A slot is a physical location within the warehouse, such as a shelf, bin, or rack.) Locations contain inventory that is lot controlled. Lot numbers can be manually assigned or generated automatically based on the lot number default setting defined in Inventory Options. Individually lot-costed items can be automatically assigned lot numbers at the location level.
Slots – (If applicable) Slots are used to identify particular physical locations within a warehouse location. The slots are categorized by a five-character code. The size of each slot can be set up by volume or by cubic feet. This makes it easier to find empty, partially full, and full slots.
Pricing – (If applicable) Net•Yield provides sophisticated pricing tools to effectively and efficiently manage pricing. Establishing proper "base selling prices" is key. The system can automatically calculate prices based on costs, markups, and other price exceptions, or fixed costs can be set by the user.
Customers – The Customer table contains all of the information about your customers. More specifically, the table is utilized to establish a unique customer ID code and default values for each "customer ship-to". The customer ID code can be alphanumeric. For ease of reference, we recommend using the first three or four characters of the customer's name as the beginning of the ID code and numerals for the remaining characters.
The following tables should be in place before you start to create your customers:
The following tables can be assigned at a later date to customers via Customer Quick Maintenance.
Customer Ship To – (If applicable) By default, the system uses the customer's ship-to information when entering sales orders. This function allows multiple ship-to addresses to be created for the same customer, if needed. The "ship to" addresses can then be assigned to sales orders as needed based on the user's Addresses setting in User Options. Use alternate ship-to addresses if you do not need sales reports or margin analysis at the customer ship-to level. If you do need these reports, you will need to create a customer for each ship-to address.
Vendor – Vendors are companies (trading partners) or other people that supply you with goods and services. The Vendor table is one of the main tables in the system. This table is utilized to establish a unique code and the default values for each vendor. Once defined, these default values will automatically populate their values onto purchase orders, vouchers,and voucher adjustments as they are created.
These can be assigned at a later date to the vendors via Vendor Quick Maintenance.
Items – Use Item to assign unique codes to all items. Item groups are used to create categories for your items. Item groups are comprised of the first three digits of the item code. New item groups are named at the time an item code is entered. The Item Digit table must be defined before you can add items. Item defaults are used to default values into numerous fields when items are added.
The following tables should be in place before you start to create your items:
These can be assigned at a later date to the items via Item Quick Maintenance.
Item Aliases – (If applicable) The Item Alias option is useful for customers who prefer (or require) their own item codes and descriptions to be printed on sales orders, invoices, bills of lading, and warehouse releases, rather than your company codes and descriptions.
Bill of Material – Bills of material are used to associate finished goods with raw materials and identify standard manufacturing costs incurred when making these finished goods using the Work Order option.
Price Exceptions – Net•Yield provides users with the power to create complex, yet automatic, pricing rules. When used with Set Selling Prices to enter base selling prices, price exceptions can be used to modify the base selling prices by price class, customer, customer mask, item, item mask, and/or item class. This enables a generic base selling price to be modified right down to the customer and item level. Price exceptions can be used to increase or decrease the base selling price per pound; to increase or decrease the base selling price by a percentage of the base price; and to override the base selling by creating a fixed selling price. Price exceptions can have a starting and ending date; "special" prices can be entered for this time period. They can also be used to allocate part of the selling price to cover the cost of doing business with the customer to calculate a gross margin based on the net product selling price not the invoiced selling price.
Set Selling Prices – Net•Yield provides sophisticated pricing tools to effectively and efficiently manage pricing. Establishing proper "base selling prices" is key. The system can automatically calculate prices based on costs, markups, and other price exceptions, or fixed costs can be set by the user.
Voiding Order Reasons – The system allows users to predefine reasons why a sales order is being voided. The Voiding Order Reasons function allows for rapid data entry; once you have defined voiding order reasons, simply type the two-character code used to identify the reason. By assigning a reason to each voided order, you can quickly analyze why orders are being voided and take corrective action.
Credit Order Reasons – Users can also predefine reasons to explain why credit orders are being created. By assigning a reason to each credit order, you can quickly analyze why credit orders are being issued and take corrective action to reduce the number of credit orders being issued. The credit order reason codes are used to filter the Credit Orders Report and assigned when entering a credit order.
Short Ship Reasons – The Short Ship Reasons table is used to track why sales orders are short shipped (i.e., short shipped, wrong item ordered, item not available, etc.). The table essentially consists of a list of reasons why the quantity ordered did not ship. When used in conjunction with the Short Shipments Report, the short shipped reasons can be analyzed and corrective actions can be taken to prevent them from happening in the future. Short ship reasons are assigned to sales orders in Shipping and Update Pick List when the difference between the ordered quantity and the shipped quantity is outside the short ship tolerance set up in Shipping Options.
Voiding PO Reasons – The system allows users to predefine reasons why you are voiding a purchase order (PO). The Voiding PO Reasons option allows for rapid data entry; once voiding PO reasons are defined, the two-character code can be typed in and used to identify the reason. By assigning a reason to each voided purchase order, you can quickly analyze why purchase orders are being voided and take corrective action to reduce the number of purchase orders being voided.
System Administration
Create Users – Users' access to the menus and functions in Net•Yield are based on security privileges which are assigned to the user in User Security. If the user does not have the proper security to access a certain part of the menu, it will not appear as a menu option when the user is logged into the system. The system-wide Net•Yield menu options can be controlled in Customize Menu. Users are created and their security privileges maintained in User Security. New users can be created by copying an existing user’s security profile or by selecting from one of the pre-defined user roles. Only users with “Security” privileges can create and maintain users in the system.
Assign Printers – Default user printers and printer overrides must be set up in User Printing.
Corporate Menu – The Customize Menu option is used for two purposes: to remove Net•Yield menu items for all users because the specific option is not used, and to add custom Net•Yield programs to the user's menu.
Register license agreement and unlock – The License Registration option allows users to enter information about their company (such as its name and address) and to enter a system unlocking key for the number of user licenses you have purchased. This process is necessary in order to register your system for unrestricted use. If you do not register this system, you will be allowed access for thirty days as a trial, after that, the system will automatically begin to "time out", and will take longer to start up and open each menu option with each successive day.
Once registered, the information used in the registration screen will be displayed on transaction forms. If your system has already been registered, the License Registration option you will allow you to add additional users to the system by entering a new unlocking code for the number of licenses purchased.
Initialization of Open Balances – Operational use of Net•Yield starts with loading the initial data. The data must represent a point in time and be complete with respect to accounts payables, accounts receivables, and inventory. See Load Inventory or see Import Tables and Export Tables for more information on loading this information from a spreadsheet.
Initialize Accounts Payable – The open accounts payable detail will be loaded based on the Detail Accounts Payable listing as of the cut off date established above. Prior to generating the detail accounts payable we recommend creating all adjusting entries to clean up old and small balances that are not going to be paid. We also recommend making one or two extra check runs and holding them so that there are less open transactions to enter. See Load Payables or see Import Tables and Export Tables for more information on loading this information from a spreadsheet.
Initialize Load Accounts Receivables – The open accounts receivables detail will be loaded based on the detail accounts receivables payable listing as of the cut off date established above. Prior to generating the detail accounts receivables report, we recommend creating all adjusting entries to clean up old and small balances that are not going to be collected. See Load Receivables or see Import Tables and Export Tables for more information on loading this information from a spreadsheet.
Run End of Day and Close the Accounting Period – Net•Yield is initialized in the current period. After loading the inventory, A/R, and A/P you need to run an end of day and close the accounting period to move into the next accounting period.
See Close End of Day for information on how to run the end of day/end of month.