FAQs


AcuTrax: Handhelds

Q: For Janam and Neo - My handheld just reboots on its own. What do I do?
A: Replace the main battery in the handheld. We recommend replacing the batteries in all handhelds every 12 months.
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Q: How can I change the printer my handheld prints to?
A: Open the AcuTrax Menu > Files > Maintain > Relationships > Operators. Enter the handheld name in the number field and press enter to bring up the handheld record. Then go to the Palm Prefs 2 tab at the top of the screen. You will see a list of available printers. Select the correct printer and then click the save button at the bottom of the screen. Build new files for that handheld and sync.
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Q: How can I make the handheld display a message on the handheld screen that tells me when a cylinder is being returned from the wrong customer?
This is an option that can be turned on for each handheld. To turn this option on: Go to Files > Maintain > Relationships > Operators (on the AcuTrax Main Menu) > Enter the handheld name in the number box > Press enter to pull that handheld’s record up > Go to the Palm Prefs 2 tab (at the top of the screen) > Check the box next to ‘check for status errors on palm. You will need to do this for each handheld that you would like to see the message on. Then create files for each handheld and reload the data. Now you will see a pop up message on the handheld screen when you return a cylinder from a customer other than the one it was shipped to.
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Q: How do I perform a Hard Reset on the Aceeca handheld?
Press and hold both the power and the contrast button on the front of the handheld. When the screen turns white, release the contrast button but continue to hold the power button. The screen will read Aceeca and when it goes white a 2nd time, release the power button. There will be a message that reads ‘erase all data?’ on the screen. Scroll up for yes.

Note: After setting up the initial settings for the handheld there will be a question on the screen that asks if you want to restore from a backup. Always answer NO to this question.
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Q: I lost my stylus for my handheld. Can I use a pen or key on my touchscreen?
A: NO! Never use anything other than a stylus on the touchscreen, because anything else could cause Permanent Damage to the touchscreen. It's always a good idea to have backups on hand.
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Q: I need to change the service or cylinder type for a pallet of cylinders that I'm filling. How can I do this?
A: On the handheld Fill Cylinders information screen, there is a button that says Change Type. If you need to change the service or type for a cylinder that you are filling it with, then you touch this button and enter the new cylinder type. Each cylinder scanned will be changed to the new type or service when the fill transaction is complete.
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Q: I want my handheld to print two receipts so that I will have one receipt and my customer will have one receipt. Is this an option that I can change?
A: Open the AcuTrax menu on your PC and go to System > Maintain > Double Click on System Options > Go to the Palm 2 tab (this is at the top of the screen) > Change the option that reads "How many receipts do you want to print from Palm?" to the desired number > Click Save (this is at the bottom of the screen) > Create new files for your handheld and sync.
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Q: My handheld prints out the Cylinder Serial number on my receipts but I would like for it to print the ID Tag number. Is there an easy way to change it?
A: You can choose whether to print the Serial Number or the ID Tag Number on your handheld receipts. To do this, go to the AcuTrax PC Menu > Main Menu > File Operations > File Maintenance > AcuTrax Database File. Enter the name of the handheld that you wish to change and press enter. Now go to the Palm Prefs 2 Tab at the top of the screen. You will see an option here that reads ‘What number do you want to print on printouts?’. Just set this option and click the save button at the bottom of the screen. The next time you create new files and send them to the handheld the new option will take effect.
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Q: Why won't my handheld sync?
A: First, make sure you have exited the program on the handheld. Then restart the Hotsync Manager by going to Start > Programs > Palm Desktop and click on Hot Sync Manager, or try rebooting your PC.
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AcuTrax: Janam Handhelds

Q: I have a Janam handheld and I print via Bluetooth. I now have an IRDA printer that I would like to use. How do I change the setting to print IRDA instead of Bluetooth?
A: On the Janam handheld, go to Print > Setup > Edit > Change the communications setting to IRDA > Click ok to save the setting.
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Q: I have a Janam handheld and I want to print to an AcuTrax certified Bluetooth printer. What do I need to do?
A: 1. Make sure that your handheld has the Bluetooth module by going to Prefs > Bluetooth > Enable (you will receive and error if you do not have the Bluetooth module).

2. After you have enabled Bluetooth, make sure that your printer is on and nearby > you should see you printer come up in the list > select the printer by tapping it in the the list > click ok > you will now be prompted to enter a passkey for the printer (usually this will be 0 or 0000 or can be found in the printer documentation) > click ok > click home.

3. Now go to the Print Setup icon on the handheld's home screen > under printer at the top of the screen, select Generic > tap the Set as Default button at the bottom of the screen (top and bottom settings should now be generic) > tap edit > change the port setting to Bluetooth > tap ok > tap ok.
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Q: I sync my Janam handheld to my PC wirelessly. Now the IP address on my PC has changed. Where can I change the IP address on the Janam so that it matches the new PC address?
A: On the handheld go to Hot Sync > Touch Hot Sync in the Upper Left Corner of the screen > Touch Primary PC Setup on the Drop Down menu > Change the IP Address in the 2nd Field to match the new IP address on your PC.

Note: Be very careful to enter this correctly. If this is not Exactly right the handheld Will Not connect.
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Q: The screen on my Janam handheld is too dark too see?
A: With the handheld turned on press and hold the power button until the backlight screen comes on.
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Q: With the handheld turned on press and hold the power button until the backlight screen comes on.
A: Run c:\acutrax2014\palm\acufull > Choose the correct user from the drop down list > click install and sync when prompted.

Note: This reloads the handheld programs so when this is finished you will need to load new data on your handheld.
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AcuTrax: Psion

Q: I put my Psion handheld into the cradle and it synced with my PC, but I have a message that says there are unresolved items.
A: First, make sure you have Exited all Programs on the handheld. Next, Click on the Unresolved Items link on the ActiveSync Screen and Click Resolve.
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Q: My WorkAbout Pro handheld froze. How can I reset it without losing all of my programs and data?
A: What you need to do is perform a Soft Reset on the handheld by Holding Down the Blue FN Key and the Enter Key until it restarts.
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Q: When I try to sync my Psion handheld I get a memory error in ActiveSync (or Windows Mobile Device Center, depending on what operating system the PC is running).
A: Either the handheld program is open or the program was closed while there were files still open. The handheld cannot complete a sync unless all files are closed. To resolve this error, remove the handheld from the cradle > perform a reset by pressing and holding down the blue FN and power buttons until the handheld resets. You should now be able to sync.
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AcuTrax: Software

Q: After running AcuTrax on the Janam and getting the files, I ran the Daily Processing, then Convert HandHeld Files, went to the Transactions menu and ran the Listing. I then noticed that all of the transaction dates were incorrect.
A: On the same menu you were on you will see a program called Mass Transaction Fix. This program allows the user to "fix” the dates on the transactions.

Note: The Mass Transaction Fix program is used to process/change a group of transactions that need the same change so that they can all be fixed at the same time. The transaction date, customer, and/or invoice number can be changed on multiple transactions through this program. There is an option to narrow transactions by location if you only need to change records from a certain location.
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Q: How can I see what cylinders one of my customers has right now?
A: From the AcuTrax Main Menu go to Reports > Cylinders and Run the Customer Cylinders Report. You will have options for Account, Cylinder Type, Location, Class, and Category and you can also choose to print Details or Totals and All or One Company Letter.

Note: you can print the report to a printer, a text file, a text file to use for importing into Excel, or you can print to the screen and you can have a page break between customers if needed.
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Q: How do I add a new AcuTrax User Name?
A: After you have opened the AcuTrax Menu. Go to File > Maintain > Relationships > Operators. In the Number Field, enter the desired User ID for the person you are adding. You need to use all upper case letters, numbers, and no spaces. The Code field will already be populated with a Code 2 for Operator. At this point, press Tab to move to the next field. Answer Yes to the question This record was not found in the database, do you want to add it?. Tab Down to the Name Field and enter the users Full Name. The Address, Phone Number and Email can be added, if needed. When you are finished entering the desired information for this user, press the Save button at the bottom of the screen. This User ID can now be used to log into the PC or Handheld AcuTrax programs.
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Q: How do I print a listing of my AcuTrax cylinder types?
A: From the AcuTrax main menu, Open Files > Listings > Double Click on Asset Descriptions > Enter your Company Letter (if prompted) > Choose a Full listing or an Abbreviated listing.

Note: You can print to a printer, you can print to a file and save the listing, or you can print to the screen.
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Q: I am in the AcuTrax Daily Processing Menu and I am getting an error that says ‘Tag File Locked’. What do I need to do?
A: Use Windows Explorer to go into your Data Directory. This will be either Acudata or DP4F depending on your setup. Find the aclock.dat file and Delete it.
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Q: I am processing my handhelds and the conversion says there are zero transactions, but I know I have transactions?
A: If you are in a network environment make sure that the drives you have mapped to the server are Mapped Properly and are Open. To check this, right click on the Start button and click on Windows Explorer. After Windows Explorer opens, look on the left side for your mapped drive. Depending on your network you may need to scroll down to find your drives. If you can see your drives, then click on each drive and make sure that you see the files you are looking for on the right side of the screen. If the files you are looking for are there, then try to process your handhelds again. If the files are not there, then contact your Support Representative and/or your company's network support.
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Q: I have AcuTrax on my PC, where can I find the documentation?
A: On your PC, Go into My Computer > Double click on the C: Drive > then Double Click on the AcuTrax2011 Folder and you will see a Help Folder which contains the documentation.

Note: If you would like an icon for the documentation added to your desktop please send an email to Andi and she will be happy to set one up for you.
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Q: I need to see everything that I’ve shipped or received for a specific customer so far this year. What report should I run?
A: You can run the AcuTrax Shipping Report to see this information. This is a great report that uses the AcuTrax Transaction History File. It has many different options and you can choose to use all of them or only one. To access this report just go to Reports on your AcuTrax Main Menu and then select Shipping Report.
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Q: I see a transaction, in my AcuTrax history, that has a status of DD. What Does that mean?
A: A status of DD means that the record was deleted from the serial number master file.
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Q: It takes too much time to process my transactions?
A: Turn on the Auto Update feature in the System Options. If this is set to yes, then, when you run the Convert Files From Handheld option, the program will update all new tags and transactions that do not have a 3 Star Error.
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Q: My AcuTrax Listings and Reports are printing on the wrong printer. How can I change this?
A: AcuTrax will automatically print to your Default Printer. All you need to do is Change your Default Printer to the correct printer for AcuTrax.
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Q: What is one way that I can be sure all of my AcuTrax transactions are being updated out of Daily Processing?
A: In AcuTrax 2013, when you first go into the AcuTrax menu you will see a message if there are any transactions left in the Daily Processing transaction file that have not been updated. The message will also give you the date of the oldest transactions in the file. So all you have to do is open the AcuTrax menu.
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Cyltech 2: Accounts Payable

Q: I have never used the Bank Reconciliation program, but would like to start using the program. I have old bank transactions in the file, how should I clear those out?
What you need to do is run the program BR100D. You will then need to enter the date to which all prior transactions should be removed. You can then enter a deposit for your starting balance.

Note: For more information you can visit the Training section of the website and view a video on the Bank Reconciliation program or go to Getting Started: Accounts Payable.
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Cyltech 2: Accounts Receivable

Q: An employee is trying to enter Cash Receipts, but is getting an error of AR202EF# Disk Directory Not Found. How do I correct this?
A: From the main Cyltech II menu, go to System > Disk File Directory > Add the file name given in both the File Name and the External File Name fields > Have the user try to enter Cash Receipts again.

Note: the # symbol, at the end of the error, stands for the company letter. For more information, please visit our Getting Started: Accounts Receivable page.
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Q: How can I get a listing of my customers with C.O.D. Payment Terms?
A: Run the program WRTERMS_R and enter the correct payment terms for C.O.D.

Note
: For more information, please visit our Getting Started: Accounts Receivable page
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Q: How can I have two users entering Cash Receipts without updating each others' work?
A: You can set System Options #245, Cash Receipts Batch Codes, to 1 = Yes. Then the Cash Receipts Entry program will show a Batch Number field. Each user can use a different batch number so they are only updating their own work.

Note
: For more information, please visit our Getting Started: Accounts Receivable page.
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Q: How do I change all of my customer accounts to a different salesman?
A: Run the program WRSMANC. It will prompt for the old salesman number and then the new salesman number that is to be used.

Note: For more information, please visit our Getting Started: Accounts Receivable page.

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Q: I am in the Finalizer trying to update invoices, but they will not update. What should I do?
A: Make sure you do not have the Finalizer program open in another screen that may be minimized, or hiding behind another screen on your window. If you find that you do have the Finalizer program open in another screen, close that screen and try to update your invoices again.

Note: For more information, please visit our Getting Started: Accounts Receivable page.
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Q: I have a cash or credit card payment that needs to be applied to a customer’s open invoices in cash receipts. What should I use for the check number?
A: You should use the Date (MMDDYY) for the check number in this case. This will make the check number unique and will not cause errors like a duplicate check number.

Note: For more information, please visit our Getting Started: Accounts Receivable page.
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Q: I just started working with Accounts Receivable. What is the best and most efficient way to work my collection calls?
A: The best tool to use is The Collector. The Collector is designed to make the entire process as easy as possible. When you start The Collector you see all the accounts that owe you money. You can then select only those that are seriously past due, those that have not made a payment in 30 days or those on special terms like Credit Hold. From within The Collector you can click on the customer to view unpaid invoices, email copies of invoices to the customer, take notes of the conversation with the customer and even set up a tickler file for reminding you when to call the customer back. The entire program is screen based so you don’t have to print out reports to work your collection calls.

Note: For more information you can go to Getting Started: Accounts Receivable.
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Q: I need a way to list my customers by Tax Code, how do I do this?
A: Go to Receivables > Reports > Sales Tax.

Note: For more information, please visit our Getting Started: Accounts Receivable page.
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Q: I need to make changes to my Late Notice Letters, how do I do this.
A: One of the questions asked while running the program is "Do you want to make changes to the letter?” Answer Yes > Select the form you need to make the changes to > Select the appropriate form > Make your changes.

Note: For more information, please visit our Getting Started: Accounts Receivable page.

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Q: I ran my Cash Receipts posting before I printed the listing. Is there any way I can get a copy of the listing?
A: You can run the Monthly Cash Receipts Journal for a listing of your cash receipts. The Monthly Cash Receipts Journal can be run for multiple options, therefore, if you need a listing for one date you can run the journal for All Cash Receipts and select one of the next options:

1. All Cash Receipts
2. Cash Receipts for one Month
3. Cash Receipts for one Day

Note: For more information, please visit our Getting Started: Accounts Receivable page.
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Q: I would like to set my customer records with a certain customer type such as welding supply, medical supply, government, etc. How can I do this?
A: You can use the program ‘WR104_M’ to create what each type designates. This type can be entered into the customer master file.

Note: the Accounts Receivable – Age Analysis can be used to list what customers have been setup for a certain type. For more information, please visit our Getting Started: Accounts Receivable page.
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Q: Is there a way to Identify Customers who have Credits or Unapplied Cash that has not been applied to an invoice yet?
A: Go to File at the top of the menu and click on Run Program WR113L.

Note: This program has print options for customers with Unapplied Cash, Credit Memos, or Customers with a Credit Balance. For more information, please visit our Getting Started: Accounts Receivable page.
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Q: Is there an easy way to change a store number in the customer master file?
A: Cobol program CVSTNR will change all customers from the old store number to the new store number.

Note: For more information, please visit our Getting Started: Accounts Receivable page.
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Q: My Accounts Receivable Trial Balance is out of balance on many of my accounts. What could have caused this and how do I correct it?
A: Two common reasons that will cause the Accounts Receivable Trial Balance to be out of balance are when billing invoices are updated for a month other than the current month and when payments are updated for a month other than the current month. To correct this you should run a program WRMOVBAL. You do not need the print out, so this can be sent to the Print To Disk option.

Note: Make sure to use the date of the month that you are currently working in, as the date. For more information, please visit our Getting Started: Accounts Receivable page.
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Q: My customer accounts have service charges that are uncollected and I want to clear them out. Is there a program to do this without having to go into each customers master file?
A: Cobol program VLSCFIX will clear the Service Charge Uncollected field in the customer master file.

Note
: For more information, please visit our Getting Started: Accounts Receivable page.
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Q: The Remit To address at the top of my accounts receivable statement needs to be changed, how do I change it?
A: The Accounts Receivable Remit To line is changed in the Branch File, which houses the branches' addresses, so you will need to make your correction there.To find the Branch File Maintenance program go to System Menu > File Maintenance > Branches.

Note: For more information, please visit our Getting Started: Accounts Receivable page.
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Q: When I run a Receivable Trial Balance or run a Statement on one of my accounts during the month, the Service Charge amount is different from what shows in the Customer Master file, Customer Fast Inquiry, & the Collector. Why does this happen?
A: When the Trial Balance or Statement is run during the month, it shows what the Service Charge amount due is as of the date that the report is run. The Customer Master file, Customer Fast Inquiry, and the Collector are not updated with the Service Charge until the Receivables End of Month is completed.

Note: For more information, please visit our Getting Started: Accounts Receivable page.
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Cyltech 2: Billing

Q: Can I reprint a delayed bill after updating?
A: The delayed billing does not update to the invoice history file so it will not appear in the invoice archive for reprinting, but, if you are using Dataweld Laser Forms, the delayed billing print can be sent to PDF and saved for future printing.

Note: For more information, please visit our Getting Started: Billing page.
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Q: How are Gross Profit and Gross Profit Percentage calculated?
A: Gross Profit = Selling Price – Cost (Replacement or Unit Average depending upon which you have selected)
Gross Profit Percentage = Gross Profit /Selling Price

Note: For more information, please visit our Getting Started: Billing page.
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Q: How do I delete Invoice History?
A: Go to Billing > Special Processing > Invoice History Deletions.

Note: Invoice History records with a date older than the date entered will be deleted from both the Billing and Cylinder Mirror Image files if they do not have a match in the open item file. For more information, please visit our Getting Started: Billing page.
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Q: How do I give a sale price to all my customers for a certain vendor, class/category, or a particular item?
A: You can use the Special Pricing File. This is found on the Inventory Menu > Customer Special Prices/Taxes > File Maintenance. You will need to enter customer 99999999 (all 9s) as the customer number and then enter the method of pricing that you would like to offer. There is a start and stop date if that applies. Also, you may need to enter Customer 99999999 (all 9s) in your customer master file if you do not already have this customer number setup.

Note: For more information, please visit our Getting Started: Billing page.
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Q: How do I save Invoice History?
A: Select System Options Flags #15. Change Mirror Image Invoice History to #1 (Yes) and #76. Change Delete Invoice History to #1 (As Desired)

Note: This will accumulate Invoice History until you choose to delete the Invoice History by running the Deletion program. For more information, please visit our Getting Started: Billing page.
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Q: I am getting the following error on my Billing Register, “Line Item Not Updated to Daily G/L Transactions” how do I correct this?
A: To correct this error you need to make sure that you have posted the General Ledger Transactions. You can do this by going to General Leger > Transaction Processing > Posting.

Note: If the General Ledger Transaction Processing is not done on a regular basis the file will continue to grow until it can no longer accept data. For more information, please visit our Getting Started: Billing page.
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Q: I have a customer that wants the delivery ticket to print their special stock number. How do I do this?
A: You will need to go into Inventory > Special Pricing > Enter the Customer and Stock Number but answer NO to the Special Pricing question. This will take you to the second screen. You will need to Answer Yes to the Special Customer Stock Number question and Enter the customer’s Special Stock Number.

Note: For more information, please visit our Getting Started: Billing page.
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Q: I have a lot of Old Quotes in my Quote File. Is there an easier way to delete them than bringing them up one by one?
A: Go to File at the top of the menu and select Run Program QU200D to delete quotes by date.

Important: This program should NOT be used if you are using Scheduled Deliveries

Note: You will be prompted for a date and all quotes older than the date entered will be deleted. For more information, please visit our Getting Started: Billing page.
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Q: I have an error message on my invoice register that list an invalid ship to/sold to account on an invoice. I’m not able to bring this invoice up in Point of Sale or Invoice Entry. How do I correct this?
A: You should run the Garbage Deletion program. The program name is ‘OEWBGRBGO’. You should select Option 2 (Clear Garbage out of daily invoice file).

Note: For more information, please visit our Getting Started: Billing page.
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Q: I have an invoice number but I do not know which customer’s account this invoice is on. How can I find this?A: Go to Fast Inquiry > Customer Inquiry > Options (at top of screen) > Invoice Archive. Then enter the invoice number that is in question and the invoice, with the customer account information, will be displayed.

Note: For more information, please visit our Getting Started: Billing page
A: Go to Fast Inquiry > Customer Inquiry > Options (at top of screen) > Invoice Archive. Then enter the invoice number that is in question and the invoice, with the customer account information, will be displayed.

Note: For more information, please visit our Getting Started: Billing page.
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Q: I have customers that would like to have the prices extend on their delivery tickets. How do I do this?
A: You would need to use a Payment Terms of 80 – 88 in the Customer Master File for the Delivery Tickets.

Note: Payment Terms less than 80 will not extend the pricing on a delivery ticket.
Payment Terms 89 is reserved for COD customers.
Payment terms 90 -99 are reserved for credit hold customers.

For more information, please visit our Getting Started: Billing page.
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Q: I keep getting the message “Profit Percentage is Lower Than Desired” when invoicing. How do I change the profit percentage?
A: You need to use System Options Field #26 (Minimum Profit Percent) to enter your desired minimum profit percentage. This percentage will be compared to the Gross Profit Percentage calculated when invoicing and then a message will display when the percentage falls below the minimum you set.

Note: For more information, please visit our Getting Started: Billing page.
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Q: I need to change my tax rates. How do I do this?
A: You will need to go to Billing > File Maintenance > Taxes. Then you will need to select the appropriate state, county or city code that should be changed.

Note: This is where you will change the amount. For more information, please visit our Getting Started: Billing page.
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Q: I need to have the UN ID# for gases print on my Delivery Tickets. How do I make this happen?
A: The UN ID# needs to be entered into the Gas Record in the Inventory Master File to print on the Delivery Ticket.

Note: For more information, please visit our Getting Started: Billing page.
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Q: I use the Dataweld Laser Forms to print invoices. How do I print counter invoices in the batch?
A: If you would like to do this, the System Options 11 will have to be changed to Yes.

Note: the system options change is something that your System Administrator will need to do. This also needs to be done when everyone is logged out of Cyltech. For more information, please visit our Getting Started: Billing page.
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Q: I would like a list of all my customers that are setup for a certain delivery charge code. What report can I use?
A: You can use DLVCHRG_R. Go to File (top left corner of the menu) > Run Program. Enter DLVCHRG_R as the program name.

Note: For more information, please visit our Getting Started: Billing page.
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Q: I would like to have a special instruction print on all of a customer’s delivery tickets. For example, I need to put a message on the delivery tickets for the drivers not to deliver to this customer between certain hours. How do I do this?
A: You will need to go to Accounts Receivable > File Maintenance > Special Instructions. You will need to enter the customer’s number and the type of instruction should be set to ‘customer’. You can also select whether or not you want the instruction to display. You will select ‘delivery ticket’ for the print instruction.

Note: You have several lines that can be used and this will print on every delivery ticket for this customer. For more information, please visit our Getting Started: Billing page.
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Q: Is there a report that list all the open quotations with the details of what is on the quote?
A: Yes! The Cobol program QU200LI. This program can be run as an inquiry or listing and the user has the option to Examine a Quote or to Print a Quote.

Note: For more information, please visit our Getting Started: Billing page.
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Q: Is there a way to list all Customers who are assigned a particular Tax Code?
A: You can use the Cobol Program WR100TAXL. Go to File > Run Program > Enter WR100TAXL.

Note: This program will list all customers with the code you input and whether it’s taxable or non-taxable. For more information, please visit our Getting Started: Billing page.
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Q: My customer brought back the merchandise purchased on a cash ticket and now wants a cash refund. How do I handle this?
A: Enter another Cash Ticket with the Stock Items Returned, but enter the Order and Shipped Fields as Negative numbers.

Note: this puts items back in stock as well as updates General Ledger. For more information, please visit our Getting Started: Billing page.
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Q: My customer wants a listing of their purchases for last year. How can I give them this?
A: Go to Billing > Reports/Inquiries > Sales Analysis > Customer Sales Analysis and choose Report Type 2 (Customer Report).

Note: This option prints the customer purchases without the cost and gross profit information. For more information, please visit our Getting Started: Billing page.
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Q: We use the “Receipt of Cash” tickets to receive payments at the counter, but the tickets stay in the file. Right now, we are using the Order Finalizer to update tickets to the Daily invoice file. How do I get rid of them?
A: First you must select all the Receipt of Cash tickets you want to finalize then just Click the Update button. The tickets will be deleted from the delivery ticket file, but they will not be updated to the daily invoice file.

Note: Receipt of Cash tickets currently do not update anywhere but the tickets are used to balance your cash for the day and can be handed off to the Cash Receipt person to be applied to the appropriate customer’s account. For more information, please visit our Getting Started: Billing page.
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Q: When I print my daily invoices, my Counter invoices added in Point of Sale are not printing?
A: Check your Systems Options #11 (Print Counter Invoices - Laser). Make sure it is set to 1 (yes for all companies).

Note: For more information, please visit our Getting Started: Billing page.
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Q: When I try to run my billing register, I am getting a message that reads “ERROR ON START – INVOICE FILE” what does this mean?
A: It means that there are no Invoices in the Invoice file that match the parameters you have selected.

Note: make sure you have completed running the Finalizer for the options you have selected. For more information, please visit our Getting Started: Billing page.
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Cyltech 2: Cylinders

Q: Can I print the serial numbers for cylinders rented on the customer’s cylinder rental invoice?
A: Yes, if you are currently tracking serial numbers through Acutrax. You will need to be sure that the Customer Master Records Miscellaneous Tab has the field ‘Print Cylinder Serial # Summary’ set to Yes.

Note: this will print an additional page after the customer's cylinder rental invoice that list all of the serial numbers in their possession. For more information, please visit our Getting Started: Cylinders page.
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Q: How can I find out which customers have a certain type of cylinder?
A: What you need to do is run the Cylinder Listing by Type Report (#44). To do this you need to go to the Cylinder Menu > Choose One Cylinder > All Accounts.

Note: For more information, please visit our Getting Started: Cylinders page.
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Q: How do I increase my gas price in the Gas Price file and Cylinder Master file?
A: To increase the prices in the Gas Price file, use the Gas Price Percentage Update on the Second Screen of Cylinders #70.

Note: You may update the gas prices by all or one cylinder types.

To increase the prices in the Cylinder Master file, use the Cobol program WI1GPU. This program will prompt you for up to 20 different types of cylinders.

Note: you may increase the the price by a dollar amount or by a percentage.

For more information, please visit our Getting Started: Cylinders page.
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Q: I charge Daily Rental on cylinders and occasionally there will be a small amount (under $1.00). I don't want to mail a Cylinder Rental Invoice for this small of an amount. Is there a way to hold these charges until they accumulate the next month?
A: Yes, you will need to set the Minimum Dollar Amount that you would like to bill; this is found in the System Options field 125. The Customer Master Field for Minimum Cylinder Invoices should be set to Yes; this field is located on the Billing Tab. A program ‘WRMINCYLC’ will change all of the Customer Master Flags to Yes for this field.

Note: These charges will accumulate each month and will print a cylinder rental invoice when they are above the minimum amount required. For more information, please visit our Getting Started: Cylinders page.
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Q: I do not want my cylinder Empty, Full or Gas record on hand amounts in inventory to be updated and go negative when the invoice update is run. How can I prevent this?
A: First there are two flags in the System Options that have to be set. Flag Number 60 (Invoice Update Cylinder Transactions) should be set to 2. Update the cylinder MTD transaction file but not the inventory empty and full. Next, Flag Number 86 (Invoice Update Gas On Hand) should be set to 0. Do not update. Finally, set the inventory on hand amounts for the Empty, Full, and Gas records in inventory to what you want them to be.

Note: For more information, please visit our Getting Started: Cylinders page.
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Q: I have a new cylinder type that needs to be setup in the CylTech II system. What is the best way to do this?
A: You should run the program INGASCYLC. This will create the empty, full and gas records that are needed in the inventory master file.

Note: For more information, please visit our Getting Started: Cylinders page.
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Q: I have an account that gets charged a flat cylinder rent fee each month, no matter how many cylinders they have rented. How can I set this up so that they are only charged the flat rate and not rent for each cylinder type at the end of the month?
A: You will need to set up a cylinder called Monthly Rent (or something specific to your scenario) > You will need to setup the inventory Empty, Full, and Gas records for this new cylinder > In the Cylinder Master File for the new monthly cylinder, enter the flat monthly rate in the rate field and 1 in the beginning balance field.

Note: All ships and returns will go on the original cylinder types. No ships and returns will go on the flat rate cylinder. And on the cylinder rental invoice it will show the activity on the individuals cylinders, but only charge for the flat rate cylinder. For more information, please visit our Getting Started: Cylinders page.
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Q: I have certain cylinder types (i.e. acetylene) that have fluctuating capacities. How do I get Order Entry to give me a pop up box so that the capacity can be entered each time that specific cylinder type is sold?
A: The Capacity Field in the Cylinder Master File should be set to Zero. If the count/unit field in the Inventory Full Record is set to 0, this will automatically be set to zero when building new cylinder records for customers.

Note: For more information, please visit our Getting Started: Cylinders page.
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Q: I need a list of my Cylinder Master File, but I don't want to print the Cylinder Master File Listing because it is so large. Is there a way to print a shorter list?
A: Yes! There is a Cobol Program, WI1LIST, that prints the Cylinder Master File Account Numbers, Location, Stock Number, Lease Type & Lease Date, Ending Balance and Extended Cylinder Value.

Note: For more information, please visit our Getting Started: Cylinders page.
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Q: I ran the Cylinder Creation program to create the cylinder rental invoices. I determined from the cylinder register that these numbers were incorrect. How do I correct this?
A: You will need to Re-Run the Cylinder Creation program again and enter the correct starting cylinder rental number.

Note: it is suggested that the cylinder rental numbering format is YYMM0001 This will prevent duplicate numbers from being entered. For more information, please visit our Getting Started: Cylinders page.
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Q: Is there a report that will show me a total of cylinders rented?
A: Go to Cylinders > Reports/Inquiry > Cylinders Listed by Type.

Note: This report ran in Summary Mode gives you a total of rented cylinders by Type and a Grand Total.For more information, please visit our Getting Started: Cylinders page.
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Q: Is there a way to list all Cylinder Customers with a particular Rental Charge Code?
A: Go to Cylinders > Reports/Inquiries > Monthly Charge List.

Note: This program has the option to print:

1. All Accounts
2. One Charge Code
3. One Charge Code and One Table Code

For more information, please visit our Getting Started: Cylinders page.
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Q: The DOT requires that the hazardous class is printed on the delivery ticket. How do I create the hazardous class that is printed in the 'HAZ CLASS' column of the delivery ticket?
A: You will need to run the program 'IN111M' > Enter the cylinder type (without the G prefix) > Then enter the correct Haz Class.

Note: A listing is also available to list out the existing hazardous classes. That program is 'IN11L2'. For more information, please visit our Getting Started: Cylinders page.
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Q: Where do I go to find out what rental charge codes are setup for my Cylinder Master File accounts?
A: You can run the cylinder report Monthly Charge List. This program will print a listing of the Charge Code for each account in the Cylinder Master File.

Note: This report includes information on the Customer Account Number, Location, Cylinder Type, Charge Code, Table Code, and Rate. This program does not create a total. For more information, please visit our Getting Started: Cylinders page.
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Q: Why does the Cylinder Trial Balance only display some of the Cylinder Descriptions?
A: In the Cylinder Trial Balance, only those Cylinders with Transactions (Ships/Returns) will display the description.

Note
: For more information, please visit our Getting Started: Cylinders page.
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Cyltech 2: Inventory

Q: How are the Last 12 Month Sales calculated and entered into Inventory Fast Inquiry?
A: The fields are populated by the Inventory End of Month.

Note: For more information, please visit our Getting Started: Inventory page.
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Q: How do I setup an inventory item for a Kit or Assembly? I would like to sell this as one stock item that has several components.
A: First, you will need to determine if you want to use a Kit or Assembly. A Kit will only relieve the inventory for the Kit’s part number. An Assembly will relieve the inventory of each of its components. The most common method is the assembly type.

To setup a Kit or Assembly, you will need to enter the inventory item in the Inventory Master File with a Status of 4 (Kit) or 5 (Assembly) > you will then need to go to the Inventory Menu > Kits and Assemblies > Kit File Maintenance > Enter the components that will be in this Kit or Assembly.

Note: For more information, please visit our Getting Started: Inventory page.
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Q: I added a cylinder to the Proper Shipping Name file, but the extended description is not showing in Order Entry. Why is this?
A: The extended description from the Proper Shipping Name file will not show in graphical order entry, but does print on the Delivery Ticket.

Note: For more information, please visit our Getting Started: Inventory page.
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Q: I have entered all of my count in the Cycle Count Entry. How do I update this information?
A: You will update this information by using the Update function, which is found under the Physical Count routine.

Note
: For more information, please visit our Getting Started: Inventory page.
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Q: I need to change my inventory part numbers. How do I do this and still keep all the existing history?
A: You will need to run special programs that are designed to change the part number in all of the inventory and history files. You will need to enter the old/new stock number in INLSC. After you have finished entering the parts, you will run the listing to check for errors in INLSL. You will then run the update to actually make the change to the inventory and history files using INLSU (this programs requires exclusive use of the system so no one can be working on the system during this time, but the program has a built in timer so that it can be run after hours).

Note: Depending on the number of parts changed, the size of the history file, and the processor speed on your computer, this program could take awhile to run. It is recommended to not enter a large group of items to be changed until you are sure how long the program will take to run the update.

Note: For more information, please visit our Getting Started: Inventory page.
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Q: I need to change the Vendor on items in the Inventory Master File, how can I accomplish this?
A: Run Cobol program INVENDCHG. This program changes the vendor, for all inventory at a specific
inventory location, that is entered in the inventory location field in this program.

Note: This program might be used if you are changing from one vendor to another at a specific location. For more information, please visit our Getting Started: Inventory page.
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Q: I ran my Electronic Price Increase program, but some of my items did not update. What could have caused this to happen?
A: You may need to change your answer when the program ask "do you want to keep the current list price if it is greater than the electronic list price". Your current price may be higher than what is in the current file from the vendor.

Note: make sure the vendor product number is correct in the Inventory file. For more information, please visit our Getting Started: Inventory page.
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Q: Is there a way to list all the Inventory items that are assigned a particular General Ledger Control Number?
A: Yes, go to Inventory > Reports/Inquiry > Price Sheets. The print options in this report are 1 (All G/L Control Numbers) or 2 (One G/L Control Number). Choose option 2 and enter the G/L Control number you want to search for and the report will then list all items that are assigned to that code.

Note: For more information, please visit our Getting Started: Inventory page.
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Q: My inventory count is not correct for a certain item. How can I make an inventory stock adjustment?
A: You should use the Inventory Transaction Processing Entry program. Using this program you can increase or decrease the on hand amount of an inventory item. The stock adjustment code is 11.

Note: The Transaction Processing listing and update will also need to be run. For more information, please visit our Getting Started: Inventory page.
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Cyltech 2: Purchasing

Q: I have old Purchase Orders in the file and I would like to delete all of the Purchase Orders that are older than a certain date. How can I do this?
A: You can run the program ‘PO100D’. It will prompt your to enter a date and then the program will remove all Purchase Orders older than that date.

Note: be sure to have a current backup before running this program. For more information, please visit our Getting Started: Purchasing page.
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Other Software Questions

Q: We have a licensed copy of pdfFactory on the server, but when I print to pdf it still prints the Trial Version verbiage at the bottom of the page. Why is this happening?
A: When there is only 1 pdfFactory license on the server the first user to print to pdfFactory obtains the license.
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