MTS #25 – Glossary

SMARTSystem Management Training Series

Training Session #25 – Glossary

    • Allocation – Is the assignment of product for Pre-Book Sales Orders to Purchase Orders.
    • Auto-Hold – This is a special Growers process usually run by the Sales Manager to reserve products for fulfillment of Pre-book orders. This is reserved by putting the products On-hold through the date selected in the program. Wholesalers use Pre-Book Allocations to obtain this result.
    • Available Inventory – On-Hand Inventory less On-Hold Inventory is the Available Inventory for sale.
    • .bmp – Short for “Bitmap.” The BMP format stores color data for each pixel in the image without any compression. For example, a 10×10 pixel BMP image will include color data for 100 pixels. This method of storing image information allows for crisp, high-quality graphics, but also produces large file sizes. The JPEG and GIF formats are also bitmaps, but use image compression algorithms that can significantly decrease their file size. For this reason, JPEG and GIF images are used on the Web, while BMP images are often used for printable images.
    • Box Rate: box rates represent all of the shipping costs associated with getting the box to you. These costs can include: box charges, freight, customs duties, ground transportation, etc.
    • Click-Once Deployment – Microsoft per user deployment technology that allows for automatic updates of software via the internet.    
  • Columns – A column is a vertical line of characters from the top to the bottom of the screen.
    • Cooler Count – Quantity of product in the cooler that is not invoiced and would not include Pre-packs.  
    • Country/Region – is a field in the Vendor table that represents an area from where products are shipped.
    • Current cost: the landed cost of a product.
  • Data – The word data is the plural of datum, which comes from Latin meaning “something given.”  For our purpose it is the quantities, characters, or symbols that are entered, stored and used in the computer.
  • Database – An organized collection of data.
  • Data Grid – Is a type of display screen used with Inventory Reconciliation.
  • DPC: Discount Price Code
  • Drayage – is ground transportation of goods over a short distance. For
    example, between the growers location and the carrier terminal.
  • EOD – End of Day.
  • FLAGGED – Credit Request approved by Supervisor, EOD will convert to a Credit Memo when exporting it to accounting, as a credit memo.
  • Full Box Equivalent: does not apply to box rates.
  • .gif – Pronounced jiff or giff (hard g) stands for graphics interchange format, a bit-mapped graphics file format used by the World Wide Web. GIF supports color and various resolutions. It also includes data compression, but because it is limited to 256 colors, it is more effective for scanned images such as illustrations rather than color photos.
  • Go Live Event – Is the coordination of all activities to begin operations using the SMARTSystem.
    • Inventory Reconciliation – A process of updating the computer with physical inventory counts.
    • Invoiced Orders – Sales Orders invoiced for delivery to the customer.
    • .jpg – JPG files, also known as JPEG files, are a common file format for digital photos and other digital graphics. When JPG files are saved, they use “lousy” compression, meaning image quality is lost as file size decreases. JPEG stands for Joint Photographic Experts Group, the committee that created the file type.
  • LH – Line Hold.
  • Line Hold – Is a feature that locks the sales price on a Pre-Book Sales Order as it progresses from a Sales Standing Order, to a Sales Order and Invoiced so that the automatic price update options do not change the sales price.
  •  Lock after invoicing 

  • Lock when Sales Order Invoiced 

  • LOCKED – System Control Setting to prevent changes to a Sales Order, Invoice, or Credit Memo after it is created. 

  • Lot – A specific product and quantity received on a purchase order or by inventory receiving.
  • LOTS – Are records received into inventory from purchase orders or inventory receiving.
  • Margin – Margin represents that same monetary amount after a sale.
  • Mark-up – Represents a monetary amount of a product or service before a sale.
  • Menu – A list of available options, especially as displayed on a screen.
  • Mixed Box– A box containing a several different products.
  • Net Avail – Net Avail (Available) is the Cooler Count, less Open Orders.

This is will be the new On-hand Inventory quantity after reconciliation.

  • Net Available Inventory – On-Hand Inventory less On-Hold Inventory is the Net Available Inventory for sale.
  • Net Items – Is a checkbox on an inventory item that restricts the customers
    sales price level from being changed by discounts or salesperson price
    override.
  • On-Hand Inventory – Inventory in the computer that represents what is in the warehouse. On-Hand includes the On-Hold quantity.
  • On-Hold – Is an inventory quantity set aside in the computer and removed from the Net Available Inventory for sale by the sales staff.
  • Open Order – Products on Sales Orders (not invoiced) that have been removed from the On-Hand Inventory Balance.
  • Per Item – Usually stated as price per unit: This is a generic term that is
    used by all levels of purchasing, manufacturing and sales in business. The
    Sales department will most commonly use price per unit (or unit price) but
    not exclusively. It just means what the price is per individual item be it a
    stem or bunch.
  • Pixels – Short for Picture Element, a pixel is a single point in a graphic image. Graphics monitors display pictures by dividing the display screen into thousands (or millions) of pixels, arranged in rows and columns. The pixels are so close together that they appear connected.
  • POS – Is point-of-sale.
  • POS Sales Order – Is a customer sales order that takes products out of current inventory at a point-of-sale workstation and provides for payment processing.
  • POSTED – Represents a transaction processed by EOD for updating to accounting.
  • Pre-Book Allocation – Is the assigning of inventory received or incoming to pre-book sales orders.  This action commits the product coming in to the specified sales order.
  • Pre-book Order – A Pre-book represents product scheduled for future delivery and these products have not been removed from the On-Hand inventory in the computer.
  • Pre-Book Sales Order – Is a future customer order that will not be delivered immediately and inventory is not reduced.  Items selected for the Pre-Book will provide the Buyer with products he needs to buy.
  • Pre-packs – Products in the cooler that have been packed and staged for Delivery/Shipment. These need to be counted if using the “Subtract Open Orders from Quantity” option in Inventory Reconciliation.
  • Product Type – Is similar to Product Category but used to establish margins for each Customer Sales Level and when printing the Pick Ticket. The Pick Ticket will list products sold separated by product type.
    • PSO – Master PO Standing Order.
    • PSOC – Is a “child” or “copy” of a master standing order.
    • QB – QuickBooks.
    • QB Import Tool – is a desktop program that will process SMARTSystem EOD transaction activity and update (import to) QuickBooks.  This program will also export QB Customer Balances for import to SMARTSystem Customers.
    • Quantity – Cooler count quantity used on the Inventory Reconciliation Screen which is uploaded from an Excel spreadsheet or scanning device or entered by hand.
    • Record Selector – Is used on some screen displays to highlight a specific record. It is the left most column and when clicked it highlights that record and shows an arrow symbol (>).
    • Regular Sales Order – Is a customer sales order that takes products out of current inventory for delivery within the immediate future.
  • Replication – Is a Microsoft term that means synchronizing databases.  For example, synchronizing the sales and invoicing on the truck laptops with the main Server.  This process is done automatically when the laptop is within wireless range of the Server and takes less than 10 minutes to automatically establish the connection and synchronize the data.
  • Rows – A row is a horizontal line containing a series of fields placed next to each other.
    • Sales Orders – A Sales Order contains product scheduled for delivery to the customer.  All products on a sales order have been removed from the On-hand inventory in the computer and ready for delivery/shipping.
    • Sales Password – The defined Sales Manager’s Password in System Control. The default is “salesmanager”.
    • Sales Price Leve x Factor: is established in the Product Type table to store your percent of Mark-Up or Margin for the specified customer sales price level.
    • Ship Via – Transportation code/description: your routes, carriers, etc. In-bound and Out-bound transportation.
  • SKU – Is an abbreviation for stock keeping unit that identifies a specific stock item in inventory. In the SMARTSystem, SKU can be your Product Code, the UPC or GTIN numbers.
    • SMARTData Services – Manages information for:
      • wireless database interaction with the 3190 scanner and
      • used to capture pictures for use with the SMARTSystem and SMARTSite (website).
    • SMARTScan – Is a specially written series of programs that run on the Motorola MC-3190 hand-held barcode scanner below.  These programs directly integrate with the SMARTSystem and can operate in a wireless environment.
  • Spreadsheet – Is a table of values arranged in rows and columns, like an Excel spreadsheet.
  • SQL (Structured Query Language) – Is a program responsible for managing the SMARTSystem information in the database.
    • SSO – Sales Standing Order.
  • Sub-menu – A list of options available under a main Menu.
    • Supervisor Password – Your defined Supervisor Password in System Control.
  • System Control – A specific table that stores information used to configure and save your Company information in the SMARTSystem.
  • Table – Refers to data (pieces of information) arranged in rows and columns, as in a spreadsheet.  In the SMARTSystem all information is stored in the form of tables.
    • Unit of Measure – a standard unit to describe a box size or units such as an each, a bunch or a stem.
  • View (1) – A term used in the SMARTSystem to be able to see specific information.
  • View (2) – The term VIEW is use for programs that present information simply with options to filter that information for specific tasks.  For example, a Sales View will show sales orders for a specific time period.
  • WAC – Value is stored in the inventory table in the Average Landed Cost field.
  • WAC 1 – Will re-compute a new WAC value based on all open lots.
  • WAC 2 – Utilizes the Average Landed Cost field from the Inventory Table to compute a new value based on receiving.
  • Warehouse Order Management (WOM) – Is a tool to keep the warehouse operations update-to-date with sales activity for delivery to customers.
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