SPEAKS Manual PDF

SPEAKS 3.
SPEAKS 3.1 Training Manual
Table of Contents
Chapter 1. Introduction to SPEAKS ................................................................................................1
Chapter 2. Documents Menu ........................................................................................................13
Chapter 3. Reports........................................................................................................................23
Chapter 4. SPEAKS Table Maintenance.......................................................................................59
Chapter 5. System Maintenance ...................................................................................................70
Chapter 6. SPEAKS Database Manager.......................................................................................85
Chapter 7. Understanding SPAs...................................................................................................90
Chapter 8. SPEAKSUser Database ............................................................................................100
Chapte 9. Using SPEAKS with CEDNet GUI.............................................................................106
Chapter 10. SPEAKS Troubleshooting .........................................................................................111
Chapter 11. Understanding SPEAKS Import ................................................................................114
Chapter 12. SPEAKS Credit Office...............................................................................................117
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Copyright 2005, Consolidated Electrical Distributors, Inc.
SPEAKS 3.1
Chapter 1. Introduction to SPEAKS
Overview
The primary goal of CED’s Sales and Product Easy Access Knowledgebase System (SPEAKS) is to expand the
reporting capabilities of CEDNet by giving the Profit Center manager and employees access to two years of
selected CEDNet data which can be set up into various kinds of reports for further analysis. SPEAKS is a tool
the Profit Center can use to ask questions about its CEDNet data. For example, “Who are my top ten
customers ranked by gross profit?” “What did my customer, ABC Electric, buy during the month of May?” or
“How many Sylvania lamps did we sell on March 5th?” SPEAKS answers these question in the form of reports,
screen displays, graphs and custom queries.
The purpose of this manual is to provide you with pictures and descriptions of screens and reports within the
SPEAKS application. This manual is separated into twelve chapters and they are briefly described below.
1. The “Introduction to SPEAKS” chapter gives the user an overall understanding of the hardware and
software requirements, licensing information, security features and ideas for getting the most from
SPEAKS.
2. The “Documents” menu allows the user to view open and closed sales registers, open and closed
purchase orders, and to create and review SPA Claims.
3. The “Reports” menu allows you to select among different criteria to view reports including Sales
Reports, Customer Reports, Vendor and Product Reports and Support Tools.
4. The “Table Maintenance” menu features several tables in SPEAKS that can not be maintained and
imported from CEDNet.
5. The “Systems Maintenance” menu allows the user to manage administrative functions, import data
from CEDNet, Process End of Month, and view reports on the status of the system.
6. The “SPEAKS Database Manager” allows an Administrator to maintain the database by performing
a backup, restore, shrink, or reset of the system flags.
7. “Understanding SPAs”, explains the ins and outs of the SPA module in SPEAKS.
8. The “SPEAKSUSER Database” chapter provides the insights into the inner workings of SPEAKS
necessary to take advantage of the powerful custom query feature.
9. The “Using SPEAKS with CEDNet GUI” chapter explains how to use SPEAKS in the GUI
environment, listing the differences between CEDNet TUI and GUI.
10. The “Troubleshooting” chapter provides the user additional information concerning common error
messages found in SPEAKS with suggestions on how to correct those issues.
11. The “Understanding SPEAKS Import” chapter is a more detailed explanation of the import process,
along with potential import issues and resolutions.
12. The “Credit Office” chapter describes how to import data received from the Profit Centers. This
information is for Credit Office Use Only.
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SPEAKS System
There are three components that make up the SPEAKS system:
The SPEAKS Application is the main component and the primary user interface to the
SPEAKS system. The pre-programmed routines that provide you with over 130 different report and graph
variations are available from here. The SPEAKS Application is organized into a Documents Menu, a Reports
Menu, a Table Maintenance Menu and a System Maintenance Menu.
The SPEAKS User Database is a powerful component housed in a Microsoft Access database which provides
you with the ability to create your own custom queries and reports using the tools available within Access. The
SPEAKS User Database allows users to retrieve and manipulate information from the main SPEAKS database.
Think of SPEAKS as an electronic file cabinet containing a variety of information regarding your customers,
inventory and sales. ACCESS is a powerful and sophisticated tool that allows you access to your electronic file
cabinet. While it may appear at first glance to be intimidating, it has many features that make it easy to use for
most users. One of these features, called a wizard, will automatically create data tables, queries, forms and
reports from the answers you provide to a set of questions. While some knowledge of Access is required, the
SPEAKS User Database allows you almost endless reporting flexibility.
The SPEAKS Database Manager is a component which allows the Profit Center to easily perform maintenance
on the SPEAKS database such as backups and restores.
Network Configuration
Multiple users can use SPEAKS simultaneously. Depending upon the requirements of the Profit Center,
SPEAKS can be configured solely on one machine or on multiple machines where one machine is the SPEAKS
Server housing the database and the other machines are SPEAKS clients (like CEDNet remote computers).
To use the data import feature, your SPEAKS Server should be on the same network as your CEDNet Server.
NOTE: The SPEAKS Server does not have to be installed as a CEDNet remote workstation, however it can,
and should be on the same network so the SPEAKS Server can import extracted data from the CEDNet Server.
System Requirements
SPEAKS 3.1 uses the SQL Server database engine. It is not part of CEDNet. The data is extracted from
CEDNet and imported into the SPEAKS server. Since SPEAKS stores every line item from every invoice for a
period of up to two years, the SPEAKS database can become very large. It requires large storage capabilities
and a powerful computer processor to adequately deal with the volume of data. In addition, both SQL Server
and ACCESS use a considerable amount of memory. Thus, the SPEAKS computer and software you choose
must meet these minimum requirements:
Hardware Requirements
Processor
Pentium III or higher
Memory
Minimum 128MB RAM (Recommended 256 MB RAM)
Other requirements
CD ROM
15” Monitor with 800 x 600 minimum resolution with 256 colors
3GB Available Hard Drive Space
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Software and Operating System Requirements
Windows 95B or 95C (approved for SPEAKS Client only)
Windows 95 Y2K Service Pack

Internet Explorer 5.5 or higher
Windows 98
Windows 98 Second Edition

Windows NT 4.0
Windows NT Service Pack 6

Windows 2000
Windows 2000 Service Pack 2

Windows XP Professional
Internet Explorer 6 or higher
Access License Information
SPEAKS 3.1 requires Microsoft Access 2000 or higher. You will need an Access license for the SPEAKS
Server, but you do not necessarily need an Access license for each SPEAKS client. A license is required only
for the client machines where you want to run the SPEAKS User Database.
Security
SPEAKS requires a password to gain entry to the system. This is intended to prevent unauthorized use. Keep
in mind that SPEAKS contains highly valuable and confidential information regarding all aspects of your
customer base, sales history, and inventory makeup. Thus, passwords should be restricted to the Profit Center
Manager and maybe one or two other employees. It is a good practice to change passwords periodically to
insure your data is secure.
SPEAKS has three levels of passwords:

1. “Lookup” allows the user to look up Sales Registers and Purchase Orders only
2. “User” allows all features and full functionality except Administrative functions (which include Import,
the Admin Section of the System Maintenance Menu, and the Database Manager.
3. “Admin” allows access to all features and full functionality in SPEAKS. One person needs to have
the “Admin” access level in order to use the Administrative Tools.
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Getting Started
Starting SPEAKS
There are two basic ways to enter the SPEAKS system. The first option requires you to be at the Windows
Desktop. From the desktop you will find two icons labeled SPEAKS Application and SPEAKS User
Database. To enter SPEAKS, double-click on the SPEAKS Application icon. Double-clicking the SPEAKS
User Database icon will take you directly into ACCESS. The second way to enter SPEAKS is from the
Programs Menu. The SPEAKS folder contains Database Manager, SPEAKS Application and SPEAKS User
Database. The DATABASE MANAGER can only be found in the Programs Menu inside the SPEAKS folder. It
allows the user to backup, restore, shrink, add or delete databases and to reset the SPEAKS Systems Flags.
System Security
When entering the system, the SPEAKS logo is displayed and you will be prompted to enter your username and
a password. If both are valid, the screen will display the SPEAKS Main Menu.
The CED SPEAKS system was designed for ease of use by people who have little or no knowledge of
computers, Windows or Access. While this feature helps you use the computer, it also makes it very easy for
unauthorized people to gain entry to your data files and possibly alter, damage, destroy or steal data. Your
vulnerability is especially high since many people have personal computers at home and are very
knowledgeable about the technology used in this system. You should protect yourself and your Profit Center's
confidential information by limiting access to SPEAKS and the data it yields. One way to do this is to frequently
change the password required to enter the system. Also instruct those people who have knowledge of this
password to keep it to themselves. Passwords should be memorized and never written down. Also, do not
allow anyone to look over your shoulder when entering your password.
Logging into SPEAKS
To login to SPEAKS:
1. Double click on your SPEAKS icon from your desktop

2. The Login screen shows the database you will log into above the Username box.
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3. Provide a username and password

4. Click Login
Overview of Procedures
The main operational procedures required for SPEAKS are (1) Importing Sales Data from CEDNet; (2) Running
the Month End Process; and (3) Performing database backups.
There is a SPEAKS Extract Menu available in CEDNet which allows you to extract CEDNet data for SPEAKS. It
is generally recommended that you import CEDNet sales data into SPEAKS daily after you have processed End
of Day in CEDNet. At the end of the billing month you are required to run a month-end process for SPEAKS.
Month-end should be run after Day 21 sales have been imported from CEDNet into SPEAKS. This routine
updates various files and deletes old information that would otherwise slow down the system. The month end
process in SPEAKS takes less than five minutes for an average sized Profit Center. The SPEAKS program
comes with its own Backup and Restore tool.
All other features of the system are "on demand". For instance, you choose when to import a new product or
customer file. You also choose when to print reports, view data queries, or export data to other programs.
SPEAKS Data Extract Process
The Utilities Menu of CEDNet 3.4 and higher provides a way of extracting all data for SPEAKS. The interface
provides the ability to extract all files at anytime for a specified date range of sales and purchase order data.
The data is written to your CEDNet Server. The process allows you to extract all SPEAKS data sets at the
same time from one convenient menu.
If SPEAKS is conducting an Import, you will not be able to access the Extract SPEAKS Interface Data Sets from
the Utilities Menu. You will have to wait until SPEAKS has completed the Import. Likewise, if CEDNet is
exporting the SPEAKS Data Sets, SPEAKS will not proceed with the Import. You will have to wait until CEDNet
completes the export before attempting to Import into SPEAKS again.
In CEDNet if you create a sales batch for Day 21, and then later create a second sales batch with the same
billing day and call it Day 21A, then this same information will be imported into SPEAKS. Only sales batches
that have been “posted” are available for extracting from CEDNet to be imported into SPEAKS.
NOTE: If you plan to extract a large range of data you will need to make sure you have enough disk space
available on your CEDNet Server. Allow for at least 600MB of available disk space for extracting approximately
one year of data (significantly more is required for larger Profit Centers).
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SPEAKS Data Import Process
The import process in the SPEAKS Application has been designed to make importing CEDNet data a fast, easy
and efficient process. You can extract a specified billing day or an entire range of sales data into the import
batch. All of the open sales registers are also available to extract. You can extract a range of closed purchase
order history data based on delete date. All of the open purchase orders are also available to extract. All of the
selected data is extracted to a location on your CEDNet Server hard drive. After the CEDNet extraction process
is complete, go to the SPEAKS Server and import all of the data with a single click on the import screen.
All CEDNet SPEAKS Data Sets selected are included in the same batch for a quick and easy import process.
After import, print and review the Import Status Report. You will be alerted of any errors or warnings, and of any
new group codes so that you can assign Consolidation Codes in the appropriate SPEAKS Group Code Table.
An Import Validation Report will print for each Billing Day imported into SPEAKS. If a variance is indicated
on your Import Validation Report, you may run the Isolate Variance Report which will indicate where
discrepancies are found between the Import Control Total, the Summary Total, or the Detail Total.
As a precautionary measure, SPEAKS has been designed to verify import data sets for duplicate billing day
batches, and possible missing billing dates. Also the following record counts are verified: manufacturer,
product, product cross-reference, group codes, customer matrices and customers.
A Customer Price Matrix List may be extracted from CEDNet at any time along with the Customer File and the
Product File. Generally, it is a good idea to import these data sets at least once a month, right after you have
completed your month-end processing in CEDNet. You should also consider importing these data sets
whenever extensive changes have been made to either the CEDNet customer or product files that you want
reflected in SPEAKS.
Maintenance Overview
There are tasks to perform on the main database SPEAKSDATA, and tasks to perform on the SPEAKSUser
Database. A maintenance overview section provides important information to understand before proceeding
with maintenance tasks. For your convenience, a Recommended SPEAKS Maintenance Chart with instructions
for performing each maintenance task is included in Chapter 5, Systems Maintenance, which may be printed
and used as a handy reference guide.
The SPEAKSDATA database, where all your data resides, is a SQL Server database maintained exclusively via
the Microsoft SQL Server Desktop Engine provided with SPEAKS. You should not move or delete this
database manually from its residing folder or your database may become corrupted.
Backing Up Your System
All backup options are located in the SPEAKS Database Manager.
Backing up your database is sound preventive medicine. It is possible that the working files on your hard disk
may be damaged or lost at some time. This can happen because of operator error, hardware failure, software
failure, or power failure. When backups are done regularly, you can easily restore the system back to the point
of the last backup and re-import any billing days from that point forward. It is recommended that a backup be
performed at least once a month or after extensive maintenance. The Database Manager allows the user to
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backup both the main SPEAKS Database and the SPEAKSUser data (SPEAKS Server only) at the same time.
There is also a setting to “KEEP PREVIOUS BACKUP” which is recommended if there is enough disk space for
storage on the SPEAKS Server.
If you use the SPEAKS User Database on client machines, you will need to back each one up manually. The
SPEAKS Database Manager backs up the User Database on the Server only.
Exit to Windows
To exit SPEAKS and return to Windows, select the EXIT option from the MAIN MENU. You should always exit
SPEAKS before shutting off you computer. This will insure that the data files are closed properly and are not
corrupted in any way.
Turning Off the SPEAKS Server
In a network environment, the SPEAKS Server should never be turned off while a client terminal is accessing
SPEAKS. The same procedure for shutting down Microsoft Windows is used to completely shut the computer
off.
Getting Accurate Reports From SPEAKS
Standardization
The key to the successful capture and transfer of information to SPEAKS is standardization. This is especially
important for the entries made to record non-stock and direct sales. The procedures outlined below and in
Chapter 5, System Maintenance, will enable you to consistently capture sales data by inside salesman,
customer type, name control, Report Group Code and for non stock and direct products. Without implementing
these procedures, the value of the information generated by SPEAKS will be limited. Thus these procedures
must be understood and applied consistently by all members of the Profit Center's staff, otherwise the data
reported by SPEAKS will be much less useful for analyzing the Profit Center’s activities.
Although the customer and product files already contain many types of information, there are some procedures
you can establish which will further expand this information and make it more useful to your operation. The
following paragraphs discuss some of the key data elements of the CEDNet customer and product files that can
greatly enhance the SPEAKS reports.
Customer Files
The “Customer Type” and “Name Control” fields in your customer file are used extensively by SPEAKS when
generating various sales reports. These fields are described below. Both fields may be updated in CEDNet in
File Maintenance using Maintaining CEDNet Files, “Maintain Customer File”. If you have not yet updated either
of these fields in CEDNet, one suggestion to make this process easier is to first print a list of customers using
the Print File Maintenance Reports, “Print Customer Report”. Then, next to each customer on the list, write the
customer type code and the name control you want to assign. When you have finished, use Maintain CEDNet
Files in File Maintenance, “Maintain Customer File”, to enter the changes you have noted on the customer list.
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Customer Type
Customers must be classified according to type (e.g., industrial, commercial, etc.). You may enter any customer
type you wish up to four characters, but it is recommended that you use the same eight customer types that are
used for your yearly forecast package when reporting sales activity as listed below:
Customer Type
Code Customer Type
CASH Cash Sales
GOV Government
IND Electrical Contractors - Industrial
MRO Industrial - MRO (Maint. & Repair Oper.)
RES Electrical Contractors - Residential
OEM Industrial - OEM (Orig. Equip’t Mfr)
OTH Other
UTIL Utilities
Name Control
SPEAKS uses the Name Control field to link job accounts together for a single customer so that total sales
may be reported for that customer. Linking these accounts provides a valuable overview of a customer's total
business across all their job accounts. This field is also used by the Customer Lookup function of CEDNet to
sequence customers for display.
There are two important points to keep in mind when creating and assigning Name Control abbreviations. First,
all of the job accounts you wish to link together must have name control codes that match exactly. Second, a
unique name control must be assigned to each customer. It is not acceptable for two different customers to
share the same name control.
Although any structure may be used, you should adhere to the same guidelines used by your credit office for the
Collection Management System. The advantages to this system are:
1. It limits the name control field to no more than seven characters.

2. It provides a standard that all Profit Center employees can easily learn.
3. It assures consistency in assigning customer name control codes.
When assigning a Name Control to a customer, use the following guidelines:

1. Use the first 3 characters of the customer's first name and the first 3 characters of the customer's
second name. Avoid using special characters or spaces. Examples:
ACMELE = Acme Electric
ACEELE = Ace Electronics
ACELE = A-C Electric
2. For customers where the first 3 characters of the first and second name do not provide an unique
abbreviation, use the first 3 characters of the first name and a logical abbreviation of the
remainder of the customer name in the last 4 characters of the Name Control. Examples:
SANBL = Santa Barbara Locksmith
SANBCTY = City of Santa Barbara
SANMELE = Santa Maria Electric
SANBCOU = Santa Barbara County
SANBCCS = Santa Barbara County Cachuma Sanitation
SANDS = Santa Barbara County Data Services
SANBCFD = Santa Barbara County Fire Department
SANBCPW = Santa Barbara County Public Works
3. Use any combination of alpha characters (A through Z) and numbers (0 through 9).
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Once you have completed your update to the customer file, ensure that a customer type and name control is
assigned whenever a new customer account is added to your system.
Report Group Codes
SPEAKS uses a type of product classification called a Report Group Code to group sales into various
categories such as lighting, fixtures, distribution equipment, wire, conduit accessories, etc. This information is
valuable when analyzing what products a customer is, or isn't, buying, and in determining the makeup of your
inventory. Therefore, your product file may need to be modified to ensure that each stock product is assigned a
Report Group Code.
To review the Report Group Code structure currently set up in your CEDNet system, print a Group Code report
using Print File Maintenance Reports, “Print Group Code Report.” You may make any changes to this Report
Group Code list in File Maintenance, Maintain CEDNet Files, “Maintain Group Code Files.” It is suggested that
you try to remain as close as possible to the commodity code structure provided in the SPF (Standard Product
File). A copy of the Standard Product File can be found in the Appendices of the CEDNet Training Manual.
Next, run Print File Maintenance Reports, “Print Product Classification Report.” Use this listing to review the
Report Group Codes currently assigned to each product. Note on the report any changes you wish to make.
Do not use code “0000” or “9999”, which the system interprets as an unknown reporting group. Update the
Report Group Codes assigned to each product by using File Maintenance, Maintain CEDNet Files, “Maintain
Product & Cross-Reference Files” then select “Change Product Fields”.
Consolidation Codes
Consolidation Codes serve as larger roll-up codes for the Group Codes. Reports in SPEAKS run at the
Consolidation Code level, not the Group Code level. You must assign Consolidation Codes (upon which the
SPEAKS reports are based) in SPEAKS since they do not exist in CEDNet. Each time you import Price Group
and Report Group Codes, print a copy of the Import Status screen which will contain a list of the new Group
Codes that must be assigned Consolidation Codes. Assign the Consolidation Codes in the appropriate Group
Code table on the Table Maintenance Menu.
NOTE: You can use the same number for both the Consolidation Code and Group Code.
Price Group Codes
Price Group Codes provide a distinction between groupings by price category and groupings by product type.
(Product type groupings use Report Group Codes.) For more information, you may refer to the File
Maintenance chapter of the CEDNet Systems Training Manual, and to Chapter 4, Table Maintenance of the
SPEAKS Manual.
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Sales Data Capture Procedures
Capturing sales data for X-items, directs, and sales made by inside salesmen is accomplished by implementing
a few changes in the procedures by which a sales register is entered into the CEDNet System. Depending on
your location's requirements you may wish to implement some, all, or none of these procedures.
Capturing Salesman Data
One feature in SPEAKS is the ability to report sales information according to inside and outside salesman. The
Profit Center manager can assign each inside salesman his or her own four-digit number that is a different
number from the outside salesman number. Unlike the outside salesman number, the inside number is not
assigned by the Service Center but is used for reporting purposes for both CEDNet and SPEAKS.
To capture sales made by an inside salesman, enter the inside salesman's number in the “INSIDE SLMN” field
in the ‘Customer File’ of CEDNet and in the ‘Sales Rep Table’ in the Table Maintenance of SPEAKS. The
“INSLMN” field can also be entered or changed when a Sales Register is being entered into CEDNet.
To capture sales made by an outside salesman, enter the outside salesman's number in the ”OUTSIDE SLMN”
field in the ‘Customer File’ of CEDNet and in the ‘Sales Rep Table’ in the Table Maintenance of SPEAKS.
Capturing Non Stock & Direct Sales Data
The CEDNet System does not require that all fields be entered for non-stock or direct products; thus it is
possible for the catalog number and product descriptions to be entered into the system inconsistently or not at
all. Exact and consistent codes are required for all products in order to allow SPEAKS to accurately process
sales data within different categories. For example, SPEAKS uses the catalog number to identify all sales of a
specific product. If the catalog number field is left blank, or if the entry is not consistent with the catalog number
used in the past, the sale will not be included in the sales total for that product.
The CEDNet System does not require a Report Group Code for non stock items. If you wish to capture this
information and include these sales in SPEAKS reports that group sales by product classification, follow these
steps:
1. Determine a Report Group Code for the non-stock item.
2. Record the Report Group Code on the work order.
3. Anywhere within the description field for the non-stock product, enter the 4-digit Report Group
Code preceded by the “@” sign. For example:
MFG CATALOG # PRODUCT DESCRIPTION
KLEIN 65500 @6620 13 PC 1/4 DRIVE SET

or...
KLEIN 65500 13 PC 1/4 DRIVE SET @6620
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SPA/Vendor Rebate Feature
It is recommended that you use the SPA Module in CEDNet whenever possible, as it does more of the work for
you. The SPA module in SPEAKS was implemented before CEDNet had an SPA module available. The
SPEAKS SPA module requires that the user know the terms of the agreement, however it does retain product
multipliers and contract costs for one year. Due to their inherent complexity and scope, Special Pricing
Agreements (SPA) can be time consuming to administer. A lot of time and effort is spent to compile, compute
and process these rebates. The manual procedure can be error prone and disputes may arise with the vendor
if the claims are not processed accurately. There are still numerous decisions required to successfully and
accurately complete the claim but even with this manual requirement, the SPA feature should make the
processing of SPA claim, quicker and more accurate.
Hierarchy of SPEAKS 3.1 Menu Layout
The Menu System of the SPEAKS Application has been designed for ease of use. Most notably, in the Reports
Menu, you will find the reports grouped by report type. The Documents Menu contains Sales Registers,
Purchase Orders, SPA Claims, and the standard Windows menus and tool bars have been provided for quick
one-click access to features and reports. The layout is depicted below.
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The four options that appear on the Main Menu are listed below with each of their sub-menus described in detail
in the upcoming chapters.
Documents
Reports
Table Maintenance
System Maintenance
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Chapter 2. Documents Menu
Overview
The Documents Menu contains Sales Registers, Purchase Orders and SPA Claims. The Sales Register and
Purchase Order screens in SPEAKS are graphical replicas of the CEDNet screens. The Sales Register and
Purchase Order Screens provide the ability to ‘Find’ and ‘Print’ copies of open and invoiced Sales Registers and
open and closed Purchase Orders. The SPA module allows the user to create new claims, review existing
claims, key in prices and multipliers, and print or export SPA Claims (for a more comprehensive explanation of
the SPA module, review Chapter 7. Understanding SPAs). Invoiced Sales Registers and closed Purchase
Order history will accumulate for two years. After two years they are purged when Process Month End is
performed in SPEAKS.
Sales Registers
The same information found on a CEDNet sales register will appear here on the SPEAKS Sales Register.
SPEAKS brings over and stores up to two years of sales register history from CEDNet including both ‘Open’ and
‘Closed’ sales registers.
When an import from CEDNet occurs, SPEAKS compares the last sales register date range to the current Sales
Register date range in the import batch to verify the sales registers are in sequence. When SPEAKS imports the
invoiced sales registers from CEDNet, it is adding to and updating the existing records.
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Sales register information imported from CEDNet includes:

Billing Day
Billing Date
Invoice Number
Customer
Salesman Number
Total Cost and Sale Amount
Cost Adjustments
Line Item Comments
Date Ordered
Price Discount Rate And Percent
Report Group Code
Backorder information
Upon entering the sales register screen the user is presented with the search screen. You may choose to
search:
Open and Invoiced Sales Registers
Invoiced Sales Registers only (Default Selection)
Open Sales Registers only
After selecting from the options above, choose from the following options to filter the search:
Invoice Number (Default Selection)
Customer PO#
Name Control
Customer Account #
All Sales Registers
When customer information is required, drop down boxes will appear allowing the user to select the customer’s
information from a menu to further clarify the search.
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Open Sales Registers
When SPEAKS imports the Open Sales Registers from CEDNet, all existing Open Sales Registers in SPEAKS
are deleted and replaced with the current Open Sales Registers from the CEDNet extract. The screen below
shows an open sales register. The same information found on a CEDNet sales register will appear here. The
upper right hand corner will inform the user whether the sales register is ‘Invoiced’ or ‘Open’. When a sales
register is ‘Open’, none of the shipping or billing dates will have been entered yet.
When SPEAKS imports the invoiced Sales Registers from CEDNet, it is adding to and updating the existing
records in SPEAKS. The screen below shows an invoiced Sales Register that lists all ship date and billing date
information. The upper right hand corner will show the sales register as ‘Invoiced’.
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Comments on Sales Registers
Open and Closed Sales Registers in SPEAKS include comments. The comments appear in the exact line order
in which they were entered. To read the comment, you must scroll to the right (using the horizontal scroll bar in
the middle of the screen) until the comment field appears on the screen. On the printed register, the comments
appear near the beginning of an otherwise blank line in the order they were keyed, just as they do in CEDNet
invoices.
Printing the Sales Registers
When you click on the ‘Print Sales Register’ button you can print two different versions of the register currently
displayed on the screen. The ‘Profit Center Copy’ includes sell price, cost and gross profit for each line item
and for the register in total. The ‘Customer Copy’ includes the sell price information only. There is also a
‘Preview’ checkbox that allows you to see the copy of the document before it is printed.
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As shown below, the Profit Center Copy format of the Sales Register facsimile contains cost and gross profit
percentages for each line item and in total for the register.
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Shown below is the Customer Copy of the Invoice facsimile which does not include cost or gross profit
information.
Look Up Sales Registers by Customer PO
When using the lookup by customer purchase order number, all the sales registers having the customer
purchase order you specified will be selected. The first register will appear on your screen. Any other registers
with the specified customer purchase order may be scrolled through using the navigation buttons at the very
bottom of the screen. The customer name is selected first using the drop down box and then the ‘Select
Customer PO #’ box will list all purchase order numbers for that customer.
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Purchase Orders
The same information found on a CEDNet Purchase Order will appear here on the SPEAKS Purchase Order.
SPEAKS brings over and stores up to two years of Purchase Order history from CEDNet including both ‘Open’
and ‘Closed’ Purchase Orders. Closed purchase orders are stored in SPEAKS by the delete date. SPEAKS
also imports and stores open purchase orders.
When an import from CEDNet occurs, the last Purchase Order date range in SPEAKS is compared to the
current Purchase Order date range from the CEDNet import batch to verify the Purchase Orders are in
sequence.
Purchase Order information imported from CEDNet includes:

Purchase Order Number
Purchase Order Date
Purchase Order Type
Vendor Number
Vendor Name
Buyer
Extended Purchase Order Cost
Line Count
EDI
Customer Back Order Information
Line Item Comments
Line Item Product Information
Status (Open or Closed)
The purchase order screens in SPEAKS are graphical replicas of the CEDNet Purchase Order screens. To
search for purchase orders once the lookup screen is available, use the ‘Find Purchase Order’ button. If you
wish to scroll through the Purchase Orders you must first use the ‘Find’ button and select ‘All Purchase Orders’
or ‘Direct Purchase Orders Only’. It may take a minute or two to load up all the Purchase Orders.
After selecting from the options above, choose

from the following options to filter the search:
All Purchase Orders
Direct Purchase Orders Only
Purchase Order Number
Vendor Name
Product
Buyer
Back Order Register Number
Purchase Order Date
When additional information is required for the search, drop down boxes will appear allowing the user to select
the information from a menu to further clarify the search.
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Open Purchase Orders
When SPEAKS imports Open Purchase Orders from CEDNet, all existing Open Purchase Orders in SPEAKS
are deleted and replaced with the current Open Purchase Orders from the CEDNet extract. The screen below
shows an Open Purchase Order. The same information found on a CEDNet purchase order will appear here.
The upper right hand corner will inform the user the purchase order is ‘Open’. When a purchase order is
‘Open’, received quantities will not be shown in the purchase order.
Closed Purchase Orders
When SPEAKS imports the closed purchase orders, it will add the updated purchase orders from CEDNet to
those already in SPEAKS. The following screen shows a closed purchase order. The same information found
on a CEDNet purchase order will appear here. The upper right hand corner will inform the user the purchase
order is ‘Closed’. When a purchase order is ‘Closed’, all received quantities will be shown in the purchase
order. If the import batch contains a purchase order that already exists in SPEAKS, the existing purchase order
will be replaced.
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The screen below shows the ‘Purchase Order Line Items’ tab where each line item represents one product on
the Purchase Order. This is true for both ‘Open’ and ‘Closed’ purchase orders. When ‘Y’ is present in the B
column (as shown below) this is an indication that a backorder is tied to the line item and can be seen in full by
selecting the ‘Customer Back Order’ tab.
The following screen shows the Customer Back Order tab associated with the ‘Closed’ Purchase Order screen
above.
Comments on Purchase Orders
Purchase Orders in SPEAKS include comments. The comments appear in the exact line order in which they
were entered. To read the comment, you must scroll to the right (using the horizontal scroll bar in the middle of
the screen) until the comment field appears on the screen. On the printed Purchase Order, the comments
appear near the beginning of an otherwise blank line in the order they were keyed, just as they do on CEDNet
Purchase Orders.
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Printing Purchase Orders
To print a facsimile of a Purchase Order from SPEAKS, select the ‘Print Purchase Order’ command button. The
facsimile will be sent directly to the printer.
SPA
SPA is short for ‘Special Pricing Agreement’. Typically this is an agreement reached between CED and a
vendor to provide special pricing for one customer or group of customers. Generally, CED sells to the customer
at a loss and files a claim against the vendor to recoup an agreed upon rebate. A lot of time and effort are spent
to compile, compute and process these rebates. We do recommend that you use the SPA Module in CEDNet
whenever possible.
To begin with, all SPAs must be created in the ‘SPA Table’ in Table Maintenance. Information entered in the
SPA Table includes: manufacturer information, contract name and number, price list, multipliers, contract start
and end dates, and all customers associated with each claim. From that point, claims will be created,
maintained and printed in the Documents Menu, under SPA.
For a more comprehensive description of the SPA module in SPEAKS, please refer to Chapter 7.
Understanding SPAs.
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Chapter 3. Reports
Overview
SPEAKS offers many standard reports which allow you to select among various options and criteria. These
options enable SPEAKS to produce over 130 different standard report variations. Each of the standard reports
listed on the Reports Menu can be printed, viewed on-screen or exported to another program or diskette.
The standard reports provided by SPEAKS include:

Sales Summary Reports recap current month, 12-mo avg., YTD, and prior YTD information in
various categories.
Sales Detail Reports recap sales activity by line item.
Sales and Gross Profit Trend Reports show the last twelve months of activity in various categories.
ABC Analysis Reports rank products, vendors, customers and salesmen by sales and gross profit
dollars.
Profit Center Business Mix (used for Forecasts) recaps the activity by customer type for your
location.
Customer Product Mix allows you to choose a customer, and to see the mix of sales made by
product classification.
Customer Service Summary Report recaps quality measurements for product availability, prompt
customer billing and error rates.
Stock Fill Rates allows you to review two fill rate measurements for your stocking products within a
specified time period. Fill rates can be recapped in total by vendor, product or customer.
Vendor Product Availability Report recaps the percentage of line items received from each vendor
within one, two, three or four or more weeks from purchase order date.
Vendor Performance lets you track lead times and fill rate percentages for each of your stocking
vendors.
Non Stock Sales allows you to recap all activity for "X" items sold within a selected time period.
Direct Sales allows you to recap product activity for all direct sales made within a selected time
period.
Sales Performance lets you track sales for selected customers, products, vendors or salesmen
against monthly sales and gross profit goals that you establish.
Min/Max Report recaps each product, its on-hand quantity, max quantity, and min quantity.
Customer List allows you to quickly produce a list of all customers currently assigned to a specific
outside salesman.
Mailing Labels can be printed for all customers or for a specific customer type.
Warehouse Shelf Labels can be printed for all products, for a specific vendor's product or for a
specific product.
To open any report in the Reports Menu, left click on the name of the report. The report criteria will depend
upon the information you want to know. After specifying criteria, click one of the buttons at the bottom of the
screen to preview, print or export the report.
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Export Report
The four export formats provided allow you to export the reports to hundreds of potential applications. Also you
can export from the ‘Print Preview’ by clicking on the File Menu.
NOTE: You will need Adobe Acrobat Reader installed on your computer to read the PDF. If you do not have it,
you can get a free download from www.adobe.com.
Print Report
Click this command button to print the entire report without previewing it. A status bar is displayed to inform you
of the progress being made in printing the report. You may stop the printing process by clicking on the ‘Cancel’
button when it is displayed on the status bar.
Print Preview
The Print Preview command button provides you with several options:
Preview the Report for length and accuracy.
Select a specific page, or range of pages, to print.
After review, print the entire report by clicking the printer icon found on the toolbar.
Several buttons appear on the toolbar across the top of each report screen.
1. The Print button brings up a window where you can select a printer, choose to print all pages or a range
of pages, and the number of copies that you want.
2. The Close button closes the print preview window and returns you back to the report where you
selected your criteria.
3. The buttons that look like magnifying glasses with the “+” and “-“ will zoom the report in and out.
4. The drop down menu with the “%” can also be used to zoom the report in and out.
5. The First and Last buttons will take you to the first and last page of the report, and the buttons that look
like a page with an up arrow and down arrow will go to the next or previous page.
6. The Back button will page you backwards through the pages that you were previously viewing and the
forward button will move you forward.
7. The Stop button will allow you to stop a report after it begins to build the pages to display.
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Return to Reports Menu

The ‘Return to Reports Menu’ command button allows you to exit from the current report option and return to the
Reports Menu.
The following screen depicts all the reports available in this menu. They have been separated into Sales
Reports, Customer Reports, Support Tools, and Vendor and Products.
The rest of this chapter describes each report in detail.
Sales Reports
ABC Analysis Report
The ABC Analysis Reports rank customers, products, price and report consolidation codes, or vendors by sales
and gross profit. Current year-to-date and prior year-to-date sales, gross profit and gross profit percentage are
recapped on the report. To create this report, first you must specify a billing month and then decide whether
you want the report ranked by total sales or gross profit dollars. Click the option button of your choice. Second,
you need to choose if you want sales reported for customers, products, consolidation codes or vendors. Again,
click the option button of your choice.
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If you select the customer option, a window will appear asking if you want to report customer sales by job
account. By clicking ‘Yes’, the report will list sales for each account number in your Profit Center. If you click
‘No’, the report will consolidate job accounts into one total per customer name control.
When you have completed your selections, use the command buttons at the bottom of the screen to preview,
print or export the report.
The ABC Analysis Report is separated into three sections. The first section lists those customers, products,
consolidation codes or vendors that represent the top third of sales or gross profit for your location. The second
section represents the middle third of sales or gross profit for your location. These two sections are usually
contained on the first page of the report. The third section (the rest of the report) represents the bottom third of
the sales or gross profit. This report identifies customers, vendor and products that dominate Profit Center
operations. The different options allow dozens of versions of the ABC Analysis Report to be produced of which
five example reports are shown on the following pages.
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Example 1: ABC Analysis Report for Customers Ranked by YTD Sales
Example 2: ABC Analysis Report for Products Ranked by YTD Sales
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Example 3: ABC Analysis Report - Price Consolidation Code by Gross Profit
Example 4: ABC Analysis Report - Report Consolidation Code by YTD Sales
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Example 5: ABC Analysis Report - Vendors Ranked by YTD Sales
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Profit Center Business Mix
This report allows you to review your Profit Center's customer mix profile. Total sales over the date range
specified are displayed based upon customer type. SPEAKS comes with a standard customer type table that
contains the same categories found on the yearly Profit Center forecast form:
CASH Cash Sales

COM Electrical Contractors - Commercial
IND Electrical Contractors – Industrial
GOV Government
MRO Industrial – MRO
OEM Industrial – OEM
OTH Other
RESI Electrical Contractors – Residential
UTIL Utilities
Sales Summary Report
The Sales Summary Report provides current month, 12-month average, year-to-date and prior year-to-date
sales and gross profit totals. Sales are recapped by stock, direct and total.
The Sales Summary, the Sales Detail and the Sales Trend reports all provide sales totals within the same
category options. The distinguishing factor for the Sales Summary Report is the totals are always displayed in
the P&L format: current month, 12-month average, year-to-date and prior year-to-date. With each of these four
columns of data, sales are recapped by stock, direct and total.
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To run the Sales Summary Report, enter the month and year that you want the report to recap. Enter the date
in a MM/YYYY (i.e. 12/2004) format. A series of combo boxes is displayed to guide you through the selection
process.
Before you begin your selection, you must first decide how you want to see your Profit Center sales broken down
or subtotaled. For example, do you want to see the grand total of sales for a particular period with no subtotals?
(No break down) Do you want to see the total Profit Center sales subtotaled by customer? (Single break down)
Or do you want to see the total sales subtotaled by customer and for each customer further subtotaled by
product? (Double break down)
The options that control how much a report is broken down and the type of the break down are ‘Select Report
Type’ and ‘Report Sales By’. If you want a grand total of sales with no break down, choose Total Profit Center
in both boxes. If you want to see a single break down report, choose Total Profit Center for ‘Select Report Type’
and whichever break down you want to see in ‘Report Sales By’. If you want a double break down report,
choose the first break down in ‘Select Report Type’ and the second break down in ‘Report Sales By’.
You can choose from the following options in the ‘Select Report Type’ combo box:
Customer
Price Consolidation Code
Product
Report Consolidation Code
Sales Rep
Vendor
Total Profit Center
Different combo boxes are displayed next depending upon which Report Type you select. If you select report
‘By Customer’, then other drop down boxes will be available to further define your report. For example, do you
wish to list the customers by Job Account # or one total for the customer? Do you want to see totals for all
customers or one specific customer? If you select ‘All Customers’ by ‘Job Account’ the report will list each
customer in the customer file, subtotaling each job account making for a very long report. By selecting ‘Report
in Total’ and ‘Specific Customer’ the report will total all job accounts and the shop account together based on
the Name Control for the specified customer.
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Different combo boxes are displayed next depending upon which ‘Report Sales By’ option you select. Do you
need sales by Vendor for every customer (listing all vendors sold to all customers creating a report of hundreds
of pages) as shown below?
OR do you want to see sales for one vendor sold to one customer (a one page report)?
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Another example of what the Sales Summary Report can generate is the bottom-line dollar amount (not broken
into categories) for total business during the specified billing month. After selecting the Sales Summary option,
enter billing month and year. You will then be prompted to select Summary Report Type. Select ‘Total Profit
Center’. In the ‘Report Sales By’ option, select ‘Total Profit Center’ from the drop down box. Click the
appropriate command button at the bottom of the screen to preview, print or export the report. A copy of the
Sales Summary by Total Profit Center is shown below.
The selection process for the Sales Detail and Sales Trend reports works the same as the Sales Summary
report. See these sections for more details and examples.
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Sales Detail
The Sales Detail Report recaps sales register line item detail within a variety of categories. In addition to the
standard reporting options, the Sales Detail Report allows you to display any combination of Sales, Cost, and
GP%. You also have the option to sort the report by Invoice Number, Invoice Date or Product. The Sales
Summary, the Sales Detail and the Sales Trend reports all provide sales totals within the same category
options. What distinguishes the Sales Detail report is that the results are displayed in a line item format which
includes the following fields:
Manufacturer
Catalog #
Invoice Number
Invoice Date
Salesman
Quantity Sold
Price
Cost
G/P%
The first step in producing a sales detail report is to enter a date range. Only the sales that fall on or within the
dates you select are extracted from the database and reported. Type in the beginning date (mm/dd/yyyy
format), press ‘Enter’, then enter the ending date. Remember, if you want to run detail reports that correspond
to your Day 21 month, the beginning date must be for Day 1 and the ending date must be for Day 21.
After the dates have been entered, a series of combo boxes will be displayed to guide you through the selection
process. For details on the selection process see the Sales Summary Report. Select a ‘Report Type’ from the
following categories:
By Customer
By Price Consolidation Code
By Product
Be Report Consolidation Code
By Sales Rep
By Vendor
Total Profit Center
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Different combo boxes are displayed depending upon which Report Type you select. For instance, if you want a
report by ‘Sales Rep’, the options in the next combo box ‘Select Levels of Details’ become:
All Sales Reps

Inside Sales Reps only
Outside Sales Reps only
Specific Sales Rep
Choose one of the following options for ‘Report Sales By’:
Customer
Customer Type
Product
Vendor
For this example, Report Sales By ‘Product’ was selected and the next combo box specifies whether the details
will be by ‘All Products’ or by a ‘Specific Product’. For this example, ‘Specific Product’ and from the next drop
down box ‘COND EMT-3/4’ were selected.
Three Sort Groupings are available:

Invoice Number
Invoice Date
Manufacturer Code/ Catalog Number
For this example ‘Invoice Date’ was selected which leads us to the next box where you have the option to
choose the ‘Data to View’ in the report. You may choose to report any (or all) combinations of sales, cost and
gross profit percentage. For instance, if you were running a report for a customer, you would not want to show
cost and gross profit percentage. In this example, all three views have been selected. Once you have made
all of your selections use the buttons at the bottom of the screen to preview, print or export the report.
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Below is a printed copy of the Sales Detail Report for one Sales Rep, over a three month period, for a specific
product.
Run Date: 07/14/2005

1000
CED WESTLAKE
Page 1 Of 1
** Sales Rep – Product **
By using this same report, we can change the Report Type to ‘Product’, search for the ‘Specific Product’ of
COND EMT-3/4 by ‘Customer’, reporting “In Total” by Name Control and sort by ‘Invoice Date’ (shown below).
We have also asked that the ‘Data to View’ show sales, cost and GP%. This report will show all the customers
who have purchased COND EMT-3/4 over the specific time period.
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Below is a printed copy of the Sales Detail Report we just created by Product and Name Control.
The selection process for the Sales Summary and Sales Trend reports work the same as the Sales Detail
report. See these sections for more detail and examples.
Sales Performance
This report is based upon sales goals established in the Table Maintenance Menu Performance Table*. For
each product, customer, vendor or salesman that is set up in the performance tables, actual month-to-date and
year-to-date sales and gross profit data are reported against the goals you established.
When you first enter this report a dialog box appears to select the type of performance report you want:
Customer Sales
Outside Sales Rep
Inside Sales Rep
Vendor Sales
Product Sales
*For more information on the Performance Tables refer to the Chapter 4. Table Maintenance.
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For the sales performance type selected, the report will display month-to-date and year-to-date actual sales
against target sales that you forecasted for each customer, product, salesman, or vendor. Also displayed is the
percentage of the goal(s) achieved. Actual year-to-date gross profit percentage is reported next to the G/P%
goal set. Once you have completed making your selections use the buttons at the bottom of the screen to
preview, print or export the report.
Sales Trend Reports
Trend Reports summarize the last twelve months' sales and gross profit totals in each of twenty reporting
categories. The purpose of the reports is to analyze sales and profit over a period of time, highlighting any
seasonal and other activity trends. Three types of trend reports are available:
Sales Trend Reports recap stock, direct and total sales

Gross Profit-Dollar Trend Reports recap stock, direct and total gross profit dollars
Gross Profit-Percentage Trend Reports recap gross profit percentage
To run a Trend Report enter the ending period through which you want the report to recap. Enter the date in a
MM/YYYY (04/2004) format. Select the Trend Category:
Sales
Gross Profit-Dollar
Gross Profit-Percentage
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The same series of combo boxes that are used in the Sales Summary and Sales Detail Reports are displayed to
guide you through the report selection process. For more details and examples see the Sales Summary Report
and the Sales Detail Report.
For example, if you want to run a Sales Trend Report by the category of ‘Gross Profit – Percentage’, the next
drop down combo box offers you a variety of ways to run the report:
Customer
Product
Sales Rep
Vendor
Total Profit Center
When ‘Total Profit Center’ for the Report Type and ‘Total Profit Center’ for the ‘Report Sales By’ are selected,
the Trend Report gives the user the bottom-line dollar amount (not broken into categories) for total business
during a twelve month period showing the total percentage of sales by stock, direct and total. Once you have
completed making all your selections use the buttons at the bottom of the screen to preview, print or export the
report.
The following report is shown by the Trend Category of ‘Gross Profit Percentage’, with the Report Type of ‘Total
Profit Center’ and the Sales being reported by ‘Total Profit Center’.
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Sales Trend Graph
Sales Trend Graphs summarize the last twelve months' sales and gross profit totals in each of twenty reporting
categories. The Sales Trend Graph is identical to the Sales Trend Report except that the information is
displayed as a 2D or 3D Graph.
To run a Sales Trend Graph, enter the ending period through which you want the report to recap. Enter the
date in a MM/YYYY (04/2005) format. Select a Graph Type and the next combo box allows you to select Report
Type by:
Customer
Product
Sales Rep
Vendor
Total Profit Center
Once the graph and dates have been entered, a series of combo boxes will be displayed to guide you through
the selection process. Different combo boxes are displayed depending upon which report type you select. For
example, if you want to run a Sales Trend Graph by the Report Type of ‘Gross Profit – Percentage’, the next
drop down combo box offers you a choice of ways to report the Sales by:
Customer
Product
Sales Rep
Vendor
Total Profit Center
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If you select ‘Total Profit Center’ as the Report Sales by, the Trend Graph will show a total percentage of sales
for the Profit Center by stock, direct and total over a twelve month period. Once you have completed making all
your selections use the buttons at the bottom of the screen to preview, print or export the report.
The following report is shown by the Trend Category of ‘Gross Profit Percentage’, with the Report Type of ‘Total
Profit Center’ and the Sales being reported by ‘Total Profit Center’.
3D View shown below 2D View Shown Below
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Direct Sales
This report recaps direct sales activity for products within a period that you specify. The primary purpose of this
report is to highlight sales, gross profit and the number of times a product was sold direct.
For a product to be listed on this report it would have to have a sales type ‘D’ and been sold within the dates you
selected. The report displays the total quantity shipped, total sales amount, total cost amount, gross profit
percentage and the number of times sold within the dates selected. If the number of items extracted is more
than can be displayed on the screen at one time, you can use the scroll bar at the right of the screen to move up
or down through the list.
After you click on the Direct Sales option, enter the dates for which you want to review direct sales activity and
click the Display button. The report results will be displayed on the screen. Use the buttons at the bottom of the
A printed copy of the report is shown below.
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Non Stock Sales
This report is intended to recap sales activity for ‘X’ items within a period that you specify. This report highlights
frequently sold products that you may want to consider stocking on a regular basis. This report uses the same
procedure and screen display as the Direct Sales Report. The only difference is that only line items with a type
‘X’ are displayed. Use the buttons at the bottom of the screen to preview, print or export the report.
Customer Reports
Customer Product Mix
This report allows you to view the mix of products a customer purchased during the current month and year-to-
date periods. Customer sales are rolled up into different product classifications based upon the price group
consolidation codes found in the Price Group/Consolidation Table or the report group consolidation codes found
in the Report Group/Consolidation Tables. Fifteen consolidation categories are initially provided with SPEAKS:
Building Wire Fuses

Other Wire, Grids & Cables Miscellaneous
Conduit & Raceways Lamps
Conduit Accessories Lighting Fixtures
Distribution Equipment Ballasts
Controls Builders Products
Wiring Devices Line Construction Material
Unknown
The Unknown classification is used to capture any product not assigned to a consolidation code.
The value of this report is that it enables you to spot possible sales opportunities. For example, the report
shows that the customer is buying lighting fixtures, but not lamps from your Profit Center. This information can
be given to the salesman. You also may use this information to set future sales goals for specific product
classes targeting specific customers.
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When you click the ‘Customer Product Mix’ command button on the menu a combo box appears on the screen.
Click the ‘down’ arrow at the right of the combo box to display a list of customers. Select a customer by clicking
the up or down scroll arrows until the desired customer name appears in the box. Then select between the two
Consolidation Code Types:
Price Consolidation Code (used in CEDNet for pricing)

Report Consolidation Code (only used in SPEAKS for grouping products by type, but must be
maintained in CEDNet)
Once you have made all of your selections use the buttons at the bottom of the screen to preview, print or
export the report. The Customer Product Mix screen displays the results of the report. Within each of the
product classifications month-to-date and year-to-date sales are reported. The product classifications are
presented top to bottom, from highest year-to-date mix percentage to lowest.
The report shown below is by Price Consolidation Code.
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The report shown below is by the Report Consolidation Code.
Customer Service Summary / Update Norm
The ‘Customer Service Summary’ provides three service and quality ratings to measure your Profit Center's
performance. Each of these percentages is calculated based on the specified billing month and reports month-
to-date and year-to-date values.
Product Availability recaps the percentage of orders placed that could be filled by your current on-
hand stock levels. This percentage is an indication of your ability to fill a customer's order with your
current inventory level.
Error Rate tracks the number of customer credit memos issued as a percentage of the total
number of sales processed. This report helps you identify problems with incorrect billing,
inaccurate shipping or selling the wrong product to a customer.
Prompt Customer Billing recaps the percentage of sales registers billed no more than one day
after shipment. The quicker you can bill your customers, the quicker they are likely to pay. This
percentage suggests how efficiently your office and sales staff are processing your sales.
The summary also contains a "norm" column. The norm column displays the goal you set for each of these
service areas. To establish or change norm percentages, click the ‘Update Norms’ command button at the
bottom of the screen. A Customer Service Norm Table will be displayed on the screen. The table includes only
two fields:
Quality Category
Norm Percentage
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You may review and edit the norm percentage for each category. To enter "95%" you enter it as ‘95’ and when
you are finished, save the information before you ‘Return to Reports Menu’.
Since this report uses the current on-hand quantity for each product as a basis for its calculations, it is a good
idea to import a new product file from CEDNet before running the report.
To run the report you must first enter the billing month (MM/YYYY format). Once you have entered the report
date, you can use the buttons to preview, print or export the report.
Below is a copy of the printed report.
Customer Service Level Detail Report
The ‘Customer Service Level Detail Report’ lists stock product by customer invoice where the On-Hand Quantity
did not meet the Order Quantity. The On-Hand-Quantity comes from your Product File in CEDNet. So for best
results, import a new Product File before running this report. To run the report, specify a billing date range, and
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use the buttons at the bottom of the screen to preview, print or export the report. A sample report is shown
below.
Customer Lien Tracking
This report provides the capability to easily identify monies owed on a lien filed against a job. It generates a list
of invoice numbers and totals for a specified customer account number during a specified date range.
When you click this menu option a dialog box is displayed prompting you for the date range and the customer
account number. When you have completed your selections, use the buttons at the bottom of the screen to
preview, print or export the report.
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Below is a copy of the report.
Customer PO
This report allows you to review sales by customer purchase order number through two different report
versions:
Summary version includes:
Billing Date
Invoice Number
Invoice Total (for each sale associated with the specified customer PO)
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Detail version includes:
Manufacturer Code
Catalog Number
Product Description
Ship Quantity
Unit of Measure
Price Extension
Select a customer account number from the drop down list box, select the customer’s purchase order and
whether to view by Summary or Detail. Once you have made all of your selections use the buttons at the
bottom of the screen to preview, print or export the report.
A note of warning regarding PO numbers: A PO number associated with more than one invoice must be keyed
identically on the separate invoices in CEDNet. Otherwise, the variations of that PO number will appear in the
combo box as separate PO numbers in this report, which means you will not get a complete list of all the
invoices for the PO you specified.
If you encounter such keying inconsistencies in PO numbers, you can run this report more than once, selecting
each variation of the same PO, and then total the results. Or open the SPEAKS User Database from the
Start/Programs/SPEAKS and modify the PO numbers in your Sales Summary Table and Invoice Detail Table.
Re-run this report. Please contact the SPEAKS Help Desk if you need assistance.
A copy of the ’Customer PO Summary Report’ is shown below.
Customer List
This report sorts the customer table by salesman, and allows you to review which customers are assigned to
which salesman. Prior to running this report, import a new Customer File from CEDNet. This insures that the
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report is extracting the most recent salesman assignments and picks up any new customers. Select between
‘All Sales Reps’ or ‘A Specific Sales Rep’. If you click on the specific sales rep option, a combo box will display
the numbers of the available salesmen to choose from. Click on the sales rep's number you want to review.
The customers for each salesman are presented in account number order. Once you have made all of your
selections use the buttons at the bottom of the screen to preview, print or export the report.
A copy of the ‘Customer List by all Sales Reps’ is shown below.
Support Tools
Customer Labels
Use this menu option to print mailing labels for either all of your customers or customers of a specific type. The
mailing labels use Avery Label No. 5160 as its standard format (1" x 2 5/8", 3 labels per row, 10 rows per page).
This is a common label format that should be readily available at your local stationary or office supply store.
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Before creating labels, import a current customer file from CEDNet. To print mailing labels, use the mouse to
select either ‘Print All Customers’ or ‘Print a Specific Customer Type’. If you select customer type, a combo box
is displayed with available customer types from which to choose. Select the customer type you want. Once you
have completed your selections, you may use the buttons at the bottom of the screen to preview, print or export
the labels.
A copy of a partial sheet of labels is shown below.
Shelf Labels
Shelf Labels for your warehouse shelves are created using the information found within your Product Table from
CEDNet. You may want to import a new Product File from CEDNet prior to creating shelf labels to get the most
recent product information.
Three print options are available:
Print Labels for All Products will allow a label for each product contained in your Product Table to be
produced.
Print Labels for a Vendor's Products will allow you to select the vendor for which you want to print product
labels.
Print a Label for a Specific Product will allow the selection of an individual product.
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Once you have completed your selections, you may use the buttons to preview, print or export the labels.
The labels contain the following information:
Product's Vendor Code

Catalog Number
Product Description
Min / Max Quantity
The product shelf label produced by SPEAKS uses the Avery Label No. 5162 as its standard format (1-1/3" x 4",
2 labels per row, 7 rows per page). This is a common label format that should be readily available at your local
stationary or office supply store. A partial copy of one page of warehouse ‘Shelf Labels’ is shown below.
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Vendor and Products
Vendor Performance
This report allows you to review vendor performance indicators. Since it is based upon the Product Table, you
may want to import a new Product File from CEDNet before running this report. This will insure that the most
current product information is available for review.
Select ‘Click to Display Vendor Performance Metrics’ to recap vendor performance. Lead time for each vendor
is reported in two columns. The first column shows lead time averaged for each vendor's product based upon
the last nine orders placed. The second lead time reported is an average based upon the time it took to receive
the last order placed for each product. An average fill rate also is reported for the last order placed. An order is
considered "filled" only if all of the initial purchase order quantity was received at once. The final column reports
the number of stocking products carried for each of the vendors listed. Use the buttons at the bottom of the
Shown below is a partial page of the ‘Vendor Performance Report’.
Run Date: 07/26/2005 CONSOLIDATED ELECTRICAL DISTRIBUTORS, INC CONFIDENTIAL
1000 VENDOR PERFORMANCE

CED WESTLAKE As of 06/02/2005 Page 1 of 3
FOR EACH STOCKING PRODUCT
AVG LEAD TIME AVG LEAD TIME - AVG FILL RATE % - NUMBER OF
MFG CODE LAST NINE ORDERS LAST ORDER LAST ORDER PRODUCTS
ORBIT 3 2 100.0% 2
CARSN 10 6 100.0% 1
PRES 6 4 100.0% 14
HOFF 5 3 100.0% 45
DOGAN 16 16 83.3% 6
CPL 6 4 100.0% 20
FLEX 3 4 94.1% 17
WATT 6 5 100.0% 7
WM 9 9 100.0% 32
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Product Availability
The ‘Product Availability Report’ recaps how quickly on the average each vendor fills your orders. Prior to
running this report, import a new Product File from CEDNet. Select the period within which purchase orders
and their corresponding receiving dates are reviewed. Once you have completed your selections, you may use
the buttons to preview, print or export the reports.
The report recaps the percentage of total orders that the vendor filled in one week, two weeks, three weeks or
four weeks and over. This information can be used to give feedback to vendors and help you to select vendors
that give prompt service.
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Shown below is a partial page of the ‘Product Availability Report’.
Product Min/Max
This report gives you a quick way to gauge the status of your inventory with respect to product demand. It's a
good idea to import a new Product File from CEDNet before creating the report. The following information is
given on this report:
MFR/Catalog Number
Description
Setup Date
On-Hand-Quantity
CEDNet Calculations
Minimum Quantity
Maximum Quantity
Unit of Measure
The report flags any product that is above its ‘max’ or below its ‘min’ indicated by the +/- in the last column. Use
the buttons at the bottom of the screen to preview, print or export the report.
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Shown below is a partial page of the ’Product Min/Max Report’.
Stock Service Level

This report evaluates how effectively you have filled past orders and projects how effectively you may fill future
orders.
When ‘Stock Service Level’ is selected, first enter the dates in which sales data is to be reviewed. You may
review Line Item Fill Rates and Service Levels for a single day, week, month, year or any other period.
There are three different report options:
Total Profit Center

Vendors
Customers
Current Activity for stocking products is recapped in the first four columns of data on the report:
Total number of stock line items

Total number of line items successfully shipped from stock
Total number that were subject to back order
Line Item Fill Rate percent
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The Line Item Fill Rate reflects the percentage of orders filled in relation to the total number of orders placed.
The first indicator, the ‘Line Item Fill Rate’, examines each sales register's line item (within a time period you
select) to determine if a back order was taken.
Future Activity projecting your ability to fill future customer orders based upon current inventory levels is
reported in the last two columns.
The Stock Service Level ratio calculates the percentage of time your ‘current’ on-hand quantity
would be able to fill stock orders placed within the time period you specified in the report.
The Stock/Special Service Level ratio calculates the same percentage for stock and special
orders.
Since both percentages use on-hand quantity as the basis for their calculation, import a new Product File from
CEDNet prior to running these reports.
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NOTE: ‘Line Item Fill Rates’ reported will be higher than actual. Because this report is based upon orders
processed through CEDNet, it does not include information about customers who inquired about price and stock
availability, were told that the item they were looking for was not in stock, and took their business elsewhere. It
also does not include back orders written but not entered into CEDNet until the back order was shipped
complete.
Once you have made all of your selections use the buttons at the bottom of the screen to preview, print or
export the report.
An example of the ‘Stock Service Level Report’ run by the ‘Total Profit Center’ option is displayed below.
An example of the ‘Stock Service Level Report’ run by ‘Customers’ is shown below.
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Chapter 4. SPEAKS Table Maintenance
Overview
A "table" is where SPEAKS stores its data. The options found on the Table Maintenance Menu allow you to
change, add or delete data from any one of eight tables. The tables available are:
Customer
Customer Type
Product
SPA
Price Group/Consolidation
Report Group/Consolidation
Sales Rep
Performance
Seven of the tables provide you with the means to track and report sales by customer, product, commodity
code, sales rep, customer type or the performance of sales and profit goals you establish. The SPA table
allows you to set up and process Special Pricing Agreements in SPEAKS. The information maintained within
Table Maintenance can be updated in three different ways: automatically when you import new CEDNet data
sets, during the SPEAKS Month-End process or manually by you.
A Word of Caution
The previous paragraph listed several ways data can be changed in your tables. You can edit, add or delete
records in every table. This gives you maximum flexibility when using this system. However, be careful how
and when you use these features. Tables that reside in CEDNet, such as the customer table, should be
changed in CEDNet and re-imported into SPEAKS; otherwise the data you altered in SPEAKS will get over
written the next time you import the data from CEDNet. The information that should be maintained in CEDNet
includes:
Customer Table
Product Table
Price Group Table (Price Group Code and description only)
Report Group Table (Report Group Code and description only)
The Consolidation Code must be maintained in SPEAKS.
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As a rule, the same data entry rules that apply to CEDNet also apply to Table Maintenance in SPEAKS. When
you select a table to maintain, the records within that table are displayed one at a time on the screen. The
"forms" used to display the table data have several features you are familiar with. Each field within the record is
set up with specifications to which the data entered must conform. For example, a sales rep's number is limited
to four places, just as it is on Form 1035. If you try to enter a five-digit sales rep number, the program will beep
and display an error message to inform you that the input is not a valid sales rep number. If this occurs, look at
what you entered and revise it accordingly.
Each of the eight tables provides the same maintenance commands allowing you to edit, add, find, or delete
entries. These commands are described below:
The EDIT button allows the user to change information displayed on the screen. Before you can edit a record,
you must first use the FIND command (described below) to load the record to the screen. Then, click the
edit button and using the mouse, point to the field you would like to edit and click. A flashing cursor will
appear allowing you to make changes. When you have finished editing the record, click the Save button.
The ADD option allows you to add a record to the table. When you click this command button, you'll notice the
cursor is now flashing in the first empty field on the form. Simply type in the data and press ‘Enter’. The cursor
will move to the next open field. Keep entering data until all fields have been completed. Then click the Save
button.
The FIND command button allows you to search through a table containing many records and find the one you
are looking for. When you click the ‘Find’ command button, a dialog box will be displayed asking you to select
what you are searching for. For instance, if you are looking for information regarding a specific product, you
would click on the drop down menu for manufacturer code, make your selection and then click on the drop down
menu for the catalog number to select a specific product. After selecting the appropriate criteria click the
Continue button to display the record.
The DELETE command button allows you to delete the record currently displayed on the screen. You may use
the FIND command to load the record to the screen. When you click the ‘Delete’ button, a dialog box will appear
asking you to confirm that you really intend to delete the record. If you did, click on "OK". If you did not want to
delete the record, click on "Cancel". Once you have confirmed your deletion the deleted record cannot be
recovered, unless it is contained in a backup of your database.
Each form has a RETURN to Table Maintenance Menu button. Click it to return to the Table Maintenance
Menu.
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Standardization
The key to the successful capture and transfer of information to SPEAKS is standardization. This is especially
important for the entries made to record non-stock and direct sales. The procedures outlined below and in
Chapter 5, System Maintenance, will enable you to consistently capture sales data by inside salesman,
customer type, name control, Report Group Code, Price Group Code, non stock and direct products. Without
implementing these procedures, the value of the information generated by SPEAKS will be limited. Thus these
procedures must be understood and applied consistently by all members of the Profit Center's staff, otherwise
the data reported by SPEAKS will be much less useful for analyzing the Profit Center’s activities.
Although the customer and product files already contain many types of information, there are some procedures
you can establish which will further expand this information and make it more useful to your operation. The
following paragraphs discuss some of the key data elements of the CEDNet customer and product files that can
greatly enhance the accuracy and completeness of SPEAKS reports.
Customer Table
The CEDNet Customer File is the basis for this table. The Customer Table contains various information for
each customer including account number, name, address, shipping address, phone number, matrix number and
tax codes. It also includes sales rep number, customer type and name control fields that are critical to several
standard reports and queries produced by SPEAKS. The sales rep number allows you to extract data by
salesman. Customer Type allows you to classify the customer as an electrical contractor, industrial,
government, utility, etc. The name control field is used to link job accounts under a single customer. Thus, if
you had a customer that has ten active job accounts, you now can get one sales total for all ten accounts by
assigning them all the same Name Control.
Remember that if you make a change to any field or record in this table that change will be lost the next time
you import a new customer file from CEDNet. It is therefore strongly recommended that you only make
changes to this data in CEDNet and then import the newly changed files into SPEAKS.
Customer Type Table
A Customer Type Table allows you to classify sales made to a specific classification of customers such as an
electrical contractor, industrial, government, utility, etc. In the CEDNet Customer File, a four-character customer
type code is available to designate each customer's type. SPEAKS provides a standard breakdown of nine
basic customer types. Although you can change, delete or add additional customer type codes if you wish it is
recommended that you use this list since it is identical to the one you are required to report on your annual
forecast:
Customer Type
Code Customer Type
CASH Cash Sales
COM Electrical Contractors - Commercial
GOV Government
IND Electrical Contractors - Industrial
RES Electrical Contractors - Residential
MRO Industrial - MRO (Maint. & Repair Oper.)
OEM Industrial - OEM (Orig. Equip’t Mfr)
OTH Other
UTIL Utilities
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Remember, for reports and queries involving customer type to be meaningful, each customer on your CEDNet
system must be assigned a Customer Type. If you haven't already, take the time to review each customer using
the ‘Maintain Customer File’ options in CEDNet. Once each customer has been assigned a type, extract a new
customer file data set from CEDNet and import it into SPEAKS. You may use the ‘Update Codes’ feature found
in the System Maintenance Menu of SPEAKS to replace existing customer type codes contained in your sales
history with the codes found on the new customer table.
To Add a new Customer Type:

1. From the Main menu in SPEAKS
2. Go to Table Maintenance Menu
3. Click Customer Type Table
4. Click Add button
5. Enter Customer Type Code and Description and click Save
To Modify an existing Customer Type:

1. In the Customer Type Table, Click Find button
2. Click the arrow in drop down box and select the Customer Type you want to modify
3. Click Continue
4. Click the Edit button, make your changes, and click Save
Performance Tables
Four performance tables are available in SPEAKS. These tables allow you to select individual customers, sales
reps, vendors or products and to establish monthly sales and gross profit goals for each. These tables are then
used by the Sales Performance Report to compare actual sales and gross profit percentage against the goals
you set in these tables.
When you click the Performance Tables command button, a dialog box will appear listing the sales goal tables
available for review. Place the mouse pointer over the option button corresponding to the table you want and
click. Once selected use the command buttons at the bottom of the screen to “Add” a new goal or “Find” an
existing goal you wish to change.
The next field sets the monthly total sales (stock plus direct) goal. The last field sets the Gross Profit
percentage goal. Enter a percentage number. For example, 22 to set a goal of 22%. Four sales goal tables
are provided:
In the Goal Table - Customer form the ‘Name Control’ assigned to each customer is used to identify
the customer you want to track. Select a Name Control by clicking on the down arrow to display the
list.
The Goal Table - Product allows you to select individual products and track their performance
against your sales and profit goals. To identify a product, both the manufacturer code and the
catalog number are requested. Click the button with the three dots to the right of the MFR Code
field. In the pop-up box displayed, click the first down arrow to select a MFR and the second down
arrow to select a catalog number.
The Goal Table – Sales Rep allows you to identify specific inside or outside salesmen and track
their overall performance. Click the down arrow to specify a Sales Rep.
The Goal Table - Vendor enables you to track the sales made for a specific vendor's complete
product line. Click the down arrow to specify a MFR.
Click on the Return to Table Maintenance command button to exit this screen.
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Product Table
The CEDNet Product File is the data source for this table. The Product Table contains various information for
each product including manufacturer code, catalog number, and product description. It also includes fields for a
Price Group Code and Report Group Code, most recent FIFO layers and Min/Max quantities that are critical to
several standard reports and queries produced by SPEAKS.
The Report Group Code field is used to report sales activity by product classification. Price Group Codes field is
used to report sales activity by price classification. This can provide valuable information not only regarding
your Profit Center's inventory mix, but also the mix of products individual customers are buying. This
information can be used to identify a sales opportunity by noting what the customer is not buying. For example,
a customer may be buying lighting fixtures from you but is not buying lamps for these fixtures. The Min/Max
quantities are used on the Min/Max report while the FIFO data is used for some Customer Service Report
calculations.
NOTE: The Product Table is replaced each time you import a new product file from CEDNet. It is therefore
strongly recommended that you only make changes to the data in CEDNet and then import the newly changed
file into SPEAKS.
Sales Rep Table
Several standard reports, queries and graphs recap sales data for both inside and outside sales reps. Both the
Sales Summary Table and the Sales Detail Table have an inside and outside sales rep's number attached to
each sales record. The purpose of the Sales Rep Table is to attach a person's name to the number. It also
identifies the sales rep as either inside ("IN") or outside ("OUT").
An outside sales rep's number is assigned by your Service Center. For an inside sales rep, you can give them
any four-digit number you want as long as it does not duplicate a number already assigned in your Profit Center.
To capture data by inside sales rep review the procedures regarding the sales register's "Written By" field in the
CEDNet Manual.
To Setup the Sales Rep Table

1. From the SPEAKS Main Menu click into Table Maintenance
2. Click Sales Rep Table
3. Click Add
4. Specify Sales rep information and click Save
5. Repeat until all sales rep information has been added to SPEAKS
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SPA Table
"SPA" is short for a ‘Special Pricing Agreement’. Typically this is an agreement reached between CED and a
at a loss and files a claim against the vendor to recoup an agreed upon rebate. SPEAKS incorporates a feature
that helps reduce the time it takes to compile, compute and process SPA agreements; however, we do
recommend that you use the SPA Module in CEDNet whenever possible. This table is used to identify potential
eligible transactions that are fed into a claim form.
SPA Contracts
The unique identifier for SPA Contracts is a combination of Manufacturer Code and Contract Number. The SPA
Contract Start Date and Contract End Date are required fields to be entered during creation of new SPA
Contracts. The date format entered should be mm/dd/yyyy.
The starting point of this process is to set up specific information relating to each agreement in the SPA Table.
The top portion of the screen provides information relating to a single SPA agreement. You must enter a valid
MFG (manufacturer) code and Contract Name to identify the vendor. SPEAKS provides for only one MFG code
per agreement, so if you have identified a vendor under more than one MFG code (e.g. AB and ABPLC) each
vendor code must be set up under a separate agreement. You also must enter a SPA Contract number. This is
the agreement number you have with the vendor. The name associated with the contract and the vendor price
list version that is used to compute the claim also may be entered.
Different vendors use different methods for computing SPA claims. SPEAKS supports two different formats.
Most lighting vendors (GE, Sylvania) use a single multiplier applied to distributor cost as one component of the
rebate formula. Other vendors (AB, SQD) use two multipliers (into stock and contract) against a list or base
price to compute their claim amounts. In the "# of Multipliers" field you must enter "1" if the contract uses the
single multiplier convention or "2" if it uses two multipliers.
Additional optional fields that may be entered are the vendor's corporate CED account number, the vendor's
Profit Center account number, contract begin and end date and vendor salesman. One field that is mandatory is
the "Use FIFO (Y/N)” field. This option is only available with single multiplier agreements. If you enter "Y", the
FIFO cost used at the time the product was sold will be automatically brought into the Review SPA Claim
window. If you enter "N", you will be required to manually enter a FIFO or distributor cost into the claim form.
The middle portion of the form is used to

identify specific customer accounts that
are eligible for rebates under this
agreement. There is no limit to the
number of accounts you may set up. If a
customer has multiple job accounts
eligible under the terms of the
agreement, you must enter each account
separately. Once a month you should
review any new accounts set up to see
whether they should be added to the
SPA contract table. For more information
on processing SPAs in SPEAKS, turn to
Chapter 7. “Understanding SPAs” of this
manual.
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Overview of Price Group/Report Group/Consolidation Codes
You can import Price Group and Report Group Codes directly into SPEAKS from CEDNet. These codes are
maintained in your CEDNet Product file. Each Report Group Code and Price Group Code in SPEAKS must
have a Consolidation Code assigned to it in order to be included in reporting. Consolidation Codes must be
maintained in SPEAKS as they do not exist in CEDNet. If SPEAKS detects new group codes in the import
batch, the list can be printed from the Import Status screen in ‘System Maintenance’. Consolidation Codes can
then be assigned as appropriate in the price group or report group tables on the SPEAKS Table Maintenance
Menu.
Consolidation Codes serve as larger roll-up codes for the Group Codes. Reports in SPEAKS run at the
Consolidation Code level, not the Group Code level. Group Codes are used to categorize a product into a
group with other similar products.
Fifteen consolidation code levels are shown below:

Product Classification Commodity Code Range Cons. Code
Unknown 0000 or blank 0000

Building Wire 0110-0112 0110
Other Wire, Grids & Cables 0120-0999 0120
Conduit & Raceways 1000-1999 1000
Conduit Accessories 2000-2999 2000
Distribution Equipment 3000-3999 3000
Controls 4000-4999 4000
Wiring Devices 5000-5999 5000
Fuses 6100-6199 6100
Miscellaneous 6200-6999 6200
Lamps 7100-7199 7100
Lighting Fixtures 7200-7399 7200
Ballasts 7400-7999 7400
Builders Products 8000-8999 8000
Line Construction Material 9000-9999 9000
Take the time to review the Consolidation Codes above that come with SPEAKS. These codes might not meet
all your needs, but they probably provide a good starting point. If you want to make changes to either of these
tables, be sure that Consolidation Codes are updated to reflect the changed Report Group Codes and Price
Group Codes. Click the drop down box found to the right of the Consolidation Code field to display a list of valid
Consolidation Codes present in your system. You may add additional Consolidation Codes if you want a more
specific level of reporting. You may also delete Consolidation Codes; however, the system will not allow you to
delete a Consolidation Code if it is currently assigned to a Group Code. Likewise you cannot assign a
Consolidation Code unless it is present on the table.
Price Group/Consolidation Table
Price Group Codes and Price Consolidation Codes are used to run reports in SPEAKS by Price Group. Price
Group Codes are used to report by price groupings as opposed to product type groupings. Each Price Group
Code in SPEAKS must have a Consolidation Code assigned to it in order to be included in SPEAKS
reporting. For more information, you may refer to the File Maintenance chapter of the CEDNet Systems
Training Manual. If you would like to print a list of all Price Group Codes and Price Consolidation Codes,
contact the SPEAKS Help Desk.
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The maintenance screens for the Price Group Code / Price Consolidation Code Tables are consolidated into
one screen as shown below with the Maintain Price Group Code option selected. Note that the lower half of the
screen changes according to the maintenance option selected.
Price Group/Consolidation Maintenance
To Maintain Price Group Codes:
1. From the SPEAKS Main menu click into Table Maintenance

2. Click Price Group/Consolidation Table
3. Select Maintain Price Group Codes
4. Click ‘Find’ to locate the Price Group Code to be modified
5. Click the arrow in drop down box and select the Price Group Code to modify. Click ‘Continue’
6. Click ‘Edit’ to modify the Price Group
7. Click ‘Save’ when changes are complete
To Maintain Price Consolidation Codes:

3. Select Maintain Price Consolidation Codes
4. Click ‘Find’ to locate the Price Consolidation Code to be modified
5. Click the arrow in drop down box and select the Price Consolidation Code to modify. Click ‘Continue’
6. Click ‘Edit’ to modify the Price Consolidation Code
To Add Price Group Codes:

4. Click ‘Add’ button
5. Enter new Price Group Code, Code Description and Price Consolidation Code then click ‘Save’
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To Add Price Consolidation Codes:

5. Enter new Price Consolidation Code and Code Description and click ‘Save’
To Delete Price Group Codes:

If any Consolidation Code is still associated with the Price Group Code to be deleted the system will not allow
you to continue.
4. Click ‘Find’ button
5. Click the arrow in drop down box and select the Price Group Code to delete. Click ‘Continue’
6. Click the ‘Delete’
7. A message will appear “Are you sure you want to delete the current record?”
8. Select ‘Yes’, once the record is deleted, it can not be recovered
To Delete Price Consolidation Codes:

If any Price Group Codes are still associated with the Consolidation Code to be deleted the system will not allow
you to continue.
5. Click the arrow in drop down box and select the Price Consolidation Code to delete. Click ‘Continue’
Report Group/Consolidation Table

Report Group Codes and Report Consolidation Codes are used to run reports in SPEAKS by Report Group
(product type). If you maintain Report Group Codes in your Profit Center and plan to run SPEAKS reports
based on these, you should verify that these Consolidation Code assignments are acceptable to you. It is
suggested that you try to remain as close as possible to the commodity code structure provided in the SPF
(Standard Product File). A copy of the Standard Product File can be found in the Appendices of CEDNet
Training Manual.
SPEAKS then uses the Report Group Codes to group sales into various categories such as lighting, fixtures,
distribution equipment, wire, conduit accessories, etc. This information is valuable when analyzing what
products a customer is, or isn't, buying, and in determining the makeup of your inventory.
If you would like to print a list of all Report Group Codes and Report Consolidation Codes, contact the SPEAKS
Help Desk.
The maintenance screens for the Report Group Code / Report Consolidation Code Tables are consolidated into
one screen as shown below with the Maintain Report Consolidation Codes option selected. Note that the lower
half of the screen changes according to the maintenance option selected.
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Report Group/Consolidation Maintenance
To Maintain Report Group Codes:

2. Click Report Group/Consolidation Table
3. Select Maintain Report Group Codes
4. Click ‘Find’ to locate the Report Group Code to be modified
5. Click the arrow in drop down box and select the Report Group Code to modify. Click ‘Continue’
6. Click ‘Edit’ to modify the Report Group
To Maintain Report Consolidation Codes:

3. Select Maintain Report Consolidation Codes
4. Click ‘Find’ to locate the Report Consolidation Code to be modified
5. Click the arrow in drop down box and select the Report Consolidation Code to modify. Click ‘Continue’
6. Click ‘Edit’ to modify the Report Consolidation Group Code
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SPEAKS 3.1
To Add Report Group Codes:

5. Enter new Report Group Code, Code Description and Report Consolidation Code then click ‘Save’
To Add Report Consolidation Codes:

5. Enter new Report Consolidation Code and Code Description and click ‘Save’
To Delete Report Group Codes:

If any Consolidation Code is still associated with the Report Group Code to be deleted the system will not
allow you to continue.
5. Click the arrow in drop down box and select the Report Group Code to delete. Click ‘Continue’.
To Delete Report Consolidation Codes:

If any Report Group Codes are still associated with the Consolidation Code to be deleted the system will
not allow you to continue.
5. Click the arrow in drop down box and select the Report Consolidation Code to delete. Click
‘Continue’.
Return to Main Menu
Click on this menu option to leave the Table Maintenance Menu and return to the Main Menu.
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Chapter 5. System Maintenance
Overview
The options found in the System Maintenance Menu allow you to perform several important tasks that help
maintain the database. Using this menu, you will import files from CEDNet, update data at month-end, maintain
information about your Profit Center, update passwords used to protect the system from unauthorized entry, and
update key data elements in your sales history.
This chapter describes the tasks required to maintain SPEAKS. Each maintenance task has a section
explaining the purpose of the task and detailed instructions to perform the task. This chapter also describes in
detail how to extract data from CEDNet, and how to import that data into SPEAKS, along with the SPEAKS
Import Status screens; special instructions for importing Group Codes; and separate instructions for importing
Customer Price Lists. A maintenance overview section provides important information to understand before
proceeding with maintenance tasks. The chapter concludes with the “Recommended SPEAKS Maintenance
Chart.” For your convenience, instructions for performing each maintenance task are included in the
maintenance chart at the end of the chapter, which may be printed and used as a handy reference guide.
To get all the benefits of the import feature, your SPEAKS Server must be on the same network as your
CEDNet Server. NOTE: The SPEAKS Server does not have to be installed as a CEDNet remote workstation.
For SPEAKS Servers that do not share the same network as CEDNet, a “Copy to Zip” option is provided.
Import
The import process in SPEAKS has been designed to make importing CEDNet data an efficient process. The
process begins on your CEDNet Server where from the Utilities Menu, you can extract multiple data sets into a
single import batch. You can extract invoices for a specified billing date or a range of billing dates into the
import batch. You can also extract purchase orders. All of the selected data is extracted to a location on your
CEDNet Server hard drive. After the CEDNet extraction process is complete, go to your SPEAKS Server,
System Maintenance Menu and import the data. NOTE: It is recommended that the Profit Center create a
routine for the import process. Some Profit Centers prefer to import each day while others prefer once a week.
If you rely heavily on SPEAKS for accurate reports, you will want to adjust your import schedule accordingly.
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Extracting SPEAKS Data from CEDNet
Data for SPEAKS can be extracted from the Utilities Menu in CEDNet. This data is written to your CEDNet
Server D: drive. If you plan to extract a large range of data you will need to make sure you have enough disk
space available on your CEDNet Server. Allow for at least 600MB of available disk space for extracting
approximately one year of data (significantly more is required for larger Profit Centers). We recommend that
you do not extract more than one year of data while users are on the CEDNet system. Large Profit Centers
should extract data in smaller batches.
Sales History contains sales that have been posted in CEDNet. The amount of history is determined by the
number of months that are set in the Systems Operational Specifications table in CEDNet File Maintenance by
the manager.
If you Post to Product File and Create Invoices for Day 21 and then later create a second batch with the same
billing day and call it Day 21A, then extracting Day 21 from CEDNet will extract both Day 21 and Day 21A. Both
batches are imported into SPEAKS as 2 separate billing day batches as they appear in CEDNet.
NOTE: The Customer File and the Product File should be imported into SPEAKS at least once a month, right
after you have completed your month-end processing in CEDNet. You should also consider using these options
whenever extensive changes have been made to either the CEDNet customer or product files that you want
reflected in SPEAKS.
To Extract SPEAKS Data from CEDNet
On the CEDNet Server Main Menu:

1. Select Option 8 – Utilities
2. Select Option 6 – Extract SPEAKS Interface Data Sets
Eleven (11) data sets are available for export:
01 INVOICED SALES REGISTERS
02 OPEN SALES REGISTERS
03 PURCHASE ORDER HISTORY
04 OPEN PURCHASE ORDERS
05 PRODUCTS/PRICES *
06 PRODUCT XREFS
07 CUSTOMER PART NUMBERS
08 CUSTOMERS
09 CUSTOMER PRICE MATRICES
10 MANUFACTURER CODES *
11 GROUP CODE TABLES
3. Press Enter to position to a data set, press the space bar to select the data set with a checkmark.
4. ‘Start Date’ and ‘End Date’ are required to be entered for Invoiced Sales Registers and Purchase
Order History. CEDNet extracts Invoiced Sales Registers based on Billing Date and Purchase
Order History based on PO Deleted Date. When imported into SPEAKS, these data sets are added
to your existing SPEAKS data. Extracts for Open Sales Registers and Open Purchase Orders are
also available, with this information being completely replaced in SPEAKS with each new extract.
5. After making selections, either press Enter through the remaining data sets, or hit the ESC key.
6. Select S-Save at the Enter Option to begin the export.
*In CEDNet, when a check mark is placed next to extract Products/Prices, Manufacturer Codes is
automatically checked as both of these data sets are automatically paired together.
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NOTE: If SPEAKS is conducting an Import, you will not be able to access the Extract SPEAKS Interface Data
Sets from the Utilities Menu in CEDNet. You will have to wait until SPEAKS has completed the import.
Likewise, if CEDNet is exporting the SPEAKS data sets, SPEAKS will not proceed with the import. You will
have to wait until CEDNet completes the export before attempting an import in SPEAKS.
To Copy Extracted Datasets to Zip Cartridge

This process allows you to use a zip cartridge to transfer the extracted data to your SPEAKS Server.
NOTE: If your SPEAKS Server is not connected to the CEDNet network and not able to access the
CEDNet Server across the network, you may use a zip cartridge to transfer the extracted data to your
SPEAKS Server by continuing with the following instructions.
1. From the Utilities Menu, select Option 7 Copy Exported \ Extracted Data Sets.
2. Under Data Sets to Copy, select 2 – SPEAKS and press Enter
3. Under Select Options, select 1 – Zip Cartridge and press Enter
4. Select S-Save at the Enter Option and copy all your SPEAKS Data onto a Zip Cartridge.
NOTE: In order to Import your data from a Zip Cartridge the import path will need to be changed. Refer to
the Admin, Import Settings section in this chapter for instructions on how to change the Import Settings.
Importing SPEAKS Data

Only an Administrative user can import data into SPEAKS. No other users may be logged on during import. If
you encounter errors during import, refer to Chapter 10. SPEAKS Troubleshooting for a list of common errors
and suggestions for completing the import.
To Import SPEAKS Data:

1. From the SPEAKS Main Menu:
2. Click System Menu
3. Click Import
4. Click “Import from Batch” to import all extracted data sets. Import status will be displayed.
5. Click OK to ‘Import Complete’ message.
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6. Click Print to print import status. (Optional. Recommended if there were import errors or warnings.)
7. Click Close.
8. Review the Import Status. If your import batch included the Group Code data, you will be notified of any
new group codes so that you can assign their respective Consolidation Codes in SPEAKS.
9. An Import Validation Report will print for each Billing Day imported into SPEAKS.
For a detailed explanation of import status and messages displayed during the import process, refer to
“Understanding SPEAKS Import Status” in Chapter 11.
Importing Customer Price List

To import a Customer Price List, the files must first be extracted from the Pricing Menu in CEDNet onto a 3½“
floppy diskette. This is because the CEDNet export for the Customer Price List is found in a menu which is
unrelated to the SPEAKS Extract in the Utilities Menu of CEDNet. Therefore the Customer Price List is not
included in the SPEAKS import batch. The Import Customer Price List button in SPEAKS is, however, located
on a same screen. The complete instructions to import a Customer Price List are provided below for your
convenience.
To Import a Customer Price List:
1. Extract Customer Price List from the Pricing Menu in CEDNet onto a 3½“ floppy diskette.
2. Login to SPEAKS.
3. Click System Menu.
4. Click Import.
5. Click Import Customer Price List.
6. Insert diskette into SPEAKS Server A: Drive and click OK.
Process Month End

You should run this option before you import sales data from a new billing month. Month-end performs several
important functions (listed below). Keep in mind that your SPEAKS database will contain hundreds of
thousands of records. This is an immense database, and if not managed properly, the time it would take to create
a report or query could be extremely slow. The Month-End process is intended to manage the database and
to make it run efficiently.
Two suggestions relating to this option. First, run the Prepare for New Month option in CEDNet and run the
Process Month End option in SPEAKS. Second, prior to running Process Month End in SPEAKS, you may wish
to run selected reports and queries that are more useful if a full month's data is included. Several queries and
reports recap "month-to-date" sales and profit figures and once you proceed into the next month the activity
from the current month is moved into a "year-to-date" column. Thus, if you want to review sales and gross profit
through the end of the month run your reports and queries prior to Process Month End.
Process Month End does the following:

Deletes all sales registers and corresponding import control records older than 2 years.
Deletes all PO records older than 2 years.
Deletes all login records older than six months.
Deletes all inactive Manufacturer, Products and Customer records with no remaining sales.
Deletes all Manufacturer Goal records that no longer have associated Manufacturers.
Deletes all Customer Goal records that no longer have associated Customers.
Deletes all Product Goal records that no longer have associated Products.
Deletes all Salesman Goal records that no longer have associated Sales Reps.
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To run Process Month End:
Before proceeding, make sure you back up your SPEAKSDATA database.

1. From the SPEAKS Main Menu
2. Click System Menu
3. Click Process Month End
4. Specify the new Billing Month and click Process Month End
5. If you have backed up your SPEAKSDATA database, at the prompt ‘Before continuing, back up data
files’ click OK.
Update Codes
There are occasions where you may want to make changes to your Price Group Codes, Report Group Codes,
Customer Type or Name Control conventions. The codes in place at the time you make a sale are attached to
each invoice record in SPEAKS. If you make changes to these codes in CEDNet, the sales history in SPEAKS
will still have the old codes and your reporting will not be accurate. The Update Codes option allows you to
update the sales history in SPEAKS with the new codes you establish in the CEDNet Files.
Before you can Update Codes, you must first import the associated data set from CEDNet as shown below.
Before Updating SPEAKS: Import File from CEDNet:

Price Group Codes Product File
Report Group Codes Product File
Customer Name Control Codes Customer File
Customer Type Codes Customer File
Also check that customer type table in SPEAKS matches the
codes you use in CEDNet.
To run Update Codes:
Before proceeding, import the current

file(s) from CEDNet associated with the
codes you wish to update (as described
above).
2. Click System Menu.
3. Click Update Codes.
4. Select the type of code to be updated
and click Update Code.
5. At the prompt to confirm update, click
OK.
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Update Price Group Codes

Updates Price Group Codes in the Invoice Detail Table to be consistent with those in the current Product Table
in CEDNet. To update Price Group Codes, first import a new Product File from CEDNet. Then, click the
Update Price Group Codes option. The system will replace the Price Group Codes present in all SPEAKS sales
records for the past two years with the latest codes found in the Product Table. Because reports in SPEAKS
are based on Consolidation Codes (which do not exist in CEDNet), you should review your Price Consolidation
Code assignments on the SPEAKS Table Maintenance menu after you update codes.
Update Report Group Codes

Updates Report Group Codes in the Invoice Detail Table to be consistent with those in the current Product
Table in CEDNet. To update Report Group Codes, first import a new Product File from CEDNet. Then, click
the Update Report Group Codes option. The system will replace the Report Group Codes present in all
SPEAKS sales records for the past two years with the latest codes found in the Product Table. Because reports
in SPEAKS are based on Consolidation Codes (which do not exist in CEDNet), you should review your Report
Consolidation Code assignments on the SPEAKS Table Maintenance menu after you update codes.
Update Customer Name Control Codes
Updates Name Controls in the Sales Summary Table to be consistent with those assigned in the current
Customer File in CEDNet. The Customer File must be extracted from CEDNet and imported into SPEAKS
before running the Update Name Controls. This insures that SPEAKS changes the history for the past two
years to match the current name control.
Update Customer Type Codes
Updates Customer Type Codes in the Sales Summary Table to be consistent with those assigned in CEDNet.
The current Customer File from CEDNet must be imported into SPEAKS before running Update Customer Type
Codes. This insures that SPEAKS changes the history for the past two years to match the current customer
types. Review the Customer Type Table in SPEAKS to be sure the Customer Type Codes are consistent with
those you use in CEDNet.
ADMIN
Import Settings
The Control File will always be SPKCTL.LSQ.
The default import path that will work in most Profit Centers is \\T00\INV\SPEAKS\SPKCTL.LSQ on your
CEDNet Server. Once the initial setup of importing data sets from CEDNet has been completed there is usually
no reason to modify the setting. However, to modify the default Import Setting:
2. Click System Maintenance menu
3. Under Admin section, click Import Setting
4. Click Edit to modify Import Path
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5. Browse to locate SPKCTL.LSQ control file on your CEDNet Server and click Save
6. Click to Return to System Maintenance
Field Descriptions
Control File (SPKCTL) Import Control File generated by CEDNet that lists all data sets being extracted from
CEDNet to be imported into SPEAKS.
Import Path Location directory path where the Control File is found on the CEDNet Server.
Default location path is \\T00\INV\SPEAKS\SPKCTL.LSQ.
Print Import Set the flag to print the Import Validation Report automatically after a sales batch is
Validation Report imported into SPEAKS. This report can be printed on demand from the System
Reports menu on the System menu.
NOTE: If the SPEAKS Server is not connected to the CEDNet network the Import Path should point to the
SPKCTL.LSQ file on the Zip Cartridge.
Home Profit Center Table
As with CEDNet, the Home Profit Center Table maintains some basic information about your Profit Center such
as your PC number, 2-digit Profit Center prefix number, address and telephone number. However, this
information does not IMPORT from CEDNet, it must be manually entered and maintained in the Systems Menu
of SPEAKS. This allows the Profit Center name and number to appear in the headings of various reports and
queries, including invoices. The information contained in this table will need to be updated when you first begin
to use SPEAKS. To make changes to this table select the Edit PC Table button, make changes then click Save
PC Table. To leave this window click on the Return to System Maintenance button. NOTE: Account numbers
imported from CEDNet into SPEAKS do not carry over the 2-digit Profit Center Prefix. SPEAKS only uses the
customer number in your sales data to display the full account number on a sales register copy.
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User Profile
The User Profile allows you to manage user logons and passwords. It is a good idea to periodically change the
passwords that allow users to enter the SPEAKS system. To accomplish this, click on the User Profile button.
NOTE: This menu option will only be available to the users whose Security Access Level is Admin.
When making revisions to your User Profile, the Find button allows the administrator to select the LOGIN Name
of the person whose information needs to be modified. EDIT can then be selected to modify any field in the
existing profile. Use the Delete button to delete User Profiles which are no longer valid. Click on the Return to
System Maintenance button to exit this screen.
A username, once created, cannot be modified. To assign a new username to a user, delete the current
username, and recreate a new username. You may modify the password and the access level for an existing
user. Instructions to perform these operations follow below.
There are Three Access Levels in SPEAKS:
Admin All features in the SPEAKS Application and Database Manager.

User All features in the SPEAKS Application except Administrative functions located in
the Admin Section of the Systems Menu. Does not have access to the Database
Manager.
Lookup Sales Registers and Purchase Orders only.
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To add a new SPEAKS user:

2. Go to System Maintenance
3. Within Admin section, click on User Profile
4. Click Add
5. Specify Login Name, Password, User Name, and Access Level, and click Save
To modify SPEAKS Password or Access Level:

2. Go to System Maintenance
3. Within Admin section, click on User Profile
4. Click Find
5. Specify Username and click OK
6. Click Edit
7. Modify password or user level and click Save
System Overview
The SPEAKS System Overview screen displays the date ranges and totals for the Sales Registers and
Purchase Orders contained in SPEAKS. Each section in this SPEAKS System Overview screen is explained
below in the Field Descriptions.
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SPEAKS 3.1
Field Descriptions
Sales Registers Displays first and last Billing Month, Billing Days and Billing Date of the
invoices in SPEAKS. Also displays the date Sales Registers were last
imported from CEDNet.
Purchase Orders Displays first deleted PO Date and the last Deleted PO date along with the
last date that open PO’s were imported from CEDNet.
Systems Totals Financial Information (click Calculate Totals button to view). Displays Record
Counts for sales registers and Purchase Orders, Sales Total and Cost Totals
from Sales Summary and Invoice Detail Tables in SPEAKS.
System Reports
The SPEAKS System Reports screen allows you to run several reports to help you monitor the accuracy and
completeness of your SPEAKS data as well as track user access to the system. The reports are briefly
summarized below. The following pages offer detailed descriptions and instructions.
Import Validation Report validates that all invoices in a sales batch extracted from CEDNet were
successfully imported and that the dollar totals match.
Isolate Variance Report isolates any discrepancies found on the Import Validation Report down to a
specific invoice.
Daily Summary Validation Report compares SPEAKS totals to the CEDNet Daily Summary.
Missing Billing Days Report determines potential missing billing days in SPEAKS based on a 21 day
billing cycle.
Login Report tracks users who log in to SPEAKS.
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SPEAKS 3.1
Import Validation Report

The purpose of the Import Validation Report is to validate that all invoices in a sales batch extracted from
CEDNet were successfully imported into SPEAKS and that dollar totals match. This report validates record
counts, sales totals and cost totals in the Sales Summary and Invoice Detail tables, and compares them with the
expected values stored in the Import Control Table.
By default, SPEAKS prints the Import Validation Report automatically after each import. Automatic printing can
be turned off and on by unchecking or checking the “Print Import Validation” checkbox in the Import Setting
screen located under the ADMIN section of the System Maintenance Menu. You may manually run the Import
Validation Report at any time by going to System Reports under the ADMIN section of the System Maintenance
Menu. In the top section of the screen, select a billing month and click the Import Validation Report button.
When you view the report, any Variance between CEDNet and SPEAKS totals will be indicated in the far
column with asterisks (*). If a variance is indicated, you may run the Isolate Variance Report, located directly
beneath the Import Validation Report on the System Reports Screen, to isolate the invoices(s) with
discrepancies. Select the billing month and billing day showing the variance, and click the Isolate Variance
Report button. The Isolate Variance Report is described in greater detail in the next section. A sample Import
Validation Report is shown here.
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SPEAKS 3.1
Run Date: 01/05/2004 CONSOLIDATED ELECTRICL DISTRIBUTORS

1000 IMPORT VALIDATION REPORT
CED WESTLAKE Billing Month: 12/2003
1 7 ,5 4 6 .4 7
*
1 6 ,3 1 2 .3 5
Field Descriptions
Import Control Total Displays for each Billing Day, the Sales Total, Cost Total, Sales Summary
Column Record Counts, and Invoice Detail Record Counts from the Import Control
Table.
Summary Total Displays for each Billing Day, the Sales Total, Cost Total, and Sales Summary
Column Record Counts from the Sales Summary Table.
Detail Total Column Displays for each Billing Day, the Sales Total (sum of Price Extensions), Cost
Total (sum of Cost Extensions), and Invoice Detail Record Counts from the
Invoice Detail Table.
Variance Column Flags each Billing Day with an asterisk where discrepancies are found between
the Import Control Total, the Summary Total, or the Detail Total.
Isolate Variance Report

The Isolate Variance Report will isolate the invoice(s) with discrepancies for the specified billing day, whenever
a variance is discovered in the Import Validation Report (see previous section). A variance means that the
number of invoices and sales totals or the number of line items and extended price totals do not match the totals
for the sales batch as indicated by CEDNet upon import.
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To run the Isolate Variance Report, go to System Reports under the ADMIN section of the System Maintenance
Menu. In the top section, select the billing month and billing day and click the Isolate Variance button.
Field Descriptions
INVOICE # Each invoice with discrepancies will be listed in this column.
MDSE The total amount of the variance between the merchandise summary and the
VARIANCE merchandise detail columns (Sell Price).
MDSE SUMMARY Sales Total of invoices (Sell Price).
MDSE DETAIL The total extension of all the line items (Sell price).
COST VARIANCE The total amount of the variance between the cost summary and the cost
detail columns.
COST SUMMARY Total summary cost of invoices.
COST DETAIL The total extension of the sum of all the line items (Cost).
Daily Summary Validation Report

The Daily Summary Validation Report can be used to compare SPEAKS totals to the CEDNet Daily Summary.
The following fields can be compared exactly between the two reports:
Totals Sales
Total Cost
Transfer Out Merchandise
At the End of Month, you can compare SPEAKS Report Totals and Month to Date fields on the Daily Summary
for Day 21.
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Missing Billing Days Report

This report uses a 21 Billing Day cycle to determine any missing billing days in SPEAKS. SPEAKS cannot
differentiate between a zero day and an actual missing day. The report will display all billing day gaps, including
missing “B” batches if a “C” batch is found. The Missing Billing Days Report can be run from the bottom section
of the System Reports screen located under ADMIN on the System Maintenance Menu.
The report displays results in three columns to maximize page usage.
Login Report
This report displays information that allows the manager to review who used the SPEAKS system and when.
The report contains information for up to 6 months and will purge itself during Process Month End.
To run the Login Report, go to System Reports under the ADMIN section of the System Maintenance Menu. In
the last section, specify a report date range and click the Preview Login Report button.
Return to Main Menu
Click on the Return to Main Menu option to leave the System Maintenance Menu and return to the Main Menu.
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Recommended SPEAKS Maintenance Chart
Following is a recommended schedule for SPEAKS Maintenance. Please adapt it for your needs. If at any time
you perform heavy maintenance in SPEAKS, on Price Group Codes for example, you should perform a backup
immediately following the maintenance.
MAINTENANCE TASKS SPEAKS MAINTENANCE CHART SCHEDULE

PROCESS MONTH END 1. L o g o n to s p e a k s MONTHLY
2. Click systems menu
3. Click process month end
4. Specify new billing month and click process month end button
UPDATE CODES 1. L o g o n to s p e a k s MONTHLY
2. Click systems menu
3. Click update codes
4. Specify codes to be updated and click update code button
SHRINK DATABASE 1. Start menu, programs, speaks, database manager A

MS NEEDED
2. Under advanced tasks, select shrink database option and click shrink
d a ta b a s e
BACKUP SPEAKSDATA AND 1. Run process month end (recommended) from the systems menu MONTHLY
2. Run update codes (recommended) ) from the systems menu
SPEAKSUSER DATABASES
3. Start menu, programs, speaks, database manager
4. Under standard tasks, select backup database and click back up database
STEP 1AND 2 ARE
OPTIONAL BUT
RECOMMENDED.
COPY TO REMOVABLE
MEDIA AT LEAST
QUARTERLY.
COPY BACKUP TO MEDIA 1. Start menu, programs, speaks, database manager A T LE A S T
2. Under standard tasks, select backup database, select advanced backup
QUARTERLY
d a ta b a s e
3. From the look in browser, select an appropriate location
4. Type in a file name and click open
5. When the backup finishes, copy the latest backup onto a CDR, CDRW or
zip cartridge
Note: if file is too large to fit on media, use WinZip to compress.
DELETE SPEAKS LOG FILES 1. Start menu, programs, windows explorer QUARTERLY
2. Go to c:\program files\speaks 31\logs.
3. Select all error log files that are dated 3 months prior to current date, and
d e l e te .
To select multiple log files:
4. Click to select the first log file

5. While holding down the shift key, click to select the last log file. All log files
between the first and the last will be selected.
6. Hit the delete button on the keyboard to delete all selected log files.
CLIENT WORKSTATIONS User databases on speaks client computers are not included with the SPEAKS As Needed
server backup. It is important that each client computer where custom queries
BACKUP SPEAKSUSER have been created are backed up to either the hard drive or other media.
DATABASE SEPARATELY 1. Locate user database found in program files/speaks31/speaksuser (.mdb)
2. Copy to media or to another location on the hard drive
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Chapter 6. SPEAKS Database Manager
Overview
The Database Manager component of SPEAKS allows the Profit Center to perform database maintenance
tasks such as backups and restores. The Database Manager can be accessed from the SPEAKS program
group by clicking Start, Programs, SPEAKS, Database Manager. You must log in with an Admin level
username and password.
There are two databases associated with SPEAKS which require maintenance: the SPEAKSData Database
and the SPEAKSUser Database.
SPEAKSData Database – is the primary database where SPEAKS Data is kept. NOTE: This is a SQL
Server Database and unlike an Access database the SPEAKS Database should not be moved from its
current folder and can only be handled through the Database Manager.
SPEAKSUser Database - The SPEAKS User Database is an Access database linked to your SPEAKS
data tables. This powerful tool allows you to create custom queries and reports using your SPEAKS
data. Each SPEAKS installation (server and client) has its own User Database which is automatically
installed. If you wish to use the SPEAKS User Database on a client machine, you will need to install
Microsoft Access on that client. Each Access installation requires an Access license.
Maintenance for the SPEAKS Database Manager is explained in this chapter. Maintenance for SPEAKSUser
Database is covered in Chapter 8. Also for your convenience, a ‘Recommended SPEAKS Maintenance Chart’
with instructions for performing each SPEAKS Database maintenance task is included at the end of Chapter 5
which may be printed and used as a handy reference guide.
SPEAKS Database Manager Tasks
The SPEAKS Database Manager has been split into two categories:
Standard Tasks
Advanced Tasks
Standard Tasks are defined as those tasks the Profit Center will use the most:
Backup Database
Reset SPEAKS System Flags
Advanced Tasks are defined as those tasks seldom used by the Profit Center unless instructed to do so by the
Help Desk. Some of the Advanced Tasks were designed for use by the Credit Offices who maintain a database
for each Profit Center.
Advanced Tasks include:

Restore Database
Shrink Database
Add New Database
Delete Database
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The following menu shows the layout of the SPEAKS Database Manager. The instructions for each process are
explained in this chapter.
Standard Tasks
Backup Database and Reset System Flags are the two tasks the Profit Centers will use regularly.
Back Up SPEAKS Database
This task is designed to backup the SPEAKS Database and the SPEAKSUser Database on the SPEAKS
Server. It is important to note that the backup is to your hard drive.
Back Up SPEAKSData to the Hard Drive
1. From Standard Tasks, select ‘Backup Database’

2. SPEAKSData will be listed in the browse box as the default.
3. Click ‘Backup Database’ button as shown below
4. A message will appear when the backup is complete
5. Click ‘Return to Main Menu’ when process is complete
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Back Up SPEAKSData to Media
We recommend on a quarterly basis that you copy the hard disk database backup onto a removable media
such as CDR, CDRW, or Zip Disk(s) by using the ‘Advanced Backup to File’.
NOTE: If the size of your database backup file is larger than the media you are using, you will need to compress
the file to make it smaller before you can copy it to media. To accomplish this, you will need to select another
location on the hard drive when you get to Step 3 below instead of copying the backup file directly to a Zip
cartridge. You will then need to compress the backup file. Please do not use Iomega 1-Step Backup as it tends
to corrupt the databases. We recommend using WinZip to safely compress the database file before copying it
to media. After the file has been compressed, you can copy it to a Zip cartridge or burn it to a CD. If you need
assistance, contact the Help Desk.
To Back Up SPEAKSData to Media:
1. Standard Tasks, select ‘Backup Database’

2. Click ‘Advanced Backup to File’ button
3. Either insert a Zip cartridge to copy to media or select another location on the hard drive. If you are
using a CD, you will need to select another location on the hard drive.
4. Suggested naming conventions for the backup is XXXXMMYY.BAK (where XXXX is the Profit Center #,
and MMYY is the current calendar month and year)
5. Click the ‘Save’ button
6. A message will appear when the backup is complete
7. Click ‘Return to Main Menu’ when the process is complete
8. If you did not copy directly to a Zip cartridge in Step 3, compress the file if necessary using WinZip and
then copy it to a Zip or Burn it to a CD from the hard drive location you selected in Step 3.
Back Up Client User Databases
Each machine has its own User Database. The User Database is not networked. Any custom queries you
create exist only in the User Database on the computer you used to create them, unless you import them into
another database.
It is important to backup your User Database regularly. The User Database on the SPEAKS Server is backed
up when you back up SPEAKS data using the Database Manager. The User Databases on the client
computers are not backed up. Back up and store the User Database on the client machines the same as you
would important Word or Excel documents. You can make a backup on the hard drive or copy to a Zip disk or
CD Rom. The default location of SPEAKSUser(.mdb) is C:\ProgramFiles\SPEAKS31.
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Reset SPEAKS System Flags

There are system flags incorporated throughout SPEAKS. Some of these flags are used for record locking to
prevent two users from editing the same record at the same time. One flag is used to make sure no additional
users are logged on during import. There is also a flag used for data exchange between CEDNet and SPEAKS.
If SPEAKS terminates abnormally, some of these flags may require resetting. ‘Reset SPEAKS System Flags’
will reset all flags to their default state.
To Reset System Flags:
1. Select ‘Reset SPEAKS System Flags’. ‘SPEAKSData’ will be the default database
2. Select ‘Reset System Flags’
3. When complete, a message will appear indicating ‘Database Flags have been Reset’
4. Click ‘OK’
5. Select ‘Return to Main Menu’ when the procedure is complete
Advanced Tasks
Advanced tasks normally apply to Credit Offices unless you are instructed otherwise by the Help Desk.
Restore Database
This procedure restores your Database from a backup. Contact the Help Desk before attempting to Restore.
Shrink Database
Shrink Database is an ‘As Needed’ program. When you do a regular backup, the database is shrunk
automatically.
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The main purpose of shrinking the database is to remove excess database overhead accumulated after running
reports and queries in SPEAKS. This process will reduce the overall size of the database by removing
unneeded temporary space that accumulates in your database over time and improve the performance of
SPEAKS.
For best performance, run ‘Process Month End’ in the system menu of the SPEAKS application to purge history
beyond 2 years before shrinking your database (Month End will take a few minutes).
To Shrink Database:
1. No one else can be using SPEAKS during ‘shrinking’

2. Select ‘Shrink Database'
3. SPEAKSData is the default database
4. Click on the ‘Shrink Database’ command button
5. If you encounter an error stating, ‘There is another user logged on to the database’, please have all
users log out of SPEAKS and attempt to shrink the database again
6. If the error persists, return to the SPEAKS Database Manager Main Menu and select ‘Reset
SPEAKS System Flags’
7. Proceed with step 2 again
8. Click ‘Return to Main Menu’ after process is completed successfully
Add New Database
Add New Database is normally used by the Credit Offices. Before using this menu option, Profit Centers should
call the Help Desk for instructions.
Delete Database
The default SPEAKSDATA Database cannot be deleted. Delete Database is normally used by the Credit
Offices. Before using this menu option, Profit Centers should call the Help Desk.
Exit Database Manager

Click on this option to exit the Database Manager.
Recommended Backups and Maintenance

It is very important that you back up your SPEAKS databases regularly. For a suggested schedule of backups
and maintenance, please see the ‘Recommended SPEAKS Maintenance Chart’ at the end of the System
Maintenance Chapter 5.
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Chapter 7. Understanding SPAs
Overview
SPA is short for ‘Special Pricing Agreement’. Typically this is an agreement reached between CED and a
at a loss and files a claim against the vendor to recoup an agreed upon rebate. A lot of time and effort are spent
to compile, compute and process these rebates. We recommend that you use the SPA Module in CEDNet
whenever possible.
To begin with, all SPAs must be created in the ‘SPA Table’ in Table Maintenance. Information entered in the
SPA Table includes: manufacturer information, contract name and number, price list, multipliers, contract start
and end dates, and all customers associated with each claim. From that point, claims will be created and
maintained in the Documents Menu, under SPA. For more information on the ‘SPA Table’ refer to Chapter 4
Table Maintenance.
SPEAKS SPA Features:
Identifies which customer accounts fall under an SPA

Extracts all sales made under each agreement within a time period you specify
Allows you to add, modify or delete the extracted sales
At your option, automatically extracts the FIFO cost the product was sold at into the claim
form
Automatically enters the contract cost, list price and multipliers that have been present for the
past year of claim forms
Calculates and extends the claim form
Prints and/or Exports the SPA claim form
Prints a Salesman Recap Report that summarizes the SPAs impact on commissions
Provides for a 1 or 2 multiplier claim format
SPEAKS retains 1-year history data of product multipliers and contract costs which it brings into the
current claim to make the processing of claims more efficient. The year starts from the system date
when the claim was last processed.
SPEAKS SPA Limitations:

SPEAKS does not import vendor price lists; this information must be manually entered
SPEAKS does not interpret the terms and conditions of the agreement
SPEAKS does not exclude non-eligible transactions
SPEAKS does not determine product classification for discount
SPEAKS does not automatically handle specific product net pricing
When you open the SPA feature in the Documents Menu, an option box will appear providing two options:
Review Current SPA Claim Forms – allows the user to recall existing claims for review, maintenance, and
processing.
Create New SPA Claim Forms – allows the user to create a brand new SPA Claim file. A date will need to
be specified, and all previous claims will be erased. A warning is issued alerting the user of the
consequences if they continue.
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Both options for SPAs are explained in the following sections.
Create New SPA Claim Forms
Select the ‘Create New SPA Claim Forms’ option to extract SPA transactions for a new month. The SPA
feature works on the premise that most SPA claims are computed and compiled once a month. When you
select the ‘Create New SPA Claim Forms’ option, any existing claim forms you may have been working on will
be erased. Prior to using this option you should insure your SPA contract table has been updated with any new
agreements or customer accounts set up during the past month. Enter the Claim Date period when requested.
All sales transactions that fall between these dates will be displayed in the Review SPA Claim window.
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Review Current SPA Claims
When opening contracts, they are sorted by Manufacturer Code and then Contract Number and line items are
sorted by Account Number then Catalog Number.
Because both 1 multiplier and 2 multiplier claim formats are supported, the computer will ask you to select which
claim format you want to review. Click on the appropriate option.
A Review SPA Claim form is displayed for each agreement set up in the SPA Table. Displayed in catalog
number sequence are the name of the customer, invoice number, catalog number, NAED number, quantity
shipped and UOM, and whether it was a stock (S) or direct (D) sale to the eligible customer(s).
The following screen reviews a 1 Multiplier Claim before editing.
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The following screen reviews a 2 Multiplier Claim before editing.
Editing SPA Line Items

To edit either type of claim:
1. Click Edit Detail

2. To replace the entire entry: Single click the cell in the grid that you want to edit (a dashed rectangle
will highlight text) and begin typing.
3. To modify a portion of the entry: Single click the cell in the grid that you want to edit (a dashed
rectangle will highlight text) and then double-click the part of the entry you wish to change (a
blinking cursor will appear) and you can backspace, delete, use the right and left arrows to navigate
or add to the existing text.
4. After you have changed all the entries you desire, click Done Edit to save your changes.
5. Scroll to the next claim using the navigation buttons at the bottom of the screen, Click Edit Details
and repeat the process.
Products with a contract cost and multiplier of 0 will not print on claims. You must zero out any non-eligible
products by entering a zero for the contract cost and multiplier if you do not want them to appear on the printed
claim.
Listed below are several reasons to edit claims:

Zero out products not eligible under the agreement terms. This is done by entering a zero for the
contract cost and multiplier.
The NAED product number (UPC#) is captured automatically for any stocking product sold. If the
vendor requires the product NAED number, you must manually enter it for non-stock and direct
products. Click the mouse on the desired field and enter the NAED number.
For the single multiplier claim format, the SPA Table allows you to bring in the FIFO cost at which the
product was sold. If you opted not to bring in FIFO cost, you must enter a cost for each product.
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You must enter the contract cost for each item. If the product was present in the last 12 months of
claims, the contract cost will be brought in automatically. If the product has a net price specified in the
agreement, enter the net price in this field.
For the two multiplier claim format, you must enter a list price for each product. If the product was
present in the last 12 months of claims, the list price will be brought in automatically.
Multipliers also must be entered. If the product was present in the last 12 months of claims, the
multipliers will be brought in automatically. Enter 40% as .40. If the product is subject to a net price
enter "1" in this field.
All other fields on the screen are automatically calculated. If the claim calculation results in a negative amount,
zero will be displayed for all transactions except credit memos. Zero claim amounts will not print on the final
claim form.
Print SPA Claim Forms
For each SPA set up in the Maintain SPA Table option (found in the Table Maintenance Menu), the Print SPA
Claim Forms option:
Calculates and extends the contract price, unit rebate and claim amounts.
Prints or exports a claim form.
The ‘Print Claim Form’ button provides the ability to print a ‘Blank’ claim form. This is a useful feature if
someone needs to leave the computer to research list prices, distributor costs or multipliers. The blank claim
form provides space in which to write the required numbers for use later as an input document. The print option
gives you the option to print the current claim display on the screen or all claim forms for the month.
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Below are two examples of blank SPA Claim Forms.
1 Multiplier SPA Blank Claim Form
Run Date : 07/26/2005

CUTLER HAMMER
Run Time : 09:16:58 PRICE ALLOWANCE CLAIM REQUEST
CONSOLIDATED ELECTRICAL DISTRIBUTORS, INC. Page 1
Customer Invoice # Inv Date Catalog # NAED/UPC# Qty Shipped UBase Costntract Cost MultContract Price Unit Rebate Claim
TAFT ELECTRIC 574218 04/04/2005 8/32 X 4" C 00000 2
TAFT ELECTRIC 576996 05/09/2005 BAB1020 30120 3
TAFT ELECTRIC 576996 05/09/2005 BAB3020H 30320 2
TAFT ELECTRIC 578382 05/25/2005 BR2100 36325 1
TAFT ELECTRIC 574579 04/05/2005 DK3400 04415 1
TAFT ELECTRIC 574218 04/04/2005 FD TYPE C 00000 1

PLATE
TAFT ELECTRIC 574768 04/08/2005 GFCB115 36870 1
TAFT ELECTRIC 574496 04/04/2005 KPRL4KDT 79641 1
TAFT ELECTRIC 574496 04/04/2005 LOT BILLIN 00000 1
TAFT ELECTRIC 574579 04/05/2005 LOT BILLIN 00000 1
TAFT ELECTRIC- JOB 716 577424 05/11/2005 LOT BILLIN 00000 1
TAFT ELECTRIC 576809 05/04/2005 LOT PANE 00000 1
TAFT ELECTRIC 576143 04/27/2005 YS2036BS 00000 1
TAFT ELECTRIC 182792 05/09/2005 YS2036BS 00000 -1
Total Claim Amount:
CED Location Number: ## Mfg's Loca2345 Contract Date: From 01/01/2005 to 01/01/2006 CED Debit
Claim Date: From 04/01/2005 to 05/30/2005 Memo #:
CED Location Name: CED WESTLAKE Mfg's CED2345
Address: 31356 VIA COLINAS Quote NamTAFT
WESTLAKE CA 91362 Quote #: 1111
CED Manager's Signature Date Person to contact for further information (please print)
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2 Multiplier SPA Blank Claim Form
Run Date : 07/26/2005

GE LAMPS
Run Time : 09:08:12 PRICE ALLOWANCE CLAIM REQUEST
Stk Cntr
Customer Invoice # Inv Date Catalog # NAED/UPC# Qty Shipped U List Price Mult Mult Stock Price Contract Price Unit Rebate Claim
TAFT ELECTRIC- JOB 574228 04/01/2005 100A/RS/12PK 18275 24
HRH ELECTRIC 574869 04/11/2005 60A/48PK 41026 2
HRH ELECTRIC 575164 04/18/2005 65BR30/PROLINE/13 24705 15
HILLCREST ELECT 4-01 574736 04/07/2005 75PAR/H/FL25 14748 1
BYRD ELECT CONST 578076 05/20/2005 F17T8/SP35/ECO 45743 2
HRH ELECTRIC 575364 04/18/2005 F32T8/SP35/ECO 26667 2
TAFT ELECTRIC 575930 04/29/2005 F32T8/SP35/ECO 26667 6
TAFT ELECTRIC 575930 04/29/2005 F32T8/SP35/U/6 23585 16
HILLCREST ELECTRIC 182765 05/19/2005 F32T8/SP41/ECO 26668 12
HILLCREST ELECTRIC 577470 05/12/2005 F32T8/SP41/ECO 26668 12
TAFT ELECTRIC- JOB 574210 04/01/2005 F32T8/SP41/ECO 26668 4
TAFT ELECTRIC 578708 05/27/2005 F32T8/SP41/U/6 10480 4
TAFT ELECTRIC 577862 05/19/2005 F34CW/RS/WM 13803 30
CED Location Number: 1000 Mfg's Location Acct #4567 Contract Date: From 06/01/2004 to 06/01/2005 CED Debit
CED Location Name: CED WESTLAKE Mfg's CED Acct #: 4567
Address: 31356 VIA COLINAS Quote Name: RIVER CITY

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Export Claims
Price Allowance Claim Request for 2 Multipliers exported as an Excel worksheet.
Run Date : 07/26/2005

GE LAMPS
Run Time : 08:22:23
PRICE ALLOWANCE CLAIM REQUEST
Customer Invoice # Inv Date Catalog # NAED/UPCQty Shipped U List Price Stk Mult Cntr Mult Stock Price Contract Price Unit Rebate Claim
BYRD ELECT CONST 578076 05/20/2005 F17T8/SP35/ECO 45743 2 E 3.56 0.8400 0.3800 2.99 1.35 1.64 3.28
BYRD ELECT CONST 577219 05/13/2005 F96T8/SP35 23411 10 E 11.21 0.7300 0.3750 8.18 4.20 3.98 39.80
BYRD ELECT CONST 576153 04/27/2005 FC8T9/CW 33774 5 E 6.66 0.7200 0.3700 4.80 2.46 2.33 11.65
BYRD ELECT CONST 577981 05/19/2005 LU400 44054 16 E 57.83 0.8400 0.3400 48.58 19.66 28.92 462.56
Sub Total Claim Amount: 660.57
HILLCREST ELECT 4-01 574736 04/07/2005 75PAR/H/FL25 14748 1 E 9.28 0.7400 0.3500 6.87 3.25 3.62 3.62
HILLCREST ELECTRIC 182765 05/19/2005 F32T8/SP41/ECO 26668 12 E 2.56 0.7300 0.3800 1.87 0.97 0.90 10.80
Total Claim Amount: 674.99
CED Location Number: 1000 Mfg's Location Acct #: 4567 Contract Date: From 06/01/2004 to 06/01/2005 CED Debit
Address: 31356 VIA COLINAS Quote Name: RIVER CITY

WESTLAKE VILLAGE CA 91362 Quote #: 23468
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Price Allowance Claim Request for 1 Multiplier exported as an Excel worksheet.
Run Time : 08:42:23

PRICE ALLOWANCE CLAIM REQUEST
Customer Invoice # Inv Date Catalog # NAED/UPC# Qty Shipped U Base CostContract Cost Mult Contract Price Unit Rebate Claim
TAFT ELECTRIC 576996 05/09/2005BAB1020 30120 3 E 9.98 9.90 0.7600 7.52 2.46 7.38
TAFT ELECTRIC 576996 05/09/2005BAB3020H 30320 2 E 70.03 67.00 0.7600 50.92 19.11 38.22
TAFT ELECTRIC 578382 05/25/2005BR2100 36325 1 E 21.94 19.55 0.8300 16.23 5.71 5.71
TAFT ELECTRIC 574579 04/05/2005DK3400 04415 1 E 1,100.00 1,166.40 0.8200 956.45 143.55 143.55
TAFT ELECTRIC 574218 04/04/2005FD TYPE COVER 00000 1 E 45.00 45.00 0.8300 37.35 7.65 7.65
TAFT ELECTRIC 574768 04/08/2005GFCB115 36870 1 E 25.31 23.98 0.8300 19.90 5.41 5.41
TAFT ELECTRIC 574496 04/04/2005KPRL4KDT 79641 1 E 850.00 809.22 0.9000 728.30 121.70 121.70
TAFT ELECTRIC 574496 04/04/2005LOT BILLING 00000 1 E 595.11 621.22 0.8900 552.89 42.22 42.22
TAFT ELECTRIC 574579 04/05/2005LOT BILLING 00000 1 E 877.90 621.22 0.8900 552.89 325.01 325.01
TAFT ELECTRIC 576143 04/27/2005YS2036BS 00000 1 E 5.00 4.75 0.8900 4.23 0.77 0.77
TAFT ELECTRIC- JOB 716 577424 05/11/2005LOT BILLING 00000 1 E 621.22 621.22 0.8900 552.89 68.33 68.33
Total Claim Amount: 765.95
CED Location Number: 1000 Mfg's Location Acct2345 Contract Date: From 01/01/2005 to 01/01/2006 CED Debit
Address: 31356 VIA COLINAS Quote Name: TAFT
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Print Sales Rep Recap
Salesman commissions are subject to adjustment due to claims. The ‘Print Salesman Commission Recap’
option recaps this impact. For each outside and inside salesman, the report recaps the rebate amount by
customer account. This report should be run after all claims for the month have been completed. The Print Sales
Rep Recap button is located at the bottom of the Review SPA Claim screen.
Run Date : 07/26/2005 CONSOLIDATED ELECTRICAL DISTRIBUTORS, INC CONFIDENTIAL
1000 SPA Commission Recap

CED W ESTLAKE For the period: 04/01/2005 to 05/30/2005 Page 1 of 1
OUTSIDE NUM INSIDE NUM MFG CODE CONTRACT # ACCOUNT # CUSTOMER Claim
1659
0000 1111 66270 TAFT ELECTRIC 696.85
CH
0000 1111 66280 TAFT ELECTRIC 68.33
CH
0000 23468 66270 TAFT ELECTRIC 0.00
GE
0000 23468 66273 TAFT ELECTRIC 0.00
GE
0000 23468 66294 TAFT ELECTRIC 0.00
GE
Sub Total: 765.18
1663 0000 23468 08467 BYRD ELECT CONST 541.72

GE
0000 23468 08474 BYRD ELECT CONST 119.06
GE
Sub Total:
660.78
0000 10.80
1667 GE 23468 30260 HILLCREST ELECTRIC
0000 0.00
GE 23468 30261 HILLCREST ELECTRIC
0000 0.00
GE 23468 31316 HRH ELECTRIC
0000 GE 23468 31322 HRH ELECTRIC 0.00
0000 GE 23468 31331 HRH ELECTRIC 0.00
Sub Total:
14.42
Grand Total:
1,440.38
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Chapter 8. SPEAKSUser Database
Overview
The SPEAKS User Database provides a user friendly environment in Microsoft Access for users to easily create
custom tables, queries, reports and forms to analyze valuable current and historical data in SPEAKS.
Each client machine has its own User Database. The User Database is not networked. Any custom queries
you create exist only in the User Database on the computer you used to create them, unless you import them
into another database. The SPEAKS user database currently runs on Microsoft Access versions 2000, 2002
and 2003. A separate Microsoft Access license is needed for each client machine using the User Database.
Please contact the Help Desk for license information.
This chapter provides a detailed description of the SPEAKSUser Database along with recommendations to help
you achieve the best performance. Maintenance for SPEAKSUser Database is also covered.
A desktop icon is available for easy access to the SPEAKSUser Database. You can also access the
SPEAKSUser Database from the SPEAKS program group by clicking Start, Programs, SPEAKS, SPEAKSUser.
Getting the Most From SPEAKS
The SPEAKSUser Database places the user in a separate Microsoft Access database that has links to the
SPEAKS data tables. This program allows the user to create custom queries and reports in Access.
Knowledge of Microsoft Access is required to use this module to its fullest. It is recommended that the users
take a two-day course on Access or read an Access book with in-depth details. Becoming an Access expert is
not required; but, a little knowledge about the conventions used in this program significantly increases the
usefulness of the SPEAKSUser Database.
The standard queries, reports and graphs found in SPEAKS already provide a great deal of useful information.
However, the SPEAKS User Database was purposely designed to provide the maximum amount of flexibility to
construct reports based on your individual needs.
Each record contained within the sales summary and detail tables is constructed to give you a complete picture
of the sale that took place in your Profit Center. Information can be found relating to the customer, salesman,
product, closed purchase orders, sell amount, and cost amount. This was done to provide you with a wide
variety of available reporting possibilities.
The SPEAKSUser Database feature can also be used to create other important data that is not provided by
CEDNet. For example, gross profit for a sales register is not found in the sales summary file. However, with the
presence of the sales amount and cost amount in SPEAKS data tables, the gross profit can be determined
simply by subtracting the cost of the item from the sales amount. Using the available data in different
combinations and calculations can provide many additional reporting opportunities.
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A "Query" is a process that asks questions about the information contained in your database. For example, if
you wanted to know how many SQD QO120s were sold to electrical contractors in Tucson during the first six
months of last year by one of your salesmen, you would be posing a query. The query is the most powerful tool
a database management system has to offer. It allows you to extract information using differing criteria and
view the results on-screen or on a printed report. You are also able to export the results of a query to different
file types such as text and Excel files. In SPEAKS, the Reports Menu provides standard queries that give you
some basic on-screen information about your sales database. As you become more knowledgeable about
Microsoft Access, you can use the SPEAKSUser Database to develop your own queries tailored to your
individual location.
SPEAKS Tables
When SPEAKS versioned from 2.0 to 3.0, the database was redesigned to provide better stability, integrity, and
performance. The tables in the User Database without the ‘tbl’ prefix reflect the current design. The tables with
the ‘tbl’ prefix are there so that queries that were created in version 2.0 could be imported into version 3.0 and
function correctly.
The ‘tbl’ tables will eventually be dropped from future versions of SPEAKS. It is therefore strongly
recommended that you develop all new queries using the unprefixed tables, and that you also rewrite the old
queries that are still using the ‘tbl’ tables.
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Writing Queries Using the Tables
For the best performance, write all new queries using the current SPEAKS tables. The current tables are easy
to distinguish from the old. The old tables have a ‘tbl’ prefix, whereas the current tables have no prefix. The
following tips will help you to get the most out of your queries.
Understanding the Table Structure
When you are looking for a sales data field in SPEAKS, think of a physical sales register copy. Any information
that you would find at the top of the sales register, such as customer information, you will find in the
‘SalesSummary’ table. All of the dollar information that you would see at the bottom of the register can be found
in the ‘SalesSummary2’ table. Any line item information that you would see in the middle of the register, such
as product, quantity, and extended price, can be found in the ‘InvoiceDetail’ table. You will no longer find data
occurring in both the ‘SalesSummary’ and the ‘InvoiceDetail’ tables with the exception of primary keys (fields
which uniquely identify a record) such as Invoice Number and Billing Date.
A similar model holds true for the purchase order tables,’ POSummary’ and ‘PODetail’. In the case of purchase
order data, however, any information found at the top and bottom of a purchase order will be located in the
‘POSummary’ table. Line item information will be found in the ‘PODetail’ table.
A more detailed visual aid outlining the three tables of the sales register appears on the following page.
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Joining Tables in a Query
A query written in SPEAKS will generally require two tables. For example, if you want to write a query to rank
customer sales of Sylvania products, you will use the ‘InvoiceDetail’ table to identify the Sylvania products sold,
and join it to the ‘SalesSummary’ table to identify the customer who bought them.
The easiest and most efficient way to join tables while ensuring best performance is to use the ID fields. The ID
fields are computer-generated fields that uniquely identify each record in a table. The ID fields are located at
the beginning of each table. When you add the most frequently used SPEAKS tables to a query in the User
Database, the tables will automatically be joined on the ID field that exists in both tables. For example, the
‘SalesSummaryID’ is found in the ‘SalesSummary’ table to identify the record. The ‘SalesSummaryID’ is also
found in the ‘InvoiceDetail’ table to link the line item detail records to the summary record. When you add the
‘SalesSummary’ and ‘InvoiceDetail’ tables to a query, you will see that a join already exists on the
‘SalesSummaryID’ field. If you require a table and do not see a join on the appropriate ID field that exists in
both tables, simply create the join yourself by dragging the join field from one table and dropping it on top of the
join field in the other table. Just make sure to use the ID fields rather than the primary keys (e.g. Invoice
Number and Billing Date) to make the join. In a few cases, you may use two tables in a query where there is no
common ID field to make the join. In these cases, join the primary keys.
One last word on writing queries. Since there are two sets of tables in the user database, the current
‘unprefixed’ tables and the old ‘tbl’ tables, take care to add the current ‘unprefixed’ tables to your queries.
Access provides a feature called the Sub-Datasheet View which is useful for viewing information between joined
tables in a parent-child relationship. A parent-child relationship is one where the child records were spawned
or created from the parent record. For example, the ‘SalesSummary’ and ‘InvoiceDetail’ tables form a parent-
child relationship where the ‘SalesSummary’ table is the parent and the ‘InvoiceDetail’ table is the child. The
detail records were spawned as line items from the sales register.
When you open a parent table, the sub-datasheet view allows you to view the child records. This is how it
works. When you open the ‘SalesSummary’ table, you will see a ‘+’ sign preceding each record. After locating
the record for the invoice you are interested in, clicking the ‘+’ in front of that record will show you the line items
from the ‘InvoiceDetail’ table which belong to that invoice record (as shown below). To remove the sub-
datasheet, click the minus sign.
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2-Digit Account Prefix
In previous versions of SPEAKS the import from CEDNet included the 2-digit account prefix and a dash (e.g.
77-54321). This is no longer the case. All customer (job account) numbers imported from CEDNet include only
the 5-digit customer number (ex. 54321). When you are running a custom query created in SPEAKS 2.0 you
will still enter the entire 7-digit number plus the dash. To eliminate confusion, we recommend rewriting your old
queries, especially those requiring customer number input, using the new SPEAKS tables at your earliest
convenience.
“Deleted” Records in Customer and Product Tables
When a customer or product is deleted from CEDNet, and the customer or product file is imported into
SPEAKS, the deleted records will be retained in SPEAKS and designated as INACTIVE. Retention of inactive
records allows SPEAKS to display the customer or product for reporting options while there is still sales history
in SPEAKS. When there is no longer any sales data associated with the inactive customer or product, the
inactive record will be deleted from SPEAKS during the month end process.
When using the customer or product table in a custom query, you will need to add the ActiveFlag field to your
query and set the criteria to ”Yes” if you do not want to include CEDNet-deleted records.
Backing up the SPEAKS User Database
Each machine has its own User Database. The User Database is not networked. Any custom queries you
create exist only in the User Database on the computer you used to create them, unless you import them into
another database.
It is important to backup your User Database regularly. The User Database on the SPEAKS Server is backed
up when you back up SPEAKSData. The User Databases on the client computers are not backed up. Back up
and store the User Databases on the client machines the same as you would important Word or Excel
documents. You can make a backup on the hard drive or copy to a Zip disk or CD Rom. The default location of
SPEAKSUser (.mdb) is C:\Program Files\SPEAKS31.
Limitations of the ‘Tbl’ Tables
While the ‘tbl’ tables help to provide a smooth transition from older version of SPEAKS, they do have their
limitations.
Tables starting with ‘tbl’ are slower than the new tables because they are queries and not true tables. When
you open a tbl table, you are actually running a query, so it takes longer than opening a real table. The larger
tables, like ‘tblInvoiceDetailTable’ can take several minutes to open. Also queries created from the tbl tables
may have slower performance because the query is actually being written against another query rather than a
true table.
Another limitation is that tbl tables cannot be edited. If your existing custom query is used to modify data in a
table, you will have to rewrite it using the new SPEAKS tables. We strongly recommend that you use the new
tables to write any new custom queries, and as time permits, rewrite your most frequently used existing queries
using the new SPEAKS tables.
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Chapter 9. Using SPEAKS with CEDNet GUI
Overview
SPEAKS is configured differently in a CEDNet GUI environment than it is in a CEDNet TUI environment. A
primary difference is that SPEAKS is hosted on the CEDNet Server in GUI Profit Centers, so there is no
separate SPEAKS Server. This is possible because both SPEAKS and GUI are programs that use a database.
The compatibility of the two systems has significant advantages. Profit Centers using SPEAKS in a CEDNet
GUI environment will have considerably less SPEAKS maintenance to perform than locations running CEDNet
TUI, because much of the maintenance can be scheduled to run automatically.
SPEAKS maintenance tasks can be divided into two categories: System Maintenance tasks and Database
Maintenance tasks for servers and clients. System maintenance tasks in SPEAKS can be performed from the
System Menu of the main SPEAKS application. Database maintenance tasks can be performed using the
SPEAKS Database Manager located in the SPEAKS program group.
System Maintenance tasks include:

Imports (extracting SPEAKS data from CEDNet and importing it into SPEAKS)
Process Month End
Managing SPEAKS User Profiles (usernames and passwords)
Update Codes
The System Maintenance task of daily imports is handled automatically by the CEDNet GUI system. All other
SPEAKS System Maintenance tasks must still be performed by the Profit Center.
Database Maintenance tasks include:

Back Up SPEAKS database (on Server)
Reset System Flags (on Server)
Back Up User Database (on SPEAKS Clients)
All SPEAKS Server Database Maintenance tasks will be performed by the CEDNet GUI Project Team for GUI
Profit Centers. Backing up the SPEAKS User Database on SPEAKS client machines must still be performed by
the Profit Center.
The chart below summarizes the SPEAKS differences between CEDNet GUI and CEDNet TUI. This chapter
concludes with a convenient reference chart which list SPEAKS maintenance tasks for a CEDNet GUI Profit
Center. This chapter does not provide detailed instructions for performing tasks. Detailed task instructions can
be found in the appropriate chapters of this manual.
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SPEAKS Setup
CEDNet GUI CEDNet TUI
SPEAKS Server A common server machine used for both Designated SPEAKS Server machine
CEDNet and SPEAKS.
Database SQL Server 2000 MSDE 2000 (a free desktop version of SQL
Server 2000)
SPEAKS Server Installation SPEAKS server installed and setup by Profit Center installs SPEAKS Server with
CEDNet GUI Team or IT Service Center. installation package provided.
SPEAKS Client Installation SPEAKS clients installed by CEDNet GUI Profit Center installs SPEAKS clients with
Team or IT Service Center. installation package provided
SPEAKS Operations
No user interaction required. Scheduled Profit Center extracts data from CEDNet
Data Extract From CEDNet
nightly to extract CEDNet Data for SPEAKS. Utilities Menu
No user interaction required. Scheduled Profit Center triggers the import in SPEAKS
Import
nightly to import data into SPEAKS
Utilities provided in CEDNet GUI to extract Utilities provided in CEDNet TUI to extract
Sending Data To The Credit Office
SPEAKS data, and copy data onto a CD to SPEAKS data for Credit Office, as well as
be sent to the Credit Office copy data onto a Zip cartridge
SPEAKS Maintenance
No Database Manager utility installed. All Included during SPEAKS Server installation.
Database Manager Utility
SPEAKS database maintenance performed Utility available for users to easily maintain
by the CEDNet GUI team. the SPEAKS database.
No user interaction required. Scheduled to Profit Center to perform backup using the
Database Backup On Speaks
backup both CEDNet and SPEAKS Database Manager utility provided.
Server databases nightly.
Users who create custom queries or reports Users who create custom queries or reports
User Database Backup On Speaks
in SPEAKSUser (.mdb) are responsible for in SPEAKSUser (.mdb) are responsible for
Clients (If Applicable) backing up their own user database. backing up their own user database.
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SPEAKS Operation at CEDNet GUI Locations
SPEAKS Server Setup
Unlike a CEDNet TUI location, where there are two separate servers for CEDNet and SPEAKS, a CEDNet GUI
location shares a common server for both applications. The server machine runs with Windows 2003 Server
Edition operating system, and is equipped with an SQL 2000 Database Server.
In setting up SPEAKS on the server machine, the CEDNet GUI Project Team or the IT Service Center will
publish a copy of the SPEAKS database onto the server machine, and set up all database logins required for
users to access the SPEAKS database from remote SPEAKS clients.
Users will not be required to use the SPEAKS Installation CD to install SPEAKS on the server machine.
Installation and setup are performed by either the CEDNet GUI Project Team or the IT Service Center.
SPEAKS Client Setup
Once the SPEAKS Server has been setup, the CEDNet GUI Project Team or the IT Service Center will install
SPEAKS Clients on specified workstations.
Populating SPEAKS Data
At a CEDNet TUI location, there is an Extract SPEAKS Interface Data Sets menu in the CEDNet Utilities menu,
for users to perform an extract of CEDNet data for SPEAKS. With CEDNet GUI locations, this task is being
done for the Profit Center.
The extract process has been incorporated into the End of Day Process, where CEDNet GUI will automatically
insert all required data from the CEDNet database into the SPEAKS database.
Every morning when a CEDNet GUI location starts off the day, their SPEAKS will have already been updated
with data as of last End of Day.
Running SPEAKS
Both CEDNet TUI and GUI locations use the same SPEAKS application. Please refer to the appropriate
sections of this manual for details on the different reports and features available in SPEAKS.
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Maintaining SPEAKS
There are 2 levels of maintenance in SPEAKS: System Maintenance and Database Maintenance.
System Maintenance includes all maintenance features listed in the System Maintenance menu in the
SPEAKS application. With the exception of the Import process and its associated Import Settings, all
maintenance tasks are to be performed by the CEDNet GUI Profit Center.
Please refer to the appropriate sections of this manual for details on all system maintenance tasks to be
performed.
Database Maintenance tasks are performed to assure database integrity, security and performance for both
CEDNet and SPEAKS. Since SPEAKS and CEDNet databases are both hosted on the same server, all
database administration tasks have been consolidated under the responsibility of the CEDNet GUI Project
Team or the IT Service Center.
Maintaining SPEAKS User Database
For client workstations using SPEAKSUser.mdb to create custom queries and reports, the user database has to
be periodically backed up to prevent losses in an event of a system crash. For instructions to backup a user
database, please refer to the appropriate section of this manual.
The following page contains a convenient reference chart of system maintenance tasks to be performed by the
CEDNet GUI Profit Centers.
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SPEAKS MAINTENANCE CHART for CEDNet GUI Profit Centers
MAINTENANCE TASKS SPEAKS MAINTENANCE CHART FOR CEDNET GUI SCHEDULE

PROFIT CENTERS
PROCESS MONTH END 1. From Speaks Main Menu, Click Systems Menu MONTHLY
2. Click Process Month End
3. Specify New Billing Month And Click Process Month End Button
UPDATE CODES 1. From Speaks Main Menu, Click Systems Menu MONTHLY
2. Click Update Codes
3. Specify Codes To Be Updated And Click Update Code Button
CLIENT WORKSTATIONS Client User Database is not included with the Server backup. It is AS NEEDED
BACKUP SPEAKSUSER important that each workstation that creates queries do a backup to either
DATABASE SEPARATELY the hard drive or media.
1. Locate User Database Found In //Program Files/Speaks31/
SPEAKSUser (.Mdb)
2. Copy To Media Or To Another Location On The Hard Drive
RUN MISSING BILLING DAY The Missing Billing Day report lists all zero or missing days in SPEAKS. PERIODICALLY
REPORT (OPTIONAL) Run this report periodically to ensure completeness of data in SPEAKS.
1. From SPEAKS Main menu, click into Systems menu
2. Click System Reports and select Missing Billing Day Report
RUN DAILY SUMMARY The Daily Summary Validation report may be used to compare against the MONTHLY
VALIDATION REPORT CEDNet Daily Summary report as another means to ensure completeness AFTER
(OPTIONAL) and consistency of data between SPEAKS and CEDNet. PROCESS
MONTH END
1. From SPEAKS Main menu, click into Systems menu
2. Click System Reports and select Daily Summary Validation Report
3. Specify Billing Month and click Preview Report
All database maintenance tasks, such as backing up SPEAKS Database and optimizing performance of
SPEAKS database, are being performed by the CEDNet GUI Project Team or the IT Service Center.
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Chapter 10. SPEAKS Troubleshooting
Overview
Resolutions for common issues or errors which may occur in SPEAKS are described below. The left column
describes the issue or error message that you might encounter. The right column provides the resolution to that
issue with step-by-step instructions. The issues are grouped by SPEAKS Data Import Issues, Login Issues,
CEDNet Data Extract Issues, and SPEAKS User Database Issues.
SPEAKS Data Import Issues

Issue Resolution
Another user is logged on to No one should be logged on while SPEAKS is importing. Ask all users to logout, and try
SPEAKS the import again.
If all users have logged out and SPEAKS still returns this error, go to Start Menu –
Programs – SPEAKS Database Manager, Login as a user that has administrative
security, select Reset System Flags, Select the database (normally this is SPEAKSData)
and click the Reset System Flags button. Try the SPEAKS Import again.
SPKCTL cannot be located This can be caused for the following reasons:
at the following path: 1. On the CEDNet server, after extracting the SPEAKS data from CEDNet if you copy the
[pathname] data to a zip disk the extracted data will be removed form the CEDNet server. Extract the
data again and the try the import again.
2. The path in the import settings is incorrect. To verify that the path name to your
CEDNet Server is correct, in the SPEAKS System menu go into Import Setting. The default
path for Profit Centers should be \\T00\INV\SPEAKS\SPKSCTL.LSQ . To change the path
click on the Edit button then browse to the CEDNet server to correct the path and then click
the Save button. Try the import again.
Checking whether CEDNet is CEDNet is currently exporting data sets for SPEAKS. Please try the import again after
exporting data…[fail] the export is completed in CEDNet.
Issue Resolution
Checking no. of records There might be some data corruption in the export file(s) from CEDNet. Please re-export
imported the data from CEDNet and try the SPEAKS import again.
Import [data set] halted
Error# 11234468
There should be X records in
the batch however, there are
Y records imported.
For other Import Issues Refer to Chapter 11 titled “Understanding SPEAKS Import Status” for additional
suggestions.
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SPEAKS Login Issues

Issue Resolution
Import in Progress. Please SPEAKS administrator is currently performing an import. Please try to logon at a
wait and try again. later time. If SPEAKS is not currently importing, make sure that all users are logged
out of SPEAKS, go to the Start Menu – Programs – SPEAKS - Database Manager,
Login as a user that has administrative security, select Reset System Flags, Select
the database (normally this is SPEAKSData) and click the Reset System Flags
button. Try to login again.
Login ID not found. You have provided a username that is not found in SPEAKS. The SPEAKS
Administrator should verify the username and password in the User Profile table.
CEDNet Data Extract Issues

Issue Resolution
SPEAKS is currently SPEAKS is currently performing an import. Please try to export the data sets again
performing an import. later, once the SPEAKS import has completed.
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SPEAKS User Database Issues

Issue Recommendation
Tbl table takes a long time to Tbl “tables” are queries that run when you open them. Larger table-queries like
open. tblInvoiceDetail take a long time to run. Consider using the InvoiceDetail table
without the ‘tbl’ prefix to find what you are looking for, or write a query to isolate the
data rather than scrolling through the table.
Tbl table times out while Tbl “tables” are queries that run when you open them. Larger table-queries like
opening it tblInvoiceDetail take a long time to run. The tbl table-query you are attempting to run
is too large to allow the query to complete in a timely manner. Consider using the
SPEAKS table without the ‘tbl’ prefix to find what you are looking for, or write a query
to isolate the data rather than scrolling through the table.
My queries are slow. If an old custom query (written in SPEAKS 2.0) is running slowly, consider rewriting
the query using the tables without the ‘tbl’ prefix, especially if it is a query you will
use often. Write all new queries using the tables that do not have the ‘tbl’ prefix. If
your query is already using the un-prefixed tables, make sure joins are on ID fields.
A blank screen displays The user database was probably terminated abnormally. To fix:
upon starting the user
database. In SPEAKSUser, press F11 key to display database window
Click Macros tab
If there are no macros listed, go to Tools menu, Options and check to show Hidden
Objects and System Objects, and click OK
On Macros tab, double click UsysAutoExec
Login to SPEAKSUser
Custom query takes a long If you do not need to edit the data in your query results, change query property from
time to populate screen with dynaset to snapshot:
data.
Go to Queries tab
Select the query and click Design
Double-click gray background area just beside tables to display Query Properties
Click far right end of white box on the Recordset Type row, and click dropdown to
select Snapshot (instead of Dynaset)
Save changes and run query again
If speed is still slow, make sure joins are on ID fields.
Query Time Out Go to Queries tab
Select the query and click Design
Double-click gray background area just beside tables to display Query Properties
Specify a time out to the maximum of 300 seconds.
My custom query imported Make sure the query is not using other custom objects (a custom table, for example)
from SPEAKS 2.0 User that you did not import from SPEAKS 2.0. If necessary, rewrite the query using the
database (FRSUser.MDB) SPEAKS tables that do not have the ‘tbl’ prefix.
will not run in the SPEAKS
3.1 User database
(SPEAKSUser.MDB).
Cannot modify data in a tbl The tbl “tables” are not really tables but queries written against the SPEAKS 3.1
table. tables which mimic the old SPEAKS 2.0 tbl tables. These tbl table-queries are
necessary to allow your SPEAKS 2.0 custom queries to run in the new SPEAKS
without modifying them. The data in these tbl table-queries cannot be changed. If
you need to modify data, you must do it from the SPEAKS tables that do not include
the ‘tbl’ prefix either by opening the table directly, or by writing a query using the
table and modifying the data through the query.
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Chapter 11. Understanding SPEAKS Import
Overview
During the SPEAKS Import, an Import Status screen reports which data sets are being imported as well as the
status of each step in the import process. Each data set is available in CEDNet from the Utilities menu, Extract
SPEAKS Interface Data sets. The steps of the import process are described below along with potential issues
and resolutions. If you have more than one data set in an import batch and a particular data set fails, you need
only attempt to re-export the failed data set from CEDNet and re-import to SPEAKS.
Checking User Credential
Only a user with administrative security can perform an import in SPEAKS. You can find more information about
User Profile security levels in the System Maintenance Chapter 5.
Checking for Other SPEAKS Logged-In Users
SPEAKS will not proceed with the import if another user is currently logged on. Please request all users to
logout of SPEAKS. If no one is currently logged on, and you receive this error, you can reset the system flag by
going to the Start button, Programs, SPEAKS 3.1, Database Manager and Log in. Once in the Database
Manager select Reset SPEAKS System Flags. Select the SPEAKSDATA database, and click on Reset System
Flags. Try to import again.
Checking Whether CEDNet Is Exporting Data
SPEAKS will not import if CEDNet is in the process of exporting SPEAKS data. Please wait until CEDNet has
completed with the export before proceeding with the import in SPEAKS.
Importing Invoiced Sales Registers
SPEAKS verifies duplicate billing day batches, record counts, and billing day sequence prior to importing the
sales register batch. If duplicate batches exist you will be prompted to select those batches to be re-imported.
SPEAKS will not duplicate Sales Register data. If billing days are not in sequence, you will encounter a warning
message, but the import will still proceed. If the record count is not the same as specified in the SPEAKS import
control record, then the import will halt. You will need to re-export the sales batch and attempt import again. If
you ever need to verify the billing days that have been imported, you may run the ‘Missing Billing Day Report’ or
the ‘Import Validation Report’ from the System Reports screen under the ADMIN section of the System Menu.
When SPEAKS imports the invoiced sales registers, it is adding to and updating the existing records.
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SPEAKS 3.1
Importing Open Sales Registers
All existing Open Sales Registers in SPEAKS are deleted and replaced with the current Open Sales Registers
from the CEDNet extract.
Importing Closed Purchase Orders
SPEAKS verifies the purchase order date range sequence to prevent any possible missing purchase orders in
SPEAKS. SPEAKS compares the last purchase order date range in SPEAKS to the current purchase order
date range in the import batch from CEDNet to verify whether they are in sequence. Backdated imports will
always trigger this warning because they are out of sequence, not necessarily because they are missing
purchase orders. When SPEAKS imports the closed purchase orders, it will add the purchase orders to those
already in SPEAKS. If the import batch contains a purchase order that already exists in SPEAKS, the existing
purchase order will be replaced.
Importing Open Purchase Orders
All existing Open Purchase Orders in SPEAKS are deleted and replaced with the current Open Purchase
Orders from the CEDNet extract.
Importing Manufacturer File
SPEAKS verifies record count prior to import. If the record count is not the same as specified in the SPEAKS
import control record, then the import will halt. You will need to re-export the manufacturer file and attempt the
import again.
Importing Product File
Selecting this menu option allows you to replace the current product table present in SPEAKS with a new
product file copied from CEDNet. It is important to remember that this action replaces the current table, it does
not update it. Thus, any changes you may have made to the SPEAKS Product Table that were not also made
to the Product File in CEDNet will be lost once you import this data set. The best course of action to follow
when a change, addition or deletion to the product table is required is to make the revision on the CEDNet
system, create a new Product File data set and then import it into SPEAKS.
Only products with a valid manufacturer code in the SPEAKS Manufacturer Table will be imported. To prevent
new product lines from failing to import, CEDNet automatically tags the Manufacturer Codes data set
when the Product/Prices data set is tagged. SPEAKS also verifies record count prior to import. If the record
count is not the same as specified in the SPEAKS import control record, then the import will halt. You will need
to re-export the product file and attempt the import again.
When a product is deleted from CEDNet, those records will be labeled Inactive in SPEAKS. Items found to be
INACTIVE will still report until data cannot be found. When the Month End process is run, SPEAKS will search
the Inactive records to see if there is still data listed for the product. If records are found, reporting continues
until the next Month End process. When Inactive records no longer have associated sales data present,
SPEAKS will then delete the product.
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Importing Product Xref (Cross Reference) File
import control record, then the import will halt. You will need to re-export the Product Xref file and attempt the
import again.
Importing Group Code
import control record, then the import will halt. You will need to re-export the Group Code Tables data set and
attempt the import again. Each Price Group and Report Group Code in SPEAKS must have a Consolidation
Code assigned to it in order to be included in SPEAKS reporting. If SPEAKS detects new group codes in the
import batch, they will be listed in the Import Status screen for your review. Please print the ‘Import Status
Report’ and assign Consolidation Codes to these group codes in the appropriate Price Group or Report Group
table in SPEAKS.
Importing Customer Part Number File
import control record, then the import will halt. You will need to re-export the Customer Part Number file and
attempt the import again.
Importing Customer File
import control record, then the import will halt. You will need to re-export Customer File and attempt the import
again. The new Customer File import will replace the one currently being used by SPEAKS.
When a customer is deleted from CEDNet, those records will be labeled Inactive in SPEAKS. Items found to be
INACTIVE will still report until data cannot be found. When the Month End process is run, SPEAKS will search
the Inactive records to see if there is still data listed for the customer. If records are found, reporting continues
until the next month End process. When Inactive records no longer have associated sales data present,
delete the SPEAKS will then customer.
Importing Customer Price Matrix
import control record, then the import will halt. You will need to re-export the Customer Price Matrix file and
attempt the import again.
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SPEAKS 3.1
Chapter 12. SPEAKS Credit Office
Overview
At Credit Offices SPEAKS is primarily used to respond to customer requests for invoice copies. Since a Credit
Office services customers from multiple Profit Centers, the SPEAKS Server at the Credit Office contains a
SPEAKS database for each Profit Center. The SPEAKS application has the ability upon logging in, to switch
from one Profit Center database to another.
This chapter details the operation of SPEAKS at a Credit Office.
Logging into SPEAKS
SPEAKS allows the user to connect to multiple Profit Center databases using the same SPEAKS application.
To log in to SPEAKS:
1. Double click on the SPEAKS Application icon from the

desktop
2. The Login screen shows the last database that was
logged into above the Username box. If you do not
choose a different database using the ‘Advanced’ button,
this will be the database that you will log into.
To choose a different database:
1. Click on the Advanced button

2. Click on Select Database drop down box and select
the database you want to connect to
3. If you have not already, enter a Username and
Password
4. Click on Login to open the selected database.
NOTE: In most cases there is no need to change the

Server name. On the SPEAKS server this should be
(local) and on the client machines it will be the computer
name of the SPEAKS Server.
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Data Import Method
Overview
These instructions are for Credit Offices and other locations who want to set up Profit Centers SPEAKS
databases via the Data Import Method. While Credit Offices are the main focus of this process, it can also be
used by any SPEAKS user whose SPEAKS Server is not directly connected to the CEDNet network.
Setting up Your Profit Center Databases
After SPEAKS is installed, a default database called SPEAKSDATA is automatically installed. You must then
create a database for each Profit Center in your Credit Office, and set them up accordingly.
Adding a New SPEAKS Database
1. Click on Start Programs SPEAKS 3.1 Database Manager

2. Provide SPEAKS username and password and
login to the Database Manager
3. Under Advanced Tasks click on Add New Database
(Credit Office Use)
4. Under Database Name enter the 4-digit Profit
Center Number
5. Under Profit Center Number enter the same 4-digit
Profit Center Number
6. Click the Add Database button to add a new
database for the Profit Center specified
7. A message will appear when the Database has
been created, click OK
8. Either add another database or Return to the Main
Menu
Setting up the Home Profit Center Table
1.From the desktop, double click on SPEAKS Application icon

2.Specify SPEAKS Username and Password to logon (default username: mgr, password: mgr)
3.Click on Advanced button to select the Profit Center database you wish to logon to and click Login
4.Click on System
5.Under Admin section, click Home Profit Center Table
6.Click Edit
7.Specify all Profit Center information
NOTE: In the Profit Center Prefix field, enter the 2-digit Account Prefix assigned to the Profit Center.
For example, the account number 77-54321, shows that the Profit Center 2-digit Account Prefix is 77.
8. Click Save PC Table
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SPEAKS 3.1
Monthly Import Process
Overview
When you receive SPEAKS data from your Profit Centers each month, you will need to Unpack the data and
Import it into SPEAKS.
To Unpack Profit Center Data
1. Open Program Files, SPEAKS 3.1 and select Data Unpacker ICON.
2. Choose a SPEAKS data file to unpack. Use the Browse button to select the file from the Profit Center.
The file will be on either a Zip disk or a CDROM depending on what the Profit Center sent you. The file
name should look like this: SPKSXXXX.ZIP (XXXX is the Profit Centers number).
3. Click the Start button to begin unpacking
4. Click OK on the Done window
You may now unpack the data for another Profit Center or close the SPEAKS Data Unpacker and proceed with
importing the SPEAKS data.
To Import SPEAKS Data
1. Double click on the SPEAKS Application icon from the desktop

2. Enter Username and Password, and click on the Advanced button
3. Select the Profit Center database you wish to connect to, and click Login.
4. Click System
5. Click Import
6. Click Import from Batch to import all extracted data sets for this Profit Center. As Import proceeds,
Import Status will be displayed.
7. If you encounter an error stating ‘SPKCTL cannot be located at the following path [pathname]’, then
refer to procedure to change Import settings.
8. If you encounter an error stating that the Profit Center Number does not match, the database and data
sets to be imported belong to 2 different Profit Centers. You will need to make sure that the PC number
in the Home PC Table is correct and that the Import Setting is correct.
9. Click OK to Import Complete message
10. Click Print to print Import Status report
11. Click Close
An Import Validation Report will print for each Billing Day imported into SPEAKS. You may turn off this automatic
printing by unselecting the Print Import Validation Report flag in the Import Setting window on the System Maintenance
Menu of SPEAKS.
Checking the Profit Center Number of Current Dataset

As a precautionary measure, SPEAKS verifies whether the Profit Center Number in SPEAKS and the import
dataset are the same prior to proceeding with the import. (This verification was included for the Credit Offices.)
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Additional Maintenance Required
Month End Process
NOTE: This should be performed on each Profit Center database at least quarterly. If this process is not run
the databases will continue to grow and you will run out of disk space.
To Run Month End Process:
1. Double click on the SPEAKS icon on the Desktop

2. Click the Advanced button and select the database that you want to run process month end on
3. Type in the User Name and Password and click on the Login button
4. Click on System
5. Click on Process Month End
6. Enter the next billing month to be imported
7. Click the Process Month End button
8. Repeat the above steps for each of your Profit Center databases
Generate Missing Billing Days Report
This report lists any missing days compared to the 21-day billing cycle. A zero billing day in CEDNet will appear
as a missing billing day.
To Generate Missing Billing Days Report:
1. Double click on the SPEAKS icon on the Desktop

2. Click the Advanced button and select a database
3. Type in the User Name and Password and click on the Login button
4. Click on System
5. Click on System Reports
6. Click on the Generate Missing Billing Days Report
7. Review report for Missing Billing Days
8. Contact the Profit Center and have them send you a dataset for the missing days. If a Profit Center did
not do any billing on a day it will show up as a missing billing day and there will be nothing to import.
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Import Setting
To proceed with the import settings you will need to have received the dataset for each Profit Center and have
unpacked the data.
To Change Import Settings:
1. From the desktop, double click on SPEAKS Application icon

2. Specify SPEAKS Username and Password to logon (default username: mgr, password: mgr)
3. Click on Advanced button to select the Profit Center database you wish to logon to and click Login
4. Click on System
5. Click on Import Setting
6. Click Edit
7. Click on the Browse button.
8. In the Look in field select the Local Disk C: (Replace the “C:” with the drive letter that your SPEAKS is
installed on.
9. Double click on Program Files
10. Double click on SPEAKS31
11. Double click on Import
12. Double click on the PC number
13. Left click to highlight the SPKCTL.LSQ control file and click the Open button
14. Click on the Save button
15. Click on Return to System Maintenance
Troubleshooting
Import Errors and Warnings
SPKCTL.LSQ can not be located at the following path [pathname]:

This is most likely caused by the import path being incorrect. Change the Import Settings.
Profit Center Number does not match OR Data set is not for this Profit Center :
The database you are currently logged into does not match the Profit Center profile in the data. First
verify the Profit Center database upon logon or by checking the Home PC Table. Then locate and open
the SPKCTL.LSQ import control file, and browse to the end of each control record for the Profit Center #
Warning that there is a Duplicate Sales Batch:

Usually the best course of action here is to not select any of the duplicate Sales Batches unless you
know that for some reason the Profit Center’s CEDNet data had changed.
Warning that the billing days are out of sequence:

After the import process is complete you will want to ‘Create a Missing Billing Days’ report (from System
Reports under System Maintenance) and review it for missing Profit Center Data.
ver.3.22.06a 121
SPEAKS 3.1
INDEX
1 Credit Office
Add New Database................................................. 118
1 Multiplier Price Allowance Claim Request...................95 Create a New Database ......................................... 118
1 Multiplier SPA FIFO cost.............................................92 Data Unpacker ....................................................... 119
Delete Database....................................................... 89
Error Messages ...................................................... 119
2 Home Profit Center Table....................................... 118
Monthly Procedures................................................ 120
2 Multiplier Claim Format ...............................................93 Review the Import Status ....................................... 119
2 Multipliers Price Allowance Claim Request .................97 Select Database ..................................................... 117
SPEAKS Login ....................................................... 117
A Credit Office Data Import ............................................ 119
Credit Office Use......................................................... 117
A Word of Caution..........................................................59 Custom Queries ...........................................................100
ABC Analysis Reports....................................................25 Customer Account Numbers ....................................... 105
Access Levels in SPEAKS.............................................77 Customer Back Order on PO's...................................... 21
Access License Information .............................................3 Customer Copy Sales Register Facsimile .....................18
Add ................................................................................59 Customer File
Add a New Customer Type .......................................61 Customer Type Code ......................................8, 61, 75
Add New Database ...................................................89 Name Control ........................................................8, 75
Add Price Consolidation Codes.................................66 SPEAKS Reports....................................................... 7
Add Price Group Codes ............................................66 Customer Lien Tracking ................................................ 47
Add Price Report Codes ...........................................66 Customer List ................................................................ 49
Add Report Consolidation Codes ..............................66 Customer Names
ADMIN Abbreviations.............................................................. 8
Add Users .................................................................78 Customer PO Report..................................................... 48
Import Settings ..........................................................75 Customer Price List
System Overview ......................................................78 Customer Product Mix
Update Home Profit Center Table .............................76 Price Consolidation Code ......................................... 44
User Profile ...............................................................77 Report Consolidation Report .................................... 44
Advanced Tasks Customer Reports ......................................................... 43
Add New Database ...................................................89 Customer Lien Tracking ........................................... 47
Restore Database .....................................................88 Customer List ........................................................... 49
Shrink Database........................................................88 Customer PO............................................................ 48
Archived History.............................................................90 Customer Product Mix .............................................. 43
Customer Service Summary / Update Norm ............ 45
Customer Type.....................................................8, 61, 75
B
Back Up Client ...............................................................87
D
Back Up SPEAKS ........................................................105
Back Up SPEAKS Database..........................................86 Daily Summary Validation Report.................................. 82
Back Up to Media...........................................................86 Data Export Process ....................................................... 5
Back Up User Database ..............................................105 Data Import Process ....................................................... 6
Backing Up Your System .................................................6 Database Maintenance ............................................... 106
Advance ................................................................. 117
Delete............................................................................ 60
C Delete Database....................................................... 89
Delete Price Consolidation Codes ............................ 67
Check if Data is Exporting............................................114 Delete Price Group Codes........................................ 67
Checking User Credential ............................................114 Delete Report Consolidation Codes ......................... 69
Client Database Backups.............................................105 Delete Report Group Codes ..................................... 69
Comments ...............................................................16, 21 Deleted Records..................................................... 105
Consolidation Codes........................................................9 Direct Sales................................................................... 42
Copy Customer Price Matrix List......................................6 Data for SPEAKS ..................................................... 10
Create New SPA Claim Forms.......................................91 Duplicate Sales Batch ................................................. 121
ver.3.22.06a 122
SPEAKS 3.1
E M
Edit.................................................................................60 Maintain Customer Table .............................................. 61
Editing SPA Line Items ..................................................93 Maintain Customer Type Table ..................................... 61
Exit to Windows ...............................................................7 Maintain Performance Tables ....................................... 62
Export Claims ................................................................97 Maintain Price Consolidation Codes.............................. 66
Extracted Datasets to Zip Cartridge ...............................72 Maintain Price Group Codes ......................................... 66
Extracting SPEAKS Data from CEDNet.........................71 Maintain Report Consolidation Codes ........................... 66
Maintain Report Group Codes....................................... 68
Maintain Salesman Table.............................................. 63
F Maintain SPA Table ...................................................... 63
Missing Billing Days .................................................... 120
FIFO Cost ......................................................................93 Missing Billing Days Report........................................... 83
Find................................................................................60 Modify an Existing Customer Type ................................ 62
Find Purchase Orders....................................................19 Month End Process..................................................... 120
Find Sales Registers......................................................14
N
H
Name Control Field ......................................................... 8
Hardware Requirements ..................................................2 Guidelines .................................................................. 8
Hierarchy of SPEAKS ....................................................11 Network Configuration..................................................... 2
Non Stock Sales...................................................... 10, 43
I
O
Imports.........................................................................106
Credit Office Monthly Procedures ...........................119 Open Sales Registers ................................................... 15
Import Closed Purchase Orders..............................115 Overview for GUI..........................................................106
Import Customer Files...............................................73
Import Customer Part Number File .........................116
Import Customer Price Matrix..................................116 P
Import Group Code .................................................116
Import Invoiced Sales Registers..............................114 Performance Tables...................................................... 62
Import Manufacturer File .........................................115 Customer.................................................................. 61
Import Open Purchase Orders ................................115 Product ..................................................................... 63
Import Product File..................................................115 Sales Rep................................................................. 63
Import Product Xref .................................................116 Vendor...................................................................... 62
Import Setting....................................................75, 121 PO Import Data ............................................................. 19
Import SPEAKS Data ................................................72 Price Allowance Claim Request .............................. 97, 98
Import Validation Report ...........................................80 Price Consolidation Code.............................................. 44
Import Process ..........................................................70 Price Group / Consolidation Table ................................ 65
Inactive Files and Inactive Records .....................105, 116 Price Group Codes
Inside Salesmen Data....................................................10 Update...................................................................... 75
Instructions Price List, Customer........................................................ 6
Extract SPEAKS Data from CEDNet.........................71 Print Profit Center Facsimile.......................................... 17
Extracted Datasets to Zip Cartridge ..........................72 Print Purchase Order Facsimile .................................... 22
Import SPEAKS Data ................................................72 Print Salesman Commission Recap .............................. 99
Invoiced Sales Registers ...............................................15 Print SPA Claim Forms ................................................. 94
Isolate Variance Report .................................................81 Print the Sales Register ................................................ 16
Process Month End............................................... 73, 106
Product Availability Report ............................................ 54
J Product Classification Report .......................................... 9
Product Min/Max ........................................................... 55
Joining Tables..............................................................104 Product Table................................................................ 63
Profit Center Business Mix ............................................ 30
Profit Center Number does not Match......................... 121
L Purchase Orders ........................................................... 19
Limitations of the ‘Tbl’ Tables ......................................105
Login Report ..................................................................83 Q
Look Up Sales Registers ...............................................18
Query .......................................................................... 100
ver.3.22.06a 123
SPEAKS 3.1
R Update Codes ........................................................ 106

User Profile............................................................. 106
Recommended SPEAKS Maintenance Chart ........84, 110 SPEAKS System Overview ........................................... 78
Report Consolidation Code ............................................44 SPEAKS System Reports ............................................. 79
Report Group / Consolidation Table...............................67 Daily Summary Validation Report............................. 82
Report Group Codes..................................................9, 67 Import Validation Report........................................... 80
Update ......................................................................75 Log in Report............................................................ 83
Reports Missing Billing Days Report ...................................... 83
Group Code Reports ...................................................9 SPEAKS Tables .......................................................... 101
Overview ...................................................................23 SPEAKSData Database ................................................ 85
Product Classification................................................10 SPEAKSUser Database ................................................ 85
Reset Systems Flags .............................................88, 106 Standard Product File ............................................... 9, 67
Restore Database ..........................................................88 Standard Tasks
Review Table Data.........................................................59 Back Up Client.......................................................... 87
Back Up SPEAKS Database .................................... 86
S Back Up to Media ..................................................... 86
Reset Systems Flags........................................ 88, 106
Sales Data Non Stock and Direct...................................10 Standardization ......................................................... 7, 61
Sales Detail Report ........................................................34 Starting Speaks............................................................... 4
Sales Files .....................................................................10 Stock Service Level....................................................... 56
Sales Performance ........................................................37 Sub-Datasheet View.................................................... 104
Sales Registers..............................................................13 Support Tools................................................................ 50
Sales Register Facsimile...........................................17 Customer Labels ...................................................... 50
Profit Center Copy.....................................................17 Shelf Labels.............................................................. 51
Sales Reports ................................................................23 System Import Setting................................................. 121
ABC Analysis Reports...............................................25 System Maintenance............................................. 70, 106
Direct Sales...............................................................42 System Security .............................................................. 4
Non Stock Sales........................................................43
Sales Detail Reports .................................................34 T
Sales Performance....................................................37
Sales Summary Reports .....................................30, 33 Table Maintenance Overview........................................ 59
Sales Trend Graph....................................................40 Troubleshooting Overview................................... 111, 121
Sales Trend Reports .................................................38 Data Extract Issues ................................................ 112
Sales Summary by Total Profit Center...........................33 SPEAKS Data Import Issues .................................. 111
Search for PO's..............................................................19 SPEAKS Login Issues ............................................ 112
Search for Sales Registers ............................................14 User Database Issues ............................................ 113
Security............................................................................3
Shelf Labels ...................................................................51
Shrink Database ............................................................88 U
Software and Operating System Requirements ...............3
SPA Claim Forms ....................................................95, 96 Understanding SPEAKS Import Status ....................... 114
SPA Contract Cost.........................................................90 Update Codes ....................................................... 74, 106
SPA Contract Sort Order ...............................................91 Customer Name Control Codes ............................8, 75
SPA Overview................................................................22 Customer Type Codes.....................................8, 61, 75
SPA/Vendor Rebate Feature .........................................10 Home Profit Center Table......................................... 76
SPEAKS Price Group Codes ................................................9, 75
Customer Files ............................................................7 Report Group Codes ............................................ 9, 75
Data Standardization...................................................7 User Profiles.......................................................... 77, 106
Inside Salesmen Data ...............................................10
Non Stock and Direct Sales Data..............................10
Report Group Code...............................................9, 66 V
Sales Data Capture...................................................10
SPEAKS Database Maintenance Vendor and Products
Back Up Database ..................................................106 Product Availability Report ....................................... 54
Back Up SPEAKS ...................................................106 Product Min/Max ...................................................... 55
Database Maintenance ...........................................106 Stock Service Level.................................................. 56
Process Month End.................................................106 Vendor Performance ..................................................... 53
Reset System Flags ..........................................88, 106
SPEAKS Password........................................................78
SPEAKS Server Backups ............................................106 W
SPEAKS Setup ............................................................106
SPEAKS System Maintenance Writing Queries ........................................................... 102
Imports ...................................................................106
ver.3.22.06a 124

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SPEAKS 3.

SPEAKS 3.1 Training Manual

Chapter 1. Introduction to SPEAKS ................................................................................................1

Chapter 2. Documents Menu ........................................................................................................13

Chapter 4. SPEAKS Table Maintenance.......................................................................................59

Chapter 5. System Maintenance ...................................................................................................70

Chapter 6. SPEAKS Database Manager.......................................................................................85

Chapter 7. Understanding SPAs...................................................................................................90

Chapter 8. SPEAKSUser Database ............................................................................................100

Chapte 9. Using SPEAKS with CEDNet GUI.............................................................................106

Chapter 10. SPEAKS Troubleshooting .........................................................................................111

Chapter 11. Understanding SPEAKS Import ................................................................................114

Chapter 12. SPEAKS Credit Office...............................................................................................117

Chapter 1. Introduction to SPEAKS

There are three components that make up the SPEAKS system:

Windows 95B or 95C (approved for SPEAKS Client only)

 Windows 95 Y2K Service Pack

 Windows 98 Second Edition

 Windows NT Service Pack 6

 Windows 2000 Service Pack 2

 Internet Explorer 6 or higher

Access License Information

SPEAKS has three levels of passwords:

Logging into SPEAKS

1. Double click on your SPEAKS icon from your desktop

3. Provide a username and password

SPEAKS Data Extract Process

Backing Up Your System

All backup options are located in the SPEAKS Database Manager.

Turning Off the SPEAKS Server

Getting Accurate Reports From SPEAKS

1. It limits the name control field to no more than seven characters.

When assigning a Name Control to a customer, use the following guidelines:

Report Group Codes

Price Group Codes

Capturing Salesman Data

Capturing Non Stock & Direct Sales Data

MFG CATALOG # PRODUCT DESCRIPTION

KLEIN 65500 @6620 13 PC 1/4 DRIVE SET

SPA/Vendor Rebate Feature

Hierarchy of SPEAKS 3.1 Menu Layout

Chapter 2. Documents Menu

Sales register information imported from CEDNet includes:

Open Sales Registers

Comments on Sales Registers

Printing the Sales Registers

Look Up Sales Registers by Customer PO

Purchase Order information imported from CEDNet includes:

After selecting from the options above, choose

Closed Purchase Orders

Comments on Purchase Orders

Printing Purchase Orders

The standard reports provided by SPEAKS include:

Return to Reports Menu

The rest of this chapter describes each report in detail.

ABC Analysis Report

Example 1: ABC Analysis Report for Customers Ranked by YTD Sales

Example 2: ABC Analysis Report for Products Ranked by YTD Sales

Example 3: ABC Analysis Report - Price Consolidation Code by Gross Profit

Example 4: ABC Analysis Report - Report Consolidation Code by YTD Sales

Example 5: ABC Analysis Report - Vendors Ranked by YTD Sales

Profit Center Business Mix

CASH Cash Sales

Windows 95 Y2K Service Pack

Windows 98 Second Edition

Windows NT Service Pack 6

Windows 2000 Service Pack 2

Internet Explorer 6 or higher

All Sales Reps

Sales Trend Reports recap stock, direct and total sales

Price Consolidation Code (used in CEDNet for pricing)

Product's Vendor Code

Total Profit Center

Total number of stock line items