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User eNotes - July 2020

Presidents Comments

Rod Hatcher
This edition of User eNotes is focused on companies and their locations. ALERE is unique in that it manages all companies, including your company, together. In fact it is the first menu option, called Company that appears when the software starts. Why is that important to you?

Well, would you prefer multiple different places in software to remember where key company information is located or would you prefer one? After all, the only difference between companies is their relationship with your company. And, there are significant benefits to this approach.

Company information is only entered once. Companies can be both customers and suppliers. Payables can be directly offset against receivables. The process of doing refunds or credits is considerably easier. In fact, the entire process of managing companies and their locations becomes smoother for your staff.

In ALERE, it is a concept called Single Point Entry.

Your Company Is First

How do you find your company on the Company screen in the Manager module?

Your company will always be the first, or top, company on the Treevision list. When your company is chosen the Locations, Consignment, and Contacts tabs are active. The Customer and Supplier tabs are inactive and are used for those companies listed below yours.
Your Company Screen
The Locations tab for your company is where all of your business locations are established. This includes consignment locations, anywhere equipment is stored, and locations your company uses for scrap.

The purpose of the Consignment tab is to provide key information for consignment locations. A consignment location must exist on the Location tab before using this screen.

The Contacts tab is where you add and manage the employees at each of your company locations. It is here that the personnel are entered with additional distinguishing information for sales and service staff.

Your Company List

Each location in a company can be assigned attributes which determine what role that location will play within ALERE. These characteristics are profoundly different between your company and other companies. Defining locations by these attributes tells the software how to handle those locations and helps to filter the browser lists that are called when using certain functions throughout ALERE.

Let’s begin with your company. The checkbox My Co identifies a company as your company. Only one company can be assigned this attribute. Once identified this check box is deactivated for all other companies. Only one other attribute, plus My Co, can be chosen at a time for each location that is established for your company.

Since your company can have more than one location, each one can be defined by its primary function. There may be an office, a warehouse for inventory, a consignment location, place equipment storage, or for scrap materials. Refer to the image below for reference
Your Company List/Treevision Screen
While your company characteristics are defined by the functions they serve, other companies are known by the business relationships they have with you. Refer to the image above for reference. Unlike the attributes for your company, they may have a mixture of attributes checked except for the Other checkbox where, for example, a company may be a bank. In that case all tabs are deactivated except the Company Location tab.

A company location that you ship orders to, and where the invoice are sent, will have both Bill To and Ship To checked. A company where you place purchase orders, but send your payments to a different location, will have only the PO To attribute checked.

The corresponding tabs will be activated based on the attributes chosen.

To help you quickly visualize what your relationships are with companies, their selected attributes are color coded on the company Treevision graphic at the location levels and below.

Assigning attributes to companies is one of the ways that ALERE uses to allow information to be entered only once.

Defining Company Locations

Each location in a company can be assigned attributes which determine what role that location will play within ALERE. These characteristics are profoundly different between your company and other companies. Defining locations by these attributes tells the software how to handle those locations and helps to filter the browser lists that are called when using certain functions throughout ALERE.

Let’s begin with your company. The checkbox My Co identifies a company as your company. Only one company can be assigned this attribute. Once identified this check box is deactivated for all other companies. Only one other attribute, plus My Co, can be chosen at a time for each location that is established for your company.

Since your company can have more than one location, each one can be defined by its primary function. There may be an office, a warehouse for inventory, a consignment location, place equipment storage, or for scrap materials. Refer to the image below for reference.
ALERE Company Attributes
While your company characteristics are defined by the functions they serve, other companies are known by the business relationships they have with you. Refer to the image above for reference. Unlike the attributes for your company, they may have a mixture of attributes checked except for the Other checkbox where, for example, a company may be a bank. In that case all tabs are deactivated except the Company Location tab.

A company location that you ship orders to, and where the invoice are sent, will have both Bill To and Ship To checked. A company where you place purchase orders, but send your payments to a different location, will have only the PO To attribute checked.

The corresponding tabs will be activated based on the attributes chosen.

To help you quickly visualize what your relationships are with companies, their selected attributes are color coded on the company Treevision graphic at the location levels and below.

Assigning attributes to companies is one of the ways that ALERE uses to allow information to be entered only once.

Technical Seminars - Your Source of Training

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Due to the circumstances surrounding COVID-19, TIW is currently only offering custom training at this time.

Custom training offers a client driven, focused training approach which addresses the specific needs of your organization. At the same time it doubles as process consulting time, which can help to improve your organizational efficiency.

The one on one training may also be used to provide employees with recurrent training, which will assist them in making the most of both ALERE’s core and newest features. Alternatively, training may be scheduled as a comprehensive overview to familiarize new additions to your staff with the capabilities of ALERE.

Session require a two hours minimum commitment and may run for a maximum of four hours per day.

Schedule your company’s session by calling Chris at 610-258-5161 x105.

TIW’s online training resources are available 24/7 on demand through our website
TIW Technology, Inc. | Phone: 610.258.5161 | Fax: 610.258.6217