To access the Windows Printer Settings, go to Start Menu > “Printers and Scanners” or however it is termed in your Operating System and find the label printer.  Either “click > Manage” or click on the little arrow and it should take you to an option window where you can choose Printer Properties and Printer Preferences.

Zebra

Open Printer Properties > Printer Settings and check “Always use Driver Settings”.

Also go to Printer Properties > Advanced > Printing Defaults – set your page size correctly.

Make sure the Printing Preferences > Options matches the above Printing Defaults.

Open Printer Preferences > Advanced Setup and check “Use Printer Settings”.

SATO

Open Printer Properties > Driver Settings > Settings and check “Always use driver settings”.

Also, go to Printer Properties > Driver Settings > Configure Printer – set your page size correctly.

Make sure Printing Preferences > Page Setup matches the above Printing Defaults (also is Portrait).

With this feature, you can specify which report should print at which printer.

Go to System > Local Settings and to the Default Report Printers section to choose the corresponding Report Name and Printer Name.

These settings will override any printer the user has selected.

This feature allows an Auto Attach Path to be specified in User Preferences.  If set, when the Attachment screen is opened, it will auto attach any files in this folder.  If files are added to the folder while the Attachments screen is open, they will also be attached.  After files are attached, they are moved to an Archive subfolder.
Example: this is primarily useful if you scan in packing lists/invoices and you want to attach them to purchase invoices in Paradigm, etc.

To use the Auto Attach feature, first create a folder in your desired location for the Attachments that you want to attach to documents or line items in Paradigm.

Then go to System > User Preferences > User Defaults and populate the “Auto Attach Path:” field with the path of the folder you created. 

To attach files to a document in Paradigm, click the    button in the header.  To attach files to a line item, click the    button.  As stated above, any files that are already in the folder that you mapped in User Preferences and any files that you add to the folder while the Attachments window is open will show up in the Attachments list.

The    button in the header will display a combination of document and line item attachments, regardless of whether they were added through the Auto Attach feature or attached through “Add Attachment” in the Attachments window.

The Product finder tool allows a user to find products based on a group and/or subgroup(s) to which the product is assigned. It is a useful tool to quickly find a product while creating a transaction, especially for new salespeople.

The user can either search the for product in the search bar, or select a group that it is in.

This will open all the subgroups, where the user can again select a group. This can continue as far as the number of subgroups under the selected parent group.

For example, Screws > (ALL SCREWS) or Screws > Metal to wood > 2.5” > Black

The search bar will search all the products within the selected group and will show the number of products matching the search within the displayed subgroups, as shown below.

For Example, here is a search for all red products, under the group “Panels”

This button will take the user back to the previously selected group:

This will take the user back to the home page of product finder:

After a product has been selected, the product finder will automatically go back to the home page, but if more than one product is needed from the same group, use the return button, and it will go back to the previously selected group or subgroup.

To select multiple products in one group, simply CTRL+Click the product ID (hold the CTRL key while clicking) to stay in the group when selecting an item.

While using product finder in a transaction, the selected product will be added to the transaction, and the cursor will be set to the pieces column allowing the user to immediately type the piece count.

How to create groups:

The inventory group setup is under Inventory > Inventory Groups. The group can have any name, and doesn’t have to be a category in your database.

Add as many subgroups to the parent group as needed by selecting the folder on the right. This will then display the subgroups of the selected group.

Group colors:

A group color can be assigned. In the example below the color selected is blue. This will cause the lumber group button to be blue in the product finder.

By default, all the colors will be undefined. To select a group color, the color for the option must first be selected. This can be done in Item > General > color settings

Clicking the settings button will open the “Inventory Color” page, where the display color and text color can be selected.

How to assign items to groups

Items can be assigned to groups individually by opening an item, then selecting the “Edit Groups” button.

Note that items can be added to multiple groups.

Contact Paragon for assistance on adding items to groups in large quantities.

For each inventory item, you can add multiple pricing levels with discounts or markups for that product. Each of these levels can be added multiple times for different quantity ranges and units of measure.

In this example there is an order with the same item in three different Units of Measure, priced at $0.10 per unit, with no price level applied.

Here is an example that has a non-exclusive 5% discount for the Unit Measure Bag/100, and a 10% discount for the Unit Measure Bag250

• • Select pricing level and exclusivity of your price level. Non-exclusive price levels are typically assigned to level one.
  • Non-exclusive price levels are available for every customer, regardless of that customer’s pricing method. These are normally used to create quantity price breaks, where anybody who buys a certain amount of that product will get a discount.
  • Select a Unit of Measure, and the min – max range of quantity on which to apply the discount.
  • The previous example is set at -999999 up to 9999999 to apply this price level to any number of “Bag/100” bought.
  • Select your rounding level. Check the rounding level because it will control the rounding of the Sales Price. Over a 1000 pcs, it will change the total drastically. Typically, this should match the Rounding Precision under the General tab.

Here is the same order from above, but with the shown price level applied.

Note that while the example above uses alternate units of measure, the same approach can apply to an item’s standard unit of measure for certain ranges of quantities purchased, like shown below.

See also: Pricing Methods, Edit Pricing Levels, Importing Pricing Levels, Customer Pricing Types.

As of Paradigm version 9.540, a setting exists to disallow a user from editing costs, prices, and discounts for lines on transactions in Paradigm. The setting can be accessed in the Menu > System> Security> Settings page. Select the User on which to change permissions, then in the box “Security Settings for Forms” you will find a checkbox for “Disallow editing prices or discounts in orders or invoices”

Checking this will disallow the selected user from changing the sales price, costs, and discounts on the transaction line in orders or invoices.

However! The user will still be able to edit the price in the following cases:

• The product is priced at $0.00 in inventory.
• The product is marked as requiring POs in its detail tab, and the PO has already been created for that line.

Keyboard Shortcuts
Use the Ctrl + 1 key combination to bring up the “Quick Add” form. After this form opens, press the key which corresponds to the underlined letter of the item you are wishing to create. For instance, to create an new order, press the “O” key.

Highlighting text such as an order number and pressing Ctrl + G, will trigger a search for that item and any related items. Pressing Ctrl + G while no text is highlighted will simply open the search form.

Pressing ALT + SHIFT + P will open the Scan to Complete production feature.

Adding and Removing Columns from Lists
Use the new “Column Chooser” button at the bottom of list screens to quickly add and remove columns.

The “Column Chooser” can also be accessed by right clicking on a column header.

Rearrange Columns
Columns in a list can now be rearranged by simply clicking and dragging the column header into its new position.

Resize Columns
Easily resize columns in P10 by hovering your cursor over the border between columns.

Text Search
Pressing CTRL+F on most forms allows a user to search for specified text.

“Right Click” List Actions
Several actions for items in lists are now available by right clicking on the item in the list.
   – Quotes
   
   – Orders
 
   – Invoices
 
   – Purchase Orders
 
   – Purchase Invoices
 

Select Multiple Items in a List
Holding CTRL while on a list, allows the selection of multiple lines by simply clicking on the desired lines. Several “Right click” actions are available to be performed for these selected lines.

“Drag and Drop” file attachments
     List Screens
     Add an attachment by dragging and dropping it into a list screen. The file will automatically be attached to all of the items that are selected.
     
     Individual transactions
     Rather than clicking the “Attach” button, attachments can be added to an open transaction by simply dragging and dropping into Paradigm.
   

Open All
Holding CTRL while clicking “Open All” will open each item in the list in its own separate tab.

Open Multiple List Screens
List screens can now be opened multiple times by holding CTRL when clicking on the icon to open a given list.

Quick convert
Hold the CTRL key while converting a quote in order to bypass the line selection screen and automatically convert the entire quote.

New “Invoice and Pay” Option on Orders
Converting an order to an invoice and receiving a payment on it, can now be done all in one step by selecting “Invoice and Payment” from the convert drop-down.

Improved Date Fields
Date fields in P10 allow a user to enter dates in most formats. (1/1/21, 1-1-21, 01012021, etc…)

Email Form Improvements
Improvements to the email form, now allow for the formatting of emails. Also new for the email form, is the ability to search for email addresses from the address bar.

Free-Floating Windows
Tabs that are open in P10 can now be dragged out of the main P10 screen and onto a secondary display.

Open Multiple Transactions
It is also now possible to open more than one transaction of the same type, at the same time.

Line Item Options
While using line item selection, right click on one of the selected items to get a drop-down menu of options for those lines, including duplication and deletion. P9 keyboard shortcuts will continue to work in P10 as well. See: Record Selector Shortcuts

Quick Tab
Pressing CTRL+TAB tab allows a user to cycle through a list of open tabs in P10.

Print Multiple PDFs
A new printing option has been added to list screens, which allows a user to generate reports as multiple separate PDF files (One per list item {order, invoice, customer, etc…}) rather than producing a single, combined PDF file.
The PDF files are saved to C:\Users\%username%\Documents\Paradigm.

Tab Options
Right clicking on an open tab, gives a user options for actions to take with regards to open tabs. Options include “Close all but this(Tab)” and “Close all but lists.”

Mileage Calculator
The mileage calculation feature allows a user to calculate a freight charge for an order, based on the mileage between the warehouse it will ship from and the customer’s ship to address on the order. See Mileage Calculator.

See also: Editing Form Layouts in P10

How to write off unpaid invoices (Bad Debts) for a customer.

1. Create an new journal entry with the first line being a credit to accounts receivable for the amount that the customer owes.
   
   
2. Select the customer’s ID from the dropdown under “Name”.
   
   
3. The second line should be a debit to the Bad Debts expense account.
   
   
   
4. Post the journal entry.
   
   
5. The journal entry can now be applied to the unpaid invoice(s) by selecting the invoices from the list that appears after clicking “Post”. Clicking “Cancel” will allow the journal entry to post without applying it to any outstanding invoices.
   
   
   
6. Next click “Finish”. This will automatically create a receivable to apply the journal entry and unpaid invoices against each other. 

How do I correct the customer on a prepayment that was received for the wrong customer?

• If the prepayment has not been deposited yet, simply unpost the prepayment and select the correct the customer ID. If it has been deposited then:
  
  
• Open the prepayment and click “Returned Payment” then choose the “Error” type. This will create a reversing prepayment for the original customer.
  
  
  
  
• Ensure the error prepayment is posted. Its ID will be the same as the original prepayment, but with “-ERR” added at the end.
  
  
• Create a new prepayment for the correct customer and post it.
  
  
• Create a receivable for the incorrect customer and mark the original prepayment and the error prepayment to be paid – the net should be $0.
  
  
  
• Create a new deposit and select both the newly-created prepayment for the correct customer and the error prepayment for the incorrect customer. These will be equal and opposite and net to a $0 deposit.
  
  
  
• Post the deposit.

If a vendor to your business is also a customer to your business, you may find it necessary to apply the amount owed to you from an invoice for the customer, against any outstanding purchase invoices from the vendor. To do this, you will first want to create a clearing account that can be used for this process, whenever it is necessary.

Moving the Customer Invoice Amount to the Clearing Account

Once a clearing account has been created, add a new invoice for the customer, but set the Invoice Type to “Credit Memo.”
Next, enter a GL line on the credit memo and use the clearing account that was created earlier.
Then, set the pieces ordered to negative one and enter the total amount from the customer invoice into Sales Price column on the credit memo.
Finally, set the sales tax to NO TAX and post the credit memo.

After posting the credit memo, a form will pop up to select which invoices the credit should be applied to. Choose the invoice for which this credit memo has been made, then click Finish.

Applying the Amount in the Clearing Account to a Vendors Purchase Invoices

First, add a new purchase invoice for the vendor and set the Voucher Type to “Debit Memo.”
Next, enter a GL line on the debit memo and use the same clearing account that was used on the credit memo.
Then, set the Pieces Received to negative one and the cost equal to the amount entered on the credit memo.
Finally, set the use tax to NO TAX and post the debit memo.

The debit memo can now be applied to any of the purchase invoices from the vendor, either through the pay bills form or by opening up a purchase invoice and creating a payable for it.

How do I do a bank reconciliation in Paradigm?

To do a bank reconciliation, start by opening the Menu>Banking>Bank Reconciliation form. Next, select the account to reconcile [1], and enter the reconciliation date from the bank statement [2] to hide any transactions from after the statement date (this is not a necessary step, but may be useful). If this is your first bank reconciliation in Paradigm, you will then need to specify your opening balance at the top of the form [3] (if you changed over from another system, this number will be $0). The beginning balance will be auto-filled on each reconciliation in the future, based on the last reconciliation’s ending balance. Next, enter the ending bank balance from the bank statement [4].

Check off each transaction in the list that appears on the statement [5] — you can see the remaining difference between the ending bank balance and the cleared transaction in the bottom left of the form [6]. The bottom-middle of the form contains another type of reconciliation number, comparing the ending bank balance plus the unreconciled checks and deposits to the GL account balance from the chart of accounts [7]. Both the difference in the bottom-left and bottom-middle should be 0 when all transactions have been marked as reconciled. If the differences are not zero, but are the same, there is most likely either a missing or extra transaction in Paradigm. If the differences are not the same, contact Paragon for detailed support.

Once both differences are zero, click the post button at the top of the reconciliation [8] to finalize the entry. You can then run a reconciliation report to have a physical copy of the finished reconciliation.
Note: Clicking “Unpost Previous” will unpost the previous reconciliation for the selected account and delete it. Any transactions from the previous reconciliation will then show up in this list to be reconciled again.

How do I record a vendor refund that is credited back to a credit card account?

To record this in Paradigm, create a Purchase Invoice and set the Voucher Type to Debit Memo.  List the credit items or expenses on the Debit Memo.  When you Post the Debit Memo, it should have a negative total, indicating a credit to the Vendor’s A/P account.  To close or pay out the Debit Memo, click the Payable button on the Debit Memo, select the Credit Card account from the Bank Account dropdown, enter the payment total as a negative amount, and then select the Debit Memo from the list of open invoices.  When you post the payable, it will close the Debit Memo and record a “return” on the selected credit card account.

When to return payments:
The main reason for returning payment would be the case when a customer’s check bounces and it has already been included on a deposit. If this is the case, then the GL accounts will be wrong, saying that the bank account balance is the amount of the payment higher and that the customer doesn’t owe anything.
The other reason it may be necessary to return payment, would be if the receivable was made, assigned to an invoice in error, and deposited. In this case the GL accounts would be showing that the amount for the invoice has been paid when it is still due from that customer.

To return payment:

• Open the receivable or prepayment from which payment will be returned.

• Click the button labeled “Returned Payment,” at the top of the receivable.
  

• Choose whether the payment is being returned due to non-sufficient funds or because it was assigned in error.
  
  This will create a duplicate receivable or prepayment with negative amounts, which will show up to be deposited in order to correct the account balances.

• On a receivable click “Post” to apply it. Prepayments will post automatically.
  

Note that the resulting NSF transaction may be posted to Undeposited funds, and will need to be added to a deposit (which will most likely have a negative balance) for it to post to the bank account and show in your bank reconciliation.

See also Receiving/Making Payments Tips and Tricks.

– Every form that posts will have a button to view the posting of that transaction, normally beside the Total field.

– A list of all the transactions that make up a total in the Chart of Accounts can be viewed by clicking the folder beside that account (from the Chart of Accounts) and then clicking ‘GL Detail’. Note that right clicking in this form gives more sort/filter options.

– When using the Accounts Receivable or Accounts Payable accounts in a journal entry, a customer/vendor ID will be required. This ties the entry to their account and will show as a positive or negative transaction, depending on the adjustment. If either of these accounts ever needs to be adjusted without tying the adjustment to a customer, check the ‘Correcting Entry’ checkbox on that line of the journal entry. Click here for more information on Journal Entries.

– A bank account register can be found under Banking>Bank Account List. Double-click the account to view and a list of all transactions for that account will be brought up.

– When using the write checks form, the account populated into the check detail when using a vendor as the payee will be the ‘Expense ID’ from the vendor’s detail tab.

– When writing checks, click the button beside the check number to auto fill the next check number Paradigm is aware of.

– When writing checks, double click the check amount to total the amounts from the detail of the check.

– It is beneficial when applying check numbers to transactions, to begin the numbers with at least one zero, depending on the length of your check numbers. Paradigm deals with check numbers alphabetically, so a zero helps to ensure they are always sorted correctly.

– After paying sales tax or to simply keep numbers from changing in a given period, use General Ledger>Accounting Periods>Close Periods up to and Including to keep transactions from posting or unposting before the supplied date. This date can be moved backward to allow for adjustments if needed.

– After books for a given fiscal year have been finalized, contact Paragon Computing Solutions to archive the GL transactions for that year to improve query speed and overall performance of Paradigm.

– There are some reports that should be run on a regular basis to make sure balances are holding out. These are all under the ‘Reports’ menu item in the following sections: Accounts Receivable> Receivables Aging Totals, Accounts Payable> Accounts Payable Aging, General Ledger> Orphaned Transactions. If any of these reports flag an issue (out of balance totals or transactions missing) contact Paragon Computing Solutions for assistance in correcting the issue.

How do I return a customer credit balance?

Customer credit balances can come from unused prepayments, overpayments, and credit memos. Sometimes, you may want to pay that money to the customer via a check, and then mark the credit balance as having been used.

To accomplish this, in short:

1. Create a check for the amount not used.

2. Select Accounts Receivable and the Customer in the detail section of the Check (this creates an invoice for that customer that won’t show up in the invoice screen).

3. Create a Receivable for that customer and apply the prepayment to the created invoice

Now for the longer tutorial:

1.  Create a Check for that Customer.
   1. In the Banking Section of the toolbar, select Write Checks and then click Add.
   2. Enter the amount of the credit to refund, as well as selecting the payee type of “Customer” and selecting the customer ID.
   3. Select the Accounts Receivable code in the detail section of the check.
   4. Select the customer ID in the Name column for the Accounts Receivable line in the check detail.
   5. Type the amount of the refund again or double click the amount to copy it from the check header.
   6. Post the check – This creates an invoice for the customer which brings the customer balance in this case to zero. At this point, the invoice is still unpaid and the prepayment is still not applied. We will take care of that in our next step.
2.  Create a Receivable for the Customer and apply the balance of the prepayment to the unpaid invoice.
   1. Click on the Receive Payment button in the Accounts Receivable tab.
   2. Click on Add.
   3. Double click in the Payment area of the detail section to automatically fill in the remaining amounts or type them in by hand on the line for the customer credit as well as the invoice created in step one. The total payment received should now total to 0.
   4. Post the Receivable.

The customer credit has now been removed from their account, and you have a check that can be printed off and given to them.

To set up the Use Tax calculations for Paradigm you must first set up the G/L accounts on which you will be paying Use Tax.

Go to your General Ledger>Chart of Accounts and click on the Select button on the account you want to edit.

Set the Report Use Tax flag

When you have all the accounts properly setup, you can run the “Use Tax” report from under the Accounts Payable heading in the Reports screen.

The “Use Tax Report” will show the totals for Vouchers or Bills where no sales tax has been paid and were applied to accounts that have been flagged as Use Tax

This is a short tutorial on how to find the overpaid receivables in the receivables list.
1. Add the curCredit field to the list if it isn’t there already
2. Filter out all the zeros.

After payment has been received on an invoice, that payment has to be deposited to the appropriate bank account. To do this, go to Banking -> Make Deposits and click “Add”[1], select the bank account [2], then click “Undeposited”[3]. This will bring up a list of all the payments that have yet to be deposited.

The list of undeposited funds can be sorted using the fields at the top of the form. Enter the filtering criteria (in this case cash payments from 12/7/2016) then click the filter button on the far left to apply the filter[4] (Note: Right-Clicking in the detail lines will allow additional sort options, i.e. sort the “Amount” column from greatest to smallest). Select the payments to be deposited by clicking the checkbox to the right of each payment [5], then when all of the payments to be deposited have been selected, click “Add to Deposit” to bring those payments into the deposit [6].

At this point, the deposit is ready to post, which is done by clicking “Post” at the top of the form [7].

To deposit from an account that is not Undeposited Funds, simply enter the account ID and amount into the detail line manually. NOTE: When depositing from Accounts Receivable or Accounts Payable, a customer/vendor ID will need to be specified in the ‘Name’ column.

How do I directly affect my General Journal Account balances?

1. To add a new Journal Entry, go to Menu->General Ledger->Journal Entry to open the list of General Journal Entries.

2. Add a new entry by clicking ‘Add’ at the top of the list, and enter the reference information in the header. The reference needs to be descriptive of what the entry is accomplishing, as well as concise.

3. Select the date that the journal entry should affect.

4. Select the accounts that you need to adjust and enter the credit or debit amount. Journal entries will need to have equal debits and credits before they can be posted.

5. After completing your Journal Entry, double check all information and then post it.

SPECIAL CASES

Certain situations may arise that require additional care when creating a Journal Entry.

1. Applying a Journal Entry to a customer account. Some cases will require a journal entry to be created that will apply to a customer account. To do this, select the Accounts Receivable account, then the select the customer to whom the amount needs to be applied in the ‘Name’ column. After posting the Entry, the amounts will show up on the customer’s account

2. Applying a Journal Entry to a Vendor account. Use the same process as #1, but with the Accounts Payable Account.

3. Adjusting Accounts Payable or Accounts Receivable. Use the same process as a regular journal entry, but check the box for ‘Correcting Entry’ for the AR or AP account. This will allow you to adjust the account totals without applying it to a customer/vendor account. IMPORTANT: this should only be used if the account balance does not equal the total of your invoices.

What does the menu item for “General Journal Entry Add” do?

I want a user to be able to add new journal entries, but not edit or view any other journal entries.

The menu item for ‘General Journal Entry Add’ allows you to give a user permission to add new journal entries, but not edit or view any other entries. Opening that menu item takes the user directly to a new journal entry with no way of navigating to any other entries. Other than that, this form functions the same way as the Journal Entry form.

How to create filters in dispatching.
First, open “Daily Deliveries” and click the edit button next to the filter drop-down.


Click “Add”

Give the filter a meaningful name.

Date Options

• Filter on Trip Date – Checking this will make the filter adhere to the Trip Date in the header of the Daily Deliveries list. Leaving this unchecked will allow the filter to display orders from any date that meet the other criteria of the filter.
• Is Default Filter – Checking this will set the filter to be the default filter that the Daily Deliveries list uses when opening.
• Add/Subtract Days – Checking this allows a user to have the filter include a range of days, rather than just one day.
• Day Type – This option allows a user to choose what type of offset they prefer.
• Amount (Days): – Setting this to a positive number i.e. 3, will allow the filter to show 3 days into the future. Setting this to a negative number will show X number of days in the past. Note: Filter on Trip Date must be selected for this to work.
  

Finally, choose which ship Via’s the filter should display and click save. Note: Selecting no Ship Vias will result in no orders showing in the list.

In order for a user to be able to add or delete a bundle from Production, they must have the permission to do so. To give a user this permission, go into Paradigm>System>Security and then click on the settings tab. Choose the username from the drop down list at the top and then click “Disallow Adding/Removing Bundles” under Production Security, to clear the check mark from the box.

Once a user has been given permission, he will be able to click on any order number that is blue and underlined in Production, and Production will then open a form that will allow him to add and delete bundles where he wants to. He will also be able to rename any existing bundles by clicking in the description field.

To add a bundle, click on the add button and enter the name of the bundle.

To delete a bundle, click on the delete button.

Note: On a line where the Delete or Split column has three dots, clicking the three dots will allow you to split that line.

– Production has two tabs that can be used for producing any product (Work Orders and Component Production), and a third that is specialized for rollforming (Rollformer Production). The Work Order list shows each open order at the top, and clicking on an order shows all of the builds for that order being produced at the selected machine. Component Production shows a list of the components being used by open orders at the selected machine on the left, and selecting a component filters the list to just the products being made out of that component, which is most commonly used to make all of trim needed from a particular coil color before changing coils. Rollformer Production is similar to Component Production, but with additional group levels for orders and bundles.
– In the Work Order list, clicking the ‘Print’ button for an order will print all of the builds for that order, whereas clicking and individual build only prints that line.
– The ‘Lock’ button on an order will become selected after all of the lines on that order have been locked.
– Each form has a ‘Print Preview’ checkbox that can be selected to see what will print before doing so.
– The size of each section on the work order list can be changed by grabbing the gray dividing line between the section and dragging it where desired.
– In the Work Order list, for lines that have attachments (special trims, for example), use the ‘View Online’ button to preview that drawing on the website. Edits are not saved, so no need to worry about messing up the drawing!
– In the Work Order list, use the pencil button to the left of a line in the detail to split off a certain quantity of that product to a new line. This allows some of an order to be marked as manufactured while leaving the rest to be produced.
– In the Work Order list, the section of components in the bottom right has a pencil to the left of each component that allows it to be switched out for an acceptable substitute product if substitutes have been set up on that item’s ‘Alternative’ tab.
– Coil numbers can be captured every time a line is produced (this is configurable per machine, go to settings>Machine List and set ‘Capture Coil Info’ to YES for that machine). This allows you to use the ‘Production by Coil’ button to search for a coil number and view all of the orders that have been produced out of that coil.
– In the Component Production list, the list at the left contains two special filter options– ‘Locked lines’ which only shows lines that have been locked, and ‘Stock Orders’ which shows any Manufacture Orders.

See also: Bundling from Production

– In the daily deliveries screen, right-clicking the ship-to city will give a list of controls for that order.
– Set up filters that show the orders in a helpful format. At the top of the daily deliveries screen, click the three-dot menu beside the filter field to open the list of filters (pictured below). Click the ‘New Record’ button at the bottom of the form to create a new filter, and give it a name. Next, select how the filter will work with ship dates. Filters can ignore ship dates, only show orders on the selected day, or show a range of dates. Finally, select the ship vias that will show in this filter.

– In the daily deliveries screen, many columns have additional data hidden behind them that can be viewed by double-clicking that column. Look at the column headers to see what data is behind a field.
– In the list of trips on the right side of the daily deliveries screen, click the column headers to sort by that column.
– In the convert orders form that opens after double-clicking on a trip from the daily deliveries list, a freight charge can be added to an order by using the ‘Freight’ column for an order (pictured below).

– The daily deliveries list has two customizable columns that can be used to show the maximum length of a product from a particular category on an order, which can be set up in the ‘Settings’ tab (pictured below). Select the category of items to be shown in that column, and then give it a Label which will appear as the column header on the daily deliveries screen. Some common categories to use are: Trusses, Lumber, Panel, and Trim.

– The settings tab also allows certain items to be ignored when calculating the longest length of on order (pictured below). Products such as rolls of insulation may have a length of 50 feet, but don’t need 50 feet of space on a trailer, and therefore need to be excluded from the length calculation to keep it useful.

– The settings tab also contains options for which map program to use when selecting ‘View Map’ in various places in Dispatching. Currently, Bing and Google maps are supported.
– Use the ‘Trips’ menu item to see all trips, completed or uncompleted, for a selected day.
– Set up trips for all drivers for a day by using the ‘Trips’ menu item, navigating to the day, and clicking the ‘Create Trips’ button.

To access the Windows Printer Settings, go to Start Menu > “Printers and Scanners” or however it is termed in your Operating System and find the label printer.  Either “click > Manage” or click on the little arrow and it should take you to an option window where you can choose Printer Properties and Printer Preferences.

Zebra

Open Printer Properties > Printer Settings and check “Always use Driver Settings”.

Also go to Printer Properties > Advanced > Printing Defaults – set your page size correctly.

Make sure the Printing Preferences > Options matches the above Printing Defaults.

Open Printer Preferences > Advanced Setup and check “Use Printer Settings”.

SATO

Open Printer Properties > Driver Settings > Settings and check “Always use driver settings”.

Also, go to Printer Properties > Driver Settings > Configure Printer – set your page size correctly.

Make sure Printing Preferences > Page Setup matches the above Printing Defaults (also is Portrait).

With this feature, you can specify which report should print at which printer.

Go to System > Local Settings and to the Default Report Printers section to choose the corresponding Report Name and Printer Name.

These settings will override any printer the user has selected.

This feature allows an Auto Attach Path to be specified in User Preferences.  If set, when the Attachment screen is opened, it will auto attach any files in this folder.  If files are added to the folder while the Attachments screen is open, they will also be attached.  After files are attached, they are moved to an Archive subfolder.
Example: this is primarily useful if you scan in packing lists/invoices and you want to attach them to purchase invoices in Paradigm, etc.

To use the Auto Attach feature, first create a folder in your desired location for the Attachments that you want to attach to documents or line items in Paradigm.

Then go to System > User Preferences > User Defaults and populate the “Auto Attach Path:” field with the path of the folder you created. 

To attach files to a document in Paradigm, click the    button in the header.  To attach files to a line item, click the    button.  As stated above, any files that are already in the folder that you mapped in User Preferences and any files that you add to the folder while the Attachments window is open will show up in the Attachments list.

The    button in the header will display a combination of document and line item attachments, regardless of whether they were added through the Auto Attach feature or attached through “Add Attachment” in the Attachments window.

As of Paradigm version 9.540, a setting exists to disallow a user from editing costs, prices, and discounts for lines on transactions in Paradigm. The setting can be accessed in the Menu > System> Security> Settings page. Select the User on which to change permissions, then in the box “Security Settings for Forms” you will find a checkbox for “Disallow editing prices or discounts in orders or invoices”

Checking this will disallow the selected user from changing the sales price, costs, and discounts on the transaction line in orders or invoices.

However! The user will still be able to edit the price in the following cases:

• The product is priced at $0.00 in inventory.
• The product is marked as requiring POs in its detail tab, and the PO has already been created for that line.

Paradigm_Search.exe is a small program to allow triggering a search within paradigm from an external program. It is located in the Paradigm Accounting directory (typically C:\ProgramData\Paragon Computing Solutions\Paradigm Accounting) and can be run from the command line as follows:

Paradigm_Search [Phone Number]

For example:

Paradigm_Search 7171234567

The phone number should be numbers only, no formatting.

Because this search functionality can be used to search for phone numbers, a good candidate for this is to have a phone software search for a the phone number any time the phone rings.

This would bring up information about the given customer or vendor and allow for immediately creating a quote, order etc. for them.

To begin, log in with the administrator account (likely web_admin), click the dropdown in the top right corner, and select “Edit Employees.”  To create a new account, enter the new account information in the blank line at the top of the list.  Emails are not required; they are mainly used to guarantee that users are unique.  You can enter First and Last Name or combination of name and initials with no spaces (JohnDoe, not John Doe)- they must be unique.

Click the “Details” button to specify the abilities that the new customer/employee account will have, assign it to a salesperson in Paradigm (not necessary for employees), define the password, and configure Fulfillment (not necessary for customers). Click “Save User” when finished. Note that the Salesperson, Customer ID, and Employee ID all use the ID from Paradigm, not the name (“DOEJOH001”, not “John Doe”). Also note that the name entered for any customer/employee, must exactly match the name entered for them in Paradigm. Having mismatched names may result in double billings.

Fulfillment
When the “Fulfillment” option is enabled for a login, additional setup is required to configure Fulfillment for that user. After checking the option for Fulfillment, a “FULFILLMENT SETTINGS” button will appear. Clicking this button allows for defining the type and size of the label that the user can print from Fulfillment, several options regarding its functionality, and the filters available for that user.  The options on the left of the form are self-explanatory, and additional information can be found by hovering over the option.

To add a filter, define a name and select the ship vias that will appear in that filter. Checking the “By Date” column will allow the orders to be filtered by date as well. The “Days Past” and “Days Future” fields allow a range of dates to be selected (for example, a 3 in “Days Past” and a 2 in “Days Future” would show orders being shipped from three business days before the selected date until two business days after the selected date).

If the “By Date” column is checked, checking the “Completed Orders” will show the list of orders that have been completed, but have not been completely shipped. This should be used in a case when orders are converted to invoices before they are pulled. The value in the “Max Comp Days” column determines how long orders that have been completed but not shipped will still show in the list. Click Save to save the filter.

Click “Apply Changes” in the Customer/Employee Details window to save the updated Fulfillment settings.

Data Utilities (System>Data Utilities)
– To verify that all of the prices stored in inventory items, price levels, customer special prices, inventory special prices, and all other locations are correct and have been updated properly with pricing methods applied, use the ‘Recalculate All Pricing’ button in the ‘Inventory’ tab.
– To verify the stored order total, amount paid, and the Yes/No field for paid (ysnPaid), enter the invoice or purchase invoice number in the ‘Invoices and Purchase Invoices tab’.
– Customers, vendors, inventory items, and GL accounts can be combined using the ‘Rename and Delete’ button in the ‘Misc’ tab. Select the contact to remove and the contact to replace them with and click update and delete. Customers and inventory items also have the option to do a batch update. Click the ‘Batch Update and Delete’ button to get detailed instructions on how to use this feature.

Misc
– Edit locks can be orphaned by crashes and force-closings of Paradigm. Use the ‘Clearing’ tab to clear these locks for a particular type of transaction.
– When entering your check numbers for payments you have made, it is wise to begin them with one or two zeros. Check numbers are handled alphabetically, so the zeros help to ensure that they will always sort correctly.
– You can copy saved filters and list layouts from one user to another in the Custom Setup form. Learn how to here.
– You can adjust the starting numbers for your transactions, or change the beginning abbreviations in System>Company Preferences>Starting Transaction Numbers. NOTE: don’t keep this form open too long, or else the stored numbers that are displayed will be used, causing errors when closing the form.
– Use the audit trail (System>Audit Trail) to monitor activity in Paradigm or to view the history of a transaction. This feature is available in the ‘view related’ form as well, where it will be filtered to only audit trail entries for that transaction.
– Each sales tax code in the system must be set as whether or not to tax ‘freight’ or ‘other’ charges that are entered in the corresponding field on the order forms. Use Accounts Receivable>Sales Tax Collected to change this setup.
– The sales tax codes that are entered into an order can be automatically entered by Paradigm based on the ship to state. Click here to learn more.
– If an employee is not showing in the list of salespeople on an order, open their employee account up, go to the detail tab, and check the ‘Salesperson’ box.
– The names that display in Fulfillment for your employees when completing lines is based on the ‘Nickname’ field in the employee’s detail tab.
– For businesses with more than one operating location, GL departments can be used to keep track of cost and sales going to each location. Create the departments in General Ledger>Chart of Accounts>GL Departments and assign the Paradigm logins to departments. On each posting transaction, there will be a ‘Department’ field that can be populated to designate which department that transaction should apply against.

Many list forms in Paradigm allow for saved filters to be set up to quickly apply filters that are commonly used. These filters can do almost anything that you can dream up for them to do. Complex filters can be created for you by Paragon Computing Solutions, but you can create filters for yourself as well.

To create your own saved filter, start by trimming the list to what you want your saved filter to be. For example, filter it to customer ‘TEST001’. After applying filters to all of the fields you want (note that additional columns can be added with the ‘Add Columns’ field at the bottom of the list), click the wizard button next to the filter selection field at the top of the list. In the resulting form, click ‘Save Current Query’ and give the new filter a name and select an ‘Order By Field’. Your saved filter will now be an option in the saved filter drop-down.

These next filters can be a little bit more complex to setup. In order to do so, go to one of the tabs in Paradigm that is listed under it and click the wizard button next to the filter selection field again. This time though, copy and paste the italicized lines below, into the Filter box. Then give the filter a name. Selecting a column from the drop-down list under “Order By Field:” will cause Paradigm to sort the results of the filter, by the column selected. After clicking “Close and Save”, the new filter will appear in the drop-down list.

Open Orders
-Order List tab
ysnCompleted = False and ysnCanceled = False

My Open Orders
-Order List tab
Replace Your EmployeeID with your actual EmployeeID so Paradigm knows who’s orders to show.
ysnCompleted = False and ysnCanceled = False and strSalesPerson and strSalesPerson = ‘Your EmployeeID‘

Recent
-Order List tab
-Invoice List tab
-Quote List tab
Make sure to replace (Days prior to current date) with the number of days back from the current date to see entries from.
dtmDate >= DateAdd(“d”,-(Days prior to current date),Date()) AND dtmDate <= Date()

Customers With Balance
Customer List tab
curBalance 0

Negative Qty Items
-Inventory List tab
decUnitsInStock<0

Unposted Invoices
-Invoice List tab.
ysnPosted = False

Open Quotes
-Quote List tab
ysnCompleted = False and ysnCanceled = False

Note: Selecting the checkbox beside “Default” will tell Paradigm to use that filter automatically when the tab with that filter is opened.

Emailing from Paradigm
Paradigm has the capability of sending emails directly from various forms. This how-to will cover configuring a user account to email from Paradigm, setting up customers to receive statements by email instead of mail, emailing from various forms and lists, resending emails, and email signatures.

Email Settings
Email settings must be entered for each user account that needs to email from Paradigm. This is done from the user preferences form (System>User Preferences). Open the ‘Email Settings’ tab and enter your settings. You may need to search online for how to configure the program you use for email to accept emails from other programs. You may also create a default signature in the ‘Email Signature’ tab.
          Outlook
              Email From: User’s email address
              Connection Type: TLS 
              Mail Server: smtp.office365.com
              Mail Server Logon Name: User’s email address
              Mail Server Logon Password: User’s email account password
              Port: 587
              Firewall Type: None
          Gmail
              Email From: User’s email address
              Connection Type: TLS 
              Mail Server: smtp.gmail.com
              Mail Server Logon Name: User’s email address
              Mail Server Logon Password: User’s email account password
              Port: 587
              Firewall Type: None

Two Factor Authentication
If two factor authentication (TFA) has been enabled for the email account from which you wish to use to send emails through Paradigm, it must either be disabled or an App Password must be created and used in place of the user’s email account password.
Outlook
https://support.microsoft.com/en-us/account-billing/manage-app-passwords-for-two-step-verification-d6dc8c6d-4bf7-4851-ad95-6d07799387e9
Gmail
https://support.google.com/accounts/answer/185833?hl=en&ref_topic=7189145

Sending Emails – General

After defining the email settings for a user, they are ready to begin sending emails through Paradigm. Most print forms have a button for ‘Email’ which will add the selected report as an attachment on the email. After clicking ‘Email’, use the form that appears to change the email as needed, then press ‘Send’. Note that clicking the buttons for ‘To’, ‘Cc’, or ‘Bcc’ will open a list of the email addresses that have been entered into Paradigm, filtered first to the email addresses for the customer/vendor the email is going to. Use CTRL+CLICK to select the addresses you want, then press ‘Ok’.

Customer Send to Email Address
In general, to set up a customer to receive emailed invoices/statements instead of mailed invoices/statements, enter the address to send these reports to the customer’s ‘Send Batch Emails To:’ field (your company may have a different setup, contact your administrator to find out).

Emailing from Lists (Batch Email)
To email from a list form, first filter the list to the records to run the report against, then select a report from the set of available reports at the bottom of the form, change the printer to ‘E-Mail Blast’, and click ‘Print/Email Filter’. Alternatively, use the ‘+’ to the left of each line in the list to add that record to the list at the bottom left and use ‘Print/Email Selected’. After gathering any information needed for the reports, Paradigm will open the ‘Email Batch’ list, with each email listed. Emails that are missing addresses will show in red and must be corrected by clicking the folder for that email before sending. After verifying the list of emails, click ‘Send’ to send all of the emails from the list.

Mass Email
Emails can also be sent to a list of customers without attaching a report (annual updates, price increase notifications, etc.) In the customer or vendor list, filter to the contacts to email, select the ‘Mass E-Mail’ printer, and click Print.

Viewing Sent Emails
If an email fails to send for any reason, the user who sent it will be notified that they have an unsent email and will be asked to edit and resend it. The same list can be accessed at any time by opening System>Email Queue. Use the controls in this form to view sent or unsent emails, resend emails, or search for a sent email. Administrator level 1 accounts will have an option to show emails from all users on this form.

Paradigm Emailer
Paradigm sends emails from the server, via a program that is set to check for unsent emails at a regular interval. This program will attempt to send a failing email up to four times, pausing a minute between each attempt, but if it fails to send the fourth time it will notify the user and stop attempting to send it (see above).

Paradigm has many settings, preferences, and security options that can be adjusted for your entire company or per user. This is a list of the more commonly used and useful ones. Keep in mind that you may have to close and reopen Paradigm for some settings to apply.

User Preferences (System>User Preferences)
– The salesperson that populates on orders by default can be changed in the ‘User Defaults’ tab.
– The default warehouse for a user can be changed in the ‘User Defaults’ tab.
– Prompts that trigger when receiving payment (credit card reader, signature, receipt) can be turned off for a particular workstation that doesn’t have the hardware. Learn how here.
– Certain tabs can be set to open by default when a user logs in. Learn how here.
– The behavior of list screens and the custom search fields at the top are controllable per user in the ‘List Defaults’ tab. Select the field to be searched in the ‘Custom Filter’ columns to change what the two search fields at the top of that list search through.
– Email settings can be defined for each user. Learn how here.
– The columns that show in list forms can be controlled by right-clicking on existing columns and clicking ‘Remove’, ‘Move Left’, ‘Move Right’, ‘Increase Size’, or ‘Decrease Size’. Additional Columns can be added using the ‘Add Columns’ field at the bottom of the list.
– Saved Filters are created and set for each user. Click here to learn how to set these filters up.

Company Preferences (System>Company Preferences)
– In the ‘Sales’ tab, select ‘Show Total Margin field…’ to display a margin field for the entire order.
– In the ‘Sales’ tab, select ‘Keep Units Available up to date…’ to cause the ‘Units Available’ field to continually update on order detail.
– In the ‘Sales’ tab, use the ‘Credit Holds’ section to influence how credit holds are automatically applied.
– In the ‘Sales’ tab, select ‘Allow messages and notes on posted invoices…’ to allow notes to be edited after completion.
– In the ‘Purchases’ tab, select ‘Show the print screen…’ to automatically open the print screen after marking a PO as released to a vendor.
– In the ‘Default’ tab, use the radio buttons to control what amount the discount is calculated off of for invoices with terms discounts.

Security Settings (System>Security)
Use this form to create new Paradigm logins and define what menu items each user has access to. Create an account by adding a record to the bottom of the list in the ‘Users’ tab, being sure to select the user type and level to control what permissions that user has by default (most people should be user level 2, managers should be administrator level 2, and the main administrator should be administrator level 1. Note that admin level 1 accounts can see bank totals in payment forms). Next, use the ‘Main Menu Security’ tab to control what menu items the user can see (note the ‘Copy permissions’ button in the bottom right). For users with access to the ‘Reports’ menu item, define what reports they are able to run with the ‘Report Security’ tab. Finally, the ‘Settings’ tab allows you to further refine exactly what the user is able to do.

Report Settings
Reports that are run from forms or lists (as in clicking ‘Print’ on the order form) are controlled with their own set of permissions per report. To change which users can use which reports, click the pencil beside the list of reports. Select the report to change from the list at the top, and edit the list of users who can see and run the report at the bottom (note the ‘ALL_USERS’ option). BE CAREFUL IN THIS FORM! Changing information other than the users can cause reports to stop functioning.

Changing Form Setup and Tab Stops
Most forms in Paradigm can have their column layout defined at a company level. Learn how to do this here. Two useful columns that can be added are the unit price, which displays the net total for that line item instead of a sales price and discount, and the units available, which can be controlled via a company preference (see above) to either store the units available as of the date the order was entered, or update dynamically to the current units available.

Why use default State Sales Tax Codes?

Setting up default state tax codes allows Paradigm to automatically adjust the sales tax on an order just by checking the ship to address. This comes in handy if customers are buying the product and then having it shipped out of state, so then the state tax doesn’t apply to them anymore. Because it is based on the ship to address, the person doing order entry will not have to make an effort to charge sales tax for each order. By default, the tax will be that of the selected customer, but if the state tax codes have been set up, entering a ship to address will cause Paradigm to change the sales tax on the order to that of the selected state.

Setting up default State Sales Tax Codes

To set up the state taxes, go to Accounts Receivable > Sales Tax Collected > State Defaults. To save time, set up a state with the configuration of codes that is the most prevalent in all states. After doing this, click ‘Add All States’ and Paradigm will create entries that are set up identically to the first entry, for all states. After this, change the Sales Tax 1 for your state to your state’s tax code.

Any states that need a tax code different from the original state that was created will have to be changed as well. When an order is created and a ship to address is given to it, this is the list Paradigm will check to see what tax codes get applied to the order. The Job Tax fields in the State Tax Codes list are used for Jobs and Job Transfers only.

To disable Paradigm from automatically selecting a tax code for any customer who gets taxed the same regardless of what state he is in, go into the customer’s detail tab and uncheck the box next to “Auto-Select tax code by ship-to-state”.

NOTE: Paradigm will never replace a 0 tax rate with a positive tax rate. This means out-of-state customers should be set with default tax codes from your state, ensuring that when the customer picks up from your location that they are still taxed (if no ship to address is selected).

Note: When using state sales tax codes, it is necessary to set any Ship Via’s that might be used for out of state deliveries or shipments, to require a Ship To address, because the Ship To address is what Paradigm uses to know which taxes to apply to an order.

To set these Ship Via’s to require a Ship To address, go to Company Preferences and on General tab, click “Ship Via Setup.” Then click the check box under “Require Ship To address” to require a salesperson to enter a Ship To address.

Can I hide or change the size of text boxes on the order screens?

Yes.

How do you modify the amount received box in the Purchase Invoice to not allow changes?

1. Go to System–>Company Preferences–>Custom Setup

2. Go to the Form Detail Settings tab

3. Select the Purchase Invoice

4. Go to Qty Received

5. Change the Read Only property to Yes

6. Uncheck the tab stop check box.

How do I add a location to a warehouse and assign a product to that location?

Sometimes in the course of human history, it comes upon a company to label its products and then to assign them to a particular warehouse. As the business grows and expands, the company realizes that it would be far more efficient to have each item assigned to a location in a warehouse. This will allow Bill the New Employee to find that bucket of roofing cement in 15 minutes. This is still much slower than George (a veteran of 15 years) who can find that bucket in 3 minutes flat with his eyes closed but far better than the 35 minutes it would have taken Bill without this information.

Steps to add a location to a Warehouse

1. Select on the Inventory tab

2. Click on the Warehouses button to open the Warehouses form (don’t forget to click the Edit button)

3. Click on the Detail tab

4. Add your locations in the list box

Add a Product to a Warehouse location

1. Click on the Inventory tab

2. Select Inventory Items

3. Click on the Warehouse Stock tab

4. Select the location from the combo box

When I create/duplicate a quote or an order logged in from certain user accounts, the salesperson field isn’t populated.

Log in as the user who is having this trouble and go to System–>User Preferences–>User Defaults and set the Default Salesperson combo box.

Customizing Form Layouts

In most list forms (Order, Invoice, Customer, etc), fields can be moved left or right, resized, or removed by right-clicking on that field and selecting the appropriate option from the menu. Fields that are not displayed can be added by selecting the desired field from the ‘Add’ list at the bottom of the form.

List layouts can also be copied from one user to another (see Copying List Layouts).

Non-List forms are customizable as well, but they are set up on the company level rather than the user level. To change form layouts, first open System -> Custom Setup from the menu, then navigate to the ‘Form Detail Settings’ tab. Select the form to adjust, which will then allow columns to be added from the list at the left or items to be removed from the list on the right (the fields on the right are the fields that display). This will also allow columns to be reordered (Sort Order), resized (Width [TWIPS]), set as a non-editable field (Read Only), or set as a Tab Stop.

Note: if two columns are set as the same Sort Order, they will be stacked on top of each other on the form.

Note: the value in the ‘Column Name’ field is what will be displayed at the top of that column on the form, so if certain headers need to be abbreviated, it can be done from this form.

Copying List Layouts

In Paradigm, it is possible to copy one user’s layouts and/or custom filters to another user. To do either, first open System -> Custom Setup, then navigate to the ‘List Screens’ tab. Next, select the button for ‘Layout’ or ‘Filters’, depending on what you want to copy between users. After selecting the appropriate option, select a user from which to copy and a user to receive the new settings. The last step is to select the forms that will be affected from the list to the right, and then click ‘Copy Settings’.

Note: when copying filters, there is an option to delete the existing filters or just add the new ones.

In the example given below, the layout that Admin has for the Adjustment, Build, CustomerSearch, and Inventory lists will be copied to Yard.

Adding or Removing Paradigm Logins

Adding additional user accounts is quite simple in Paradigm. Open System -> Security. At the bottom of the form, there is a place to select a “Template” user. When creating a new login, Paradigm will copy the list filters, main menu permissions, report permissions, layouts, etc. from whichever user has been selected. Click “Add New” to create a new login, and enter the new username in the next pop-up. Once the user had been created, be sure to allow/disallow any additional necessary permissions for the login as well as setting the password for the new user to something unique.

Deleting a login is as simple as clicking the delete button beside the login to remove.

Notes:

-Only administrator level 1 accounts are able to change security permissions and add or delete users.

-The number of users logged into Paradigm at any given time cannot exceed the number of user licenses purchased, but as many Paradigm logins can be created as are needed. (Check the number of user licenses assigned to a Paradigm version by opening System -> Company Setup). Additional user licenses can be purchased from Paragon Computing Solutions.

How to Select Default Startup Tabs

• In Paradigm, go to ‘User Preferences’ in ‘System’ tab.
• Click the ‘Startup’ tab.
• Select the forms that are to open on startup by clicking the check box next to it.
• For the ones that are selected, enter sort values to set the order that they open up during startup.
• Click ‘Ok’ and the next time that Paradigm is opened using the current user name, those tabs will open.

How do I turn off prompts that ask for signatures, collect credit card information, and print receipts if I do not have that hardware at a particular terminal?

• Close Paradigm
• Right click on Paradigm and “Open File Location”
• Open Paradigm.ini in notepad
  • In some cases the file name extension (.ini) may not be visible.
  • In such a case, look for a file with the name Paradigm and a file type that is “Configuration settings”
• Add any of the following entries on new lines to turn off that feature (Add them directly after, no blank spaces)
  • SigCapture,Enabled,false
  • PaymentPOS,ExternalCC,True
  • PaymentPOS,PrintReceipt,False
• Close and save

These settings will remove the prompts at that station, regardless of the login name used to enter Paradigm.

Once displayed, the Units Buildable column will calculate the approximate units that can be built for a given manufactured line item, based on the current quantity available of the components used to make that item. (Non manufactured stock products will simply show the current quantity available)

Creating Favorite Tabs in P10
Favorited tabs will appear in the ribbon of the home tab, allowing a user to bookmark their most used tabs for easy access.
In order to set up favorites for your login. Go to the home tab and click Edit Favorites.


Either click the drop down and scroll down and select the tab that you desire to add, or search for it by typing its name here.

Checking “Open On Startup” will cause P10 to open that tab by default whenever P10 is initially started.
Use the “Sort” column to specify the order in which you would like your favorites to appear.

See also: New Features and Improvements for P10

Editing the layout of columns in forms for quotes, orders, invoices, etc., has become much simpler in P10.

Adding or Removing Columns
To add or remove columns, right click on a column header, then choose “Show Column Chooser”

Select or unselect a column to show/hide it.

Rearranging Column Order
To rearrange columns, simply click and drag the column header into its new position.

Adding or Removing Tab Stops
Tab stops determine which columns your cursor will stop in as you tab through a line item. To set a column as a tab stop or remove a tab stop, right click on the column header for the column and select “Tab Stop” from the option list.


Saving The Layout
Any changes made to the layout will only be temporary unless the layout is then saved as the the Company Standard Layout. (Your layout will revert back to the company standard upon closing and reopening the form.) To save the layout as the Company Standard, right click on any column header and select “Save as Company Layout”. (Saving a Company Layout is only available to users with administrative permissions.)

Keyboard Shortcuts
Use the Ctrl + 1 key combination to bring up the “Quick Add” form. After this form opens, press the key which corresponds to the underlined letter of the item you are wishing to create. For instance, to create an new order, press the “O” key.

Highlighting text such as an order number and pressing Ctrl + G, will trigger a search for that item and any related items. Pressing Ctrl + G while no text is highlighted will simply open the search form.

Pressing ALT + SHIFT + P will open the Scan to Complete production feature.

Adding and Removing Columns from Lists
Use the new “Column Chooser” button at the bottom of list screens to quickly add and remove columns.

The “Column Chooser” can also be accessed by right clicking on a column header.

Rearrange Columns
Columns in a list can now be rearranged by simply clicking and dragging the column header into its new position.

Resize Columns
Easily resize columns in P10 by hovering your cursor over the border between columns.

Text Search
Pressing CTRL+F on most forms allows a user to search for specified text.

“Right Click” List Actions
Several actions for items in lists are now available by right clicking on the item in the list.
   – Quotes
   
   – Orders
 
   – Invoices
 
   – Purchase Orders
 
   – Purchase Invoices
 

Select Multiple Items in a List
Holding CTRL while on a list, allows the selection of multiple lines by simply clicking on the desired lines. Several “Right click” actions are available to be performed for these selected lines.

“Drag and Drop” file attachments
     List Screens
     Add an attachment by dragging and dropping it into a list screen. The file will automatically be attached to all of the items that are selected.
     
     Individual transactions
     Rather than clicking the “Attach” button, attachments can be added to an open transaction by simply dragging and dropping into Paradigm.
   

Open All
Holding CTRL while clicking “Open All” will open each item in the list in its own separate tab.

Open Multiple List Screens
List screens can now be opened multiple times by holding CTRL when clicking on the icon to open a given list.

Quick convert
Hold the CTRL key while converting a quote in order to bypass the line selection screen and automatically convert the entire quote.

New “Invoice and Pay” Option on Orders
Converting an order to an invoice and receiving a payment on it, can now be done all in one step by selecting “Invoice and Payment” from the convert drop-down.

Improved Date Fields
Date fields in P10 allow a user to enter dates in most formats. (1/1/21, 1-1-21, 01012021, etc…)

Email Form Improvements
Improvements to the email form, now allow for the formatting of emails. Also new for the email form, is the ability to search for email addresses from the address bar.

Free-Floating Windows
Tabs that are open in P10 can now be dragged out of the main P10 screen and onto a secondary display.

Open Multiple Transactions
It is also now possible to open more than one transaction of the same type, at the same time.

Line Item Options
While using line item selection, right click on one of the selected items to get a drop-down menu of options for those lines, including duplication and deletion. P9 keyboard shortcuts will continue to work in P10 as well. See: Record Selector Shortcuts

Quick Tab
Pressing CTRL+TAB tab allows a user to cycle through a list of open tabs in P10.

Print Multiple PDFs
A new printing option has been added to list screens, which allows a user to generate reports as multiple separate PDF files (One per list item {order, invoice, customer, etc…}) rather than producing a single, combined PDF file.
The PDF files are saved to C:\Users\%username%\Documents\Paradigm.

Tab Options
Right clicking on an open tab, gives a user options for actions to take with regards to open tabs. Options include “Close all but this(Tab)” and “Close all but lists.”

Mileage Calculator
The mileage calculation feature allows a user to calculate a freight charge for an order, based on the mileage between the warehouse it will ship from and the customer’s ship to address on the order. See Mileage Calculator.

See also: Editing Form Layouts in P10

How do I create finance charges for overdue invoices in Paradigm?

To generate finance charges for outstanding invoices, go to Accounts Receivable -> Finance Charges. Paradigm will prompt you to post any unposted receivables prior to generating any new finance charges. Leaving any outstanding receivables unposted can result in finance charges being generated for invoices that have already been paid.

There are several criteria at the top of the finance charge form that can be adjusted to determine which finance charges are generated.

Finance Charge Date: Finance charges are calculated as of this date.
Finance Account ID: The income account to which the finance charges are posted.
Minimum Days Past Due: Filters out all invoices that are less than x days past their due date.
Minimum Days Since Last Chg: Filters out any customers who have had a finance charge in the last x number of days.
Minimum Customer Balance: Filters out any customers who have a balance less than x dollars.
Minimum Finance Charge: Paradigm will only create finance charges that are more than x dollars.
Calculate Charge by Actual days: When selected, Paradigm calculates the finance charges based on number of days overdue. Otherwise they are calculated based on 30 day period.
Charge Past Due Finance Charges: Denotes whether or not Paradigm will calculate new finance charges for any current unpaid and overdue finance charges.
Auto Post finance charges When creating: If this is selected, Paradigm will post the new finance charges as they are created. Otherwise, they will need to manually be posted.

After making changes to any of the criteria, click “Calculate” to refresh the finance charge totals. Next, select the invoices to be charged from the list. If all invoices need to be charged, click the “Select All” button on the top of the form. Finally, click the “Create” button and Paradigm will create finance charges for all the invoices that have been selected.

Once tasks have been enabled, the task list will open automatically on Paradigm startup. If the task list has been closed, open it by going to Menu > System > “Paradigm 10”.
Any uncompleted tasks for the current paradigm user will show in this list by default.
Note: Red in the date and time field means that a task is overdue. Yellow means that the task is due in the next hour, otherwise the fields will appear white.

A user can also choose to see the tasks that they have created for another user by selecting “Created By Me” from the “Filter:” drop-down.

Tasks can also be filtered by date or a user can click Done or Total to see lists of completed or all tasks (see below).

Creating a task
To create a task, click on “Add new task.”

By default, the assigned user on the new task will be the current user that is signed into Paradigm.
To create the task for another user, select a different user from the drop-down.

If the task will involve a customer or vendor in some way, they can be selected from the contact drop-down so that information about them can be shown on the task. Next, select the date and time for the task and a task type. Task types can be defined in Paradigm by going to Menu > System > Schedule Activity then clicking on the pencil icon beside the Activity drop-down. Finally, give the task a subject and leave any necessary notes for it. Click create task to add it to the list.

Editing a task
To edit a task, double click on it and click the edit icon in the top left of the task window.

Note: The right side of the task window above, shows contact information and contact methods for the customer or vendor who is selected as the contact for the task.
Note: If a task is created for a transaction in Paradigm, the transaction ID will show in the form above and in the task list. Clicking on the ID will open the transaction in Paradigm if Paradigm is open.

Completing a task
To complete a task, click on the check mark beside the task or click “Complete” in the task form seen above.

– In forms with address fields, enter the ZIP code and Paradigm will automatically enter the city, state, county, and country. If the ZIP code you enter is not in Paradigm’s database, you will be prompted to add that zip code, and it will be available from that point forward.
– Buttons with an Underlined letter can be pressed via the keyboard by pressing ALT+ that key. Learn more keyboard shortcuts here.
– Use the ‘Y’ and ‘N’ keys to press the respective buttons in popups asking for a Yes or No.

– In list forms, use the button to the left of the headers to clear all filters. The only filters that will remain is a selected saved filter. 

– In print selections, double-click a report to print it.
– In most forms in Paradigm, numbers are stored up to five decimals (sometimes four), but are rounded to a certain amount of decimals for display purposes only.
– Many reports have ‘Drill down levels’ where double-clicking on a certain row of data will drill down into the component parts of that line or section.
– Paradigm shortcuts can be pinned to the taskbar! Learn how to accomplish this here.
– An inventory item can be opened and edited from an order or invoice by clicking the line item options (the folder to the left of a line) and clicking ‘Inventory’.
– If you find yourself doing repetitive work or data manipulation, or if you are copying values from one report to another manually, please let your system administrator know! Chances are we will be able to work together to create a report that does the work for you.

In Paradigm; most list screens, search forms, and filter criteria allow the use of wildcards. Wildcards are special, reserved characters that can be used in place of exact characters. The wildcards that can be used are an asterisk (*) and question mark (?). The uses for these are as follows (keep in mind that more than one wildcard can be used at once):

Asterisk

The asterisk will take the place of a string of characters; that is to say, an asterisk stands for any amount of characters.

BLUE* will return all records that begin with BLUE (BLUECAR, BLUEPANEL, BLUEANDGREENAWESOMESAUCE).

*BLUE* will return any record that contains BLUE (REALLYBLUECAR, SECONDSBLUEPANEL, YELLOWANDBLUEAWESOMESAUCE).

BL*UE will return any record starting with BL and ending in UE (BL404UE, BLSPACEUE).

Question Mark

The question mark takes the place of any one character.

BLU? will return any four-character record starting with BLU (BLUE, BLUR, BLUB).

BLU?? will return any five-character record starting with BLU (BLUFF, BLUNT, BLURS).

BL?E will return any four-character record starting with BL and ending in E (BLUE, BLSE).

Number Sign

The number sign takes the place of any number in that position.

L241# (finds records starting with L241 and ending in a number).

Brackets

Brackets match any single character within the brackets.

B[ae]ll (finds ball and bell, but not bill.)

Use an exclamation to exclude the characters in the brackets.

b[!ae]ll (finds bill and bull, but not ball or bell.)

Use a dash to include a range of characters.

13[7-9] (finds 137, 138, and 139.)

How does Paradigm determine an item’s price when I enter it on an order?

In short, Paradigm finds the lowest possible price for the product.

To go into more detail, when a product is added to an order, Paradigm looks at two places to determine the sales price: the inventory item and the customer. Because of the many ways that items can be discounted (See: Inventory Pricing Levels, Pricing Methods, Inventory Special Pricing, Customer Pricing Types, Customer Special Pricing), and because sometimes more than one of these discounts apply, Paradigm has a procedure that chooses the best (lowest) price out of all of the possible prices. It is important to understand that all discounts and special prices are evaluated independently from each other, not on top of each other (The exception to this rule is that Customer Discount Percentages apply on top of non-exclusive price levels).

For example: take a situation where a product has a $10 base price and an inventory special price of $9, and the customer pricing is Discount Sales Price 15%. Paradigm will choose the pricing method that ends in the best price, so it will choose to enter the 15% discount, resulting in an $8.50 sales price.

Another example: a product has a $10 base price and an exclusive price level that discounts the sales price 5%, and the customer is set up for that price level. The customer also has a special price of $9.75 set up for that item. Paradigm will choose to enter it at the 5% price level discount, resulting in a $9.50 sales price.

If a product is not pricing the way you think it should be, chances are there is a discount set up somewhere that results in a better price.

Pinning Paradigm Shortcuts to the Taskbar

• Create a new folder named ‘Paradigm Toolbar’ in ‘Documents’ and copy and paste the Paradigm shortcuts to be put on the task bar, into it.
• Right-click on the task bar and uncheck ‘Lock all taskbars.’
• Right click on the taskbar again and then click on ‘Toolbars’ then ‘New Toolbar.’
• Navigate to documents and click on the folder that has the Paradigm shortcuts in it and click ‘Select Folder.’
• On the far right of the taskbar, there will now be two small vertical bars next to the words “Paradigm Toolbar.”
• Right click on the double bars and uncheck ‘Show title’ and ‘Show Text.’
• Grab the double bar and drag it to the left to reveal all of the shortcuts. If the shortcuts appear small, right click in the blank space underneath them and click ‘View’ then ‘Large Icons.’
• Drag the bars to the left again until the icons are totally revealed.

At this point the icons will be at the right of the taskbar. To move them to the left:

• Grab the double bar again and drag it all the way to left.
• This will move the main taskbar all the way to the right, so grab the double bar next to it and drag it to the right of the paradigm icons.
• Right click in the blank space in the taskbar and click ‘Lock all taskbars.’

The final project should look something like this.

How to Select Default Startup Tabs

• In Paradigm, go to ‘User Preferences’ in ‘System’ tab.
• Click the ‘Startup’ tab.
• Select the forms that are to open on startup by clicking the check box next to it.
• For the ones that are selected, enter sort values to set the order that they open up during startup.
• Click ‘Ok’ and the next time that Paradigm is opened using the current user name, those tabs will open.

Ctrl + 1

The ‘Ctrl+1’ shortcut is a very handy tool in streamlining the use of Paradigm. When used, it will bring up an Add/Search box that will allow a user to add new records such as orders, quotes, customers and vendors as well as search for these items in Paradigm.

NOTE: When in Paradigm, selecting any text and then pushing ‘Ctrl+G’ will open the Add/Search box and copy the selected text into it and start a search for it automatically.

New Records 

When the window opens, the first noticeable thing on it will be the multi-colored buttons at the top. These buttons will open forms to enter new items depending on which button was pressed. So if for instance, ‘Order’ was pressed then, Paradigm would open the new order form. Other options include Quotes, Invoices, Receive Payments, and Customers.

Searching

Below these buttons, there is a search bar.

This search bar allows a user to search Paradigm for any of the following items.
-Quote,Estimate, Order, Back Order
-Invoice, Job Transfer, Finance Charge
-Request for Quote, Purchase Order, Manufacture Order
-Purchase Invoice, Bill
-Prepayment, Receivable, Payable, General Journal, Checks
-Inventory Items, Jobs, Inventory Builds

To search, simply enter the ID number of the item that is to be found. In some cases, records can be found by searching for things besides ID numbers. These cases are mentioned later on in this FAQ.

NOTE: Selecting an option from the drop-down limits the search results to only that type of item. In the case of customers, vendors, and products, unchecking the boxes below the search bar will limit the fields that Paradigm searches for the criteria that was provided.

NOTE: The back arrow beside the search bar will bring back the previous search and the drop-down arrow to the left of it will give a list of previous searches.

Searching for Documents

In the case of searching for a document such an order or an invoice, entering a whole ID number such as “OE-0561472” will return that record; and since there is only one match, Paradigm will also return the ‘View Related’ items for that transaction and highlight the line for the actual transaction you entered. To open a record, click on the folder icon beside it or double-click on it. To bring up a broader range of results, just enter the number portion of the ID (“0561472”) and all of the transactions with that number will be returned as well.

NOTE: Clicking the binoculars beside an item will do a search for the ID Number in that row.

Searching for Customers

A customer can be found by searching for Customer ID, First Name, Last Name, Company Name, Notes, Address and Phone Number.

NOTE: When a customer is searched for by their customer ID, their account balance and credit limit will be shown as well as any open quotes or orders from the last 30 days.

Searching for Vendors

Similarly, vendors can be found by searching for Vendor ID, Contact Person, Notes, Address and Phone Number.

NOTE: When a vendor ID is searched for, any purchase orders or request for quotes from that vendor which have been released but not completed will be shown.

Searching by Phone Number

If a phone number is searched and it is not in the system, there will be an option to add it to an existing contact. Clicking one of the options will bring up the search form for customers or vendors. Either double click on the correct one or select it and click ‘Insert Selected.’ If the phone number is for a new customer, click the button at the top of the search form to create a new customer, and the number will be added to the new contact automatically.

Searching for Products

If, when searching for an product in inventory, ‘All’ is selected from the drop-down, you must use the product ID of the product that you are trying to find. By selecting ‘Product’ from the drop-down, however, it is also possible to search by Description, Category, Subcategory, Vendor Number, and Notes.

Ctrl + 2

By pressing ‘Ctrl+2’ you get a form that has the same features as the ‘Ctrl+1’ as well as quick access to many additional forms for entering new items. These forms include Quotes, Request for Quotes, Orders, Purchase Orders, Invoices, Purchase Invoices, Receive Payments, Manufacture Orders, Vendors and Customers.

Note: To alternate between the Ctrl + 1 or the Ctrl + 2 form without losing the current search, press the shortcut for the one that is not currently open.

For example, here the Ctrl + 1 form is open and has a search and its result showing.                                                                                                     

Pressing Ctrl + 2, will change the Ctrl + 1 form to the Ctrl + 2 form.

Ctrl + J

Highlighting text and pressing ‘Ctrl+J’ allows a user to by-pass the ‘Ctrl+G’ form, by opening the item returned at the top of the search list automatically, with out opening the search form.

F1 and Shift+F1

Use ‘F1’ and ‘Shift+F1’ to move between open tabs in Paradigm. ‘F1’ will move to the next tab on the right and ‘Shift+F1’ will move to the next tab on the left.
Note: Holding in ‘Shift’ and pressing ‘F1’ repeatedly, will be interpreted by Paradigm as if only ‘F1’ is being pressed. In order to move left, release ‘Shift’ and then press ‘Shift’ and ‘F1’ simultaneously.

Ctrl + Shift + A

Highlight text and press ‘Ctrl+Shift+A’ to open the audit trail for the text that is highlighted. You will need permission to open the audit trail for this shortcut to work.

The Product finder tool allows a user to find products based on a group and/or subgroup(s) to which the product is assigned. It is a useful tool to quickly find a product while creating a transaction, especially for new salespeople.

The user can either search the for product in the search bar, or select a group that it is in.

This will open all the subgroups, where the user can again select a group. This can continue as far as the number of subgroups under the selected parent group.

For example, Screws > (ALL SCREWS) or Screws > Metal to wood > 2.5” > Black

The search bar will search all the products within the selected group and will show the number of products matching the search within the displayed subgroups, as shown below.

For Example, here is a search for all red products, under the group “Panels”

This button will take the user back to the previously selected group:

This will take the user back to the home page of product finder:

After a product has been selected, the product finder will automatically go back to the home page, but if more than one product is needed from the same group, use the return button, and it will go back to the previously selected group or subgroup.

To select multiple products in one group, simply CTRL+Click the product ID (hold the CTRL key while clicking) to stay in the group when selecting an item.

While using product finder in a transaction, the selected product will be added to the transaction, and the cursor will be set to the pieces column allowing the user to immediately type the piece count.

How to create groups:

The inventory group setup is under Inventory > Inventory Groups. The group can have any name, and doesn’t have to be a category in your database.

Add as many subgroups to the parent group as needed by selecting the folder on the right. This will then display the subgroups of the selected group.

Group colors:

A group color can be assigned. In the example below the color selected is blue. This will cause the lumber group button to be blue in the product finder.

By default, all the colors will be undefined. To select a group color, the color for the option must first be selected. This can be done in Item > General > color settings

Clicking the settings button will open the “Inventory Color” page, where the display color and text color can be selected.

How to assign items to groups

Items can be assigned to groups individually by opening an item, then selecting the “Edit Groups” button.

Note that items can be added to multiple groups.

Contact Paragon for assistance on adding items to groups in large quantities.

For each inventory item, you can add multiple pricing levels with discounts or markups for that product. Each of these levels can be added multiple times for different quantity ranges and units of measure.

In this example there is an order with the same item in three different Units of Measure, priced at $0.10 per unit, with no price level applied.

Here is an example that has a non-exclusive 5% discount for the Unit Measure Bag/100, and a 10% discount for the Unit Measure Bag250

• • Select pricing level and exclusivity of your price level. Non-exclusive price levels are typically assigned to level one.
  • Non-exclusive price levels are available for every customer, regardless of that customer’s pricing method. These are normally used to create quantity price breaks, where anybody who buys a certain amount of that product will get a discount.
  • Select a Unit of Measure, and the min – max range of quantity on which to apply the discount.
  • The previous example is set at -999999 up to 9999999 to apply this price level to any number of “Bag/100” bought.
  • Select your rounding level. Check the rounding level because it will control the rounding of the Sales Price. Over a 1000 pcs, it will change the total drastically. Typically, this should match the Rounding Precision under the General tab.

Here is the same order from above, but with the shown price level applied.

Note that while the example above uses alternate units of measure, the same approach can apply to an item’s standard unit of measure for certain ranges of quantities purchased, like shown below.

See also: Pricing Methods, Edit Pricing Levels, Importing Pricing Levels, Customer Pricing Types.

Use the “Coil Split” form (also known as Quick Adjust) in Production when a lot-tracked coil is slit into another (or multiple) lot-tracked coils. Start by selecting the coil that was used by entering its lot ID, then specifying the quantity of that coil that was used. Be careful to input pounds or feet, depending on the unit of measure. If the item is tracked by pounds, and length, width, and weight were specified on the coil, the “Weight Calculator” button can be used to calculate the weight of the coil used based on the dimensions of the piece used.

Next, select the product that was made out of that coil from the list of available lot-tracked items in the “Resulting Coil” section. A new lot ID will be automatically created for you based on the original lot ID. Specify length, width, and weight, and fill in the “Qty” field, being sure to enter feet or pounds based on the unit of measure. Enter any necessary notes, and click “Finish” at the bottom of the form. If the button is red, it means some necessary data is missing. Clicking “Finish” will create an inventory adjustment in Paradigm to move inventory into the new coil. Production can also be configured to print a label for the new coil after a quick adjust is “Finished”.

This FAQ will cover how to use lot-based inventory in Paradigm.

The first step to start tracking lots on your inventory is to set the item in Paradigm to track lots. On the detail tab of the product, change the “Use Lots” dropdown to “Yes”. This will require that the stock is 0 on that product for all warehouses, if there is stock, use an inventory adjustment to remove it before setting the product to track lots. You can then use a second inventory adjustment to bring the stock back into the product, assigning lots to that inventory as you do so.

Costs can be calculated one of two ways for lot-based item: Average cost across all inventory in that product, or FIFO based for just the selected lot. If you want the cost that posts when you use a lot to match the cost at which the product was posted, select the “FIFO” cost method on the item’s general tab– otherwise, select “average cost”. NOTE: average cost is not based on just the selected lot, it is based on all of stock in the product, regardless of lot.

After setting an item to track lots, every sale, purchase, or use of that item will require a lot to be defined. The symbol for lots in Paradigm is a blue barrel (pictured below) — clicking this button will allow you to enter the lots that were used or received prior to posting, in most cases. If lots have not been defined, posting that transaction will be disallowed until lots have been entered. When adding inventory to stock, an existing lot can be selected to add inventory to that lot, or a new ID can be entered to create a new lot. When selling inventory, an existing lot will need to be selected.
When creating a new lot, four fields are shown that are designed to record information about lot-tracked coils. These fields are length (in feet), width (in inches), weight (in pounds), and grade. Additionally, each lot has a place for notes that will appear anywhere the lot is selected to be used. Production can use these measurements in the “Quick Adjust” form to assist with calculating new coil weights when slitting one coil into another coil.

When doing an entire physical inventory on a lot-tracked item, a physical count worksheet can be used. These lines will be summarized into a single line on an inventory adjustment through the physical count analysis, but the line will not be editable on the adjustment due to data constraints. Adjustments can also be made manually for lot-tracked items, with one lot going on each line (just be sure to edit the “Quantity Diff” column instead of “New Qty” when adjusting more than one lot.) Learn more about adjusting lot inventory here.

Production will require the user to enter the lot ID used if they produce an item out of a lot-tracked component (or if they produce a lot-tracked item, they will be prompted to create a new lot ID), for example, when they produce a trim out of a lot-tracked coil. If the machine in production is already set to prompt for coil information, the coil information popup will be bypassed if the item tracks lots, instead only giving them the popup for lot ID. Lean more about creating lots from Production here.

Throughout Paradigm and Production, every place records lot usage has a checkbox for “depleted” or “end of coil”. This checkbox is used to record when a coil or other lot item is completely used, but some inventory still shows on that lot in Paradigm. This can commonly happen on coils, due to waste, manufacturing mistakes, variations in coil thickness, etc. Marking an item as “depleted” will cause it to show up in the lot depletion form, which is accessed through the “Lot Depletion” button on the inventory adjustment form. This form allows the lots to be adjusted to 0 easily to keep inventory correct in Paradigm. NOTE: lot depletion is only needed if the stock does not equal 0 at the end of the lot. Additionally, large differences should be investigated to check for assembly issues or other preventable mistakes.

To create a Value-Added item for painting raw coil, begin by creating an inventory code for the raw steel that will be painted, leaving the assembly tab empty. Create a second code called a “Paint Release” code that will be used when requesting coil to be painted from the coaters (“PR” followed by the color abbreviation works well for these IDs). Be sure to set “VAM Service Charge” to YES in the detail tab, and to use the same unit of measure that will be used by the painter when they invoice you. Finally, open or create the inventory item for the painted coil, go to the assembly tab, select the “Value-Added Manufacturing” assembly type, and put the raw coil and the paint release code in the assembly with quantities that correspond to the sales unit of measure on the painted coil.

When the paint release code is entered on a Purchase Order or Purchase Invoice, a VAM selection form will appear. Use this form to select the coil to be produced, the warehouse the final product will be shipped to, and the quantity to be produced in the top half of the form; and use the bottom half of the form –which is a list of components associated with the product selected—to specify what warehouse to pull the raw material out of as well as the cost of the paint. After closing the form, the cost of the paint will be entered to the line on the PO or PI, and the description will be updated based on the rest of the information given in the Value Added Selection form.

How can I update my inventory quantities to account for the items we make out of scrap components?

The Inventory Quick Build feature allows a user to create a build for an item that was manufactured using scrap components that were leftovers from other builds in order to keep inventory quantities up to date. This feature can be accessed either from the Inventory section of the menu in Paradigm or from the Home tab in Production.

To create a quick build, enter the product ID of the product that is being being manufactured, or search for a product by clicking the search button next to the ID field. After searching, double clicking on an item will insert the ID into the Quick Build form. Next enter the number of pieces of the product that is being built. If the product that is being built is an item that is being sold by the linear foot, enter the number of feet of that product rather than the pieces being made.

Components of a Quick Build can be viewed or substituted by clicking the “Edit Build” button. See also: Inventory Component Substitution.

By default, the warehouse that is selected will be the one that is tied to the Paradigm username that is currently in use. If it is wrong, however, select the right warehouse from the dropdown.

Next, enter a note about why the item is being built, and enter your name or select it from the employee dropdown.

Clicking “Finish” will post the build and adjust inventory quantities.

Setting up Inventory Component Substitution

To set up an alternative that can be used in place of another component, open and edit the component that is going to be replaced. Next navigate to the “Alternative” tab. There are two sections on this tab, one is for item aliases and the other is for substitutions.

In the substitutions section, click the calculate button at the top.

This will open a form that will calculate the quantity of the new component that is used per unit of measure of the old component.

From this form, start by selecting or entering the product being used for the substitution.

Next, select a unit of measure and enter a quantity for the substitute component that it will take to replace the quantity of the original component.

In this case one linear foot of the substitute coil is being used to replace one linear foot of the original coil.

Note: Selecting ‘Mutual’ as seen below, will add the component which you are currently adding a substitute to, as a substitute for the component which is currently being added as a substitute.

Next, click insert and the substitute component will be added to the substitute list.

Now the substituted component will appear in any lists where substitution is available for the original component.

Using Component Substitution

Where can I use inventory substitution?

Inventory Quick Build

To use inventory substitution while using the Quick Build feature, click “Edit Build”

The form will then expand and show a list of the components used in the build.

Click on the pencil beside the component for which a substitution is being made.

Substitution from Production

To substitute a component from Production, select the item, that is to be manufactured, from the list and click on the pencil beside the component for which a substitution is being made.

Using the Substitution Tool

From the drop down list beside “Substitution:”, select another component that has been set up for substitution for the original component.

Next click replace and the new component will be added in place of the original.

Minimum margins can be used to give users a prompt if they define a discount or sales price that goes below the minimum discount percentage, as well as recommend the lowest allowable price.

Setting up minimum margins is a straightforward process. Simply open an inventory item and type the margin that must be exceeded for each order detail line in the “Minimum Margin” field in the “Pricing” group.

If a user manually types in a sales price or discount that results in a net price with less than the specified discount, a warning will show. The warning will suggest a discount or sales price, depending on which field was edited.

Note: This prompt will not show if the discount is set to 100%. Additionally, this control only affects manually entered discounts or sales prices, not price levels, category discounts, special prices, etc.

I want to update my inventory using Paradigm’s inventory import/export feature. Which table should I use?

There are currently four tables into which you can import using Paradigm’s inventory import/export feature: Inventory, Unit Measure, Inventory Warehouse, and Inventory Pricing.

Inventory: This table stores almost all of the general information about the item, like description and standard cost/pricing information. Most data found on the ‘General’ and ‘Detail’ tabs, as well as the item’s assembly preferences are found here (What fields can I use in this table?).

Unit Measure: This table stores the item’s Units of Measure. Use this table if you are adding a new Unit of Measure to the item or if you are updating information on existing Units of Measure, like weight or default lengths (What fields can I use in this table?). NOTE: To change the default Sales and Purchase Units of Measure, use the Inventory table.

Inventory Warehouse: This table stores the information found on the ‘Warehouse Stock’ tab. Use this table to change reorder points and quantities, buyers, and warehouse locations (Which fields can I use in this table?).

Inventory Pricing: This table stores the information found on the ‘Pricing’ tab (Which fields can I use on this table?). Use this table to add new price levels or edit existing ones. To change default pricing, use the Inventory table. NOTE: Changing and updating multiple Price Levels may be faster via the ‘Edit Pricing Levels’ option found in the ‘Pricing’ tab in some cases.

#1 I want to add a certain field from inventory to the list screen, but I do not know what that column name is.

#2 I am wanting to import inventory, but do not know the column name to which my data corresponds.

Here is a list of commonly modified information on inventory items and the column name that Paradigm uses to store that information. The Product ID is a required field. See also: Unit of Measure fields, Warehouse fields, Pricing fields.

To import into certain fields, you must first add any new entries into another table in Paradigm. These fields are: strCategory, strColor, strColorSetID, strItemClass, strPurchaseUnitMeasure, strUnitMeasure, strSubCategory, and all of the GL Account and Vendor fields.

I am wanting to import Units of Measure, but do not know the column name to which my data corresponds.

Here is a list of field names from the Unit of Measure table. The Product ID and Unit of Measure are required. See also: Inventory fields, Warehouse fields, Pricing fields.

For each inventory item, you can add multiple pricing levels with discounts or markups for that product. Each of these levels can be added multiple times for different quantity ranges and units of measure.

A price level can either be exclusive or non-exclusive. Non-exclusive price levels are available for every customer, regardless of that customer’s pricing method. These are normally used to create quantity price breaks, where anybody who buys a certain amount of that product will get a discount.

Exclusive price levels only apply to customers that have that particular price level assigned to them.

See also: Pricing Methods, Edit Pricing Levels, Importing Pricing Levels, Nonexclusive Pricing Levels (Quantity Discounts), Customer Pricing Types.

–In the example given above, every customer will get a 2% discount regardless of their setup, customers with a price level ’02’ will get a 10% discount if they buy less than five, and 12% if they buy up to one hundred, customers with a price level of ’06’ will have a 16% markup applied to the sales price, and customers with price level ’08’ will have the price as two dollars above cost. Note that any one of ninety-nine price levels could be in this item any number of times, depending on the complexity of pricing that is required.

How do I create sales or promotions in Paradigm?

There is a menu item under Inventory called ‘Promotions’ that is used for creating sales for multiple items at once. After creating a new promotion, specify the begin and end date for that sale, as well as the warehouse for which you want the sale to apply (Leaving the warehouse blank will apply the sale to all warehouses). Optionally, you can specify an editing deadline as well. Changes will still be permitted after this date, but warnings will appear so that accidental edits will be prevented.

Items can then be added to the promotion individually, or entire categories/subcategories can be entered at once by using the ‘Bulk Add’ section at the top of the form. After adding the items to be put on sale, enter either a discount percent or the exact special price for each item to set the special price.

There are several useful features to note about this form:

1. If the begin/end date or warehouse is different on an item than it is on the header, it will show up in red text.

2. The dropdown for Warehouse will show the units in stock for each warehouse.

3. You can change multiple lines at one time by selecting the section of items to update via the record selectors (the gray box to the far left of the item) and pressing a shortcut key that corresponds to what you want to change. For example, pressing ‘D’ will allow you to change the Discount Percent for all of those lines. A full list of shortcut keys can be found by clicking the ‘Help’ button at the top of the form.

4. The information in the promotion can also be found in the inventory item’s special pricing tab, from which you can edit the information or open the promotion. See Inventory Special Pricing.

The ‘Special Pricing’ tab in an inventory item allows you to specify a price that is only valid for a certain date range, a unit of measure, and warehouse. Enter the unit of measure, date range, and the special unit price needed. The warehouse can be left blank to apply that price to all warehouses, or a warehouse can be specified to only apply that price for one warehouse. See also:Promotions.

NOTE: This does not become the new base price for that date range, it is only a special price. This means that other discounts will not be applied on top of it. Also, if the special price is not the best price for a certain customer, it will not be used.

How do I update my inventory via an Excel spreadsheet?

-Updating Existing Inventory (See also: Importing New Items)

Use the Export feature (How do I use the Exporter?) to get the existing information out of Paradigm. Only select the columns that you want to change—this will speed up the process and stave off unnecessary errors. Make your changes to the data and save the file somewhere that is accessible by Paradigm. NOTE: removing any lines that are unchanged will speed up the import.

Open Inventory import, select ‘Import’, then the Inventory table (Why this table?), then specify the file format for your data and whether or not it contains column headers.

Specify the file directory for your data, and select ‘Update Existing Inventory Only’. If you are updating cost or sales price information, select ‘Update all Price Levels’.

After clicking ‘Next’, Paradigm will map the fields from your data to fields in the inventory table. After it has mapped the fields, scroll through the mapping and make sure that all of the fields that are being changed are mapped to the correct field and that any column not being changed is not mapped (Which columns do I want to use?). NOTE: strProductID MUST be mapped every time on this table.

Clicking ‘Finish’ will update the items specified. If any items fail, you will be prompted to open a list of them once the import is complete.

How do the different pricing methods calculate the sales price?

None

The sales price must be manually entered. The sales price is not dependent on any other fields.

Fixed Dollar Amount

The sales price is calculated as the standard cost + a dollar amount that is specified after selecting ‘Fixed Dollar Amount’ from the drop-down.

Markup Standard Cost

The sales price is calculated as the standard cost * (1+specified percent). For example, an item with a $10 cost and a 35% markup percent results in a $13.50 sales price.

Markup Standard Cost 2

Same as above but based on standard cost 2.

Percent of Margin

The sales price is calculated based on the percent given so that the profit percent for that item equals the percent you gave it. For example, an item with a $10 cost and 35% margin results in a $15.39 sales price.

Discount Sales Price (only available in certain forms)

The sales price is calculated as the sales price for that item minus the discount amount specified. For example, an item with a $10 price and 15% discount results in an $8.50 sales price.

NOTE: For any pricing method, you are able to enter either the percent/dollar amount or the sales price and the other one will be calculated for you.

Inventory Item Assembly Types

There are several types of assemblies available for use in Paradigm. They can be set up to properly handle manufactured items such as trim, miscellaneous assemblies such as a broom and broom handle, value-added processes such as painting bare coil, as well as rapidly entering several lines on an order. On top of this, the ‘Custom Assembly’ checkbox can be checked to allow editing the components on an order and calculate the cost, price, and weight of the product based its components. The types are explained in more detail below.

General Assembly
This type of assembly is to be used for items such as a set of drill bits, where each of the bits are inventoried separately but can be sold as a set for a better price. When an invoice with a general assembly on it posts, the components are removed from stock, the assembled item is added into inventory, and then that inventory is immediately removed by the invoice (it is sold). This allows one item to remove multiple items from inventory when it is sold. Use cases: Drill bit sets, broom and broom handle, garage door openers, etc.

Manufactured to Order
This is the most common type of assembly. Products that are set as manufactured to order will create a build when they are released on an order. This build then shows up in the production module and when completed, will move inventory from the components to the produced item, ready to be removed by the invoice for that order. Note that items will only show in production when they have also been assigned a machine to be produced at on the ‘Production’ tab in the item. Use cases: trims, panels, cut lumber, trusses, etc.

Kit/Group
This type of assembly will add the component parts to the order as their own detail lines under a comment line with the description of the header item. When added onto an order it will trigger a prompt which allows the user to enter how many of the product should be added to the order, and each of the components is added to the order with the assembly quantity multiplied by the number requested. Use cases: garage doors, horse stalls, sets of inventory items for fast pricing (all standard trims for example), etc.

Value-Added Manufacturing
This type of assembly is used for combining products into another product from a purchase transaction. A common use case for this type of assembly is painting raw coil. In this case, the painted coil would be marked as Value-Added Manufacturing and would have raw coil and a paint item in its assembly. The paint code needs to be marked as a ‘VAM Service Charge’ in its item detail tab. When the paint code is purchased from a vendor –aka coil is painted–a prompt will be brought up to select the final product that is being brought into stock (the painted coil), but all that will be paid for is the paint. Use cases: painting raw coil, attaching boots to posts, etc.

Kit/Bundle
This type of assembly will add the component parts to the order as their own detail lines under a bundled line with the description of the header item. When added onto an order it will trigger a prompt which allows the user to enter how many of the product should be added to the order, and each of the components is added to the order with the assembly quantity multiplied by the number requested. Use cases: garage doors, horse stalls, sets of inventory items for fast pricing (all standard trims for example), etc.

Custom Assembly
This checkbox allows for greater control of the general assembly and manufactured to order assembly types.
If ‘Custom Assembly’ is checked, the price, cost, and weight of the item will be calculated as the sum of the components when it is entered into an order. It will also allow that assembly to be changed each time it is used (by double-clicking the product ID on the order). Because of this, items that are marked as custom assemblies should have 0 cost and 0 sales price in their ‘General’ tab, to avoid confusion and be sure that the assembly is priced accurately. Use cases: special bent trim, custom trusses, etc.
If ‘Custom Assembly’ is not checked, the price, cost, and weight of the item are simply what is defined in that item’s ‘General’ tab, allowing prices to be controlled separately from the component parts. These assemblies are not editable on the order detail. Use cases: stock or standard trim, stock trusses, panels, etc.

Inventory Item Setup
– Item classes are used to quickly and easily assign default values to inventory items. Classes assign defaults to three things: posting accounts, whether or not the item tracks stock, and the default tax settings. Classes can be created and edited by clicking the ‘Item Class’ link at the top of the ‘General’ tab in an inventory item. Note that any of the settings can be changed from the default on the item, the class is purely a default.

– Discount sensitivity codes can be assigned to an item to control the maximum percentage of discount can be given from the ‘Discount Sales Price’ customer pricing type. Additionally, users will be warned if they put a discount larger than the specified max discount onto a detail line. Click the ‘Disc. Sensitivity Code’ link to create the desired code, then select it on an item to limit the discounts.

– The rounding precision of an item can be set to control how the price is rounded when dealing with certain pricing types. Prices are rounded up to the next increment of the price level.

– When working with ‘Markup Standard Cost’ or ‘Percent of Margin’ pricing types, the sales price can be typed in and Paradigm will calculate the percentage markup.

– In the item detail, setting the ‘Create PO’s’ flag to YES will cause the item to show in blue text when it is entered on an order, and it will be selected to convert by default when converting an order to a PO.

– Set the ‘Discontinued’ flag to YES to remove the item as an option from dropdowns without deleting it.

– By default, items that have linear measurements that are not linear will not allow their lengths to be edited on order detail lines. If this is required for an item, check the box for ‘Enable editing linear measurements for non-linear UOMs’, found on the item detail tab.

– Individual items can be marked as taxable or non-taxable under each tax ID that is created. To mark an item as not being taxable under a certain code, first, check the box for ‘Custom Tax Settings’ located at the top of the detail tab, then uncheck the ‘Taxable’ column for certain tax codes. ‘Taxable as Component’ is used in certain cases for use tax.

– Use Models to group similar items together and gain functionality on the order form.

– To set up an alternate code for a product ID, enter the new code under the ‘Alternative’ tab in the ‘Alias’ section. Each alias must be unique from any other alias or product ID.

– For components that are used in production that may have other products substituted for them, set up the acceptable substitute in the ‘substitute’ section. The wizard button will help you assign appropriate substitute quantities.

– For items that are purchased from more than one vendor, the alternate vendor IDs, vendor numbers, and costs can be entered in the ‘Vendors’ tab. These will be used when the item is entered onto a PO for the alternate vendor.

– Many assembly types can be assigned in the ‘Assembly/Kit’ tab. Click here to learn more about them.

– Paradigm has several options to edit sets of items at once. Learn more about Edit Pricing, Edit Price Levels, Import/Export, Global Price Update Agent.

Other Lists and Inventory Quantity/Cost Management
– When items are manufactured for stock, use a Manufacture Order which can be accessed in Purchase Order>Manufacture Orders. Enter the product and quantity to be made and release it to production.

– Inventory that is removed from stock and thrown away can be adjusted out of the inventory in Paradigm by using the inventory discard feature. Learn more about it here.

– The inventory warehouse list can be used to see a list of each item and warehouse to quickly see how the stock is distributed across warehouses. This form is accessed under Inventory> Inventory Warehouse List and contains the same information that can be found for one item in its ‘Warehouse Stock’ tab.

– To adjust inventory, use either Worksheets and Analyses or Inventory Adjustments. When using inventory adjustments, be sure to enter the appropriate cost when inventory is being added, ensure that the count is in the same terms as the item is (counting bags of an item instead of eaches can cause big variations in inventory), and be sure to use the correct adjustment column for adjusting inventory to the new quantity. Using the ‘New Qty’ column will set the inventory equal to the entered number, whereas entering a ‘Qty Diff’ will only change the quantity by the entered amount. Also, be sure that adjustments are not unposted if any of the inventories of the items have changed since the adjustment was posted as this will cause inventory to go off again. Note that the account against which the difference in cost is posted can be controlled in the adjustment header.

– Promotions or sales can be set up using the Promotions form.

– The Purchasing Agent can be used to more easily reorder products.

How does Paradigm track inventory when the shipment is received from the vendor and the bill hasn’t arrived?

Here is the short answer,

1. Convert the Purchase Order to a Purchase Invoice

2. Enter the amount received in the received box

3. Click the Receive button

This is a Purchase Order for Y10152. Take note of the pieces ordered and pieces in stock.

Convert to a Purchase Invoice and enter the Amount Received. Click on the Receive button.

This will cause the quantity Available and the quantity Received to increase, but In Stock quantity doesn’t change. When the bill is received from the vendor, post the Purchase Invoice and the In Stock quantity will change.

1. Open Paradigm and click the inventory tab.

2. Click “Inventory Items”.

3. When viewing the Inventory List page click on the Add icon.

4. Specify on this screen if you want to track the inventory stock, if you want to track the serial numbers,and if you want to create an assembly item. This popup may be turned off in your company preferences, if so, this information will need to be entered in the standard item form.

The Track Inventory Stock check box will keep track of the units in stock every time the selected item is bought or sold.

The Track Serial Numbers check box will determine if the selected item should use serial numbers or not. If you enable this option then every time you sell this inventory item the Select Serial Numbers form will open where you can assign the serial numbers to the items you are selling.

The Create Assembly Item check box is used to set up inventory that will be built or assembled based on other inventory items.

5. Assign a Product ID, which must be unique for each inventory item. This Product ID will be used throughout Paradigm Accounting to reference this inventory item. When you have finished entering data for each field, press TAB or ENTER key to move your cursor to the next field.

6. Enter any other information for the inventory item.

The Vendor Number field is used to enter your vendor’s part number of the inventory item. This will be the number that prints on all your purchase transaction invoices and orders. This way you can use your Product ID number to create a Vendor Purchase Order but when you print that purchase order it will use the part number that the Vendor will recognize.

The Vendor ID combo box field is used to assign a vendor to the inventory item. You can select any vendor that has been previously entered by starting to type the Vendor ID or click on the drop down arrow to search vendors. To enter a new vendor click on the pencil icon.

The Vendor Site combo box is used to assign one of the selected vendor’s sites to the item. These must be set up in the Vendor before they can be added to an item.

The Item Class combo box field is an important field that must be assigned properly. This field tells Paradigm Accounting how to update your General Ledger. If you click on Item Class: it will let you adjust how each item class works. When you select an item class from the drop down box you will notice that the GL Accounts Impacted area will automatically fill in the Account IDs used to update your general ledger. The Item Class you select will also set the Track Stock status on the detail page.

The Category combo box field is used to assign a category to each inventory item. This can be helpful if you want to group certain inventory items with others. Click on Category: to open the window where you can add, delete or modify inventory categories.

The Sub-Category can be changed by clicking on Category:. An inventory categories window will appear and you can select the Sub-Category tab.

The Manufacturer combo box field is used to enter the manufacturer of the inventory item. You can click the pencil button to open the Inventory Manufacturers form where you can add, delete or modify manufacturers.

The Sales Description field is used to enter a detailed description of the inventory item. The description field is a memo field, which is capable of storing up to 64,000 characters of text.

The Purchase Description field is the description that will show up on purchase transactions. If this field is left blank, the Sales Description will be used.

The Additional Info field is used to enter an additional description of up to 50 characters. This can be used to enter short notes about the main description.

The Color Set field can be used to assign a particular set of color options to this item. These colors will be available when adding this item to an order. Click the hotlink to open a color set builder and make new color sets or edit existing ones.

The Color field can be used to assign one particular color to this product. Click the hotlink to open a list of colors and add new ones.

The GL Accounts Impacted area will display the three Account IDs that are automatically filled in when you select an Item Class. You can override any of these accounts and change them to any other valid GL Account.

The Standard Cost field is the cost you assign as the inventory items standard cost. It is also the cost the Pricing Method field will use to calculate the Sales Price if you enable it.

The Standard Cost 2 field can be used if you need to give a inventory item a different cost than your regular Standard Cost. This is used when you want to give special pricing for the item.

The Current Cost field is used to track the items actual cost you paid for it. The Current Cost will get updated automatically every time you create and post a Purchase Invoice that uses this inventory item. This will always let you know what your latest cost is for this inventory item. Since this field constantly changes when you create Purchase Invoices the Standard Cost is provided to hold a constant cost that only changes when you change it. The Current Cost field will be locked after you are finished entering a new inventory item. The pencil button next to this field can be used later to unlock the Current Cost field when you view existing inventory items.

The Pricing Method combo box can be used to assign one of four different pricing methods to the inventory items Standard Cost field. This can be very helpful if you are looking to add a set amount to the cost of your inventory items. You can choose from Fixed Dollar Amount, Markup Standard Cost, Markup Standard Cost 2, Percent of Margin, or None. When you first create a new inventory item the Pricing Method field will be set to None. This can be changed at any time to a different Pricing Method.

The Discount Sensitivity Code can be used to specify the maximum customer discount that is allowed to be applied to this item. Click the hotlink to set up new sensitivity codes.

The Rounding Precision is used to specify the rounding that is used for this item.

The Sales Unit Measure is the unit of measure that will be used by default on sales transactions. Click the pencil to add or edit units of measure.

The Purchase Unit Measure is the unit of measure that will be used by default on purchase transactions.

A Minimum Margin can be set to give users a prompt if they define a discount or sales price that goes below the minimum discount percentage. See also: Minimum Acceptable Margin

1. Create the base inventory item to be produced. See Creating an Inventory Item.

2. Go to the Assembly/Kit tab. Check the ‘Custom Assembly’ checkbox if you want the assembly to be editable per order, or leave it unchecked if you want the assembly to stay the same. Select the ‘Manufactured to Order’ Assembly type. Add the products or service charges needed in order to produce the product. Be sure that you select the correct units of measure.

3. Go to the production tab and enter the machine that is needed to manufacture your item. On the far right, specify whether this item should default to manufacture. Both of these things will need to be set up for each warehouse location that the product will be produced.

4. Create an order using your inventory item and release it to manufacturing to verify that your setup is correct.

For more information on Assembly types, click here.

How To Do a Physical Inventory With Paradigm

The purpose of the Physical Inventory feature of the Paradigm Accounting system is to reconcile the actual inventory in a particular warehouse with the computer records. Different companies will do physical inventories on different schedules but an annual inventory is common. This physical inventory consists of a few basic steps:

1. Determine the order in which the inventory will be conducted. For example will the inventory items be counted in groups according to categories like tools, brakes, coils, sealant, etc. The grouping chosen will determine the order in which the items will be counted in the physical inventory.
2. Print the physical inventory worksheet

Select “Inventory Items

Choose Filter option: Example “Category/Tools”

Optionally select “Preview Filter” to display number of records and print format.

Select “Print Filter” to print the “Physical Inventory Count” report.

The print format is shown below:

3. Count the physical items in stock, then write the actual count in the last column.
4. The next step is to enter the actual counts in the computer.

Under the Inventory menu, select the Physical Count Worksheet

The screen will look something like this: Click the “Add” button to start a fresh entry form

Select the correct “Employee ID”, the “Warehouse ID” and the “Product ID” to be counted.

Reference the “Physical Inventory Count” report to find the actual count in hand writing.

Enter the actual count for the product ID selected above;

Continue to select product IDs and enter the counts with any notes.

Take careful note of the Unit of Measure field to make sure that the correct units are being counted.

5. When all the entries for actual count have been entered, double check all item counts for accuracy and then lock the worksheet.

Locking the screen prevents double counting or modification of the actual count.

After pressing Lock press YES to confirm that you want to lock.

CAUTION: Once a worksheet is locked it cannot be unlocked!!!

After the worksheet is locked a large red LOCKED sign will appear in the top of the screen

6. The next step is to perform a “Physical Count Analysis”

An example screen is shown below:

For the sake of simplicity, we will analyze the data from a single worksheet.

Type in the date on which the worksheet to be analyzed was locked, in this case, 4/10/2012

Select the option called “Items with Worksheet Qty’s”

Optionally: Filter the data by “Warehouse ID” and/or “Category”

Go to the “Adjustments ID” field and select Answer “Yes” to create a new adjustment.

After you select “Yes” to create a new adjustment, Paradigm will generate a new Adjustment ID and automatically fill in the Variance Account field value of 5-1100.

The next step it to add the results of the Physical Inventory Count to the Paradigm data.

1. Verify that the “New Adjusted Quantity” is accurate based on the actual count on the “Physical Inventory Count”worksheet. Enter the correct value in the field.

2. Press “Add”for each record that will be posted. Note that the cost can be adjusted after pressing ADD. “ADD ALL”can also be used with caution.

3. After the “Add” button is pushed, the record is transferred to the right-hand part of the screen. The various fields in the record can be changed but it is essential that the cost field is verified to be correct.

4. To remove a record from the Add List, click the “X”on the leftmost column. The record will then be returned to the left-hand side of the screen.

5. When all records have the correct “Cost”entered, the next step is to “Post”adjustments. Posting will update the quantities of every item to match the results of the Physical Inventory count. and the actual cost of each item.

Click “Yes“to complete the post.

Normally once the data has been posted, the work for that particular worksheet is complete. However, under some circumstances, it may be necessary to check the values again or to do an “Unpost”

Return to the main menu and select “Inventory Adjustments”to find and modify this inventory adjustment.

How do I add a location to a warehouse and assign a product to that location?

Sometimes in the course of human history, it comes upon a company to label its products and then to assign them to a particular warehouse. As the business grows and expands, the company realizes that it would be far more efficient to have each item assigned to a location in a warehouse. This will allow Bill the New Employee to find that bucket of roofing cement in 15 minutes. This is still much slower than George (a veteran of 15 years) who can find that bucket in 3 minutes flat with his eyes closed but far better than the 35 minutes it would have taken Bill without this information.

Steps to add a location to a Warehouse

1. Select on the Inventory tab

2. Click on the Warehouses button to open the Warehouses form (don’t forget to click the Edit button)

3. Click on the Detail tab

4. Add your locations in the list box

Add a Product to a Warehouse location

1. Click on the Inventory tab

2. Select Inventory Items

3. Click on the Warehouse Stock tab

4. Select the location from the combo box

Issue: The quantity in the Lot Management window does not link to the Quantities in the Warehouse stock tab of the inventory item. This How To is designed to correct an issue where the lot quantity does not equal the inventory quantity. Keep in mind, the lot form will include units that are showing in the “received” column on the item.

Step 1: Create an inventory adjustment that removes all of the inventory from the lots, and post it. It is OK for now if there is still inventory on the item, or if inventory goes negative. This is necessary because items with inventory in a lot cannot be switched to not track lots.

Step 2: Go to affected inventory item > Detail tab and change the Use Lots setting to “No”

Step 3: Create a second inventory adjustment to remove all inventory from the product, setting the stock to 0. This is important because items with inventory cannot be set to track lots.

Step 4: Go to the Detail tab and change the “Use Lots” flag to “Yes”.

Step 5: Create a third Inventory Adjustment to bring in the correct inventory and lots, making sure to enter the correct cost on the line as well.

Finally, verify the 2 quantities are correct.

Can I add a price level to multiple inventory items at once?

I have the pricing levels set up for one item in a category of items. Can I copy this setup to the rest of the items in the category?

Yes, Inventory Price Levels can be added to multiple items at a time, or copied from one item to another.

Adding a level to multiple items

First, navigate to the ‘Pricing’ tab on an inventory item for which you want to add a level and click the ‘Edit Pricing Levels’ button. Ensure that ‘Add Level’ is selected at the top of the form. Fill in the information for the price level you want to add, and select the category (and optionally the subcategory as well) onto which you wish to add the new level. You can filter the list further to product IDs and/or descriptions like or not like text that you enter (in the example the level will only be added to products with an ID containing ‘Test’–See Wildcards). Click ‘Add’ to add the level to all items listed, or manually select individual items by holding CTRL and clicking them. Paradigm will then add the level to the items specified.

See also: Nonexclusive Pricing Levels (Quantity Discounts), How should inventory Price Levels be set up and how do they work?

If the unit of measure that was selected in the price level setup is not valid for any of the items, they will show in a list of failed items. From the list, you can open all of the failed items (Open All), refresh the list of failed items (Refresh), Skip the aforementioned items and add the level to the rest of the items (Continue and Skip), or Cancel without updating any items (Close). Note that you can work in Paradigm behind these popups without closing them.

Copy all levels to other items

First, navigate to the ‘Pricing’ tab on the inventory item for which you have the levels set up and click the ‘Edit Pricing Levels’ button. Ensure that ‘Copy All Levels’ is selected at the top of the form. Select the category (and optionally the subcategory as well) onto which the levels should be copied. You can filter the list further to product IDs and/or descriptions like or not like text that you enter (in the example the levels will only be copied to products with an ID containing ‘Test’–See Wildcards). Click ‘Add’ to copy the levels to all items listed, or manually select individual items by holding CTRL and clicking them. Paradigm will then remove any existing levels from those items and replace them with the levels from the selected product.

If any of the units of measure used in the pricing levels on the template item are not valid for any of the items, they will show in a list of failed items. From the list, you can open all of the failed items (Open All), refresh the list of failed items (Refresh), Skip the aforementioned items and copy the levels to the rest of the items (Continue and Skip), or Cancel without updating any items (Close). Note that you can work in Paradigm behind these popups without closing them.

Model, Machine, and Custom Options

Model, Machine, and Custom options are all designed to prevent the user from needing to create a new product code for products that have very few differences from another product. They also allow standardization of data entry for non-stock products that have many attributes that need to be specified.

Items are assigned to particular models by selecting a model in the item’s ‘Detail’ tab.

If model, machine, or custom options are going to be used, the ‘Model Options’ field should be added to most forms (see Changing Form Layouts).

Note: these options cannot be used to alter an item’s assembly. The same components will be used to create the product no matter what options are selected. For example; custom options may be used to specify a list of available colors for a panel that is special ordered, but they cannot be used to specify a list of available colors for panels that are produced as each color of panel needs to take stock out of a different coil code.

Model Options:

These options allow you to have options for an inventory item without having to set up an item for each option. Instead, you can create a model with certain options, then assign an item to that model to make all of the options for that model available for that item.

Model Options
Model options are options that can be selected or deselected when entering a line on an order or quote for an item assigned to that model.

Each Option will have an ID. This ID must be unique per warehouse. (The same ID could be used twice if on separate warehouses.)

The warehouse determines where the option will be available. If no warehouse is selected, the option will be available from any warehouse, unless there is another option with the same ID, and the correct warehouse.

Each Model Option is also assigned a level. This is used for ordering and grouping. If two options have the same level, only one is allowed to be used at a time.

If the default checkbox is selected, that option will default to True, and if two options are in the same level and one is set to default, then the user will be required to select one of them, and will not be allowed to de-select all of the options in that level.

Machine Options:

Very similar to Model Options except that they are assigned to a certain machine via the Production module. Assigning Machine Options will make those options available for any product being produced at that machine.

Custom Options:

Custom Options are options that can be set when entering a line on an order or a quote.

Each option name must be unique per warehouse. (the same ID could be used twice if on separate warehouses.)

Each option can be given an option set, which contains all the values allowed for that option.
If no option set is given, the value will not be limited to any list.

Options can be assigned a format: either Text, Integer, Decimal or Date.

The tag field is a value that will get replaced with the actual option value selected by the user, anywhere the tag appears in the description.
For example “Product Color: [COLOR]” would become “Product Color: Blue” if the user selected “Blue” as the option value.

Custom Options can be deleted if they have not been used. If they have been used on an order, they will get marked as discontinued.

How can I quickly update the costs or sales prices of multiple items?

One of the best ways to quickly update cost and sales price information across multiple products is by using the Global Price Update Agent. This tool allows sales price, customer special price, cost, cost 2, or current cost to be updated across many different sets of items using many different modifiers to quickly and easily change pricing.

Start by opening Inventory -> Global Price Update Agent, then select the field to update. Depending on what you select, the following screens may be different, but they have intuitive prompts and are easy to follow. You will eventually be prompted to specify the set of items to update, either for all products, by category/subcategory, or for a certain range of product IDs. After specifying the items to update you will need to specify how you wish to update those numbers; either by adding a percentage (Percentage), adding a certain dollar amount (Dollar Adder), or setting them all to a specified value (Dollar Amount). Note that prices can be updated by a negative percentage or dollar adder. When this information is entered, click finish and Paradigm will execute your specified changes.

If the changes in prices or costs are not the same and therefore cannot be generalized and updated with the global price update agent, use the inventory import/ export feature to easily import custom pricing for your items. Another fast way of updating many inventory items is with the Edit Pricing form.

How can I move stock from one of my warehouses to another without creating an invoice for it?

Use the inventory transfer screen to move product from one warehouse to another. First open Inventory -> Inventory Transfer and click ‘Add’. Specify the date to transfer the product, the description of the transfer (if needed) and the origin and destination warehouses. Enter the products to be transferred as well as specifying a ‘Qty to Transfer’, being sure to have the correct unit of measure selected. When all products to be transferred have been entered, click ‘Release’, which will mark that stock as committed. If your company uses the Dispatching module for Paradigm, the transfer will show up in the ‘Transfers’ section at this point.

When the transfer has been assigned to a trip, the trip ID will show on that transfer in Paradigm, and then when the transfer is completed in Dispatching, it will be marked as such in Paradigm. At this point the transfer is ready to post, after entering the actual quantities received for each of the detail lines. Note that a transfer can be posted even if it has not been scheduled or completed in Dispatching. If fewer of a product have been received than were scheduled to transfer, posting the transfer will prompt to add the remaining product to a new transfer.

Transfers can be created from Manufacture Orders with one click if the items are being produced at a different warehouse than where they will be stocked (in other words, if the header warehouse is different from the detail warehouse).

Also note the two dropdowns beside the product ID; one with a list of products, the other with warehouse stock information.

How can I quickly remove damaged inventory from stock?

The inventory discard feature allows a user to remove items from stock that have been damaged and can no longer be sold, or otherwise cannot be removed from inventory.
Say for instance, that an item to be sold happens to fall off the shelf and break.
Because it is broken, no one will want to buy that item making it useless for you to keep around.
But if you were to just throw the item away, your inventory numbers would now be incorrect.
Using inventory discard you can remove the item from your inventory without having to manually create an inventory adjustment, allowing more users to be able to discard that item.
To keep track of the discards, Inventory Discard will post the discarded item to the inventory discard default account from default accounts.

First you will need to select the Product ID of the item that you wish to discard.
If you do not know the ID for the item, you can search for the item in your inventory using the search button.
You will then need to specify the number of pieces and the unit of measure of the item that you wish to remove.
Next select the warehouse from which you will be removing the item.
Then you will need to fill in a reason for discarding the item and select your name from the Employee Name drop-down list (It may be faster to begin to type your name into the box and then press enter when your name appears).
Lastly click ‘discard’ to remove the item from your inventory.

Using Model Drawings
This feature allows for the creation of multiple commonly-used trim profiles that are not stocked to save time spent by an employee in entering an order. Once created, the drawing will show up in the attachments pop-up for an order or quote detail line for any item with that model.

To make the drawing show up in the attachment list in Paradigm for that model of trim, start by assigning the desired trims to a model in the item’s detail tab.

These items should be set up the same way as a special trim item, as they will be getting their information from a trim drawing; but can have a more specific product ID so it is intuitive to find.
After creating models and assigning products to that model, log in to the website as the administrator or a user who has been assigned as a drawing admin, then click the ‘drawing admin’ tab. Draw the profile, and when you are finished click ‘Save’ in order to save it to Paradigm.

Next, give it a name so that the drawings are unique in Paradigm–this is the name that the salesperson will see when selecting the trim, so be descriptive. Select the ‘Model Drawing’ check box and enter the model number of the drawing (otherwise it will just show up in the standard trims list).

Next, click ‘Save New.’ The drawing will now be available for that model in order entry.

Editing Existing Model Drawings
To edit a previously saved model drawing, click the ‘View Saved Trims’ button to access the currently available drawings.

In the pop-up, click on the Model Drawings tab to view the models, then locate the drawing to be edited and click on the ‘Edit’ button beside it.

Once the desired changes have been made, click ‘Save’ above the drawing, bringing up the ‘Save Favorite’ box.

Clicking ‘Overwrite’ will save the changes to the old drawing. ‘Save New’ should be used to create a second and new version of the drawing while keeping the old one unmodified.

When ‘Sav[ing] New’ be sure to give the new drawing a distinct and descriptive name to distinguish it from the original.

Company Standard Trims

Standard trim profiles allow a Paradigm user to use previously created trim drawings as a springboard toward making a custom design for a customer. For instance, say a customer wants ridge cap for a job that he is doing. After adding your custom trim code to the order detail and opening the trim draw program, click ‘Recent Drawings’ and then the Standard Trims tab. Here all the standard trim profiles that have been created will be available for use. From the list, locate the profile and click ‘Use.’ The profile will be opened in the background and can be tailored to customers specific needs, then saved to Paradigm.

Creating Company Standard Trims

Creating a company standard trim creates a standard trim profile that can be used for any custom trim drawing, eliminating the need to redraw standard trims every time a customer needs one of them modified slightly. The first step in creating a standard trim profile is to log in to the website as a user with drawing admin privileges. Then click on the drawing admin tab and draw a profile that is to be used as a standard drawing. When the trim has been drawn, click the save button at the top of the page.

Next, give the profile a name that is descriptive and unique to distinguish it from other profiles that may be similar. (While filling in the description field is not required, it may be helpful to the salesperson.)

This form also gives a user the ability to save the current trim to a folder of his choosing, as a way of organizing and grouping certain trims together. Typically, one folder is created per panel profile, with the purpose of grouping the trims associated with that profile together.

Finally, click ‘Save New’ to save the profile for use.

While entering standard drawings, time can be saved by using previous drawings to create profiles that are similar to those that have been drawn previously. To do this, click ‘View Saved Trims’ at the top of the trim draw page and find the profile that is to be used as a basis for the next profile.

Next, click ‘Edit.’

When doing this, it is important not to overwrite the profile that you are using for a basis. So it is a good idea to, as soon as the previously drawn profile opens up, click ‘Save,’ give it either a temporary name or its final name, and then click ‘Save New’.

After that is done, you can make the desired changes, click “Save” again, give it a new name (if necessary), and then click ‘Overwrite’ to save it as new profile.

Editing a Previous Profile

To edit a previous profile, click on ‘View Saved Trims.’

Then click ‘Edit’ beside the one to make changes to.

After making these changes, click ‘Save’ and ‘Overwrite.’

The Edit Pricing tool allows a user to edit costs and prices for items without having to open each item individually in Paradigm. The Edit Pricing Tool can be accessed on the Inventory List tab in Paradigm. In the list, it will be helpful to filter out most of the inventory items that will not be affected in the changes to be made. To use the Edit Pricing tool once the list of items has been filtered, click ‘Edit Pricing’ down beside the print buttons. From the Inventory Pricing Sheet there are different options for changing the prices of items.

• Manually change the the Cost, Cost 2, Pricing Method, Percent/Amount, or Sales Price.
  • To manually edit the numbers, highlight the value to be changed and then type in the new value.
  • Uncheck the columns that will not be edited to make them not be a tab stop when editing many rows.

Note. (Changing the amount in a given column will change any other columns that are affected or would have an affect on that column. For instance if the pricing method is Markup Standard Cost, then changing the Percent/Amount column will adjust the sales price.)

• Change many items at once. To do this, check the box next to each item that is to be updated. If the items that have been filtered down into the list are all to be changed, the quickest way to select them all is to click the check mark right above the list.
  • Once the items have been selected, there will be a box with three different options of adjustments to be made.

Note. It is important select the check box in the header of the column to be edited to designate it as the column to be adjusted.

Options for Multiple Adjustments

• Dollar. This will add a fixed dollar amount to every selected item. So if the amount entered in the value field is $.75, then every item will have $.75 added to the price.

• Percent. The amount in the value field will increase any dollar amount by the percentage that is put in the Value field. It will effect the percentages differently though. Instead of increasing a percent by the new percent, it will add the new percent to the old one.

• Exact. This will change all of the values in the selected column to the the value in the Value field.

Once the changes have been made click ‘Save and Close’ to make the changes.

If there are any issues, ‘Undo All’ will revert the changes that have been made.

NOTE: The permission to use the ‘Edit Pricing’ button is tied to the permission to use the Global Price Update Agent.

The Edit Pricing Levels tool allows a user to edit Pricing Levels for items without having to open each item individually in Paradigm. The Edit Pricing Levels tool can be accessed on the Inventory List tab. In the list, it will be helpful to filter out most of the inventory items that will not be affected in the changes to be made. To use the Edit Pricing Levels tool once the list of items has been filtered, click ‘Pricing Levels’ down beside the print buttons. From the Inventory Pricing Level Sheet there are different options for changing the Price Levels of items.

• Manually change the the Min Qty, Max Qty, Pricing Method, Percent/Amount, or Unit Price.
  • To manually edit the numbers, highlight the value to be changed and then type in the new value.
  • Uncheck the columns that will not be edited to make them not be a tab stop when editing many rows.

Note. (Changing the amount in a given column will change any other columns that are affected or would have an affect on that column. For instance if the pricing method is Markup Standard Cost, then changing the Percent/Amount column will adjust the Sales Price and Unit Price.)

• Change many items at once. To do this, check the box next to each item that is to be updated. If the items that have been filtered down into the list are all to be changed, the quickest way to select them all is to click the check mark right above the list.
  • Once the items have been selected, there will be a box with three different options of adjustments to be made.

Note. It is important select the check box in the header of the column to be edited to designate it as the column to be adjusted.

Options for Multiple Adjustments

• Dollar. This will add a fixed dollar amount to every selected item. So if the amount entered in the value field is $.75, then every item will have $.75 added to the price.

• Percent. The amount in the value field will increase any dollar amount by the percentage that is put in the Value field. It will effect the percentages differently though. Instead of increasing a percent by the new percent, it will add the new percent to the old one.

• Exact. This will change all of the values in the selected column to the the value in the Value field.

Once the changes have been made click ‘Save and Close’ to make the changes.

If there are any issues, ‘Undo All’ will revert the changes that have been made.

NOTE: The permission to use the ‘Pricing Levels’ button is tied to the permission to use the Global Price Update Agent.

See also: Nonexclusive Pricing Levels (Quantity Discounts), How should inventory Price Levels be set up and how do they work?

Is there a way that we can make entries straight to the Job? At the end of a job, there are ‘extras’ that hit the job for Job Costing but have no effect on the GL, so there’s no need to do entries through a JE, A/P, or payroll.

The answer is yes. Paradigm supports adding expenses to a job from the Journal Entry screen. You will use the same account for the entire entry and only assign a Job ID, classification, and phase to the entries with a debit. Create a single credit to the same account with no Job ID information to zero out the transaction. The cost will show up on the reports, the job history tab and the job phase tab.

As of Paradigm version 9.540, a setting exists to disallow a user from editing costs, prices, and discounts for lines on transactions in Paradigm. The setting can be accessed in the Menu > System> Security> Settings page. Select the User on which to change permissions, then in the box “Security Settings for Forms” you will find a checkbox for “Disallow editing prices or discounts in orders or invoices”

Checking this will disallow the selected user from changing the sales price, costs, and discounts on the transaction line in orders or invoices.

However! The user will still be able to edit the price in the following cases:

• The product is priced at $0.00 in inventory.
• The product is marked as requiring POs in its detail tab, and the PO has already been created for that line.

Paradigm has an option to automatically charge Credit Card Fees on Sales transactions.  To turn this on, go to:  System > Company Preferences > Sales > Bottom-right corner for “Default CC Markup” and select the value.

These values come from the list of standard discounts/markups that are set up in System > Company Preferences > Setup > Standard Discount Selection > Setup (button).  To create a CC markup, you need to create a negative discount as shown below.

This makes it so that when you pay a single invoice by credit card via the “Receive Payments” popup before it is posted, the CC Fee is automatically calculated and added to the “Other” field on the invoice.

If there is a dollar amount other than zero in the “Other” field when you “Receive Payment” via credit card, it will display this message.

If a customer is exempt from CC fees, then go to Accounts Receivable > Customers > Detail > Credit and Terms and check the “CC Fee Exempt” box.

The mileage calculation feature allows a user to calculate a freight charge for an order, based on the mileage between the warehouse it will ship from and the customer’s ship to address on the order.

Enabling Mileage Calculation

This feature requires Paradigm version 4.488 or higher.
In order to enable the mileage calculator, you must create an account with TomTom.
https://developer.tomtom.com/store/maps-api 

Once registered with them, take the API Key that they provide, and enter it into the TomTom Routing Integration section of the Add-Ons tab in Company Preferences.

Check the “Enable Mileage calculation” check box.

Finally, this URL should be whitelisted on your network.
https://api.tomtom.com

Create Mileage Rates

In P10, Go to the Preferences tab and click on “Mileage Rates”.
Give each rate a name and description.
Min Charge – is the lowest amount the customer will be billed for freight at that rate.
Rate – The amount the customer will be charged per mile.
Sort – Determines what order the rates will show in the dropdown on the order form.
Rounding Level – the final freight charge will be rounded up to the next Increment of this number.

Calculate Freight Charges

• Orders
  On an order, click on the ruler icon next to the freight field.
  
  Choose your rate and click Accept.
  
• Trips
  To calculate Freight on a trip, click on the ruler icon next to the freight field on the trip detail.
  Then choose your rate and click Accept.
  

Using Route Optimization

Route optimization utilizes the same TomTom integration as the Mileage calculator. To use it, open up a trip’s detail screen and click on “Optimize Stop Order”. Paradigm will then use TomTom to calculate the optimal route for the trip and automatically update the stop order.
Note: TomTom doesn’t take into account current traffic patterns when determining the best route.
It will optimize the route to find the shortest mileage for commercial vehicles.

To adjust the profit margin on an order, quote or invoice detail line, double-click in the margin column on that detail line.

Note: See Customize Order Screens for instructions on how to add the margin column if it is not being displayed.

This will bring up a window where a new margin percentage can be entered.
 
Checking “Apply to all lines” will apply the percentage to all lines on the order.

Click “OK” to apply the change.

To set up custom order/quote statuses, go to Menu > System > Custom Setup > Sales. On the sales tab, there are buttons to set up both quote and order statuses.

Clicking on either one of them will open a form that looks like this.

Next enter the custom statuses into the form.
Note: Checking the box under DFT will set that particular status to be the default status that gets applied to a new quote or order.

Once the custom statuses have been created, click close.

Note: The text in these boxes is what will be displayed next to the fields on the status tabs. The fields are set to “Status:” by default.

Now the statuses can be applied to an order or quote by going to the status tab and selecting the status from the drop-down.

Note: To add the status column to a quote or order list, enter “strOrderStatus” in the “Add Columns:” field.

Using Record Selection

To use record selection, click on the blank box to the left of a detail line.

To select multiple records, continue holding down the left mouse button while dragging the mouse across any additional records.

After selecting the records to be affected, press one of the keys listed below to affect the line(s) as described below.

Record Selection Shortcut Keys

On a Quote, Order, Invoice, Job Transfer, Request For Quote, Purchase Order or Purchase Invoice:

“I” – Inserts a new line directly above the selection
“V” – Opens the inventory item that is on the selected record up for editing (When multiple records are selected, the first record will be opened.)
“S” – Opens a sort-able list of all the records on a Quote, Order, Invoice, etc.
“Delete” – Deletes the selected Records

On a Quote or an Order:

“D” – Duplicates a selected line (If the selected line is a bundle, pressing “D” will Duplicate the entire bundle.)
“+” – Duplicates the selected line and increases the length by 1 foot if the line item is sold by the linear foot. (This will also work if the cursor is in the Pcs, Feet or Inches fields.)
“-”  – This will duplicate the line, but decrease the length by 1 foot instead. (This will also work if the cursor is in the Feet or Inches fields.)

On a Purchase Invoice:

“R” – Sets the Pcs Received equal to the Pcs Ordered for all records selected
“U” – Sets the Pcs Received to zero for all records selected

On the Point of Sale Form:

“V” – Opens the inventory item that is on the selected record up for editing (When multiple records are selected, the first record will be opened.)
“S” – Opens a sort-able list of all the records on a Quote, Order, Invoice, etc.
“Delete” – Deletes the selected Records

The ability to lock a shipping price was primarily added so that a zero shipping price can be locked in on a particular order.

Beside the freight field on a quote, order or invoice, is a lock button.

Clicking it will lock the freight amount so that it cannot be changed from anywhere in Paradigm or DeliverMe unless it is unlocked.
In order to unlock the freight field, click on the lock button again.

Note: When the freight field is locked, there will be no way to make changes from DeliverMe.

When to return payments:
The main reason for returning payment would be the case when a customer’s check bounces and it has already been included on a deposit. If this is the case, then the GL accounts will be wrong, saying that the bank account balance is the amount of the payment higher and that the customer doesn’t owe anything.
The other reason it may be necessary to return payment, would be if the receivable was made, assigned to an invoice in error, and deposited. In this case the GL accounts would be showing that the amount for the invoice has been paid when it is still due from that customer.

To return payment:

• Open the receivable or prepayment from which payment will be returned.

• Click the button labeled “Returned Payment,” at the top of the receivable.
  

• Choose whether the payment is being returned due to non-sufficient funds or because it was assigned in error.
  
  This will create a duplicate receivable or prepayment with negative amounts, which will show up to be deposited in order to correct the account balances.

• On a receivable click “Post” to apply it. Prepayments will post automatically.
  

Note that the resulting NSF transaction may be posted to Undeposited funds, and will need to be added to a deposit (which will most likely have a negative balance) for it to post to the bank account and show in your bank reconciliation.

See also Receiving/Making Payments Tips and Tricks.

Customer contacts can be set up to record the contact at the customer who placed an order. Customer accounts can be set to require a contact before an order can be released, and can even be set so that a password must be entered when a contact is applied to a quote, order, or invoice.

There are two ways to create a customer contact. The first option is to open the customer, go to the ‘Contacts’ tab, and enter the new contact in the list at the bottom. The button in the top left-hand corner can be used to open the contact creation screen (pictured below). The second option is to click the ‘Cust. Contact’ link on either the quote, order, or invoice screen. If a contact has been selected, that contact will be opened in edit mode, but if no contact has been selected a new contact will be created.

In the contact creation screen, specify the first and last name, address, and any contact methods needed. The priority field can be used for reporting purposes but is not required to be populated. The list of fields in the middle of the form (Site, Title, Dept, Type, Source) can be used to further classify the contact, but are not required. Note that the address information can be copied from the customer by clicking the ‘Copy Customer Info’ button at the top of the form.

In the customer detail tab, in the Requirements/Limits section, contacts can be set as not required, required, or required with a password. If ‘Required with Password’ is selected, a field will appear at the bottom of the contact creation form where that contact’s password can be specified. This password will need to be entered when the contact is applied to any transaction. Only users with access to edit the customer detail can view or edit passwords.

Customers
– In the customer form, use the ‘Notes’ field to enter information on the customer. These notes will be displayed on every quote, order, or invoice for that customer.
– When entering email addresses, either as contact methods or the batch email address, a semicolon can be used to separate two addresses to be sent to at once.
– In the customer’s detail tab, check the box for ‘PO Required’ to force a PO number to be specified for each order for this customer.
– Use the customer’s detail tab to designate credit limits, terms, salesperson, pricing type, ship via, and sales tax code.
– The customer history tab displays that customer’s activity for a given date range. Use the filters to control what is shown in the list.
– If a customer ships to more than one address, or needs their shipping address to be different than their billing address, use the ‘Ship To’ button on the customer form. Using this, create any number of ship to addresses for that customer that will be available every time that customer is used. The list of ship to addresses will show in the ‘Ship ID’ list on quotes, orders, and invoices.
Quote, Order, and Invoice Headers
– Even after a transaction is completed or posted, the notes and message to print may still be able to be edited by clicking the corresponding link on the form, provided a certain company preference is enabled for your business.
– Orders that are no longer needed can be canceled to remove them from the list of open orders. Use the ‘Advanced Options’ tab and check the ‘Cancel Order’ checkbox.
– If an order needs to be removed from production after being released, it can be ‘Un-released’ by unchecking the ‘Rel. to Manufacturing’ checkbox in the ‘Advanced Options’ tab.
– To refresh the pricing of a particular quote, order, or invoice, click the ‘Update Prices’ button. This changes out the prices on the order for the current pricing, except for lines where the price was manually set. This also will total all lines of a type together when evaluating price level discounts, so two lines added together may get the discount when they didn’t individually.
– A single order can be split into two orders by using the ‘Split Order’ button. Select the lines to move and press ‘Create Order’.
– Open quotes and other unreleased orders can be added to an open order by using the ‘Open Quotes’ button. This will show a list of all open quotes for that customer, and the ones to be added to the order can be selected from the list and added.
– A discount can be applied to every line on an order by entering the discount amount in the ‘Disc’ field in the order header.
– Use the ‘Void’ button on an invoice to effectively delete the invoice without deleting it. This process can be used to remove an invoice from all calculations and lists, without removing it entirely from Paradigm.

Order Detail
– To give a product to a customer free of charge, set the discount on that line item to 100%.
– To set a line as nontaxable, change the ‘Tax’ column to 0. Note that this defaults from the product and should only rarely need to be changed.
– When using bundle codes (either by changing the line type to bundle or using a bundle product), changing the warehouse ID on the bundle line will cascade the change to all items in that bundle.
– Information entered in the comment field will be shown in production.
– In most databases, double-clicking the price column will show the cost instead. Click here to learn more about form setup.
– In the line item options (the folder to the left of the line), use the ‘Sort’ button to manually reorder the lines.
– In the line item options for lines that are exported to a rollformer, the ‘Purge Build’ button can be used to remove that job from the connecting software. This is dependent on your company and the setup of your rollformer.
– When invoicing a customer for an order, adjust the shipped quantity to what was given to them. If the shipped quantity is lower than the ordered quantity, you will be prompted to create a back order for that product when the invoice posts.
– There are many options built into Paradigm to speed up order creation. Read about them in detail here.

Other
– In list screens for quotes, orders, or invoices, a product ID can be searched for using the ‘Product/GL’ field at the top of the list. This will filter to only show transactions with that item on them.
– In the order and invoice lists, the ‘Trip’ field at the bottom of the form can be used to filter to orders that went out on a particular trip. This is contingent on the Dispatching module being used.
– When creating a customer prepayment, after selecting the order to apply the prepayment against, the payment column can be double-clicked to insert that order’s total.

How do I assign a customer to a price level?

What do the different pricing types in the customer do?

Paradigm has many different ways to give discounts or markups to individual customers. The different types of pricing are specified in the customer detail tab (you will have to be logged in to Paradigm with an account that has permission to edit this information). See also: Paradigm Pricing Overview.

None

Exactly what it sounds like–inventory prices will not be evaluated against a pricing type for this customer. NOTE: Special prices specified for individual items under the ‘Pricing’ tab will still apply.

Discount Sales Price

All items will have the specified discount applied to them. NOTE: This will not compound with any other discounts EXCEPT FOR non-exclusive price levels.

Markup Standard Cost

The sales price is calculated as the standard cost * (1+specified percent). For example, an item with a $10 cost and a 35% markup percent results in a $12.50 sales price.

Multi-Level Pricing

The customer will receive the exclusive discounts specified for that price level in the inventory ‘Pricing’ tab. See Inventory Pricing Levels.

Inventory Category Pricing

Customers can also have category discounts assigned which allow markups or discounts per inventory category/subcategory. This is not a specific customer pricing type, instead, category discounts are always evaluated to see if they are the best price. Go to the ‘Category Pricing’ tab to begin specifying categories and discounts. Choose the category, the pricing method to apply, and the discount amount/percent. Optionally, you can specify different pricing types/amounts for subcategories underneath that category by selecting the category from the left column, and then selecting the subcategories on the right.

In the example given above; customer TEST2 will get a 10% discount on the MISC category, except for items that are also in the TRANSFER CHARGE subcategory, for which he will only get a 1% discount.

NOTE: Category Pricing can easily be copied from one customer to another by entering the customer to copy to in the field at the top left and clicking ‘Copy Category Pricing to customer’.

– When making a payable (Payment to a Vendor) or a receivable (Payment from a customer), the list of customer/vendor IDs only includes those that have a balance. If a particular ID is not showing in the list, they have a 0 balance.

– By entering the total payment amount in the ‘Amount Paid’ field and clicking the button with coins on it, Paradigm will take the amount paid and apply it against the list of invoices automatically, starting with the oldest outstanding transaction.

– The discount and payment columns can be toggled between the total value and 0 by double-clicking on them.

– After entering payments onto transactions in the detail, double-click the ‘Amount Paid’ in the header to total the payments.

– If the amount paid exceeds the invoices listed, enter the total payment in the ‘Amount Paid’ field even if though it is greater than the sum of the ‘Payment’ column. When the receivable is posted, you will be prompted to automatically create an overpayment for the customer that will be entered as a credit to their account.

– When using discounts for a particular invoice, note that the discounts will only be kept when the invoice is paid in full, to keep the discount from being used multiple times. If the transaction is not being paid in full, the discount will be set to 0 during posting.

– After a receivable is deposited, you can easily see which deposit it is on by clicking the ‘View Deposit’ button.

– If a receivable has hit the bank account directly and it does not need to be deposited, simply change the ‘Deposit Acct’ to the appropriate bank account. This will add funds directly to the bank account and not require the receivable to be deposited.

– When paying bills, the ‘Pay Bills (Multi-Vendor)’ screen can be used. This form lists all open bills that need to be paid, grouped by vendor ID. Enter the discounts and payments on each line to be paid, enter the next check number at the top of the form, and click ‘Post’ to create multiple payments at once. You will also be prompted to print the checks after they have been created.

– In the ‘Pay Bills (Multi-Vendor)’ list, a range of check numbers can be printed by using the ‘Print Checks’ button.

– When payment is given to a vendor prior to purchasing product from them (a deposit), use the ‘Vendor Prepayments’ form. Enter the vendor, check number, and amount; then post the prepayment to add a credit to that vendor’s balance.

– In both the payable and receivable lists, a particular invoice number can be searched for using the ‘Invoice Detail Search’ field at the top of the form. This will bring up any payments for the invoice entered.

See also Returning Payments.

1. How do you update the prices on a larger order or quote? This can be a problem when the quote is older and the customer would like to have it current.
2. or How can I apply quantity price levels if items are on several different lines?

Click on the Update Prices button at the top of the screen.

This button saves the manual refreshing of each individual line item. It also evaluates the sum quantity for each item and applies appropriate price levels based on customer and item settings.

How do you tie a customer prepayment to a specific order?

1. Create an order.

2. Click on the Prepay button at the top of the order screen.

3. Enter the amount of the customer prepayment and post it.

4. Convert the order to an invoice.

5. Post the invoice. This will automatically make a receivable to apply the amount of the prepayment to the invoice.

Note: There can be multiple prepayments tied to one order.

How do I set up an inventory item (like freight) so that the cost on the Order will be carried over to the cost on the Purchase Order?

This can be a frustrating scenario when an incorrect cost keeps popping into the PO after you convert from an order. The answer is to set the Standard Cost to $0.00 on the inventory item and make sure there are no entries for the vendor in the Vendor tab.

This shows the standard cost set to zero

This picture shows no entries for Vendor Cost. When this item is converted from an Order to a PO, it will bring the cost from the Order.

This is a short tutorial on how to find the overpaid receivables in the receivables list.
1. Add the curCredit field to the list if it isn’t there already
2. Filter out all the zeros.

How can I give a customer special pricing for each category of inventory?

How do I assign a customer to a price level?

What do the different pricing types in the customer do?

Paradigm has many different ways to give discounts or markups to individual customers. The different types of pricing are specified in the customer detail tab (you will have to be logged in to Paradigm with an account that has permission to edit this information). See also: Paradigm Pricing Overview.

None

Exactly what it sounds like–inventory prices will not be evaluated against a pricing type for this customer. NOTE: Special prices specified for individual items under the ‘Pricing’ tab will still apply.

Discount Sales Price

All items will have the specified discount applied to them. NOTE: This will not compound with any other discounts EXCEPT FOR non-exclusive price levels.

Markup Standard Cost

The sales price is calculated as the standard cost * (1+specified percent). For example, an item with a $10 cost and a 35% markup percent results in a $12.50 sales price.

Multi-Level Pricing

The customer will receive the exclusive discounts specified for that price level in the inventory ‘Pricing’ tab. See Inventory Pricing Levels.

Inventory Category Pricing

Customers can also have category discounts assigned which allow markups or discounts per inventory category/subcategory. This is not a specific customer pricing type, instead, category discounts are always evaluated to see if they are the best price. Go to the ‘Category Pricing’ tab to begin specifying categories and discounts. Choose the category, the pricing method to apply, and the discount amount/percent. Optionally, you can specify different pricing types/amounts for subcategories underneath that category by selecting the category from the left column, and then select the subcategories on the right.

In the example given above; customer TEST2 will get a 10% discount on the MISC category, except for items that are also in the TRANSFER CHARGE subcategory, for which he will only get a 1% discount.

NOTE: Category Pricing can easily be copied from one customer to another by entering the customer to copy to in the field at the top left and clicking ‘Copy Category Pricing to customer’.

Can I give just one customer a special price on an inventory item?

You can specify special prices for individual inventory items for just one customer by entering the product in the customer’s ‘Pricing’ tab. Enter the product, unit of measure, date range that the price is valid, and the special price. To make a special price for an inventory item for all customers, see Inventory Special Pricing.

There are three ways in Paradigm to put Customers on credit hold.

1. Open Company Preferences from the System menu and go to the Sales tab. Here you can set a credit hold that will apply to all customers if they have unpaid invoices older than the specified amount of days [1]. You can also specify an amount overdue that is acceptable so that small overdue amounts will not lock down a customer [2]. The third field in Company Preferences is ‘Grace Amount’ [3]. This allows a customer’s first order over their credit limit to exceed the credit limit by this percentage.

The last two ways that a customer can be placed on credit hold are found in the detail tab for each customer. NOTE: you will need to be logged in with an administrator account to edit customer detail information.

2. You can set a credit limit for the customer that will put new orders on credit hold if they owe you over this amount [1]. Releasing an order that would put the customer over their limit will throw a warning–if the amount they will be over their limit by is greater than the grace amount (see above) then only users with permission to release credit holds will be able to override the warning and release the order.

3. The final way to put a credit hold on a customer is by checking the ‘Credit Hold’ checkbox[2]. This will put any new orders for that customer on a credit hold that can only be released by administrators.

Notice the ‘Ignore Credit Holds Until After’ date field [3]. No credit holds will be automatically applied until after this date.

Releasing Credit Holds

Credit holds can be overridden on individual orders by going to the Advanced tab and deselecting ‘Credit Hold’. Additionally, the permission to release credit holds can be turned off for any user by going into System->Security->Settings, selecting the user to change, selecting the ‘Disallow Override Credit Holds’ checkbox, and pressing OK. As mentioned above, if the customer has been placed on manual credit hold by selecting the ‘Credit Hold’ checkbox in the customer detail, only Administrators will be able to release their credit holds.

NOTE: This How-To is only applicable on Paradigm version 9.211 or better.

Key Board Shortcuts For Order Entry

Search All

To search all when in a list of customer, vendor, or item IDs; press the ‘F6’ key.
The search can also be accepted by pressing Enter, no need to click the ‘X.’

Quick Entry
During order entry, press the ‘F3’ key to bring up quick entry which can help to speed up order entry, especially with multi-page orders.

Quick Return
When entering items in an order where the item only needs a quantity ordered, press the ‘Page Down’ key to jump down to the next entry instead of tabbing through the whole line.

Use the ‘Page Up’ key to jump back up to the last Item ID.

‘Ctrl+Tab’ can also be used the same way as ‘Page Down’ and ‘Ctrl+Shift+Tab’ can be used instead of ‘Page Up’

Page Up and Page down
If there are bundles on an order the combination of ‘Ctrl+Page Up’ can be pressed to jump to the next bundle up.

Inversely, ‘Ctrl+Page Down’ will jump to the next bundle down.

Home and End
To get to the first item in an order press ‘Ctrl+Home.’

To get to the last item of the order, press ‘Ctrl+End.’

Edit Item Descriptions
When tabbing through an order detail line to edit a description, tab to the description field and press “F2” to place the cursor at the end of the text rather than having all the text selected.

Record Selector Deletion
To remove all or a large number of the records from an order, move the mouse to far left of the items on the order, hover the mouse over one of the boxes and hold down the left mouse button.

Move the mouse across the records to be deleted. The boxes for the items that are selected will turn black.

Then press the ‘Delete’ key and Paradigm will remove all of the items that have been selected.

Trim Draw Quick Access
Holding ‘Ctrl’ and clicking on the ‘Img’ button, bypasses the File List popup and opens the trim draw program, directly.

Ctrl + 1

The ‘Ctrl+1’ shortcut is a very handy tool in streamlining the use of Paradigm. When used, it will bring up an Add/Search box that will allow a user to add new records such as orders, quotes, customers and vendors as well as search for these items in Paradigm.

NOTE: When in Paradigm, selecting any text and then pushing ‘Ctrl+G’ will open the Add/Search box and copy the selected text into it and start a search for it automatically.

New Records 

When the window opens, the first noticeable thing on it will be the multi-colored buttons at the top. These buttons will open forms to enter new items depending on which button was pressed. So if for instance, ‘Order’ was pressed then, Paradigm would open the new order form. Other options include Quotes, Invoices, Receive Payments, and Customers.

Searching

Below these buttons, there is a search bar.

This search bar allows a user to search Paradigm for any of the following items.
-Quote,Estimate, Order, Back Order
-Invoice, Job Transfer, Finance Charge
-Request for Quote, Purchase Order, Manufacture Order
-Purchase Invoice, Bill
-Prepayment, Receivable, Payable, General Journal, Checks
-Inventory Items, Jobs, Inventory Builds

To search, simply enter the ID number of the item that is to be found. In some cases, records can be found by searching for things besides ID numbers. These cases are mentioned later on in this FAQ.

NOTE: Selecting an option from the drop-down limits the search results to only that type of item. In the case of customers, vendors, and products, unchecking the boxes below the search bar will limit the fields that Paradigm searches for the criteria that was provided.

NOTE: The back arrow beside the search bar will bring back the previous search and the drop-down arrow to the left of it will give a list of previous searches.

Searching for Documents

In the case of searching for a document such an order or an invoice, entering a whole ID number such as “OE-0561472” will return that record; and since there is only one match, Paradigm will also return the ‘View Related’ items for that transaction and highlight the line for the actual transaction you entered. To open a record, click on the folder icon beside it or double-click on it. To bring up a broader range of results, just enter the number portion of the ID (“0561472”) and all of the transactions with that number will be returned as well.

NOTE: Clicking the binoculars beside an item will do a search for the ID Number in that row.

Searching for Customers

A customer can be found by searching for Customer ID, First Name, Last Name, Company Name, Notes, Address and Phone Number.

NOTE: When a customer is searched for by their customer ID, their account balance and credit limit will be shown as well as any open quotes or orders from the last 30 days.

Searching for Vendors

Similarly, vendors can be found by searching for Vendor ID, Contact Person, Notes, Address and Phone Number.

NOTE: When a vendor ID is searched for, any purchase orders or request for quotes from that vendor which have been released but not completed will be shown.

Searching by Phone Number

If a phone number is searched and it is not in the system, there will be an option to add it to an existing contact. Clicking one of the options will bring up the search form for customers or vendors. Either double click on the correct one or select it and click ‘Insert Selected.’ If the phone number is for a new customer, click the button at the top of the search form to create a new customer, and the number will be added to the new contact automatically.

Searching for Products

If, when searching for an product in inventory, ‘All’ is selected from the drop-down, you must use the product ID of the product that you are trying to find. By selecting ‘Product’ from the drop-down, however, it is also possible to search by Description, Category, Subcategory, Vendor Number, and Notes.

Ctrl + 2

By pressing ‘Ctrl+2’ you get a form that has the same features as the ‘Ctrl+1’ as well as quick access to many additional forms for entering new items. These forms include Quotes, Request for Quotes, Orders, Purchase Orders, Invoices, Purchase Invoices, Receive Payments, Manufacture Orders, Vendors and Customers.

Note: To alternate between the Ctrl + 1 or the Ctrl + 2 form without losing the current search, press the shortcut for the one that is not currently open.

For example, here the Ctrl + 1 form is open and has a search and its result showing.                                                                                                     

Pressing Ctrl + 2, will change the Ctrl + 1 form to the Ctrl + 2 form.

Ctrl + J

Highlighting text and pressing ‘Ctrl+J’ allows a user to by-pass the ‘Ctrl+G’ form, by opening the item returned at the top of the search list automatically, with out opening the search form.

F1 and Shift+F1

Use ‘F1’ and ‘Shift+F1’ to move between open tabs in Paradigm. ‘F1’ will move to the next tab on the right and ‘Shift+F1’ will move to the next tab on the left.
Note: Holding in ‘Shift’ and pressing ‘F1’ repeatedly, will be interpreted by Paradigm as if only ‘F1’ is being pressed. In order to move left, release ‘Shift’ and then press ‘Shift’ and ‘F1’ simultaneously.

Ctrl + Shift + A

Highlight text and press ‘Ctrl+Shift+A’ to open the audit trail for the text that is highlighted. You will need permission to open the audit trail for this shortcut to work.

Once a shipment from a vendor has arrived, convert the purchase order for the shipment into a purchase invoice. At the top of the purchase invoice is a scan button.

Clicking on this, will open this form that can be used to scan the items that have arrived with the shipment.

Next scan the bar code on the item being received, and Paradigm will search through Product ID’s, Aliases, item UPC’s, and vendor numbers until it finds a match. It will then insert a record into the form for one of that item.
Note: In a case when Paradigm finds multiple matches, it will give a prompt to select one of the items from a list.

Once an item has been added to the list, focus is set back to the scan field to allow a user to scan one item after another without any intermediate clicks.

If there are several of the item that was scanned, enter the quantity into the form, then press “Tab” or “Enter”, and the focus will be set back to the scan field to continue scanning.

Once everything in the shipment has been scanned, click “Ok”, and everything in the list will be added to the purchase invoice as pcs received.

Note: The quantity entered onto the purchase invoice will be based on the units of measure as seen below. In the case that the bar code scanned is an alias of the product, the unit of measure will be the one assigned to that alias. Otherwise, this form will use the purchase unit of measure on the item. If neither exist, the sales unit of measure will be used.

See also: Receiving Inventory

Purchasing Agent and Inventory Reorder Points

Reorder points, quantities, and users can be defined for each stocked item in Paradigm to allow for faster reordering using the Purchasing Agent form. This how-to will cover how to set items up to be reordered and how to use the Purchasing Agent form.

To select items to purchase, use the checkbox to the far left. This will trigger the ‘Order’ column [7] to be populated with the quantity that will be entered onto the PO. The Order quantity can be changed to adjust it for just this PO, or the reorder point/reorder quantity [8] can be adjusted to change what is stored on the item. The vendor to purchase the product from can be adjusted as well [9]. After selecting all of the items to order, click ‘Create PO/RFQ’. Another prompt will appear to allow you to adjust any information that needs to be adjusted before clicking ‘Create PO/RFQ’ again to create the POs.

Here is a list of helpful tips and tricks for Purchase Orders, Purchase Invoices, and Bills in Paradigm.

Vendors
– Define multiple ship from addresses (sites) in the ‘Sites’ tab. Marking a site as default will make that site selected by default when the vendor is entered onto a PO or PI. This allows for the shipping and billing addresses to be different. See more detail here.
– Define the ‘Expense’ account in the vendor’s detail as the default account that expenses are reported against for this vendor. This account is used when writing checks and creating bills.
– Use the ‘History’ tab to see prior purchases from this vendor. Be sure to use the date ranges and filters at the top of the history tab to your advantage.

Purchase Orders
– Mark Purchase Orders as ‘Released to Vendor’ when you send them to a vendor to easily tell if a PO has been ordered.
– Use the ‘Scan’ button to add items that have barcodes onto a PO by scanning them.
– Use the ‘Ship From’ dropdown to select the vendor site from which to ship the product.

– When making a payable (Payment to a Vendor) or a receivable (Payment from a customer), the list of customer/vendor IDs only includes those that have a balance. If a particular ID is not showing in the list, they have a 0 balance.

– By entering the total payment amount in the ‘Amount Paid’ field and clicking the button with coins on it, Paradigm will take the amount paid and apply it against the list of invoices automatically, starting with the oldest outstanding transaction.

– The discount and payment columns can be toggled between the total value and 0 by double-clicking on them.

– After entering payments onto transactions in the detail, double-click the ‘Amount Paid’ in the header to total the payments.

– If the amount paid exceeds the invoices listed, enter the total payment in the ‘Amount Paid’ field even if though it is greater than the sum of the ‘Payment’ column. When the receivable is posted, you will be prompted to automatically create an overpayment for the customer that will be entered as a credit to their account.

– When using discounts for a particular invoice, note that the discounts will only be kept when the invoice is paid in full, to keep the discount from being used multiple times. If the transaction is not being paid in full, the discount will be set to 0 during posting.

– After a receivable is deposited, you can easily see which deposit it is on by clicking the ‘View Deposit’ button.

– If a receivable has hit the bank account directly and it does not need to be deposited, simply change the ‘Deposit Acct’ to the appropriate bank account. This will add funds directly to the bank account and not require the receivable to be deposited.

– When paying bills, the ‘Pay Bills (Multi-Vendor)’ screen can be used. This form lists all open bills that need to be paid, grouped by vendor ID. Enter the discounts and payments on each line to be paid, enter the next check number at the top of the form, and click ‘Post’ to create multiple payments at once. You will also be prompted to print the checks after they have been created.

– In the ‘Pay Bills (Multi-Vendor)’ list, a range of check numbers can be printed by using the ‘Print Checks’ button.

– When payment is given to a vendor prior to purchasing product from them (a deposit), use the ‘Vendor Prepayments’ form. Enter the vendor, check number, and amount; then post the prepayment to add a credit to that vendor’s balance.

– In both the payable and receivable lists, a particular invoice number can be searched for using the ‘Invoice Detail Search’ field at the top of the form. This will bring up any payments for the invoice entered.

See also Returning Payments.

How does Paradigm track inventory when the shipment is received from the vendor and the bill hasn’t arrived?

Here is the short answer,

1. Convert the Purchase Order to a Purchase Invoice

2. Enter the amount received in the received box

3. Click the Receive button

This is a Purchase Order for Y10152. Take note of the pieces ordered and pieces in stock.

Convert to a Purchase Invoice and enter the Amount Received. Click on the Receive button.

This will cause the quantity Available and the quantity Received to increase, but In Stock quantity doesn’t change. When the bill is received from the vendor, post the Purchase Invoice and the In Stock quantity will change.

How do I change the vendor remit to address? I want this to print out on my check but still print a different address on the Voucher.

Question: A vendor has sent a reimbursement check or a refund, how do I record this deposit?

Answer: First create a Debit Memo to record the reimbursement. Go to Accounts Payable>Purchase Invoices and Add a new Purchase Invoice.

1) Select the Vendor. 2) Select Debit Memo for the Purchase Invoice Type

3) Select G/L for line type 4) Select the account to post against (optional) if this is a reimbursement for inventory items you may want to select the appropriate inventory item so that it removes it from inventory.

5) Enter the amount (as a negative). IMPORTANT: If you are posting the Debit memo against an inventory item, you will need to put in a negative amount for Pcs/Qty Received and a positive Cost.

6) Post-transaction.

Next, you will add this amount to a Make Deposit (sorry there are not links between the Debit Memo and the Deposit) Banking>Make Deposit and click Add to create a new deposit (this could also be added to an existing deposit)

1) Select the Accounts Payable account 2) Select the Vendor 3) Enter the amount (as a positive number)

4) Post Transaction

Lastly, you will need to make a Payable to apply the Make Deposit amount to the Debit Memo.

Accounts Payable>Pay Bills and click the Add button to create a new one.

1) Select the Vendor

2) Change the check number to “None”.

3) Pay the full amount of the Debit Memo and the full amount of the balancing transaction from the Make Deposit. (Note: When a transaction such as a Deposit or Journal Entry is posted against an AP or AR account, Paradigm will create a “balancing document”. In this case, a Purchase Invoice is created and it will appear as a regular Purchase Invoice.)

4) Leave the Amount Paid as 0.00

5) Post the transaction

A variation of this process would be when a credit is given to be applied to your account. In this case, you would not create a Deposit, then you would use the Debit Memo to pay on your account with a Payable.

How do I set up an inventory item (like freight) so that the cost on the Order will be carried over to the cost on the Purchase Order?

This can be a frustrating scenario when an incorrect cost keeps popping into the PO after you convert from an order. The answer is to set the Standard Cost to $0.00 on the inventory item and make sure there are no entries for the vendor in the Vendor tab.

This shows the standard cost set to zero

This picture shows no entries for Vendor Cost. When this item is converted from an Order to a PO, it will bring the cost from the Order.