Retrieve Price Files from Internet via WebLockers (Keystone Dealers Only) Overview In the past DIS has distributed price updates on CD. Now, you will be able to retrieve price updates directly from the DIS website. When scheduled updates are available, Keystone dealers will be notified. You can download the price files directly from the DIS website (similar to your monthly Keystone panel download) using WebLocker. This document will take you through the steps to transfer the updated price files from the DIS website's WebLocker to your AS/400. Once the price file is downloaded to your AS/400, you will still need to create the price book on the system and update your inventory. Instructions for all these steps begin below. Requirements for Dealership o Subscribed to Price Books o Registered on the Keystone website Frequently asked Questions Q: Can I download now and create the price book later? A: Yes. Q: Do I need to remove my old price book first? A: No. DIS recommends you give your price book a new name each time, as a safety measure. You will remove your old price book at a later date. Q: Do I need a dedicated system? A: No, you will not need a dedicated system to download and apply the new price book. However, removing the old book does require a dedicated system, although this can be done in just a few minutes at the end of the day. Also, if you are concerned about GL accuracy, it is suggested that you do the update inventory step, included in these instructions, with a dedicated system. Transfer Price Files from WebLocker to AS/400 Follow the steps below to transfer the price files from the DIS WebLocker to your AS/400. You will need time to complete this process. o Use the PC you normally use for Keystone monthly updates in your main store. o Make sure you are signed on as a representative with a profile for your main location. o Use the link provided in the email to go directly to the price file list in your DIS Weblocker. If you need to download more than one price book, select each price update separately. Using the link provided in the notification email, go to your WebLocker. You should be directed to a page similar to the one below. [If this link did not work for you, you can manually navigate by following the steps in APPENDIX A.] Scroll through the WebLocker list of folders, selecting your groups folder to find the DISKPB... price file announced in the email. (This list may look different for each dealership.) Each price file will begin with DISKPB, then identify the Manufacturer, then the effective date of the price file. 1
o The DISKPB file title will include the Manufacturer name and effective date of the price file. o Click the green down arrow to start the transfer process of the price book files. Files will be transferred to your AS/400 via your PC. The File Download Security Warning box appears, similar to the following. o Click Run to continue. 2
o Click Install to continue. A progress bar appears displaying the rate files are installed. Caution! Do not close or abort this process while it is running or the price book will not completely transfer. 3
o On the Price File Setup screen, click Finish to complete the price file transfer process. Important! If you want to download another price book, repeat these steps. Create Price Book Follow the steps below to create the new price book. o From the main Keystone screen, go to Parts Price Update/Part Lists Create/Update Price Book. The Create/Update Price Book screen appears. 4
o In the Enter the name of the price book file to create field, supply a price book name (user defined). Note: DIS suggests you use the vendor name plus the effective month as the new price book name, as in the example above: CASEMAY (this field is alpha characters only) If, however, you use the name of your current book, you will need to remove the old book first. o Click Enter. The following screen appears. 5
o Select the new option Build a price book from a manufacturer price file downloaded from your DIS Locker. Note: If you do not see this option then you do not have a price book from the WebLocker loaded. o Click Enter. The Select Price File screen appears. 6
o If you would like to delete the old price file, select the file and click Delete. o Highlight the new DISKPB price file with the correct effective date and click Select. It will take one to two minutes for the next screen to appear. You will see this message. Note: If you have more than one vendor's price books, you will need to repeat this process for each book. Important! It is important to cleanup old downloaded price books here as they take up space on your AS/400. Highlight the file you want to delete and hit the Delete button. 7
o Fill out the Set Up Option screen as you normally would for this price book. o When finished, click Enter. Note: This should take about the same amount of time to complete as your normal price book. When the process is done, the following confirmation appears. Suggested Price Update Instructions Follow these steps to update your inventory files after creating the price book. For details, please refer to the corresponding chapters in the Keystone online documentation. Price Book Assignment o Once you see the message that the price book has been created, go to Vendor /Class Configuration (Parts Parts Configuration Configure Vendor/Class). Supply the vendor and click Enter. The Parts Vendor/Class Configuration screen appears. 8
o Click on Price Book Assignment. A list of price books displays. Select the newly created book in this example CASEMAY. Click Enter. You will be prompted for a class code, but simply click Exit to exit this screen. Note: If you are doing this mid-day, your current POS sessions are accessing the old Price Book. You may want to have everyone get out of POS and get back in to reestablish the new Price Book name. Update Inventory This step should be done after hours for GL accuracy. Follow these steps to update your inventory files after loading a new price book. Caution!: If you do not do this step, the prices on your parts inventory will not be updated. o Run a Parts Inventory Pad Summary report (Parts Parts Reports Parts Inventory Pad) for the vendor that you will be updating. If you have multiple divisions, you can run the report for all divisions from this screen by clicking on Select Divisions. Note: If you use Average Costing, this step is unnecessary. o Go to Parts Price Update/Part Lists Automatic Update from Price Tape to run an Automatic Price Update from Price Book. Supply the vendor and click Enter. Note: This process will need to run for each vendor assigned to this price book. o Once the Automatic Update job is finished, run a second Parts Pad Summary (remember to select all of your divisions). Important! Give the before and after Summary Reports to your Accounting Department so they can make a change to their General Ledger Parts Inventory account. Note: If you use Average Costing, the parts pad summaries are not necessary. 9
Important! If you need to delete an old price book, you will need to do this on another day or with a dedicated system. (Parts Price Update/Part Lists Remove Price Book) APPENDIX A Navigate to DIS WebLockers Manually If you have problems accessing DIS WebLockers with the link provided earlier in this document, use the steps in this section to navigate your way to the WebLocker price files. o To navigate to the folder, from the DIS Corporate website, go to Support Updates and select WebLocker. The WebLockers page opens displaying a list of folders. This list may look different for each employee. 10
o Select your groups folder. o Click on the name of the price book you need to open it. Note: If you are transferring multiple books, you will need to do the process separately for each book. 11