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Preparing to Move to RMA V8

Version 1.5, May 31, 2023

Introduction

This document provides all the instructions necessary for upgrading from RMA Series 7 (7.2 or 7.5) to the newly released Version 8 (V8). Carefully read this document before starting the migration process as preparation is crucial for a successful upgrade. Note that there are several activities and data reviews that will take a few hours to complete. This upgrade is not like others you have done before. The first release of V8.1 will be in June 2023.

Note: If you are not on 7.2, 7.3 or 7.5 please contact our support staff to get you updated before migrating to V8.

To ensure success, work with our support team to discuss the process and how it relates to your business. We are here to assist you.

Additionally, the included workflow diagram may be helpful as you plan your upgrade:

Overview

In 2022, Advantage Route Systems released Version 8 of its quarter-century-old Route Manager program. Initially introduced in 1997, this product has stood the test of time and improves every year! Some years, the changes we make are subtle and may not be immediately noticeable. However, this year's Version 8 (V8) is a major upgrade with many changes that can benefit you, including:

  • A new pricing scheme that integrates several methods
  • The ability to handle up to 999 stops per customer account
  • A sleek new look and feel for Mango Mapping
  • Many enhancements to MDM to increase speed and reliability
  • New graphics and features for Mango Mobile
  • A customer portal to manage your account more easily
  • A new Handheld Class layout with removed, unused options
  • A new licensing methodology - use the portal to order temporary licenses
  • Mango File Changes (Online)
  • Mango Web 3.0 Version
  • Mango POS (Online)
  • Mango Supervisor 2 (Online)

This is just the tip of the iceberg, and you will want to carefully review the "What's New" section below to see dozens of major changes.

Within this document, you will find links to other articles that support the overall process of upgrading to Version 8.

If you are upgrading to an older version before 7.3

Most of our customers are on Version 7.2 or later. Most of you are on 7.5 which came out in late 2022. If you are not on one of these versions, it will be mandatory that you upgrade to 7.5 first. Typically, this is not difficult but will take additional time to the overall upgrade process. Our technicians will do this as part of the migration process.

Of course, if you have not upgraded for three or four years, you may encounter many changes that will take a little adjusting to as you roll out the new system. Depending on your team adaptability and skill set, you may want to do some extra training.

Quick List of What to Do!

Yes! This is a rather long article, and if you're looking for a list of the steps to migrate, you've come to the right place! Here you go:

  1. Reach out to ARS and let them know you are ready.
  2. ARS will connect and then run the Pricing Comparison tool.
  3. If there are any issues, ARS will inform you.
  4. Determine if you have: Mango Web, Point of Sale, or Mango File, as these require special assistance.
  5. Complete pre-upgrade learning on new items.
  6. Run the Upgrade.
  7. Uninstall Series 7,5 from your handheld and install (using the QR code) Version 8.
  8. Address any issues that require assistance (minimal).

You're done! Enjoy the many new features in RMA - V8.

How to Prepare...

Preparation is key to a successful migration. It is recommended to work with our support team to plan, train, test, and complete the upgrade. Additionally, cleaning out old data and optimizing your system can improve the upgrade process. Our team is available to assist you with this.

One of the initial steps we will take is to analyze your pricing using a specialized tool. Depending on the results, there may be a need to clean up items within your system.

Training You Will Need...

It is recommended to complete some training ahead of time to ensure readiness for the upgrade. This will enable you and your team to smoothly transition on the day of the switch over. Additionally, drivers may notice that the look and feel of the mobile software (Mango Mobile) has changed, featuring a brighter, higher contrast orange color. Although at first glance, the changes may seem drastic, the main menu items remain in the same place, so even a short training period will help familiarize you with the new design. Short videos are also available for your convenience.

Videos You Can Use

In addition to the many manuals, KB articles, and other materials, we have prepared a special series of short videos that you and your team can watch to get an overview of the differences between current processes and the new V8. These videos include:

We will inform you if additional videos are created to assist in the transition.

When can you do this?

As of the publication date of this article Advantage Route Systems is assisting every customer with their upgrades. Following the graphic, on the first page, we want to plan a couple of weeks from the time we start and you can expect to use it on a daily basis.

The final cutover should happen early in the month - after you have done your end of month close. If you are a small company (under 10 routes) then it will take a little less time. If you have more than 10 routes, extra planning will be needed so you can review the software in a test area, do training, look at the handhelds, etc. We will help you lay out a plan for migrating. Work with our Tech Team.

What does it cost?

Since this is a significant update, we have a fixed-schedule pricing for our customers which includes assistance in consulting with you, performing the upgrade, and providing initial support.

Under most circumstances, we will simply bill you the flat rate above unless there are extenuating reasons. Often times it will take longer than what we have prescribed, but ARS will cover those additional costs. We will let you know if there are additional charges.

What's New?

There are over a thousand new features, functions, and tools included in this update. The remainder of the document will provide an overview of many of the hundreds of new features that have been added. We have invested almost two years and over 10,000 man-hours in this version, so you may be surprised by the extent of the updates while still maintaining a familiar framework. Please note that although we have defined most of the major item changes in this article, there are still many more changes made within the system. Please use the Release Notes for a proper insight of all software changes. Let's get started!

Inventory Access/Processing changes for more reliable tracking

Our new Inventory Processing within RMA now requires that you have the "Product Inventory Tracking" option checked within File>Branch Setup>Desktop in order to use Inventory. If this option is not turned on, users will no longer have access to inventory tools such as Batch Codes, Inventory Physical Count, Inventory Reports, etc.

  1. Inventory must be turned on in Branch to use: File>Branch Setup>Desktop>Product Inventory Tracking.
  2. Physical Count Window modifications are LOCKED if the following items are open and not posted: Inventory Adjustments, Invoices, Load Orders.
  3. Batch Codes are no longer available for creation through the Handhelds: All batch codes are required to be created on the Desktop through Inventory Adjustment's or Purchase Orders.
  4. Truck ID's are now required for ALL invoices to be posted: Even if invoices are created on the desktop, it will still require a truck to be assigned to that invoice in order to post.
  5. Truck's can be assigned to office staff: You will need to change the office staff to Employee Type "Driver" in order to assign a Truck to their Driver tab on the Employee account. Once assigned, you can change them back to Employee Type "Clerical". This will then auto populate the Truck ID for any invoices office staff will make on the desktop instead of having to manually enter it for every invoice.

A new pricing scheme that integrates several discount and pricing methods

Our new pricing methodology in v8 is called Advanced Pricing, you will see several areas of pricing that have changed! Price Lists? All of your pricing methods will now be stored under Lists> Product Codes> Advanced Pricing.

https://advantageulibrary.knowledgeowl.com/help/advanced-pricing

There have been three pricing areas that have been removed from RMA. All of your quantity discount pricing will now be managed in your Advanced Pricing area.

1. Quantity Discount Pricing on the Product Level

2. Quantity Discount Pricing on the Customer Level

3. Quantity Discount Pricing on the Product Group Code Level.

Below is a simple table with the changes that will be made from your version 7 conversion to v8.

For additional information on advanced pricing please review the following article: https://advantageulibrary.knowledgeowl.com/help/advanced-pricing

Up to 999 stops per account

On the desktop, you will notice that you can now have up to 999 separate stops on each customer record, as opposed to the previous limit of 99. This will be beneficial when working with larger customers who have more than 100 locations on their account.

On your Android Handheld, you can now service a customer who has multiple stops under one invoice. This is useful when servicing multiple locations within a large building or campus setting. Additionally, it allows for multiple-stops to print on one invoice, providing your customer with a consolidated receipt of the work completed. For more information on how to do this, please refer to the linked article below.

Servicing Multiple Stop Accounts on One Invoice | ARS Knowledge Base (knowledgeowl.com)

A new look and feel to Mango Mapping

Our Mango Mapping multi-function mapping program has undergone an overhaul and facelift, providing even greater functionality. It utilizes Here (R) Maps as its base and has been seamlessly integrated into RMA V8 for a flawless interface. Below are some of the major enhancements you can look forward to:

  1. Mango Mapping: Added a new polygon tool, which allows you to draw free-hand shapes on the map to schedule your customers.
  2. Mango Mapping: Polygon control with the ability to Select Stops Outside of Area and Deselect Stops Outside of Area.
  3. Route by Map: Added an option to show tanks on map (equipment type must have ‘tank’ option enabled).
  4. Mango Mapping: Added the ability to change stop’s day label in Scheduled Optimization. This also allows the ability to show all stops with changed day labels only.
  5. Mango Mapping: See frequency information on info bubble and grid in Multi-Day Mapping.
  6. Mango Mapping: Able to save user profiles for settings changes or reverting to original settings.
  7. Mango Mapping: Added lasso tool to Route by Map and Plot Multiple Routes
  8. Mango Mapping: Ability to ‘Report a Map Problem’.
  9. Mango Mapping: Added keyboard shortcuts: CTRL + (1 - 9) for each captured area to zoom to (max. 9), CTRL + SHIFT + P for printing map,
  10. Mango Mapping: Added Column Demand (Bottle Capacity, Volume, gallons) back to multiday mapping grid. Adding ability to hide columns in Multiday Mapping, Route by Map, Schedule by Map, Route Optimization, Schedule Optimization, Mango Web Locations, Route View, Map Nearby, Daily Delivery by Route
  11. Manage Territories: Ability to Modify, Save and Delete territories
  12. Manage Territories: Toggle pin colors
  13. Multi-Day Mapping: Ability to choose which data point is displayed on the icon marker (Bottles/Serv Time/Seq) or remove them entirely.
  14. Multi-Day Mapping/Route by Map: Added Find Customer to Map Toolstrip Menu. Can be opened with shortcut CTRL + F. Searches the stop grid rows for the following: Customer Name, Account Number, Address Line 1, Address Line 2, Contact Name
  15. Mango Mapping: Multiday Mapping Add Option to Turn Off Marker Clustering
  16. Mango Mapping: Multiday Mapping Plot: Added new checkbox to plot stops that have not been routed
  17. Mango Mapping: Optimize routes from Multi-Day Mapping screen.
  18. Mango Mapping: Plot Multiple Routes> Changed design of this screen
  19. Mango Mapping: Route by Map Stop Type Colors, new field in RMA Stop Type to select color. Pin color setting found in Route by Map settings
  20. Mango Mapping: Route Optimization: Settings > Mango Mapping > General > Users now have an option to 'use custom sequences for optimization'
  21. Mango Mapping: shortcut to center map and zoom to extents of selected stops/zone/territory. Shortcuts for centering map: * Ctrl + +: Zoom in map * Ctrl + -: Zoom out map * Ctrl + 0: Reset Map to default position * Ctrl + M: Center Map to display all Markers (stops and warehouses only, does not include driver makers) * Ctrl + P: Center Map to selected polygon or territory * Ctrl + S: Center map to selected markers * Ctrl + R: Center map to selected markers and selected polygon/territory
  22. Mango Mapping: Updated combo boxes for changing a stops route, date, or day label to support free input for Route by Map and MultiDay Mapping
  23. Mango Mapping: When reassigning a stop, the drop down for Day label and Route increase size or number of records shown to 20
  24. Mango Mapping: Simplify options on Geocoding, MultiDay Mapping, Plot Multiple Routes, Route by Map, Route Optimization, Route View, Schedule by Map, Truck Tracking.
  25. Mango Mapping - Add Mapping Summary Report> add prompt before saving changes
  26. Mango Mapping > Geocoding > Remove limit for gold level customers
  27. Mango Mapping > Update IE Embedded Browser to Edge
  28. Mango Mapping: Additional Sequence Permanent/Static Number Changes
  29. Mango Mapping: Always show Starting/Ending warehouses locations
  30. Mango Mapping: Clear mapping cache during update
  31. Mango Mapping: Generate Zip Codes > Simplify men options
  32. Mango Mapping: GeoCoding > Export > Added Area/Sub Area columns to spreadsheet, and broke address info in to separate lines
  33. Mango Mapping: Manage Territories > Simplified menu options
  34. Mango Mapping: Manage Territories: Show/Hide Layers/Territories in Manage Territories
  35. Mango Mapping: Reuse 'Map Nearby' window once open, instead of opening multiple windows
  36. Mango Mapping: Road Overlay Editor > Simplify menu options
  37. Mango Mapping: Route by Map > Added ability to display stops/pin by route/stop type colors
  38. Mango Mapping: Route Optimization > Load Stops Asynchronous
  39. Mango Mapping: Route Optimization: Allow users to resequencing route and save changes without optimizing.
  40. Mango Mapping: Simplify Options on Mango Web Locations
  41. Mango Mapping: Territory Manager > Create Territories from Areas and Sub Areas

There are even more new tools. Jump in and start using it to see even more! Many changes are intuitive and you will be surprised as you see them.

Many enhancements to MDM to increase speed and reliability

These many changes include:

  1. Select Route Header (right-click) Create Load Order> New option to generate with estimated gallons
  2. Ability to add stops to a route by route header, new option to add stops by area and sub area
  3. Add ability to view/add messages on customers/routes in MDM. Viewed in Tool Tip on Route Header or Stop in the grid. Icon displays if a message is available. Icon is configurable in MDM Settings -> System -> Icons
  4. Added new button to Route by Map to export summary of changes done. Includes summary of Analysis gird.
  5. Added new option to shopping cart window to 'add new orders to top of route'
  6. Added the account balance to the customer information window
  7. Added WC to delivery order formats for will call customers
  8. Allow users to select and use multiple route days
  9. Capture and store 1st log in/last log out time on handheld. Stored in rmrdghndmiles on desktop.
  10. Load contract info in MDM shopping cart and calculating pricing/qty remaining, prompt user if the total for a product class is greater than the available qty and give the option to create a new line item for the overage at the default price (standard RMA pricing)
  11. Load Sheet: Use estimated qtys (orders and stops) for load order calculations
  12. MDM Settings> Allow custom images for selected day labels
  13. MDM Settings> MDM Color Settings as Grid
  14. Note which dragged stops have been optimized, and may appear out of order on MDM grid (added 'seq_ove' field to rmrdgrtecal to indicate)
  15. Option for completed stops to go to the bottom of the grid
  16. Option to group by route which will display routes horizontally
  17. Order Creation> Add option to create payment in MDM shopping cart.
  18. Order Creation> When using fill up product to give you an estimated number of units we will include the Estimated Subtotal
  19. Order> Allow entry of "estimated gallons on a delivery order"
  20. Orders Tank Level %: use last_level from tank monitors, if available, when customer does not have a current tank level on route tab - this would be the case when they are not doing nightly propane calcs.
  21. Route Headers in MDM> Right click> Add new screen to select stops by area/sub area and create manual deliveries for them.
  22. Route Optimization: Use time> Optimized routes with override start time are now displayed on the grid with their overridden time
  23. Route Stop information> Add area/sub area to grid item with default route/day/sequence
  24. Search Toolbar> Add Phone and Delivery Phone to MDM search
  25. Select Route Stop> Right click> View order> show equipment service history on shopping cart (equipment tab)
  26. Send Driver Notes through RMLive and display in MDM
  27. Settings > User > Dispatch > Added new 'show last delivery date' filter
  28. Updated Mapping to use latest Here Maps APIs. Hide Overlay Editor as that tool is currently not supported in latest Here Maps
  29. Whatever driver is logged into Mango Mobile will be the driver displayed in MDM on route header
  30. Add new setting to 'display permanent sequence number'
  31. Add route label to Plot Route menu (shown on header options)
  32. Add Stops by Area/Sub Area > Split '% full' and 'Alarm Level' in to two separate columns
  33. Added 'Will Call' flag to grid (will always show with account number)
  34. Allow Auto populate of From and To fields when emailing driver manifest in MDM
  35. Allow users to remove profiles
  36. Check to see if an unscheduled order, has already been scheduled during save, or when attempting to drag on the grid
  37. If a stop is an off-route and a skip, show the color as skip
  38. Print Load Order > Include shipping weight on report
  39. Print This Route > Added both current and default sequence number
  40. Route Header > Add Stops by Area\Sub Area > Add customer delivery address to grid (or pop up)
  41. Send Note to Driver - Store Chat Log
  42. Shopping Cart > Add 'Fill Up' Flag to product charge code
  43. Shopping Cart > Display sales tax on grid and order totals
  44. Shopping Cart > Search Grid > Add 'Driver Instruction' from customers Route Info tab as a popup
  45. Shopping Cart > Users can now check/uncheck 'Fill Up' box on each line item
  46. Show 'Custom Schedule' stops as regular stops on grid (not specials)

A new licensing methodology

Previously, you had to contact ARS for serial numbers to update your RMA and manually enter those numbers. Our new licensing will now use your existing CMC Key and CI Code to check with our servers for available licenses. Additionally, if new products are added to your license, your RMA will automatically update within an hour of our accounting team adding the product to your account.

Note: This means you will need internet access to use RMA. If your internet connection is down, you will have a week to reconnect before your RMA will stop working.

Mango Mobile new Graphics and features

Mango Mobile has been enhanced to give greater functionality which include:

  1. Able to view COD and Will Call flag for automated stops and any delivery orders scheduled or sent to the mobile device.
  2. Add new buttons and logic for filtering On My Way Home, Off Route by Area, and off route by distance
  3. Add tank percentages to Route Selection Screen. Tank graphic is the rectangle/triangle/oval, depending on the equipment alarm settings.
  4. Add Customer Contracts pricing rules and functions into Mango Mobile
  5. Allow users to search off route by phone number, and change search criteria
  6. Auto-fill LCRII preset values from Order Qtys
  7. Connect Portable Credit Card reader to Mango Mobile
  8. Create special stops on route calendar for "off-route" scheduled stops, Area/Sub Area, Near Me, and On My Way Home
  9. Display stop flags from MDM on Route Input screen in Mango Mobile
  10. Equipment Counter Activity: Allow for decimals in the cycle count entry
  11. Handheld graphics updated for new Mango Mobile 8 application
  12. Ignore case sensitivity on Mango Mobile / Adv Comms user name
  13. Implement DTR (Daily Transaction Report) button in Truck Status
  14. Mango Mapping Application added information to customer tags
  15. Off route> Add by area/sub area> Add stops from area and sub area
  16. Pop-up shopping cart before payment screen on invoice SAVE for COD customers
  17. Print Delivery Address on HH Receipt after its modified on an order
  18. Propane Inspection change: add manufacturer, regulator type, and appliance type to descriptions.
  19. Propane Inspection: Ability to select "other" when entering a manufacturer
  20. Removal of NIS items upon check out
  21. Remove Prompt to "ready to scan next product when load/unload/stock take"
  22. ‘View all Stops on Map’ has been updated so that pin shape/color more closely match the desktop
  23. Add customer account number to top of propane inspection with address
  24. Add mileage to inspection form
  25. Add prompt when a route is uploaded
  26. Add scanning support for Fibetter handhelds
  27. Add scanning support for Mango DS57 terminal
  28. Added option to only select Keep Full Stop Type in Near Me / Off Route
  29. Added returned item breakdown to stock summary
  30. Added/Updated multiple language items for propane inspection form
  31. Allow HH route reorganizations to stick when MDM is refreshed
  32. Allow users to reupload archived routes (even when today's route is in progress)
  33. Made equipment sort options easier to read on handheld
  34. Made suggestion changes to improve card swiping process with our swiper tool
  35. Make Route > Add option to display selected customers on map
  36. Move vehicle mileage field to truck inspection when both are in use
  37. Off Route > On My Way Home > Show customer credit status
  38. Off Route Search > Show three digit stop numbers (Name/Account Number searches
  39. Multi-language capabilities for drivers: Spanish, French and Dutch (and English)

Customer Portal

One other benefit of this exciting upgrade is our new Customer Portal. This is provided at no charge so you can see:

  1. What modules you have
  2. The status of any support tickets
  3. Access to temporary licenses
  4. Tech Tips
  5. Access to Power Hour videos
  6. Much more...

This is coming in February 2023 and you will be given access to the portal as you upgrade to V8. Future plans will make this a 'go to' gateway for all of your needs.

New Handheld Class

Listening to the concerns and suggestions from you, we have been able to condense and in some cases consolidate the many options in the Handheld Class which gives you greater flexibility in managing your business. The various options are covered in the article linked below.

Handheld Class - Setting up Rules for the Handheld | ARS Knowledge Base (knowledgeowl.com)

Mango File Changes

MangoFile has been completely revised for V8. This means you access it from within RMA with an all-new Web interface. New functions have also been added to make it more useful. Please review the manual in the link below to see the updated program and processes.

https://advantageulibrary.knowledgeowl.com/help/mango-file-online-mango-file-online

Mango Web 3.0 Version

With the new version is an enhanced Web tool. We call it version 3.0 and you will need to upgrade your web site with this version so it is compatible with the V8 desktop. They must be upgraded together.

Yes, new functionality has been added to both Mango Web and Mango Pay!

Please follow the link below to access the Mango Web 3.0 Manual.

Mango Web | ARS Knowledge Base (knowledgeowl.com)

Mango POS

You may be familiar with our Point of Sale Module within RMA, but now we have Mango POS which allows you to use our new Point of Sale software through a web URL. The Point of Sale Module software (often referred to as “MangoPOS”) has been designed to help you manage a retail store and integrate it directly with your Route Manager software. It lets you quickly and efficiently process customers who come to your store to buy ice, water, propane, supplies or other goods that you manufacture or distribute.

Here is a sample of the new screen:

Follow the link below to review our Mango POS user manual. it will show you how the fully customizable interface can work for you in your business.

MangoPOS | ARS Knowledge Base (knowledgeowl.com)

Note: if you upgrade to Version 8.0, then you can still use Route Manager POS (which has been an optional module for many years.) If you upgrade to Route Manager 8.1 or later, you must use Mango POS as the old Route Manager POS has been fully removed.

We also have all new Mango POS hardware that is compatible with the Mango POS software. Here is a link that will let you order this convenient workstation. https://advantageroute.com/product/pos-point-of-sale-complete-system/

Nightly Propane Calculations

If you are in the propane delivery business, then you will have a new tool available. This tool help forecast you deliveries through customer sales history data as well as using local weather data (history and forecast).

Nightly Propane Calculations | ARS Knowledge Base (knowledgeowl.com)

What's Gone?

Yes, there are some things that we have removed in this new version. We cleaned house and removed support for handhelds that date back over 20 years - even though the handhelds have not been around for over a decade.

Two notable programs that have been removed are:

  1. Route Dispatch Manager (RDM) - Replaced with Mango Dispatch Manager
  2. RMLive (the screen) - Incorporated into Mango Dispatch Manager.

We have also removed:

  1. Windows CE and Windows Mobile Support - you must now use the Android Platform. Coming in 2023 is support for iOS (Apple).
  2. Obsolete Handheld Class options - hardware and GPS options that are no longer valid.
  3. New Batch Code creation within the Handhelds.
Final thoughts!

We are all here to help you do the upgrade. We have done over a dozen already and over 50 companies have been on V8 for well over a year. It is a great feature-rich program with more functionality than ever.