chapter 13 - “how-to” how to - create a sales order · chapter 13 - “how-to” how to -...

Visual EstiTrack - Chapter 13 How-to

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CHAPTER 13 - “HOW-TO”

HOW TO - CREATE A SALES ORDER

CREATE SALES ORDER IN SALES ORDER MAINTENANCEBenefits of creating a Sales order:• Sales Order Acknowledgement• Customer Delivery Schedule retained.Note ~ Sales Order is NOT required.Note ~ If you do not use Sales Order Maintenance see Create Shop Order.

ADD BUTTONClick the Add button to create a new Sales Order Record.

DEFINE THE SALES ORDER NUMBERDefine Sales Order Number manually or activate Automatic Numbering located in the Company Table.

DIVISION FIELD

Division has been added to the Tables Menu for different divisions within your company.Note ~ This is not required unless you have defined Divisions in your Company Table.


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CUSTOMER FIELDDefine CustomerNote ~ The following will auto-populate from Customer Maintenance. Most fields can be updated at any time.• Customer Bill To: address field• Customer Ship To: address field• Payment Terms field• Customer Phone field• Customer Fax field• Sales Rep field• Contact Person field• Ship Via field

SHIP DATE FIELD

Ship Date will auto-populate when a Packing List is created in ShipmentMaintenance.Note ~ Double Click on Date Field will populate calendar to select date from if youneed to manually enter a Ship Date. Time Saver!

PREPAID CHECK BOX ACTIVATED

Prepaid check box if ACTIVATED, will print PREPAID in the Bill of Lading Report.

PREPAID CHECK BOX NOT ACTIVATED

Prepaid check box if NOT activated, will print COLLECT in the Bill of Lading Report.

F.O.B. FIELD

F.O.B. field will auto-populate from Company Table / Sales F.O.B. field.Note ~ See Company Table, Preferences #2.

CUSTOMER P.O. NUMBER FIELD

Define Customer Purchase Order Number.Note ~ This Customer Purchase Order Number will default to each line item by defining your Customer Purchase OrderNumber here.


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SALES ORDER / LINE ITEMS TAB

GO TO LINE ITEMS TABClick on Line Items tab locatedin Sales Order Maintenance toCreate Sales Order Line Items.This will invoke the Sales OrderLine Items screen.

ADD BUTTONSelect Add button to create aline item. Multiple Line items isavailable. This will invoke theSales Order Details screen.


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SALES ORDER DETAILSCREEN

TRANSACTION TYPE FIELDSelect Transaction Type.

Note ~ This is hard coded inthe system. You are not ableto change Transaction Types.See Chapter 3 for details.

QUOTE NUMBER FIELDDefine Quote Number if QuoteNumber exists for this order.

Note ~ This will auto-populatethe following fields:• Part Number fieldNote ~ This field will print on the Sales Order Acknowledgement Report.• Part Description fieldNote ~ This field will print on the Sales OrderAcknowledgement Report.

QTY TO QUOTE FIELDSelect Quantity to Quote using the scrollbutton to define the quantity ordered. Thisis populated from Quotation Maintenance.Note ~ This field will print on the Sales Order Acknowledgement Report.

INVENTORY NUMBER FIELDDefine Inventory Number only if shipping fromInventory.

Note ~ You will receive the following Question:“Override current inventory information frominventory number entered?” If you select YES thefollowing fields will auto-populate:• Part Number fieldNote ~ This field will print on the Sales OrderAcknowledgement Report.• Part Number Revision Number fieldNote ~ This field will print on the Sales OrderAcknowledgement Report.• Part Description fieldNote ~ This field will print on the Sales OrderAcknowledgement Report.• Unit Type fieldNote ~ This field will print on the Sales Order Acknowledgement Report.• Unit Selling Price

Note ~ This field will print on the Sales Order Acknowledgement Report.


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SHOP ORDER NUMBER FIELDShop Order Number will auto-update in Sales Order Maintenance after Shop Order is created based on SalesOrder Number.

PRODUCT CODE FIELDDefine Product Code from the scroll button.Note ~ Product Codes are user defined in Product Codes Table located in Tables drop down menu.

NOTES FIELDNotes field text.Note ~ Notes field text will print below part information in Sales Order Acknowledgement Report if “Include Line ItemNotes” is selected in the Sales Order Acknowledgement Report Criteria.

UNIT TYPE FIELDIf you are creating the Sales Order Line item from a Quotation recordthis field will auto-populate from Quotation Maintenance when the Qty toQuote field is selected.Manually enter the Unit Type if the Sales Order Line item is not relatedto a Quote.


UNIT PRICE FIELDIf you are creating the Sales Order Line item from a Quotation recordthis field will auto-populate from Quotation Maintenance when the Qty toQuote field is selected.Manually enter the Unit Type if the Sales Order Line item is not relatedto a Quote.



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SALES ORDER / DELIVERY SCHEDULE TAB

CREATE SALES ORDER RELEASE AND DELIVERY SCHEDULEClick the DeliverySchedule tab located inthe Sales Order Detailscreen to invoke theDelivery Schedule andRelease screen.

ADD BUTTONSelect Add button in the Delivery ScheduleScreen to create a new Release/DeliverySchedule. This will invoke the DeliverySchedule Detail screen.

RELEASE NUMBER FIELDDefine Release Number located in theDelivery Schedule Detail Screen.Note ~ This is required for Scheduling and Reporting through out the system.

RELEASE STATUS FIELDRelease Status has been added to the TablesMenu as Statuses.Note ~ “Open” Status is Required for Scheduling.

DUE DATE FIELDDefine your Customer’s Due Date from yourcustomer’s Purchase Order.Note ~ This field will print on the Sales OrderAcknowledgement Report.

PROMISED DATE FIELDDefine the Date you promised to your customer.Note ~ This field will print on the Sales Order Acknowledgement Report.

P.O. NUMBER FIELDDefine your Customer’s Purchase Order Number ONLY if is different from the P.O. Number that you defined onthe Sales Order Maintenance General screen.Note ~ The system will automatically default to the P.O. Number entry from the Sales Order Maintenance GeneralScreen.


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RELEASE QUANTITY FIELDDefine the Release Quantity to be shippedfor the Due Date Defined.Note ~ This field will print on the Sales OrderAcknowledgement Report.

SHIPPED QUANTITY FIELDShipped Quantity will auto-populate fromShipment Maintenance when you create aPacking List.Note ~ This field can be manually updated atany time.

SAVE BUTTONSelect Save button to accept changes.

ALLOCATE INVENTORY BUTTONSelect the Allocate Inventory ButtonLocated in Sales Order MaintenanceLine Items tab to create an Inventory Location record for theInventory Number defined in the Sales Order Details tab.

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Note ~ This is NOT used to Allocate Raw Material needed for the Shop Order. This is used to Ship directly fromInventory.


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HOW TO CREATE A SHOP ORDER

CREATE SHOP ORDERGo to Orders drop down menuand select Shop OrderMaintenance or select SHOPicon from the tool bar.The Shop Order Maintenanceis used to Create Job Trackingand Costing for manufacturing.

ADD BUTTONSelect Add button to create anew Shop Order Record.

SHOP ORDER FIELDDefine Shop Order Number.Note ~ Automatic Step UpNumbering is available. Toactivate, see Company Table inthe Tables & Utilities section from the User’s Guide.

ORDER DATE FIELDOrder Date field will auto-populate based on your computer calendar.

COMPLETION DATECompletion Date will auto-populate when the Shop Order Release is closed either through ShipmentMaintenance or Shop Order Maintenance.Note ~ This field can be overridden at anytime.

SALES ORDER NUMBER FIELDNote ~ If you are not using Sales Orders, ignore this field.Define Sales Order Number ONLY if using Sales Order Maintenance.To select the Sales Order Number, you must click on the search button to the right of Sales Order Number field.Note ~ When the Sales Order Number is selected, the following will auto-populate from the Sales Order Line ItemsDetail screen.• Customer P.O. field• Part Number field• Part Number Revision Number field• Part Description field• Price Unit field• Price/Unit field• Customer field• Order Quantity field• Finished Good Inventory Number field


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QUOTE NUMBER FIELDThis is to be defined by the user if there is a Quote Number associated to this Shop Order.Note ~ If you have defined a Sales Order Number, this field will auto-populate from Sales Order Maintenance ONLY ifyou have defined the Quote Number in Sales Order Maintenance.

CUSTOMER P.O. NUMBER FIELDDefine the Customer Purchase Order Number here.Note ~ This PO Number that you define here will be used as a default for each Release you create for this Shop Order.Note ~ If you have defined a Sales Order Number which has a Customer Purchase Order defined in the General screen,then it will auto-populate when you select the Sales Order Number in this screen.

ORDER STATUS FIELDNote ~ The Order Status MUST be OPEN if you are using Scheduling!

HOW TO - CREATE WORK IN PROCESS INVENTORY NUMBERS

CREATE WIP BUTTONIf this button is selected, the system will automatically create Work In Process Inventory Numbers for eachoperation including the Finished Good Part Number if Defined in the Finished Good Inventory Number field.See Default Inventory button in operations screen. Time Saver!Note ~ WIP Button will only create Work In Process Type Inventory Numbers ONLY if there is more than one operationdefined.Note ~ This is convenient if you are using the Auto-Reduce Inventory in Job Card Maintenance!


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SHOP ORDER / DUE DATES TAB

GO TO DUE DATES TABCreate Shop Order Release for Scheduling

ADD BUTTONSelect Add button

VIEW SALES ORDER DELIVERY SCHEDULE

SALES ORDER DELIVERY SCHEDULE FIELDThis will auto-populate from Sales Order line item details.Note ~ This is for viewing only.

SHOP ORDER / ORDER QUANTITY FIELD

SHOP ORDER - ORDER QUANTITY FIELDThis is located in the Shop Order Maintenance Due Dates Tab

This will auto-populate from the Quantity Ordered field in the Shop Order Maintenance General screen.Note ~ This field can be updated at any time.

SCHEDULE QUANTITY FIELDThis will auto-populate from the Quantity Ordered field in the Shop Order Maintenance General screen.Note ~ This field can be updated at any time.

RELEASE NUMBER FIELDDefine Release Number for SchedulingNote ~ Required for Automatic Order Scheduling & Drag & Drop Scheduling

DUE DATE FIELDDefine Shop Order Due Date.Note ~ This Due Date field is Required for Scheduling.

SCHEDULE QUANTITY FIELDManually update Schedule Quantity if needed.Note ~ The Schedule Quantity auto-populates from the Order Quantity field in the Shop Order General Screen.

P.O. NUMBER FIELDCustomer Purchase Order Number.Note ~ Purchase Order Number field will default to General Screen P.O. Number if defined.The Customer P.O. Number needs to be defined here only if different from the Customer P.O. Number on the ShopOrder Maintenance General screen.


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HOW TO ALLOCATE INVENTORY FROM SHOP ORDER MAINTENANCE

ALLOCATE INVENTORY BUTTONSelect Allocate Inventory button will update Inventory Maintenance (Allocations).Note ~ Allocate Inventory button is Located in the Shop Order Maintenance Due Dates tab.See Default Inventory in Operations Details.

HOW TO CREATE OPERATIONS IN SHOP ORDER MAINTENANCE

CREATE OPERATIONS

GO TO OPERATIONS TABClick on the Operations tab in Shop Order Maintenance.

RAW MATERIAL FIELDSelect Raw Material for first Operation.Note ~ Need to define ONLY if NOT already auto-populated from Quotation Maintenance.

INVENTORY NUMBER FIELDSelect Inventory Number (if using raw material from Inventory Maintenance)Note ~ Need to define ONLY if NOT already auto-populated from Quotation Maintenance.

ADD BUTTONSelect Add buttonDefine Operation Number and Operation Details.

IN-HOUSE FIELDTo be used if the operation will be performed at your shop.

SUB-CONTRACT FIELDTo be defined if this is an operation that will be done by another vendor.


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DEFINE WORKCENTER IN SHOP ORDER OPERATIONS TAB

WORKCENTER FILEDThis is required to produce Job Cards and to Populate Subcontract Operational Notes in Purchase OrderMaintenance.Note ~ Set-up a Subcontract Workcenter in Workcenters Table i.e. Heat TreatThis will then print on the Router so that you know what type of Subcontract Operation will be done.

SCHEDULABLE CHECK BOXIf this is activated the Automatic Priority Scheduling System will schedule this operation.Note ~ Required if you are using Scheduling!

DEFINE OPERATIONAL NOTES IN SHOP ORDER OPERATIONS TAB

OPERATIONAL NOTES FILEDDefine Operational Notes if applicable.Note ~ If you are defining this operation as Sub-Contract, you may use this section to print notes to your vendor whichcan be selected to copy into Purchase Order Maintenance!

SETUP FIELDThis field is Required (if applicable) for Efficiency Reports & Scheduling.

PRODUCTION FIELDThis field is Required (if applicable) for Efficiency Reports & Scheduling.

DEFAULT INVENTORY TO BE USED &/OR CREATED PER OPERATION

DEFAULT INVENTORY BUTTONDefault Inventory button is Located in Operation Worksheet screen.Note ~ You MUST define Inventory Numbers to be Used &/or Created if you are using Automatic Inventory Reductionin Job Card Maintenance per Operation Defined.

INVENTORY USED FIELDDefine the Inventory Number to be Used (reduced from Inventory) per Operation.

INVENTORY PRODUCED FIELDDefine the Inventory Number to be Produced (Update quantity on hand in Inventory) per operation.

SAVE BUTTONSelect save button to save changes.


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P.O. REVIEW & CHECK OFF REPORT

GO TO P.O. REVIEW & CHECK OFF TAB IN SHOP ORDER MAINTENANCEThis is not a required report.ISO9000 RequirementsUsed to define dates items are needed or have been received for a job.Use fields needed per Shop Order (not all are required).Print report from screen.

CERTIFICATION OF COMPLIANCE REPORT

CERTIFICATION OF COMPLIANCE TAB IN SHOP ORDER MAINTENANCEUsed to update Heat Treat Specifications required for the chosen Shop Order records.Used to define the Inspection Results to Certify the Heat Treat Specifications are in Compliance.

PRINT BUTTONPrint a Certification of Compliance Report from the Certification of Compliance screen.


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HOW TO MAINTAIN ORDER COSTS IN SHOP ORDER MAINTENANCE

ORDER COSTS TABUsed to maintain the following actual costs.• Raw materials (ord) cost.• Subcontracting costs.• Outside vendor• One time chargesNecessary for Order Costs monitoring and Work In Process report.Costs will be compared to the defined Quote record in Shop Order Maintenance.Note ~ See Work In Process Report located under Orders drop down list. You will see Estimated Cost/Estimated Costs.

ADD BUTTON / UPDATE BUTTONUse the Add & Update button to manually enter a cost to the Shop Order.Note ~ The system will auto-populate Purchase Order Maintenance by defining the Shop Order Number in the PurchaseOrder Maintenance.

DISTRIBUTION CODENote ~ If you are ordering Raw Material that will NOT be put into Inventory Maintenance, you must useInventory (ord) Distribution Code.

SUPPLIER FIELDDefine the supplier if manually entering a cost.

DESCRIPTION FIELDDefine Description

INVOICE NUMBER FIELDNote ~ Invoice Number will auto-populate from Purchase Order Maintenance.

DEFINE COSTSDefine costs to be applied per line item.

SAVE BUTTONSelect Save button when complete.


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ESTIMATED MATERIAL COST IN SHOP ORDER MAINTENANCE

ESTIMATED MATERIAL COST/UNIT FIELD

This comes from Work In Process Inventory.

This field will populate after defining Pieces Produced and Material Used in Job Card Maintenance or RemoteTime Entry Job Card.

INVENTORY ALLOCATION IN INVENTORY MAINTENANCE

INVENTORY ALLOCATION TABUse this to view or update inventory allocated from Shop Order Maintenance.Use this to add an Allocation Record manually.

GO TO INVENTORY ALLOCATION TABInventory allocations from Shop Order Maintenance will be reported to this record. Shows a demand for theShop Order Number.

UPDATE INVENTORY ALLOCATIONHighlight item & Select UpdateNote ~ all fields may be updated including operation

ADD INVENTORY ALLOCATION MANUALLYSelect Add ButtonAdd an allocation manuallyNote ~ This is used when there is no quotation associated with shop order

AUTOMATIC ALLOCATION BUTTONSelect Automatic Allocation buttonNote ~ This will automatically create allocation records ONLY if the Shop Order is tied to a Quote.

SHOP ORDER NUMBER FIELDDefine Shop Order Number this allocation is for.Note ~ Do not forget to select the appropriate Operation that this material will be used. Automatic Reduction of RawMaterial Used will NOT calculate if the incorrect Operation is defined.

ALLOCATE BUTTONSelect Allocate buttonThis will auto populate inventory defined in Quote associated with Shop Order


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SCHEDULE SHOP ORDER IN AUTOMATIC ORDER SCHEDULING

AUTOMATIC ORDER SCHEDULING

SCHEDULE SHOP ORDERNote ~ Only “OPEN” Status Shop Orders will be available to schedule.

AUTOMATIC ORDER SCHEDULINGThe system will schedule the Operations on first available Workcenter available within the defined schedulegroup from Shop Order Maintenance. Schedule Utility is based on the following order:• Priority Number then Due DateNote ~ Shop Orders are set with number 999999 when the Shop Order is created. 999999 = UnscheduledYour first step is to assign a priority number to each Shop Order you would like to schedule. See below.

HIGHLIGHT SHOP ORDER NUMBERThen select Prioritize button to assign a priority number to this operation.

PRIORITIZE BUTTONDefine Priority for this Shop Order Number.Type priority number or Select the convenient pre-set priority number buttonsI.e. Hot, Normal, Unschedule. Time Saver!

SCHEDULE METHOD• Defaults to Forward from Start Date• Backward from Due Date is also available.• Schedule first looks at the Release Due Date then Lead-Time Days.Note ~ The system will schedule so that the job is complete within the Lead-Time Days defined.

PARTS BALANCE (PC/HR)Parts Balance will schedule based on the Balance to Produce Quantity.The System Defaults to Parts Balance Scheduling method.Note ~ The system will track Pieces to Produce based on Shop Order Scheduled Quantity.

HOURS BALANCE (EST-ACT)Hours Balance will schedule based on Estimated Hours/Actual Hours.Use the Hours Balance scheduling method ONLY if you are scheduling a project based on Hours rather thanPieces Produced.The system will track Hours Remaining based on the Estimated Hours from Shop Order Maintenance.Note ~ The system will NOT look at Pieces Produced if using this method.

RELEASE QUANTITY FIELDRelease Quantity auto-populates from Shop Order Maintenance.Note ~ This quantity field can be updated in this screen


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SCHEDULE QUANTITY FIELDSchedule Quantity auto-populates from Shop Order Maintenance.Note ~ This field can be updated in this screen

LEAD TIME (DAYS) FIELDLead-Time (Days) is used so that the system knows how many days before the next operation can be scheduled.Note ~ The system Defaults to one (1) Day.

RELEASE DUE DATE FIELDRelease Due Date will auto populate from Shop Order MaintenanceNote ~ Release Due Date field can be updated in this screen

PREFERRED START DATE FIELDPreferred Start Date will default to the following date from the day you are running the Schedule.Note ~ Define a later date when you do not want to start a job until a later date other than the first available!

DON’T SCHEDULE CHECK BOXActivate this check box ONLY if you do NOT want an operation scheduled.

DEFINE PRIORITY NUMBER & CHECK DON’T SCHEDULE BOXUsed to show Operation on Schedule Listing Report without scheduling time or pieces on a workcenter.Note ~ Requested by screw machine shop to show ALL Releases on the schedule, yet scheduling all quantities under firstrelease.

AUTO-OVERTIME FIELDUsed to define level of Overtime Allowed for Shop Orders to be scheduled.

INTERVENTION LEVEL FIELDSelect Overtime allowed from pick listNote ~ If you are running multiple shifts, most likely your Intervention Level would be 0-Regular Hours.

FORCE INTERVENTION CHECK BOXActivate this check box to force the system to schedule overtime selected without being prompted for approval.

SAVE BUTTONMust select the Save button to save any changes made.


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UPDATE OPERATIONS IN AUTOMATIC SCHEDULING

UPDATE OPERATIONS ONLY AS NEEDED.

UPDATE OPERATIONS BUTTONSelect this button to update Operations in the Shop Order Number that is highlighted.Note ~ It is not required to update Operations before scheduling.

THE SCHEDULING CRITERIA IS AS FOLLOWS:

WORKCENTER FIELDWorkcenter will default to the defined Workcenter from Shop Order MaintenanceNote ~ The Workcenter can be changed here.

FORCE WORKCENTER FIELDForce Workcenter will default to same as Shop Order Maintenance.This is used to schedule the operation on a specific Workcenter rather than first available Workcenter from theScheduling Group defined in Workcenter Table.Note ~ Activate this check box if you would like the schedule system to ONLY schedule this operation and theWorkcenter defined in this screen.This can also be activated in the Shop Order Operations screen.

PERCENT COMPLETE FIELDPercent Complete is the percentage of the job completed before scheduling the next operation.Note ~ The system defaults to 100%. This can be updated here or in the Shop Order Operations screen.Overlap Scheduling!

SUBCONTRACT / QUEUING DAYS FIELDIf you are scheduling Subcontract Operations, define the Number of Days that the parts will be out of the shop sothat the schedule system knows when to schedule the following operation.Note ~ If the operation is an In-house operation, define the number of days before the following operation is scheduled.

NUMBER OF WORKCENTERS FIELDDefine the Number of Workcenters that you like to run this job on simultaneously.Note ~ If you would like to run this operation on 2 workcenters, define 2.

GLOBAL DEFAULT FIELDIf Global Default is defined in the operation, the system will default to Scheduling Criteria/Setup on First ReleaseOnly: Yes/No located in Scheduling Criteria screen.Note ~Yes defined will schedule Setup Hours on First Release Only.No defined will NOT schedule Setup Hours on each release.

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NCLUDE SETUP FIELDNote ~ Do you wish to include the setup time in each Release?

SCHEDULE QUANTITY FIELDDefaults to Shop Order Schedule QuantityNote ~ Schedule Quantity can be updated here or in Shop Order Operations screen.

DON’T SCHEDULE CHECK BOXActivate this check box ONLY if you do NOT want an operation scheduled.

Note ~ Always remember to select the Save button!


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SCHEDULE BUTTON IN AUTOMATIC ORDER SCHEDULING

SCHEDULE BUTTONSelect Schedule button will bring up Scheduling CriteriaNote ~ Scheduling Criteria schedules all Shop Orders with a priority number defined.

SETUP ON FIRST RELEASE ONLY FIELDIf Global Default is defined in the operation, the system will default to Scheduling Criteria/Setup on First ReleaseOnly: Yes/No located in Scheduling Criteria screen.Note ~Yes defined will schedule Setup Hours on First Release Only.No defined will NOT schedule Setup Hours on each release.

CHECK BOX TO INCLUDE SETUP HOURS ON FIRST RELEASE ONLYNote ~ Do Not check this box id you wish to schedule Setup Hours on All Releases!If activated, the system will schedule Setup Hours on the first Release Only!

CRITICAL SLIP DAYS THRESHOLDThe system defaults to 0 (zero).

SCHEDULING START DATEThe system defaults to next day.

UNSCHEDULED ORDERS ONLYActivate check box to schedule unscheduled orders only.Note ~ If you like the current schedule and would like to add unscheduled orders to the schedule, be sure this check boxis activated!

Special Note ~ You may use Automatic / Priority Scheduling first then RE-SEQUENCE the order using Drag & DropScheduling! When scheduling new orders through Auto Scheduling remember to Check the Unscheduled Orders ONLYin the Schedule Criteria screen!

CLEAR ALL LOAD HOURSThey system defaults to clear old existing load hours.Note ~ Clears load hours will clear any old existing hours on workcenter calendars.

DEFAULT SUBCONTRACT QUEUING DAYSThe system defaults to 1 (one).

USE ESTIMATED CYCLE TIMES ONLYNote ~ Check box to schedule Shop Order Operations based on Estimated Cycle Times rather than Actual Time.If you are NOT using Job Cards, you should use based on Estimated Cycle Times!Estimated Time comes from Shop Order Operations Detail screen.Actual Time comes from Job Card Maintenance.


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AUTO-OVERTIME FIELDUsed to define level of Overtime Allowed for Shop Orders to be scheduled.

INTERVENTION LEVELSelect Overtime allowed from pick listNote ~ If you are running multiple shifts, most likely your Intervention Level would be 0-Regular Hours.

INTERACT WITH SHOP ADVISORActivate check box if you wish to be notified of overtime needed during the scheduling routine.

BEGIN SCHEDULING ROUTINE

COMMENCE SCHEDULING BUTTON IN AUTOMATIC ORDER SCHEDULINGClick on the Commence Scheduling button to begin the Scheduling routine.Note ~ Be sure you have reviewed the Schedule Criteria listed above

CANCEL BUTTONSelect Cancel button to cancel scheduling criteria changes.

ABORT SCHEDULING ROUTINEPress the Escape key on your keyboard to abort Schedule Routine in process.


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CREATE ROUTING REPORT AFTER SCHEDULING

CREATE ROUTERGo to Scheduling Pick List then select Routing Report.

ROUTING REPORT CRITERIA SCREEN

SHOP ORDER NUMBER FIELDDefine Shop Order Number to print single Router

DATE LAST UPDATED FIELDDefine Date Last Updated to print Routers for ALL Shop Orders Updated on date defined as shown.

MULTI-SELECT BUTTONSelect Multi-Select button to print more than one routerNote ~ A list of all open shop orders will be listed.Double Click to select the Shop Orders that you wish to print.Note ~ Once selected an X will show in the left column. All shop Orders with an X will print when you select Printbutton.

Note - See Chapter 4 – Scheduling for details


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DRAG & DROP SCHEDULING METHOD

DRAG & DROP SCHEDULING METHODRight Mouse Click on the Schedule Icon or select Drag & Drop Scheduling from the Scheduling drop downmenu.

Special Note ~ You may use Automatic / Priority Scheduling first then RE-SEQUENCE the order using Drag & DropScheduling! When scheduling new orders through Auto Scheduling remember to Check the Unscheduled Orders ONLYin the Schedule Criteria screen!

CRITERIA SECTIONThis is a filtering utility so that you only see the items that you need.

DIVISION FIELDDefine the Devision you would like to schedule.Note ~ To see all Divisions, select Show all Locations.

DEPT. FIELDDefine the Department that you would like to schedule.Note ~ To see all Departments, select Show all Departments.

SCHEDULING GROUP FIELDDefine the Scheduling Group that you would like to schedule.Note ~ To see all Scheduling Groups, select Show All Workcenters

SORT BYThis will change the screen view. See below.

SORT BY ORDERSWhen selected the Shop Orders will list at the top.

SORT BY WORKCENTERWhen selected the Workcenter Scheduling Groups will list on top.


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HOW TO SCHEDULE USING DRAG & DROP SCHEDULING METHOD

HOW TO SCHEDULE USING DRAG & DROP SCHEDULING METHODLeft Mouse click on the Shop Order Operation and Drag it to the Workcenter listed on the right side of the screenthen drop it.Note ~ This drag & drop event scheduled the selected operation on that Workcenter.Special Note ~ You may use Automatic / Priority Scheduling first then RE-SEQUENCE the order using Drag & DropScheduling! When scheduling new orders through Auto Scheduling remember to Check the Unscheduled Orders ONLYin the Schedule Criteria screen!

RE-SEQUENCE WORKCCENTER SCHEDULED OPERATIONS1. Right Mouse Click on the workcenter then select Schedule Workcenter.2. Use the slider bar on the side of the operations to move them up and down in the schedule.3. Once you have them in the order you like then click on the Reschedule button in the bottom of the screen.Note ~ Color coded icons tell you the type of Raw Material needed for the operation so that optimal job sequences can bedetermined with minimal clean up time between jobs!

DETAIL BUTTONHighlight the Operation then select the Detail button to view the Schedule Maintenance Screen.

MATERIAL BUTTONHighlight the Operation then select the Material button to view the Material Specifications and also the QuantityOn Hand.

GANTT CHART BUTTONHighlight the Operation and select Gantt chart button to view and print the Gantt Chart.

CALENDAR BUTTONThe Calendar button will activate the Workcenter Load Hours Calendar.Note ~ You may update the Workcenter Load Hours here!

DELETE BUTTONHighlight the Operation that you would like to delete from the schedule then select the Delete button.Note ~ This will take the operation off of the schedule ONLY. This will NOT delete the entire order.Once it has been deleted you will need to schedule the operation again for it to appear in the schedule.


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CREATE JOB CARD THROUGH JOB CARD MAINTENANCE

CREATE JOB CARD THROUGH JOB CARD MAINTENANCEGo to Production drop down menu or Select JobCard IconSelect Job Card Maintenance

ADD BUTTONSelect Add button to add a Job Card

RUN CODE FIELDDefine Run Code.Note ~ Run Codes are created through Scheduling.This will auto-populate the following:• Part Number field• Shop Order Number field• Release Number field• Operation Number field• Revision Number field• Workcenter field


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LABOR HOURS DETAIL IN JOB CARD MAINTENANCE

SETUP FIELD

Define the Hours spent to Setup the Machine / Workcenter.The total quantity of Setup Hours for the chosen Job Card. Thesehours are NOT to be included in the Available production hours. Thesystem will track Setup Hours separate from Production Hours. Doinclude all Setup Hours, even if the hours are overtime. You will beable to enter the portion of these hours that are overtime in thefollowing field, Setup Overtime.Field Length 4 Numeric ONLYDecimal Places 2Required NO

SETUP OVERTIME FIELD

Define the number of Overtime hours spent on setting up the Machine/ Workcenter.The total quantity of Setup Overtime Hours that are a part of the Setup Hours defined for the chosen Job Card.The system will calculate the employees Pay Rate by time and a half when determining the Labor Hours in Workin Process.Field Length 4 Numeric ONLYDecimal Places 2Required NOSpecial YES, Employee Rates are defined in the Employee Table. (See Chapter 7-Tables & Utilities

for details.)

AVAILABLE FOR PRODUCTION FIELD

Available for Production is the Total Quantity of Hours spent on production.The total quantity of Available Production Hours for the chosen Job Card. These hours are totally separate fromSetup Hours. Do include all Available Production Hours, even if the hours are overtime. You will be able to enterthe portion of these hours that are overtime in the following field, Production Overtime.Field Length 4 Numeric ONLYDecimal Places 2Required NO

Note ~ Include Downtime Hours. Downtime hours will be deducted from the Available for Production Hours.

Note ~ This does NOT include Setup Hours.

PRODUCTION OVERTIME FIELD

Define the number of Overtime hours spent on Production.The total quantity of Available Production Overtime Hours that are a part of the Available Hours defined for thechosen Job Card. The system will calculate the employees Pay Rate by time and a half when determining theLabor Hours in Work in Process.Field Length 4 Numeric ONLYDecimal Places 2


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Required NOSpecial YES, Employee Rates are defined in the Employee Table. (See Chapter 7-Tables & Utilities

for details.)

Note ~ This does NOT include Setup Hours.

TOOLING DOWNTIME FIELD

Define the hours that the Machine / Workcenter was not running due to tooling downtime reasons.The total quantity of Tooling Downtime Hours for the chosen Job Card.Field Length 4 Numeric ONLYDecimal Places 2Required NO

Note ~ This quantity will be deducted from the Available for Production Hours Field.

You may define the Downtime Reason by selecting the Defect Code or Typing in the reason manually. (See below“Track Downtime in Job Card Maintenance”.)

OTHER DOWNTIME FIELD

Define the hours that the Machine / Workcenter was not running due to tooling downtime reasons.The total quantity of Other Downtime Hours for the chosen Job Card.Field Length 4 Numeric ONLYDecimal Places 2Required NO

Note ~ This quantity will be deducted from the Available for Production Hours Field.

You may define the Downtime Reason by selecting the Defect Code or Typing in the reason manually. (See below“Downtime Reason”)

DOWNTIME REASON FIELD

This is an Open Notes Field to enter any downtime reason.Special YES, the system will automatically display the Reason describing the Downtime for the chosen

Job Card record associated with a specified Run Date selected in Daily Production Monitoringand also Visual Shop Management.

Note ~ Downtime Reason Description will print in Downtime Problems Report located in Production drop down menu.

DEFECT CODE

Use Defect code with Scrap Quantity and/or Downtime Hours.Special YES, Defect Codes can be added to or modified for your unique shop needs. Defect Codes

Table located in Tables drop down menu. See Chapter 7 – Tables & Utilities, Defect CodesTable for details.

Note ~ Defect Code & Description will print in Scrap Summary Report located in Production drop down menu.


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PRODUCTION FIELDThe system will automatically calculate and display the Net Adjusted Production Hours based on the Available,Tooling Downtime and Other Downtime Hours for the chosen Job Card.


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JOB CARD QUANTITIES FIELDS

QUANTITY 1 • QUANTITY 2 • QUANTITY 3Quantity 1, Quantity 2, Quantity 3 fields are used along with Tracking Numbers to keep the lots separate.Required NOSpecial YES, Quantity Fields used with Tracking numbers allows you to create one Job Card for 3

separate Lots.

PRODUCED FIELDProduced =Total Quantity Produced

REVIEW FIELDReview = Quantity sent to MRB (inspection) Location.Note ~ This is user defined in Inventory Locations Table.

REWORK FIELDRework = Quantity that needs to be reworked. (see Rework Summary Report & Shop Order Rework Router)

SCRAP FIELDScrap = Quantity Scrapped (see Scrap Summary Report)

GOOD FIELDGood =Auto-populated based on the above quantities.


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DEFINE TRACKING OR SERIAL NUMBER IN JOB CARD DETAIL

TRACKING NUMBER FIELDTracking Number can be used to keep lots separate.

DEFINE INVENTORY USED IN JOB CARD DETAIL

INVENTORY USED BUTTONSelect Inventory Used button to define Inventory Used for this Job Card.Note ~ Pre-defined in Shop Order Maintenance or Define Manually when adding a job card.

AUTOMATICALLY CALCULATE INVENTORY USAGE BASED ON QUANTITY PRODUCED CHECK BOXCheck this box to auto-calculate Inventory Used prior to saving Job CardNote ~ Use default in Company Table to eliminate the need to enter this section all together. The system willautomatically calculate when Save button is selected.

UPDATE INVENTORY USED QUANTITYHighlight Inventory Number used (this auto-populates from Inventory Allocations) Select Update button anddefine Quantity used.Note ~ If Inventory was NOT allocated, you may select Add button and Define Inventory Used manually.

SAVE BUTTONBe sure to select Save button before exiting Inventory Used button.

ZERO OUT PREVIOUS WIP INVENTORY BALANCE

ZERO PREVIOUS WIP CHECK BOX.If activated the system will zero out the Inventory balance of the Work In Process Inventory number.Example ~ Inventory balance was 100. By the time the Inventory got to the operator the quantity was 98. Selecting thischeck box is a quick way to update your Inventory records. Time Saver!

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DEFINE INVENTORY PRODUCED IN JOB CARD DETAIL

INVENTORY PRODUCED FIELDInventory Number ProducedDefine the Inventory Number this operation has produced.Note ~ This will auto-populate if you have defined the Inventory Produced in the Shop Order Maintenance eitherthrough WIP button (automatically creates work in process inventory numbers) or by defining in the Operations Tab /Operation Worksheet / Default Inventory button.

MOVE TO STOCK CHECK BOXIf check box is activated, the system will automatically update your Inventory available for Stock.Note ~ Useful for overruns.

DEFINE PRODUCED INVENTORY LOCATION IN JOB CARD DETAIL

LOCATION FIELDDefine the Inventory Location where the Produced Inventory is being stored.Note ~ The system will default to the Location defined in Inventory Maintenance General Screen.

BIN FIELDDefine the Bin Number (If defined in Inventory Location Table) where the Produced Inventory is being stored.

Note ~ The system will default to the Bin defined in Inventory Maintenance General Screen.


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TRACK DOWNTIME IN JOB CARD DETAIL

DOWNTIME REASON FIELDThis is an Open Notes Field to enter any downtime reason.Downtime Reason will print in Downtime Problems Report located in Production drop down menu.

DEFECT CODEUse Defect code with Scrap Quantity.Select from drop down listNote ~ Defect Codes come from Defect Codes Table located in Tables drop down menu.Defect will print in Scrap Summary Report located in Production drop down menu.


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CREATE JOB CARD THROUGH REMOTE TIME ENTRY

GO TO REMOTE TIME ENTRYSelect Job Information button

SELECT EMPLOYEE TIME CARDSelect Employee Time card by using left mouse click or Type the Employee ID in ID field and select Enter key.

RUN CODE FIELDDefine Run CodeNote ~ This will auto-populate the following:• Part Number field• Shop Order Number field• Release Number field• Operation Number field• Revision Number field• Workcenter fieldNote ~ This will advance to next screen automatically. “Time Saver!”

SHOP ORDER NUMBER FIELDDefine Shop Order Number if the Run Code is not available.

USE TOUCH PAD OPTION RATHER THAN A KEYBOARD.Select Touch Pad button

DEFINE QUANTITY PRODUCEDSee Create Job Card through Job Card Maintenance for details.

DEFINE THE OPERATION CATEGORY IN REMOTE TIME ENTRY JOB CARD

TIME CATEGORY SCREENDefine the Process you are beginning/or ending.Note ~ This will begin to track the exact time spent on a job.

TIME CATEGORY REPORTTime Category Report can be printed from Utilities drop down menu.Note ~ This is used for Bar Coding. “Time Saver!”

Special Note ~ Be sure to End Run when complete!


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JOB CARD QUANTITIES FIELDS

QUANTITIES

PRODUCED FIELDProduced =Total Quantity Produced

REVIEW FIELDReview = Quantity sent to MRB (inspection) Location.Note ~ This is user defined in Inventory Locations Table.

REWORK FIELDRework = Quantity that needs to be reworked. (see Rework Summary Report & Shop Order Rework Router)

SCRAP FIELDScrap = Quantity Scrapped (see Scrap Summary Report)

GOOD FIELDGood =Auto-populated based on the above quantities.

DEFINE TRACKING OR SERIAL NUMBER IN JOB CARD DETAIL

TRACKING NUMBER FIELDTracking Number can be used to keep lots separate.

DEFINE INVENTORY USED IN JOB CARD DETAIL

INVENTORY USED BUTTONSelect Inventory Used button to define Inventory Used for this Job Card.Note ~ Pre-defined in Shop Order Maintenance or Define Manually when adding a job card.

AUTOMATICALLY CALCULATE INVENTORY USAGE BASED ON QUANTITY PRODUCED CHECK BOXCheck this box to auto-calculate Inventory Used prior to saving Job CardNote ~ Use default in Company Table to eliminate the need to enter this section all together. The system willautomatically calculate when Save button is selected.

UPDATE INVENTORY USED QUANTITYHighlight Inventory Number used (this auto-populates from Inventory Allocations) Select Update button anddefine Quantity used.Note ~ If Inventory was NOT allocated, you may select Add button and Define Inventory Used manually.


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SAVE BUTTONBe sure to select Save button before exiting Inventory Used button.

ZERO OUT PREVIOUS WIP INVENTORY BALANCE

ZERO PREVIOUS WIP CHECK BOX.If activated the system will zero out the Inventory balance of the Work In Process Inventory number.Example ~ Inventory balance was 100. By the time the Inventory got to the operator the quantity was 98. Selecting thischeck box is a quick way to update your Inventory records. Time Saver!

DEFAULT LUNCHTIME

DEFAULT LUNCHTIMEUse Default Lunchtime found in Remote Time Entry/Default Shift Times. See Tables & Utilities Chapter 7Revised Version 04/28/98.Note ~ This will automatically calculate the appropriate lunchtime so employees do not have to take the time to clockin/out for lunch break.


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CREATE PACKING LIST IN SHIPMENT MAINTENACE

SHIPMENT MAINTENANCEShipment Maintenance can be entered through Materials drop down menu/or Ship Icon

CREATE SHIPMENT RECORD

CREATE SHIPMENT BASED ON SALES ORDERSelect Add button to add a Shipment Record

DEFINE SALES ORDER NUMBERNote ~ The following will populate the following from Sales Order line item details:• Customer Detail fields• Inventory Number field• Part Number field• Part Description field• Extended Part Description field• Customer Purchase Order Number field

SHIPMENT DETAILS TAB

SHIPMENT DETAILS TABDefine Current Quantity ShippingNote ~ The System will automatically define Release Number based on Shop Order Release Balance to Ship & CurrentQuantity Shipping.

SHOP RELEASES TAB

SHOP RELEASES TABMonitor Release Detail.Note ~ This is for Viewing ONLY!


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INVENTORY LOTS TAB

INVENTORY LOTS TABMonitor Inventory DetailsNote ~ This is for Viewing ONLY!• Date Received• Shop Order/Stock• Location Code• Bin Code• Quantity on Hand• Shipment Quantity• Ending Balanace

CREATE PACKING LIST FROM SALES ORDER DETAILS

CREATE SHIPMENT BASED ON SHOP ORDER NUMBERSelect Add button in General screen

CUSTOMER FIELDSelect CustomerSHIP TO FIELDSelect Ship To Address

SHIPMENT DETAIL IN SHIPMENT MAINTENANCE

GO TO SHIPMENT DETAILS SCREEN

SHOP ORDER NUMBER FIELDDefine Shop Order NumberNote ~ This will populate the following:• Inventory Number• Part Number / Rev.• Part Description• Customer Purchase Order Number

Special Note ~ The System will automatically define Release Number based on Shop Order Release Balance to Ship &Current Quantity Shipping. (see Company Table for Defaults)


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DEFINE CURRENT QUANTITY SHIPPINGManually enter the Quantity of shipment.

SAVE BUTTONSave button will allow access to Shop Releases tab & Inventory Lots tab.

VIEW SALES ORDER RELEASE DETAIL IN SHIPMENT MAINTENANCE

SALES RELEASES TABMonitor Sales Release DetailThis information screen allows you to see the Sales Order cost tiers being effected by the shipment.

Note ~ This is for Viewing ONLY!

VIEW SHOP ORDER RELEASE DETAIL IN SHIPMENT MAINTENANCE

SHOP RELEASES TABMonitor Release DetailThis information screen allows you to see the Shop Order cost tiers being effected by the shipment.

Note ~ This is for Viewing ONLY!

VIEW INVENTORY LOTS DETAIL IN SHIPMENT MAINTENANCE

INVENTORY LOTS TABMonitor Inventory Details below.This information screen allows you to see the Inventory cost tiers being effected by the shipment.

Note ~ This is for Viewing ONLY!• Date Received• Shop Order/Stock• Location Code• Bin Code• Quantity on Hand• Shipment Quantity• Ending Balance


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BOX DETAILS IN SHIPMENT MAINTENANCE

BOX DETAILS TABSelect Derive Box Quantities from Quantity Shipped button.This will auto-populate Box Quantity & Weight.Note ~ See Inventory Maintenance for Box and Part Weight Detail.

SAVE BUTTONNote ~ Remember to select Save button to save changes!

PRINT PACKING LIST IN SHIPMENT MAINTENANCE

GO TO PRINTER ICON TO PRINT PACKING LIST

PACKING LIST PRINT CRITERIA SCREENPrint this information on Packing List by selecting Include Box Details in Packing List Criteria screen


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CREATE INVOICE

CREATE AN INVOICEGo to Customers drop down list and select Invoice or click on the Invoice ($) Icon in the Visual EstiTrack tool bar.

ADD BUTTONSelect Add button to create new invoice.

CREATE INVOICE BASED ON SHIP CODE

SHIP CODE FIELDDefine Ship CodeNote ~ “Do you want to create an invoice from this shipping record?” YesThis will populate the line items from Shipment Maintenance.Note ~ “Do you want to include Shipping Notes?” YesThis will print Shipping Notes from Shipment Maintenance Line Item Details.

SAVE BUTTONSelect Save button

PRINT INVOICE

PRINT INVOICESelect printer icon in the lower part of the Invoice Maitenance screenNote ~ This is the most effective way to track shipments! Highly recommend using Shipment Maintenance.


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CREATE INVOICE BASED ON SALES ORDER

CREATE INVOICE BASED ON SALES ORDERSelect Add button to create new Invoice

SALES ORDER FIELDDefine Sales Order“Do you want to create an invoice from this Sales order record?” YesThis will populate the following from Sales Order Maintenance Line Items:• Transaction Type• Inventory Number• Product Description• Quantity Ordered• Quantity Shipped• Unit Type• Unit Price

INVOICE LINE ITEMS TAB

TRANSACTION TYPE FIELDSelect Transaction Type.Note ~ This is pre-defined for you. (Hard Coded. You can not add or change Transaction Types.)

INVENTORY NUMBER FIELDDefine Inventory Number if shipping directly from Inventory. If using a Sales Order or Shop Order, InventoryNumber will auto-populate.

INVENTORY UPDATE BUTTONSelect Inventory Update button to update Selling Price in Inventory Maintenance.

SHOP ORDER FIELDDefine Shop Order number only if invoicing based on the Shop Order.Note ~ See Invoice Based On Sales Order if Sales Order is associated with the shop order.

RELEASE NUMBER FIELDSelect the Release Number from the drop down list.Note ~ This comes from Shop Order Maintenance.

PRODUCT DESCRIPTION FIELDProduct Description is Part Number, which will populate from Shop Order, Sales Order and InventoryMaintenance.


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Note ~ Use Only if Sales Order, Shop Order &/or Inventory Number is not associated.

PRODUCT CODE FIELDSelect Product Code from drop down list. Product Code Table is located in Tables drop down menu.

QUANTITY ORDERED FIELDQuantity Ordered will auto-populate from Sales Order &/or Shop Order Maintenance.

QUANTITY SHIPPED FIELDQuantity Shipped will auto-populate from Ship Code if defined. Manually define Quantity shipped if not usingShipment Maintenance.

BACK ORDERED FIELDBack Ordered Quantity will auto-populate from Ship Code if defined.

UNIT TYPE FIELDUnit Type will auto-populate from Sales Order &/or Shop Order Maintenance.

UNIT PRICE FIELDUnit Price will auto-populate from Sales Order &/or Shop Order Maintenance.

DISCOUNT % FIELDDefine Discount if applicable. Discount % will auto-populate from Sales Order if defined.

NOTES FIELDNotes will print if “Include Line Item Notes” is selected in Batch Invoice Report Criteria.

SAVE BUTTONRemember to select the Save button before you exit.

PRINT INVOICESelect Printer Icon in lower part of screen.


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PRINT PACKING LIST BASED ON INVOICE NUMBER

PRINT PACKING LIST BASED ON INVOICE NUMBERThis is used ONLY if you are not using Shipment Maintenance.Go to Materials drop down list.Select Packing List Report.

PACKING LIST REPORT CRITERIADefine Invoice Number.Note ~ Packing List can be printed from the Invoice if you are not using Shipment Maintenance.

PRINT BUTTONSelect Print button.


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DEFINE YOUR VENDOR IN VENDOR MAINTENANCE

VENDOR TABLEGo to Vendor drop down list and select Vendor Maintenance or click on the Vendor icon in the Visual EstiTracktool bar.

GENERAL TABSelect Add /Update button

SUPPLIER CODE FIELDUnique Character defining the Vendor you are adding.Note ~ You will NOT be able to change the Vendor Code once it is entered. To change the Vendor Code you will need tochange the status to inactive and add a NEW record.Special Note ~ The system will NOT automatically update records is you add a NEW Vendor record. We highly suggestkeeping the original Vendor record if you have records related to the original Vendor Code.

ADDRESS/PHONE/FAXThis will auto-populate from the Customer Maintenance.

GL ACCOUNT FIELDAccount Table information is located in Company Maintenance located in Tables drop down menu.

SALES CONTACT FIELDDefine Vendor Contact Person.Note ~ This will auto-populate in Vendor Details through out the system. This can be overridden at any time.

SUPPLIER TAX FIELDDefine the Tax Rate for the Vendor.

DEFAULT MARKUPThis is the RAW material cost Default Mark Up Percentage (%) that will always be used for the specified supplierin the Material Quantities/Supplier Costs screen in Quotation Maintenance.Note ~ The system will automatically display this mark up in Quotations, but you will be allowed to over-ride it at anytime.

VENDOR NOTES TAB

VENDOR NOTES TAB LOCATED IN VENDOR MAINTENANCENotes Tab is used for any notations, information and/or comments on the Vendor.Internal Use Only.


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VIEW VENDOR PURCHASES

PURCHASES TABUsed to maintain supplier purchase costs.All costs can be added, modified or deleted.Note ~ The system will automatically update these costs when Purchase Orders are POSTED. See Post/Unpost utilitylocated in the Vendor drop down menu.

POST / UNPOST PURCHASE ORDERS

POST / UNPOST PURCHASE ORDERSPost / Unpost looks at Closed Purchase Orders Only.Status can be changed in Receiving &/or Purchase Order Maintenance.

GO TO MATERIALS MENUSelect Post/Unpost Purchase Orders.

POST / UNPOST PURCHASE ORDERS BUTTONSelect Post/Unpost Purchase Orders button to activate utility.

VENDOR DEFAULT MATERIAL COSTS USED IN QUOTES

VENDOR DEFAULT MATERIAL COSTS TAB IS LOCATED IN VENDOR MAINTENANCEDefault Material Costs is used in Quotation Maintenance Only.Note ~ The System will automatically default to these costs in the Material Quantities / Supplier Costs screen withinQuotations.

ADD/UPDATE DEFAULT MATERIAL COSTSSelect Add/Update button

DEFINE THE FOLLOWING:• Material Type• Shape• Unit of Measure• Dimensions• Add Quantity Costs• Select Add button under Quantity Costs• Define Start Quantity/End Quantity• Define Unit Cost for that Quantity


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SAVE BUTTONSelect the save button before exiting!

ACCOUNTING TAB IN VENDOR MAINTENANCE

ACCOUNTING TABThis section is to be used with Visual Books Accounting package ONLY when available through HenningIndustrial Software, Inc.Note ~ Scheduled for release September 1998.


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CREATE INVENTORY

INVENTORY MAINTENANCE

CREATE INVENTORYSelect Inventory Maintenance Icon or select Inventory Maintenance from Materials drop down menu.

INVENTORY MAINTENANCE GENERAL SCREEN

ADD BUTTONSelect Add button.

INVENTORY CODE FIELDDefine Inventory Code

DESCRIPTION FIELDDefine Inventory DescriptionNote ~ Click on the book next to the Description field to define Extended Description if applicable.

PART NUMBER FIELDDefine Part Number in Part No field if applicableNote ~ This will populate when shipping from Inventory or defining in Sales Order Maintenance

ORDER NO FIELDDefine Shop Order number associated with new inventory.Note ~ If you enter a shop Order Number the system will auto-populate Raw Material specifications from the QuoteNumber associated with the Shop Order defined.

TYPE FIELDDefine Inventory Type by using drop down list.Raw Stock, Work-In-Process, Finished Goods will automatically be updated each time a Job Card is entered.Note ~ This list can be added to by going to Tables Menu and selecting Material Types.

PRODUCT CODE FIELDDefine Product Code from pick list.Note ~ User defined codes describing products being invoiced in Invoicing.Product codes organize your product sales for further breakdowns.This list can be added to by going to Tables Menu and selecting Product Code.

STOCK UNIT TYPE FIELDDefine Stock Unit Type from pick list.Note ~ This list can be added to by going to Tables Menu and selecting Price Units.


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LINEAR UOM FIELDDefine linear unit of measure from pick list.Note ~ This is predefined and can not be added to or updated.

STOCK UOM FIELDDefine stock unit of measure from pick list.Note ~ This is predefined and can not be added to or updated.

PURCHASE UOM FIELDDefine purchase unit of measure from pick list.Note ~ This is predefined and can not be added to or updated.

METHOD FIELDDefine method from pick list. FIFO / LIFO / Average / Standard.

LOCATION FIELDDefine location from pick list.This list can be added to by going to Tables Menu and selecting Inventory Locations.Note ~ Location Table has the option to “Allow shipping from location” so be sure to define the correct location for theInventory.Special Note to FIFO / LIFO User’s ~ This location in the general screen will not be used by the system due to definingLocations in each Journal Entry.

BIN FIELDDefine bin from pick list.This list can be added to by going to Tables Menu and selecting Inventory Locations.

DEFINE COSTS IN INVENTORY MAINTENANCE

STANDARD COST/UNIT FIELDDefine the Standard Cost per Price Unit of the Inventory.

AVERAGE COST/UNIT FIELDThe system will calculate the Average Cost per Price Unit of the Inventory based on the average cost of what isalready on hand plus (+) the cost of what is being received and then divided by the total quantity on-hand.

SELLING PRICE FIELDDefine Selling Price Per Unit of the Inventory. If you are invoicing and reducing from inventory with a Shop Orderrecord the selling price will be brought over to the invoice.

VALUE FIELD


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The system will automatically calculate and display the Total Value of the Inventory based on the Inventory On-Hand.

DEFINE REORDER LEVEL

SUPPLIERDefine the Supplier Code in which the inventory is purchased from. If you distribute data from the Receiving intoa specified Inventory record the system will automatically display the last Supplier for you.Note ~ This is used in Auto create Purchase Orders.

PART NUMBER FIELDDefine the Supplier's identifying Part Number, if any.

REORDER LEVEL FIELDDefine the Reorder Level or point of stocked inventory items you want used before you need to reorder.Note ~ When the inventory drops below this specified level it will be printed on the Inventory Reorder Report.

REORDER QUANTITY FIELDDefine the Reorder Quantity of stocked inventory items to be ordered when the inventory item reaches theReorder Level specified.Note ~ The Quantity will be listed next to the Reorder Level quantity on the Inventory Reorder Report.

LAST COST FIELDThe system will automatically display the last cost from Receiving if you distribute to Inventory. Otherwise youmay manually make your own entry.

LEAD TIME (DAYS) FIELDDefine the amount of time in days it will take to receive the inventory item when placing an order. Remember toallow time for transporting and receiving procedures.

DATE RECEIVED FIELDDefine the Date in which you Received this Inventory.Note ~ If you DISTRIBUTE data from Receiving into a specified Inventory record the system will automatically displaythe Date Received for you.

(UNIT OF MEASURE) RECEIVED FIELDThe system will automatically display the word Lbs., Feet, Sq. Ft, or Pieces depending on the Inventory Typefield. Then you will need to enter the quantity of Lbs., Feet, Sq. Ft, or Pieces Received depending on what typeof Inventory you are setting up.If you DISTRIBUTE data from Receiving into a specified Inventory record the system will automatically displaythe Quantity Received for you.


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DEFINE QUANTITIES IN INVENTORY MAINTENANCE

QUANTITIES

STANDARD / AVERAGE METHODDefine fields manually.

FIFO / LIFOTo define a Quantity On Hand you will need to Create a Journal Entry.(See Create Inventory Journal Line Item in How-To Chapter.)

Select the Adjust Over button located in Inventory Journal Tab to create an entry to define your beginningbalance On Hand.

ON-HAND FIELDThe system automatically calculates and displays the Lbs., Feet, Sq. Ft, or Pieces of Inventory On-Hand.FIFO / LIFO users see above.

ALLOCATED FIELDThe system automatically calculates and displays the quantity Allocated in the Inventory Allocations screen.

AVAILABLE FIELDThe system automatically subtracts the Allocated quantity from the Quantity On-Hand and displays the QuantityAvailable.

ON-ORDER FIELDThe system automatically displays the quantity On-Order that has been identified in Purchase OrderMaintenance.

BARS (PLATES,SHEETS) FIELDThe system will automatically calculate and display the quantity of Bars, Plates or Sheets on-hand.Note ~ This is based on the Quantities (Lbs., Feet, Sq. Ft) On-Hand, the Bar Length and the Weight Per Foot fields forRAW stock material only.


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DEFINE RAW MATERIAL SPECS FOR RAW MATERIAL CALCULATIONS

RAW MATERIAL: (METRIC OR ENGLISH) LOCATED IN INVENTORY MAINTENACE

SHAPE CODE FIELDDefine the RAW Material Shape Code.Note ~ If the Inventory Type field is not RAW then this field should be left blank.

AUTO-POPULATE SHAPE CODE FIELDIf you define a Shop Order Number in the Inventory Maintenance General Screen, then the system willautomatically copy this information from the Quotation associated with the chosen Shop Order record.

FINISH FIELDDefine the RAW Material Surface Finish.Note ~ If the Inventory Type field is not RAW then this field should be left blank.

AUTO-POPULATE FINISH FIELDIf you define a Shop Order Number in the Inventory Maintenance General Screen, then the system willautomatically copy this information from the Quotation associated with the chosen Shop Order record.

WEIGHT PER FOOT (SQUARE FOOT) FIELDDefine the RAW Material Weight Per Foot (Square Foot).Note ~ If the Inventory Type field is not RAW then this field should be left blank.

AUTO-POPULATE WEIGHT PER FOOT (SQUARE FOOT) FIELDIf you define a Shop Order Number in the Inventory Maintenance General Screen, then the system willautomatically copy this information from the Quotation associated with the chosen Shop Order record.

MATERIAL TYPE CODE FIELDMaterial Type Code is the predefined Material Type Code identifying the RAW Inventory you are setting up. SeeMaterial Type Table for Updating adding new codes.Note ~ If the Inventory Type field is not RAW then this field should be left blank.

AUTO-POPULATE MATERIAL TYPE CODE FIELDIf you define a Shop Order Number in the Inventory Maintenance General Screen, then the system willautomatically copy this information from the Quotation associated with the chosen Shop Order record.

BAR (PLATE, SHEET) LENGTH (UOM) FIELDDefine the Length of the RAW Material (Bar, Plate, Sheet, etc.).Note ~ If the Inventory Type field is not RAW then this field should be left blank.


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AUTO-POPULATE BAR (PLATE, SHEET) LENGTH (UOM) FIELDIf you define a Shop Order Number in the Inventory Maintenance General Screen, then the system willautomatically copy this information from the Quotation associated with the chosen Shop Order record.

MATERIAL DIAMETER (THICKNESS) FIELDDefine the RAW Material Diameter or Thickness.Note ~ If the Inventory Type field is not RAW then this field should be left blank.

AUTO-POPULATE MATERIAL DIAMETER (THICKNESS) FIELDIf you define a Shop Order Number in the Inventory Maintenance General Screen, then the system willautomatically copy this information from the Quotation associated with the chosen Shop Order record.

TOL: +0.00000/-0.00000 FIELDDefine the RAW Material (+) and (-) Tolerance for the Diameter or Thickness.Note ~ If the Inventory Type field is not RAW then this field should be left blank.

AUTO-POPULATE TOL: +0.00000/-0.00000 FIELDIf you define a Shop Order Number in the Inventory Maintenance General Screen, then the system willautomatically copy this information from the Quotation associated with the chosen Shop Order record.

WIDTH (I.D.) FIELDDefine the RAW Material Width or I.D. dimension.Note ~ If the Inventory Type field is not RAW then this field should be left blank.

AUTO-POPULATE WIDTH (I.D.) FIELDIf you define a Shop Order Number in the Inventory Maintenance General Screen, then the system willautomatically copy this information from the Quotation associated with the chosen Shop Order record.


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INVENTORY ALLOCATIONS IN INVENTORY MAINTENANCE

ALLOCATIONS TABAllocation information will auto-populate from Shop Order Maintenance when the Allocate button is selected inShop Order Maintenance if there is a Quotation with Raw Material Specs &/or Inventory Worksheet is Populated.Allocation information will auto-populate from Shop Order Maintenance when the Allocate button is selected inShop Order Maintenance if the Default Inventory screen is populated.Note ~ If Inventory Used &/ Created is defined in the Quotation and you create a Shop Order from that Quotation, theInventory details will copy to the Shop Order. This can be viewed in the Default Inventory Worksheet within eachOperation Worksheet Screen.

ADD AN INVENTORY ALLOCATION IN INVENTORY MAINTENANCE

ADD BUTTONAllocations can also be Manually entered in this screen.

AUTOMATIC ALLOCATION BUTTONSelect Automatic Allocation button to add allocation directly from Inventory Maintenance.

SHOP ORDER NUMBER FIELDDefine the Shop Order Number you wish to Allocate Inventory to.Note ~ This will auto-populate from Quotation Associated with the selected Shop Order &/ or the Shop Order defined.


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MAINTAIN LOTS / HEATS TAB IN INVENTORY MAINTENANCE

LOTS / HEATS TABThis is the Audit Trail for the Inventory.Note ~ When a Purchase Order is created and the Inventory is Received either through Receiving Maintenance orPurchase Order Maintenance Receiving the system will auto-populate line item details.

ADD BUTTONSelect the Add button to create a Lot/Heat to Track Inventory Used.Note ~ ISO9000

UPDATE BUTTONHighlight the item you wish to update then select the Update button

DEFINE BOX AND LOCATION DETAIL IN INVENTORY MAINTENANCE

BOX / LOCATIONS TABThis information comes from Inventory Journal Entry / Receiving Maintenance.Locations are user defined under Tables Menu. Go to Locations Table to Add or Update Locations.

BOX QUANTITY FILEDDefine the Quantity of Pieces that can be placed in the Box Type defined. Box Quantity is used in ShipmentMaintenance.Note ~ This is Required in Shipment Maintenance if you wish to “Derive Shipped Quantity from Box Quantity”. SeeShipment Maintenance for details.

BOX TYPE FILEDDefine the Box Type used in shipping this inventory. Used in Shipment Maintenance.Note ~ Box Type Table is located in Tables drop down menu.

FINISHED WEIGHT PER UNIT FIELDThis field is auto-populated from Quotation Maintenance &/or Shop Order Maintenance if manually defined.


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TRANSFER INVENTORY IN INVENTORY MAINTENANCE

TRANSFER INVENTORY BUTTONSelect the Transfer Between Locations button to move inventory from one location to another within the sameInventory Number.

TRACK INVENTORY LOT COSTS IN INVENTORY MAINTENANCE

INVENTORY LOT COSTS TABThis screen is used to Track Costs.Note ~ Cost Tiers.

TRANSFER INVENTORY BUTTONSelect the Transfer Between Locations button to move inventory from one location to another.Note ~ Shop Order Number field if defined will Reserve Specified Quantity for that Shop Order. This is reserved whichmeans that no one will be able to touch this material. This is NOT an allocation.

QUANTITY TO TRANSFER FIELDDefine Quantity to Transfer from the current location to the new defined location.

INVENTORY LOCATION FILEDDefine the new Inventory Location you are transferring this quantity defined to.

BIN FIELDDefine the new Bin that you are transferring this quantity to.

SAVE BUTTONNote ~ Remember to select the Save button before exiting the screen!


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CREATE INVENTORY JOURNAL LINE ITEM

INVENTORY JOURNAL TAB IN INVENTORY MAINTENANCEAdd / Update / Delete Inventory Journal Line Item.

ADD BUTTONSelect Add button to add a transaction.

UPDATE BUTTONHighlight the entry you wish to update then select the Update button

DELETE BUTTONHighlight entry you wish to delete and select Delete button to delete entry.Note ~ You will not be able to delete an entry if part of the entry has been used or shipped from! This is due toFIFO/LIFO cost tiers.

AUTO-POPULATED JOURNAL ENTRIES

RECEIVING MAINTENANCE AUTO-POPULATES THE INVENTORY JOURNALThe Inventory Number MUST be defined in the Purchase Order Maintenance Line Item Detail Screen and youmust create a Receiving Record.You can create a receiving record through Receiving Maintenance &/or Purchase Order Maintenance Receivingand you MUST select the Distribute button after defining the Quantity Received!Note ~ The inventory Journal Line item will NOT appear if you did NOT use the Distribute button!

JOB CARD MAINTENANCE/REMOTE TIME ENTRY JOB INFORMATION AUTO-POPULATES THEINVENTORY JOURNALDefine Material Used &/ Created in Job Cards will also auto-populate the transaction.

UPDATE / ADD A JOURNAL ENTRY

UPDATE BUTTONThe Update Mode allows you to change the Quantity, Cost, etc.

ADD BUTTONAdd button allows you to manually create a journal entry.


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INVENTORY TRANSACTION TYPE SELECTION

INVENTORY IN TRANSACTION TYPES

PURCHASED / RECEIVED BUTTONSelect the Purchased / Received button to manually create an entry.Note ~ The system automatically creates an entry from Receiving and Distributing Inventory.

PRODUCED BUTTONSelect the Produced button to manually enter Quantity Produced.Note ~ The system automatically creates an entry when Job Cards are created through Job Card Maintenance &/orRemote Time Entry and the Produced Inventory is defined.

SALES RETURNED BUTTONSelect the Sales Returned button to create an entry for Returned Products from your customer.Note ~ The system automatically creates an entry when you activate the check box “Return of Shipped Items” inShipment Maintenance Line Items Screen or through Invoice Maintenance when “Return” Transaction Type is defined.

ADJUST OVER BUTTONSelect the Adjust Over button to create an entry to change the Quantity On Hand.Note ~ This is generally used when your Inventory quantity needs to be increased due to manual counts.

OUT TRANSACTION TYPES

PURCHASE RETURNED BUTTONSelect the Purchase Returned button to create an entry manually.Note ~ This is used if you have received material from your Vendor then need to return it to your Vendor for any reason.

USED IN PRODUCTION BUTTONSelect the Used in Production button to manually create an entry for Material Used in a Shop Order.Note ~ The system automatically creates an entry when Job Cards are created through Job Card Maintenance &/orRemote Time Entry and the Inventory Used is defined.

SALE / SHIPPED BUTTONSelect the Sale / Shipped button to manually create a Sale or Shipped entry.Note ~ The system Automatically creates an entry when you create a Packing List through Shipment Maintenance.

ADJUST SHORT BUTTONSelect the Adjust Short button to create an entry to change the Quantity On Hand.Note ~ This is generally used when your Inventory quantity needs to be decreased due to manual counts.


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SCRAPPED BUTTONSelect the Scrapped button to manually create an entry of material Scrapped.Note ~ The system automatically creates an entry when Scrapped field is defined in Job Card Maintenance &/or RemoteTime Entry.

INVENTORY NET CHANGES IN INVENTORY MAINTENANCE

NET CHANGES TABNet Changes tab shows the Net Changes in quantity / value for any time period desired allowing you to quicklysee usage patterns.Note ~ You must define the Fiscal Year that you would like to view.

FISCAL YEAR FIELDDefine the Fiscal Year that you wish to view Net Changes.

CREATE INVENTORY LABELS

CREATE INVENTORY LABELSGo to Materials drop down menu.Select Inventory Labels.

chapter 13 - “how-to” how to - create a sales order · chapter 13 - “how-to” how to -...

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