Version 3.2 February 2007

Transcription

1 Features Guide 1

2 Version 3.2 February 2007 Copyright DBA Software Inc. All rights reserved. 2 Features Guide

3 Table of Contents 1. Why DBA? 7 Our Mission Statement 8 Our Sales & Support Model 9 2. How this Guide is Organized Materials Management 13 Inventory 14 Stock Items 16 Non-Stock Descriptors 18 Stock Locations 20 Item Characteristics 21 Lot & Serial Control 23 Bin Control 24 Stock Counts 25 Item Costing 26 Product Catalogs 27 Bills of Material 28 Bill of Material Entry 30 Work Centers 32 Machines 33 Routings 34 Routing Stages 35 Cost Rollup 36 Batch Process Manufacturing 37 Formulas 38 Purchasing 39 Purchase Orders 40 PO Receiving 42 Supplier Invoice Matching 43 Suppliers 44 Manufacturers 46 Supplier Prices 47 Features Guide 3

4 Taxation 48 MRP 49 MRP Settings 52 MRP Screen 53 Buy-for-Job Screen 56 Work Center Scheduling 57 Job Scheduling 58 PO Scheduling 59 Delivery Date Estimator Job Management 61 Make Jobs 62 Make Jobs 63 Job Traveler & Pick List 66 Job Control Panel 67 Job Issues & Receipts 68 Job Tracking & Labor Entry 69 Employees 70 Subcontract Service Processing 71 Custom Manufacturing 72 Job Scheduling Tools Service Management 77 Service & Maintenance 78 Service Assets 80 Service Events Generation 81 Converting Suggested Service Jobs 82 Service Jobs 83 Service Job Templates 86 Service Catalogs 87 Service Contracts Sales Management 89 Customers 90 Pricing & Discounts 92 Ship Methods & Ship Zones 96 Taxation 97 4 Features Guide

5 Sales Orders 98 Order Picking 101 Shipping 102 Invoicing 103 Sales Analysis 104 Sales Quotes Financial Management 107 Accounting Options 108 Manufacturing Ledger 111 Accounts Receivable 112 Payment Terms 113 Credit Checking 113 Customer Payments 114 Customer Deposits 115 Customer Statements 116 Receivables Tracking 117 Accounts Payable 118 Supplier Invoices 119 Recurring Invoices 120 Payment Processing 121 Payments Register 122 Banking 123 Bank Deposit Slips 124 Bank Reconciliation 125 Account Transfer 125 Bank Inquiries 126 General Ledger 127 General Ledger Setup 128 Chart of Accounts 129 Account Assignments 130 Batch Posting 131 Journal Entry 132 Period-End Procedures 133 Year-End Journal 134 Features Guide 5

6 GL Spreadsheet Generator 135 GL Reporting 137 Payroll Accounting Administration 139 Administrator Menu 140 Utilities Menu 141 Data Import/Export 142 Spreadsheet Generators 143 Activity Notes 144 Documents Directory 145 Knowledge Base 146 System Configuration 147 Password Security 149 Integrated 150 Bar Coding 151 SQL Database Frequently Asked Questions System Requirements Features Guide

7 1. Why DBA? 1. Why DBA? DBA Manufacturing Next-Generation is a product like no other. If you are a small manufacturer, meaning you have less than 200 employees, here are five good reasons why DBA is the system for you. 1. DBA is a targeted product DBA does not try to be all things to all people. It is designed specifically for small manufacturing businesses with fewer than 200 employees. 2. DBA is for small business DBA is designed for small business. DBA offers far more capability than lowend accounting packages, but is considerably less complex than midrange manufacturing and ERP systems designed for larger enterprises. 3. DBA is a complete solution DBA provides all the core functions needed to run a small manufacturing business. This gives you a single, integrated solution without the double entry and inconvenience of working with multiple solutions. 4. DBA knows its customers We have been serving small manufacturers since 1992 and have added many unique features to our system based on feedback from our customers. 5. DBA is about value Our direct sales model, free single-user system, and abundance of self-help resources, enable us to offer the entire system for a single package price that is a fraction the cost of other manufacturing systems. Features Guide 7

8 1. Why DBA? We invite you to browse this guide and see for yourself the scope and flexibility of this unique product. If you are looking for something different than general accounting and complicated ERP systems, why not try the DBA alternative? Our Mission Statement At DBA Software, Inc. our vision is to create the ideal small business manufacturing system and make it a standard solution for small manufacturers the world over. By doing so, small manufacturers will be furnished with the tools needed to compete and prosper against larger competitors. To achieve our vision, we are focused on three strategies. Create common sense manufacturing and accounting software that provides a clear alternative to over-complicated ERP systems Provide self-help support resources that minimize the ongoing cost of ownership Sell direct and keep costs low so that our software is affordable for anysize company 8 Features Guide

9 1. Why DBA? Our Sales & Support Model Each component of our sales and support model leverages the power of the Internet to deliver value to our customers. DBA Demo Library We demonstrate our software's basic functionality though the DBA Demo Library on our website. Features Guide You can download our 160-page Features Guide, which provides bulleted feature listings and screen shots of every major system function. Free Single-User System You are welcome to install our Free Single-User System (via download or we'll send you a CD) to evaluate the system or to actually use the software without any restrictions or fees. 10-Days Free Support Center Access If you have product questions, we give you 10-days free access to our online support center where you can submit support tickets to our tech staff. You also can review our online resources, including a knowledge base, training videos, white papers, and discussion forum. Automatic Updates Product updates are distributed over the internet and are covered by an annual maintenance fee that will never exceed 15% of original price paid. Focused Design Our product is designed for one type of company small manufacturing businesses. Order by Phone or Web Store Orders are submitted by phone ( ) or through our web store and include a 90-day return option with full refund Features Guide 9

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11 2. How this Guide is Organized 2. How this Guide is Organized This guide is a reference resource that lists all the major features and functions throughout DBA Manufacturing Next-Generation. It is organized into chapters that correspond with the system s six major business functions: Materials Management (Chapter 3) Inventory Bills of Material Suppliers Manufacturers Purchasing MRP Job Management (Chapter 4) Make Jobs Service Management (Chapter 5) Service & Maintenance Sales Management (Chapter 6) Customers Sales Orders Activity Notes Financial Management (Chapter 7) Accounting Options Manufacturing Ledger Accounts Receivable Accounts Payable Bank Reconciliation General Ledger Administration (Chapter 8) Data Import & Export Documents Directory System Configuration Password Security Integrated SQL Database Features Guide 11

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13 3. Materials Management 3. Materials Management Materials management is accomplished via the following system functions. Inventory Stock Items Non-Stock Descriptors Stock Locations Item Characteristics Lot & Serial Control Bin Control Stock Counts Product Catalogs Bills of Material Bill of Material Work Centers Machines Routings Cost Rollup Batch Manufacturing Purchasing Purchase Orders PO Receiving Suppliers Supplier Prices MRP & Scheduling MRP Buy-for-Job Work Center Scheduling Job Scheduling PO Scheduling Delivery Date Estimator Features Guide 13

14 3. Materials Management Inventory The Inventory module is where you set up your stock items and includes the ability to enter inventory adjustments and conduct physical inventories (stock takes). Inventory also includes user-defined item characteristics that can be used to track variations within available stock for characteristics such as lot and serial numbers, expiration dates, lengths, grades and conditions, and more. Stock locations can be set up to represent warehouses, service trucks, or areas within the factory or warehouse. If you want to restrict a location to certain classes of stock, you can do so. Stock can be transferred individually or in sets from one location to another. 14 Features Guide

15 3. Materials Management User-defined item categories, stock locations, and stock classes On-hand quantity and cost adjustments Stock Counts screen provides for counting selected sets of items Stock Count Sheet lists the stock items selected for counting and provides a worksheet for recording the stock count quantities Default stock locations are assigned at the stock item level for issues and receipts. Stock items can be transferred from one stock location to another via the Stock Transfer screen Allowable stock classes can be defined at the stock location level for purposes such as guarding against hazardous materials being stored in improper locations Features Guide 15

16 3. Materials Management Stock Items Detail Screen Stock items are the foundation of the manufacturing system and are used within sales orders, jobs, purchase orders, and bills of material. 30-character item ID and 60-character description with unlimited notes Alternate bar code ID Three unit costs are maintained: inventory cost, last cost, and estimated cost Default supplier and manufacturer Suppliers table with part number cross-reference, UM conversion, and manufacturers cross-reference (line card) Manufacturers table with part number cross-reference Alternate and complementary items Customer part number cross-reference Dimension fields include height, width, proportion, weight, volume, and conversion factor Up to six user-defined fields can be added to the stock item table in date, text, or pre-defined selection formats Unlimited user-defined item characteristic fields Product images for printing on documents Warranty codes Copy item capability Transaction history inquiry 16 Features Guide

17 3. Materials Management Quantity by characteristic inquiry Quantity by location inquiry Quantity available inquiry Where used inquiry Linked documents are automatically passed to jobs Activity notes integration Sources Tab Characteristics Tab Features Guide 17

18 3. Materials Management Non-Stock Descriptors Descriptors are non-stock line items that can be used within bills of material, sales orders, jobs, and purchase orders. Possible uses of descriptors include: Service Labor Charges If you charge customers for labor within service jobs, labor is set up as a Descriptor and is entered as a service job line item. You might set up several labor Descriptors, each with a different Base Price, if you charge different rates for different kinds of services. Miscellaneous Charges Any other charges that might be included in your jobs, whether it be for shipping, engineering fees, permits, etc., can be set with Descriptors and prices. Any price can be overridden at the time of job creation. Labor Cost Factor (if you don t use Routings) Labor and setup are normally defined in routings, where you break out the manufacturing process into operations, each assigned to a work center with hourly labor rates. If you don t use routings, however, and simply want to apply a labor cost factor to your products, you can define manufacturing labor as a Descriptor and insert it into the bill of material as a component. Give it a usage quantity that represents the total estimated labor hours that go into the product. The Descriptor will be assigned an Estimated Cost that represents your average hourly labor cost. Subcontract Purchases (if you don t use Routings) Subcontract services refer to processes such as panting, plating, heat-treating, etc. that are performed by outside suppliers. Subcontract services are normally set up in your routings as operations within the manufacturing process. Against each such operation you can specify a cost and a supplier. If you don t use routings, however, you can represent a subcontract service with a Descriptor and insert it into a bill of material as a component. Each service you 18 Features Guide

19 3. Materials Management purchase needs its own Descriptor. Against the Descriptor you will assign an Estimated Cost and a Default Supplier. Descriptors can be used to represent subcontract services, job labor, and miscellaneous charges Non-taxable option Unlimited notes transfer to jobs and purchase orders Where used inquiry Activity notes integration Features Guide 19

20 3. Materials Management Stock Locations Stock Locations Stock locations can be set up to represent warehouses, service trucks, or areas within the factory or warehouse. If you want to restrict a location to certain stock classes, you can do so. Inventory templates enable you to set up stocking levels for various sets of inventory items. Each location can be assigned an inventory template and can have its stock replenished via a location transfer. Stock locations can represent warehouses, service truck, or areas within the factory or warehouse Each stock item can be assigned a default location for issues and one for receipts Optional stock classes determine which items are allowed at each location 20 Features Guide

21 3. Materials Management Item Characteristics User defined item characteristics overcome the limitation of part numbers in regards to identifying and tracking stock items. Fixed characteristics are used for user-defined fields such as drawing number, tool number, gauge, classification, key date, etc. There is no limit to the number of fixed characteristics you can set up. Tracking characteristics are used for tracking lot numbers, serial numbers, bin numbers, expiration dates, multiple sizes, multiple packing units, and more. Tracking characteristics are completely user-defined and are only assigned to stock items to which they apply. Whenever you pick stock for a job or a shipment or an adjustment, the available on-hand stock by characteristic is displayed. You select the appropriate value and indicate the corresponding quantity. The same thing applies when you receive stock. At that time you assign the item the appropriate characteristic value and quantity. Characteristics can be numeric, date, or text fields or predefined selections from a table Stock items are assigned to appropriate characteristics, where applicable Fixed characteristics function as unlimited, user-defined fields within stock items Tracking characteristics can be identified as serial-controlled, which requires entry or selection for each unit in a transaction Sets of serial-controlled characteristics can be automatically generated in numeric sequence after entry of the starting serial number Features Guide 21

22 3. Materials Management Quantity Factor with numeric characteristics gets multiplied by the transaction quantity and is used to track items of varying lengths, such as lumber or steel Quantity Factor with table characteristics gets multiplied by the transaction quantity and is used to track multiple packing units (bottle, 6-pack, case, etc.) Date characteristics such as expiration dates can be automatically determined by a default number of days setting Characteristics can be assigned icons for visual representation within the Stock Items screen Tracking characteristics are assigned or selected whenever on-hand inventory is affected in the following screens: Inventory Adjustments, Stock Transfer, Location Stock Transfer, Stock Counts, Purchase Orders, Job Processing, and Sales Order Picking. Optional system setting displays originating costs alongside characteristic quantities when viewing available stock Characteristics Filtering screen displays all available stock items assigned to a particular characteristic with drill-down to available quantities Characteristic Transactions by Item report Item Transactions by Characteristic report 22 Features Guide

23 3. Materials Management Lot & Serial Control Receive Characteristics Screen Serial Number Creation Complete lot and serial control capability is provided by item characteristics. You can set up lot and serial control tracking characteristics and assign applicable stock items to them. Each time the item is received, issued, adjusted, or shipped, the appropriate lot number or serial numbers are recorded. Lot and serial number recording with all stock movements Quantity available by lot or serial number item inquiry Automatic generation of sequential serial numbers following entry of starting number Characteristic Transactions by Item report Item Transactions by Characteristic report Item Transactions by Serial Number report Features Guide 23

24 3. Materials Management Bin Control Issue Characteristics Screen Bin Control Bin or shelf location control capability is provided by item characteristics. You can set up a bin tracking characteristic and assign applicable stock items to it. Bin locations can be freeform or can be selections from a pre-defined table. Each time an item is received, issued, adjusted, or shipped, the appropriate bin or shelf location is recorded. Bin or shelf location recording with all stock movements Quantity available by bin or shelf location inquiry 24 Features Guide

25 3. Materials Management Stock Counts The Stock Counts screen is used to enter physical inventories, also referred to as stock takes. Unlike the Inventory Transactions screen, which is used to incrementally add or subtract from on-hand stock, this screen replaces the current on-hand quantity with a new on-hand quantity. Pre-selection of items for counting based on range of items, item categories, or location Stock Check Report provides a worksheet for entering count quantities Ability to enter counts on items outside of the selection list Ability to continue with new transactions before count quantities are entered Features Guide 25

26 3. Materials Management Item Costing Three unit costs are maintained against each stock item: an Inventory Cost, Last Cost, and Estimated Cost. Explanations are as follows: Inventory Cost This is the unit cost used for the calculation of invoice cost of goods sold and for job costing when items are issued from stock to jobs. Here are a few things to consider regarding the Inventory Cost. When a stock item is issued or shipped: When a stock item is issued to a job or shipped to a customer, the item s unit Inventory Cost remains unchanged. When a stock item is received: Whenever a stock item is received, either through PO receipts or entry of finished job receipts, its Inventory Cost is recalculated by averaging the PO or job cost into the cost of any stock on hand, according to the following formula: Changing the Inventory Cost: If you wish to change the item s Inventory Cost, you can do so using the Change Inventory Cost screen. Last Cost This is a display-only reference field that shows the cost associated with the most recent transaction for this item. Estimated Cost The Estimated Cost is used by the Cost Rollup to calculate an estimated cost for your manufactured items and it is used within jobs to calculate an estimated job cost. Three unit costs are maintained against each stock item: an Inventory Cost, Last Cost, and Estimated Cost Inventory costs can be changed for one or a batch of items using the Change Inventory Cost screen 26 Features Guide

27 3. Materials Management Product Catalogs You can easily create printed catalogs of your products, complete with images, using product catalogs. Each stock item can be designated for inclusion in one or more product catalogs. Within each product catalog the item is assigned to a product catalog group that serves to list the item with similar products. User-defined product catalog groups, styles, and names Stock items can be assigned to multiple catalogs Product catalog printout Features Guide 27

28 3. Materials Management Bills of Material Bills of material are used to define the manufacturing specifications for your products or those you make on behalf of others. Any product that will be made more than once, that contains subassemblies, or that has the potential of being stocked in inventory, should be defined with a bill of material. The following are the major elements that comprise the bills of material. Methods You can optionally set up multiple methods for each product. Each method can represent a different revision or batch size, each with its own specifications. At time of job creation, you can select your method of choice. Stock Item Components Each method can include a list of the stock item materials and subassemblies that comprise the product. From/thru effective date ranges are available to control when components become active or inactive. Components can optionally be assigned to approved manufacturers and can be given any number of reference fields to represent drawing references or component locations. Descriptor Components Each method can include a list of the descriptors (non-stock items) that comprise the product, which are used to represent the labor, setup, and subcontract services that go into the product. Routings Components can optionally be assigned to seq-stages, which are the sequential routing operations that comprise the manufacturing process. Routing sequences can furthermore be broken down into specific tasks. Unlimited notes can be attached to routing sequences and tasks for printing on the job traveler. 28 Features Guide

29 3. Materials Management Work Centers Routing sequences are assigned to work centers. A work center defines the area of the shop or unique machine where the production takes place and can also be used to represent outside work centers for subcontract services such as plating, painting, heat-treating, etc. Machines Each routing sequence can also be assigned to a particular machine within the work center. Interchangeable machines can be pre-assigned to routing sequences or assigned at job time based on machine availability. Outputs Outputs are the finished products that result from the manufacturing process. Multiple outputs are supported, which enable you to produce bi-products or coproducts from a single BOM. Phantom Assemblies A BOM parent item can be designated as a phantom assembly. When you originate a make job with a bill of material containing a phantom assembly parent or if you copy a bill of material containing a phantom assembly parent into the job, the phantom assembly parent s components will automatically be pulled into the job details. This feature enables sets of components to be defined with one item number and also enables multiple assemblies to be manufactured within a single job. Phantom assemblies can also be manufactured separately on their own jobs and can be stocked in inventory. Cost Rollup You have the option of assigning estimated costs to stock items and descriptors and using the Cost Rollup to establish total estimated costs for your manufactured products. The cost rollup also breaks out each item s estimated cost into the following categories: Material Labor Setup Fixed Overhead Variable Overhead Subcontract Services Shipping Miscellaneous The estimated cost can be used to help establish product pricing and provides estimated costs for subassemblies used within jobs. Features Guide 29

30 3. Materials Management Bill of Material Entry Components Tab Optional methods define different revisions or batch sizes Routings are incorporate in the BOM and define the operations that comprise the production process Routing sequences include setup and production rates or subcontract service specifications Routing sequences can be organized into multiple tasks Unlimited routing notes get passed to the job for printing on the job traveler For batch process manufacturing, multiple outputs define bi-products and co-products Phantom assemblies (non-stock or stockable) Scrap factor Component effectivity date ranges Optional assignment of components to routing sequences Approved manufacturers at the component level Unlimited reference designators at the component level (for circuit board locations or drawing references) Speed entry option Ability to copy one BOM to another or one method to another Indented view inquiry Tree-view inquiry Where used inquiry 30 Features Guide

31 3. Materials Management Routing Tab Tree-View Inquiry Features Guide 31

32 3. Materials Management Work Centers Work centers are used to organize the factory into specific work areas for scheduling, costing, and documentation purposes. You can also define subcontract work centers to represent outside processing services such as plating, painting, and heat-treating. Work centers are used with routing sequences Each routing Seq-Stage is assigned to a work center and optionally to a machine within that work center. If you will not be using routing sequences in your bills of material, it is not necessary to set up any work centers. Machines You can also create machines (see next section) and assign them to work centers. If the work center itself consists of one machine, it is not necessary to create a machine, but you may still want to do so to link the machine to a service asset for maintenance purposes. If the work center consists of a set of interchangeable machines, you must set up machines so that routing sequences can be assigned to the appropriate machine at time of production. Scheduling Using the Work Center Scheduling screen, you will be able to schedule jobs and machines and produce a daily dispatch list that gets sent out to the shop floor to advise which jobs are to be run next. Costing Each work center holds costing rates for setup, labor, fixed overhead, and variable overhead. These rates will be applied to the estimated and actual setup and labor hours in your routing sequences and flow into the cost rollup and job cost. 32 Features Guide

33 3. Materials Management Documentation The job traveler is organized by sequential routing seq-stages / work centers and provides your workers with manufacturing specifications. In-house work centers or outside work centers for subcontract services Costing rates for labor, setup, fixed overhead, and variable overhead Default production rates (optional) for setup hours, time/process, processes/hour, items/process Default supplier and cost (optional) for subcontract services Multiple machines can be assigned to a work center Scheduling settings include total hours per day, job hours per day, queue days, and buffer days Machines Machines are set up and assigned to work centers and are used to schedule routing sequences to occur on specific machines. The use of machines is optional. Machines are assigned to work centers Machines can be linked to service assets for preventative maintenance Job sequences can be assigned to specific machines at time of production Features Guide 33

34 3. Materials Management Routings The routing consists of the various sequences, operations, or phases in the manufacturing process. Within each routing sequence you can specify the work center and, where applicable, the machine, used in the manufacturing process, as well as your production rates for setup and labor. Routing sequences can also be broken down into specific tasks. Routings organize the manufacturing process into sequences (operations) Each sequence is assigned to a work center and optionally to a machine within the work center For in-house sequences, production rates can be entered for setup, time per process, processes per hour, and items per process Items / Process setting can be used to translate tooling cycles (such as a mold that produces several parts per cycle) into total parts per hour Days to Next setting establishes the scheduling interval between routing sequences Subcontract service sequences can be defined for outside processing such as painting, plating, and heat-treating Default supplier and cost for subcontract service sequences Subcontract Cost is incorporated in the standard cost rollup Unlimited Traveler Notes flow through to the job and print on the shop traveler Unlimited PO Notes for subcontract services flow through to the job and print on the PO to the supplier Each routing sequence can be broken down into specific tasks that flow to the job and print on the job traveler 34 Features Guide

35 3. Materials Management Routing Stages Routing stages are used to create a library of standard routing sequences (operations) that can be copied as needed into bills of material and job models. With routing stages you can set up commonly used stages in advance and thus avoid having to enter them from scratch each time. Once a routing stage is copied, it can then be edited as needed. Provides a library of commonly used routing sequences Each stage is assigned to a work center and optionally to a machine Stage notes pass to the BOM or job and serve to document the production process on the job traveler Routing stages can be copied into BOM s or jobs and can then be edited as needed Features Guide 35

36 3. Materials Management Cost Rollup Cost rollups are used to calculate and update the Est Cost of single or multi-level manufactured items. This cost is your best estimate as to what it costs to manufacture the product. Once you get a handle on your manufacturing costs, you can price your products more accurately and you will learn which products are most profitable. Costs are rolled up into the following eight cost categories: o Material o Labor o Setup o Subcontract Services o Fixed Overhead o Variable Overhead o Shipping o Miscellaneous Single item or batch rollups Drill down cost details up to 99 levels deep Estimated costs for purchased items can be updated by each item s last or average cost 36 Features Guide

37 3. Materials Management Batch Process Manufacturing DBA is designed to handle process manufacturing where products are made in batches. This type of manufacturing is ideal for food and beverage, chemicals and pharmaceuticals, plastics, etc. The bill of material enables you to store product specifications for multiple methods and batch sizes. You can use formulas to dynamically calculate ingredient quantities at time of job creation. The system also supports multiple outputs for the production of bi-products and co-products. Multiple BOM methods define different batch sizes Multiple BOM outputs define bi-products and co-products Formulas calculate ingredient quantities at time of job creation Expiration date control of end items or components Lot control of end items or components Features Guide 37

38 3. Materials Management Formulas Formulas can be inserted into bills of material and are used to calculate usage quantities at time of creation. Using formulas is a common requirement within batch process manufacturing where component quantities can vary at time of job creation based on factors such as temperature, humidity, batch size, etc. Formulas consist of numeric variables (such as height and width) combined with mathematical expressions Mathematical expressions include symbols for arithmetic functions such as add, subtract, divide, and multiply as well as advanced functions such as square root, Pi, Sine, Cosine, Tangent, etc. Formulas can be attached to BOM components so that when jobs are created, the user will be prompted to enter the numeric variables 38 Features Guide

39 3. Materials Management Purchasing Purchasing is an integral part of the manufacturing process. You are offered a variety of options to help you purchase materials, outside processing services, and other items for your jobs and inventory. Purchasing system elements include: Purchase Orders Purchase orders can be manually entered via the Purchase Order Screen or automatically generated from jobs or inventory. Each line item has its own due date and can be tied to specific jobs and routing sequences. PO Receiving Line items are received through the Purchase Receipts screen, which is optimized for batch receiving of multiple line item receipts. Line items can also be received one-by-one within the Purchase Order Screen, PO Generation from Jobs You can use the Buy-for-Job screen to automatically generate PO s from jobs for stock items and subcontract services, including the transfer of job detail notes to the PO. Features Guide 39

40 3. Materials Management Purchase Orders Purchase orders can be entered manually or can be generated from the MRP and Buy-for-Job screens. Purchase orders can be submitted to suppliers by e- mail or printed PO and can be used to purchase goods or services. PO s can be manually entered or generated from the MRP or Buy-for-Job screens Copy PO function enables a new PO to be created from a previous PO User-defined PO types enable different PO configuration options by type Auto-generation of PO numbers or manual entry User-defined PO prefix followed by sequential number Header fields include supplier address and contact info, delivery address, and required date default PO Status changes as the PO progresses and includes the following values: Quote, Opened, Printed, Closed Quote status PO s are ignored by MRP and can be used for RFQ s Purchase tax options include USA or GST style taxation, an advanced tax code matrix, or a non-taxable option at the supplier level Up to six user-defined fields can be added to the PO database table Speed entry function allows rapid selection of PO stock items and descriptors PO line items can be stock items, non-stock descriptors, or supplier catalog items Cross-reference fields for supplier part number, supplier UM, supplier quantity, supplier price, manufacturer, and manufacturer part number 40 Features Guide

41 3. Materials Management PO line items can be designated for specific jobs routing sequences Items not already in job details will be added to the job when received Due date at the line item level allows for scheduled receipts over time Features Guide 41

42 3. Materials Management PO Receiving Purchase order receipts are entered in the PO Receipts screen, depicted above. Items not already in job details will be added to the job when received Goods Received Note printout Pre-fill option provides for bulk receiving with one click Ability to change PO costs in receiving screen Ability to receive items with tracking characteristics such as lot and serial control 42 Features Guide

43 3. Materials Management Supplier Invoice Matching Supplier invoices related to purchase orders are entered in the PO Invoices screen, where supplier invoice header information is entered and invoice lines are matched against PO line items. The matching procedure serves two purposes. First, it provides a formal means of comparing the supplier invoice with your PO to make sure that you were billed correctly. Secondly, whenever a line is closed (meaning that it is fully matched), and discrepancy between PO line receipt costs and invoice costs is posted to your PO RNI Reconciliation GL account, which keeps your Received not Invoiced account accurate. PO line item matching Monetary amounts are displayed in foreign currency to correspond with prices on the supplier invoice Shipping charges entry Direct links to Change Inventory Cost and Purchase Prices screens Supplier invoice reversal Ability to reopen closed PO lines Features Guide 43

44 3. Materials Management Suppliers Suppliers interact with jobs, purchase orders, and other functions throughout the system and include the main supplier screen and supplier pricing screens. 50-character Supplier Name also serves as ID code Trading Name is the name that prints on purchase orders Supplier payment terms table includes days due, % discount, discount days, and whether aging days due is from the invoice date or end of the month Purchase tax options include USA or GST style taxation, non-taxable, or an advanced tax code matrix User-defined supplier types, contact types, supplier regions, and supplier codes Unlimited contacts, including a primary contact person ing documents option Broadcast from List tab to groups of selected suppliers Unlimited notes Unlimited physical addresses Default shipping method Credit limit Each supplier can have customized PO format Up to six user-defined fields can be added to the supplier table in date, text, or pre-defined selection formats Consignment stock tracking Linked documents 44 Features Guide

45 3. Materials Management Activity notes integration Supplier history inquiry displays invoices, s, and activity notes Supplier aging inquiry Supplier labels can be printed from the List screen for selected groups of suppliers Supplier item ID s and descriptions can be cross-referenced with stock items with unit of measure conversion factor Features Guide 45

46 3. Materials Management Manufacturers In some industries, certain purchased items can only be sourced from approved manufacturers. In DBA, you can set up manufacturers in this screen and assign them to specific stock items or bill of material components. These manufacturers can be specified in jobs and flow through to purchase orders. Stock item and supplier cross-reference table Default manufacturer at the stock item level Approved manufacturers can be entered against BOM components Manufacturers can be specified in job and PO detail lines Manufacturers and manufacturer part numbers print on job travelers, pick lists, and purchase orders Items Tab 46 Features Guide

47 3. Materials Management Supplier Prices Purchase prices can be established by supplier for specific stock items and nonstock descriptors. PO Pricing Hierarchy When purchase orders are automatically generated or manually entered, the purchase price is determined by the following hierarchy: 1. First, the program looks for a supplier price. If a current supplier price is found, it will be used as the PO price. 2. If a supplier price is not found for a stock item, the program will uses the item s Last Cost. If a supplier price is not found for a non-stock descriptor, the Est Cost maintained in the Descriptors screen will be used. Features Guide 47

48 3. Materials Management Taxation Taxation is integral to the sales and purchasing processes. Several tax options are available, depending on your needs. Your choice of USA or GST style taxation Tax authorities Tax codes with multiple tax authorities per tax code Non-taxable option at the customer, supplier, stock item, and descriptor level Tax tables apply to sales orders and purchase orders 48 Features Guide

49 3. Materials Management MRP MRP (manufacturing requirements planning) is a process that involves the planning and scheduling of jobs and purchase orders and the management of inventory to fulfill customer orders. Scheduling not only occurs when planned jobs are created, but also when jobs need to be rescheduled to meet changing dates and conditions. At the work center and machine level, scheduling occurs daily when determining job assignments. Here are some of the key features of DBA s MRP and scheduling system: Push and Pull Planning You can use any combination of push and pull planning styles to manage your inventory. For push style planning where inventory levels are set to anticipate demand, you can establish reorder levels and minimum order quantities. For pull style planning where you only manufacture or purchase in response to actual demand, you can set reorder levels to zero and designate selected items to be made or ordered only in response to actual requirements. You can freely mix the two styles and use push planning for some items and pull planning for others. Variable Planning Period by Item During MRP generation, each item is assigned its own planning period based on the sum of its Lead Days plus Job Days plus the interval days between MRP Features Guide 49

50 3. Materials Management runs. Variable planning periods significantly reduce the number of items to be planned for and focuses attention on just those items that need it. With the efficient supply chains of today, many items can be replenished quickly and are therefore excluded from the MRP generation until shortly before they are actually needed. Dynamic Job Scheduling within MRP The multi-level MRP generation of planned jobs pauses at each level so that jobs can be dynamically scheduled backward from required dates. This combines MRP and scheduling into one process and produces accurate job schedules down through all levels of your product structures. Transparency of Numbers Within each item s Drill-Down and Job Days Calculator screens, all the numbers that were used to generate the planned job and PO details are fully transparent and traceable. Work Center Job Prioritization Daily Work Center Dispatch Lists are created and sent to the shop floor for work assignments. Jobs are prioritized using a Critical Ratio, which assures that jobs running behind schedule are given priority over jobs that are running ahead of schedule. When you schedule the entire factory in this manner, more jobs will get completed on time with fewer bottlenecks and less expediting. Screens and Reports MRP Settings This screen is used to maintain MRP-related settings for your stock items, including reorder level, minimum order, lead days, and job days. MRP This screen is used to generate planned jobs and PO s and to schedule and convert them into actual jobs and purchase orders. Buy-for-Job This screen is used to generate PO s directly from jobs for to-order items and for non-stock items such as subcontract services (painting, plating, heat-treating, etc.). Work Center Scheduling This screen is used to prioritize jobs within work centers and machines and to generate a daily dispatch list that is used out on the shop floor for work assignments. You can also use this screen to maintain scheduling-related settings such as daily capacity, queue time, and safety buffer. Job Scheduling This screen is used to reschedule jobs and sales orders when required dates change or jobs are running early or late. 50 Features Guide

51 3. Materials Management PO Scheduling This screen is used to reschedule purchase orders when required dates change. Delivery Date Estimator Use this screen to calculate a projected delivery date for any stock item and quantity. Planning Worksheets Planning worksheets provide a listing of items that need planned orders and enable you to do your planning on paper as an alternative to doing so on the screen. Each item s MRP settings and existing and projected demand and supply are listed on the reports so that all the planning information you need is at your fingertips. Scheduling Reports A set of scheduling reports are available, including a master job schedule, work center schedule, machine schedule, and subcontract service schedule. Features Guide 51

52 3. Materials Management MRP Settings This screen is used to maintain various MRP settings stored against each of your stock items. Among these settings are the following: Reorder Level MRP will suggest jobs or PO s whenever current and projected supply and demand cause on-hand stock to fall below this level within the item s planning period. Min Order Whenever MRP suggests a job or purchase order for this item, this is the minimum quantity that will be suggested. MTO or PTO If this item is always made to order, select the MTO checkbox. When MRP generates planned jobs, you are given the option of including or excluding Maketo-Order items. If this item is always purchased to order, select the PTO checkbox. When you use the Buy-for-Job screen, you can optionally limit planned PO s to Purchase-to-Order items only. Lead Days For purchased items, this is the turnaround time in days between sending items out to your supplier and receiving them back. MRP uses this value to determine when suggested PO s should be ordered so that they arrive by their required dates. For manufactured items, this is the number of days it normally takes before you can begin a job for the item. Job Days This represents the number of actual production days it takes to make this item. When creating new jobs, this value is used to backward schedule the job from its finish date or to forward schedule the job from its start date. 52 Features Guide

53 3. Materials Management MRP Screen MRP Generation Screen The MRP program is a replenishment-style design that varies the planning horizon according to each item s lead-time. Therefore, for items that can be replenished within a few days, it is not necessary to plan much beyond a few days. Items with longer lead-times, on the other hand, automatically are given a longer planning horizon that is equal or greater than its lead-time. All current and projected demand and supply within the planning horizon is compared with current stock on-hand and one is notified if a PO or job is required. As each set of planned jobs for manufactured items are converted to actual jobs, you can run the MRP generation again to see if the new jobs create requirements for lower-level subassemblies. Once all jobs are created, MRP is then used to generate the purchasing requirements needed to support those jobs. On any given planned (suggested) PO or job, a drill-down inquiry can be used to view all the demand and supply details for the item. Based on this information, you can modify the dates or quantities of the planned order before it is converted into an actual PO or job. Planned job generation from sales order lines Planned job generation for make-to-order subassemblies Variable planning period by item based on lead days and job days Planned job generation based on net demand within planning period Multi-level planned job generation with job scheduling at each level Job start dates backward scheduled from required dates Planned PO generation based on net demand within planning period Features Guide 53

54 3. Materials Management Review flag for late jobs / PO s Drill-down inquiry with available quantity projection Planned job / PO conversion to actual jobs and PO s Planned Jobs Screen Planned PO s Screen 54 Features Guide

55 3. Materials Management Job Days Calculator Drill-Down Tab Convert Jobs Screen Features Guide 55

56 3. Materials Management Buy-for-Job Screen With this screen you can buy all the materials and services needed for any particular job in one transaction. This screen is particularly useful for purchasing subcontract services (such as painting, plating, and heat-treating), Generates PO s for items or subcontract services for specified job Selection can be limited to non-stock items and Purchase-to-Order items PO s can be printed concurrent with generation Multiple items procured from the same supplier can be consolidated into a single PO 56 Features Guide

57 3. Materials Management Work Center Scheduling This screen is used to schedule work centers on a daily basis and to produce dispatch lists that can be sent to the shop floor for job assignments. Each job is assigned a Critical Ratio that tells you when a job is running ahead or behind schedule Jobs are sorted in ascending Critical Ratio order so that jobs running late are performed before jobs running ahead of schedule Jobs can be assigned to specific machines within the work center Queue Days calculation can be applied to the Queue Days setting for bottleneck work centers List of jobs can be confined to jobs that are already started or that have a routing sequence status of Next Features Guide 57

58 3. Materials Management Job Scheduling Jobs Tab This screen is used to re-schedule existing jobs in response to changes in required dates or other factors. Jobs tab lists all open jobs and can be filtered by job status Days Late column highlights jobs with finish dates later than required dates All dates required date, job start date, job finish date can be changed within the display grid Linked Jobs tab displays linked sales order and job lines from which jobs were derived Net Demand tab displays all underlying demand and supply detail 58 Features Guide

59 3. Materials Management PO Scheduling This screen is used to re-schedule existing jobs in response to changes in required dates or other factors. Days Late column highlights PO s with due dates later than required dates Due dates can be changed within the display grid Requirements tab displays linked sales order and job lines from which jobs were derived Net Demand tab displays all underlying demand and supply detail Features Guide 59

60 3. Materials Management Delivery Date Estimator This screen is used to calculate an estimated delivery date for any specified quantity of an item defined with a bill of material. This helps you quote customers accurate and realistic promise dates. The item s standard Lead Days setting can be used to establish the job start date The Job Days Calculator estimates the number of production days based on current work center and routing settings 60 Features Guide

61 4. Job Management 4. Job Management Job management is accomplished via the following system functions. Make Jobs Make Jobs Job Traveler & Pick List Job Processing Job Control Panel Job Issues & Receipts Employees Job Tracking & Labor Subcontract Services Job Scheduling Features Guide 61

62 4. Job Management Make Jobs Jobs are entered, processed, and reported on within the Jobs module. Two job types are available: Make Jobs All products (meaning all items defined with a bill of material) are manufactured using Make Jobs, whether destined for stock or for shipment to customers. The order entry, shipping, and invoicing functions are handled by separate sales orders. Make Jobs produce outputs, which are finished goods that can be put in stock or shipped directly to customers. Outputs provide for the tracking of item characteristics such as lot and serial control, bin location, etc. Service Jobs Service Jobs are used for the service and repair of customer assets or the maintenance of internal assets. Customers are billed directly from the job without using a sales order. 62 Features Guide

63 4. Job Management Make Jobs Header Tab All products (meaning all assemblies defined with a bill of material) are manufactured using Make Jobs, whether destined for stock or for shipment to customers. The order entry, shipping, and invoicing functions are handled by separate sales orders. Make Jobs produce outputs, which are finished goods that can be put in stock or shipped directly to customers. Outputs provide for the tracking of item characteristics such as lot and serial control, bin location, etc. Make Jobs consist of the following elements: Header Screen The Header screen holds all the job header information, including the job description, scheduling dates, and a listing of the job outputs or finished items. Routing Screen The Routing screen is optional and holds the routing sequences and tasks that define the sequential steps in the production process. Details Screen All the job details, including BOM components and quantities, are maintained in the Details screen. The Role of Sales Orders If you have made-to-order products ( products meaning assemblies that are defined within bills of material), Make Jobs are used for production and sales orders are used for order entry, shipping, and invoicing. Features Guide 63

64 4. Job Management The sales order is used to enter customer orders. After the customer s order is entered, a Make Job can be generated for each line item that needs to be manufactured. Once job outputs (finished goods) are completed, they are temporarily placed in stock and are then immediately shipped to the customer from within the sales order. After shipment, an invoice can be created, also within the sales order. A single sales order can be used to ship and invoice multiple products, each made on a separate Make Job. Make Jobs are created from the MRP screen, either through direct generation from sales order lines or in response to net demand Make Jobs can also be created from scratch using the New Job button Job Days setting and calculator can be used to backward schedule from a required date or forward schedule from a start date Scheduling dates include the required date and the job s scheduled start date and finish date User-defined job types allow different configuration options by type, including which job detail fields display or not User-defined job prefix followed by sequential number Status field changes as the job progresses using the following values: NEW, RELEASED, FINISHED, and CLOSED Outputs tab displays the finished item(s) that will be put in stock Unlimited header notes print on the job traveler Linked documents from stock items, BOM s, and non-stock descriptors can be passed to the job and printed along with the job traveler Up to six user-defined fields can be added to the job database table Unlimited notes against job detail lines print on the job traveler Job traveler and job pick list Activity notes integration Direct linking to Buy-for-Job, Job Issues & Receipts, and Job Tracking & Labor screens 64 Features Guide

65 4. Job Management Routing Tab Details Tab Features Guide 65

66 4. Job Management Job Traveler & Pick List The job traveler can be printed out from any job type and documents the production or service to be performed. It includes header information, routing details (if applicable), and the components required. The pick list is used for manufacturing jobs and provides warehouse personnel with a list of materials or components that need to be gathered for the job. Both documents include product images and bar codes Print selection options can be saved as default settings Linked job documents automatically print with the job traveler Pick list can optionally include approved substitute parts Optional printing of reference designators on job traveler 66 Features Guide

67 4. Job Management Job Control Panel The Job Control Panel enables you to release, process, and close batches of jobs instead of doing so one at a time. If you ve avoided having lots of small jobs because of the extra processing time it takes, that is no longer an impediment. You can now freely manufacture make to order items and subassemblies on their own jobs instead of trying to consolidate them into mega-jobs because it is so easy to get those jobs open, processed, and closed. And the big benefit of the Job Control Panel is that it gives you a big picture view of what s happening out in your shop. Mass job release Mass job close Listing of all jobs in progress along with completion status of line item issues, routing sequences, job-related PO s, and job receipts of finished items Linking to all job processing functions from a single screen Mass backflushing where finished job outputs are receipted with simultaneous issue of all job line items Features Guide 67

68 4. Job Management Job Issues & Receipts Issuing materials and components from stock to jobs is an integral part of the manufacturing process. Materials can be issued individually, in bulk (using our pre-fill option), or can be backflushed in conjunction with reporting completed production. Pre-fill option automatically selects remaining quantity for all job components Ability to issue from multiple locations Backflushing by completed job outputs Stock selection by characteristic for items with tracking characteristics such as lot or serial control Direct linking to Make Jobs and Job Tracking & Labor screens 68 Features Guide

69 4. Job Management Job Tracking & Labor Entry The Job Tracking & Labor screen enables the entry of items completed and the entry of labor and setup hours against your routing sequences. This process yields the following benefits: Enables you to track the progress of jobs by routing sequence Provides accurate job costing Enables you to apply overhead burden to labor and setup Provides information for work center and machine schedules Provides information to help assess work center loads and capacity Status tab displays all routing sequences by percent completion Backflush mode provides for entry of completion and scrap quantities without labor times Labor hours mode provides for entry of setup and labor times by employee Labor transactions can be costed at work center or employee wage rates Decimal hours calculator converts clock-in and clock-out times to decimal hours Job history inquiry Employee history inquiry Features Guide 69

70 4. Job Management Employees The Employees table is used by the Job Tracking & Labor screen to optionally track labor hours and completions against jobs by employee. Employees can be payroll employees or contractors. User-defined employee types Four character numeric employee ID Employee table can be used for payroll employees or contractors compensated through Accounts Payable Active or inactive status designation Four hourly wage rates Employee address and contact details 70 Features Guide

71 4. Job Management Subcontract Service Processing Buy-for-Job Screen Subcontract services (such as painting, plating, heat-treating, etc.) are common to many manufacturing processes and are easily accommodated by the job Routing and Detail screens. The subcontract service is originally defined on the Routing tab of the bill of material When a job gets created from a bill of material, a job detail line is created and linked to the subcontract service routing sequence Subcontract service PO Notes are automatically attached to the job detail line The job detail line can be automatically converted into a PO from the Buyfor-Job screen Features Guide 71

72 4. Job Management Custom Manufacturing Custom Item Generator For reference purposes, we define custom manufacturing as follows: You are making the item primarily on a one-time basis The item does not require a permanent Item ID The item does not require a permanent bill of material How Custom Manufacturing Works Custom manufacturing is accomplished using the Custom Item Generator. It works like this. When you enter a sales order, you can select a Line Type of Custom, in which case the program automatically assigns the next available custom item number. You then enter the Description, UM, and Price. When MRP generates planned jobs from sales orders, a planned job will be generated for your custom item. The planned job is then converted into a live make job. Once the make job exists, you can create the job details using any combination of the following: Enter routing sequences and line items from scratch Copy a previous job Copy a job template Copy one or more phantom BOM s 72 Features Guide

73 4. Job Management Custom Item Generator automatically creates custom item numbers within sales order entry Custom sales order line items are converted automatically by MRP into make jobs without requiring a bill of material Custom job details can be copied from a job template, a previous job, from phantom assemblies, or from scratch Features Guide 73

74 4. Job Management Job Scheduling Tools Job Scheduling Screen Job scheduling and MRP are blended together in a simple design that schedules planned jobs as they are created, based on current work center conditions and routing settings. Once jobs are created, you can schedule work centers on a daily basis and create dispatch lists that can be sent out to the shop floor. Existing jobs can be rescheduled in response to changes in required dates. Bottleneck work centers have a variable Queue Days setting that expands when the work center backlog grows and contracts as it shrinks. Buffer Days can be added to work centers to create slack in the schedule to accommodate unexpected or expedited orders. A delivery date estimator helps you quote customers realistic delivery dates and thus enhances your ability to meet your promise dates. All numbers used in the scheduling calculations are fully transparent so that you can see what is driving the schedule and thus assist the scheduling process with your judgment and common sense. Delivery date estimator helps you quote accurate dates Shop calendar defines workdays and holidays Work center settings: total hours/day, job hours/day, queue days, buffer days Item settings: lead days, job days Manual job days setting for items without routings Variable planning period by item based on lead days and job days Multi-level planned job generation with job scheduling at each level Job start dates backward scheduled from required dates 74 Features Guide

75 4. Job Management Work center and machine scheduling with daily dispatch list Queue days calculation for bottleneck work centers Job scheduling grid with requirements drill-down Reports: Master Job Schedule Job Outputs Schedule Work Center Schedule Machine Schedule Subcontract WC Schedule Work Center Scheduling Screen Features Guide 75

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77 5. Service Management 5. Service Management Service and maintenance of internal and customer assets is accomplished via the following system functions. Service & Maintenance Service Assets Service Event Generation Suggested Service Jobs Knowledge Base Service Catalogs Service Contracts Service Jobs Service Jobs Service Job Templates Features Guide 77

78 5. Service Management Service & Maintenance The Service module is used to manage the service and maintenance of assets such as machines, tools, facilities, vehicles, etc. Assets can be internal assets or assets you maintain and service on behalf of customers. The Service & Maintenance module consists of the following elements: Assets A variety of information can be entered against each Asset, including the customer to whom it belongs (if applicable), its acquisition date and value, serial number, and more, including unlimited user-defined fields (referred to as Service Characteristics ). Service Events Service events are planned maintenance events that eventually can be converted into service jobs. Future service events can be scheduled based on frequency of usage (such as mileage or hits on a machine) or can be scheduled by date. Service Events Generation This function translates scheduled service events into suggested service jobs. Suggested Service Jobs This screen provides a list of suggested service jobs and enables you to convert list items into actual service jobs or generate reminder letters or s to customers. Service Jobs Service jobs are special job type optimized for service-related jobs and are linked to service events and automatically get logged into each asset s service history. 78 Features Guide

79 5. Service Management Knowledge Base This provides you a means to store and retrieve questions and answers to common service questions. You can index each entry with a searchable Type, Category, and Description. Features Guide 79

80 5. Service Management Service Assets All the details of your internal or customer assets are entered within this screen. Here is also where you enter service events, which can be scheduled maintenance events to be performed at pre-determined intervals or dates, or it can be used to record one-time, non-planned service events. User-defined asset types Service assets can be internal or assigned to customers Asset image can be stored for viewing or inclusion on printouts Usage can be recorded against the asset, such as hours, mileage, number of uses, etc. Service events can be automatically scheduled for preventive maintenance Service events can be scheduled by time intervals, specific dates, or by usage User-defined service characteristics Service assets can be assigned to service catalogs Documents (such as service manuals) can be linked to each asset Subcontractor service authorizations with automatic PO generation 80 Features Guide

81 5. Service Management Service Events Generation A powerful feature of the Service & Maintenance module is the ability to schedule service jobs for your assets based on your choice of scheduling methods. Scheduling methods include time intervals, pre-determined dates, usage or items, or combinations of time intervals and usage/items. Assets can be used for anything that needs scheduled service The ability to schedule service jobs means that you can use assets to represent any type of service that needs to be scheduled on a regular business. For example, if you do drain cleaning, fire alarm servicing, lawn and garden care, etc., each of your customer s sites can be set up as an asset for scheduling purposes. Even a pure service business that doesn t involve physical assets at all, such as an accounting practice, can use assets to represent clients for the purpose of scheduling services and billings (through service jobs). Scheduling Service Events Service events can be scheduled in the following ways: Regular Time Intervals (monthly, quarterly, etc.) Pre-Determined Next Date Usage (mileage, hours, etc.) Items Produced Multiple Criteria (time intervals or usage/items, whichever comes first) Features Guide 81

82 5. Service Management Converting Suggested Service Jobs Any service events due to be performed up to the planning date specified in the Service Events Generation screen are listed in this screen. The program provides the option of printing or ing a reminder letter that you can send the customer prior to converting the suggested job into an actual service job. Reminder letter can be ed or printed out Ability to change suggested job dates before converting to live jobs Conversion of suggested service jobs to live jobs 82 Features Guide

83 5. Service Management Service Jobs Header Tab Service jobs are used to track repair and maintenance services performed for customers or for the internal maintenance of equipment, vehicles, and other assets. Service jobs interact with the following key elements. Service Jobs Service jobs comprise a special job type within the system that is optimized for performing outside or internal services. Within service jobs you can generate customer quotes, record labor and materials usage, and produce customer invoices. Job Templates If you have recurring types of service jobs, you can set up job templates that can be used to quickly create new jobs without having to set them up from scratch each time. Stock Locations and Inventory Templates Stock locations are used to track inventory on service trucks and vans. Inventory templates let you establish stocking levels by location. Stock locations and templates help you ensure that service personnel are properly stocked with the parts they need. Service Maintenance Module If you perform scheduled or non-scheduled service and maintenance of assets, whether for outside customers or internal purposes, the system includes a Service Maintenance module that lets you set up assets and record or schedule maintenance events. Scheduled maintenance events can automatically be converted into service jobs. Features Guide 83

84 5. Service Management Service jobs can be created from scheduled service events, job templates, copied from other jobs, or job details can be entered from scratch User-defined job prefix followed by sequential number Status field changes as the job progresses using the following values: NEW, QUOTED, ORDERED, RELEASED, FINISHED, INVOICED, CLOSED, and TEMPLATE Scheduling dates include the customer s required date and the job s scheduled start date and finish date Unlimited header notes print on the job traveler Order entry details include payment terms, addresses, and contact details Up to six user-defined fields can be added to the job database table Selling prices can be calculated by the program as a markup over cost or can come into the job based on customer, item, and descriptor pricing fields and tables Copy Detail function copies in phantom assemblies or job template line item detail Job detail lines can be stock items, non-stock descriptors, supplier catalog items, or freeform text items entered on the fly Unlimited notes against job detail lines print on the quote and job traveler Four quote styles are available with default header, body, and footer text Quotes can be ed to customers or printed out Invoice preview Invoice reversal Invoices can be ed to the customer or printed out Activity notes integration 84 Features Guide

85 5. Service Management Details Tab Service Job Invoice Features Guide 85

86 5. Service Management Service Job Templates If you have recurring types of service jobs, you can set up job templates that can be used to quickly create new jobs without having to set them up from scratch each time. Each time a job needs to be re-run, the job details are copied from the job template into a new job. To create a job template, you create a job and go to the Header screen and change the Status field to TEMPLATE. This will cause some non-relevant fields such as scheduling dates to disappear from the screens. You can now enter your job details. Service jobs can be made into job templates by setting the job s status to TEMPLATE Job template screens are the same as regular jobs except that access is denied to customer information as well as the Quoting and Invoicing tabs Job template details can include stock items, non-stock descriptors, supplier catalog items, and freeform items Job templates can be specified during job creation along with a quantity factor, which populates the new job with the job template s details multiplied by the quantity factor Job templates can be copied into existing jobs via the Copy Detail button, which allows multiple sets of different job template details within a single job 86 Features Guide

87 5. Service Management Service Catalogs You can assign assets to service catalogs and generate printed listings of various sets of assets, complete with graphical images. Service Contracts Assets can be assigned to service contracts that include effective date ranges. All service jobs performed on the asset are tracked within the service contract. Features Guide 87

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89 6. Sales Management 6. Sales Management The Sales module consists of the following elements: Customers Pricing & Discounts Ship Methods & Ship Zones Sales Taxes Sales Orders Shipping Invoicing Sales Analysis Features Guide 89

90 6. Sales Management Customers Customers interact with sales orders, jobs, and accounts receivable. 50-character Customer Name also serves as ID code Trading Name is the name that prints on documents such as quotes, order acknowledgements, packing slips, and invoices Unlimited delivery addresses Optional Billing Name if invoices are to be handled by a central office Customer payment terms table includes days due, % discount, discount days, and whether aging days due is from the invoice date or end of the month Sales tax options include USA or GST style taxation, non-taxable, or an advanced tax code matrix Optional customer statements User-defined customer types, contact types, sales regions, and lead sources Unlimited contacts, including a primary contact person ing documents option Broadcast from List screen to groups of selected customers Unlimited notes Credit limit, warning message, and credit hold status PO required option Service contracts listing 90 Features Guide

91 6. Sales Management Up to six user-defined fields can be added to the customer table in date, text, or pre-defined selection formats Consignment stock tracking Linked documents can be attached that transfer to jobs or sales orders Activity notes integration Customer aging inquiry Customer labels can be printed from the List screen for selected groups of customers Customer Inquiry screen displays open quotes, make to-order jobs, sales orders, and activity notes Customers can be assigned to a single or group of salespersons Customer item ID s and descriptions can be cross-referenced with stock items Delivery & Billing Tab Features Guide 91

92 6. Sales Management Pricing & Discounts DBA accommodates almost any type of pricing requirement. The following pricing and discount tables are available: Base Prices You can establish a Base Price for any stock item, along with an unlimited number or quantity price breaks. You can enter future prices in advance and then update current prices when they are to take effect. Price Levels You can create an unlimited number of Price Levels, each of which expresses prices as a percentage of Base Price, with rounding rules that enable you to round prices to a standard increment (.25,.95,. 99, etc.). Price levels can be assigned to customers and specified during sales order entry. Discount Codes You can create an unlimited number of Discount Codes, which can be assigned to customers and specified during sales order entry. Against each Discount Code you can establish discount percentages at the item category or individual stock item level. You can also establish quantity break discounts based on number of units or selling price. Contract Prices Contract Prices enable you to establish special prices for specific customers that override standard prices and discounts. A Contract Price can be entered from scratch or expressed as a percentage of Base Price, or can also be calculated using a formula (such as a markup over cost). From and thru dates enable you to specify when a price takes effect and when it expires. Base Prices 92 Features Guide

93 6. Sales Management Use this screen to enter Base Prices for your stock items. The Base Price can be the actual price charged to customers or it can be a reference price for the calculation of Price Level prices or Contract Prices. Base price can be used as the actual price or as a reference price for Price Levels or Contract Prices New prices can be entered in advance in the Next Price column and can be transferred to the Current Price on the day they become effective Unlimited quantity price breaks can be entered, either as specific prices or as a percent of base price Global price change by percentage Base Prices & Costs report Price Levels Price Levels enable you to establish different price levels (price lists) for different types of customers, based on a fixed multiplier applied to Base Prices. For example, one price level might be used for retail customers, another for dealers, and another for OEM s, for example. Price levels calculate prices as a percentage of base price Rounding increment rounds prices to a specified divisor, such as.25,. 50, etc. Price levels can be specified against customer types, customers, and sales orders Features Guide 93

94 6. Sales Management Discounts Discount Codes enable you to establish sets of discounts that can be assigned to different groups of customers. For example, your dealers might receive a standard 25% discount, distributors might receive 40%, and OEM s 50%. Within a discount code, discounts can vary by item category or item. A customer could receive one discount for new products and a different discount for spare parts. Once your Discount Codes are set up, use this screen to assign discount percentages to item categories or individual items. You can assign a single discount percentage or you can also enter quantity-based discounts. Discount codes can be assigned to customer types, customers, and to sales orders Discounts can be based on units or sales price volume Unlimited quantity break discounts Discounts can be assigned to item categories or specific items within categories 94 Features Guide

95 6. Sales Management Contract Prices Contract prices are exceptions to base prices, price level prices, and discounts. These are special prices given to specific customers or groups of customers, often with an expiration date. The following screens are available for contract price entry. Contract Pricing Customer / Item Use this screen to establish a contract price for one stock item that applies to a particular customer. Contract Pricing Customer Type / Item Use this screen to establish a contract price for one stock item that applies to customer types rather than one customer. Contract Pricing Customer Type / Item Category Use this screen to establish a contract price for an entire category of stock items that applies to customer types. This type of pricing would apply where all items within a category all carry the same price. Contract pricing options include customer / item or descriptor, customer type / item or descriptor, customer type / item category or descriptor type Fixed price option or percent of base price Effective date ranges Pricing formulas Features Guide 95

96 6. Sales Management Ship Methods & Ship Zones Ship Methods Use the Ship Methods screen to set up a table of standard shipping methods and freight rates. You can assign a default Ship Method to each customer and you can specify the Ship Method when generating a shipment. Ship Zones enable you to create user-defined geographical zones that can be used to calculate freight rates (see previous section) or to help plan local delivery routes. Each customer can be assigned a default Ship Zone. Ship Methods provide a table of standard shipping methods and freight rates Freight formulas can be set up that interact with the following variables: ship zone, total weight, total volume, number of pieces Ship Zones can be used to create geographic zones for freight rate calculations or delivery routes 96 Features Guide

97 6. Sales Management Taxation Taxation is integral to the sales and purchasing processes. Several tax options are available, depending on your needs. Your choice of USA or GST style taxation Tax authorities Tax codes with multiple tax authorities per tax code Non-taxable option at the customer, supplier, stock item, and descriptor level Tax tables apply to sales orders and purchase orders Optional itemization of tax by tax authority on customer invoices Features Guide 97

98 6. Sales Management Sales Orders Header Tab Sales orders are used for customer order entry, shipping, and invoicing. Sales orders are equally suited for make-to-order and make-to-stock environments. Using make jobs, sales order lines can be converted directly into manufacturing jobs. Sales orders include the following key elements. Header Screen The Header screen holds all the order header information, including the customer billing and shipping addresses, contact details, tax code, and summary prices. Details Screen All the order details, including stock items, non-stock descriptors, catalog items, freeform text, quantities, and prices are maintained in the Details screen. Shipping & Invoicing Screen On the Shipping & Invoicing screen you can produce shipments, print packing slips, generate invoices, and optionally record customer payments. Order Templates Order templates are a special form of sales order that can hold a set of specifications that can be used to generate new sales orders. Sales order templates provide a way to store commonly ordered sets of line items. Picking Line items can be picked for shipping via the Order Picking screen. 98 Features Guide

99 6. Sales Management Sales orders can be created from sales order templates, copied from other sales orders, or can be entered from scratch User-defined sales order types enable different configuration options by type, including which detail fields display and which forms are used User-defined order prefix followed by sequential number Status field changes as the order progresses using the following values: ORDERED, FINISHED, INVOICED, CLOSED, and TEMPLATE Unlimited header notes Header details include payment terms, billing and delivery addresses, and contact details Linked documents from customers are passed to the sales order and can be printed out Up to six user-defined fields can be added to the job database table Each line item has its own required date, enabling scheduled shipments over time Selling prices are determined by any of the following: Base Prices, Price Levels, Discounts, Contract Prices Detail lines can be stock items, descriptors, supplier catalog items, or freeform text items entered on the fly Speed entry function allows for rapid selection of sets of stock items and descriptors Make jobs can be generated from sales order lines via the MRP screen Order acknowledgements can be ed to the customer or printed out Pick list Items are picked for shipment via the Order Picking screen Each shipment is comprised of all items with picked quantities and is identified with a unique shipment number Packing slips and shipping labels Shipment details include delivery address, total weight, total volume, shipping method, trace ID, and unlimited shipment notes Automatic conversion of shipments to invoices Invoice preview Invoice reversal if errors are found Unlimited invoice notes against detail lines print on the invoice Invoices can be ed to the customer or printed out Activity notes integration Features Guide 99

100 6. Sales Management Details Tab 100 Features Guide

101 6. Sales Management Order Picking Sales order items can be picked for shipment individually or in bulk using our pre-fill option. Pre-fill option automatically selects remaining quantity for all sales order lines Ability to pick from multiple locations Stock selection by characteristic for items with tracking characteristics such as lot or serial control Direct linking to Sales Orders screen Features Guide 101

102 6. Sales Management Shipping Shipping Screen The shipping function is included in sales orders and involves the creation of shipments, in which you formally select sets of items for inclusion on a packing list. Once a shipment is created, it can be converted into an invoice. Shipments can be generated from within sales orders All sales order picked items since the previous shipment are automatically included on each new shipment All project job items with prices issued since the previous shipment are automatically included on each new shipment Packing list and shipping labels Selected items can be suppressed from the packing list Ship Method and Ship Zone flow from customer master to order header to shipping screen Automatic calculation of total weight, volume, and number of pieces Trace ID and shipment notes Delivery address can come from order header, on the fly selection, or manual entry Line item detail view Shipments can be automatically converted into invoices 102 Features Guide

103 6. Sales Management Invoicing Invoices can be generated from sales orders and service jobs. Invoices can be generated directly from shipments Selected line items can be optionally excluded from printing Invoice preview Invoice numbering can consist of a sales order or job number prefix followed by a suffix or a system-wide sequential number Invoices can be printed individually from within a sales order or job or as a group from the Invoices screen Deletion of un-posted invoices Reversal of posted invoices Customer deposits print on invoice and are automatically applied for payment with invoice posting Features Guide 103

104 6. Sales Management Sales Analysis A variety of reports and analysis screens are provided to help you analyze your customer and item sales. Reports: Sales by Customer Sales by Customer Type Sales by Commission Code Sales Ranked by Customer Profit Margin by Customer Sales by Item/Descriptor Sales by Item Category Sales by Descriptor Type Sales Ranked by Item/Descriptor Profit Margin by Item 104 Features Guide

105 6. Sales Management Sales Quotes Quote Style Setup Sales quotes can be used to print out or a price quotation. If a quote becomes a confirmed order, it can be converted into a live sales order. Sales quotes are sales orders with a status of QUOTED that keeps them separate from live sales orders Four quote styles available for quote printing Sales quotes can be converted into live sales orders Features Guide 105

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107 7. Financial Management 7. Financial Management Accounting Options Manufacturing Ledger Accounts Receivable Payment Terms Credit Checking Customer Payments Customer Deposits Customer Statements Accounts Receivable Tracking Accounts Payable Supplier Invoices PO-Related Invoices Recurring Invoices Payment Processing Payments Register Banking Bank Deposit Slips Bank Reconciliation Account Transfer Bank Inquiries General Ledger General Ledger Setup Chart of Accounts Account Assignments Batch Posting Journal Entry Period-End Procedures Year-End Procedures Reporting Payroll Accounting Features Guide 107

108 7. Financial Management Accounting Options DBA comes with a suite of integrated financial modules can it can also be configured for use with an outside accounting system. In the Accounting Configuration screen, you are given three options: Manufacturing Ledger Select this option if you wish to use the DBA manufacturing system with an outside accounting system. The outside accounting system will handle receivables, payables, banking, general ledger, and payroll. Manufacturing Ledger + AR Module Select this option if you wish to use an outside accounting system for payable, banking, general ledger, and payroll, but wish to process receivables in DBA. By doing so, you avoid having to maintain customers in both systems. General Ledger + AR-AP-Banking Modules Select this option if you wish to use the full General Ledger. Selecting this option also automatically activates the Accounts Receivable, Accounts Payable, and Banking modules. The following three sections provide reasons for selecting each particular option. Reasons to Use the Manufacturing Ledger The Manufacturing Ledger stores the financial-related transactions generated by the manufacturing system, which are transferred in summary format at period end to an outside general ledger. The outside accounting system will be used for payables, banking, general ledger, and payroll. The Manufacturing Ledger enables you to get the manufacturing system up and running without having to go through an immediate accounting system conversion. Once the manufacturing system is fully implemented, you can then convert to the full General Ledger, as well as the Accounts Payable and Banking modules. Your accounting department may be highly satisfied with your existing accounting system. Why put your people through the turmoil of an accounting system changeover when it s not necessary? You may be highly satisfied with your existing financial statements and management reports. Why change systems and risk losing this capability? You may be using a midrange accounting system such as MAS 90, Great Plains, or ACCPAC that provides in-depth accounting functionality. Why not keep these systems for what they do best and use DBA for the manufacturing side of your business? You may be a department or branch office within a larger organization that uses an ERP system. The Manufacturing Ledger makes it easy to transfer data to an enterprise-wide accounting system. 108 Features Guide

109 7. Financial Management Your CPA might be more comfortable interacting with a popular mainstream system such as QuickBooks, Peachtree, MYOB or one of the midrange systems mentioned above. Why not use an accounting system that is widely used and supported? Advanced functions such as integrated payroll, online banking, credit card processing, and fixed assets accounting are not available within the DBA financial modules. If these functions are important to you, why not use an accounting system that offers these capabilities? Reasons to Use the Mfg Ledger with the AR Module If you generate a moderate number of invoices and set up new customers on an occasional basis, it is relatively easy to manage receivables in an outside accounting system. On the other hand, if you have a high volume of invoices and set up new customers on a frequent basis, it is more convenient to use DBA for receivables processing because double entry of customers and invoice summaries is eliminated. In general, unless you have a compelling reason to process receivables outside of DBA, it is best to use the DBA Accounts Receivable module. Reasons to Use the General Ledger + AR-AP-Banking Modules When you select the General Ledger, you will be using the full suite of DBA accounting modules, including Accounts Receivable, Accounts Payable, and Banking. Your existing accounting system is obsolete. You ve assessed the DBA financial modules and they meet all your accounting requirements. Why not convert to the DBA financial modules after the manufacturing system is up and running? Your accounting needs are relatively simple. You have no need for advanced functions such as integrated payroll, online banking, credit card processing, and fixed assets accounting. Why not convert to the DBA financial modules after the manufacturing system is up and running? You prefer the convenience of a single integrated system without any data transfer. You can always change ledgers later You have the option of starting with the Manufacturing Ledger and changing to the full General Ledger at a later time. While the manufacturing system gets implemented, you can use the Manufacturing Ledger and perform AP transfers on a daily basis. You can process receivables in DBA or you can make AR transfers on a daily basis to the Features Guide 109

110 7. Financial Management outside system. At each period end, you perform a GL transfer. The two-system process is simple and straightforward and works with any outside accounting system. If the two-system approach works well for you, continue with it on a permanent basis. If you assess the DBA financial modules and determine that they meet all your accounting requirements, then make an accounting system conversion at a convenient time, such as the start of your fiscal year. 110 Features Guide

111 7. Financial Management Manufacturing Ledger The Manufacturing Ledger is activated when the DBA manufacturing system is used with an outside accounting system. Key Elements There are four key elements to the Manufacturing Ledger: Batch Posting All financial-related transactions generated by the manufacturing system are posted to the Manufacturing Ledger via the Batch Posting screen. AR Transfer Once per day, the AR Transfer is run, which generates a worksheet that is used to enter invoice totals in your accounting system s AR aging. AP Transfer Once per day, the AP Transfer is run, which generates a worksheet that is used to enter supplier PO invoice totals in your accounting system s AP aging. GL Transfer At period end, the GL Transfer is run, which generates a worksheet that is used to make a batch journal entry in your general ledger, which consists of a summary total for each manufacturing GL account. Features Guide 111

112 7. Financial Management Accounts Receivable The Accounts Receivable module is comprised of the following key elements: Terms Table You can create a table of standard payment terms that includes the number of days due, a discount percentage and accompanying days due, and whether aging starts at the end of the month or accrues from the invoice date. Each customer can be assigned a standard payment terms or can have his own customized terms. Credit Checking Each customer can be assigned a credit limit or can be put on complete credit hold to prevent orders from being taken that exceed these limits. A customized warning message can also be maintained that displays during order entry. Customer Payments Customer payments can be recorded against open invoices. Discounts can be deducted and facility is provided for rounding adjustments and handling overpayments. Customer Deposits Customer deposits can be entered for prepayments and can be automatically applied to invoices once they are printed and posted. 112 Features Guide

113 7. Financial Management Payment Terms Use this table to set up the various payment terms you offer to customers. The Description identifies the payment term and is the text that will print on invoices. The Days Due is the number of days within which the payment is due. Discount percentage can apply to invoices within a specified number of days Aging can be calculated from the invoice date or the end of the month Credit Checking On the Credit sub-tab on the Customer Details screen, you can enter various settings to manage credit checking. On Complete Stop Credit setting prevents users from entering new orders for the customer Credit Limit setting prevents further entry of orders once the customer exceeds the limit The Fixed Warning Message is an alternative to putting a customer on credit hold and will display during order entry when the customer exceeds the credit limit Features Guide 113

114 7. Financial Management Customer Payments This screen is used to record customer payments against open invoices. Opening List screen displays past payment transactions User-defined Payment Types can be mapped to associated GL accounts Discount processing for early payment Optional payment rounding for small discrepancies between payment and amount due Payment reversal 114 Features Guide

115 7. Financial Management Customer Deposits It is common in manufacturing environments for customers to make advance payments, especially for custom or make-to-order products. In DBA you can enter a customer deposit, mark it for a particular sales order or job, reference it on the invoice, and have the deposit automatically applied to the invoice. Previous deposit transactions are displayed on the opening List screen Deposit can be assigned to a sales order or job Option of automatically applying the deposit against an invoice at time of invoice printing Deposit amount and net amount due pint on the invoice Deposits can also be applied manually to invoices through the Customer Deposits screen Features Guide 115

116 7. Financial Management Customer Statements You can periodically send reminder statements to customers that list their open invoices and remaining amounts due. In the Customers screen you can select the Receives Statement checkbox to control which customers are to receive statements or not After printing statements, you can mark fully paid invoices so that they will not appear again on future statements 116 Features Guide

117 7. Financial Management Receivables Tracking Several reports and an inquiry screen help you track open receivables. The Customer Aging Inquiry enables you to view a listing of open invoices within each customer The Customer Detail Aging report provides a detailed listing of open invoices by customer and can be run for any as of date The Customer Summary Aging report gives you a summarized total of receivables for each customer The Customer Past Due Aging report gives you a listing by customer of open invoice amounts that are past due in relation to the payment terms due date The Customer Transactions report provides you with a listing of customer invoices and payments within any date range Features Guide 117

118 7. Financial Management Accounts Payable The Accounts Payable module consists of the following elements. Payment Types Payment types are used to classify your payments to suppliers into categories such as Check, Amex, Cash, etc. Whenever you record a supplier payment, you must specify a payment type. The payment type also determines whether payment is made by check, manual check, or file transfer. Supplier Invoices The Supplier Invoices screen is where all supplier invoices that are not related to purchase orders are entered. Invoice amounts can be distributed across an unlimited number of expense types (and corresponding GL accounts). Invoices can be immediately paid from the screen (such as by manual check). Purchase Order Invoices Supplier invoices that are related to purchase orders are entered in the Purchase Order Invoices screen. Line items are matched with supplier invoice prices and any discrepancies between PO prices and supplier invoice prices are posted to a Purchase Variance GL account. Recurring Invoices The Recurring Invoices screen is used to enter and generate supplier invoices that have fixed, recurring amounts, such as rent, loan payments, etc. Payment Processing The Payment Processing screen is used to select supplier invoices for payment and to process payments and print checks. Payments Register All past supplier payments are listed in the Payments Register screen, which includes a void payment capability. 118 Features Guide

119 7. Financial Management Supplier Invoices The Supplier Invoices screen is where all supplier invoices that are not related to purchase orders are entered. Invoice amounts can be distributed across an unlimited number of GL accounts. Invoices can be immediately paid from the screen (such as by manual check). Open supplier invoice records (those with unpaid amounts remaining) are displayed in the opening List screen The Tax Code will default from the supplier s master record, but can be changed for this invoice record The invoice amount is allocated to one or more GL accounts in the distribution grid in the bottom portion of the screen Pay Hold option enables you to restrict all or a portion of the invoice from being paid until released for payment Pay option enables you to immediately pay the invoice, which would be the case with a manual check entry Payments tab lists are payments made against he invoice Edit Invoice function lets you reverse and make changes to an invoice without having to re-enter the information Features Guide 119

120 7. Financial Management Recurring Invoices Use this screen to enter and generate supplier invoices that have fixed, recurring amounts, such as rent, loan payments, etc. The screen is divided into two panels. The upper panel displays all your recurring invoices and is used to select and transfer recurring invoices into actual supplier invoices. The lower panel shows the detail associated with each recurring invoice. The Frequency setting can be weekly, monthly, quarterly, yearly, or other The Last Transaction is for reference purposes and also determines the Next Date, based on the Frequency setting Automatic generation of recurring invoices into actual supplier invoices 120 Features Guide

121 7. Financial Management Payment Processing Supplier invoices are selected for payment and paid by check or transfer using the Payment Processing screen. This screen shows all your open supplier invoices with remaining unpaid amounts and lets you select items for payment via date ranges and other means. All invoices through a specified due data can be selected as a batch, then edited for any exceptions All eligible payment discounts due can be automatically selected Invoices are selected for payment by selecting the Pay checkbox Drill-down inquiry shows the detail behind any supplier invoice Selection grid can be sorted by supplier or due date Payment can be made by check or can be directly posted to reflect manual entry or electronic file transfer Check print preview with ability to de-select any unwanted checks Features Guide 121

122 7. Financial Management Payments Register All past supplier payments are listed in the Payments Register screen, which includes a void payment capability. Screen grid can be sorted by pay date, check number, supplier, or bank account Void payment capability reverses payment and restores original payable record 122 Features Guide

123 7. Financial Management Banking The Bank Reconciliation module is where you set up and reconcile your bank accounts and consists of the following elements. Bank Accounts You can set up an unlimited number of bank accounts with user-defined cashbook types. Against each account you can define the next check number (if applicable), the check print format, and GL account code. Bank Reconciliation Reconciliation with bank statements includes the ability to enter miscellaneous income and expenses on the fly. Account Transfer Using the Account Transfer screen, you can transfer funds from one bank account to another. Bank Balance Inquiries The Total Balance Inquiry gives you a graphical representation of the estimated bank balance, which includes all non-cleared items as well as any miscellaneous expenses or income entered during bank reconciliation. The Bank Balances Inquiry lists the same information broken out by bank account. Income Due by Period Inquiry This inquiry gives you a projection of incoming cash based on open customer invoice amounts and payment due dates. Features Guide 123

124 7. Financial Management Bank Deposit Slips This is an optional function that saves you the time associated with preparing bank deposit slips by hand. Checks are selected for inclusion in the deposit by clicking the Select checkbox Deposit slip reversal 124 Features Guide

125 7. Financial Management Bank Reconciliation Use this screen to reconcile bank account balances with bank statements. Transactions are reconciled by selecting the Match checkbox As you match each transaction, you will see the Current Matched Balance and Amount to Balance fields get updated Match All Records up to New Date button can be used to mass-select transactions Account Transfer Use this screen to transfer funds from once bank account to another. Features Guide 125

126 7. Financial Management Bank Inquiries Total Bank Balance Income Due by Period Bank Balances Inquiry 126 Features Guide

127 7. Financial Management General Ledger All financial-related transactions throughout the system post to the General Ledger. You can also make journal entries directly to the ledger as needed. From the General Ledger you can print financial statements, journals, transaction listings, and use the spreadsheet generator to extract data to make your own reports. Features Guide 127

128 7. Financial Management General Ledger Setup General Ledger Setup GL account code can be up to up to 40 characters long User-defined Account Types and Account Classes organize and describe account groupings on financial statements User-defined Account Groups provide a third level of account grouping on financial reports User-defined Budget Names User-defined accounting periods can be 12 months, 13 months, periods, or any date ranges you wish Accounting Periods Screen 128 Features Guide

129 7. Financial Management Chart of Accounts The GL account code can be up to 40 characters long Each GL account must be assigned to an Account Type and an Account Class Account Group assignment is optional On Budgets tab you can enter multiple budgets and budget amounts DBA sample company provides a chart of accounts example optimized for a manufacturing business Features Guide 129

130 7. Financial Management Account Assignments Transactions are assigned to specific GL accounts in the Account Assignments screen. Because all account assignments are confined to this screen, your personnel are completely sheltered from dealing with GL codes and making accounting decisions. The only screen outside of the general ledger that deals with GL account codes is supplier invoice entry. Sales and cost of goods sold can be assigned to overall default accounts or by exceptions for selected item categories or customer types Work in process inventory transactions are handled on the Make Jobs tab Non-stock purchases can be assigned to an overall default expense account or specific expense accounts can be assigned to individual descriptors for any exceptions 130 Features Guide

131 7. Financial Management Batch Posting All system-wide transactions (with the exception of journal entries) accumulate in a pre-posting table and are batch posted to the General Ledger. During the posting process, each transaction is compared to its Account Assignments screen s settings to determine the GL accounts to which amounts are to be posted. You are not under any obligation to post to the General Ledger at any particular time. You can post daily or as little as once per period. Un-posted transactions inquiry Batch reversal with ability to re-assign GL codes and post again Batch posting history inquiry with drill-down to transactions Features Guide 131

132 7. Financial Management Journal Entry The only type of system transaction that posts directly to the General Ledger without going through the Batch Posting process is a journal entry made through this screen. All journals are listed on the opening screen and can be filtered by Open, Balanced, Printed, or Posted status Optional matching to a control total Bank account designation when posting to cash accounts Ability to exit screen and return to journal if uncompleted Each journal is printed prior to posting Recurring journals Reversing journals Ability to delete un-posted journals 132 Features Guide

133 7. Financial Management Period-End Procedures Accounting Period Close DBA is designed such that you do not formally close your periods. You are not required to run any type of procedure in order to move from one period to the next. There are only two optional procedures to run at period end: closing your Accounting Period and setting the Financial Cutoff Date. To close an accounting period you simply select the Closed checkbox Financial Cutoff Date screen sets a date that prevents customer or supplier invoices and payments from being posted prior to or equal to that date Financial Cutoff Date Features Guide 133

134 7. Financial Management Year-End Journal The Year-End Closing Journal creates beginning balances for asset, liability, and owner s equity accounts and generates reversing transactions for income and expense accounts to create zero beginning balances going into the new fiscal year. It also calculates and updates your Retained Earnings account for last year. You are not obligated to run year-end procedures as of the first day of the new fiscal year. It is generally run after you have closed the last month of the prior fiscal year, made all your year-end adjustments, and printed your year-end financial statements. Year End Closing Journal zeroes out income and expense accounts and posts the income for the year to the Retained Earnings account Reverse Year End Closing Journal can be run if you need to make additional entries to the prior closed year 134 Features Guide

135 7. Financial Management GL Spreadsheet Generator Columns Tab Spreadsheets such as Excel are ideal for analyzing financial data. If you wish to compare financial periods from one year to the next, or compare budget projections with actual performance, the spreadsheet accommodates an unlimited number of columns, whereas a standard report can only display three or four columns at most. Once your data is in Excel, you can organize subtotals, calculate percentages, apply formulas, create graphs, link spreadsheets, and create almost any type of printed output. The GL Spreadsheet Generator is a utility that enables you to extract general ledger data out of DBA and into Excel in a variety of user-defined formats that you can re-use over and over again. Essentially, the GL Spreadsheet Generator gathers the data for you and then Excel is used to manipulate and present the data. Using DBA with Excel is a combination that provides you with almost unlimited financial analysis. User-defined columns can display actual or budget data You can define date ranges or specify past, current, and next year Account selections can be by account, account classes, account groups, ranges of accounts, or selected accounts Output to Excel, print, HTML file, or text file Features Guide 135

136 7. Financial Management Selection Tab Analysis Screen with Output to Excel 136 Features Guide

137 7. Financial Management GL Reporting GL Spreadsheet Generator enables you to create your own financial inquiries using comparative periods, with spreadsheet output Transaction Listing report Journal Report Trial Balance Income Statement Balance Sheet Features Guide 137

138 7. Financial Management Payroll Accounting If you use the Manufacturing Ledger If you use the Manufacturing Ledger, payroll processing is either handled by a payroll module in your outside accounting system or it is done for you by an outside payroll service such as Paychex or ADP. If you use the General Ledger If you use the General Ledger and DBA financial modules, payroll is either processed for you by an outside payroll service such as Paychex or ADP, or you process your own payroll using a stand-alone payroll software package such as CheckMark Payroll. Accounting User Guide In our Accounting User Guide, the Payroll Accounting chapter provides complete details on how to make journal entries and enter supplier invoices in relation to a payroll processed by a payroll service provider or a payroll software package. 138 Features Guide

139 8. Administration 8. Administration System administration is accomplished via the following functions. Data Import & Export Activity Notes Documents Directory Knowledge Base System Configuration Password Security Integrated Bar Coding SQL Database Features Guide 139

140 8. Administration Administrator Menu The Administrator menu is only visible to users with administrator status. On this menu are performed administrative functions such as user setup and password security, upgrading your license, and setting system configuration options. 140 Features Guide

141 8. Administration Utilities Menu On the Utilities menu are located all-purpose utility screens. Spreadsheet Generators leverage the power of DBA s extensive database by enabling you to create your own custom spreadsheet layouts with output to Excel The Client is where each user s settings are defined The Forms Edit utility enables you to add your logo and customize the appearance of system forms and labels User-defined sub-menus can be created and added to the end of each major menu, enabling you to locate custom reports and programs on DBA s menus, with password protection Features Guide 141

142 8. Administration Data Import/Export When changing from one accounting or manufacturing system to another, data import, where practical, can save a great deal of time that would otherwise be spent re-keying data. This is especially true when it comes to master tables such as customers, suppliers, items, and bills of material. Data Import Screens are available to import the following tables: Stock Items Stock Quantities Customers Customer Delivery Addresses Suppliers Service Assets Bills of Material Routings Chart of Accounts Data Export Using this screen, you can export data from any table in the system in text, spreadsheet, or a variety of other formats. 142 Features Guide

143 8. Administration Spreadsheet Generators The Spreadsheet Generator is a utility that you can use to create your own database queries, each of which can be given a name and saved for re-use. The results of your query can be displayed on the screen in a spreadsheet type format, where it can be re-sorted, filtered, and grouped even further, and then the contents of your query can be output to an Excel spreadsheet, to an HTML page, to a text file, or to your printer. Spreadsheet Generators are available for the following data sets: Inventory Invoices Jobs Job Transactions Purchases Sales General Ledger Up-front selection screen narrows your data set by data ranges and a variety of filters Analysis screen lists all available columns and can be customized to just the columns you want Ability to save layouts for re-use Output to Excel, print, HTML file, or text file Features Guide 143

144 8. Administration Activity Notes Activity notes provide a contact manager type capability whereby you can record contact events and schedule follow-up events. Unlike contact managers, which are usually confined to customers and prospects, you can use activity notes with suppliers and to record events associated with sales orders, jobs, purchase orders, stock items, and descriptors. Integration with jobs, customers, suppliers, stock items, descriptors, and employees Can be used to delegate tasks to other personnel User defined note types and analysis codes Unlimited history text Automatic expiration of open notes at specified number of days 144 Features Guide

145 8. Administration Documents Directory The Documents Directory provides a document management capability that lets you organize and store company documents (policy manuals, technical guides, drawings, contracts, etc.) on the file server with password-protected access permissions for your personnel. The Documents Directory consists of the following elements. Document Groups Each document will be assigned to a document group set up in the Document Group Setup screen, which enables you to organize documents into logical categories for retrieval and security purposes. Documents Directory Entry On the Documents Directory Entry screen, each document is assigned to a document group and is given a path to its location on the central file server. Security Groups On the Security Groups tab of the User Setup Screen, each user is assigned to appropriate document groups. This determines which groups will be visible to the user on the Documents Directory screen. Documents Directory Screen The Documents Directory screen is where actual viewing of the documents takes place. The user selects a document group, highlights a document, then clicks the View button to view the document on the screen and print it out, if desired. Documents can be linked to customers, suppliers, stock items, and descriptors and automatically passed to jobs Documents Directory enables standard company documents to be stored on the server with user-defined categories and password-protected access Features Guide 145

146 8. Administration Knowledge Base The knowledge base gives you a place to record information on any subject in a question and answer format that can be searched by Types, Categories, and text strings. Within each answer you can attach documents and links to web sites or other resources. Many companies use the knowledge base as an integral component of their customer service function, which is why it is located on the Service menu. You can use it for any purpose, however, including storing information on company policies, company history, work procedures, etc. User-defined knowledge types User-defined knowledge categories Documents can be linked to any knowledge base topic 146 Features Guide

147 8. Administration System Configuration DBA is highly configurable, which enables you to tailor the system to your operational preferences and to fit your industry s practices and terminology. The Main Setup screen provides a series of settings that determine your operational preferences The Menu Activations screen enables you to deactivate menu options that do not apply to your company. The System Defaults screen enables you to set various selection defaults for commonly used screens Up to six user-defined fields (text, date, or predefined selections) can be added to customers, suppliers, stock items, jobs, and purchase orders Entry or List grids can be customized to display selected columns and columns can be moved to different positions or resized Module setup screens provide for operational preferences within each module Main Setup Screen Features Guide 147

148 8. Administration Main Setup Options Tab System Defaults Screen 148 Features Guide

149 8. Administration Password Security Password security provides complete control of access permissions throughout the system and provides customizing options at the user level. Ability to copy one user s settings to another Access permissions at the menu choice level Allowable job types designated at the user level Current online users inquiry Users can change passwords without having to go through the Administrator Features Guide 149

150 8. Administration Integrated Quotes, order acknowledgements, invoices, and purchase orders can be automatically ed as attachments to your cover message. You can also send broadcast s to groups of customers or suppliers. Automatic ing of quotes, order acknowledgements, invoices, and purchase orders as attachments to cover Attachments can be in PDF, Excel, Text, or RTF format Broadcast ing to selected groups of customers and suppliers 150 Features Guide

151 8. Administration Bar Coding Bar code option on stock labels Bar code option on shop traveler for job sequences and components Bar Code field in item screen allows scanning of bar code number with cross-reference to different stock item number Forms edit capability allows any field on forms or reports to be printed in bar code format Features Guide 151

152 8. Administration SQL Database DBA includes and is built around the Firebird open source database, which provides the flexibility and power of an SQL-compliant database without the cost and maintenance of SQL Server and Oracle. The system s SQL database supports up to 100 or more users and gives the system true status as an enterprise system. Firebird evolved from Borland s InterBase SQL database, which originated in 1981 and has been refined ever since. Attempting to emulate the success of the Linux open-source operating system, Borland released the InterBase source code to the open-source community in the year Today, a consortium of C and C++ programmers continue to evolve the database with new features. Small footprint Does not require skilled IT personnel to operate SQL-compliant Supports stored procedures and triggers, which are used throughout the manufacturing system Backup utility included 152 Features Guide