Work Orders Quick Reference

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1 Work Orders Quick Reference Header tab Ordering location the distributor location ordering the item that is being built on this work order. Locations are set up in Location Master Maintenance. You can manually type in the location, or use the binoculars to select one. Assembly status the physical status of the item being built on this work order. Choices are: DESIGN in the order entry stage. Not a Live work order. (i.e. the system does not recognize this work order when it is in DESIGN status. This is similar to a quote before being converted to a live sales order.) 1

2 INASSY the production/building of this item has begun. The work order is now live and the system begins to allocate and release the component items for building. A work order is changed to INASSY status when the Activate button is clicked (standalone work order) or when the quote that generated the work order is converted to a sales order (work order attached to sales order; building for a customer). COMPLT the product of all of the BOM s on this work order is complete. The status is changed to COMPLT when all of the components have been ship confirmed in Shipment Confirmation Process (a direct BOM), when Internal Fab Completion Transaction is run (internal fabrication), or when the attached external fabrication PO is received via Purchase Order Receiving Process (external fabrication). CANCEL the production of this item has been cancelled. The status is set to CANCEL when Cancel Work Order Transaction is run or when the sales order line that is attached to the work order is cancelled via Cancel Sales Order Line Process. Accounting status the cost status of the work order. This indicates whether or not the costs of the production have been finalized. Any labor posted via Labor Apply Transaction or Employee Time Card Apply Transaction and/or any burden applied via Burden Apply Transaction will be finalized by running Work Order Cost Finalization. You can only apply burden, labor, and run Work Order Cost Finalization on internal fabrications. Choices are: OPEN the costs have not yet been finalized (Work Order Cost Finalization has not been run) CLOSED the costs have been finalized (Work Order Cost Finalization has been run) or the work order contains a direct BOM, in which case the accounting always remains CLOSED. Related order type the type of order that generated this work order. Choices are SO (sales order) or QUOTE (if applicable). If this is blank, then this is a standalone work order (i.e. it was created in Work Order Maintenance). Related order number the quote or sales order number that generated this work order (if applicable). Related line number the quote line or sales order line that generated this work order (if applicable). Edit Comments (button) Used to add or edit header comments on the work order. Activate (button) Used to change the Assembly status from DESIGN to INASSY when this is a standalone work order. It will be disabled if it has already been activated either by clicking the Activate button or by running Convert Quote to Sales Order Process (when work order is generated by a quote). 2

3 Components Tab Any item highlighted on the left side of the screen will display that item s information on the right side of the screen. Item the item number (BOM parent, Subassembly parent, or component item). If you click the button next to the Item field, the Work Order New Item Maintenance screen will display. If the item highlighted is an existing item in TrulinX, all the fields will be disabled. If the item highlighted is a brand new item, these fields will be enabled. These are the required fields necessary to create Item Maintenance, Item Location Maintenance, and Item Vendor Version Maintenance records once this work order becomes a Live work order. 3

4 Description type in a short description for this item. Sales product category select a sales product category to assign to this item. You can type it in, or use the binoculars to select an existing SPC. Stock UOM the unit of measure that this item will be stocked in. Sell UOM the unit of measure that this item will be sold in. Selling list price the price the item will be sold at. Item type the type of item. Choices are: Parent this item can only be sold as a parent item. Stock this item can only be sold as a stock item. Both Parent/Stock this item can be sold as either a parent item or a stock item. Intangible this item can be sold but does not affect stock levels. For example, an expedite fee can be set up as an intangible item. Expense this item can only be purchased on EXP type lines on a purchase order. Long Description type in a long description for the new item. 4

5 Primary purchase-from the vendor purchase-from number that this item will be purchased from most frequently. Pricing group the pricing group name this item belongs to, if applicable. Pricing groups are set up in Pricing Group Maintenance and assigned in Item Location Maintenance. Pricing groups are groupings of items that you can create for use in determining customer contract pricing and sales discounting. (For example, you may give a customer a 10% discount on any sales order line (within the pricing group) totalling $1000 or more.) Vendor product category assign the new item to a vendor product category. You can type it in or use the binoculars to select an existing VPC. Purchase UOM the unit of measure that this item can be purchased in. List price the suggested vendor list price. Replacement cost the cost the vendor charges the distributor to replace (purchase) an item. Replacement discount method the discount method to be used to apply to the replacement cost, if applicable. Replacement disc value the percentage or multiplier being applied to the replacement cost, if applicable. Net replacement cost the net replacement cost after the discount has been applied. Vendor item the vendor s name for the part number, if applicable. Forecast monthly demand the forecasted monthly customer demand (quantity) predicted for this item. The system will automatically recalculate this each month from this point forward. Item class the item class assigned to this item. Choices are A, B, C or Z. A class items are compose the highest total cost of goods sold amount, while C class items are the lowest. Z class items that are typically not stocked because the demand is not high enough to justify it. 5

6 Extended quantity If a BOM parent item, it will be the total quantity being built. If it is a Subassembly parent item, it will be the total quantity being built. If it is a component item AND the proportional box is checked (see left side of screen) then this quantity is equal to the component quantity times the parent quantity. If it is a component item with proportional box unchecked, then this is the total component quantity needed to build the parent item or subassembly parent item (whichever is applicable). Quantity per parent If a BOM parent item, it will be the total quantity being built. If it is a Subassembly parent item, it will be the total quantity being built. If it is a component item AND the proportional box is checked (see left side of screen) then this quantity is equal to the component quantity required to make one parent item or subassembly parent item (whichever is applicable). If it is a component item with proportional box unchecked, then this is the total component quantity needed to build the parent item or subassembly parent item (whichever is applicable). UOM the unit of measure (i.e. EA, FT, IN, etc.). This information defaults from Item Maintenance. Description the short description of the highlighted item. This defaults from Item Maintenance. Required date If a component item, this will be set to the (parent [or subassembly parent] item required date minus Days to assemble ). If a parent item or subassembly parent item, then this is the desired date of completion for the built item. Days to assemble The number of days it takes to build the parent item in this assembly (or subassembly parent). This defaults from BOM Maintenance. It can also be manually set in Work Order Maintenance. Commission cost the cost of the highlighted item. This cost will be equal to the item replacement cost, the item average cost, or manually set by the user in Work Order Maintenance. (Whether or not it is replacement cost or average cost is determined by two system parameters.) This cost will be used to calculate the total cost of the parent item or subassembly parent item if it is a component item. If it is a parent item or subassembly parent item, then it is the total rolled-up cost of the components. Build (checkbox) Designates the item as the item being built (parent item or subassembly parent). 6

7 Work center (optional) An area in the warehouse where an item is being built. This information is set up in Work Center Maintenance and will print on the work order pick ticket so that warehouse personnel know what part of the warehouse the items are to be taken to for assembly. Customer item The part number nomenclature the customer uses for this item. For instance, the distributor may call the item ABC-123, but the customer calls it ABC/1/2/3. Use cut length A check box indicating whether a "length-based" component of a bill of materials (BOM) or a Smart Part template (SPT) uses the cutoff length, as opposed to the overall assembly length. Cutoff length indicates the length to which a component, such as hose, should be cut. This differs from the actual length of the component which may take into account fittings, end caps, etc. This also affects how the assembly is priced, depending on the pricing method that is used. Cut length is equal to the quantity ordered minus the cutoff amount (from Item Maintenance). Select this check box only for components that will be cut (such as hose). Fittings, end caps, and other components that are not actually cut should not have this option selected. This setting will only be used for proportional components. Smart Part (button) Click this button to choose a smart part template name to add to this work order. Edit comments (button) Click this button to add or edit comments for a line on the work order. Availability Click this button to go to the Item Availability Inquiry. This will display the highlighted item s quantity available in other locations. If the distributor has set up WarehouseTWO, this screen will also display quantities available for purchase at other distributor s. Add item (button) click to add additional items to the bill of material on this work order. Add labor (button) click to add a labor category to the bill of material on this work order. Labor categories are set up in Labor Category Maintenance. (Estimated Order Cost) Unit the unit cost for the highlighted item. This will be set to replacement cost if there is no stock available. It will be set to average cost if there is stock available. This cost may or may not be equal to the commission cost. It depends on whether the commission cost was determined manually, and what the CommissionCostType system parameter is set to. (Estimated Order Cost) Extended This is equal to the unit cost x the quantity of the highlighted item. 7

8 Clicking the button in the Estimated Order Cost box will display the Work Order Cost box. Here, you can see the unit cost and the extended cost along with rebate information. Rebate method the method of calculating the rebate amount on the highlighted item. Choices are: Guaranteed margin the system will calculate a rebate amount that will result in the guaranteed margin % specified in the Rebate percent field. The rebate amount is subtracted from the average cost of the item to get the intended margin. % of order price the rebate amount is calculated by taking a percentage of the order price. The percentage is specified in the Rebate percent field. % of replacement cost the rebate amount is calculated by taking a percentage of the item replacement cost. The percentage is specified in the Rebate percent field. % of vendor list the rebate amount is calculated by taking a percentage of the item vendor list price. The percentage is specified in the Rebate percent field. Rebate percent works in conjunction with the Rebate method. Rebate amount the rebate amount calculated for the highlighted item. Rebate type the type of rebate being applied. Choices are: Parker rebate this is a rebate that will be reported on the Parker rebate report. When this is selected, an additional field becomes enabled called Parker rebate code. The distributor enters the Parker-provided code here, or it will default from the Customer Ship-to Rebate Maintenance programs. 8

9 Standard rebate this is a rebate for any vendor other than Parker or Eaton. These types of rebates are reported using a custom query. Eaton rebate this is a rebate that will be reported on the POS Report. When this is selected, an additional field called Program type becomes enabled. The distributor enters the Eaton-provided program type here, or it will default from the Customer Shipto Rebate Maintenance programs. (Source) Name the location or vendor that the quantity ordered will be coming from. If the source is a vendor purchase-from number, then a purchase order is also generated. If the source is the same as the ordering location, no PO is created. If the source is another location, a stock transfer PO is generated. Clicking the button in the Source box will display Work Order Source box. This displays source details for the item that was highlighted when the button was clicked. 9

10 Source from a drop down menu indicating where the item on this line is coming from. Choices are: Selling location (default) the inventory is being sold out of the location the quote was entered in. Vendor the item is not in stock, necessitating a special order from the vendor. When you select Vendor, the Source field will auto populate with the primary purchase-from vendor in Item Location Maintenance. Another location the item is not in stock in the selling location so we are having another location ship it to the customer. In this scenario, a sales order is created in the other location. The pick ticket will print in the other location and they will ship it from their inventory, but the selling location will get credit for the sale. Source If you choose Vendor or Another Location in the Source from field, this field needs to be filled in with the source information. If Vendor was selected, this field will auto populate with the primary purchase-from vendor in Item Location Maintenance. If selling location is selected, the selling location will auto populate. For example, if my selling location is MAIN, then the source will auto populate with MAIN. Ship direct (checkbox) - indicates whether the inventory is coming directly from the Source. This checkbox works in conjunction with the Source From and Source box. If Vendor is selected in the Source From drop down, and this box is checked, this is considered a drop ship from the vendor. A drop ship means that the vendor sends the item directly to the customer and bills the distributor for the item (vs. shipping the item to the distributor s warehouse, and the distributor then shipping the item to the customer). If Source From is Selling Location, the Ship direct box is auto checked and the Source is auto populated with the selling location. If the Source From is Another Location, you must fill in the Source with the location that has available inventory to fill this customer order. o If you want the other location to ship the inventory directly to the customer, then leave the Ship direct box unchecked. o If you want the other location to ship the inventory to the selling location, and then the selling location will ship the inventory to the customer, then check the Ship direct box. This will then be considered a stock transfer (a transfer of inventory between branches). 10

11 Fabricate (checkbox) - works in conjunction with the Build checkbox in Tab 1. Indicates whether the BOM is being fabricated. If the Source From is Selling location and the fabricate box is checked, it is an Internal Fabrication. If the Source From is Vendor and fabricate box is checked, it is an External Fabrication. (PO Details) Use emergency cost (checkbox) this box is used for emergency costing. This will default from Vendor Emergency Discount Maintenance if a record is set up there. It can also be checked manually. (PO Details) Cost if a PO has been generated by this work order line, this will show the cost the item is being purchased at. This cost can come from Item Vendor Version Maintenance or Cost Schedule Maintenance. Discount method the method used to discount the cost, if applicable. Choices are Discount or Multiplier. Discount value the multiplier or percentage being applied to the cost, if applicable. Unit cost the average cost of the item. Required date the distributor s desired date of receipt of the item from the vendor. Ship method the distributor s preferred method of shipment. For example, UPS Ground. FOB - stands for freight on board. The point at which ownership of the shipment transfers from the vendor to the distributor. In simpler terms, this determines who is liable for the goods while in transit. For instance, if the carrier s truck catches fire and the goods are damaged during transit. Choices are: Shipping point - The goods become the property of the distributor when the shipment leaves the vendor. Destination - The goods become the property of the distributor when the shipment arrives at the distributor. Freight Terms indicates the method of payment used when goods are shipped to the customer. In simpler terms, how will the customer pay the freight charged for the delivery of these items? Choices are: COD - Freight charges are paid in cash to the driver when the shipment arrives at the distributor's warehouse. 11

12 Prepaid Freight charges either have already been paid by the distributor (by direct charge to their carrier account) or the vendor will include the freight charge on the invoice for the items. Prepaid & Add - Freight charges either have already been paid by the distributor (by direct charge to their carrier account) or the vendor will include the freight charge on the invoice for the items. This functions the exact same as Prepaid. The verbage is just different. Collect Freight charges will be paid directly to the carrier. In other words, the vendor does not invoice or collect freight charges for this order. Collect account the distributor s account number with their chosen carrier, if applicable. Shipping constraint - A field indicating any special order shipping constraints the distributor wants to indicate to their vendor. Choices are: Complete only - Wait to ship the order until it is complete. Partials OK - Partial orders are acceptable. Partials OK; cancel backorder - Ship whatever is in stock, and cancel any backordered quantity. Partials OK; not early - Ship to arrive on required date, not before. Partial orders are acceptable. Ship avail now; remainder complete - Ship whatever is in stock, ship the balance complete. Vendor version ID this is a four-digit sequence number assigned to the Item Vendor Version Maintenance pricing record. That record contains the cost to be used on purchase orders. If there is more than one vendor version number set up, the one that will be used is the record that does NOT have the use for sales order price box checked. If there is only one vendor version number set up, it will automatically default here. Send PO via a drop down menu indicated the method used to transmit this purchase order to the vendor. Choices are: Fax - The vendor wants purchase orders to be faxed to them. Mail - The vendor wants purchase orders to be mailed to them. Parker Phast - The vendor wants purchase orders to be sent via the Parker Phast FTP export. (This option will only display if you have activated Parker Phast purchase order exporting. Please contact TrulinX Support for assistance in activating this feature.) 12

13 EDI - The vendor wants purchase orders to be sent via EDI. (This field is only available if you have activated EDI purchase order processing. Please contact TrulinX Support for assistance in activating this feature.) (Release Methods) Standalone: The release method to be used to determine how to release component items to a pick ticket. This box will be disabled if this is not a standalone work order. This setting defaults from BOM Maintenance or SPT Maintenance (depending on whether this is a smart part or not), but can be changed manually in the Work Order Maintenance screen. Choices are: As Available - Release components as they become available. Complete Release only the full quantity of components needed to make the entire quantity of the parent item (or subassembly parent item, if applicable). Per Parent Assembly Release only enough of the component quantity required to make at least one of the parent item (or subassembly parent item, if applicable). Manual the components will only be released manually by the user by using Adjust Order Allocation Process. (Release Methods) Fabrication: The release method to be used to determine how to release component items to a pick ticket. This box will be disabled if this is not a fabrication work order. Choices are: As Available - Release components as they become available. Complete Release only the full quantity of components needed to make the entire quantity of the parent item (or subassembly parent item, if applicable). Per Parent Assembly Release only enough of the component quantity required to make at least one of the parent item (or subassembly parent item, if applicable). Manual the components will only be released manually by the user by using Adjust Order Allocation Process. (Source Address) Ship Method the default carrier designated in Vendor Purchase-From Maintenance. (Source Address) FOB the default FOB designated in Vendor Purchase-From Maintenance. (Source Address) Freight Terms the default freight terms designated in Vendor Purchase-From Maintenance. The remaining info is the name and address information for the vendor that the items are being purchased from, if applicable. 13

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