Getting Started at SMEC-Inc 1.0

Transcription

1 CD-ROM Included Getting Started at SMEC-Inc 1.0 Step by Step Manual

2

3 Getting Started at SMEC-Inc 1.0 Step by Step Manual

4 SMEC, Inc SMEC Incorporated. All rights reserved. Under the copyright laws, this manual may not be copied, in whole or in part, without the written consent of SMEC-Inc. Every effort has been made to ensure that the information in this manual is accurate. SMEC-Inc. is not responsible for printing or clerical errors. Any reference to company names in sample templates are for demonstration purposes only and are not intended to refer to any actual organization. SMEC, Inc El Salido Parkway Cedar Park, TX Manufactured under license from Addison-Wesley Educational Publishers, Inc. Published in the United States and Canada.

5 Table of Contents 1. Preface Building Part Numbers Resistor Part Numbers Capacitor Part Numbers Creating a New Customer File Adding a New Customer Tabs in a Customer File Entering Sales Orders Before entering Sales orders Entering Sales Order Index

6 6

7 Preface The reader of this book is a new hire at SMEC-Inc. This book caters to the data-entry/customer service position. It is a step-step manual to perform the essential tasks required for this job. This book assumes that the reader has intermediate knowledge of the English language and is fairly comfortable using the Windows operating system. Style The book is divided into chapters. Each chapter is a different task the reader needs to perform. Numbered lists are used for the tasks that need to be done in a specific order. Bulleted lists are used for tasks that can be done in any order. Courier font is used to highlight the fields that appear on the screen. Chapter Breakdown The book has three chapters. Below is the chapter breakdown: Chapter 1: Building Part Numbers This chapter explains the components of resistor and capacitor part numbers. Chapter 2: Creating a New Customer File The focus of this chapter is to create a new customer file. The different tabs in the customer file are explained in detail. Chapter 3: Entering a Sales Order This chapter explains how to enter a sales order. There are two forms in a sales order, the customer-information form and the part-information form. Both these forms are discussed in this chapter. 7

8 8

9 CHAPTER 1 Building Part Numbers In this chapter you will learn how to build SMEC resistor and capacitor part numbers. Resistors and capacitors are the most common components at SMEC. Resistor Part Numbers The most common kind of resistors are the thick film resistors. Resistors come in two tolerances, 5% and 1%. Figure 1 below is an example of a 5% resistor part number. SIZE RC73L2A100JT SERIES NAME VALUE Figure 1: 5% Resistor part number 9

10 Figure 2 below is an example of a 1% part number. The 1% is a better tolerance since it has a tighter resistance value. Figure 2 below is an example of a 1% part number. SIZE RC73A2A10R0FT SERIES NAME VALUE Figure 2: 1% Resistor Part Number There are several components to build a resistor part number. They are listed below: Components of a Resistor Part Number Series name Tolerance Size Resistance value Each of these parts is discussed below in detail: Series Name The first component of any SMEC part is the is the series name. The SMEC resistor series name is RC73. As you can see in Figure 1 and 2, both 5% and 1% resistors have the RC73 series. Tolerance The second component in the part number is the tolerance. As discussed earlier, there are two kinds of resistors. The 1% resistor and the 5% resistor. The difference between the two is that in the 5% resistor we use the alphabet L before the size and the alphabet J after the value. Whereas in a 1% resistor we use the alphabet A 10 Getting Started at SMEC-Inc

11 before the size and the alphabet F after the value. Hence an easy way to remember this is L goes with J and A goes with F. They are highlighted in red in Figures 1 and 2. Size The third component is the size. Resistors come in many sizes. The code for the size is the number 2 followed by an alphabet. Different alphabets denote different sizes. The various different sizes along with the power rating are mentioned in the table below. Therefore if description is 0805,1/10w the mark will be 2A, where as if wattage was 0.125w, then the mark would be 2D. Resistance Value Mark Size Power Rating 2Y W 2Z X/2C W/0.1W 2A/2D W/0.125W 2B/2E W/0.25W 2F/2G W/0.5W 2H/2I W/1W 3A W 3B W The last component is the resistance value. The resistance value of a resistor is always measured in ohms. In 5% resistors the resistance is always a three-digit code where as in 1% resistors the resistance value is always a four digit code. You can look up the corresponding codes to the different resistor values from the SMEC price catalog. Note The T at the end of the resistor part number denotes that it is packaged on Chapter 1: Building Part Numbers 11

12 tape and reel. Capacitor Part Numbers Like resistors, capacitors are also made up of several components. They are listed below. Components of a Capacitor Part Number Series name Voltage capacitance value Tolerance Size Temperature characteristics Figure 3 below is an example of a capacitor part number. Each of these components is discussed below. VOLTAGE TOLERANCE MCCE102J2NOT SIZE SERIES NAME VALUE TEMPERATURE CHARACTERISTICS Figure 3: Components of a Capacitor Part Number 12 Getting Started at SMEC-Inc

13 Series Name The first component in a capacitor part number is the series name. The series name for the SMEC capacitor is MCC. All SMEC capacitors start with MCC. Voltage The second component for the SMEC capacitor part number is the voltage. The voltage is denoted by a capital alphabet. The higher the voltage the better the part. For example a 50 volt part, is better than a 25 volt part. Shown in the table below is corresponding alphabet used for the different voltages. Voltage Alphabet 6.3V J 10V 16V 25V 35V 50V 100V 250V 500V 1KV 2KV 3KV 5KV B A C D E H I L Q V Y W Chapter 1: Building Part Numbers 13

14 Capacitance Value The third component of a capacitor part number is the capacitance value itself. The capacitance value is always a three-digit code in picoferites (pf). You can look up the matching three digit code for various capacitances from the SMEC price catalog. Tolerance The fourth component of a capacitor part number is the tolerance. The tolerance is denoted by a alphabet. The lower the tolerance the better the part. A 5% is a better part than 10%. Listed below are the different tolerances with their corresponding alphabets. Tolerance B Alphabet 0.1pF C 0.25pF D 0.5pF F 1% G 2% J 5% K 10% M 20% Z % 14 Getting Started at SMEC-Inc

15 Size The next component in the capacitor part number is the size. The size is denoted by a number. Listed below are the different sizes with their corresponding numeric code. Size Numeric Code Temperature Characteristic The last component in a capacitor part number is the temperature characteristic. This is denoted by an alphabet. Many customers may refer to this as the material or the dielectric as well. Below is a list of the various temperature characteristics available and their corresponding alphabets. Temperature Characteristics NPO X7R Z5U Y5V Alphabet O R U V Note The T at the end of the part number denotes that it is packaged on tape and reel. Chapter 1: Building Part Numbers 15

16 16 Getting Started at SMEC-Inc

17 CHAPTER 2 Creating a New Customer File In this section you will learn how to enter a new customer in SBT Pro-Series. You need to be careful while entering information in the customer file as other functions like the sales orders and invoices take the default information from the customer file. Follow the numbered instructions below to enter a new customer file. Adding a New Customer Select the Customer sub menu under the Maintain menu as shown in figure 1 below. Figure 1: Getting to the Customer File 17

18 A form like the one below in Figure 2 will pop up. 1 2 Figure 2: Customer File Form Enter the Customer ID Number in Customer ID field labeled 1 in figure 2. The customer ID number is a 3-character code with a number following it. If the customer name consists of three words, take first alphabet of each word and then add number 1 at the end. For example, if the customers name is The Boeing Company, then the Customer ID number would be TBC1. If the customer ID number TBC1 already exists then do TBC2. If the customer name consists of less than three words, then take the first three alphabets from the first name and add a number to it. Hence if the customer name was Avaant Manufacturing, then the customer ID number would be AVA1. Enter the company name in the Company field labelled 2 in figure 2. Important Always use the uppercase when entering data in the customer file 18 Getting Started at SMEC-Inc

19 Tabs in a Customer File. There are six tabs in a customer file. They are listed below: General Tab Details Tab Sales Tab Accounts Tab History Tab Notes Tab General Tab General customer information is entered under this tab. The general tab is depicted below in figure Figure 3: General Tab Follow the list below to enter data in the general tab: Enter the Customer Phone number in the Phone field labeled 1 in figure 3. Enter the Customers bill to address in the Address field labeled 2 in figure 3. Chapter 2: Creating a New Customer File 19

20 If the ship to address is different from the bill to address. Enter the ship to address in the Customer drop down menu labeled 11 in figure 3. Enter the city name in the City/St field labeled 3 in figure 3. Enter the zip code in the Zip field labeled 8 in figure 3. Enter the buyers address in the field labeled 4 in figure 3. Enter the customer s web site address in the Web Page field labeled 5 in figure 3. Enter the customers fax number in the Fax field labeled 6 in figure 3. Enter the buyer s name in the Contact field labeled 7 in figure 3. Enter the buyer s extension and title in the Title field labeled 10 in figure Getting Started at SMEC-Inc

21 Details Tab The details tab is shown in figure 4 below Figure 4: Details Tab Follow the steps below to fill out the details tab section of the customer file. Enter the kind of business the customer does, in the Industry tab labeled 1 in figure 4. Listed below are the industry codes to be entered for the various kinds of industries: Manufacturer- MFG OEM-OEM Distributor- DISTY Enter AC in the Misc Code field labeled 2 in figure 4. AC stands for an active customer. If a customer does not place an order with us for six months, they become non active and their Misc Code is changed to NA If the customer has a shipping account, enter the shipping account number in the Comment field labeled 3 in figure 4. If place permits and the customer is making any other special requests, these requests can be entered in the comment field too. Chapter 2: Creating a New Customer File 21

22 Sales Tab The sales tab is shown in figure 5 below: Figure 5: Sales Tab Follow the list below to enter information in the sales tab Enter the initials of the salesperson at SMEC who got this new customer in the Salesperson field labeled 1 in figure 5. This is used to calculate the sales commission. Enter the U.S. State that the customer is from in the Territory field labeled 2 in figure 5. For example if the customer was from Texas, then, the territory would be TX. If the customer is not from the U.S, enter OS in the territory field. If the customer is from Canada, enter CN in the territory field. Enter 0 in the Credit Limit field labeled 3 in figure 5. All new customers have 0 credit limit unless approved by accounting. Choose credit card from the scroll down list for Payment Terms labeled 4 in figure 5. Terms for all new customers is credit card unless approved by accounting. Important Ask all new customers to fax their bank and trade references so that accounting can set up terms for future orders. 22 Getting Started at SMEC-Inc

23 Accounts Tab The accounts tab is displayed below in figure 5. Click on the Use Defaults button. This tab is highlighted below. History Tab Figure 5:Accounts Tabs Click on the Keep History check box highlighted below in Figure 6. Figure 6: History Tab Chapter 2: Creating a New Customer File 23

24 Notes Tab This is the last tab in the customer file. You can enter any information relevant to the customer over here. For example, if there are multiple buyers in a company, enter their names, addresses and phone numbers in the notes tab. The notes tab is displayed below in figure 7. After entering information in all the tabs in the customer file. Click on the save icon labeled 2 in figure Figure 7: Notes Tab 24 Getting Started at SMEC-Inc

25 CHAPTER 3 Entering Sales Orders In this section you will learn how to enter a sales order. Sales orders need to entered for all purchase orders. Before entering Sales orders There are a couple of things you need to check for before entering a sales order. They are details regarding the part number and Customer information. Regarding Part Numbers Before entering the sales order, there are several details about the part the customer is ordering that we need to check. They are mentioned below. Make sure that you have built the correct part number Important Always match the description on the customer s purchase order to our description Check the quantity per reel on the particular part. Important Almost 90% of the time minimum order quantity (MOQ) is a reel. Check delivery status. If part is not in stock check if we have a purchase order scheduled to come in. If there are no purchase orders coming in find out the 25

26 lead-time from the purchasing manager. Check if the pricing on the purchase order is correct. Regarding Customer Information Like the part number we also need to know the following details about the customer. Know the customer ID number. You can get this information from the customer file. Important The Customer ID number is a 4 digit code. It is always 3 alphabets and a number. Know what payment terms the customer has with us. First orders always go Credit card. Know the method the customer wants parts to be shipped by. If the customer has a UPS or Fedex account number we charge shipping to their account. If they do not have a shipping account we add shipping charges to the invoice. Know the ship to address 26 Getting Started at SMEC-Inc

27 Entering Sales Order After you have checked the details regarding the part number and the customer information. You are now ready to enter sales orders.entering Sales orders consists of two forms. The Customer-Information form and the Part-Information form. Customer Information Form Follow the numbered instructions below to enter the customer-information form. 1 Select the Enter Sales Order sub menu under the Transaction menu and hit Enter, as shown in Figure 1 Below Figure 1: Getting to the Sales Order Form Chapter 3: Entering Sales Orders 27

28 A blank form with a sales order number (SO #) will appear as seen in figure 2 below Figure 2: Part-Information Form 2 Enter the 4-character (3 alphabets and 1 number) customer ID number in the Customer field labeled 1 in figure 2 The system automatically takes the bill to address and customer information from the customer file. You do not need to enter it. 3 Enter the Ship To address in the Ship To field labeled 3 in figure 2 The Ship to field labeled # 3 in figure 2 takes the default ship to address from the customer file. Select the ship to address from the list if it is different 4 Enter the shipping mode in the Ship Via field labeled 4 in figure 2 5 Enter ORIGIN in the FOB field labeled 5 in figure 2. Important FOB is always ORIGIN. If it is DESTINATION on customer s PO. Change to ORIGIN before confirming back the PO. 28 Getting Started at SMEC-Inc

29 6 Enter customer PO # in the PO Number field labeled 9 in figure 2 7 Enter 8.25% in the Tax Rate field labeled 8 in figure 2, if customer is taxable. Or leave at 0% if customer is not taxable. Important Taxable customers are customers in Texas who do not have a resale certificate. 8 Enter the SO# in the Order Reference field labeled 10 in figure 2 Important The order reference field is always the same as the SO # field labeled 2 in figure 2. 9 Enter the Terms Description labeled 7 in figure 2 The terms description field displays the default in the customer file. Change it in the Sales Order if required. Note All the other fields on this form do not need to be changed. they take the default information from the customer file. 10 Click the Line Item tab on the top left corner of the screen. Now the part-information form pops up. Chapter 3: Entering Sales Orders 29

30 Part-Information form Once you click on the Line Item tab, the part-information form pops up as seen in figure 3 below. Follow the numbered instructions below to enter the part-information form Figure 3: Part-Information Form 1 Enter the part number in the Item(line 1) field which is labeled 1 in figure 3 above. 2 Enter the Quantity ordered in the Qty Ordered field, labeled 2 in figure 3. Quantity is normally reel quantity or multiples of reel quantity. 3 Enter the price in the Price/Cost field labeled 3 in figure. 3 Pricing is always for a full reel and it is entered as pricing for a thousand pieces. 4 Enter the due date in the Req Date field labeled 4 in figure 3. 5 Enter Y in the Tax field labeled 7 in figure 3, if the customer is taxable.enter N 30 Getting Started at SMEC-Inc

31 in the Tax field labeled 7 in figure 3, if the customer is not taxable. Important Taxable customers are customers in the Texas region that do not have re-sale certificates 6 Enter the customer internal part number in parentheses before the item Description, labeled 5 in Figure 3. Leave just the part description if customer has no internal part number. 7 Click on the Save icon (Ctrl-S), labeled 6 in figure 3. The whole line item moves down and the Item (line 1) labeled # 1 in figure 3, changes to Item (line 2) 8 Repeat steps 1 to 7 if PO has more than one item. Once you are done entering all the line items on the PO, Click the Save icon, labeled 6 in figure 3 or hit Ctrl-S to save the entire Sales Order. Chapter 3: Entering Sales Orders 31

32 32 Getting Started at SMEC-Inc

33 Index A Address field 19 C Capacitor capacitance value 12 Components 12 Part Numbers 12 Series name 12 size 12 size number code 15 temperature characteristics 12 three digit capacitance code 14 voltage 12 voltage alphabet 13 capacitor tolerance alphabet code 15 City/St field 20 Comment field 21 Contact field 20 Creating a New Customer File 17 Credit Limit 22 Customer 4 digit code 26 field 28 ID Number 18 internal part number 31 Customer ID field 18 Customer sub-menu 17 Customer-Information form 27 D Default information 17 Description field 31 DESTINATION 28 E field 20 Enter Sales Order submenu 27 Entering Sales Orders 25 F Fax field 20 First orders 26 33

34 FOB field 28 I Industry tab 21 Item(line 1) field 30 K Keep History field 23 L Lead-time 26 Line Item tab 29 M Maintain menu 17 Misc. Code field 21 O Ohms 11 Order Reference field 29 ORIGIN 28 P Packaging 11 Part-Information form 27 Payment Terms field 22 Phone field 19 PO Number field 29 Power rating 11 Price/Cost field 30 Pricing 26 Purchase orders 25 Q Qty Ordered field 30 Quantity Per Reel 25 R Req Date field 30 Resale certificate. 29 Resistance code 11 Resistor 1% part number 10 5% part number 9 Alphabets used 10 Components 10 mark code 11 Part Numbers 9 resistance value 10 Series name 10 Size 10 Tolerance 10 tolerances 9 S Salesperson field 22 SBT Pro-Series 17 Ship to address 26 Ship To field 28 Ship Via field 28 Shipping account 26 T Tab Accounts 19 Details 19 General 19 History 19 Notes 19 Sales 19 Tax field 30 Tax Rate field 29 Taxable customers 31 Terms Description 29 34

35 Territory field 22 Title field 20 Tolerance Alphabet 14 Transaction menu 27 U Use Defaults field 23 W Wattage 11 Web Page field 20 Z Zip field 20 35

36 36

37 Chapter 2