SECONDARY PROCESSING

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2 The documentation in this publication is provided pursuant to a Sales and Licensing Contract for the Prophet 21 System entered into by and between Prophet 21 and the Purchaser to whom this documentation is provided ( License Agreement ). In addition, the licensed software to which this documentation refers may be supported in accordance with a customer support agreement by and between the same parties ( Support Agreement ). All warranties, conditions of use, transfer restrictions, and other provisions in the License Agreement or Support Agreement which are applicable to Licensed Software, are applicable to this publication. In addition, this publication may include inadvertent technical inaccuracies or typographical errors for which Prophet 21 is not responsible. Changes may be periodically made to this publication; these changes will be incorporated in new editions of the publication. Any questions about the material contained in the publication should be addressed to the Prophet 21 Customer Support Department at ITS-PR21. Nothing in this statement amends or extends the terms of your agreement with Prophet 21 including any warranties that may be included in our products. Warranties for such agreements are set forth in your agreement with Prophet 21. Improvements and/or changes to the Licensed Software described in this publication may be made by Prophet 21 at any time without notice. DOCUMENTATION CONVENTIONS The eyeglass symbol ( ) indicates a field on which you can browse. The star ( ) indicates the default for a field. To allow for the widest possible parameters when printing a report or performing a function, accept the defaults for all of the parameter fields. To accept the defaults, either escape through all the fields, or press [Enter] without specifying any values. Generally, samples in the documentation are shown using the default values. Start and End parameters define the limits to a range of information you will print on a report. If information does not appear on a report, it may be because the information was excluded from the Start, End range. For a detailed explanation on how maintenance screens function, refer to the Tour Guide manual. Use the search tool in Adobe Acrobat Reader 4.05c or higher to find which manual describes a specific module, job, or function. 5/27/04 Prophet 21 Acclaim Version 15 The Prophet 21 system and Prophet 21 Acclaim are registered trademarks, and Prophet 21 and ScratchPad are trademarks of Prophet 21. All other trademarks and registered trademarks are the property of their respective companies. ii

3 Table of Contents 1 INSTALLATION 7 2 SECONDARY PROCESING 11 Secondary Processing Main Menu 11 Stage Maintenance 13 Process Maintenance 15 Item Auto-Startup Processes 16 Start a Secondary Process 17 Print Secondary Process Documents 19 Print a Single Secondary Process Document 20 Scan for Secondary Process Documents 21 Reprint a Range of Secondary Process Documents 22 Sample: Secondary Processing Document 23 View/Process a Transaction 23 Viewing the Stage Detail Screen 27 Move Stock through a Process via Barcode 30 Normal/Barcode Scanner 31 RF Terminal 33 Search for a Raw or Processed Item 34 Example: Search Scan for Raw and Processed Items 35 Cancel a Secondary Process Transaction 35 Purge Secondary Process Transactions 37 Report and Journal Options 37 The User-Defined Stages Report 37 Sample: User-Defined Stages Report 38 The User-Defined Processes Report 39 Sample: User-Defined Processes Report 40 The Item Auto-Startup Process Listing 40 Sample: Item Auto-Startup Process Listing 41 iii

4 The Process Transaction Register 41 Sample: The Process Transaction Register 42 The Process Tracking Report 44 Sample: The Process Tracking Report 46 The Stage Tracking Report 47 Sample: The Stage Tracking Report 49 The Throughput Performance Report 49 Sample: The Throughput Performance Report 51 The Lost In Process Report 52 Sample: Lost In Process Report 53 Sample: Lost In Process Report showing Stage and Reason Code 53 The In-Process Inventory Value Report 54 Sample: In-Process Inventory Value Report 57 The Stock Confirmation Report 58 Sample: The Stock Confirmation Report 59 3 BROWSE 61 Item 61 Purchase Order 64 4 SYSTEM MODULES 66 Company 66 Inventory Control Company Options 68 Purchase 69 Stage PO Requirements Report 69 Sample: Stage PO Requirements Report 70 Create POs for Secondary Processing Stages 72 Selective Stage PO Generation 73 Automatic Stage PO Generation 75 Process Specific Vendors 76 Process a Range of Vendors 77 Starting a Secondary Process from Selective Purchasing 79 Stock Item Requirements, Purchasing, and Receiving 81 PO-Print 81 Printing and Reprinting Stage Purchase Orders 81 Sample: Stage Purchase Order 83 PO & Requisitions Register 84 Sample: PO & Requisitions Register 84 Exp-Purchase 85 View a Stage PO 86 Edit the Shipping Information on a Stage PO 89 Edit the Item Information on a Stage PO 91 iv

5 Cancel a Secondary Processing Purchase Order 93 Remove Completed Stage POs as of a Selected Date 95 Print an Open Stage PO Report 96 Material 99 Allocating Stock to a Secondary Process 99 Allocating Stock to an Existing Secondary Process Transaction 100 Sample: Material Receiving Document of a Regular Purchase order 101 Allocating Stock to a New Secondary Process Transaction 101 Receiving a Stage Purchase Order 102 Sample: Material Receiving Document of a Stage Purchase Order 107 Item Ledger 108 Viewing Item Ledger History 108 Print an Item Ledger History List 112 Sample: Item Ledger History List 116 Delete Item Ledger History 116 Quality-Control 116 Customer Order Monitor Report 116 Sample: Customer Order Monitor Report 117 Customer Revised Delivery Notices 117 Sample: Customer Revised Delivery Notice 118 Transfer Backorder Monitor Report 118 Sample: Transfer Backorder Monitor Report 118 Customer On-Time Delivery Performance Report 119 Sample: Customer On-Time Delivery Performance Report 119 Sample: Customer On-Time Delivery Performance Report with Totals 119 Vendor On-Time Delivery Report 120 Sample: Vendor On-Time Delivery Report 120 Sample: Vendor On-Time Delivery Report with Totals 121 Notepad 121 Stage PO Notepad Options 121 Stage PO Line-Item Notepad Options 123 Lot Numbers 124 Order 124 New Order 124 Add/Edit 125 Multiple Bin Numbers 125 Item Adjust 127 Starting the Transaction in Secondary Processing 127 Starting the Transaction in the Order Module 128 Overreceiving and Underreceiving of Stage POs 128 Lost Quantity and Confirmed Quantity on the Stock Adjustments Register 128 v

6 Sample: Stock Adjustments Register showing Lost Quantity 128 Sample: Stock Adjustments Register showing Confirmed Quantity 129 Inventory Movement 130 General Overview 130 Modifications 130 Value Added to Incomplete Processes Report 130 New System-Defined Cost Change Codes 132 Integrate Cost Change Codes and Report Entries into the Secondary Processing processes 132 Integrate Cost Change Codes into Material Receipt Reconciliation of Stage POs133 New entries on Inventory Balance Report to Record Value Added from Processes 133 Inventory Movement Company Option Change STARTING A PROCESS AND MOVING STOCK THROUGH STAGES 135 Starting a Process Transaction 135 Moving Stock through Stages of a Process 137 Confirming the Completion of the Finished Item 138 Processing Nonstock Items 138 Starting the Secondary Process in the Order Module 138 Starting the Secondary Process in the Purchase Module 140 Updating Moving Average Cost 142 vi

7 1 INSTALLATION To install the Secondary Processing package, you need the shipping paper that was sent by Prophet 21. This shipping paper contains a serial number that is used in a later step. Installing Secondary Processing requires that files be created and / or expanded. Prophet 21 recommends that you perform this installation at night or on the weekend. Due to file size and system configuration, we cannot offer an estimation of how long the installation will take. Caution! Before installing Secondary Processing make sure you have a total copy of your system. 1. Stop the system. 2. At the Utility Command, run the VERIFY command and the MISMATCH job to check the integrity of the files. For more information on these commands, refer to your Prophet 21 System Administration manual. 3. Turn all units offline. For more information on turning your units offline, refer to the System Administration manual. 4. Make a total copy of your system. For more information on creating a total copy, refer to the System Administration manual. 5. After the total copy is made, keep the system stopped and turn all units online. For more information on turning your units online, refer to the System Administration manual. 6. At the Utility Command, press [Esc] to access the Job prompt. 7. At the Job prompt, press [Enter] to log into the system. 8. At the jump to box, type PKG-INSTALL [Enter]. 7

8 1 INSTALLATION The following screen appears: 9. Enter the serial number that appears on the shipping paper you received from Prophet 21, and press [Enter]. A. If you enter the correct serial number, the following message appears: Proceed to Step 10. B. If you enter an incorrect serial number, the following message appears: If you receive the previous message, retype the serial number on your shipping paper. If you still receive the previous message after you retype the serial number, contact the Prophet 21 Inside Sales Department for assistance. If you receive the message in Step A after you retype the serial number, proceed to Step 10. Note: To suspend the installation of Secondary Processing, type [N] [Enter] when the system prompts you to run the INSTALL. When you are ready to resume the installation, type INSTALL [Enter] at the jump to box. 10. To install Secondary Processing, type [Y] [Enter]. The Secondary Processing installation screen appears. Your answers to the following profile questions help determine the size of the files that are being created. 8

9 1 INSTALLATION Number of Different Processes Different Stages % of Items to be Used as Raw Items Locations doing Secondary Processing Stages per Process (Average) Processes Started per Day (Average)... number of different processes run for your items.... number of different stages established for your processes.... percentage of your stock items that need further processing.... number of locations that have items to be processed.... average number of stages per process.... average number of process transactions entered daily. % More... percentage over the number value entered for the question. For example, if 100 processes are performed for your raw items, and you enter 10 in % More, the system calculates that you could have as many as 110 processes. The system creates the files with the added percentage value. Tracks... number of tracks that the system uses to enable each line-item. If a value is not displayed, the number of tracks could not be broken down for the individual line-item. The total number of tracks will include all tracks needed for installation. Fixed File Space... amount of space needed on the disk to install any fixed files created by the optional package. Minimum # of Tracks needed... number of free tracks that will be used to install this optional package. To edit any of the profile questions or values in the % More field, enter [1] at the Field prompt. The cursor jumps to 1a, % of Stock Items Tracked by Serial#. Press [Enter] until you ve accessed the field you want to edit, and then edit that field accordingly. 11. At the Field prompt, press [Enter]. 9

10 1 INSTALLATION A screen showing the units and the free tracks on each unit appears: 12. At the Enter Destination Unit # prompt, enter the destination unit that is to hold the Secondary Processing package. The destination unit must have a free track number that is larger than the value in the Minimum # of Tracks Needed on Destination Unit field. This value is the minimum number of tracks needed for installing Secondary Processing. 13. Press [Enter]. The system starts creating the files and job streams required to install Secondary Processing. 14. At the Utility Command, type GO to activate all terminals. You are now ready to use Secondary Processing. 10

11 2 Secondary Processing is designed for distributors who need to process material after it is received from the vendor and before it can be shipped to customers. Common examples of processing include inspection, plating, and packaging. Items can either be processed in-house or sent to an outside party for processing. A process consists of a series of stages. Raw stock moves through each stage and eventually results in a processed or finished item. The processed item may then be allocated to customer backorders, free stock, transfers, and blanket orders. MAIN MENU Stages This option allows you to define and maintain the stages within the various processes that are done to raw, or unprocessed, items. For more information on this feature, see page 13. Processes This option allows you to define and maintain the actual processes done to raw items. Processes are made up of the stages defined in the first option. For more information on this feature, see page

12 2 Item Auto-Startup Processes This option allows you to assign a secondary process to both the raw and finished items for automatic processing. When the raw item is received, a secondary process transaction is automatically created to start the processing of it into the finished item. For more information on this feature, see page 16. Start This option allows you to manually start a secondary process for a raw item to transform it into a processed one. There are other methods in the system to start a process automatically, but this option allows you to create a process at any time. More information on this feature is on page 17. Print This option is used to print the documents that display all information concerning each secondary process transaction. Basic statistics such as the transaction number, the movement through stages, and the incoming, outgoing, and lost quantities are displayed. For more information on this option, see page 19. View/Process This option allows you to move an item from one stage of processing to the next, view a transaction, or find the status of a raw or processed item in its various stages. This feature is explained in more detail on page 23. Move This option allows you to move an item from one stage to the next by barcode scanning. This menu option appears if you are enabled for the Barcoding optional package. For more information on this feature, see page 30. Search This option allows you to search for a particular item (either raw or processed) on open process transactions and on transactions which have been completed but not yet purged. More information on this feature can be found on page 34. Cancel This option cancels an existing secondary process transaction. For more information on this option, see page 35. Purge This option allows you to purge completed processes from the system. All processes with the entire quantity of the processed item confirmed and have a confirmed date within the date range specified will be deleted. This feature is explained in more detail starting on page 37. Report This option holds many reports and registers based on secondary processing. For a description of each listing, see the Reports and Journals section starting on page

13 2 STAGE MAINTENANCE Stages are maintained using the Stages option. Use this option to define and maintain stages which are used in different secondary processes. These stages, for example, may be defined for prepping, plating, quality inspection, and packaging. Code... unique code assigned to identify each stage within the process. Each stage record that is maintained has its own eight-character code to identify it. To edit or view an existing stage, type the appropriate stage code, or browse the available records and choose one from the list. To enter a new stage, create up to an eight-character code that will serve as an identifier for this stage. The system will prompt you to complete the empty fields in the record on this screen. To delete a stage, enter DE at the Field prompt where it displays DE to Delete. The following message appears: Proceed with Deletion? (Y N). Enter Y to delete the record; enter N to save it. Note: You cannot delete a stage if it exists within a process. Code is eight characters and holds numbers or letters. Name... the stage s name. This is the name that should identify this stage code. Name is 30 characters and holds numbers or letters. Description... the stage s description or definition. This field holds the complete description of the stage. Description is 30 characters and holds numbers and letters. 13

14 2 Est Time... the estimated number of days and hours that this stage takes for processing. This is an approximate number of days and hours the item will be in this stage of processing. To enter a day and hour value, you enter numeric values separated by D and H. For example, to enter an estimated time of three days, 4 hours, type 3D4H. Entering this will display 3DAY 4.00HR in this field. To enter an estimated time of two days, enter 2D. An estimated time of six hours is entered as 6H. Half-day processing can be entered as.5d and a number of hours will be displayed, depending on how your Working Day option is set in the Secondary Processing Company Options. For more information on the Working Day option, refer to page 68. Est Time can hold up to 999 days and the near-maximum number of hours as defined in the Working Day option. For example, if your Working Day value is set to nine hours, the maximum value for this field would be 999DAY 8.99HR. Vendor... the vendor that is responsible for this stage within the process. This field holds the vendor that is assigned to this stage within the secondary processing job. You must enter an existing vendor code in this field. Note: If this is an on-site stage, a specific vendor that represents your company should be entered into the vendor database so that it can be used for any on-site stage. Cost Basis... the costing standard for this stage. Define how this stage should be costed. You will enter one of the choices that are displayed: Η LBS - Use to cost the stage by the number of pounds that are processed. UNIT Use to cost the stage by the number of units of the item that are processed. PKG - Use to cost the stage by the number of packages that are processed. If this choice is selected, a Qty Per Package field will be displayed for you to enter the number of items that make up the package. Cost Per... the cost value of the selected cost basis. This field holds the cost value of the selected cost basis. In the example screen, 2.00 is entered in this field, which represents that this stage has a cost basis of $2.00 per pound of the item. Cost Per holds up to 10 numbers, which includes four digits to the right of the decimal. The largest value that this field can hold is Cost Minimum... the minimum cost placed on the purchase order for this stage. This field ties to the PO Needed field. If PO Needed is set to Y, the cost placed into Cost Minimum will be the minimum cost of the purchase order generated for this stage. Enter a value here only if PO Needed is set to Y. Cost Minimum holds up to 10 numbers, which includes four digits to the right of the decimal. The largest value that this field can hold is

15 2 PO Needed... determines whether or not a purchase order is to be created to the vendor when this stage is started. A stage purchase order is a purchase order made to fulfill the requirements of a stage within a processing transaction. Usually a stage PO is created if the raw item must go to another vendor for processing. This PO tracks the time and cost needed by the raw item to go through this processing stage. Η Y - A purchase order requirement is generated to the vendor for the appropriate quantity of the raw item at the time this stage is started. Once stock is moved into this stage, a purchase order requirement is generated. N - No purchase order requirement will be generated when stock is moved into this stage. Allow Partials... determines whether or not stock may move to the next stage in incomplete quantities. Η Y - Stock can be moved in partial quantities to the next processing stage. N - The total quantity of the item will be kept together and will be moved to the next processing step as a whole. PROCESS MAINTENANCE The Processes option is used to define and maintain the secondary processes. A process is made up of one or more stages, that were described in the Stage Maintenance section. 15

16 2 Code... unique code assigned to identify each process. Each process record that is maintained has its own eight-character code to identify it. To edit or view an existing process, type the appropriate process code, or browse the available records and choose one from the list. To enter a new process, create up to an eight-character code that will serve as an identifier for this process. The system will prompt you to complete the empty fields in the record on this screen. To delete a process, enter DE at the Field prompt where it displays DE to Delete. The following message displays: Proceed with Deletion? (Y N). Enter Y to delete the record; enter N to save it. Note: You cannot delete a process if it exists on open transactions. Code is eight characters and holds numbers or letters. Name... the name of the process. This is the name that should identify this process code. Name is 30 characters and holds numbers or letters. Description... the process description or definition. This field holds the complete description of the process. Description is 30 characters and holds numbers and letters. Stage 1 to Stage the stage code(s) assigned to this process. These fields are used to link one or more stages to this process. Either enter an existing stage or create a new one to be placed into this process. To add an existing stage, type the appropriate stage code, or the available records and choose one from the list. To add a new stage, enter N for New Stage. The Stage Maintenance screen appears. Create up to an eight-character code that will serve as an identifier for the stage. The system will prompt you to complete the empty fields in the record on this screen. For more information on creating a new stage, see page 13. Stage 1 to Stage 99 hold up to 8 characters which can consist of numbers and letters. ITEM AUTO-STARTUP PROCESSES The Item Auto-Startup Processes option is used to assign a secondary process to both the raw and finished items for automatic processing. When the raw item is received, a secondary process transaction is automatically created. This starts the process of transforming the raw item into the finished one. 16

17 2 Raw Item... identifies the raw item by its item code. Enter the item code of the raw item, or browse on the items that already exist in the system and select one. Process to Start... identifies the secondary process that will start automatically, upon receipt of the raw item. Enter the process code of the secondary process that should be performed on the raw item. Enter the code or browse on the process codes that already exist in the system and select one. Processed Item... identifies the finished, or processed item by its item code. Enter the item code of the finished item, or browse on the items that already exist in the system and select one. Entering, editing, and deleting of item auto-startup processes are accomplished through this option. To enter a record, simply enter the information in the above three fields and press [Enter] at the Field prompt. If editing an auto-startup process, you cannot edit the raw item code. The system will not allow you to access the Raw Item field. To edit a record, enter the raw item code and the rest of the record will be displayed. You are allowed to edit the process field and the processed item code only. To delete an auto-startup process, enter the raw item code and the rest of the record will be displayed. Enter DE at the Field prompt to delete the record from the system. START A SECONDARY PROCESS There are several situations when the system will automatically create secondary processes of raw items to transform them into processed ones. These situations occur at material receiving, customer order entry, and purchase order entry. However, there will be times when you need to manually create, or start, a secondary process. The Start option will provide that ability for you. The following information describes the option to manually create a secondary process. Automatically starting a secondary process transaction is described on page

18 2 Raw Item... the item code that identifies the item before processing is begun. This field holds the item code of the unprocessed item. You need to enter an item that already exists within the item database. Do this by typing the appropriate code, or browse the available records and choose one from the list. Description 1 and 2 of the item are displayed. Note: You cannot use a raw item that has been assigned an auto-startup process. If this type of item is chosen for the raw item of a manual startup process, the system displays, Item has autostartup process!! Cannot use as raw item. Processed Item... the item code that identifies the item after processing. This is the item code of the processed item. The item code must already exist within the item database. Description 1 and 2 of the item are displayed. Note: The processed item and the raw item cannot be the same. Location... the location where the stock is stored and where secondary processing is taking place. This field holds the location of the raw item, the location from where stage purchase orders are generated, and the location that receives the processed item. In other words, the same location ID is used for all secondary processing steps. You must enter a location code that already exists within the system. Quantity... the quantity of the item to be processed. Quantity holds up to 10 numbers, which includes two digits to the right of the decimal. The largest value that this field can hold is Enter a value in terms of eaches. Note: The system displays the current free stock of the raw item to the right of the quantity entered. If there is not enough free stock to fill the requirements of this secondary process transaction, the system displays a message that the raw item has been placed on backorder. The full quantity needed for this transaction is created as a backorder requirement in the Purchase module. 18

19 2 Process... the secondary process that will be performed to the raw item to transform it into the processed item. This field identifies the secondary process that will be performed. You can enter a secondary process that already exists within the system, or you can enter a new process by typing N for New Process. The system displays the Enter a New Process screen for you to complete the fields and add the new process to the system. For more information on entering new processes, see page 15. Process Name... the name of the secondary process. Process Name holds up to 30 characters, which can include numbers and letters. It will be automatically displayed once the process code is entered. Stage 1 to Stage the stage code(s) assigned to this process. These fields are used to display the stages linked to this process. You can add other existing stages or new stages to this process. To add an existing stage, type the appropriate stage code, or browse the available records and choose one from the list. To add a new stage, enter N for New Stage. The Stage Maintenance screen appears. Create up to an eight-character code that will serve as an identifier for the stage. The system will prompt you to complete the empty fields in the record on this screen. For more information on creating a new stage, see page 13. When [Enter] is pressed at the Field prompt, the system assigns and displays a Secondary Process Transaction number. Note: If any of the stages in the process require a stage purchase order to be made, the following message will appear before a transaction number is assigned: Pressing [Enter] at this message displays the secondary process transaction number. PRINT SECONDARY PROCESS DOCUMENTS When choosing the option to Print, the following menu appears: Print... prints a single secondary process document. For more information on this feature, refer to the next section. 19

20 2 Scan... prints multiple secondary process documents from a continuous printing scan. For more information on this option, refer to page 21. Reprint... reprints a range of secondary process documents. For more information on this feature, refer to page 22. All of these options either print or reprint secondary process documents. A secondary process document displays all information concerning each process transaction. The document displays the process transaction number, the raw and finished items, bin numbers and their quantities (if applicable), the original quantity to be processed, the location at which the stock and process are located, the secondary process to be performed, the stage from and to which stock moved, and each stage within the process. A stage is listed by its code, description and the quantity in, quantity out, quantity lost, the estimated date of completion, the expected date of completion, and the start and end dates. A sample document is shown on page 23. A document will print when a process has started and will display the quantity of the item which was allocated to the first stage. Every time stock is moved from one stage to another, a document may be printed indicating the stock movement. A new page will print for each secondary process. When a process transaction is entered into the system, a record is added to the Process Transaction Register. Once the register is cleared, the specific documents may still be printed or reprinted, providing they are not yet purged from the system, although stage activity detail is lost. Any new stock movement between stages of open transactions that occurs after the register is cleared, will appear on the Secondary Process Document when it s printed or reprinted. Note: For information on purging completed processing transactions from the system, see page 37. PRINT A SINGLE SECONDARY PROCESS DOCUMENT The option to Print (a single secondary process document) prints single documents and is done by manually specifying a secondary process transaction number. Using this method, a specific document can be printed, and the system will not require that the transaction be on the Process Transaction Register. Note: Stock movement between stages is recorded by the Process Transaction Register, but the base information of the document (raw item, finished item, location, process, total quantity) comes from the open transaction file. If this open transaction is not on the Transaction Register, the base information will still print on a secondary processing document, but any movement of stock recorded by the Transaction Register will be missing. For more information on the Process Transaction Register, refer to page 41. After choosing this option and directing the output to a printer, the Print a Single Secondary Process Document parameter screen is displayed: 20

21 2 Transaction #... the number that identifies an existing secondary process transaction. Enter the number of a transaction that has already been started. The transaction number identifies the link between the unprocessed item, the secondary process to be performed, and the finished item. You will need to know the transaction number for entering it into this field. If you are unsure of the number, use the View/Process a Transaction option to determine which transaction number should be used. For an explanation of this feature, see page 23. After entering the transaction number, the secondary processing document prints. See page 23 for a sample. SCAN FOR SECONDARY PROCESS DOCUMENTS The Scan is used for printing multiple documents from a continuous scan. It is also good for printing a document for any new processing transaction that is entered into the system. The scan searches for new documents as soon as it s set up and continually searches for new ones until you disable it. It works similarly to the shipping paper scan in the Ship module. Note: This scan will print only those process transactions that are new on the Process Transaction Register, or have had stock movement since the last time the Process Transaction Register was cleared. Any transaction cleared from the register, and entered in the scan range, will not print. For more information on the Process Transaction Register, refer to page 41. After choosing this option and selecting a printer, the following parameter screen appears: Transaction #s Start/End... specifies the range of the processing documents to print. Start and End define the limits to a range of secondary processing documents that will print. Specify limits with transaction numbers. Any number that is outside the range will not be printed. To allow the widest parameters, press [Esc] through the parameters as is seen in the above example. 21

22 2 Processed Item Code: Start/End... the unique code that identifies a finished (processed) item code. Start and End define the limits to a range of secondary processing documents that will print. Specify limits with transaction numbers. Any number that is outside the range will not be printed. To allow the widest parameters, press [Esc] through the parameters as is seen in the above example. Options... determines what type of document will print. Η A - Prints the documents for secondary processes that have just started. B - Prints only those documents where stock has moved or where stock has been confirmed. C - Prints only those documents where stock has been moved to the first stage of the process, caused by either the initial entry of the transaction, or the filling of a backorder. D - Prints documents for all three prior choices - those where processes have started, and those where either stock has moved or been confirmed. After pressing [Enter] at the Field prompt, the secondary processing document(s) prints. See page 23 for a sample. REPRINT A RANGE OF SECONDARY PROCESS DOCUMENTS The Reprint (a range of secondary process documents) option allows you to reprint previously printed documents. Note: Reprinting a range prints only those process transactions that are new (and already printed) on the Process Transaction Register, or have had stock movement since the last time the Process Transaction Register was cleared. Any transaction cleared from the register, and entered in the range, will not reprint. After choosing this option and directing the output to a printer, the Reprint a Range of Secondary Processing Documents parameter screen is displayed: Transaction #s Start/End... specifies the range of the processing documents to print. Start and End define the limits to a range of secondary processing documents that will reprint. Specify limits with transaction numbers. Any number that is outside the range will not be reprinted. To allow the widest parameters, press [Esc] through the parameters as is seen in the above example. Note: A document will not reprint from a range once the transaction has been cleared from the Process Transaction Register. However, it can be reprinted if another entry for the transaction, caused by stock movement, has been recorded on the transaction register since it was cleared. Documents that have been previously printed will reprint if they fall within the specified range of transaction numbers. 22

23 2 SAMPLE: DOCUMENT VIEW/PROCESS A TRANSACTION The View/Process option has many features. You can view a specific process transaction, move an item from one stage to another within a process, report on lost stock, return stock to a prior stage determine the status of a raw or processed item, and confirm that the finished item is ready. When you select this option, the system will prompt you for a process transaction number. This is the number assigned to a secondary process once it is started in the system. When the number is entered, the stage summary screen appears: 23

24 2 Transaction #... identifies the number of the existing secondary process. To view a secondary process transaction, enter its transaction number in this field. Note: To scan on transaction numbers, be sure to enter a number that fills out the whole field. For example, if you think that your transaction number is , but aren t sure, enter in to start the scan in a range closer to your actual transaction number. Process... the process code and name that are assigned to this transaction number. Processed Item Raw Item... the item code of the processed, or finished, item that is assigned to this transaction.... the item code of the raw item that is assigned to this transaction. Total Qty... the total number of raw items originally assigned to this transaction. Lost... the total quantity that has been lost during processing. The lost value displays the quantity of raw items that are lost or damaged during processing. These items cannot be used for allocating to customer orders or free stock, and are itemadjusted, or deducted, from the total quantity of the processed item immediately. For more information on reporting lost stock, refer to page 25. Exp. Date... the expected date and time of completion of the last stage in the process. This is a more accurate date than the Estimated Date in the following field, since it is updated constantly by any stock movement between stages. This date is determined by taking the most recent start date that stock moved into any stage of this process, adding the estimated days and hours that this stage will take, and adding the number of estimated days and hours for all following stages. 24

25 2 Est. Date... the estimated date of process completion at the time the process was first started. The Estimated Date is never updated by the system. You can use this as a comparison to the Expected Date to see what delays occurred for any stage in the process. Location... this location tracks the raw and processed items, and, if applicable, the generation of purchase orders for specific stages within the process. Free... the number of raw items that are currently in free stock. Alloc... the number of raw items that are currently allocated to customer orders. On PO... the number of raw items that are currently on purchase order and due to come in. On BO... the number of raw items that are currently on backorder. Stg#... shows the order or sequence of the stages assigned to this process. Stage Name... the name of the stage. Description... the full description or definition of the stage. Quantity... the number of raw items currently within this stage. At the bottom of the stage summary screen, several options provide more information on specific areas of the process transaction. You can also change stages and move stock between stages: # - View Stage Details... will show the details of the specific stage within this process. Enter the number of the stage at the Option prompt of which you need to view details. To see a sample of the stage detail screen, turn to page 27. Report Lost Stock... will allow you to enter lost stock quantities for any stage within the process that does not require a purchase order (the PO-NEEDED field in the stage record is set to N). Press [R] to report lost stock. A Stock lost in stage seq# field appears. Enter the stage number that lost the stock. The stage detail screen appears. A Quantity Lost field appears for you to enter the quantity in eaches. If you have the Quality Management optional package enabled, a Lost stock reason code field appears. You can enter a specific code number or browse on the available reason codes and select one. After entering a code, the system returns to the stage summary screen where all the stages are displayed. The quantity is decremented from the In Quantity field and increments the Lost Quantity column. If you go back to view details of the affected stage, the quantities in each column should reflect the change and the weight will be adjusted accordingly. 25

26 2 Note: You will not be able to report lost stock in this way for any stage that requires a stage purchase order (the PO-NEEDED field in the stage record is set to Y). Instead, you report lost stock by receiving the material in the MATERIAL module. For example, let s say that 500 of the raw item are placed on a stage PO. Because of damage, only 480 are received. In the MATERIAL module, you receive the 480 and say Y to Consider Complete. The 20 that were damaged will be considered lost by the system. If the Quality Management optional package is enabled, you are prompted to enter a reason code. Move Stock... will allow you to manually move stock from one stage to the next. Press [M] to move stock. A Move stock from stage# field appears for you to enter the source stage from which the stock will move. The stage detail screen appears. Quantity to move is displayed for you to enter the quantity in eaches. After entering a number, the system returns to the screen where all stages are displayed. The quantity is decremented from the source stage and has incremented the destination stage. If you view details of each stage, the quantities in each one should reflect the change and the weight will be adjusted accordingly. You will be able to move stock from stage to stage in this manner as long as the stage you are moving stock from does not require a stage purchase order to be made. Notes: If you try to move the item into the next stage and the current stage requires a PO to be created (the PO Needed field in the Stage record is set to Y), a message will be displayed: Create stage PO in Purchase for this stage. Press [Enter] to leave this section, and go on to generate a stage purchase order. For more information on creating stage purchase orders, refer to page 72. If you move an item from a stage into one that requires a stage purchase order, the message Stage PO requirement generated. Use PURCHASE to create Stage PO is displayed. 26

27 2 Add/Insert a Stage... will allow you to manually add a stage into the existing process transaction. Press [A] to add or insert a new stage into the secondary process. The A dd or insert before seq# field displays. Enter the number of the stage you wish to add at the end, or enter a stage number that will drop down so that you new stage will be inserted before it. After entering a number, a Stage Code field appears for you to enter a stage code or browse on the available records and select one to be placed into this field. The code is then added in the proper sequence and the system returns to the viewing screen. Notes: If this process transaction has been started and stock has already been moved to another stage, you can only add or insert stages that come after the stage that is processing the raw item. Once stock has moved through a stage or is within that stage, you cannot add or insert any stage before that stage. If a transaction has been started, and a stage needs to be added at the end, use the insert option to add two stages before the current last stage, and then delete the last stage. For example, the last two stages of a transaction are for plating and inspection. A new last packaging stage has to be added. To accomplish this, insert a stage between the plating and inspection stages and add two stages -- the inspection stage again, and then the packaging stage. Then delete the last stage, which has become the second inspection stage. This is how packaging would become the last stage of an already-started process transaction. Page Down... will allow you to page down through the stage screens if there are more than ten assigned to this process. Press [P] to page down through the stages if there are multiple screens of stage codes. Delete a Stage... will allow you to delete an individual stage from the existing process transaction. Press [D] to delete a stage from the secondary process transaction. The Delete stage seq# field displays. Enter the number of the stage that you wish to delete. Note: If the transaction has been started, and stock has been moved to a stage, only those stages that come after the stage currently holding stock can be deleted. VIEWING THE STAGE DETAIL SCREEN When selecting the View Stage Details option by entering the stage number, the stage details show on the bottom half of the screen. All the information from the stage maintenance record and the in, out, lost, and remaining quantity values are displayed. The sequence of the stage is shown with the stage code and description. The vendor is displayed by vendor number and vendor code. The cost basis, its cost per the unit of your choice, the minimum cost for the stage and its extended cost are shown. The Estimated and Expected Dates of this stage appear, and the estimated number of days and hours that this stage will take to complete. Lag Time, which is the number of days and hours that are added due to delays in processing, appears and can be edited when needed. Use Lag Time to aid in determining a more accurate Expected Date. For more information on editing Lag Time, refer to page

28 2 The different quantities are described as follows: In... the quantity of raw items currently within this stage of processing. The number of items is shown in quantity of eaches. This is the number of items currently allocated, or moved into this stage. The Weight of the items, in pounds, is also displayed. Out... the quantity of raw items that has already left this stage of processing. The number of items is shown in quantity of eaches. This is the number of items that have left this stage and have gone on to the next one, if applicable. The Weight of the items, in pounds, is also displayed. Lost... the quantity of raw items that has been lost by this stage of processing. The number of items is shown in quantity of eaches. This is the number of items that have been lost, or damaged, in this stage of processing. This quantity will be removed from the total quantity that started this process. The Weight of the items, in pounds, is also displayed. Remaining... the quantity of raw items that still has to move into this stage for processing. The number of items is shown in quantities of eaches. This number makes up the remaining balance of items that still must be processed through this stage. The Weight of the items, in pounds, is also displayed. The View Stage Details screen also has options to provide you with flexibility in reviewing and editing information concerning the various stages. From reviewing one stage, you can go on to view another stage, report lost stock for the stage you re reviewing, move stock from this stage to another one, and edit the lag time of this item. 28

29 2 N for Next Stage... moves to review the next stage within this process. Pressing [N] for Next Stage brings up the next stage for your review. You see the same detailed information that you saw for the prior stage. # for Viewing Stage Details... entering a stage number brings up any stage of your choice for review. By actually entering a stage number at the Option prompt, you can go on to view another stage within this process. This helps if you need to view a stage that is out of sequential order in relation to the stage you are currently reviewing. R for Reporting Lost Stock... enter a quantity of stock lost or damaged from this stage. Pressing [R] for Report Lost Stock allows you to enter a lost quantity relating to this stage. A Quantity lost field comes up for you to enter a quantity (in eaches) that was lost during this stage. If the Quality Management optional package is enabled, a Lost stock reason code field then appears for you to answer why this stock was lost. M for Move Stock... allows you to move stock from this stage to the next one. Pressing [M] for Move Stock allows you to transfer quantities of the raw item to the next stage of processing. A Quantity to move field appears for you to enter the amount, in eaches, that is ready to leave this stage. If the whole quantity can be moved, press [Esc] to enter that number into this field. If you are at the last stage in the process, and the processed item is now complete, this option will move the item to fill customer orders, add to free stock, etc. This is the confirmation step of the process transaction, which completes the transaction. When this option is chosen, a Quantity to confirm field will display. Once you enter the quantity, the system will bring up the material allocation screen where the processed item can now be allocated to backorders, blanket orders, free stock, transfers, etc. If the Lot Number optional package is enabled, lot number posting is done at this time. Once you re done allocating the stock, the system returns to the stage summary screen. A confirmation date is now displayed in the upper right corner for this process and the transaction is considered closed. For information on how the item s moving average cost would be updated by the confirmation of a process transaction, see page 142. Note: If a mistake is made in the quantity of stock moved, go to the stage in which the stock is now located, and use this Move Stock option to enter a negative quantity to return some or all of the stock to the prior stage. P for Previous Stage... allows you to review the prior stage to the one you re currently viewing. Pressing [P] for Previous Stage allows you to review the previous stage. The system brings up the stage that is immediately prior to the one you are currently viewing. Once the first stage is reached within the process, this option is no longer valid. 29