Shop SystemTM Virtual Training Workbook Order Entry Professional Edition www.shoptech.com
Objectives During this session we will consider the various elements of Order Entry Company Maintenance Settings Entering and Processing Orders Editing Orders Impact of Packing Lists & Customer Returns Related Reports Company Maintenance Settings System Company Maintenance Edit Order Entry Tab Job Number Creation Order + Item No Suggested method Creates direct relationship between order & job Sequential System generated based on next number Jobs tracked independently with no relationship to order Free Form Manually entered on each job Must maintain unique values Order Entry Settings Automatically Add New Parts to Database Checked, part automatically added to database Could lead to unwanted parts Automatically Post Parts Checked, system attempts to fill material requirements from on hand quantities during order processing Able to use Automatically Rob From Stock Job option Unchecked, system created requirements even if material is available to post during order processing Items when considering Automatically Post Parts Are parts made in advance to pull from inventory Is material purchased to stock Importance of closely controlling when material is posted to jobs and by whom Importance of having ability to rob from stock job to fulfill new customer jobs Exercise #1: Disable Option to Automatically Post Parts System Company Maintenance Edit Order Entry Tab Disable option to Automatically Post Parts Disable option to Automatically Rob From Stock Job to save & close 1
Creating Customer Orders Multiple sources for new orders: Quotes Use search button on top All quotes display regardless of status Will populate all customer information Pulls first sales quantity amount on quote, but can edit Defined Part Numbers Use search button on bottom to access parts table Existing Orders Use Copy button on main screen Can make changes accordingly on new order Customer Returns Order Number Rework jobs Overall record containing customer information Job Number Individual line items on each order Contains details of work to be done on each part Production related record containing BOM, Routing, Outside Services and Pricing information Assigned after processing order using option selected under company maintenance Orders can contain up to 399 jobs including subassemblies Part Number can be present as multiple jobs on same order Line Item Due Date defaults to today s date, can edit If edited before populating grid, all line items inherit same due date P.O. Number is customer s purchase order number Searchable field Priority indicates importance of job Pulls from customer code if none, will default to 50, can edit Higher the number, more important the job Job Number is assigned when order is processed using Job Number Creation method selected under Company Maintenance Information on Header tab pulls from customer code Can edit without affecting customer s defaults Comments pulls from quote if that s the source record, can edit Prints on sales order acknowledgement, packing list and AR invoice Production related information is located in each line item details Routing details provide information that prints on job traveler Editing routing will not impact underlying estimate Job Notes pull from part notes if present and prints on traveler, can edit Miscellaneous Tooling Charge is not dependent on quantity When processing order, system behavior based on company maintenance settings regarding Automatically Post Parts Disabled system creates job requirements and taken back to order search grid Enabled would see Line Item Quantity Specification screen (material allocation options) 2
Exercise #2: Create Order from a Quote Header Tab Click Search button on top Select Quote Number = 2190 Select Part Number = 782202 Click Yes on prompt regarding quote being expired P.O. Number = BTC002 Qty. Ordered = 1000 Due Date = End of next month Sales ID = BOB Access Part Number details by selecting Part Number field and right clicking Change Work Center for step 10 to CNC LATHE Change Setup Time for step 10 to 1.75 H Change Cycle Time for step 10 to 300 P Select Work Center and right click to access details for step 10 Increase Labor Rate to $18.00 to save & close Work Center details Line Item Detail Tab Job Notes Tab Miscellaneous Tooling Charge = $100.00 Miscellaneous Tooling Description = Setup and Processing Charge Job Notes = Customer requires certificates for each container to save & close production details Exercise #3: Create Order from a Quote Undefined Part Click Search button on top Select Quote Number = 2193 Select Part Number = 1B278-P Click Yes on prompt regarding quote being expired Qty. Ordered = 300 Due Date = 4 weeks from today Access Part Number details by selecting Part Number field and right clicking Add the following Routing Step 10: Work Center = CNC LATHE Operation = TURN ROUGH Setup Time = 45.00 M Cycle Time = 5.00 M Step 20: Work Center = CNC LATHE Operation = TURN FINISH Setup Time = 15.00 M Cycle Time = 6.00 M Step 30: Work Center = CLEANING Operation = CLEANING Setup Time = 00.00 M Cycle Time = 2.00 M to save & close production details Answer Yes to prompt regarding credit limit 3
Releases vs. Production Runs Releases represent shipment schedule, when parts are expected to ship Releases screen accessed through Qty. Ordered field details Can have multiple shipments on a single job, just not on same date if it is the same release type Release Types: Customer parts expected to ship to customer Stock parts are being placed into inventory. Default release type for subassemblies Cancel used to cancel shipments. Canceling shipments will not recalculate job requirements Regardless of the amount of releases created, there will only be 1 job For production purposes, it only matters how many line items are present on order, not how many releases System assumes all parts are being manufactured at the same time and shipped at different intervals If parts are to be made at different times, create multiple jobs for same part number When deciding whether to create multiple releases or add another job, 3 things will need to be taken into consideration: Material when is it required, when will it be paid for, where will it be stored Work In Process material considered part of WIP once is posted to a job as opposed to inventory summary Scheduling system assumes al parts are being made at the same time for a given job What is the most accurate view of load on work centers? Can create multiple releases of same type using release calculator Releases can be edited once they are created High Volume Blanket Orders Blanket orders are created when customer orders large amount of items to be produced and delivered over an extended period of time Create first job to record original order Quantity ordered is the full amount Due Date is the date the last shipment is expected to be delivered Order is processed to assign a job number and then edited Remove all material requirements so no material will be posted to job Remove routing so job will not be placed into production This creates a shell job that will be used to ship against as items are made Used to track production and bill against As customer requests deliveries, create separate job for quantity requested Change release type to stock so it will not add to quantity and dollar value Once completed, ship to stock Ship items to customer against original job pulling items from stock, reduces quantity open As customer provides additional delivery details, process is repeated for the appropriate quantities and dates 4
Exercise #4: Create Order from a Quote with Multiple Releases Click Search Select Quote Number = 2191 Select Part Number = 782202 Answer Yes to prompt regarding expired quote Release 1 Qty. Ordered = 700 Due Date = 3 weeks from today Release 2 Qty. Ordered = 300 Due Date = 5 weeks from today to save & close releases screen On next available line enter Part Number = 782202 Click Calculate Releases Release Type = Customer Release Start Date = 2 months from today Release Quantity = 500 Number of Copies = 3 Recurrence Unit = Monthly Intervals = 1 and Yes to prompt to create releases to save & close releases screen Exercise #5: Create Blanket Order from Quote Click Search Select Quote Number = 2191 Select Part Number = 782202 Answer Yes to prompt regarding expired quote Qty. Ordered = 50,000 Due Date = 2 years from today Select order just created Click Edit Click Nut and Bolt Remove all material requirements to save & close job requirements screen Access production details by selecting Part Number field and right clicking Remove all routing to save & close production details 5
Create job for first 10,000 units Enter Part Number = 782202 Release Type = Stock Release Quantity = 10,000 Due Date = 3 months from today to save & close releases screen Create job for second 10,000 units Enter Part Number = 782202 Release Type = Stock Release Quantity = 10,000 Due Date = 5 months from today to save & close releases screen Subassemblies Manufactured parts used on Bill of Material of other manufactured parts Carry own production related information Subassembly jobs are created for unfilled requirements of manufactured parts Due dates for subassemblies calculated by system System tracks sub-master job relationship Subassemblies default to stock release Customer related records do not display subassembly information Exercise #6: Create Order with Subassemblies Select Customer Code = FUTURE Click Search button on bottom left Select Part Number = 425-26AC Qty. Ordered = 100 Due Date = 2 weeks from today Select order just created from main screen Click Edit Review subassembly jobs created to close 6
Editing Jobs Jobs can be edited at any point once they are processed Routing & Line Item Details Job Requirements ( not available until job is processed) Releases Dates Quantities Job Requirements will not recalculate. Best option is to un process the order if possible Un-Processing Orders Un-processing resets the order Cannot un-process if any job on the order has production related activity Purchase Order Packing List Time Ticket Miscellaneous Job Costs Exception: material posted to job from inventory will not prevent un-processing, will be returned to stock Editing Job Requirements Can make changes to Work Center as long as no time has been entered against the specific step Can add steps freely at any time Reset values to increments of 10 with Renumber button Print Job Traveler to reflect updated information: Order Navigator Pane Forms & Labels Update Sales Tab Increase Quantity Add another Job to the order for the additional parts needed after the production process has begun Process job so work can begin Can add a release at any time System will not recalculate material requirements Will need to add requirements manually Decreasing Quantity Multiple options available for reducing quantities Cancel all open releases at one time Cancel all releases associated with specific job Cancel specific releases or partial release Job requirements are not recalculated when quantities are manually changed without un-processing Job On Hold If production needs to stop temporarily on a job, can place job on hold When job is placed on hold: Cannot use PC Data Collection to start job Cannot create purchase order from job requirements Subassemblies cannot be placed on hold Place master job on hold and all subassemblies will then be placed on hold 7
Exercise #7: Increase Quantity Ordered Orders Orders Customer wants to add an additional 1,000 pieces of part number 782202 to original order Click Search all Select Order Number = 7185 Click Edit Click Un-process (will not allow) Add new job to order Enter Part Number = 782202 Qty. Ordered = 1,000 Due Date = 1 week after existing job for part number 782202 to save & close Exercise #8: Decrease Quantity Ordered Orders Orders Customer wants to cancel 500 pieces of part number 782202 Click Search all Select Order Number = 7185 Click Edit Select last job for Part Number = 782202 Click Delete (unable to delete job) Answer No to prompt Select Qty. Ordered field and right click to access releases screen Release 1 Reduce quantity to 500 Answer Yes to prompt regarding splitting remaining quantity of 500 onto its own release Release 2 Change release type to Stock to save & exit releases screen to save & close Stock Jobs & Robbing From Stock Jobs Release Type determines whether a job (or release) is destined for inventory Do not have to make a dedicated stock order Can add a stock release on a customer order Requirements to rob from stock job (release) : Option to Automatically Rob From Stock Jobs is enable in Company Maintenance Requires option to Automatically Post Parts to be enabled Due Date of the stock job must be equal to or prior to the due date of the customer job Can only rob master parts System tracks connection between manufacturing job and destination job 8
Exercise #9: Create Stock Job Customer Code = STOCK Part Number = 782203 Qty. Ordered = 2,000 Due Date = 3 weeks from today Release Type = STOCK to save & exit releases screen to save & close Exercise #10: Create Customer Order to Rob from Stock Release System Company Maintenance Edit Order Entry Tab Select Automatically Post Part Select Automatically Rob From Stock Job to save & close Customer Code = ALPHA Part Number = 782203 Qty. Ordered = 400 Due Date = 4 weeks from today Line Item Quantity Specification Screen to accept quantity to post from stock job Packing Lists Packing lists are created to: Ship items to customers Place items into stock Items made for stock display in on hand quantities once packing list is processed Roll subassemblies and associated costs to master job Job closes when full quantity ordered is shipped (or cancelled) Remains open if shipping partial quantity Assumes all items are being shipped by default Can edit packing list to over ship or under ship Option to ship items together or in separate containers Subassemblies must be included for costs to roll to master job Listed as quantity to stock Will not display on printed packing list, only on the record for tracking purposes 9
Under Shipping Exercise #11: Create Packing List Orders Shipments New Click Search all Select Order Number = 7189 Select Job Number = 7189-01 Quantity to Customer = 900 to save & exit details screen to save & close Over Shipping Orders Shipments New Click Search all Select Order Number = 7189 Select Job Number = 7189-01 Quantity to Customer = 110 to save & exit details screen to save & close Customer Returns Used to track the disposition of returned parts if not using Quality Module Created from Packing Lists System assumes all parts shipped are being returned Use Zero Out Grid to remove assumptions Can be used to reopen original order by creating a rework job System launches Order Entry when return is processed if any items are marked as rework Cost of rework added back to original job Exercise #12: Create Customer Return Orders Customer Rework/Returns New Click Search all Select Packing List Number = 5553 Select Job Number = 7178-02 Click Zero Out Grid 10
Return Creation Tab Issued By = 106 Mike Williams Return Issue Date = Today s date Reason For Return = Customer stated scratches found on several parts Receiving Tab Received By = 101 Sam Philips Received Date = Today s date Receiving Comments = Received 10 parts to be reworked QC/Inspection Tab Inspected By = 113 Tom Rains Inspection Date = Today s date QC Comments = Parts will be reworked to remove scratches Details Tab Qty. Returned = 10 Qty. To Rework = 10 Access production details by selecting Part Number field and right clicking Delete Routing Steps Enter new routing Step 10 = DEBURR Setup Time = 0.00 H Cycle Time = 2.00 M Step 20 = INSPECTION Setup Time = 0.00 H Cycle Time = 2.00 M to save & exit production screen On Line Item Specification Screen delete all material requirements On customer return click OK to save & close Order Entry Documents & Reports Order Entry Documents Located under Orders Print Option Traveler: Information provided to shop floor for production purposes Can include bar codes to speed up clock in and clock out process Work Order: Provides summary of job with no sales price information Acknowledgement: Summary of work to be performed Designed to provide to customer Job Label: Bar coded label that can be include with packing list Reports & Summaries Job Schedule provides list of all open jobs Will not display dollar values Good report for production department to use Backlog Summary provides list of jobs with items not shipped on original packing list Only customer releases display, no stock Displays dollar values Good report for sales department to use 11
Order Entry Summary provides list all open orders, both stock and customer Includes unprocessed orders Displays dollar values Shipping Summary provides list of all packing lists created Can filter to show open and/or closed packing lists Does not display dollar values Contact Information Sales: 800-525-2143 Support: 800-677-9640 support@shoptech.com training@shoptech.com 12