SAGE ACCPAC. Sage Accpac ERP. Lot Tracking 5.5A. Update Notice

SAGE ACCPAC Sage Accpac ERP Lot Tracking 5.5A Update Notice

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Contents Requirements...1 Lot Tracking Documentation...1 Before Installing Lot Tracking 5.5...2 Installing Lot Tracking 5.5...3 Changes in Lot Tracking 5.5...3 Using Project & Job Costing?...3 Inventory Control Internal Usage...4 Changes in Lot Tracking 5.3B...5 Kitting Item Support in Order Entry...5 Modified Order Entry Interface...9 Changes to Security Permissions...10 Allow Negative Lot Quantities...10 Update Notice i

Sage Accpac Options Lot Tracking Update Notice This update notice outlines the enhancements and additions in version 5.5 of Sage Accpac Lot Tracking, and describes how to install and activate this update. Important note for current Order Entry 5.1/Lot Tracking 5.1 users If you are using version 5.1A of Lot Tracking and are planning to convert your data to Lot Tracking 5.5 with Order Entry 5.5A, and you allow quantities shipped on orders in Order Entry 5.1A, you have to either 1) invoice your quantities shipped on orders or 2) reverse your shipment before you run the Order Entry conversion. Otherwise, your lot number information for the shipped quantities will be lost after you convert your Order Entry data to 5.5. Requirements Lot Tracking 5.5A requires: System Manager 5.5A Inventory Control 5.5A Lot Tracking Documentation The Sage Accpac ERP 5.5 DVD includes the following Lot Tracking 5.5 documentation in the \DOCS folder: Sage Accpac Lot Tracking Update Notice. Sage Accpac Lot Tracking User Guide. Update Notice 1

Before Installing Lot Tracking 5.5 When you install Lot Tracking, you also install the following documents in the \DOCS folder where Sage Accpac ERP programs are installed (for example, Sage Software\Sage Accpac\DOCS\): README.wri contains specialized information about the program. LT55aeng.chm the online help file that you access from open Lot Tracking forms. Before Installing Lot Tracking 5.5 Before installing the Lot Tracking update, take the following steps: Always perform backups. Back up any customized reports and forms, as well as your accounting data, including the shared data files in the SITE, USER, and COMPANY directories. Get Activation Code. Before installing the Lot Tracking upgrade, you should get your program activation code from Sage Software, Inc. Read System Manager Update Notice. For more information about installing and activating Sage Accpac ERP programs, and for getting activation codes, read the System Manager Update Notice and the System Manager Administrator Guide. Install Order Entry 5.5 and Purchase Orders 5.5. Lot Tracking 5.5 integrates with Order Entry 5.5 and Purchase Orders 5.5. Install System Manager. You must install and activate System Manager 5.5 before activating Lot Tracking 5.5. Warning! If you are running a version of Lot Tracking prior to 4.2A, you cannot upgrade directly to version 5.5. You must first upgrade to each version beyond your version, and only then install this upgrade. 2 Sage Accpac Lot Tracking

Installing Lot Tracking 5.5 Installing Lot Tracking 5.5 Refer to the System Manager 5.5 Update Notice for information about: System requirements. Compatibility with prior versions. Installation and activation instructions, including what you need to do before and after installation, as well as the exact order in which to activate Sage Accpac ERP applications. Changes in Lot Tracking 5.5 Version 5.5 of Lot Tracking now works with Project and Job Costing and includes Inventory Control enhancements. Users can now track lot items that are used in projects and jobs. Lot items used in Inventory Control for internal usage can now be tracked after lot numbers are entered in the transaction. If you use Sage Accpac Project and Job Costing with your company data, you can track lotted inventory items that you process using the Material Usage and Material Returns forms. Please see the Project and Job Costing online help for detailed procedures on using lotted items in projects. Using Project & Job Costing? If you are using Lot Tracking with Project and Job Costing, note the following points: If an item is lotted, you cannot enter it in job related Purchase Orders transactions. Instead, you must enter the item in P/O as non job related to put the item in inventory. You can then use the Material Usage form in PJC 5.5 to take the item out of Update Notice 3

Changes in Lot Tracking 5.5 inventory and put it to the job. PJC 5.5 Material Usage does handle lots properly; however, it means that you need to do two transactions to get an item to a job. You cannot use the Adjustments form in PJC 5.5 to move unused lotted items back into inventory. Instead, you must use the Material Return form to move items back into inventory. Inventory Control Internal Usage When using lotted items for internal use, lot numbers can be recorded using the Internal Usage form in Inventory Control. To record internal usage of a lotted item: 1. Start Inventory Control and select Inventory Control > I/C Transactions > Internal Usage to display the I/C Internal Usage form. 2. Process the usage as usual, providing details in the header area such as usage date, description and the employee who will be using the item. 3. Enter a quantity for the item being used internally. If the lot number allocation form does not appear automatically, click the zoom button in the Quantity column. 4. Use the lot number form to enter or generate the lot number(s). 5. Click Save, then click Close to return to the I/C Internal Usage form. 6. Post the transaction. Please see the Inventory Control online help for detailed procedures on processing internal usage transactions. 4 Sage Accpac Lot Tracking

Changes in Lot Tracking 5.3B Changes in Lot Tracking 5.3B The following sections explain changes introduced in Lot Tracking 5.3B. Kitting Item Support in Order Entry If you have been using the Kitting Items function in Order Entry, you can use Lot Tracking to assign lot numbers to components during O/E Orders, Shipments, and Credit/Debit Notes transaction entry. The steps involve creating a master kitting item, adding components to the kit, and then assigning lot numbers to the components you want tracked. To create a master kit: 1. Open the I/C Items form, then enter an item number and description for the new master kit. (For example, you could create a master kit item with the description Desk Accessories that will ultimately include a box of pens, a box of highlighters, a box of paper clips, a stapler and staples.) 2. Click the Finder in the Account Set Code field, and choose a user specified code. 3. Clear the Stock Item option. 4. Select the Kitting Item option. 5. Use Finders to select entries in the other fields and on the other tabs, just as you would for any item. 6. Save the item (it is your master kitting item). You now add components to the master kit. Update Notice 5

Changes in Lot Tracking 5.3B To add components to the master kit: Not all items that are in a kit need to be given lot numbers; only those that require tracking. 1. Open the Item Defaults form in L/T Setup, use the Finder to select each kit component in the Item Number field, select the option, Lot Number?, and click Save. (This step allows lot numbers to be allocated to kit components.) 2. Repeat for each item that will be a component of the kit. Kitting Items 3. Open Kitting Items. (The icon is located in the I/C Items folder.) 4. Use the Finder to select the master kit you created. Go button 5. Assign a number in the Kitting Number field, enter a description, then click the Go button. 6. Enter a Comment if necessary, and, if this kit will be the master item for all the kits you create, select the Use as Default option. 7. In the grid, use the Finder in the Component Item Number column to select components for this kit, then enter quantities and the unit cost for each. 8. Click Add to add this Kitting Item, then click Close. 9. Perform Day End Processing. After creating kits, you assign lot numbers to the components that are being tracked. To assign lot numbers to components in a kit: The following directions are the procedures for an Order; the steps are the same for Shipments and Credit/Debit Notes. 1. Open the Order Entry form. 2. Select the New button for a new order, then fill out the header details. 6 Sage Accpac Lot Tracking

Changes in Lot Tracking 5.3B 3. In the Item field in the detail grid, choose the master kitting item. 4. Tab to the Kit/BOM field and if a Kit code did not appear automatically for the item you chose in step 3, use the Finder to select a code. 5. Tab to the Quantity Ordered field, enter an amount, then press Tab. The Kitting Components form appears, as shown below: Zoom buttons to open lot number allocation forms 6. View the column labeled Lotted. Lotted column An item with Yes, in the Lotted column indicates that the component item should be assigned a lot number. If the entry is No, it means the component does not need a lot number. 7. Click the Zoom button in the Quantity Ordered field for an item that displays Yes in the Lotted column. Update Notice 7

Changes in Lot Tracking 5.3B Lot Number allocation form The lot number allocation form appears. (It does not appear if you click the Zoom button of items with No in the Lotted column.) 8. Allocate lot numbers for the quantity of items ordered on this line, then click Close to return to the Kitting Components form. 9. Click the Zoom button in the Quantity Shipped field for the same component to allocate lot numbers for items that have been shipped. 10. Repeat steps 7 to 9 for each item with Yes in the Lotted column. 11. Close the Kitting Components form, then continue with the Order, and post it. 8 Sage Accpac Lot Tracking

Changes in Lot Tracking 5.3B Before running Day End processing, you can print the kit component items on credit notes, picking slips, order confirmations, and invoices as shown below. Select Print Kit Component Items The components are listed underneath the master kit description: Components Modified Order Entry Interface The Order Entry interface has been modified to allow kitting item support. Thus, after you install Lot Tracking 5.3B, you must install the latest service pack of Order Entry 5.3. (Do not install the O/E service pack before installing LT5.3B.) If you do not install the latest O/E service pack after installing Lot Tracking 5.3B, the Order Entry UIs that appear will not be compatible with LT5.3B. Update Notice 9

Changes in Lot Tracking 5.3B Changes to Security Permissions Please see Chapter 5 in the Lot Tracking User Guide for a full list of Lot Tracking security rights. Contact your administrator to change your security permissions. Allow Negative Lot Quantities The Settings tab of the L/T Options form now includes an option that allows negative lot quantities in all Inventory Control, Order Entry, and Purchase Orders transactions that use lots. Negative lot quantities are also now allowed in Lot Tracking Shipments and Lot Tracking Receipts. 10 Sage Accpac Lot Tracking