The PRO-MAIL Business Management Solution Production Control System Users Guide

Transcription

1 The PRO-MAIL Business Management Solution Production Control System Users Guide Provided by Software Marketing Associates, Inc.

2 Production Control System Users Guide 2005 Software Marketing Associates, Inc. All rights reserved. This publication may only be reproduced by and for customers of Software Marketing Associates, Inc., 2080 Silas Deane Highway, Rocky Hill, CT Printed: September 4, 2007 in Rocky Hill, CT Reproductions are allowed for Internal Use Only Disclaimer: Software Marketing Associates, Inc. makes no representation or warranties with respect to the contents of this publication and specifically disclaims any implied warranties or merchantability or fitness for any particular purpose. Data for this document was generated from a sample database and may not represent realistic results. Even though an effort is made to keep this publication up to date, due to report enhancements and new screen layouts this publication may not represent the most current system patch. In addition, Software Marketing Associates, Inc. reserves the right to revise this publication without obligation to notify any person of revision to this publication.

3 Contents Introduction System Platform System Relationship Project Management System (PMS) Production Control System (PCS) Warehouse Management System (WMS) Order Management System (OMS) ProMail Management System (PMA) Helpful Hints Accessing the Production Control System MyJob Active Job List MyJob Screen Review Job Packages Drops List Planning Work Tickets Request Inventory Update Task Status Production Status Postage Mailing Statements Standard and First Class 37 Consolidated Statements 41 PS Form Record Postage Usage Postage Instrument Transfers Postage Instruments Adjustments Our Postmaster Checks Record Our Check Brought to Postmaster Client Postmaster Checks Inventory Request Job Inventory Request Inventory via Work Ticket Receive Outgoing Products Recording Time Time Entry by Work Ticket Enter Time by Employee Enter Time by Employee by Work Ticket Production Control System Users Guide i

4 Enter Time by Machine Barcode Time Entry Barcoded Employee ID Tags 76 Barcoded Employee Roles 77 Machine Barcode Listing 78 Down Time Code Barcode Listing 79 Recording Time-Barcode Update Task Status Production Status Expense Recording Recording Expenses Set-Up the PCS System Information Operations Synchronize Departments and Operations Work Center Set-Up Calendar Set-Up and Scheduled Breaks Production Staging Areas Work Centers Related Work Centers Machine Set-Up Machine Classes and Types Machines Employee Set-Up Roles Employees Postage Set-Up Postmasters Our Postage Instruments Beginning Balances Expense Set-Up Expense Types Supplier Set-Up ii The PRO-MAIL Solution

5 Preface About Us Software Marketing Associates, Inc., (SMA) has been working with printers, direct mailers, and fulfillment service providers for over 20 years. Industry specific experience enables SMA to create comprehensive software solutions that meet the needs of its licensees. From order processing to inventory control and pick, pack and ship, the PRO-MAIL Fulfillment Solution helps manage fulfillment service projects quickly and accurately. The PRO-MAIL Fulfillment Solution handles a wide variety of projects including literature fulfillment, premium fulfillment and credit card fulfillment. Powerful online capabilities offer timely order information to customers and real-time inventory information to service providers and their clients. Best of all, the system can be customized without programming! Conventions Table 1: Conventions Used in This Document Item Tip: Note: Caution: For More Info: Bold Meaning A hint that helps make a step easier or more efficient. Note is used for significant information. Caution is used to warn users of potential mistakes. For More Info directs readers to additional sources of information. Bold in procedural steps indicates what to select. Production Control System Users Guide iii

6 Table 1: Conventions Used in This Document Steps Screen Definition Example Chapter Topics Section Topics Inventory Functions > Valuation > Value Receipts. (required) (read only) (optional) Item Meaning Step-by-step procedures. Indicates a screenshot followed by a list of field descriptions. An example that further illustrates a concept. A list of topics found in the chapter. A list of topics found in the section. Menu commands are shown in the following manner: Menu Name > Menu Command > Extended Menu Command. A field that must contain data in order for the application to save the record. A display-only field for which the information is generated by the application. You cannot edit a read-only field. A field that you can complete, but is not necessary in order for the application to save the record. Commands Table 2: Command Buttons Used in the System iv Save Submit Submit Checked Another New Click this button to save information. Click this button to save information and to complete transactions. Click this button to save selected information to the table. Most often found on search screens. Click this button to save the information and to create another entry in the table. Click this button to add a new item to the table. The PRO-MAIL Solution

7 Table 2: Command Buttons Used in the System Delete Remove Browse or Browse Images View Preview More Search Back Cancel List View Return to Lookup Insert Click this button to remove a line from the table. This button may be dimmed if the item is in use elsewhere in the application. Click this button to remove a line from the table. This button may be dimmed if the item is in use elsewhere in the application. Click this button to search your directory for files or images. Click this button to see a pre-view of the image or file you selected. Click this button to see a pre-view of the image or file you selected. Click this button to add more lines to a table. Click this button to search for information stored in the databases. Click this button to return to the previous screen without saving information in a new record. Click this button to return to the previous screen without saving information in a new record. Click this button to return to the list of entries in a particular table without saving information in a new record. Click this button to return to the previous screen without writing information to a table. Click this button to add a line to a table between two existing lines. Additional Support Software Marketing Associates, Inc., offers online documentation, classroom training and support through the online Issue System. Production Control System Users Guide v

8 Downloading / Ordering Documentation Documentation is available on the Licensed User Corner of our Web site. Visit our Web site, at Click on Licensed User Corner > Licensee Support System > Documentation. If you do not have a Login or Password for the Licensed User Corner you may request one on the Login Screen of the Licensee Support System. You can download PDF versions of the documentation free of charge. You can also order printed documentation for a fee. Classroom Training We offer a variety of introductory and advanced classes for our Business Management Solution and Fulfillment Solution software. Visit our Web site at for class schedules and registration information. Consulting Services Consulting Services are available to you if you require more of a hands-on approach to problem solving. Experienced Software Marketing Associates, Inc., consultants are available to assist you in tailoring solutions to your particular environments. Contact Software Marketing Associates, Inc., for more information about this service. Technical Support Software Marketing Associates, Inc., provides Web-based technical support for our products to ensure that you issues are resolved quickly and accurately. Web-based support using our online Issue System provides a means where you can ask questions, request enhancements and report problems. For support visit our Web site at vi The PRO-MAIL Solution

9 1 Introduction Company s day-to-day activities are driven by PRO-MAIL Business Management Solution (BMS) application. This comprehensive Customer Relation Management (CRM) direct mail application provides accuracy, consistency, and accountability throughout its project management system, production control system, and warehouse management system that interacts as one powerful tool. It provides secured on-line communications, job statistics, the ability to record and schedule client actions and matters, secured logon, real-time inventory, and methods to increase efficiency throughout the company. This chapter is intended to familiarize you with system-wide concepts and help you gain a better understanding of standard features in the PRO-MAIL Business Management Solution. Production Control System Users Guide 1

10 System Platform System Platform PRO-MAIL Version 5 is the first of a new generation of systems from Software Marketing Associates, Inc. (SMA). It utilizes advances state of the art system tools that provide numerous benefits to you and your clients. The PRO-MAIL Version 5 Project Management System is a browser-based N-Tier application developed with the latest tools including ASP, HTML, and Visual Basic. The diagram above illustrates two different types of workstation PC s utilized in PRO-MAIL Version 5. The primary workstation is the Client PC workstation that uses the Web browser to run the client side of the PRO-MAIL System. This is where the transactions and inquiries with the server are initiated. A second workstation can be utilized to take advantage of the ability to scan in product images (or bring in pre-scanned images or images from a digital camera into the PRO-MAIL system.) One of the benefits of doing this is these images can be set up to be viewed on Travel Tickets via the PRO-MAIL System inquiry screen and even accessed via the Web. The Scanning Workstation PC requires the Visual Basic program because of the scanning activity involved. 2 The PRO-MAIL System

11 Introduction System Relationship Project Management System (PMS) This is the heart of the Business Management Solution. The PMS is where the Administrative staff logs into to create clients, client locations, client contacts, vendors, projects, quotes, and jobs. From within the PMS you may also schedule and record actions for clients, create products, create purchase orders for outside purchases, create postage requests to request postage in advance before mailing the job, and perform daily bookkeeping tasks such as postage transfers, postmaster check processing, invoicing, receivables, view aging/journals, payables, and postage liability transactions. Client Relations Management Requests for Quotes (RFQ) Quotes Project and Job Specifications Project and Job Tracking Inventory Production Control System Users Guide 3

12 System Relationship Postage Accounting Purchasing Invoicing Accounts Receivable Accounts Payable Collections Production Control System (PCS) The PCS controls and manages Production activities. Work Load Planning and Scheduling is a powerful tool for production managers to use to meet client expectations. List Planning, Drops, and Mailing Statements are created within each job. Accurate mail piece counts through list planning provides exact quantities to record book quantities. inventory counts used to complete the job, and the ability to record accurate postage usage. Within the PCS you may also record job expenses related to each job that may be included on your client invoice. The PCS is part of the Warehouse Management System (WMS). My Job Work Load Planning Scheduling List Planning Drops Mailing Statements Request Postmaster Checks Detailed Work Tickets for Work Center Tasks Request Inventory Shop Floor Data Capture Employee Time Tracking Job Expenses Record Postage Usage Job Costing Management Reporting 4 The PRO-MAIL System

13 Introduction Warehouse Management System (WMS) The WMS controls and manages all warehouse activities. During receipt of inventory you can receive inventory using weight verification or by regular receipt off of the shipping document. Logical Warehouse Management Inventory on-hand balances, reserved, on order, and shipped Weight Verification Bulletproof Inventory Control Product Inquiries and Histories Detail Reporting (Historical, Real-Time) Integrates with Wireless Technology for barcoding and scanning Order Management System (OMS) The OMS is part of the PRO-MAIL Fulfillment Solution. The OMS provides frontend processing for ordering via the web. You manage separate OMS s for each client. If you have the PRO-MAIL Fulfillment Solution and Business Management Solution you can create a shared OMS to interact with the Project Management System (PMS). ProMail Management System (PMA) The PMS controls internal personnel access for System Users. Captures and displays key system information. Production Control System Users Guide 5

14 System Relationship 6 The PRO-MAIL System

15 Introduction Helpful Hints Refresh Button: The Refresh button on your browser is used to ensure that you are seeing the most current data displayed on your desktop. Either the Refresh Button on your IE toolbar or the Refresh option seen when right-clicking your mouse can be used to refresh your screen. Back Button: Using the Back Button while completing a transaction is NOT recommended. Idle Time: Date Picker: If no activity takes place on your screen within a designated time frame, the system will automatically time out and ask you to log in again. This is a security feature to minimize the possibility of someone else accessing the system using your user id. Version 5 utilizes Microsoft s Date Picker feature to facilitate entering dates. This feature is optional. You may use your keyboard to enter a date with a valid format Search Tools: Version 5 provides tools to facilitate the search process for both inquiries and transactions. Utilizing the Selection Search criteria enables you to narrow your search. Depending on the screen you are in, the system will display specific search criteria. Production Control System Users Guide 7

16 System Relationship Wild Card Search: Typing Business Manage followed by the % key and clicking Search results in the system returning all Client Id s or Company Names containing Business Manage. Partial Name Search String: Multiple Sessions: Contact Links: When searching descriptions or names instead of Id s, you can use any word (or a portion of the word) in the description. For example, typing Business Manage in the Company Name search field and then clicking Search results in the system displaying all Clients with business manage appearing anywhere in the company name. Another feature in Version 5 is the ability to be working in several applications at the same time. Not only can you have several sessions open within the Project Management System, but you can also have other desktop applications opened at the same time. Contacts are displayed in most Project Management screens as hyperlinks. click any contact link to bring up the Record Actions screen for that contact. 8 The PRO-MAIL System

17 Introduction Brings you to: Client Relations Personnel Links: Client Relations Personnel are displayed in most Project Management screens as hyperlinks to the Schedule Actions screen. Click any client relations link to schedule an action for that person. Production Control System Users Guide 9

18 System Relationship Brings you to: Zoom In Feature: In most tables in PRO-MAIL Version 5, hover over the entry and click to drill in to details about the entry. Web URL Links: The client s Web URL appears as a hyperlink to their Website. 10 The PRO-MAIL System

19 Introduction Accessing the Production Control System Access to the production control system is granted in pma. Production access to the Warehouse Management database can be granted either as a Production Administrator or as a Production Worker. A Production Administrator has access to all screens in the Production System. Production Workder do not have access to the set-up features. In PMA, Choose User Classes. In PMA > Users > User Classes Click the appropriate user class or create a new one. On the line item for the warehouse database, select the applicable Access Type and click Submit. User s requiring access to warehouse functions and production functions but chooses to keep the menus separate will need to be set up with two user names and assigning a user class access type to each user name. User s requiring access to warehouse functions and production functions and desire to use the merged menus will assign that particular User Class Access Type: WMS/Production. Production Control System Users Guide 11

20 Business Management Solution Users Guide 12 Introduction

21 2 MyJob The MyJob provides an in-depth look into all back-end aspects of a job. In the MyJob screen, you can set tasks tracking level and dependencies, view/edit packages and drops, show/hide inventory and list(s), plan and track the evolution of an incoming list through list planning, evaluate and modify/add/delete tasks, print/reprint work tickets, update a task s status, and review the job s overall progress. This chapter is intended to familiarize you with the MyJob screens. By the end of this chapter, you should be able to do all the things required to move a job through your production shop floor. There are two menu views to access the Production Control System. Single Production Control System Environment: Dual Warehouse Mangement and Production Control System Menus: Production Control System Users Guide 13

22 Active Job List Active Job List You can search for jobs based on whether the job status is Finished, Inprocess, Interrupted, Unapproved or Completed. Finished: Finished jobs are jobs where all of the tasks in the job are finished. Inprocess: Inprocess jobs are jobs that have been committed and a task is either in process or finished. Recording usage or posting a mailing statement for a job will also change to the status of a job to Inprocess. Interrupted: Interrupted jobs are jobs that has temporarily or permanently placed on hold. Unapproved: Unapproved jobs are jobs that have not yet been reviewed and approved in the PCS by the Production Manager. Completed: Completed jobs are jobs that have been billed. In PCS, Choose > My Job If using WMS/Production combined menus In PCS, Choose Jobs Prod > My Job 14 The PRO-MAIL System

23 MyJob Select Job Status to include in your search by placing a Check in the box next to the appropriate status or enter the Job Id in the search box. Click Search. From the above search for each job you can readily view the First Mail Date, Preliminary Quantities, Inventory/List status, and the status of work within your Critical Work Centers. Statuses for Work Centers can be O, I, or F. O - Open. Work has not yet begun for task. I - Inprocess. Tasks where time has been recorded against the task, but there are more pieces left to produce. F - Finished. Tasks that have been manually changed to finished or where at least 98% of the pieces have been produced. Production Control System Users Guide 15

24 MyJob Screen MyJob Screen Review Job Click Review Job Tab. Section 1 - Job Information This section displays inquiry fields for the basic job information. 16 The PRO-MAIL System

25 MyJob Section 2 - Show inventory Clicking this button will expand the screen to display an overview for all products used within the job. To see a more detailed inquiry screen for a particular product, hoover over the product line and click to bring up the inquiry screen for this product. Section 3 - Show Lists Clicking this button will expand the screen to display all of the LIsts used in the job. Note the inquiry screen below shows the main incoming list. Our lists have not been processed through the List Planning step (later in this chapter). Once lists have gone through List Planning, this screen will reflect that process. Section 4 - Job Status This inquiry field provides information about relevant dates, ready statuses, etc. Section 5 - Task Information The Task Information section lists each task along with important information relating to the work that needs to be completed. Work Center: The Department/Work Center ID and Description for each task is displayed in this column. Production Control System Users Guide 17

26 MyJob Screen Item/Title/Desc: Instructions for each task (created in PMS) are displayed in this column. Designator: This is an alpha character used for organizing tasks in a job. Each task is assigned its own designator. Status: This is the status of each task. Task Statuses are: Open - Work has not begun for this task. Inprocess - Time and/or counts have been entered against the task, but more time and/or counts need to be entered. Finished - At least 98% of the pieces for the task have been produced. Preliminary Count: This is the piece count for the task as it comes over from the PMS. Book Count: This is the piece count after List Planning and Package updates have been entered. Scheduled Completion Date: This is the deadline date in which the task must be completed. Ready Date: This is the date that all materials will be available to start the task. Ready: This signifies that all materials are available to start the task. Tracking Level: You can track a task by Task, Package, Drop, or Package/Drop. If a package is associated with a task, you MUST track by Package or Package/Drop in order to pull inventory via work ticket. Production Notes: These are notes that the job reviewer enters for the tasks. These notes are for PCS use. They do not affect the job in the PMS. Click Modify to review or make changes to a task (an UnEvaluated Task will be sent to the PMS). Click Insert to add a new task (an UnEvaluated Task will be sent to the PMS). Click Yes to resequence task order. 18 The PRO-MAIL System

27 MyJob Note the buttons at the bottom of the screen. After reviewing a task, you may Delete the task, Modify the task, or Split the task into two or more tasks. Production Control System Users Guide 19

28 MyJob Screen We will click Modify Task. Note that the information on the screen displays the way the task was created. Changes are allowed to most fields. From this screen you can change operations, add lists, packages, products in, and/or products out. A new field on the page is Billing Options. Billing Options: The changes you make to the task may or may not change the way the task should be billed. Ultimately that decision should be made by the Client Relations person assigned to this job in the PMS. Select Billable, Do Not Bill, or Bill if you Can. When you save the modified task, this information is transferred back to the PMS as an UnEvaluated Task that will appear in red within the job. A change order is also sent back to the client relations personnel assigned to this job. The Client Relations person assigned to the job will determine whether or not to bill for the changes. Click Save Changes to save changes made to task. Next we will split the Folding task. Click Modify Task. 20 The PRO-MAIL System

29 MyJob Click Split Task. As you can see the Folding Task is not split into two tasks. Make any modifications necessary. Click Save. Production Control System Users Guide 21

30 MyJob Screen Packages A package is the finished item for the job. A package may be defined by selecting products from a grid or including all products defined in the job. Packages are defined in the PMS. In the PCS you must enter the actual weight of the package. Enter Actual Weight of package. Click Update Packages. 22 The PRO-MAIL System

31 MyJob Drops Within the MyJob screen, you can define drops for each job. Click Drops. Click New Drop - If there is a need to create more than one drop for this job. Click Single Drop - If there will only be one drop for this job. Production Control System Users Guide 23

32 MyJob Screen Drop ID: Enter a Drop ID or click Auto to have the system assign a sequential id. Class of Mail: Select a Class of Mail from the drop-down list. Mail Date: Enter date mail should drop. Post Office of Mailing: Enter Post Office of Mailing. Release Sooner: Check box, if the mail is ready to go ahead of the scheduled drop date. Type of Postage: Select the appropriate type of postage for this drop by checking the box next to the postage type text (Permit Imprint, Precanceled Stamps, Metered) Permit: Select Permit from drop-down list. Entry Discounts: Select the appropriate discounts applicable to drop (None, BMC, SCF, DDU). Special Services: Check box if applicable Special Services apply to drop. 1st Inhome: When is the first date this mail piece should arrive at homes? Last Inhome: When is the last date this mail piece can arrive at homes? Estimated Count: This is the count based on packages included in the drop. Estimated Rate: This is only an estimation of the drop. Book Count: This is drop count based on information from List Planning, WindowBook s products Dat-Mail or Postmaster This is considered the Actual Count. Book Postage: This is actual postage calculated from the book count using the tier rates. Comments: Enter any comments about the drop. Packages: Select the package(s) to include in this drop. Indicate if this package is Exclusive to this Drop by checking the box. 24 The PRO-MAIL System

33 MyJob Click Record Counts. Enter piece count for applicable tiers. Click Next Section to bring up a different category or click Submit to save entry. Click New Drop to define another drop for the job or click Finished once all drops have been defined. List Planning List Planning allows PCS shop floor production workers (Data Processing) to indicate the expected list has arrived and validate the counts in the list. Production Control System Users Guide 25

34 MyJob Screen Click List Plan. Click Modify List Plan for the task with the incoming list defined. Default List Path: Enter a default path name for your lists. This path will be used for all tasks and will print on the work tickets. Import List(s) From Task: Place a check in the box that corresponds to the list that you want to associate to this task or click Add New. The list name, count, date, and time will pre-fill for this task. List Name: This will be pre-filled if a list was created in the PMS. Expected Count: This will be pre-filled if the quantity was entered in the PMS. Path: Enter the path where the list resides or if a default list path was entered this will be pre-filled. Status: Select a status for the list from the drop-down list. List Statuses are created in the user-defined table in the PMS. Actual Count: Enter the actual number of records included in the incoming list. Date: Enter the date you validated the list contents. List Type: Select a list type for this outgoing list Preliminary Final List - This list is a final list, however additional list manipulation is required for this list within another task. Enter the 26 The PRO-MAIL System

35 MyJob Preliminary Quantity for the list. May be considered an intermediate list for your outgoing list type. Actual Final List - This list is a final list and may be associated to a Package or Drop. Outgoing List: Outgoing List creates a new list version that can be used in upcoming tasks, such as Laser or Inserting. Enter the number of Outgoing Lists that will be created from the Incoming List associated with this task then click Define List(s). List Name: A default list name will display. This can be modified. Expected Quantity: This is the quantity expected from the Incoming List. Actual Count: Enter the actual number of records in the outgoing list. If this is your final list this will become your book quantity. Path: Where is this Outgoing List stored. May be pre-filled if the Default List Path was entered. List Type: Select Intermediate or Final. An Intermediate List requires further processing. If all processing was completed for this version of the list then this list would be a Final List. Associate with Package: Select Package from drop-down list if applicable. This option will only appear for Final Lists. Associate with Drop: Select Drop from drop-down list if applicable. This option will only appear for Final Lists. Production Control System Users Guide 27

36 MyJob Screen Click Next We have now moved down to the Laser Task B. The incoming list for the Laser task will be associated with the Outgoing List from Task A. To bring in a incoming list to the Laser Task, Click in the Box next to A to place a check in the Task A box. The actual counts from Task A will update the Actual Count for Task B. Click Next to move to the next task or Save. In the above example, we have an incoming list estimated count of 35,000. We actually received 35,000. When we defined our Outgoing List (incoming list was processed through postal software, de duped, etc.) our actual quantity remaining in the list was 34,975. This quantity from this list can be associated to each task by importing the list from Task A to each of the tasks in the job. The 34,975 will now become the task actual quantity (book quantity). 28 The PRO-MAIL System

37 MyJob Work Tickets A work ticket is a form specific to a task, package, or drop in a job. It provides all the work specs required to complete the work for this particular work center task. Information such as task quantity, work instructions, lists, packages, incoming products, and outgoing products are displayed on the work ticket. The work ticket can also display a table to allow production shop floor workers to track time/counts. The work ticket can then be referenced when time/counts are entered into the system (see the chapter titled Recording Time, found later in this manual.) In the above example, I have only checked the List Processing Task to generate work tickets for. We suggest you only print your List Processing and Postal Processing if they are in separate tasks first. The other tasks work tickets should only be printed after you have your book count if you are using list planning. You would want your task(s) to reflect the correct task quantity on the work tickets. Click Work Tickets. Place a Check in the print box for each task work ticket you want to print. Click Print to generate work tickets. Production Control System Users Guide 29

38 MyJob Screen Request Inventory Inventory is handled mainly in the Project Management System (PMS) and Warehouse Management System (WMS), shop floor workers in the PCS need to be able to perform a few inventory functions themselves. Users in the PMS associate inventory to jobs by adding products to the job s package or by defining them as Incoming Products or Outgoing Products to be used in work specs. Shop floor workers have two options when requesting inventory. They may request all the products associated with an entire job, or they may request just the products associated with a particular task in a job via a work ticket. When the shop floor is ready for the products, a shop floor worker will request the inventory pull. In the first example, we will cover the steps for requesting inventory for the entire job. Click Request Inventory. Click Job for Request Type. 30 The PRO-MAIL System

39 MyJob Click Next. Job: This will be pre-filled. Comments: Enter any applicable comments for this request. Comments will print on the Production Manifest and Travel Ticket. Production Staging Area: You have the ability to define staging areas throughout your shop floor. Select the appropriate production staging area from the drop down list. This will let the warehouse material handler know where to deliver the product(s) to for this request. Spoilage%: You can request to pull a percentage over the quantity needed to accommodate for spoilage. This field will apply to all products in the pull request. If you want to vary the spoilage percentage by product, leave this field at zero and set the spoilage percentage for the individual product line item. Rounding: You may elect to round your pull up to the next full unit or the next full carton. If you do not want to round your pull, you can select Exact Quantities. This field will apply to all products in the pull request. You can also set this in the product list for each product. The product s Rounding selection will override what is in this field. Prod ID: This will be pre-filled. This is the customer product id for the product being requested. Description: This will be pre-filled. This is the product description for the product being requested. Quantity Needed: This will come from the Book Quantity of the package(s) in the job. Production Control System Users Guide 31

40 MyJob Screen Available: This is the quantity of this product currently available in the warehouse. Rounding: This will default to what is in the header of the pull request screen. You may change this for each product. Spoil%: This will default to the spoilage percentage set in the header of the pull request screen. You may change this for each product. Quantity to Pull: This is the actual quantity being requested based on all the factors mentioned above. You may add additional products to the request or click Submit. Message: Request for Inventory has been submitted for this job. Click Request Inventory. Click Work Ticket for Request Type. 32 The PRO-MAIL System

41 MyJob Click Next. The above example displays information for work ticket 137. This work ticket is for the Inserting task. Job: This will be pre-filled. Comments: Enter any applicable comments for this request. Comments will print on the Production Manifest and Travel Ticket. Production Staging Area: You have the ability to define staging areas throughout your shop floor. Select the appropriate production staging area from the drop down list. This will let the warehouse material handler know where to deliver the product(s) to for this request. Spoilage%: You can request to pull a percentage over the quantity needed to accommodate for spoilage. This field will apply to all products in the pull request. If you want to vary the spoilage percentage by product, leave this field at zero and set the spoilage percentage for the individual product line item. Rounding: You may elect to round your pull up to the next full unit or the next full carton. If you do not want to round your pull, you can select Exact Quantities. This field will apply to all products in the pull request. You can also set this in the product list for each product. The product s Rounding selection will override what is in this field. Prod ID: This will be pre-filled. This is the customer product id for the product being requested. Production Control System Users Guide 33

42 MyJob Screen Description: This will be pre-filled. This is the product description for the product being requested. Quantity Needed: This will come from the Book Quantity of the package(s) in the job. Available: This is the quantity of this product currently available in the warehouse. Rounding: This will default to what is in the header of the pull request screen. You may change this for each product. Spoil%: This will default to the spoilage percentage set in the header of the pull request screen. You may change this for each product. Quantity to Pull: This is the actual quantity being requested based on all the factors mentioned above. You may add additional products to the request or click Submit. Message: Request for Inventory has been submitted for this job. 34 The PRO-MAIL System

43 MyJob Update Task Status A quick way to record time without worrying about detailed entry screens is via the Update Task Status tab. Click Update Task Status. Update applicable fields and click Update Task(s) to save changes. The Default Wage Rate defined in the Work Center Set-Up screen will determine the cost for any tasks updated via this screen. Production Control System Users Guide 35

44 MyJob Screen Production Status You can view a job s production status at any time from the MyJob Screen. Click Production Status. Revised standards may be directly entered for any Work Centers. 36 The PRO-MAIL System

45 3 Postage Postage in the Production Control System (PCS) refers to the procedures generally performed by shop floor workers and postal clerks. Basically, transactions affecting Postage Assets (your meters, permits, and stamps) are entered and posted in the PCS. Mailing Statements for First Class and Standard mailing classes are supported in the PCS. If a Mailing Statement is using a Permit the recorded usage will automatically record usage when the statement is posted. You will have to manually record usage for meter and stamps statements. The PCS Postage menu also provides an option to Import Postage Usage from your WindowBook s product. This chapter will focus only on those aspects of postage transactions that will affect your Postage Assets. Your Client instruments are set up in the Project Management System (PMS) please refer to the Business Management Solutions Set-Up or User Guide for more detailed information. Mailing Statements In PCS > Postage > Mailing Statements If using WMS/Production combined menus In PCS, Choose Jobs Prod > Postage Standard and First Class Click Standard and First Class Mailing Click New Enter Job ID or Click Search and select Job. Production Control System User Guide 37

46 Click Mailing Information Tab Statement Seq No: Enter a statement id or click Auto to assign a sequential identifier. Key Code: Enter a Key Code (not required). Drop Location: Select Drop Location from the drop down list. This will be the drop location if a drop was created. Class: Select a class for this mailing statement. Will pre-fill if a drop was created. Non-Profit: Check Non-Profit if this mailing qualifies for Non-Profit mailing. Post Office of Entry: Enter Post Office of Entry. This will be pre-filled if a drop was created. 38 The PRO-MAIL System

47 Postage Permit: Select Permit from drop down list. This will be pre-filled if a drop was created. AIC Permit: Select AIC Permit from drop down list. AIC Permit option will only appear if your postage type is Precanceled Stamps or Metered. Weight of Single Piece: Enter the Piece Weight for one single piece. Mixed Weights: Check Mixed Weights if mailing will contain mixed weights. Weight Type: Select Weight Type from drop down list. Total Pieces: Enter Total Pieces for mailing statement or click Auto Tally. Total Weight: System will automatically calculate total weight. Type of Postage: Select Type of Postage. This will pre-fill if drop was created. Processing Category: Select Processing Type by checking applicable processing categories. Entry Discounts: Select Entry Discounts by checking applicable discounts. Click Additional Information Tab Comments: Enter any applicable comments. Federal Agency Cost Code: Enter Federal Agency Cost Code (Not Required.) CAPS Cust Ref. No De: Enter CAPS Cust Ref No. De (Not Required.) Pcs with Detached Address Labels: Enter number of pieces with Detached Address Labels. Production Control System User Guide 39

48 Sacking Based On: Select Sacking Based On option from the drop down list. Mailed Enclosed within Another Class: Select applicable Mail Enclosed within Another Class from drop down list. Number of Containers: fill in applicable number of containers per container size (Not Required.) Coding Dates: Enter applicable dates for Automated Matching & Coding ECR Automated Matching & Coding ECR Sequencing Postage Affixed: Will only appear if your postage type is PreCanceled Stamps or Metered. Rate Type: Select Rate Type from drop down list. Rate Affixed: Enter the rate amount affixed to the mail piece. Total Affixed: System will calculate total. Click Record Counts. A pop-up message will appear if a drop was created for this job. Click OK to Import count info from Drop. If you did not import counts from drop, enter Tier Counts. Click Next Section to enter additional Tier Counts. 40 The PRO-MAIL System

49 Postage Click Print to Print and Save Mailing Statement simultaneously. Click Save to Save Mailing Statement. Click Post. (Permit Type of Postage will automatically record usage when mailing statement post. You must manually record usage for Pre-Cancelled Stamps or Metered Mail) Click Delete to remove mailing statement. (If malign statement has posted, the statement will reverse previous transaction from this statement.) Consolidated Statements Consolidated Statements may include multiple malign statements for a particular job. In PCS > Postage > Mailing Statements If using WMS/Production combined menus In PCS, Choose Jobs Prod > Postage Click Consolidated Statements Click New. Enter Job ID or click Search to find Job. Job ID: Pre-filled from selection of job. Job Description: Pre-filled from selection of job. Consolidated Statement ID: Enter an identifier or click Auto to assign a sequential identifier. Production Control System User Guide 41

50 Mailing Date: Enter date of mailing for this statement. Post Office of Mailing: Enter Post of Mailing for this statement. Permit: Select a Permit to use for this mailing statement from the drop down list. Create New Statement Click Create New to create a new statement for this consolidated statement. Click Mailing Information Tab Statement Seq No: Enter a statement id or click Auto to assign a sequential identifier. Appointment No: Enter Appointment Number for this mailing statement. Key Code: Enter a Key Code (not required). Class: Select a class for this mailing statement. Will pre-fill if a drop was created. Non-Profit: Check Non-Profit if this mailing qualifies for Non-Profit mailing. 42 The PRO-MAIL System

51 Postage Post Office of Entry: Enter Post Office of Entry. This will be pre-filled if a drop was created. Weight of Single Piece: Enter the Piece Weight for one single piece. Mixed Weights: Check Mixed Weights if mailing will contain mixed weights. Weight Type: Select Weight Type from drop down list. Total Pieces: Enter Total Pieces for mailing statement or click Auto Tally. Total Weight: System will automatically calculate total weight. Type of Postage: Select Type of Postage. This will pre-fill if drop was created. Processing Category: Select Processing Type by checking applicable processing categories. Entry Discounts: Select Entry Discounts by checking applicable discounts. Click Additional Information Click Additional Information Tab Comments: Enter any applicable comments. Federal Agency Cost Code: Enter Federal Agency Cost Code (Not Required.) CAPS Cust Ref. No De: Enter CAPS Cust Ref No. De (Not Required.) Pcs with Detached Address Labels: Enter number of pieces with Detached Address Labels. Production Control System User Guide 43

52 Sacking Based On: Select Sacking Based On option from the drop down list. Mailed Enclosed within Another Class: Select applicable Mail Enclosed within Another Class from drop down list. Number of Containers: fill in applicable number of containers per container size (Not Required.) Coding Dates: Enter applicable dates for Automated Matching & Coding ECR Automated Matching & Coding ECR Sequencing Postage Affixed: Will only appear if your postage type is PreCanceled Stamps or Metered. Rate Type: Select Rate Type from drop down list. Rate Affixed: Enter the rate amount affixed to the mail piece. Total Affixed: System will calculate total. Click Record Counts. A pop-up message will appear if a drop was created for this job. Click OK to Import count info from Drop Click Record Counts. Enter applicable Tier Counts. 44 The PRO-MAIL System

53 Postage Click Next Section to enter additional Tier Counts. Click Print to Print and Save Mailing Statement simultaneously. Click Save to Save Mailing Statement. Click Post. (Permit Type of Postage will automatically record usage when mailing statement post. You must manually record usage for Pre-Cancelled Stamps or Metered Mail) Click Delete to remove mailing statement. (If malign statement has posted, the statement will reverse previous transaction from this statement.) Assign Existing Statement Click Assign Existing. Place a Check in box for the mailing statement that you want to assigned to this consolidated statement. Click Assign. Click Print to print and save Mailing Statement simultaneously. Click Save to save Mailing Statement Production Control System User Guide 45

54 PS Form 3606 PS Form Certificate of Bulk Mailing are created in addition to the mailing statement. In PCS > Postage > Mailing Statements If using WMS/Production combined menus In PCS, Choose Jobs Prod > Postage Click PS Form 3606 Enter 3606 Form ID if know or click Search or click New. Form Sequence No: Enter an identifier for this form or click Auto to assign a sequential identifier. Mail Date: Enter mail date. Postmaster: Select Postmaster from drop down list. Class of Mail: Select Class of Mail for this form. Weight of Single Piece: Enter the weight of one single piece. Total Pieces: Enter the number of pieces for this form. Rate Per Piece: Enter the rate for one piece. Click Save to save form. Click Print to print and save form. 46 The PRO-MAIL System

55 Postage Click Delete to remove form. Record Postage Usage Recording Postage Used updates the system with how much postage funds was used against a job for your instruments or your client locations postage instruments. Postage Usage is recorded in the PCS. It can be entered manually or posted automatically from counts posted to WindowBook products Postmaster 3000 or Dat- Mail. If you created a mailing statement within the PCS with a postage type of permit, the posting of the mailing statement will automatically record usage against the job. Recording usage for postage types of metered or stamped will require a manual entry in order to record usage against the job. In PCS > Postage > Record Postage Usage If using WMS/Production combined menus In PCS, Choose Jobs Prod > Postage > Record Postage Usage Enter the number of expected entries in this batch. Click Submit. Batch ID: Automatically assigned by the system. Production Control System User Guide 47

56 Entry Date: This will be pre-filled with today s date. Usage Date: Enter the date the postage was actually used. Batch Total: Enter the expected batch total or check Auto Tally to have the system keep track of your batch total. # Entries: This will be pre-filled with the quantity entered from the number of usage entries. Location ID: Enter the location for this entry or search. (Not Required). You can search by location or job id. Job ID: Enter the job id for this batch or click Search. Postage Type: Select postage type from drop down list. Instrument: Select instrument to post usage to from drop down list. Starting Meter Amount: Enter the beginning balance on the instrument before processing job mail pieces through instrument. (Optional Field) Ending Meter Amount: Enter the ending balance on the instrument after processing the job mail pieces through the instrument. (Optional Field) Count: Enter the number of pieces processed through the instrument. Rate: Enter the rate used for a single piece. Amount: The system will calculate the amount if you entered a count and a rate. If no count or rate entered update amount manually. Rate Code: If you know rate code enter the code here. (For batches posting from WindowBook products, this field will be populated.) Rate Description: f you know rate description enter the description here. (For batches posting from WindowBook products, this field will be populated.) Comments: Enter any applicable comments for this batch. Click Submit to save entry and prepare the batch for posting. Click Another to add another entry to this batch. Click Cancel to exit the batch without saving. 48 The PRO-MAIL System

57 Postage To preview your batch click Batch Proof Listing. The system displays your batch with each entry. You can drill into the individual entries to edit, view, etc. Click Delete to remove the entry from the batch. When you are ready to post the batch click Post Batch. Postage Instrument Transfers You can transfer funds from one postage instrument to another. You transfer funds from your Deposit Instrument to another instrument is handled through postage instrument transfers. This transaction is performed in the PCS. In PCS > Postage >Instruments > Postage Instrument Transfers If using WMS/Production combined menus In PCS, Choose Jobs Prod > Postage > Postage Instrument Transfers Postage Type: Select the Instrument Type to use in the funds transfer from. Instrument: Select the Instrument to transfer the funds from. Production Control System User Guide 49

58 In the above example, we will be transferring from Meter 1 to Meter 2. Postage Type: Select the Instrument Type to use in the funds transfer to. Instrument: Select the Instrument to transfer the funds to. Date: Enter the effective date of this transfer. Amount: Enter the amount of the transfer. Comments: Enter any applicable comments for this transaction. Click Submit to save entry. Postage Instruments Adjustments You can adjust Meter, Permit, and Stamp balances. This function is performed in the PCS. In PCS > Postage >Instruments > Postage Instrument Adjustments If using WMS/Production combined menus In PCS, Choose Jobs Prod > Postage > Postage Instrument Adjustments Postage Type: Select the Instrument Type to use in the adjustment. Instrument: Select the Instrument to adjust. In the above example, we will be adjusting the 10 Cent Stamp Instrument. 50 The PRO-MAIL System

59 Postage Batch ID: This will be pre-filled from an assigned system batch id. Description: This will be pre-filled from the instrument description. Rate: This will be pre-filled from the instrument rate. Current Balance: This will be pre-filled with the instrument current balance. Adjustment Amount: Enter the adjustment amount for this instrument. New Balance: This will be calculated by the system. Adjustment Date: Enter the date the adjustment should hit your books. Expense Reason: Select the Expense Reason from the drop down list. Comments: Enter any applicable comments for the adjustment. Click Submit to save and post entry. Our Postmaster Checks Our Checks to Postmaster can be recorded in as few as two steps or as many as four. 1. PCS Requests a check from Accounting. This step is option and there is no accounting effect resulting from this transaction. However, the Postage Specialist identified in the PMS will receive an notification of the request. 2. Accounting staff processes the request in the PMS. This step is only required if the above step is performed. There is no accounting effect resulting from this transaction. 3. A voucher is posted and the check is cut from your Outside Accounting System. This step is required. There is on effect in PRO-MAIL resulting from this transaction, however your outside accounting will reflect a net Debit to Postage/AR Clearing and a Credit to Cash. 4. The check is recorded as Brought to the Postmaster in PCS. This step is required. Job/Instrument balances are updated in this step. Depending on the instrument owner the accounting result will be a Debit to either Postage Asset or Postage Liability and a Credit to Postage/AR Clearing. Each step is described in detail below. Production Control System User Guide 51

60 Production Control workers can request a Postage Check from accounting. In PCS > Postage > Request Postmaster Checks If using WMS/Production combined menus In PCS, Choose Jobs Prod > Postage > Request Postmaster Checks Batch ID: System will assign Batch ID. Postmaster: Select Postmaster whom check is to be written to from drop down list Request Date: Enter date for check. Will pre-fill with today s date. Amount: Enter the total for the postmaster check. Job Specific: Click Yes if this request is for a specific job.yes will associate the postage to the client location s job. By selecting No, the postage balance will sit in the client location s postage escrow. Defaults to No. Postage Type: Select Postage Type permit, stamp, or meter from drop down list for this entry. Instrument: Select Instrument funds will be applied to for this entry. Amount: Enter Amount to be applied to this entry. Comments: Enter any applicable comments for this request. 52 The PRO-MAIL System

61 Postage Click Submit or Another to add a new entry. (you can have more than one entry on a check request.) Click Submit Header if you modified header info. Click Add Details to add a new entry. Click Batch List to review a listing of batch line items. Click Commit Request to send request to Postage Specialist in the PMS for processing. At this point, there is no affect on your Accounting, Job Balances, or Instrument Balances. Record Our Check Brought to Postmaster In PCS > Postage > Postmaster Checks If using WMS/Production combined menus In PCS, Choose Jobs Prod > Postage > Postmaster Checks Click Record Our Checks Brought to Postmaster Batch ID: Batch ID is assigned by system. Production Control System User Guide 53

62 Postmaster: Select the Postmaster the check was delivered to from the drop down list. Check Date: Enter the date on the check. Check Number: Enter the check number. Check Amount: Enter the amount of the check. Job Specific: Indicate if this entry is job specific. If job specific, you will have to enter the job to post funds to. Postage Type: Select Meter, Stamp, or Permit from the drop down list. Instrument: Select the permit to post entry to. Amount: What is the amount for this entry? Note you can have more than one entry on a single check. Comments: Enter any comments about this entry. Click Submit to save entry or Click Another to add another entry or Click Cancel to close and not save entry. Click Commit Transfer to post entry to jobs/instruments/accounting. Client Postmaster Checks Client Postmaster Checks are recorded in Two Steps. 1. Record the Receipt of the Check in PMS (There is no accounting effect resulting from this transaction. It will appear as a Undeposited Check on the client location. 54 The PRO-MAIL System

63 Postage 2. Record that the check was actually Brought to the postmaster. This is recorded in the PCS. Accounting, Job Balances, and Instrument Balances are affected when the transaction is posted. When a client sends a postmaster check, you can record that check as received until you are ready to take it to the postmaster. This check will appear on the client location as a Undeposited Check. Receiving a client postmaster check is the equivalent of putting the check in a drawer. There are no accounting effects resulting from this transaction. In PMS > Accounting > Postage Click Receive Incoming Checks to Postmaster Entry Date: This will be pre-filled with today s date. Effective Date: What date should this be considered effective? Batch Total: What is the total amount of all entries in this batch? Check Auto Tally to have the system calculate the batch total for you. # Entries: How many checks will you record in this batch. Loc ID/Project ID/Job ID: You can have this postage money tracked by location, by project, or by job. In the above example, this check is being tracked by Location 8. Postmaster: Select postmaster from drop down list for this batch. Amount: Enter the amount for this entry. Type of Payment: This will be pre-filled. Check Number: Enter the check number for this entry. Production Control System User Guide 55

64 Comments: Enter any applicable comments for this entry. Click Submit to save entry and prepare to post batch. Click Another to save entry and record another incoming check in the batch. Click Cancel to exit without saving entry. After the check has been taken to the Postmaster, a user in Production Control System records that the check has been taken to the postmaster. This is when accounting, job balances, and instruments balances are affected. In PCS > Postage > Postmaster Checks If using WMS/Production combined menus In PCS, Choose Jobs Prod > Postage > Postmaster Checks Click Client Check Brought to Postmaster All Un-deposited checks will display in this screen. Effective Date: This will be pre-filled. Effective Date can be changed.this is the date the forward will hit your accounting, postage instruments, and job balance. Entry Date: This is the date of the batch. This entry will be pre-filled. Forward: Check the Forward box for any checks forwarded to the post office. Click Submit. Your permit balance, job balance, and GL accounts have now been updated to reflect this client postmaster check has been processed and delivered to the post office. 56 The PRO-MAIL System

65 4 Inventory Inventory is handled mainly in the Project Management System (PMS) and Warehouse Management System (WMS), shop floor workers in the PCS need to be able to perform a few inventory functions themselves. Users in the PMS associate inventory to jobs by adding products to the job s package or by defining them as Incoming Products or Outgoing Products to be used in work specs. Shop floor workers have two options when requesting inventory. They may request all the products associated with an entire job, or they may request just the products associated with a particular task in a job via a work ticket. This chapter will focus only on those aspects of Inventory that are directly related to the PCS. Detailed information about Inventory, including setting up the WMS, creating products, receiving new products and leftovers, valuation, and nonproduction pulls requests can be found in the Inventory chapter of the Business Management Solutions Users Guide and the Business Management Solutions Set-Up Guide. Request Job Inventory In PCS > Inventory > Request Job Inventory. Enter Job ID or Click Search If using WMS/Production combined menus In PCS, Choose Jobs Prod > Inventory Click Request Inventory for Entire Job(s) Production Control System Users Guide 57

66 Job: This will be pre-filled. Comments: Enter any applicable comments for this request. Comments will print on the Production Manifest and Travel Ticket. Production Staging Area: You have the ability to define staging areas throughout your shop floor. Select the appropriate production staging area from the drop down list. This will let the warehouse material handler know where to deliver the product(s) to for this request. Spoilage%: You can request to pull a percentage over the quantity needed to accommodate for spoilage. This field will apply to all products in the pull request. If you want to vary the spoilage percentage by product, leave this field at zero and set the spoilage percentage for the individual product line item. Rounding: You may elect to round your pull up to the next full unit or the next full carton. If you do not want to round your pull, you can select Exact Quantities. This field will apply to all products in the pull request. You can also set this in the product list for each product. The product s Rounding selection will override what is in this field. Prod ID: This will be pre-filled. This is the customer product id for the product being requested. Description: This will be pre-filled. This is the product description for the product being requested. Quantity Needed: This will come from the Book Quantity of the package(s) in the job. 58 The PRO-MAIL System

67 Inventory Available: This is the quantity of this product currently available in the warehouse. Rounding: This will default to what is in the header of the pull request screen. You may change this for each product. Spoil%: This will default to the spoilage percentage set in the header of the pull request screen. You may change this for each product. Quantity to Pull: This is the actual quantity being requested based on all the factors mentioned above. You may add additional products to the request or click Submit. Message: Request for Inventory has been submitted for this job. Request Inventory via Work Ticket In PCS > Inventory > Request Inventory via Work Ticket Scan Work Ticket or enter Work Ticket ID If using WMS/Production combined menus In PCS, Choose Jobs Prod > Inventory Click Request Inventory via Work Ticket Production Control System Users Guide 59

68 The above example displays information for work ticket 137. This work ticket is for the Inserting task. Job: This will be pre-filled. Comments: Enter any applicable comments for this request. Comments will print on the Production Manifest and Travel Ticket. Production Staging Area: You have the ability to define staging areas throughout your shop floor. Select the appropriate production staging area from the drop down list. This will let the warehouse material handler know where to deliver the product(s) to for this request. Spoilage%: You can request to pull a percentage over the quantity needed to accommodate for spoilage. This field will apply to all products in the pull request. If you want to vary the spoilage percentage by product, leave this field at zero and set the spoilage percentage for the individual product line item. Rounding: You may elect to round your pull up to the next full unit or the next full carton. If you do not want to round your pull, you can select Exact Quantities. This field will apply to all products in the pull request. You can also set this in the product list for each product. The product s Rounding selection will override what is in this field. Prod ID: This will be pre-filled. This is the customer product id for the product being requested. 60 The PRO-MAIL System

69 Inventory Description: This will be pre-filled. This is the product description for the product being requested. Quantity Needed: This will come from the Book Quantity of the package(s) in the job. Available: This is the quantity of this product currently available in the warehouse. Rounding: This will default to what is in the header of the pull request screen. You may change this for each product. Spoil%: This will default to the spoilage percentage set in the header of the pull request screen. You may change this for each product. Quantity to Pull: This is the actual quantity being requested based on all the factors mentioned above. You may add additional products to the request or click Submit. Message: Request for Inventory has been submitted for this job. Receive Outgoing Products Sometimes a product enters a task in one form and leaves the task as a different product altogether. An example of this is a laser printed item. For example, you will use your valued 81/2 x 11 paper to produce a lasered letter. In the Laser Printing Work Center, the task to print 35,000 copies of a Welcome Letter on 80# Matte Text stock. The Incoming Product in that task is the 80# Matte Text stock. That is the material required to produce the letter. However, once the work is done, you have 35,000 copies of a printed letter that will go into your job s package. You can receive this printed letter back into the warehouse to wait until it is needed by the Inserting work center as an Outgoing Product. In PCS > Inventory > Receive Outgoing Products If using WMS/Production combined menus In PCS, Choose Jobs Prod > Inventory Production Control System Users Guide 61

70 Click Receive Outgoing Products Scan or Enter Work Ticket Id for the task this product is leaving. The information from our example, Work Ticket 135 is displayed. Select a location for the Outgoing Product. Either select a New Unit or an Existing Unit. If New Unit is selected, the system will create a new unit for this item. If the item already resides in the warehouse, you can receive these pieces to one of the item s existing units. In our example, we selected New Unit. Now we have to locate the unit in the warehouse. Click Location Search. Select the Zone to receive to. You can search for Open (empty) locations, InUse locations (these locations have a product already located there) or ALL (any location will do.) Check Ground Level if you want this product left on the ground. Click Submit. Select your location by clicking one of the line items that was retrieved from the search retrieval. 62 The PRO-MAIL System

71 Inventory Click Submit. Once your location has been determined, select the Unit Type and Container Type from the drop down list, enter the Pieces per Container, # of Containers, and Loose Pieces. Click Receive to receive this product into the warehouse. Message: Work Ticket 135 has been received. Production Control System Users Guide 63

72 Production Control System Users Guide 64 Inventory

73 5 Recording Time In the Production Control System you have the option to record time spent working on a job s tasks. Recording time allows you to track job costs, production rates, and employee productivity. Time entry may be entered by the production shop floor worker as soon as the task is complete or recorded by batch entry mode at a later date and time. When time entry is posted the task status will automatically reflect counts and time for the task. This chapter is intended to provide options and instructions for recording time in the PCS. By the end of this chapter you should be familiar with various methods for recording time and should be able to record production time into the system using any of these methods. Time Entry by Work Ticket A work ticket is a form specific to a task, package, or drop in a job. It provides the production shop floor worker with pertinent information to complete the task at hand. Information such as work instructions, packages, lists, and products associated with the task are displayed on the work ticket. Depending upon your set-up options the work ticket can also display a table that will allow the shop floor workers to track time/counts. The work ticket can then be referenced when time/counts are entered into the system. The below example is a printed work ticket for the Inserting task within the Inserting Work Center. There are several set-up options that may affect the appearance of your work tickets. There are options to include Job Summary, operations, and a Time Entry Grid on each work ticket. Please refer to the PCS Set-Up chapter for additional information. Production Control System Users Guide 65

74 66 The PRO-MAIL System

75 Recording Time Steps How to Record Time via Work Tickets: In PCS > Time/Exp > Time-Work Tickets If using WMS/Production combined menus In PCS, Choose Jobs Prod > Time/Exp > Time Entry by Work Tickets Enter the number of Work Tickets for this batch. Click Submit Batch: Batch ID will be automatically assigned by system. Batch Date: Will default to today s date, can be modified. This is the date the batch was entered. Crew Size: How many people worked this crew? Select from the drop down list. Work Ticket: Enter the Work Ticket ID (upper right hand corner of printed form.) Work Date: Enter the date the work occurred on. It will default to today s date, but can be modified. Production Control System Users Guide 67

76 Employee ID: Enter the Employee s ID. Tabbing off of the field will select the employee. If unknown, click Search for ID and enter employee last name. Role: Select the Role form the drop down list. (Note - Roles are created in a userdefined table. See the chapter titled Set-Up PCS, found earlier in this manual.) Perc: What percentage of the employee s time was spent on this task. O/T: Check this box if the employee was working overtime when completing this task. Machine: Select a machine from the drop down list, if applicable. (Note - Machines become available for a particular work center during the setup of machines. See the chapter titled Set-Up PCS, found earlier in this manual.) Shift: Select the shift in which the work was performed from the drop down list. Type: Select from Regular (time/counts), Set-Up, or Clean-Up. Start Time: Enter the time the work started. Start Count: Enter the start count for this round of work on this task. Not applicable for Set-Up and Clean-Up types. Stop Time: Enter the time the work stopped. Stop Count: Enter the count at the time the work stopped. Elapsed Time: If the start/stop time were entered, this will calculate automatically. If no start/stop time were entered, this field will be blank for you to fill in a total elapsed time. Count: If start/stop counts were entered, the system will calculate this figure. If no start/stop counts were entered, this field will be blank for you to fill in a total counts produced. Down Time Codes: Select a down time code if applicable. (Note - Down Time Codes are created in a user-defined table set up in the PCS. See the chapter titled Set-Up the PCS, found earlier in this manual.) If you are finished with your entry click Submit Time. To add another enter click Another/Same Crew or Another/Different Crew. To review your entries print the Batch Proof Listing by clicking Batch Proof Listing Report. When you are ready to post your production batch, Click Post Batch. 68 The PRO-MAIL System

77 Recording Time Enter Time by Employee Steps You can enter production time and counts by employee: In PCS > Time/Exp > Time-Employee If using WMS/Production combined menus In PCS, Choose Jobs Prod > Time/Exp > Enter Time by Employee Enter the Number of Employees for this batch. Click Submit Batch: Batch ID will be automatically assigned by system. Batch Date: Will default to today s date, can be modified. This is the date the batch was entered. Work Date: Enter the date the work occurred on. It will default to today s date, but can be modified. Shift: Select the shift in which the work was performed from the drop down list. Employee ID: Enter the Employee s ID. Tabbing off of the field will select the employee. If unknown, click Search for ID and enter employee last name. Production Control System Users Guide 69

78 Job ID: Enter the id for the job the employee will record time against. O/T: Check this box if the employee was working overtime when completing this task. Start Time: Enter the time the work started. End Time: Enter the time the work for the task ended. Elapsed Time: If the start/stop time were entered, this will calculate automatically. If no start/stop time were entered, this field will be blank for you to fill in a total elapsed time. Task Designator: Select the task worked on for this time. Op Code: Enter the Op Code for the task being worked. This field is only applicable if you created a task on the fly or selected Other for the Task Designator. Type: Select from Regular (time/counts), Set-Up, or Clean-Up. Role: Select the Role form the drop down list. (Note - Roles are created in a userdefined table. See the chapter titled Set-Up PCS, found earlier in this manual.) Perc: What percentage of the employee s time was spent on this task. Machine: Enter the Machine ID used for this task. Count: If start/stop counts were entered, the system will calculate this figure. If no start/stop counts were entered, this field will be blank for you to fill in a total counts produced. Down Time Codes: Select a down time code if applicable. (Note - Down Time Codes are created in a user-defined table set up in the PCS. See the chapter titled Set-Up the PCS, found earlier in this manual.) Comments: Enter any applicable comments for this time entry. When all line items have been recorded, click Submit Time. To review your entries print the Batch Proof Listing by clicking Batch Proof Listing Report. When you are ready to post your production batch, Click Post Batch. 70 The PRO-MAIL System

79 Recording Time Enter Time by Employee by Work Ticket Steps How to Enter Time by Employee by Work Ticket: in PCS > Time/Exp > Enter Time by Employee by Work Ticket If using WMS/Production combined menus In PCS, Choose Jobs Prod > Time/Exp > Enter Time by Employee by Work Ticket Click New Batch Batch Date: Will default to today s date, can be modified. This is the date the batch was entered. Total Batch Count: Enter the number of entries for this batch. Work Date: Enter the date the work occurred on. It will default to today s date, but can be modified. Shift: Select the shift in which the work was performed from the drop down list. Employee ID: Enter the Employee s ID. Tabbing off of the field will select the employee. If unknown, click Search for ID and enter employee last name. Production Control System Users Guide 71

80 Work Ticket: Enter the Work Ticket ID if you will be using the Work Ticket to populate the Job Id and Task Designator. Job ID: Enter the id for the job the employee will record time against if you are not using the Work Ticket Id. O/T: Check this box if the employee was working overtime when completing this task. Start Time: Enter the time the work started. End Time: Enter the time the work for the task ended. Elapsed Time: If the start/stop time were entered, this will calculate automatically. If no start/stop time were entered, this field will be blank for you to fill in a total elapsed time. Task Designator: Select the task worked on for this time. Op Code: Enter the Op Code for the task being worked. This field is only applicable if you created a task on the fly or selected Other for the Task Designator. Type: Select from Regular (time/counts), Set-Up, or Clean-Up. Role: Select the Role form the drop down list. (Note - Roles are created in a userdefined table. See the chapter titled Set-Up PCS, found earlier in this manual.) Perc: What percentage of the employee s time was spent on this task. Machine: Enter the Machine ID used for this task. Count: If start/stop counts were entered, the system will calculate this figure. If no start/stop counts were entered, this field will be blank for you to fill in a total counts produced. Down Time Codes: Select a down time code if applicable. (Note - Down Time Codes are created in a user-defined table set up in the PCS. See the chapter titled Set-Up the PCS, found earlier in this manual.) Comments: Enter any applicable comments for this time entry. When all line items have been recorded, click Submit Time. 72 The PRO-MAIL System

81 Recording Time To review your entries print the Batch Proof Listing by clicking Batch Proof Listing Report. When you are ready to post your production batch, Click Post Batch. Enter Time by Machine You have the ability to record time and counts produced by Machine in the PCS. Steps How to Record Time via Machine: In PCS > Time/Exp > Time-Machine If using WMS/Production combined menus In PCS, Choose Jobs Prod > Time/Exp > Enter Time by Machine Enter the Number of Crews for this Batch. Production Control System Users Guide 73

82 Click Submit. Batch: Batch ID will be automatically assigned by system. Batch Date: Will default to today s date, can be modified. This is the date the batch was entered. Work Date: Enter the date the work occurred on. It will default to today s date, but can be modified. Machine: Select a machine from the drop down list, if applicable. (Note - Machines become available for a particular work center during the setup of machines. See the chapter titled Set-Up PCS, found earlier in this manual.) Work Ticket: Enter the Work Ticket ID (upper right of the printed form), not required if using Job ID. Job ID: Enter the Job ID, not required if using the Work Ticket ID. Crew Size: How many people worked this crew? Select from the drop down list. Task Designator: Select the task worked on for this time. Employee ID: Enter the Employee s ID. Tabbing off of the field will select the employee. If unknown, click Search for ID and enter employee last name. Role: Select the Role form the drop down list. (Note - Roles are created in a userdefined table. See the chapter titled Set-Up PCS, found earlier in this manual.) Perc: What percentage of the employee s time was spent on this task. Type: Select from Regular (time/counts), Set-Up, or Clean-Up. 74 The PRO-MAIL System

83 Recording Time O/T: Check this box if the employee was working overtime when completing this task. chapter titled Set-Up PCS, found earlier in this manual.) Shift: Select the shift in which the work was performed from the drop down list. Type: Select from Regular (time/counts), Set-Up, or Clean-Up. Start Time: Enter the time the work started. Start Count: Enter the start count for this round of work on this task. Not applicable for Set-Up and Clean-Up types. Stop Time: Enter the time the work stopped. Stop Count: Enter the count at the time the work stopped. Elapsed Time: If the start/stop time were entered, this will calculate automatically. If no start/stop time were entered, this field will be blank for you to fill in a total elapsed time. Count: If start/stop counts were entered, the system will calculate this figure. If no start/stop counts were entered, this field will be blank for you to fill in a total counts produced. Down Time Codes: Select a down time code if applicable. (Note - Down Time Codes are created in a user-defined table set up in the PCS. See the chapter titled Set-Up the PCS, found earlier in this manual.) If you are finished with your entry click Submit Time. To add another enter click Another/Same Crew or Another/Different Crew. To review your entries print the Batch Proof Listing by clicking Batch Proof Listing Report. When you are ready to post your production batch, Click Post Batch. Barcode Time Entry With Barcode readers, shop floor workers can record their own time and counts. Before counts can be recorded, employee barcode ID tags, employee barcoded roles, machine barcode and downtime barcode listings must be printed. Production Control System Users Guide 75

84 Barcoded Employee ID Tags To print the Barcoded Employee ID Tags In PCS > Time/Exp > Reports > Barcoded Employee ID Tags If using WMS/Production combined menus In PCS, Choose Jobs Prod > Time/Exp > Barcoded Employee ID Tags 76 The PRO-MAIL System

85 Recording Time Barcoded Employee Roles To print the Barcoded Employee Roles In PCS > Time/Exp > Reports > Barcoded Employee Roles If using WMS/Production combined menus In PCS, Choose Jobs Prod > Time/Exp > Barcoded Employee Roles Production Control System Users Guide 77

86 Machine Barcode Listing To print the Machine Barcode Listing In PCS > Time/Exp > Reports > Machine Barcode Listing If using WMS/Production combined menus In PCS, Choose Jobs Prod > Time/Exp > Machine Barcode Listing 78 The PRO-MAIL System

87 Recording Time Down Time Code Barcode Listing To print the Down Time Code Barcode Listing In PCS > Time/Exp > Reports > Down Time Code Listing If using WMS/Production combined menus In PCS, Choose Jobs Prod > Time/Exp > Down Time Code Listing Recording Time-Barcode Steps How to Record Time using Barcodes: In PCS > Time/Exp > Time-Barcode If using WMS/Production combined menus In PCS, Choose Jobs Prod > Time/Exp > Time-Barcode Scan the work ticket. Production Control System Users Guide 79

88 To record time via barcode entry: 1. Scan the machine barcode 2. Scan your employee barcoded Tag Id 3. Scan the employee barcoded role 4. Enter the percentage that the employee worked on this task. 5. Enter the total count 6. Enter the elapsed hours and minutes 7. Scan the down time code, if applicable. 8. Select Type (Regular, Set-Up, Clean-Up) from drop down list. 9. Click Post. 80 The PRO-MAIL System

89 Recording Time Update Task Status A quick way to record time without worrying about detailed entry screens is via the Update Task Status tab. Click Update Task Status. Update applicable fields and click Update Task(s) to save changes. The Default Wage Rate defined in the Work Center Set-Up screen will determine the cost for any tasks updated via this screen. Production Control System Users Guide 81

90 Production Status You can view a job s production status at any time from the MyJob Screen. Click Production Status. Revised standards may be directly entered for any Work Centers. 82 The PRO-MAIL System

91 6 Expense Recording Recording Expenses in the Production Control System. These recorded expenses will show up on the printed Job Recap Report. This report is printed as part of the billing recap. This chapter is intended to provide instructions for recording expenses for a particular job. By the end of this chapter you should be able to record expenses associated with a job and review them on the Job Recap Report. Recording Expenses In PCS, Choose > Time/Exp > Log Expenses If using WMS/Production combined menus In PCS, Choose Jobs Prod > Time/Exp > Job Expensing Enter the number of entries for this batch. Click Submit. Production Control System Users Guide 83

92 Batch: This is assigned by the system. Batch Date: This is the date the batch was entered. Will default to today s date. This can be modified. Number of Entries: This will be pre-filled. This can be modified. Batch Total: Enter a total for the batch or click Auto Tally to have the system calculate total for you. Expense Date: Enter the date of this expense. The system will default to today s date. This can be modified. Job ID: Enter the ID of the job to record expenses against. If unknown, click Search to find job id. Job Description: This will pre-fill from the Job ID entered. Expense Type: Select an Expense Type from the drop down list. (Note - Expense Types are a user-defined table. See the chapter titled Set-Up PCS earlier in this manual.) Supplier: Select a Supplier from the drop down list. (Note - Suppliers are a userdefined table. See the chapter titled Set-Up PCS earlier in this manual.) Count: Enter the quantity of items related to this expense. Unit Price: Enter the Unit Price for this item. Price Type: Select from Each, Per Thousand, or Per Hour. Amount: This will calculate based on the Quantity, Unit Price, and Type. Comments: Enter any applicable comments for this expense. 84 The PRO-MAIL System

93 Expense Recording Click Submit to save entry. Click Another to add another entry to this batch. Click Cancel to exit without saving entry. To review batch click Print Batch Proof Listing. To modify line entry click Modify to bring up entry to make changes. To delete entry click Delete. When you are ready to post batch click Post Batch. Production Control System Users Guide 85

94 Expense Recording Production Control System Users Guide 86

95 7 Set-Up the PCS This chapter will take you briefly through each area of the system set-up. Detailed information, such as concepts and usage will be covered within each individual chapter of the manual. This chapter is intended to familiarize you with system-wide concepts and help you gain a better understanding of standard features in the PRO-MAIL Business Management Solution. Production Control System User Guide 87

96 System Information System Information In PCS > Set-Up/Util > Start Up > System Information If using WMS/Production combined menus In PCS, Choose Set-UP > Shop Floor Set-Up > System Information Database Level: This is an inquiry based field to display the version you are currently running. Release Level: This is an inquiry based field to display the latest patch loaded to your system. Production Manager: Enter the name of the Production Manager at this facility. This person will be notified via of job changes affecting production. Address: Enter the address for the Production Manager. Default Contact Name: Enter the name of the person to appear as the mailing agent contact on your printed mailing statements. Default Contact Phone Number: Enter the phone number that will appear for the default contact name. 88 The PRO-MAIL System

97 Set-Up the PCS Default Image Directory: If you will be storing and displaying images on your system (refer to the Company Logo Image in screen shot provided above) enter the path of the directory where the images are stored. Default Drop Directory: If you have postal destinations already defined on your system, select the destination to display as the default in Drop Entry screens. (Note - This step can wait until you import destinations from WindowBook products.) Default Report Format: Select from the Drop Down list the default output format for your reports. Location Id/Name: This should be the client location designated as Us in the PMS. System Name: This is an inquiry based field to view which warehouse database you are in. Web Directory: This is the directory where your company image is stored (refer to company logo in the screen shot provided above.) This will likely match the Default Image Directory above. Thumbnail Image Id: Enter the image name for your Company Logo image. Or, click Browse to search the Web Directory for your image. XML Directory: Define the Directory where XML files for PRO-MAIL /WindowBook integration will be stored. Alert Address: Enter the address for the employee in charge of WindowBook/PRO-MAIL Body Theme: Select the theme to customize the look and feel of your Project Management System. There are numerous standard Windows themes, or create one to Production Control System User Guide 89

98 System Information match your corporate image. For more information about themes, check our document title OMS User Guide - Working with Themes which is available at our online Licensee Support System under Documentation. Custom User Menu Page: If you have set up Custom Menus within the PMA, enter the name of the custom menu user page here. Account Description: Enter the name that will identify this facility and display on your reports. Work Ticket Options: These fields determine the look of your printed work tickets. To set your defaults check the box next to the options that you want to display on your work tickets. You may also within each Work Center override the system defaults for that work center work tickets. Production Staging Area: Select the default staging area from the drop down list. This is the default staging area on the shop floor where inventory will be pulled to. Even though you set a default here, you will be able to select from all of your production staging areas when setting up work centers and requesting inventory pulls. (Note - Production Staging Areas are created in a user-defined. Spoilage Percentage: Enter the default spoilage percentage for inventory pulls. When an Inventory Request is submitted, the system will pull that percentage over the quantity needed to accommodate for spoilage. Default Rounding: Select to round inventory pulls up to the next full unit, the next full carton, or pull exact quantities. Post Office of Entry: Enter the default Post Office of Entry to appear on your mailing statements. Mailing Class: Select a default Mailing Class from the drop down list. This default can be changed when creating your Mailing Statements. Type of Postage: Select a default Type of Postage from the drop down list. This default can be changed when creating your Mailing Statements. Category: Select a default Category from the drop down list. This default can be changed when creating your Mailing Statements. 90 The PRO-MAIL System

99 Set-Up the PCS Entry Discount: Select a default Entry Discount form the drop down list. This default can be changed when creating your Mailing Statements. Rate at which postage affixed: Select a default Rate at which postage affixed from the drop down list. This default can be changed when creating your Mailing Statements. Production Control System User Guide 91

100 Operations Operations Operations describe the work being done in a Work Center. Each Work Center has multiple operations associated with it. The more specific your list of operations, the easier it will be for front-end users to defined clear and concise work specs for the production shop floor. Generally speaking, operations are created in the Project Management System. However, they may be edited within the Production Control System. Synchronize Departments and Operations Once Departments and Operations are defined in your Project Management System, us the Synchronize utility to coordinate them between PMS and PCS. This utility will import all Departments and Operations from PMS into PCS. In PCS, Choose Set-Up/Util > Operations/Work Centers > Synchronize Departments and Operations. If using WMS/Production combined menus In PCS, Choose Set-UP > Shop Floor Set-Up > Synchronize Departments and Operations Select your Project Management System (PMS) from the drop down list and click Synchronize 92 The PRO-MAIL System

101 Set-Up the PCS Work Center Set-Up Calendar Set-Up and Scheduled Breaks Before you define your work centers, you should set up your calendar work day and break schedules. Scheduled Breaks can be applied to each Work Center in the PCS so that the system will automatically reduce that time from productivity reports. Note - if your shop floor workers punch out for their lunch break, do not include it in the list of scheduled breaks. PCS, Choose Set-Up/Util > Operations/Work Centers > Calendar Set-Up If using WMS/Production combined menus In PCS, Choose Set-UP > Shop Floor Set-Up > Calendar Set-Up Calendar Name: Enter a description to identify your work calendar. # Shifts: Select the number of shifts to include in this calendar. Standard Schedule: Click the work days to include in the Standard Schedule. This is sometimes considered your regular scheduled work days. Other Schedule: Click the work days to include in the Other Schedule. This is sometimes considered work days that is outside of your normal work calendar. For example, Sunday Work Day may only be one shift or you may have a special schedule set up for production to meet client demands. Production Control System User Guide 93

102 Work Center Set-Up Non-Work Day: Click the work days that are not considered to be production work days. Work Day Start Time and End Time: Enter the Start and End Time for each shift. Break Start Time and End Time: Enter the Shift Break Start Time and End Time. Click Holiday Tab 94 The PRO-MAIL System

103 Set-Up the PCS Name: Enter the description name of the Holiday Start Date: Enter the date of the holiday. You may also select the date by using the Date Picker Calendar. Start Time: Enter the Start Time for the holiday. End Time: Enter the End Time for the holiday. Click Submit Production Staging Areas PRO-MAIL lets you designate a staging area on the shop floor to pull inventory to. You can create as many different production staging areas as necessary. After you have created your Production Staging areas, you can set a default for the company and a default for each individual work center. When requesting inventory you have the opportunity to change the Production Staging Area from within that scree for that particular request. PCS, Choose Set-Up/Util > Operations/Work Centers > Production Staging Areas If using WMS/Production combined menus In PCS, Choose Set-UP > Shop Floor Set-Up > Production Staging Areas Click New Enter the description for the Production Staging Area. Click Save. Production Control System User Guide 95

104 Work Center Set-Up Work Centers Work Centers in the PCS are the same as Departments in the PMS. When you synchronize Departments and Operations (see Operations, above) you ll bring over the PMS s Departments as Work Centers in the PCS. Once your work centers have been synchronized in the PCS there is more information that needs to be defined within each Work Center. In PCS, Choose Set-Up/Util > Operations/Work Centers > Work Centers If using WMS/Production combined menus In PCS, Choose Set-UP > Shop Floor Set-Up > Work Centers A list of work centers will be displayed. Hover over one and click to open the work center for editing. 96 The PRO-MAIL System

105 Set-Up the PCS Work Center ID: This will be pre-filled from the PMS. Work Center Description: This will be pre-filled from the PMS. Work Center Short Name: Enter a short (3 or 4 characters) name for this work center. Work Center Family: This will be pre-filled from the PMS. Overhead Factor: Enter the overhead factor for determining costs. this figure will be multiplied against the Employee Labor cost to determine a tasks Total Cost. Calendar: Select a Calendar from the drop down list to associate to this work center. Critical Work Center: You can define up to 6 Work Centers as Critical Work Centers. Inquiry screens will display inprocess jobs and the status of their tasks at-aglance for the production shop floor for any work center identified as a Critical Work Center. Click in the box to make this work center a Critical Work Center. Sort Key Field: On reports and inquiry screens, Work Centers will sort by Work Center ID. If you want your work centers to sort differently, set Sort Key fields for each work center. Default Wage Rate: This is the default wage (or average wage) for this work center. When production status is updated without recording time against actual shop floor employees (see chapter titled Recording Time, later in this manual) the default wage will be used in calculating costs for the work center. Work Center Manager: Enter the name of the manager of this work center. Work Center Manager Enter the work center manager s address. The work center manager will be notified via when a change is made to a committed job. Production Control System User Guide 97

106 Work Center Set-Up Scheduling: Check this box if you are using our Third Party Scheduling application. Infinite Scheduling: Check this box if you are using our Third Party Scheduling application. Default Ready Time: Enter a Ready Time for this work center if you are using our Third Party Scheduling application. Default Complete Time: Enter a Ready Time for this work center if you are using our Third Party Scheduling application Default Machine Type: Select a default machine type to associate with this work center. The machine type can be changed during the recording of time entry for accuracy against the job task for this work center. Production Staging Area: Select a default Production Staging Area for this work Center. When a Request for Inventory is requested you are able to change the default Production Staging Area before submitting the request to the warehouse. Spoilage Percentage: Enter a default spoilage percentage for this work center. When inventory request are submitted, the system will request this percentage over the quantity needed to accommodate for spoilage. Default Rounding: Select a default rounding for the system to use for inventory requests. Default Inventory Location: When a product is made on the production shop floor from a work spec, it leaves that work center as an Outgoing Product. Outgoing Products can be received into the warehouse temporarily while they wait until they are needed for an upcoming task in the job. Enter a default warehouse location to receive this work center s Outgoing Products to. This default location can be change during the Receive Outgoing Products process. Work Ticket Options: Click No to modify work ticket options for this work center. Clicking No will override the default work ticket options that were chosen within your System Information Set-Up. 98 The PRO-MAIL System

107 Set-Up the PCS Related Work Centers A related work center is used when you may have a particular operation that can only be processed on a certain machine. Rather than creating another department in the PMS, you can create a related work center in the PCS and associate an operation that will automatically send this task to a related work center when the job is committed. For example, I have a insert operation Insert 6+ Pieces. When this operation is included in a task the PCS knows that this operation is to be automatically assigned to the Related Work Center Jumbo Inserting which is assigned to the Core Work Center Inserting. Click Add Work Center Work Center ID: Enter a short identifier for the Work Center ID. Work Center Description: Enter a short description for the Work Center. Work Center Short Name: Enter a short (3 or 4 characters) name for this work center. Work Center Family: This will be pre-filled from the Core Work Center Family. Overhead Factor: Enter the overhead factor for determining costs. this figure will be multiplied against the Employee Labor cost to determine a tasks Total Cost. Calendar: Select a Calendar from the drop down list to associate to this work center. Critical Work Center: You can define up to 6 Work Centers as Critical Work Centers. Inquiry screens will display inprocess jobs and the status of their tasks at-aglance for the production shop floor for any work center identified as a Critical Work Center. Click in the box to make this work center a Critical Work Center. Production Control System User Guide 99

108 Work Center Set-Up Sort Key Field: On reports and inquiry screens, Work Centers will sort by Work Center ID. If you want your work centers to sort differently, set Sort Key fields for each work center. Default Wage Rate: This is the default wage (or average wage) for this work center. When production status is updated without recording time against actual shop floor employees (see chapter titled Recording Time, later in this manual) the default wage will be used in calculating costs for the work center. Work Center Manager: Enter the name of the manager of this work center. Work Center Manager Enter the work center manager s address. The work center manager will be notified via when a change is made to a committed job. Scheduling: Check this box if you are using our Third Party Scheduling application. Infinite Scheduling: Check this box if you are using our Third Party Scheduling application. Default Ready Time: Enter a Ready Time for this work center if you are using our Third Party Scheduling application. Default Complete Time: Enter a Ready Time for this work center if you are using our Third Party Scheduling application Default Machine Type: Select a default machine type to associate with this work center. The machine type can be changed during the recording of time entry for accuracy against the job task for this work center. Production Staging Area: Select a default Production Staging Area for this work Center. When a Request for Inventory is requested you are able to change the default Production Staging Area before submitting the request to the warehouse. 100 The PRO-MAIL System

109 Set-Up the PCS Spoilage Percentage: Enter a default spoilage percentage for this work center. When inventory request are submitted, the system will request this percentage over the quantity needed to accommodate for spoilage. Default Rounding: Select a default rounding for the system to use for inventory requests. Default Inventory Location: When a product is made on the production shop floor from a work spec, it leaves that work center as an Outgoing Product. Outgoing Products can be received into the warehouse temporarily while they wait until they are needed for an upcoming task in the job. Enter a default warehouse location to receive this work center s Outgoing Products to. This default location can be change during the Receive Outgoing Products process. Work Ticket Options: Click No to modify work ticket options for this work center. Clicking No will override the default work ticket options that were chosen within your System Information Set-Up. Click Add Existing Operations Place a Check in the box next to the operation to add to this Related Work Center. Click Save. Production Control System User Guide 101

110 Machine Set-Up Machine Set-Up Machines are categorized in PRO-MAIL by Classes, Types, and the Machines themselves. Machines refer to the physical machines on your shop floor. Each machine record will have an Id, Description, Make/Model, cost per hour multiplier, and performance standard multiplier. Each machine will be associated with a type and class. Below is a diagram of the machine hierarchy. Machine Classes: Machine Classes are tied to Work Centers. In our example above, we have two machine classes for the Inserting Work Center. These classes are Standard Inserter and Jumbo Inserter. Machine Types: Machine Types refers basically to the grade of the machine. Machine Types fall within Classes. In our example above, we have machine types called 4-station and 6-station types belonging to the Standard Inserter class. Standard cost per hour and maximum cycles per hour are set at the Machine Type level. 102 The PRO-MAIL System

111 Set-Up the PCS Machine Classes and Types Make sure your Work Centers are in place in the PCS prior to setting up Machines. (see Synchronizing Departments and Operations section in this manual) Machine Classes are tied to Work Centers. In our example, we have two machine classes for the Inserting Work Center. These classes are Standard Inserter and Jumbo Inserter. In PCS, Choose Set-Up/Util > Machines/Employees > Machine Classes, Types, and Machines If using WMS/Production combined menus In PCS, Choose Set-UP > Shop Floor Set-Up > Machine Classes, Types and Machines Click Add New. Machine Class Description: Enter a description for the Machine Class. Associate it with one or more work centers by checking the box beside each appropriate line item. Default Operator Type: Select a default Operator Type from the drop down list for this machine class. Enter a numerical default for the number of operators required to operate this machine class. Production Control System User Guide 103

112 Machine Set-Up Default Helper Type: Select a default Helper type from the drop down list for this machine class. Enter a numerical default for the number of helper required to assist the operator for this machine class. Click Machine Types tab Click New Machine Type Machine Type Description: Enter a description for this machine type. Standard Cost/Hr: What is the cost per hour to run machine of this type? (Note - you can tweak this figure within each machine using multipliers.) Maximum Cycles/Hour: What is the maximum this machine type can produce per hour? (Note - you can tweak this figure within each machine using multipliers.) Average Minutes to Set Up Job: Enter an average amount of time required to set up a job for this machine type. Average Minutes to Clean Up Job: Enter an average amount of time required to clean up a job for this machine type. 104 The PRO-MAIL System

113 Set-Up the PCS Machines Click New Machine to define a machine for this class. Machine ID: Enter an identifier for each machine or Click Auto to have the system assign a sequential identifier. Machine Description: Enter a brief description for this machine. Machine Manufacturer: Enter the name of the manufacturer. Machine Model Number: Enter the Model of the machine. Machine Serial Number: Enter the Serial Number of the machine. Cost Factor: Enter a multiplier to increase or decrease the cost to run this machine. This will be multiplied against the cost set as the machine type level. Performance Factor: Enter a multiplier to increase or decrease the standard for this machine. This will be multiplied against the Maximum Cycles/Hour for this machine type. Available Until Date: Enter an Available Until Date if you are using our Third Party Scheduling application. Available Until Time: Enter an Available Until Time if you are using our Third Party Scheduling application. Production Control System User Guide 105

114 Machine Set-Up Unavailable Until Date: Enter an Unavailable Until Date if you are using our Third Party Scheduling application. Unavailable Until Time: Enter an Unavailable Until Date if you are using our Third Party Scheduling application. Primary Work Center: Select Primary Work Center from drop down list. This machine will be used as the default machine for this work center tasks when recording time for a task within this work center. Machine can be changed during time-entry. Local Image: Click Yes if you will be storing or displaying an image of this machine. Web Directory: If you answered Yes above, enter the directory on your Web server where images are stored. Machine Image ID: If you answered Yes above, enter the file name for the image of this machine. Click Save. 106 The PRO-MAIL System

115 Set-Up the PCS Employee Set-Up Employees are the workers on your production shop floor whose time used to complete a task should be considered when processing the task. Employees are assigned to a role. Roles are segmented into two categories when recording time-entry against a task. Roles Operators: An operator is an employee who actual runs the machine or is responsible for the count of pieces produced in the task. The piece counts recorded by the operator will be the only counts recorded for the task. Helpers: Helpers are the employees that assist the operator with running a task. Helpers can work 100% on one task, or may split their time up between tasks (50% on one task and 50% on another task). Because the piece counts produced are already considered for the Operator running the task, helper piece counts will not be counted. Helper wages however will be added to the cost of running the task In PCS, Choose Set-Up/Util > Machines/Employees > Employees Roles If using WMS/Production combined menus In PCS, Choose Set-UP > Shop Floor Set-Up > Employees Roles Click Add New Role ID: Enter an identifier for this role. Role Description: Enter a brief description for this role. Scheduling Color: If you are using our Third Party Scheduling application select a color from the drop down list for this role. Production Control System User Guide 107

116 Employee Set-Up Operator: Click Yes if this role is a Operator. Default Role: Click Yes if this role is your default role. Selecting this role as the default role to appear during time-entry. Above is a list of employee roles. Note that only one of the roles is considered an Operator. The other role is a helper. Employees In PCS, Choose Set-Up/Util > Machines/Employees > Employee Maintenance If using WMS/Production combined menus In PCS, Choose Set-UP > Shop Floor Set-Up > Employee Maintenance Click New Employee ID: Enter an identifier for this employee or click Auto ID to have the system assign a sequential identifier. First Name: Enter the employee s first name. Middle Name/Initial: Enter a middle name or initial. 108 The PRO-MAIL System

117 Set-Up the PCS Last Name: Enter the employee s last name. Social Security Number: Enter the employee s social security number. Hire Date: Enter the date the employee was hired. Termination Date: If this employee no longer works here, enter the termination date. Work Center: Select the Work Center this employee normally works in. Rate: Enter the employee s hourly rate of pay. We strongly recommend against entering your employees actual rate of pay into this field. Instead calculate an average rate of pay for all employees at this level. Use the average rate in the employee maintenance screen. This assures that a job s profitability is not mis-stated simply because the employee who ran it is at a slightly different pay rate than other employees on the shop floor. Comments: Enter any comments about the employee. Production Control System User Guide 109

118 Postage Set-Up Postage Set-Up Before you can begin entering Postage transactions in the PMS or the PCS, you will need to define Postmasters and YOUR Permits, Meters, and Stamps. Postmasters In PCS, Choose Set-Up/Util > Postage > Postmasters If using WMS/Production combined menus In PCS, Choose Set-Up > Shop Floor Set-Up > Postmasters Click Add New Post Office ID: Enter an identifier for this postmaster or click Auto to let the system assign a sequential identifier. Name: Enter the name for this postmaster. Address 1: Enter address 1 for this postmaster. Address 2: Enter address 2 for this postmaster. City: Enter the city for this postmaster. State: Enter the state for this postmaster. Zip Code: Enter the zip code for this postmaster. Click Save or Another to create another postmaster. 110 The PRO-MAIL System

119 Set-Up the PCS Our Postage Instruments Once your postmasters have been defined, you can create your company s permit, meters, and stamps, in the system. Note - Only instruments owned by your company is set up in the PCS. Your client instruments are set up in the PMS. In PCS, Choose Set-Up/Util > Postage > Our Postage Instruments If using WMS/Production combined menus In PCS, Choose Set-UP > Shop Floor Set-Up > Our Postage Instruments Select Instrument Type from drop down list. Click Add New Above is an example of a permit set up. Permit Number: Enter the number for this permit. Permit Description: Enter a brief description that is meaningful to you and your staff. Phone Number: Enter a contact phone number for this permit. Address: Enter an contact address for this permit. Post Office: Select a Post Office from the drop down list for this permit. Permit Holder: This will pre-fill with Us location. Production Control System User Guide 111

120 Postage Set-Up Non-Profit: Will this permit be used for Non-Profit mail? Standard/1st Class/Periodicals: Check box next to each class of mailing that this permit may be used. Click Save. Above is an example of a meter set up. License #: Enter license number for the meter. Meter Description: Enter a brief description for the meter that would be meaningful to your staff. Click Save. Above is an example of a stamp set up. Stamp ID: Enter a brief identifier for the stamp. It is helpful to put the stamp rate in as the stamp id. Stamp Description: Enter a brief description for this stamp. Rate: Enter the stamp s rate. Click Save. 112 The PRO-MAIL System

121 Set-Up the PCS Beginning Balances You can define your beginning balances for your permits, meters, and stamps. Enter the Opening Balance for this instrument. Note - there is no accounting effect from this entry. It is expected that the balance has already been included in your Postage Inventory account s balance in the ledger. In PCS, Choose Set-Up/Util > Postage > Beginning Balances If using WMS/Production combined menus In PCS, Choose Set-UP > Shop Floor Set-Up > Beginning Balances Select the Instrument Type and Instrument from the drop down list and enter the Opening Balance for this instrument. Production Control System User Guide 113

122 Expense Set-Up Expense Set-Up Before you can record expenses in the system against a job, you will need to define your expense types and suppliers. Expenses recorded against a job will print on your Job Recap Report. Expenses may included a Mark-Up Factor which may be added within PMS > Set-Up > Accounting > Expense Types. Expense Types In PCS, Choose Set-Up/Util > Expenses > Expense Types If using WMS/Production combined menus In PCS, Choose Set-UP > Shop Floor Set-Up > Expense Types Click New Expense Type ID: Enter a short identifier for the expense type. Expense Type Description: Enter a brief description for the expense type. Click Save or Another to create another Expense Type. 114 The PRO-MAIL System

123 Set-Up the PCS Supplier Set-Up Once you have created your expense types, you are now ready to create Suppliers and associate them to your expense types. In PCS, Choose Set-Up/Util > Expenses > Supplier Set-Up If using WMS/Production combined menus In PCS, Choose Set-UP > Shop Floor Set-Up > Supplier Set-Up Click New ID: Enter a brief identifier for this supplier. Description: Enter a brief description for the supplier. Type: Select one or more of the Expense Types associated with supplier. Click Save or Another to create another Supplier. Production Control System User Guide 115

124 Set-Up the PCS Business Management Solution Users Guide 116