Subcontract - BOM Method. User Guide

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1 Subcontract - BOM Method User Guide 2006 Exact Software ERP-NA, Inc East Hillsdale Boulevard Foster City, CA Phone: FAX:

2 MAX Subcontract (BOM Method) User Guide - 2 of 18 Information in this document is subject to change without notice. Companies, names, and data used in examples are fictitious unless otherwise noted. This software and manual are protected by all applicable copyright laws worldwide. The details of permitted use of this product are set forth in the Software License Agreement. No part of this documentation may be copied or reproduced in any form without prior consent of Exact Software - North America. Software and Manual Copyright 2006 Exact Software ERP-NA, Inc. All Rights Reserved. All other product or service names mentioned herein are trademarks of the respective owners. Printed in the United States of America, March 2006.

3 MAX Subcontract (BOM Method) User Guide - 3 of 18 MAX Subcontract BOM Method Table of Contents Introduction...4 Implementation Task List:...5 Process Flow Chart:...8 Planned Subcontract BOM Orders...9 How to Create an Unplanned Subcontract Order...9 Costing Overview:...18

4 MAX Subcontract (BOM Method) User Guide - 4 of 18 Introduction The MAX Subcontract BOM Method allows customers to plan, manage and fulfill outside vendor orders using MAX for Windows while maintaining the same cost accounting standards established with DOS MAX. The MAX Subcontract BOM method supports four order creation workflows, the flexibility to maintain subcontract orders from either Purchasing or Shop Floor Control as well as accurate scrap and cost accounting transactions. This user guide provides a Feature Overview, Implementation Task List, Process Flow Chart, Feature Descriptions and Costing Overview for the MAX Subcontract BOM Method. Feature Overview Plan Subcontract Orders using MRP Subcontract Req's / Assignment / Order capability added to Purchasing Schedule * Print Subcontract PO from Purchasing * Edit Subcontract order BOM using Purchasing or SFC * Create Subcontract BOM Pick List paperwork using SFC * Issue Subcontract Components from Inventory Ship subcontract parent parts using the Subcontract Ship Inventory transaction tab (keeps the costing standard same as DOS) *. Scrap subcontract of component parts (does not support lot control) * Scrap subcontract of the parent part * Receive subcontract order using Inventory Receipt transaction. Subcontract Costing (keeps the same costing standard as DOS). * New functionality added.

5 MAX Subcontract (BOM Method) User Guide - 5 of 18 Implementation Task List: Overview: Create a Part (type O), add a BOM and enter planning, inventory and vendor information for each subcontract part. Step Details: Outlined below are the steps you must follow to implement subcontract processing using the BOM method. These steps apply only to parts with type code O (outside vendor). 1. Add the subcontracted service part (Type O ) and its components, if any. using (BOM > Activity > Part Master > Master tab) 2. Add the parent-component relationship for the subcontracted service. using (BOM > Activity > Part Master > BOM tab or Visual BOM) For example: Part ID = 100 Small Mechanical Sub-assembly Part Type = A Cost Type Code = A Acct Type Code = A Subcontracted Service Part ID = 500 Machined Casting Part Type = O Cost Type Code = A Acct Type Code = A Part ID = 475 Valve Part Type = B Cost Type Code = M Acct Type Code = A Components for Subcontract Service Part ID = 450 Unmachined Casting Part Type = A Cost Type Code = M Acct Type Code = A Note: This must be a part that can be issued. 3. Establish the desired planning parameters for the subcontracted service part and its components. using (MRP > Activity > MRP Detail) 4. Establish the desired inventory control parameters for the subcontracted service part and its components. using (Inv > Activity > Inventory Data > Inventory Part Data) 5. Establish the desired lead times and buyer ID for the subcontracted service part. using (PUR > Activity > Purchasing Data > Vendor Part Data) 6. If you wish to track subcontract service costs, add the default account IDs required for the BOM method (STGEWORK, SUBCNTCT, SUBCNREC,SUBSCRAP, SPV). using (FIM > Activity > Maintain GL Accnts).

6 MAX Subcontract (BOM Method) User Guide - 6 of Enter the cost for the subcontracted service and its components, if any, using (BOM > Activity > Part Master > Acctng tab). Note: Subcontracted service parts with components must have cost type code A (Automatic) for costs to properly roll up. 8. Rollup your product costs. Using the (BOM > Activity > Part Master > Acctng tab > Recalc button). 9. Add your subcontracted service vendor. Using (PUR > Activity > Purchasing Data > Vendor Master).

7 MAX Subcontract (BOM Method) User Guide - 7 of Add the vendor-part relationship for your subcontracted service part and vendor using (PUR > Activity > Purchasing Data > Vendor Part Data). Note: Note: If you do not add price break information, the subcontracted service part s material cost will be used for the PO cost. Additional Implementation Notes: 1. The number of decimal places set using Purchasing Preferences affects accuracy when scrapping parent parts, using (SFC > Post Vendor Scrap). 2. The Excess Receipt Quantity set for type O parts, using (BOM > Part Master > Inventory tab) affects INV > Subcontract Shipping transaction.

8 MAX Subcontract (BOM Method) User Guide - 8 of 18 Process Flow Chart: Order Logic Notes 1. Like Purchase Orders, existing Subcontract Orders may be assigned, auto-assigned, or dragged and dropped from the Purchasing Schedule. Start MRP Regen Requirements => Explosion Order Workflow PL 4 series, status 1 Approve PL in PUR SR 4 series, status 2 Unplanned SR generated in PUR Run PR Report Release Order in PUR Schedule SR 6 series, status 3 see order note #1. Assign to Existing SO Auto Assign to New SO SO 7 series, status 3 Drag & Drop to a New or Existing SO Manually Create New SO in PUR Unplanned order workflow described in the following section starts here Scrap Subcontract PO Maintenence in PUR or SFC Costing see transaction note #1. Post Component Scrap SFC Issue Components in INV COSTING Post Vendor Scrap (Parent) SFC Subcontract Shipment see transaction notes #3 & #4. Post Order Closure see transaction note #2. Receipt in INV SO 7 series, status 5 Transaction Workflow SO Complete? (order due qty = 0) N Y SO 7 series, status 4 SO 7 series, status 3 Manually Change Order to Status 4 End Transaction Logic Notes 1. Post Component Scrap Transaction updates the component due quantity. 2. Post Vendor Scrap Transaction updates Subcontract Order due quantity. 3. Ship subcontract orders before scrapping parent parts (posting vendor scrap) or costing will not accrue correctly. 4. Subcontract Ship Transaction updates the Subcontract Order due quantity only if over shipped.

9 MAX Subcontract (BOM Method) User Guide - 9 of 18 Planned Subcontract BOM Orders If you plan Subcontract Order requirements using MRP, you can Assign, Auto-Assign or drag and drop approved subcontract requirements to new or existing orders directly from the MAX Purchasing Schedule. With MAX 3.7, the drag and drop feature has been upgraded to Windows standard, right click and drag. Refer to the online help or documentation for the MAX Purchasing and MRP modules for user assistance. How to Create an Unplanned Subcontract Order If you do not include subcontract orders in the planning process, you may generate unplanned Subcontract Orders starting with the MAX Purchasing module as follows: 1. Create a new, subcontract Purchase Order. To create an unplanned, subcontract purchase order, open the Purchasing module, select Activity > Purchase Order then select the PO menu > New > Subcontract Order. or, click the New Document Icon, then select Subcontract Purchase Order and click OK. You must choose a Vendor ID for each subcontract order, and part IDs must have part type O (outside vender). Enter quantities, part IDs and due dates, as with any MAX Purchase Order.

10 MAX Subcontract (BOM Method) User Guide - 10 of Print the Subcontract Purchase Order. Open the Purchasing module > Reports > Print Purchase Order. In the Print Options box, select to display orders by Vendor ID, or PO #. Choose whether to list All, a Range, or Individual order numbers To display only subcontract POs (filter out all other PO types) check (mark) the Subcontractor Orders Only checkbox. Mark your print options, select a report destination and then click the Report button to generate the report.

11 MAX Subcontract (BOM Method) User Guide - 11 of Edit Subcontract order Bill of Materials using Purchasing or SFC. To open the Subcontract Purchase Order Maintenance dialog box, select either Purchasing > Activity > Subcontract PO Maintenance or, Shop Floor Execution > Activity > Subcontract BOM > Subcontract PO Maintenance. Browse and choose from subcontract purchase orders by double clicking the Order Number field. Users can modify the Order Status, Current Quantity, Due Date, Primary Stock ID, Reference, Planner ID, Schedule Code, Rev Level and User Defined Key and Reference fields. Users can also modify the order bill of materials by marking (to include) or unmarking (to exclude) each component displayed as a line item in the lower grid.

12 MAX Subcontract (BOM Method) User Guide - 12 of Print Subcontract BOM Pick List paperwork. To create a part Pick List specific to Subcontract Order bills of materials, select: Shop Floor Execution > Reports > Subcontract PO Paperwork. Choose whether to list All, a Range, or Individual order numbers Mark your pick list options, select a report destination and then click the Report button to generate the pick list.

13 MAX Subcontract (BOM Method) User Guide - 13 of Issue Components for the Subcontract Order. Open the Inventory module > Activity > Transactions > Issue tab. In the upper left drop down list box, select Subcontract. To display all components for a subcontract order, browse and choose using the Order box in the lower grid, then click the Query button. To issue quantities of the components displayed in the grid, highlight each line then click Process. Individual components may also be issued, using the upper section of the Issue tab. To select a component, browse and choose using the Part ID browser, then browse and choose an Order Number. Next enter the quantity to be issued and enter any other relevant information. Click the Process button to issue the displayed component for the displayed order.

14 MAX Subcontract (BOM Method) User Guide - 14 of Ship subcontract parent parts. After physically shipping the subcontract order, processing a shipment transaction updates the GL accounts. This transaction uses the same costing standard as DOS MAX. Select Inventory > Activity > Transactions > Subcontract Shipment tab. If the Subcontract Shipment tab does not display, after installing Subcontract BOM functionality, verify that System Manager > Activity > User Security > Inventory > Transactions > Subcontract Shipment tab has at least Read access. To ship a single order, use the upper left part of the dialog box to browse and choose an Order Number. To process more than one order shipment, browse and choose a range of order numbers, using the Start and End boxes above the grid, then click Query. Highlight each order to be processed by clicking the grid line item, then click the Process button to ship all highlighted order numbers.

15 MAX Subcontract (BOM Method) User Guide - 15 of Scrap subcontract component parts (does not support lot control) * Component parts damaged or lost during the subcontract process should be posted to the order. Select Shop Floor Execution > Activity > Post Component Scrap. Browse and choose the Subcontract Order Number and that order s Component ID to be scrapped. Next, enter the quantity, stock and account information for each part scrapped as well as each replacement part. When the replacement is done (either in the INV issue tab or as replacement on the component scrap dialog) an override code with an account equal to the subcntct account should be used. After entering all information describing the scrap transaction, click Post to process the component scrap transaction. To remove displayed information from all fields, click Clear.

16 MAX Subcontract (BOM Method) User Guide - 16 of Scrap subcontract parent part Parent parts damaged or lost by the subcontract vendor should be posted to the order. Select Shop Floor Execution > Activity > Subcontract BOM > Post Vendor Scrap. Browse and choose the Subcontract Order Number and that order s parent part ID to be scrapped. Next, enter the current quantity of parts to be scrapped, and date for each part scrapped. After entering all information describing the scrap transaction, click Post to process the vendor scrap transaction. To remove displayed information from all fields, click Clear.

17 MAX Subcontract (BOM Method) User Guide - 17 of Receive subcontract order using Inventory Receipt transaction. When a vendor completes subcontract activities, the parts referenced on subcontract orders must be received to MAX inventory. Select Inventory > Transaction > Receipt tab.

18 MAX Subcontract (BOM Method) User Guide - 18 of 18 Costing Overview: MAX costs sub-contract (BOM method) transactions as follows: STGEWORK = Staged Raw Material for Sub-contractors This account is used with the BOM method only. As kits of components are pulled for a vendor, the material is issued directly to the PO. This account helps MAX monitor the material value at the vendor s facility and acts as a clearing account for material variances associated with sub-contracted work. This is an asset account, it s normal balance is debit. SUBCNTCT = Sub-contract Material This account is used with both BOM and Routing methods. As material is physically transferred to the vendor the transaction is recorded and this account is debited. When the processed part is received back the account is credited. It is an asset account; its normal balance is debit. SUBCNREC = Sub-contract Receipts This account is used with both BOM and Routing methods. As completed items are received back from the vendor, a transaction recording the receipt is posted to this account at the standard value of the sub-contracted service. It is a clearing account for payables, its normal balance is credit. SUBSCRAP = Sub-contract Scrap When material is scrapped at the vendor using Post Vendor Scrap, this account is debited and the SUBCNTCT account is credited. SUBSCRAP is an expense account. SPV = Sub-contract Purchase Variance This account is used with both BOM and Routing methods. As vouchers are posted, the delta between the standard for the sub-contracted service and the invoice amount is posted to this account. This is a contra account to subcontract receipts. Transaction Type Debit G/L # Credit G/L # Issue Order - Issue from Stock STGEWORK INVENTORY A/C part x Qty Component Std. Cst x Q Component Std. Cst x Q Transfer to Vendor SUBCNTCT STGEWORK part x Qty Matl Cst "O" Matl Cst "O" Post Scrap SUBSCRAP SUBCNTCT part x Qty Matl Cst "O" part x Qty Matl Cst "O" Receipt to Stock Inventory A/C SUBCNTCT Std Cst "O" x Q "O" Matrl x Q SUBCNTCT Subc Cst x Q Post Vouchers (AP Batch, WORKGL) SUBCNREC Subc Cst x Q SUBCNREC Sub Cst x "O" Variance (Sub Cost "O" - Invoice) SPV (Unfav) ACCOUNTS PAYABLE Q Invoice Amt. SPV (Fav) Post OrderClosure Fav (Issue<Planned) Unf (Issue>Planned) STGEWORK MATLVAR Material Variance: MATLVAR STGEWORK Sum Component Std Cst - Matl Cost "O"

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