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