Work Order Management. Release 8.7.2

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1 Work Order Management Release 8.7.2

2 Legal Notices 2011 Epicor Software Corporation. All rights reserved. Unauthorized reproduction is a violation of applicable laws. Epicor and the Epicor logo are registered trademarks and/or registered service marks of Epicor Software Corporation in the United States and other countries. Epicor Eclipse is a trademark and/or service mark of Epicor Software Corporation. All other trademarks or service marks are the property of their respective owners and should be treated as such. Epicor Eclipse Online Help System This online help system, as well as the software described in it, is provided under license and may be used only in accordance with the terms of the license. The content provided is for informational use only and is subject to change without notice. Epicor Software Corporation assumes no responsibility or liability for any errors or inaccuracies that may be included in this documentation. Publication Date: September 26, 2011

3 Table of Contents Work Order Management Overview... 1 Work Order Entry... 1 Work Order Maintenance... 1 Setup Requirements for Work Order Management... 2 Control Maintenance Records... 2 Authorization Keys... 2 Product Maintenance... 3 Vendor Maintenance... 3 Work Order Entry... 3 Form and Printer Setup... 3 Creating Vendor Records for Service Processes... 4 Creating G/L Accounts for Work Orders... 6 Determining Work Order Product Price and Cost Methods... 8 Attaching Work Order Templates to Finished Products... 9 Attaching Serial Numbers to Work Order Finished Products Entering Work Orders Inserting and Deleting Work Order Steps Adding Materials to Work Order Steps Moving Material Between Work Order Steps Work Order Entry Status Codes Reviewing Open Work Orders About Calculated Costs on Work Orders Auto-Reconciling Work Orders Reconciling By Step Reconciling by In/Out Quantities Processing Costs and Units of Measure Example 1: Reconciling By Step Example 2: Reconciling By Quantities Handling Finished Goods Costs on Work Orders Handling Outgoing Material Costs on Work Orders Adding Freight and Handling Charges to Work Orders Copying Work Orders Tagging Work Orders to Sales Orders iii

4 Work Order Management Canceling Work Orders Adding Comments to Work Order Processes Attaching Serial Numbers to Work Order Finished Products Matching Vendor Invoices to Work Orders Reviewing Work Order Material Shipment Information Reviewing Suggested Work Orders Converting Suggested Work Orders Recalculating Products and Lines on Suggested Work Orders Creating Work Order Templates Running the Work Order Product Report Running the Work Order Template Report Running the Work Order Summary Report Running the Work Order Holding Report Using the Work Order Posting Date Utility Index iv

5 Work Order Management Overview Work Order Management facilitates the process of modifying products from their original form into a more useful form, based on customer requirements. Work Order Entry helps you create work orders for this special processing on products. This processing includes combining current products into a finished product, such as assembling circuit boards, or altering a product for final delivery, such as custom painting. Work Order Entry Work order entry is the process of creating a record of processes that need to be completed to modify the product: define the steps required in the process, who performs them, and how long completing each step takes. In addition, if you are not processing the order in-house, accounting for the vendor's setup and processing costs. If the customer has repeat orders for this product, create a template for the process. You must have authorization to enter work orders and your views in order entry are restricted based on your authorization. In addition, the finished product has a product record. You cannot process the order without a finished product. Work Order Maintenance After you enter a work order, you need to monitor it to ensure that the materials are available when you need them, that the start and completion dates are realistic, and that you are able to deliver the finished product to the customer when they have requested it. The system provides a number of queues, inquiries, and reports to assist you in doing this Epicor Software Corporation. All rights reserved. 1

6 Work Order Management Rel Setup Requirements for Work Order Management Following are the control maintenance records and authorization keys used for work order management, along with additional setup requirements. Control Maintenance Records Set the following control maintenance records: Auto Reconcile Work Orders Display Process Comments In Work Order Processing Body Method For Calculating Process Qty For Work Orders Re-Sort Work Order Items When Closed For Branch Update Cost On Sales Order from Tagged Work Order Update Cost On Work Order From Tagged Purchase Order Update Cost On Work Order From Tagged Transfer Order Valid Vendor Work Order Processing Codes Work Order Processing Branch Selection Work Order Processing Default Write-Off Account Work Order Processing Pricing Override Vendor Work Order Processing Prompt For Multiplier Quantity Authorization Keys Assign the following authorization keys: OE.OVERCOMMIT.STOCK WOE.ALLOWED WOE.AUTO.REC WOE.CLOSE.ORDER WOE.CLOSED.CHANGE.VENDOR WOE.CLOSED.ORDER.CANCEL WOE.CLOSED.ORDER.EDIT WOE.CLOSED.PRC.EDIT WOE.CLOSED.QTY.EDIT WOE.OPEN.ORDER.EDIT WOE.OPEN.PRC.EDIT WOE.OPEN.QTY.EDIT Epicor Software Corporation. All rights reserved.

7 Rel Work Order Management WOE.PIL.DAYS.OVRD WOE.WRITER.EDIT Product Maintenance Create records for the finished products in Product Maintenance. In the Buy Line field, enter the service vendor's buy line. If you want the system to calculate demand for the finished product, set up the item with a status of Stock. After you create the work order template, verify that the product price on the price sheet matches the finished product price on the template. Note: You can set up the products as kits or assign individual prices, as needed. Attach work order templates to finished products, as needed. Determine work order product price and cost methods. Attach serial numbers to finished products. Vendor Maintenance Create service vendor records in Vendor Maintenance. Work Order Entry Create work order templates for often used processes, as needed. Form and Printer Setup You must do the following to print work orders: Define the Work Order form. Assign the form to a Work Order document. Assign the form to a printer tray Epicor Software Corporation. All rights reserved. 3

8 Work Order Management Rel Creating Vendor Records for Service Processes When creating work orders, the system requires a vendor to complete the order. All vendors are valid, however, if you process any work order steps in-house, a vendor must be created for your company's service process. For example, you may send out products that need to be painted, but you assemble or cut products at your warehouse. Use a current vendor to enter the painting step on a work order, but create an internal vendor for the assembly step. Use Vendor Work Order Processing Maintenance to assign default values for the vendor's setup and process costs per process. To create a vendor record for a service process: 1. From the Maintenance menu, select Vendor to display the Vendor Maintenance window. 2. Create a vendor record. If this is an internal vendor, in the Name field, enter a vendor that describes the internal process to perform, for example, Assembly Vendor - In House. 3. From the Orders menu, select Work Order Processing Maintenance to display the Vendor Work Order Processing Maintenance. 4. Complete any of the following fields, as needed, for each vendor process: Note: Leave any field blank that has a value that changes depending on the type of material modified. Column Process Description A description of the work to perform, such as Assembly or Painting. Select from the validated list. Setup your processes using the Valid Vendor Work Order Processing Codes control maintenance record. Days The number of days required to complete the step. The default value is 2. Setup Cost Process Cost UM A dollar amount that identifies any costs incurred in preparation for processing one unit of the product. A dollar amount that identifies any labor or other costs incurred during the process per specified unit of measure. The proportions of a specific item as it is costed for processing. These values include: ea - Cost per each unit. C - Cost per 100 units. M - Cost per 1000 units. Wt - Cost per pound. Lot - Cost for entire order. This is the default. 5. Save the information and return to the Vendor Maintenance window. 6. From the Additional menu, select Additional Vendor Information to display the Additional Vendor Information window. 7. If you created an internal vendor, do the following: In the Override G/L Account Number field, enter the override account number. In the right-hand pane, select No Order Entry to make sure that other orders are not created with this vendor Epicor Software Corporation. All rights reserved.

9 Rel Work Order Management Note: Never assign an override G/L account number to an external vendor, as a payable is involved. 8. Save your changes and exit the dialog box. 9. If prompted that no active branches or territories are assigned, select Yes to display the Accessible Branches window and assign branches and territories to the vendor. 10. Save your changes and exit the window Epicor Software Corporation. All rights reserved. 5

10 Work Order Management Rel Creating G/L Accounts for Work Orders Schedule the Change Posting Date For Inprocess Work Orders driver in the phantom scheduler. If any of your company's value-added processes are internal, you must set up a G/L Work Order Entry override account. You can assign this account number to your value-added department. Create G/L override accounts: 1. From the G/L > G/L Maintenance menu, select G/L Account Maintenance to display the G/L Account Maintenance window. 2. In the Account field, type a brief description of the account. 3. Press Enter to display a list of accounts matching your description. If the account you want does not appear in the list, select New and press Enter to return to the G/L Account Maintenance screen. 4. In the Full Description field, enter the description you first entered in the Account field. 5. In the Short Description field, edit the description to shorten it, if needed. 6. In the Internal Description field, enter any identifying description for internal use, if needed. 7. In the Key Words field, enter any other descriptive words to assist you in identifying the account. 8. Select the Asset or Expense option. 9. Deselect the A/P Adjustment Allowed check box. 10. Save the information and exit the window. Set up any remaining G/L accounts: Set up the following accounts to keep the G/L balance correct. 1. Create each of the following accounts in G/L maintenance: Account Work Order Holding Clear Work Orders to Inventory Work Order Purchasing Work Order Freight In Billable Work Order Handling In Billable Labor Offset Account(s) Work Order Write-off Use Asset/Balance Sheet Asset/Income Statement Asset/Income Statement Asset/Income Statement Asset/Income Statement Asset/Income Statement Asset/Income Statement 2. Assign the following accounts to the accounts for Auto Posting: Account Clear Work Order Purchases to Inv Work Order Processing Holding Use Clear Work Orders to Inv Work Order Holding Epicor Software Corporation. All rights reserved.

11 Rel Work Order Management Account ~*Default Work Order Purchases Use Work Order Purchasing 3. G/L Account for Write-off Populate the Work Order Processing Default Write-Off Accountcontrol maintenance record with the Work Order Write-off G/L account number. If you need to reset start dates for work orders that will not finish before the accounting period closes, use the Work Order Holding Report to identify which orders need to be moved and the Work Order Posting Date Utility to reset the work orders Epicor Software Corporation. All rights reserved. 7

12 Work Order Management Rel Determining Work Order Product Price and Cost Methods Before using template, you should indicate how the system should calculate the selling price and cost for a finished product on a work order template. The system determines the cost of a finished product based on the individual component products' price sheets and not the cost listed on the work order. The system uses the cost of each component to sum up the full finished product's cost. For example, you have a finished product for a kitchen sink. The sink contains a faucet ($40.00), a basin ($175.00), a disposal ($75.00), and the drain pipes ($50.00). When the kitchen sink is listed on the sales order, the system calculates the cost to be $ To select when the system should consider a product part of the process quantity, use the Method For Calculating Process Qty For Work Orders control maintenance record. By default, the system waits for material to be moved In to Stock before using it to calculate process quantity. To determine the selling price and cost for a work order product: 1. From the Maintenance menu, select Product to display the Product Maintenance window. 2. Select a value-add product record. 3. From the Additional Data menu, select Work Order Processing to display the Work Order Processing Maintenance dialog box. 4. In the Calculate Sell Method and Calculate Cost Method fields, enter the methods to use to determine the selling price of the item: Select the Use Assembled Product Price method to calculate each method based on the price assigned to the finished product. The pricing group assigns this price to the local price basis name that corresponds to the DFLT-LIST global price basis name on the Product Price Sheet Maintenance screen. Select the Use Sum of Component Prices method to calculate each method based on the sum of the prices of each component used in the production of the product. 5. Save the information and exit the dialog box Epicor Software Corporation. All rights reserved.

13 Rel Work Order Management Attaching Work Order Templates to Finished Products If you always use the same work order process to produce a specific finished product, you can create a work order template and attach it to a finished work order product. When you do this, each time a customer reorders the finished product, the system uses the assigned work order template to create the work order. You can then adjust the quantities, materials, or steps, as needed. Important: A product must have a template assigned in order for products to display on the Suggested Work Order Queue. To attach a work order template to a finished product: 1. From the Maintenance menu, select Product to display the Product Maintenance and select a product record. 2. From the Additional Data menu, select Work Order Processing to display Work Order Processing Maintenance. 3. In the Template ID field, enter the work order template number the system should use to create the finished product. If a template has already been used to create a work order for this product, the system populates this field with that number. 4. In the Calculate Sell Method field, select one of the following: Use Assembled Product Price - Uses the assigned product price for the finished product. Use Sum of Component Prices - Uses the combined total price for each product contained in the finished product. Note: This field must be set to the Use Sum of Component Prices selection for the work order template to display on the Customer Sales Rebate Report. In addition, the component needs a sell matrix set that contains rebate information. 5. In the Calculate Cost Method field, select one of the following: Use Assembled Product Cost - Uses the assigned product cost for the finished product. Use Sum of Component Costs - Uses the combined total cost for each product contained in the finished product. Note: This field must be set to the Use Sum of Component Costs selection for the work order template to display on the customer sales reports. 6. If the product requires serial number prompts and masking, use the following fields: Prompt SN# on In Step - Prompts the user to enter the serial number on the Quantity In on the Step Detail tab in Work Order Entry. Serial Number Mask - If you are using the system to assign serial numbers, enter the mask used for this product for work orders, such as "W"-# to indicate you want all numbers to start with a W for work orders and then number them in sequence. For more information, see Attaching Serial Numbers to Work Order Finished Products Epicor Software Corporation. All rights reserved. 9

14 Work Order Management Rel To make changes to the work order template, click Edit Template to display Work Order Entry in edit mode. Adjust the quantities, materials, or other information, as needed. Note: If there is no Template ID listed, the system opens a new work order template and assigns that ID to the product. 8. From the File menu, select Save and then Exit to return to Work Order Processing Maintenance. 9. Click OK to save your changes. 10. Save your changes and exit the window Epicor Software Corporation. All rights reserved.

15 Rel Work Order Management Attaching Serial Numbers to Work Order Finished Products Use the Work Order Processing Maintenance screen to specify when to prompt for serial numbers and the format to use when the system assigns serial numbers to the work order product. To attach serial numbers to a work order finished product: 1. From the Maintenance menu, select Product to display the Product Maintenance window. 2. Select a work order product record. 3. From the Additional Data menu, select Work Order Processing to display the Work Order Processing Maintenance dialog box. 4. Complete the following fields: Field Prompt SN# on In Step Serial Number Mask Description Identifies the point in the process when the system prompts for serial numbers: Default Inprocess & Complete Inprocess Only Complete Only A set of characters at the beginning of a serial number that identify a particular product. The system assigns each product this identifier, followed by a series of unique numbers, upon completion of the process. Do one of the following: Set up your system to increment serial numbers. Use the following criteria to format a serial number to increment in your system : Enclose the serial number mask within quotation marks (' or "). Separate incremental information with dashes (-). Use A for alphabetical increments. Use # for numeric increments. For example, entering "BR549"-###-AAA assigns the serial number BR AAA to the first product, BR AAB,to the second, and so forth. Assign serial numbers manually, leave this field blank. A serial number can have a maximum of 20 alphanumeric characters, not including the quotation marks and dashes used to establish the serial number mask format. We recommend that you not change this mask once you begin production of the finished product, as this may result in duplications. After you enter the Serial Number Mask, the system displays the first number in the series and the maximum number of serial numbers that will appear in the current series. The system also displays the last assigned number once you begin processing work orders. Note: You must indicate whether you are using Serial Numbers for individual branches Epicor Software Corporation. All rights reserved. 11

16 Work Order Management Rel Save the information and exit the dialog box Epicor Software Corporation. All rights reserved.

17 Rel Work Order Management Entering Work Orders Work order entry helps you create work orders for special processing on products. This processing includes combining current products into a finished product, such as assembling circuit boards, or altering a product for final delivery, such as custom painting. Use work order entry to define the steps required in the process, who performs them, and how long completing each step takes. In addition, if you are not processing the order in-house, use work order entry to account for the vendor's setup and processing costs. If the customer has repeat orders for this product, create a template for the process. You must have authorization to enter work orders and your views in order entry are restricted based on your authorization. If you are assigned the WOE.ALLOWED authorization key, you must be assigned Level 2 to create and edit th work orders. Note: If you enter a product with a Delete status and the quantity exceeds the amount onhand to sell, a warning displays. For more information about product statuses, see Product Status Codes in Product Maintenance. To create a work order: 1. From the Orders menu, select Work Order Entry to display the Work Order Entry window and click New Order. 2. Click Create Order to open the new work order. The system automatically assigns a work order number. 3. In the Price Branch field, enter the number that identifies the branch used to determine the pricing rules for the products on this order. You can change the branch at a later date. If costs are different, the system recosts the work order for the new branch. 4. In the Start Date field, enter the date the work order is requested. 5. In the Description field, enter a brief statement that describes the finished product and the process needed, for example, 8" circuit board for Bob's Electrical job In the Process Information area, select a Process and a Vendor for Step 1. Note: Valid process values are set up in the Valid Vendor Work Order Processing Codes control maintenance record. If you change the vendor on a step at a later time, the system recalculates costs for any products associated with the step. 7. Review and adjust the days, setup and process costs, and the unit of measure fields. Field Days Setup Cost Process Cost Description Enter the number of days required to complete the step. When you complete this field, the system adjusts the completion date for this process and the start date for the next process. Enter the dollar amount that identifies any costs incurred in preparation for processing one unit of the product, based on the unit of measure. Enter the dollar amount that identifies any labor or other costs incurred during the process, per unit of measure Epicor Software Corporation. All rights reserved. 13

18 Work Order Management Rel Field UM Process Qty Description Enter the measure of an item by which it is costed for processing, such as each or lot, such as the following: Lot - Costs the order for entire quantity as a whole. This is the default. ea - Multiplies the cost by the value entered in the Process Qty field. C - Cost per 100. Adds the cost in 100 value intervals. M - Cost per Adds the cost at 1000 value intervals. wt - Cost based on weight. Adds cost based on the weight of the finished product. Enter the quantity of product to be processed during the specified step. 8. Review and change the date fields, as needed. Field Start Date Complete Date Required Date Available Date Description The date the work was created. The date the work order finished products should be available based on the process days required. The date the work order finished products are due to the customer. (View Only) The date the finished product will be ready. Note: If you change the dates of the steps, that can change the G/L posting date as well. 9. Enter the products and quantities in and out the user needs to complete the work order for the step you are entering. Standard availability rules apply to work order products. If you add a quantity that overcommits products, the system displays a warning. You must be authorized to overcommit inventory. Note: If the finished product you want to add is not in the system, you can create a nonstock product to use. From the Step Detail menu, select NonStock (add/edit) to display the NonStock Product Entry window. 10. To add additional steps, from the Steps menu, select Add Step, and select a Process and Vendor for the step. The system adds each subsequent step at the bottom of the work order and numbers them sequentially. 11. For each process on the Step Detail tab, enter materials needed to perform the step. 12. Save the information and exit the window. The system may prompt you to enter the vendor's freight terms in the Freight field. Note: You can turn on auto reconciliation from the work order, if needed, using the Auto Reconcile menu options. However, this option only auto reconciles the current order. To set up auto reconciliation for all work orders, see Auto Reconciling Work Orders Epicor Software Corporation. All rights reserved.

19 Rel Work Order Management Inserting and Deleting Work Order Steps You can insert or delete steps on work orders, as needed. For example, if you are creating a work order template and see that you forgot a step in the middle, you can add it in between existing steps. In addition, if you use a template and find you don't need each step, you can delete a step after copying the template to a work order. Note: When inserting or deleting steps the system uses the Method for Calculating Process Qty For Work Orders control maintenance record to determine when to adjust process costs. To display a work order: 1. From the Orders menu, select Work Order Entry to display Work Order Entry. 2. In the Order ID / Description field enter the order you want to work on. To insert a step on a work order: 1. Display the work order to which you need to insert a step. 2. Select the step before which you want insert a step. 3. From the Steps menu, select Insert Step. 4. Complete the step information including process, vendor, and quantities. Note: Adding a step puts a new step at the bottom of the current work order as the very last step. 5. Save your changes and exit the window. To delete a step on a work order: 1. Display the work order from which you need to delete a step. 2. Select the step you want to delete. 3. From the Steps menu, select Delete Step. 4. At the prompt, click Yes to confirm the deletion and enter a reason for change. 5. Save your changes and exit the window Epicor Software Corporation. All rights reserved. 15

20 Work Order Management Rel Adding Materials to Work Order Steps The Work Order Entry Material Detail window helps you identify the raw materials coming out of stock to be processed on a work order, and the finished product going into stock to be sold to the customer. If you are creating a work order, this screen displays when you finish entering a process. Note: The system prices items coming out of stock in the same way it does for purchase orders. For example, if you want to cost your material at COGS-COST, you must have a buy matrix for the material that calculates it this way. To enter products associated with a step: 1. From the Orders menu, select Work Order Entry to display the Work Order Entry window. 2. In the Order ID/Description field, enter the order number or press F10 and select the order for which you need to add material to a step. 3. Select the step to which you want to add material and click the Step Detail tab in the right pane. 4. Use the following columns to enter the needed material: Column Quantity Out Quantity In Product Description Unit Cost Extension Description Enter the amount of stock or material you need to take out of your inventory to "apply" to the step. For example, you take out 3/8" copper wire to use when creating a circuit board. Enter the amount of finished material that the system considers to be put back in inventory after the step is complete. For example, you have to paint a chair red. The Quantity Out is 1 ea black chair and Quantity In is 1 ea red chair. Enter the description of the Quantity In or Quantity Out product. You can search for the product, if needed. Each product, regardless of the step in the process, must have a product file set up in Product Maintenance. (View Only) The cost associated with each stop of the process, as indicated in Product Maintenance. (View Only) The full cost if more than one material is being handled for the step, as indicated in Product Maintenance. For example, if three circuit boards are needed, you can process them simultaneously. So, the Unit Cost for putting the board together may be $25.00, but for three of them, the cost is $ Use the Header and Totals/Summary tabs to adjust further information for the work order. 6. If items are unavailable in the quantities needed, you can move materials to another step or split the quantities to fulfill part of the order at a time. 7. Save the changes and exit the window Epicor Software Corporation. All rights reserved.

21 Rel Work Order Management Moving Material Between Work Order Steps The system requires that you process all the materials in a step before you can move on to the next step. If you do not have all of the raw materials available when you start a work order, you can move a line item's quantity or part of the quantity to a new or different step and split up the step for quicker processing. For example, you need 25 widgets to make 25 of a finished product in Step 1 of a 4 step process, but you have only 12 on hand. You transfer the remaining 13 widgets to Step 5 with a later start date and process the original 12 widgets through Step 1. Then, when the 13 widgets are available, send them through the same process using Step 5. Important: You cannot move quantities on work order templates, nor can you move quantities to canceled steps. To move materials between processes: 1. Open the work order for which you want to move materials. 2. Select the line item for which you need to move material based on availability. 3. Right-click on a line item from the Quantity In column and select Split Quantities to display the split quantities window. 4. In the Quantity In field, change the quantity to the amount you can currently fulfill. For example, the customer orders 75 items, but the warehouse only has enough product to fulfill 50 of the finished product. Change this Quantity In field to 50. The system prompts you to enter a new ship date for the remaining 25 items. 5. At the prompt, enter the ship date for the quantity that is being split to a new line item. The system closes the Split Quantities window and updates the line item quantities for both the line item with availability and the new line item that fulfills the remaining order. 6. Save the changes and exit the window Epicor Software Corporation. All rights reserved. 17

22 Work Order Management Rel Work Order Entry Status Codes Work order statuses determine the stage in the process at which the order currently sits. Change the status on a work order as the process of assembling or modifying your products is completed. Important: If you are using work order for product cutting, use the Product Cut Queue to review the orders and change the status. Orders with cut products display in view-only mode through Work Order Entry. Use the following standard status codes for work orders. These codes cannot be changed or adjusted. Change the status in the Process Information area of the work order. Status Codes Open In Process Complete Use when... you create a work order. The system assigns this status. you are ready to commit inventory and queue the warehouse to pick the inventory for shipment or processing. The system displays the process's assigned generation number to the right of the status and recalculates the cost of the outgoing material. Important: Standard availability rules apply to work order products. If you change the status to In Process and a quantity will overcommit products, the system displays a warning. You must be authorized to overcommit inventory. the work order step is finished and ready to be reconciled in A/P, if setup and processing costs apply. If the work order step is in a closed accounting period, you cannot change the status to Complete. Run the Change Posting Date For Inprocess Work Orders driver to move it to the current accounting period, and then you can change the status. If you do not have this driver on your system, contact Eclipse Advanced Technologies Support. Note: Once A/P reconciles the step costs, you cannot change information on the work order for that step. Canceled Template Delete you cancel the process. the document you are working in is a template to use for creating work orders. the quantity exceeds the amount on-hand to sell. Important: A warning displays when using this status. The purchasing agent should be notified when using a Delete status because the system does not suggest on products in a Delete status. For more information about product status, see Product Status Codes in Product Maintenance Epicor Software Corporation. All rights reserved.

23 Rel Work Order Management Reviewing Open Work Orders The Open Work Order Queue helps you review work orders that have enough material to release them, those whose start date is before the available date for the material, those scheduled to start in the future, or all open work orders. You can monitor this queue to make sure that work orders start on time and those that have material available are scheduled to process. Important: If you are using work order for product cutting, use the Product Cut Queue to review the orders and change the status. Orders with cut products display in viewonly mode through Work Order Entry. You can also add a Open Work Order Queue widget to your main Solar menu. From the User Tools menu, select Add Shortcut Widget. Note: For outbound work orders in an RF environment, if an item is short picked, the system removes the amount shorted from the work order. For example, if five items are originally ordered, but only three are picked, the order quantity for the item on the work order step is changed to three. To review an open work order: 1. From the Orders > Queues menu, select Open Work Order Queue to display the Open Work Orders Queue window. 2. In the Branch/Territory/All field, enter the branch or territory for which you want to review work orders. Enter ALL to review work orders for all branches and territories. 3. In the Type field, enter one of the following if you want to limit the types of orders you are reviewing. To review all, type all. Type Available All Open Trouble Short Tagged Displays... open work orders with enough available material to release them for processing. all open work orders, regardless of status. work orders for which the start date is earlier than the availability date. work orders for which not all of the finished materials have been processed. work orders that were created from sales, purchase, or transfer orders. Note: When the system processes a work order the location assigned on the receiving generations of the work order defaults to the picking location assigned on the outgoing material generations of that work order. The same locations are updated to the tagged sales or transfer order as the location from which to pick the material when the sales or transfer order processes. 4. In the Process field, if you want to limit the queue to a specific process, such as Assembly, enter the process for which you want to search. For example, you need to review only those work orders in the Wrap process because you are short-handed on the dock. Use the Multi button to enter more than one process. 5. In the Vendor field, if you want to limit the queue to a specific vendor, enter the vendor name for which you want to search for open work orders. Use the Multi button to enter more than one vendor Epicor Software Corporation. All rights reserved. 19

24 Work Order Management Rel Click Update and review the columns. Column Print Description Indicate whether to print the selected work order when you use the Print option. Enter Y to include the order in a print batch, or N to exclude it. Note: To set all displayed work orders to Yes, type Y in the first row and use the Order > Set All menu option. Ship Branch Order ID Status The branch at which the work order was created. A letter followed by a series of numbers that identifies the work order. The decimal point followed by a number indicates the step in the process. The current status of the work order. Note: If you enter a product with a Delete status and the quantity exceeds the amount on-hand to sell, a warning displays. For more information about product status, see Product Status Codes in Product Maintenance. Step # Process Avail Date Start Date Complete Date Description Number of Items Items not Available The affected step in the process. The type of work order process to perform. If you want to change a process for a work order, from the The date the materials are available for processing. The date work is expected to begin on the process, or the date the materials ship to the vendor. The date by which the step in the process is expected to be complete. The description of the product on the order in the current process. The total number of lines with products ordered and in the current process. The number of lines on the order that currently are not available for shipment. For example, you have a product going out on a work order with a quantity of 250. The Items not Available columns displays 1 indicating that the single line with 250 items is not available. If you had two products with two different quantities that were unavailable, the system would display Save your changes and exit the window Epicor Software Corporation. All rights reserved.

25 Rel Work Order Management About Calculated Costs on Work Orders The system updates calculated price bases, such as average cost, last cost or landed costs when the finished good is added to inventory after the work order is complete. When you add that completed inventory item to a sales order, the cost on the sales order depends on the price line settings for the price line associated with the finished good. If you have the price line set up to have the global basis COGS-COST associated to a calculated price basis such as AVG-COST, landed or last cost, the system uses the cost that was updated when the finished good was received from the work order. However, if you have the price line set up to have the COGS-COST basis associated to a price sheet basis, such as REP-COST, then the system uses the cost straight from the price sheet (or matrix if applicable), without recognizing the work order costs. We recommend to set up a price line for your finished goods that uses AVG-COST, landed or last cost as its COGS-COST basis. This setup allows the costs of the work order processing to be associated to the sales orders. Note: You can also tag the two costs together, if needed. You create work orders for the products directly from the scheduling screen on the sales order. As long as the work orders remain tagged to the sales orders, the costs will carry over Epicor Software Corporation. All rights reserved. 21

26 Work Order Management Rel Auto-Reconciling Work Orders In order to balance your general ledger, you must reconcile work orders. Reconciling makes sure that you have accounted for all your costs within the steps or quantities and that those costs have been applied and accounted for by receiving the finished good into inventory. We recommend using an auto-reconcile, however if you do not have auto-reconciling turned on you can still reconcile a work order by overriding the cost values with manually calculated costs. Before setting up auto-reconciliation for your work orders, you should review the following: Reconciling by Step Reconciling by In/Out Quantities Processing Costs and Units of Measure To setup auto-reconciliation: 1. From the System > System Files menu, select Control Maintenance. 2. In the Keyword field, enter auto reconcile and press Enter. 3. Double-click Auto Reconcile Work Orders. Note: Select Off to turn auto-reconciling functionality off. 4. Select By Step or By In/Out Grouping and click Save. 5. In the Keyword field, enter method for calculating and press Enter. 6. Double-click Method for Calculating Process Qty for Work Orders. 7. Select Out of Stock or In to Stock and click Save. Examples of reconciling by step and by group are provided below. Important: You can turn on auto-reconciliation from the work order, if needed, using the Auto Reconcile menu options. However, this option only auto reconciles the current order. Reconciling By Step To reconcile By Step, the system takes all the steps and adds up all costs from those steps to calculate the finished good cost. Users usually select to reconcile By Step if they have one batch of finished material coming in and the work order has one or multiple steps to complete that finished material. Reconciling by In/Out Quantities To reconcile By In/Out Quantities, for every finished good there are associated outgoing material costs. This situation requires the user to enter component material directly before the finished good material with which it is associated. You can have multiple groupings of finished goods. Users usually select to reconcile By In/Out Quantities when multiple finished goods are coming into stock with separate components for each finished good. This reconcile can also can be done across a single or multiple steps Epicor Software Corporation. All rights reserved.

27 Rel Work Order Management Processing Costs and Units of Measure When you create a work order, the system associates costs with the work order based on values entered in the Process Cost and UM fields in the Process Information area and determines how to distribute the cost. You can set default values for these fields through the Work Order Processing settings in Vendor Maintenance. You can change the values in these two fields for a work order, if necessary, to override the original settings. The system multiplies the process quantity by the processing cost to get a total dollar value. Then, the UM field value determines how the processing cost is divided across the incoming and outgoing quantities of the work order. By default, the system uses the values entered in the Method For Calculating Process Qty For Work Orders control maintenance record: Out of Stock or In to Stock to determine whether the incoming or outgoing quantities have these processing costs associated with them. Most users, set this control maintenance record to In to Stock and use the finished goods to calculate the process quantity. Important: If the Process Unit of Measure (PUOM) is set to LOT, the system uses the cost entered on the Cost columns for the lot components. Example 1: Reconciling By Step A two-step work order with two components will be painted. In step 2, the step 1 materials are combined with components 3 and 4 from step 2 to created Finished Goods Product 1. You have the Method For Calculating Process Qty For Work Orders control maintenance record set to In to Stock. Step 1: Painting Setup Costs: $5.00 Processing Costs with Process Unit of Measure set to each: $2.00. Qty Description Cost Extension - 5 WO Component Material /ea WO Component Material /ea Step 2: Assembly Setup Costs: $2.00 Process Costs with Process Unit of Measure set to each: $5.40 Qty Description Cost Extension - 2 WO Component Material /ea WO Component Material /ea Finished Good Qty Description Cost Extension + 2 WO Finished Good /ea Break Down The finished goods material unit cost of $25.90 breaks down as follows: 2011 Epicor Software Corporation. All rights reserved. 23

28 Work Order Management Rel $17.00 = Material Cost from all steps $34.00 / 2 Finished Goods Quantity $ 3.50 = Set Up Costs from both steps$ 7.00 / 2 Finished Goods Quantity $ 0.00 = Process Costs from step 1 is 0 because there is no incoming on step $ 5.40 = Process Costs from step 2 is $5.40 ea based on Process UM $25.90/ea = TOTAL Costs Example 2: Reconciling By Quantities A two-step work order with two separate finished goods produced. All outgoing component material prior to Finished Goods 1 (Component material 1 and 2) gets calculated to its cost. Components 3 and 4 calculate into WO Finished Good 1. You have the Method For Calculating Process Qty For Work Orders control maintenance record set to In to Stock. Step 1: Painting Setup Costs: $5.00 Processing Costs with Process Unit of Measure set to each: $0.50. Qty Description Cost Extension - 5 WO Component Material /ea WO Component Material /ea WO Finished Good /ea Step 2: Assembly Setup Costs: $2.00 Process Costs with Process Unit of Measure set to each: $5.40 Qty Description Cost Extension - 2 WO Component Material /ea WO Component Material /ea WO Finished Good /ea Break Down Step 1: $22.00 = Material Cost from prior to Finished Good 1 is $22.00 ( ) $22.00 / 1 Finished Good Quantity $5.00 = Set Up Costs from Step 1 $ 5.00 / 1 Finished Goods Quantity $0.50 = Process Costs from step 1 is.50 * in coming material quantity (1) $27.50/ea = TOTAL Costs Step 2: $6.00 = Material Cost from prior to finished good 2 is $12.00 ( ) $12.00 / 2 Finished Good Qty Epicor Software Corporation. All rights reserved.

29 Rel Work Order Management $1.00 = Set Up Costs from Step 2 $ 2.00 / 2 Finished Goods Quantity $0.40 = Process Costs from step 2 is.40 * in coming material quantity (2).80 / 2 Finished goods quantity $7.40/ea = TOTAL Costs 2011 Epicor Software Corporation. All rights reserved. 25

30 Work Order Management Rel Handling Finished Goods Costs on Work Orders The system updates calculated price bases, such as average cost, last cost or landed costs when the finished good is added to inventory after the work order is complete. When you add that completed inventory item to a sales order, the cost on the sales order depends on the price line settings for the price line associated with the finished good. The system reconciles the associated costs to equal all of the component material costs plus any setup and processing costs. In addition, the system adds any freight and handling costs to a step and use those costs to calculate the finished material cost. When using reconciliation, all costs must equal all finished goods costs. There are several options when reconciling work order costs: Manually calculate costs Reconcile by process step Reconcile by in and out quantities Epicor Software Corporation. All rights reserved.

31 Rel Work Order Management Handling Outgoing Material Costs on Work Orders Reconciling makes sure that you have accounted for all your costs within the steps or quantities and that those costs have been applied and accounted for by receiving the finished good into inventory. We recommend using an auto-reconcile, however if you do not have auto-reconciling turned on you can still reconcile a work order by overriding the cost values with manually calculated costs. Costing for outgoing material in Work Order processing is done as follows: The system first checks setting for the Work Order Processing Pricing Override Vendor control maintenance record. If a vendor is specified, the system then checks if the vendor has a buy matrix and uses costing based on that matrix. If the system does not have a vendor specified, the system looks to the vendor record on the material's work order step and uses that vendor's buy matrix. The system also checks for further calculated costs depending on the price line setup Epicor Software Corporation. All rights reserved. 27

32 Work Order Management Rel Adding Freight and Handling Charges to Work Orders If the vendor charges you freight and handling to return the finished product to your warehouse, you need to enter that information on the Work Order Entry Totals screen. Use this screen to view the breakdown of the total amount you owe the vendor for services rendered, and to determine the method used to capitalize those costs. Note: After the work order has been reconciled in A/P, you can change only the freight carrier and bill of lading number. To add freight and handling charges to an order: 1. From the Orders menu, select Work Order Entry and display the work order to which you want to add freight and handling. The order should be processed. 2. Click the Total/Summary tab to display the Work Order Entry Totals window. 3. Review the cost fields, as needed. To update these fields, exit this window and return to the Work Order Entry window. Process Cost - The costs incurred during the process per specified unit of measure. See the UM field on the Work Order Entry screen for the unit used to determine this amount. Total Setup Cost - Any costs incurred in preparation for processing one unit of the product. See the UM field on the Work Order Entry screen for the unit used to determine this amount. 4. In the Freight field, enter the freight charges from the vendor's invoice. 5. In the Handling field, enter the handling charges from the vendor's invoice. 6. Review the Total field to determine the total amount your company owes the vendor. 7. Update the remaining fields in the Total Detail Information are, as needed. Field Freight Carrier Bill of Lading Description Enter the name of the freight vendor to whom freight charges are paid for the work order step. You pay freight charges on finished goods for a work order by step. If the Freight Carrier field is left blank, the vendor filling the work order, whose name is in the Ship From field on the order body, is the freight vendor. Enter the BOL number, if applicable. This is a free-form field. A bill of lading, or waybill, lists the items being shipped and the terms of delivery. It serves as an acknowledgment, or a receipt of goods accepted for transportation by a carrier or shipper. Note: This field is required if you complete the Freight Carrier field. Capitalize Freight Enter the general ledger line item level at which to apply the freight. Dollars is the default value. Note: The system populates the Pieces field from the quantity of the finished product you entered on Work Order Entry Material Detail, and populates the Weight and Load Factor fields based on the product's maintenance record. 8. Save the changes and exit the window Epicor Software Corporation. All rights reserved.

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