MAS 500. Implementation Planning 4AIP

Transcription

1 MAS 500 Implementation Planning 4AIP

2 Best Software, Inc. All rights reserved.

3 Part 1: Laying the Foundation Part 1: Laying the Foundation consists of the following chapters: Chapter 1, Implementation Overview Chapter 2, Identify Your Goals Chapter 3, Create Your Team Chapter 4, Install MAS 500 and Build Familiarity Chapter 5, Review Your Work Practices Chapter 6, Plan Your Project Implementation Planning 1

4 Part 1 2 Implementation Planning

5 Implementation Overview 1 Best Software, Inc., the recognized leader in accounting software for midsized businesses, welcomes you to MAS 500, business software that provides superior power, flexibility, and integration with your existing line of business applications. This chapter introduces this Implementation Planning guide, and presents the implementation process in the following sections: About Implementation and This Guide Who Should Use This Guide Terms and Concepts Implementation Process Keys to Success Key Resources Implementation Planning 3

6 Chapter 1 About Implementation and This Guide A software implementation that significantly improves business practices is a complex process. It depends on many people, system elements, and business elements to come together and interrelate successfully on many levels. Implementation includes: Designing improved business practices Implementing the software Preparing all staff to accept and apply the changes to the way they do their jobs The steps and elements required by each implementation are unique and often accompanied by unexpected difficulties and opportunities. Implementing software is both art and science. It requires: Clear goals Appropriate resources Flexibility and resourcefulness Patient effort Constant communication Ownership of the goals by management Ownership of the process by all involved Buy-in by the company staff who will use MAS 500 to do their work The purpose of this guide is to help you set realistic expectations, plan adequately, and foster the teamwork you will need to adapt the elements of the implementation process to your company s circumstances and goals. Who Should Use This Guide This guide is for everyone involved in the implementation as follows: Executive, accounting, warehouse, and information systems (IS) management Project team members (supervisors or lead employees from each operational area to be implemented in MAS 500) Implementation consultants 4 Implementation Planning

7 Implementation Overview Terms and Concepts The terms and concepts used in this guide are defined in the tables below. This table defines the computer components referred to in this guide. System Component Terms Client Database Environment Network Operating system MAS 500 databases Security model Server Definition A computer connected to a server in order to display, process, and store data on the server. The tables where data is stored, processed, and accessed by rules particular to the database type. The hardware and software on which your applications run, including the servers, clients, network, and their operating systems. Environment also refers to the specific setup of these elements on which each application program runs. The physically connected servers, clients, printers, cables, and other devices that work together and communicate via a network operating system. Software that controls the operation of computer hardware (including computers and computer networks), enabling application programs to run. Each MAS 500 database installation has three databases the System, Application, and Internet databases (best_sys, best_app, best_iapp). They are data tables used by MAS 500 to process and store your financial and distribution data. The access parameters set on data and functions in order to protect data integrity. The classifications used to grant user groups processing access (read, add, delete, modify) to data. A computer that stores and runs programs accessed by other computers (clients) to display, process, and store data, allowing concurrent access to data and processing by multiple users. Implementation Planning 5

8 Chapter 1 This table describes the separate systems created to run an implementation. System Terms Backup system Baseline system Development system Live system Pilot system Production system Test system Training system Definition A copy of a previous version of the development, production, test, pilot, or training system. Several backups of the pilot system are essential, as is a backup of the production system. Each backup test and pilot system usually has its own configuration of activated modules, selected options, initial setup data, and processed data. A previous version of the test, pilot, training, or production system. Baseline systems provide timesaving recoverability as defined in the implementation terms table below. The baseline system for the test system, for example, is used to restart testing after discovering that the current state of the test system cannot be returned to a reliable starting point. A copy of the test, pilot, or production system. It is used only for developing and testing customizations. Customization work is done on a separate system to protect the functionality and data on other systems from unplanned modifications caused by development work. A production system. An evolving, test version of the final production system. The pilot system configuration evolves as features are tested and approved for production. The pilot system is the testing ground for the configuration and data entry work done in the Conference Room Pilot. Several prior versions of the pilot system should be kept as baselines. See Baseline system above. The system configured and used to process your business operations. If the production system exists, a copy of the production system. It is used to test system changes. If the production system is being built, a copy of the initial or baseline system. It is used to test system changes. A copy of the production system used only for training. If the production system is still being built, the training system is a copy of the pilot system and is used only for training. 6 Implementation Planning

9 Implementation Overview The table below defines key implementation concepts. Implementation Terms Conference Room Pilot (CRP) or Pilot Test Data export Data import Data mapping Recoverability Reverse import Definition The process of building the test system by: (1) Entering setup data and turning on desired options (2) Entering transactions manually and running test scripts to test each process flow, (3) Evaluating the data accuracy, relevance, and traceability (4) Evaluating the results in terms of the mission goals (5) Repeating steps 1 to 4 for data or configuration changes. The results of the CRP are the production configuration, processes, and procedures you ll establish. The process of running a program that creates a data file from application data. This data file matches required record layouts and delimiters. The process of running a program that copies data into your new application. The historical data file has required record layouts and delimiters. Preparing the data import file and running the data import program is easier, quicker, and more accurate than manually entering data. The process of correlating the storage or data entry field for each piece of data on your previous application with the storage or data entry field for that piece of data on your new application. The ability to return to a workable test or production system after a configuration or data change causes a corrupt condition that cannot be undone. The backup of the system is installed as the current system version so that the system exists as it did before the problem occurred. The process of running a program that erases the data just copied into the new application by the data import. You run this program when errors are detected by the data import program. Reversing the import, fixing the data file, and rerunning the data import is strongly recommended for handling data import errors. For other terms related to MAS 500 but not relevant to implementation, refer to the Getting Started guide. Implementation Planning 7

10 Chapter 1 Implementation Process The implementation process consists of four stages. Begin implementation as shown in the following flowchart. Lay the Foundation 1. Set project goals Chapter 2 2. Create your project team Chapter 3 3. Install MAS 500 and train project team Chapter 4 4. Review current procedures Step 1 Step 2 Step 3 Chapter 5 5. Create your project plan Chapter 6 6. Tell your staff Purpose Timeline Milestones Goals, Team 8 Implementation Planning

11 Implementation Overview The second stage of implementation is to plan details as shown in the following flowchart. Plan the Details 1. Plan your new system requirements New Procedures Step 1 Step 2 Groups Data Accounts, Groups, Classes,Vendors, Items Companies, Customers, Inventory, Warehouses Step 3 Chapter 7 2. Plan pilot, training, and production systems System Components: - What - Quantity - Where Data - Connections System Maintenance: - What - When - Who Not yet documented 3. Plan your customization Customized stored procedures Manual conversion Not yet documented Schema changes Upgrade utilities 4. Plan your data conversion Data What data? How much? Tradeoffs Current field New field Chapter 8 5. Plan the pilot and go-live activities Pilot System Data Not yet documented 6. Tell your staff Plan Update Progress Training Pilot Implementation Planning 9

12 Chapter 1 The third stage of implementation is to run the conference room pilot to prepare for the actual implementation as shown in the following flowchart. Run Conference Room Pilot 1. Convert data Chapter 9 History New 2. Run comparison tests Data input Test scenarios Configuration changes Not yet documented 3. Analyze results Meet Goals Not yet documented 4. Resolve problems Add Change Delete Step Process Resources Configuration Not yet documented 5. Go live on MAS 500 Not yet documented MAS Tell your staff Status Steps Schedule Support 10 Implementation Planning

13 Implementation Overview Keys to Success The recommendations in this section are key to the success of your implementation. Without them, your implementation is likely to fail. Training Invest in appropriate and timely training to prepare implementation team members and staff whose jobs will be changed by MAS 500. Appropriate training may be MAS 500 certified classes, technical training, or training that you develop in-house for your employees. Include a training developer and trainer on the project team from the beginning so that the work changes you choose to implement are documented for your company staff. Management leadership Business goals and practices For maximum benefit, train your staff just before they need to use their new knowledge and skills: Train information systems personnel in the operating system and hardware before installing your initial version of MAS 500 Train implementation team members just after installing your initial version of MAS 500 Train pilot staff just before running the Conference Room Pilot Train remaining staff just before switching to MAS 500 as your production system Management participation, support, and leadership are vital. Every implementation requires complete management support. Ensure that your management: Actively interacts with the implementation team Regularly reports on the implementation process and plans to all your staff Your business goals determine most, if not all, of your implementation decisions. Ensure the following: Business objectives and requirements are clear, specific, measurable, and well documented Current business processes are accurately documented by procedures and high-level and detailed-level flowcharts Implementation Planning 11

14 Chapter 1 Key Resources MAS 500 training Best Software supplements this Implementation Planning guide with additional, key resources. Use the resources described in this section to help ensure the success of your MAS 500 implementation. Training is an essential component of successful implementation. To arrange timely MAS 500 training for your staff: Contact your MAS 500 reseller for on-site, certified MAS 500 training Contact the MAS 500 consultants in Best Software s Professional Services group who provide on-site, certified MAS 500 training: (800) , extension 3519 Installation and System Configuration guide Assisted Company Setup Associated installation guides Customization documentation The Installation and System Configuration guide provides detailed information and procedures for installing and configuring MAS 500. It includes system requirements, database and client installation procedures, registration, and security setup. It also includes procedures and reports for the System Manager module. Use Assisted Company Setup to track and perform setup tasks for all modules. View instructions to migrate data from other accounting systems to MAS 500. Refer to Chapter 9, Assisted Company Setup. Some MAS 500 add-on products have separate guides, such as the Web Reports guide that includes instructions for installing Web reports. If you are using ecustomer, esalesforce, eexecutive, or etimesheets, see the Internet Applications guide for instructions on installing Web components. If you plan to customize MAS 500, read the documentation provided with the Application Framework to evaluate the extent to which you want to customize and to plan how to customize your system. 12 Implementation Planning

15 Implementation Overview Best Professional Services Group MAS 500 Customer Support The Professional Services Group from Best Software complements the expertise of your MAS 500 reseller with these consulting services: On-site training in MAS 500 applications Support for review and reengineering of key business processes On-site technical expertise during installation and configuration Professional project management skills Technical and product consulting services Custom programming To contact the Professional Services Group, speak with your MAS 500 reseller, or phone (800) , extension The Customer Support group for MAS 500 provides valuable assistance by phone and on their Web site. During and after implementation look for further information and support on the Best Software Web site: This site offers the following information and assistance: IMPORTANT Read the Pre-Installation Issues section on the Best Web site before you install or upgrade MAS 500. A Pre-Installation Issues page for information regarding the supported versions of client and server operating systems and supported communications mechanisms and configurations Best Online Customer Service for MAS 500 resellers and ClientCare Subscribers Dial-in support instructions Links to the third-party vendors for MAS 500 MAS 500 product information Support plan information Support topic information News groups You can also contact MAS 500 Customer Support Services by phone: From Phone Fax United States and Canada (800) (800) Other countries (949) (949) Implementation Planning 13

16 Chapter 1 Viewing user guides online How to contact Best Software All MAS 500 user guides are provided as Portable Document Format (PDF) files on CD-ROM. View these files using Adobe Acrobat Reader, which can be installed from the MAS 500 User Guides CD-ROM. PDF documents can also be printed to any printer. For more information on navigating within PDF documents or performing a text search, see the Acrobat Reader Help. Best welcomes your comments, questions, and suggestions. Contact us at: Best Software, Inc. 56 Technology Drive Irvine, CA Phone: (800) Fax: (949) Implementation Planning

17 Identify Your Goals 2 This chapter outlines executive management s role in the implementation. Executive management sets the goals, selects the key implementation team members, and communicates the goals to company staff. The steps for writing the mission statement and presenting it are outlined in this chapter. In order to choose the implementation team members, executive management should also read Chapter 1, Implementation Overview and Chapter 3, Create Your Team. This chapter should also be read by the steering committee and the implementation team members. The sections in this chapter are: Executive Management s Role Write the Mission Statement Choose the Implementation Team Present the Mission Statement and the Team Implementation Planning 15

18 Chapter 2 Executive Management s Role Executive management s role is to: Write a mission statement that sets the goals for the implementation. Choose the implementation team and the steering committee members. Present the mission statement and the implementation team to company staff. Support the implementation team s work. Regularly review the progress of the implementation. Champion the changes introduced by the implementation. Write the Mission Statement Importance of the mission statement Writing a clear, well-considered mission statement sets the foundation for success. The statement must come from top management and be presented to the implementation team and to company staff by top management. If executive management delegates writing the mission statement to the implementation project manager or the implementation team, company staff and the implementation team will not perceive that the implementation has been directed by executive management. Visible executive leadership is crucial. The implementation team works following the direction of the mission statement. Writing the mission statement Executive management should write a clear mission statement for your business, specifying their vision for the company. The goals of the implementation should describe the business improvements expected from the implementation. When writing the statement, executive management should consider these questions: Why are you in business? What are your critical business requirements? Why are you implementing a new system? What problems do you expect MAS 500 to resolve? Which business areas are weak and need to be strengthened? Which business areas are strong and can be capitalized on? How do you expect to use MAS 500 to make them stronger? How do you want the results to be measured? Increased business volume 16 Implementation Planning

19 Identify Your Goals Increased profits Decreased costs More repeat customer business More referrals More product lines Expanded services How do you expect MAS 500 to help achieve these results? What are the necessary objectives? What are the nice-to-have objectives? When do you need to have MAS 500 in place? Mission statement evolution Understand that your requirements will change as the project team reviews the current business practices and becomes more knowledgeable about MAS 500. These changes may in turn result in modification of the goals or of the mission statement. Share this understanding with the implementation team and with company staff. Encourage clear and open communication from the start. Use of the mission statement The implementation team uses the mission statement to: Evaluate your company s current business practices Create specific, measurable, and realistic implementation objectives to help your company achieve the mission statement s goals Execute the implementation so that your company meets these goals Implementation Planning 17

20 Chapter 2 Choose the Implementation Team To choose the implementation team executive management should: 1 Read Chapter 1, Implementation Overview and Chapter 3, Create Your Team in order to understand the implementation process and the work that the implementation team members will do. 2 Identify the steering committee (see Steering Committee on page 21) and choose the project manager for the implementation team (see Dedicated project manager on page 23). 3 Choose the implementation team members, or have the steering committee and the project manager read chapters 1 through 3 in this guide and choose the other implementation team members. Present the Mission Statement and the Team After writing the mission statement and choosing the implementation team members, executive management should communicate the goals and introduce the implementation team to all company staff. Present the mission statement Meet with the implementation team and present the mission statement. 1 Read the statement and discuss its key points. 2 Provide printed copies of the statement. 3 Encourage a dialog: ask for and answer questions. Use the meeting to establish communication with the project team. 4 Affirm your support for the project. Present the implementation mission and team After meeting with the implementation team, hold a company-wide meeting to present the mission statement to all your staff. 1 Read the statement and discuss its key points. 2 Provide printed copies of the statement. 3 Present the implementation team and identify their roles. 4 Ask for and answer questions. 18 Implementation Planning

21 Create Your Team 3 This chapter presents guidelines for effective implementation teamwork throughout the company and within the project team. Teamwork is essential for a successful implementation. Consider these guidelines as a starting point for building teamwork for the implementation project. Team Resources The Companywide Partnership Keys to Teamwork Success Implementation Team Roles Member Selection Project Manager Guidelines Implementation Team Guidelines Project Team Work Requirements Project Team Holds Initial Meeting Implementation Planning 19

22 Chapter 3 Team Resources Limited team resources are often a significant challenge in implementations. The need to continue current business operations on your legacy system while you implement your new system can tempt you to underestimate the implementation work, rush through key decisions, skimp on training, underplan, or underestimate the effort required. Trying to solve the challenge of limited team resources in these ways is counterproductive, making implementation more difficult and timeconsuming. A more productive solution is to supplement your implementation team with the assistance of your MAS 500 reseller, the Professional Services Group at Best Software, consultants for other applications being integrated with MAS 500, and your other employees. The Companywide Partnership Recognize and use the underlying partnership among all your staff with regard to the implementation. The company-wide partnership is the interaction of management, the implementation team, the steering committee, and all company staff in support of achieving the implementation goals. Everyone cooperating and working together leads to a successful implementation. The figure below illustrates the company-wide partnership. Companywide Partnership Management sets the goals Company staff prepares to use the new system Steering Committee provides resources and monitors progress Setup Policies Procedures System training Project team works to meet the goals 20 Implementation Planning

23 Create Your Team Management High level management sets the goals and business objectives that must be achieved by a successful implementation. To do so, management must: Make the goals and objectives clear from the beginning to the implementation team, steering committee, and all employees Stay informed and provide direction throughout the project Implementation Team The implementation team implements the system. This includes the MAS 500 configuration, business policies, and task procedures needed to meet the business goals. To do so the project team: Establishes functional, reliable hardware and software systems Identifies options to meet business objectives and relates them to how the company wants to do business Develops the MAS 500 configuration and related business procedures to meet those objectives Converts historical data Trains company staff Steering Committee The steering committee is comprised of representatives from all departments. It should include an executive level sponsor from operations who will realize a tangible benefit from the success of the implementation. The steering committee and the sponsor act as a liaison between departmental management, executive management, and the project team. The implementation team frequently reports to the steering committee. The steering committee holds regular meetings to: Review the implementation s progress Make the policy, strategy, and budget decisions Derail political conflicts to help departments work together Company Staff Your company staff must have a general understanding of the implementation process. Communicate regularly with your company staff in order to: Help them buy in to the new system Increase knowledge transfer to them from the implementation team Keep them aware of changes in the project plan Help them implement their new work practices Implementation Planning 21

24 Chapter 3 Keep your company staff well informed of: Project plan and progress The implementation s expected impact on day-to-day business activities during each project phase The training they will receive before switching over to MAS 500 The support they will receive after it becomes the production system Keys to Teamwork Success For a cost-effective implementation apply these key success practices. Operations buy in to results The people using your system will make or break the implementation by buying into or refusing to properly use the system and execute the accompanying changes in their work duties. Build staff buy in with these three factors: Consistent, active participation by respected staff members in building and testing the system Regular, open updates from the implementation team on the progress of the system implementation Communicate the benefits of the system Training and support to help operations staff use the system and new processes capably and comfortably Partnership Build implementation plans on the understanding that all company staff, the implementation team, management, and the steering committee are partners in the project, providing different and necessary contributions. Management support Start and run the team with senior management s full support for the implementation, the team, and the process. Specific goals The project tasks must be designed to meet specific, measurable goals. Project reports on progress in light of these goals are given regularly to all company staff. Timely, open communication The implementation team must provide frequent progress reports to notify everyone in the company of the progress achieved in meeting the goals of the implementation. 22 Implementation Planning

25 Create Your Team Dedicated project manager A project manager whose primary responsibility is the implementation of the system is a key ingredient for a cost-effective and successful implementation. Implementation team training Train your implementation team and pilot support staff with certified Best Software classes. They need to be familiar with all the MAS 500 functionality in order to design your MAS 500 configuration and new business practices. Train the implementation team immediately, and train the staff who will work on the pilot system before the conference room pilot. Company staff training Train your company staff on MAS 500 and the new procedures they will use for their work with it before going live on it. Implementation Planning 23

26 Chapter 3 Implementation Team Roles Executive management tasks The implementation team members handle four areas executive management, project management, technical, and operations as described below. For each role, pick one or more people to handle the identified tasks. At least one person in executive management must consistently participate in the implementation of the new system. Role Executive management Responsibilities Has overall responsibility for implementing MAS 500. Defines the corporate goals for the implementation. Promotes the implementation plan and approves the resulting policy and procedural changes. Knowledge/skills Role Responsibilities Knowledge/skills Role Responsibilities Knowledge/skills Strategic business management skills, business expertise, leadership skills Steering committee (usually includes the CFO) Holds regular progress meetings. Develops policy and project guidelines for approval by executive management. Provides the resources needed for the implementation. Proposes solutions for problems not solvable within the project s parameters. Business expertise, operations management, leadership skills Executive sponsor Represents a functional area that will be significantly impacted by the results of the implementation. Directs the project toward the desired business results. Monitors project performance and issues at a high level. Acts as liaison between executive management, the steering committee, and the project manager. Strategic business management skills, business expertise, leadership skills 24 Implementation Planning

27 Create Your Team Project management tasks The project manager s many tasks are very important. In addition to the project manager, you may also need project team members to manage particular areas or tasks. Someone must also handle the training arrangements for the team, pilot staff, and company staff. Your MAS 500 Solution Provider can assist if needed. Role Responsibilities Knowledge/skills Role Responsibilities Knowledge/skills Role Responsibilities Knowledge/skills Role Responsibilities Knowledge/skills Project manager Coordinates project tasks, directing the project according to schedules and budgets. Helps determine resource requirements. Facilitates issue resolution and keeps the project moving within plan parameters. Keeps the project plan current and communicates with upper management. Business operations knowledge, project management skills, team building skills, conflict resolution skills Task manager Schedules and assigns task steps to the individuals, and may participate in the task steps. Facilitates issues resolution within the task team. Obtains system resources, coordinates work of team members, and directs task implementation per the established budget and schedule. Help task team develop policies and procedures. Business operations expertise, conflict resolution skills Project management skills, team building skills Training manager Obtains system resources for training development and delivery. Handles the materials duplication and arranges the training system preparation. Obtains the trainers, schedules training, and maintains training records. Project management skills, negotiation skills MAS 500 reseller or Best Software consultant Helps plan and schedule installation, training, and implementation of the new system. Helps evaluate the need for consulting services. Acts as a liaison between you and Best Software, Inc. Expertise in project management, issue identification and resolution Implementation Planning 25

28 Chapter 3 Operations tasks Performing the operations tasks successfully requires knowledge of both your business practices and MAS 500 in order to: Develop policies and procedures for your new way of doing business with MAS 500 Train your staff on these policies and procedures The size of your implementation determines how many people are needed to execute these tasks successfully. Role Responsibilities Knowledge/skills Role Responsibilities Knowledge/skills Role Responsibilities Knowledge/skills Role Responsibilities Knowledge/skills Functional team member Participates in data mapping, data conversion, defining test data, building test scripts, testing, and evaluating results. Communicates issues. Develops, tests, and documents policies and procedures for using the new system. Expertise in current systems and in business operations MAS 500 knowledge, problem-solving skills, multiple task management Company staff (pilot test participant) Gives input to planning and redesign. Tests processes and provides feedback. Asks questions, raises issues, and tests the planned system to verify system and process design. Expertise in business understanding, the current system and business procedures Trainer Develops training materials on your MAS 500 policies and procedures. Trains staff on MAS 500 and on new operations policies and procedures. Instructional design and writing skills, teaching skills MAS 500 knowledge and business operations policy and procedures knowledge MAS 500 reseller or Best Software consultant Assists with MAS 500 setup and the re-engineering of business practices. Assists team members on tasks. Documents activities, issues, and resolutions. Expertise in MAS 500, business process re-engineering, and implementation 26 Implementation Planning

29 Create Your Team Technical tasks The technical expertise needed to design, build, support, and develop your system environments is essential. Be sure you commit sufficient technical staff to perform these tasks, and give them any needed training. Your MAS 500 reseller, third-party vendors, and Best Software consultants can assist if needed. Role Responsibilities Knowledge/skills Role Responsibilities Knowledge/skills Role Responsibilities Knowledge/skills Role Responsibilities Knowledge/skills Role Responsibilities Knowledge/skills Role Responsibilities Knowledge/skills System administrator Identifies and obtains the needed hardware and software. Builds and supports the system environment. Expertise in client/server environment, development, connectivity issues, migration approaches, hardware and software compatibility Network specialist Sets up and maintains the software access path to SQL from all client workstations to the MAS 500 databases. Expertise in workstation connectivity to SQL, protocols, wiring, and software layering issues SQL database administrator Manages data and data definitions, naming conventions, indexes and keys, and change control of modified system objects. Migrates changes to environments. Expertise in SQL administration and with MAS 500 data table structure Security administrator Defines and manages security groups and profiles for MAS 500 and SQL Expertise in SQL security and in MAS 500 security Analyst or programmer Works with the SQL database administrator and end-users to define, code, and test customizations. Expertise in business analysis, programming, Crystal Reports Technical consultant: MAS 500 reseller, Professional Services Group consultant, hardware or add-on software vendor Installs SQL Server, MAS 500 database and client, Internet Information Server, and Crystal Reports. Documents activities, issues, and resolutions. Expertise in MS Windows/NT applications, networking and administration, VB customization, and project management Implementation Planning 27

30 Chapter 3 Member Selection Gather a group with the technical skills identified in the previous section. Ensure they have strong teamwork skills, and that they fully represent the expertise needed. Lastly, leverage the experience of other users, your vendors, your MAS 500 Solution Provider, and Best Software. Member characteristics Choose implementation team members that: Are positive, flexible, diplomatic, resourceful, and analytical Can easily resolve resource, technical, and political issues Can put in extra hours when needed Teamwork skills Team representation Ensure the implementation team members represent all departments and can handle all the tasks that must be done. Ensure that the implementation team members are formally trained on MAS 500 or in technical areas (such as network or database administration) as needed. Dedicated time If possible, make the project leader full time and provide him or her with adequate time and resources for the management tasks. Likewise, if possible, assign your team members full time to the team. If this is not possible, set aside specific hours when they work on the implementation without interruption, and reduce their regular work load accordingly. Look for these characteristics of teamwork when choosing members: Commitment to the project Good interpersonal relations and team spirit Minimal interpersonal and intergroup conflict Open communication and documentation skills 28 Implementation Planning

31 Create Your Team Represent all areas A well-rounded team includes: Leverage others experience A project manager who owns the project and has excellent communication, leadership, monitoring, and reporting skills Knowledgeable, experienced operations staff from each department who test and evaluate the processes to be used in their functional areas A knowledgeable, well-rounded, and resourceful IS group. Clientserver technology is powerful and complex, and your technical team members must provide a reliable, stable, and maintainable technical infrastructure for your MAS 500 systems so that the technical issues do not negatively impact the implementation Representatives of the affected business departments who work together as the steering committee Involved and supportive management able to choose alternatives and commit the necessary resources Work closely with your MAS 500 reseller who provides you with MAS 500 knowledge and implementation experience. Include your MAS 500 reseller in team meetings and key planning sessions. If necessary, hire professional help for specific areas. Many consultants specialize in implementation support. Consider Best s Professional Services Group or other consultants that specialize in MAS 500 implementation and customizations. Project management, information systems expertise, data conversion, interface development, and customization are examples of areas where outside help may be useful. Look to your reseller to help identify these needs and locate resources. Your hardware and software vendors can provide resources to jump-start your project and to minimize the time your team spends learning about setting up and maintaining client/server environments. Check with your vendor contact, attend vendor conferences, and review vendor printed and Web documentation for this assistance. Communicate fully with your vendors. Focus on the functionality and features called for by your business goals. You can also learn from the MAS 500 and client/server user communities. The Web site: Provides a support page with links to Best s third-party vendors. They have dealt with the challenges and options you ll encounter and can provide valuable insights and tips that will help your implementation run more smoothly and effectively. Allows you to communicate with other MAS 500 users through the BestTalk Forums link on the customer support page. Implementation Planning 29

32 Chapter 3 Project Manager Guidelines The project manager plays a pivotal role in many ways, notably by providing leadership, coordinating the planning process, and monitoring the implementation project. Leadership Establish your authority and coordinate the implementation from the beginning of the project. Have the executive who appointed the project manager introduce the implementation by briefly stating its goals and announce your appointment to all company staff. Motivate team members to cooperate in the implementation. Keep the team focused on buy in by all employees to the new system. Lead the implementation team in planning conflict resolution procedures and criteria. Monitor project activities for stress and interpersonal conflicts. Help team members handle these situations as soon as they appear. This prevents a negative impact on the project and unnecessary stress for the team. At project completion, acknowledge and thank all participants in the implementation for making it successful. Planning Make the planning phase as much of a group effort as possible to benefit from a wider base of experience and expertise. This fosters team identity and cohesion from the beginning, and helps raise critical issues and useful options early on. Guide the implementation team in setting specific and measurable project goals that satisfy the business goals of the implementation. Ensure that project goals are stated in realistic terms with definite time frames and performance requirements. Document measurable criteria for the team s implementation tasks. Ensure all team members review these criteria and understand your expectations. As the team develops the project plan, distribute resource schedules to all those supervising or performing the implementation tasks. Obtain consensus (or modify the plans until consensus is reached) that plan assumptions are sound and that team members are able and willing to handle their tasks. 30 Implementation Planning

33 Create Your Team Monitoring As work progresses, monitor and document the actual performance and results. Use this information to uncover and address problems early, and to document unmet project goals. If you foresee the project cannot be finished to schedule or to budget: 1 Inform the project team and management in writing. 2 Discuss the options, identifying plan, resource, and schedule alternatives. 3 Present the situation to the steering committee, including the project team s recommended alternatives. Implementation Team Guidelines Implementation team members help make the implementation effort successful by following these guidelines. Maintain your commitment to the project. Clearly assign and document roles for each participant in the process at each step of the implementation. Identify overlapping tasks: tasks handled by multiple people, tasks concurrent in time, tasks using shared resources, and tasks that generate multiple courses of action. Define the work dependencies and plan the schedule accordingly. Choose and use standard scheduling and reporting techniques such as Gantt schedules and reports. Adopt specific forums and procedures for raising issues and dealing with conflict. Agree on the evaluation criteria. Give your staff the familiarity they need with MAS 500 and project plans: Keep communication open Provide regular reports on the progress of the implementation Provide timely training Provide responsive support during the switch over to MAS 500 and afterwards as needed Implementation Planning 31

34 Chapter 3 Project Team Work Requirements Help the implementation team work together by providing for the project team s communication and equipment needs. Communication needs Make communication among project team members easy and available. Adopt the tools already used and supplement them if they don t meet all the project s communication needs. The goal is timely communication of issues, concerns, and decisions to all project team members. Create a dedicated work space for the project. Locating team members in the same area fosters frequent, informal communication. The result is a shared cross-functional perspective and more synergistic teamwork. If the project team cannot be located in one area, set up group communication mechanisms to make communication frequent and reinforce the sense of being a team. Examples of group communication mechanisms are: A kick-off meeting for the project team Frequent conference calls Use of group distribution lists Regularly scheduled team meetings Travel between locations to support project tasks as needed Equipment needs Identify and meet the following equipment needs as soon as possible: Test, training, development, and production MAS 500 systems for all team members as needed to perform project tasks Servers with SQL databases, and connecting client workstations (a common location can decrease network connectivity and equipment needs: one LAN can be used with nearby database and servers) Dedicated printers and project workstations Office space (desk and office supplies) Meeting rooms (with audio hookup or teleconferencing capabilities if team is located at multiple sites) Project boards showing project progress Project intranet 32 Implementation Planning

35 Create Your Team Project Team Holds Initial Meeting The project manager supported by the steering committee should hold an initial implementation team meeting with all members and your reseller. Meeting preparation 1 Schedule the initial implementation team meeting. 2 Ask the implementation team members to read chapters 1, 2, and 3 of this guide before the initial implementation team meeting. Meeting arrangements If possible, gather the team together at one location. If not, conference in the team members not located at the main site. Review project roles Take the time to acknowledge the skills and expertise each implementation team member brings to the group. Verify that the roles you plan to assign each member are the roles they expect to handle. 1 Discuss the tasks identified in the Team Tasks section of this chapter. 2 Identify and record training needs. 3 Identify any skills not available from the project team, and any tasks that no existing team members are able to support. 4 Identify company staff who can perform those tasks or plan to hire consultants for these tasks. Prepare to work with MAS Schedule the next implementation team meeting. 2 Ask the implementation team members to read chapter 4 of this guide before the next implementation team meeting. Report on progress To track progress on the implementation at a high level, the project manager may choose to set up a concise reporting format as a consistent way to provide project status to executive management, the steering committee, and company staff. At a minimum, include the following information: Period ending Team accomplishments this period Plans for next period Concerns and open issues Recommendations Project summary Implementation Planning 33

36 Chapter 3 34 Implementation Planning

37 Install MAS 500 and Build Familiarity 4 This chapter guides you in building basic MAS 500 knowledge. It introduces the MAS 500 components, provides planning guidelines for installation, describes the formal training needed, and describes how to work with the demo system and the documentation. Follow these steps to learn your way around MAS 500 and build the foundation for effectively choosing the MAS 500 options that support your mission statement goals. This chapter includes the following sections: MAS 500 Components How MAS 500 Works Install MAS Get to Know MAS Report to Management Report to Company Staff Implementation Planning 35

38 Chapter 4 MAS 500 Components The following table shows the components that make up the MAS 500 product suite. These components are described in Component features on page 38 and their integration options are described in MAS 500 configurations on page 47. Solution Components Base system components Business Desktop Assisted Company Setup System Manager Explorer Common Information MAS 500 Office DataPorter MAS 500 Alerts Financials General Ledger Accounts Payable Accounts Receivable Cash Management Advanced financials Multicurrency Management Advanced Consolidations Distribution Sales Order Purchase Order Inventory Management Inventory Replenishment Manufacturing Light Manufacturing/Advanced Kitting Advanced Manufacturing Shop Floor Control Engineering Change Management Advanced Planning and Scheduling Material Requirements Planning Estimating Product Configurator 36 Implementation Planning

39 Install MAS 500 and Build Familiarity Solution Components Report writers and viewers Crystal Reports FRx Financial Reporting Web Reports eexecutive Customization tools Application Framework Customizer Source Code Front office ecustomer esalesforce/eorder Project Accounting Project Accounting etimesheets MS Project Link Implementation Planning 37

40 Chapter 4 Component features Complete descriptions of module features and integration capabilities are provided in the module user guides. The sections below list each MAS 500 component, and describe its main features and dependencies. The MAS 500 components fall into these groups: Base system components Basic and advanced financial components Front office components Distribution components Manufacturing components Report writer and viewer components Alerts component Customization tools Import and export utilities Base system components MAS 500 s core components are described in the table below. Module Enables you to Integrates with Information in Business Desktop Change the company Switch modules and access online Help View menus Initiate tasks Perform system inquiries with Explorer Customize the Business Desktop Always provided with MAS 500 Getting Started guide and Help System Manager Register modules Create companies and security groups Define system options, users, and passwords Set user preferences Use Assisted Company Setup Print reports Always provided with MAS 500 System Manager on page 124, Installation and System Configuration guide, Getting Started guide, and Help Common Information Set up and maintain options and basic information used by two or more modules Always provided with MAS 500 Module guides and online Help MAS 500 Office Create documents and spreadsheets using the financial information in MAS 500 Available from master file and transaction level tasks within the General Ledger, Accounts Payable, Accounts Receivable, Purchase Order, Inventory Management, and Sales Order modules Cross-Module Utilities guide and Help 38 Implementation Planning

41 Install MAS 500 and Build Familiarity Basic financial components MAS 500 s basic financial components are described in the table below. Module Enables you to Integrates with Information in General Ledger Set up accounts, account structures, fiscal calendars, budgets, financial reports, and journals Accept transactions created in other applications Enter and post transactions, including allocations and recurring entries Set up, enter, and post intercompany transactions Set up and print financial statements Can function without other purchased modules Can be integrated with Accounts Receivable, Accounts Payable, Cash Management, Sales Order, Purchase Order, Multicurrency Management, Inventory Management, and Advanced Consolidations General Ledger guide and Help Accounts Payable Set up vendors and vendor classes Automate many vendor-related tasks Enter and post invoices and adjustments Select invoices for payment automatically Maintain and track detailed invoice and check history for each vendor Print checks Can function without other purchased modules Can be integrated with General Ledger, Accounts Receivable, Cash Management, Multicurrency Management, Purchase Order, and Inventory Management Accounts Payable guide and Help Accounts Receivable Set up customers, customer classes, and salespersons Automate many customer-related tasks Process invoices, cash receipts, finance charges, and commissions Print invoices and statements Can function without other purchased modules Can be integrated with General Ledger, Accounts Payable, Cash Management, Multicurrency Management, Sales Order, and Inventory Management Accounts Receivable guide and Help Cash Management Process bank transactions, generate deposits, and reconcile bank accounts Determine cash flow projections Integrate with Accounts Receivable to generate automatic deposits Integrate with Accounts Payable to reconcile checks Requires General Ledger, Accounts Payable, and Accounts Receivable Can be integrated with Multicurrency Management, Sales Order, and Purchase Order Cash Management guide and Help Implementation Planning 39

42 Chapter 4 Advanced financial components MAS 500 s advanced financial components are described in the table below. Module Enables you to Integrates with Information in Multicurrency Management Manage multiple currencies, exchange schedules, and rate fluctuations Automatically post realized and unrealized gains and losses to general ledger accounts assigned to the currency Requires General Ledger Can be integrated with Accounts Payable, Accounts Receivable, Cash Management, Purchase Order, and Sales Order Multicurrency Management guide and Help Advanced Consolidations Process consolidations and eliminations to organize and assess your financial data Track input values, foreign exchange gain and lost postings, elimination postings, and guide journal entries Requires General Ledger Advanced Consolidations guide and Help Front office components MAS 500 s front office components are described in the table below. Module Enables you to Integrates with Information in ecustomer Integrate MAS 500 modules with a customizable Web storefront Give your customers the ability to browse, search, and order from the same screen Give your customers the ability to do selfservice inquiries on order history, open orders, and account summary information Requires the General Ledger, Accounts Receivable, Sales Order, and Inventory Management modules Internet Applications guide and Help esalesforce/ eorder Integrate MAS 500 with a CRM system Link current and potential customer information with transaction information (such as sales orders, invoices, and payments) in MAS 500 Give your sales force the ability to manage customers from any system through their Web browser Give your sales force the ability to quickly access customer account information, including recent orders, commissions, and sales activities Give your sales force the ability to place orders and add customers to MAS 500 using the ecustomer Web site Link to key Web sites Requires the General Ledger, Accounts Receivable, Sales Order, and Inventory Management modules Internet Applications guide and Help 40 Implementation Planning

43 Install MAS 500 and Build Familiarity Distribution components MAS 500 s distribution components are described in the table below. Module Enables you to Integrates with Information in Sales Order Enter sales orders, price quotations, and blanket orders Create pick lists and ship lists Process customer and inter-branch transfer shipments Process customer returns Track sales history Requires General Ledger and Accounts Receivable Can be integrated with Accounts Payable, Inventory Management, Purchase Order, and Multicurrency Management Sales Order guide and Help Purchase Order Set up buyers, tolerance codes, and departments Enter and print requisitions and purchase orders Process receipt of goods form vendors or other warehouses Process receipt of invoice and returns Requires General Ledger and Accounts Payable Can be integrated with Accounts Receivable, Inventory Management, Sales Order, Cash Management, and Multicurrency Management Purchase Order guide and Help Inventory Management Set up item classes, inventory items, buyers, warehouses, kits, and bins Set up pricing structures for products and customers Track transaction history and on-hand quantities Process physical inventory Process inventory transactions Analyze your inventory investment Transfer goods between warehouses Requires General Ledger Can be integrated with Accounts Receivable, Accounts Payable, Sales Order, Purchase Order, ecustomer, esalesforce, and eexecutive Inventory Management guide and Help Inventory Replenishment Calculate replenishment parameters Process replenishment orders Requires General Ledger and Inventory Management Inventory Management guide and Help Implementation Planning 41

44 Chapter 4 Manufacturing components MAS 500 s manufacturing component is described in the table below. Module Enables you to Integrates with Information in Light Manufacturing/ Advanced Kitting Create routings/bills of material with backflushing (automatic issues) Enter all production information on one window which backflushes the standard quantity of component items, raw materials, labor and overhead to the finished good System opens, processes and closes work orders automatically Requires General Ledger, Accounts Payable, Accounts Receivable, Sales Order, Purchase Order, and Inventory Management Can be integrated with Estimating, Product Configurator, Engineering Change Management, and Material Requirements Planning and Distribution Requirements Planning Manufacturing guide and Help Advanced Manufacturing Use Light Manufacturing/Advanced Kitting functions Create and track work orders Report labor and issue materials Track outside processor transactions and job costs Identify profitable and unprofitable manufactured items Produce co-products, by-products, and disassembly operations Requires General Ledger, Accounts Payable, Accounts Receivable, Sales Order, Purchase Order, and Inventory Management Can be integrated with Estimating, Product Configurator, Engineering Change Management, and Material Requirements Planning and Distribution Requirements Planning, Advanced Planning and Scheduling, and Shop Floor Control Manufacturing guide and Help Shop Floor Control Log employees on and off jobs View real-time labor and production online Use shop floor menu with touch-screen windows on hand held CE Rely on CE device and bar code scanning technology for security on shop floor View work order multimedia and CAD attachments on-screen Requires Advanced Manufacturing and its required modules Not Available with Light Manufacturing Manufacturing guide and Help Engineering Change Management Process engineering change approvals on routings and work orders Notify by , define approval sequence Use effective and retirement date sensitivity Control active routing flag Requires Light Manufacturing/ Advanced Kitting or Advanced Manufacturing Can be integrated with Estimating, Sales Orders and Purchase Orders Manufacturing guide and Help 42 Implementation Planning

45 Install MAS 500 and Build Familiarity Module Enables you to Integrates with Information in Advanced Planning and Scheduling Create phantom schedules from Estimating, Work Orders, Sales Orders and Manufacturing Inquiry Run production schedules with finite or infinite capacity Drag-and-drop schedule revisions Create multiple versions with versionspecific calendar definitions Generate a tooling schedule Drill-down on capacity planning and on job status Automatically schedule and view work orders Schedule MRP planned work orders Requires Advanced Manufacturing and its required modules Not Available with Light Manufacturing Can be integrated with Estimating, Sales Orders, and Material Requirements Planning and Distribution Requirements Planning Manufacturing guide and Help Material Requirements Planning & Distribution Requirements Planning Use system calculations of supply, demand and replenishment of finished goods, raw materials and manufactured components Use multiple versions with elaborate sorts and definitions Create planned purchase orders for purchased items Convert planned purchase orders into actual purchase orders Create planned work orders for manufactured items Convert planned work orders into actual work orders (Not for Light Manufacturing) Run transfer orders between warehouses Requires Light Manufacturing/ Advanced Kitting or Advanced Manufacturing (Limited usage with Light Manufacturing/Advanced Kitting) Can be integrated with Estimating and Sales Orders Manufacturing guide and Help Estimating Produce detailed estimates using routing techniques Calculate cost and selling price for up to 5 quantities Use markup codes per quantity to determine selling price Convert estimates to sales orders or customer quotes with sales price overrides Copy estimates to or from routings Requires Light Manufacturing/ Advanced Kitting or Advanced Manufacturing Can be integrated with Sales Orders and Advanced Planning and Scheduling Manufacturing guide and Help Product Configurator Create items and routings by selecting options Calculate sales price and cost Apply rules to options Link to existing routings and bills of material Create new routings and bills of material within the configuration definition Requires Light Manufacturing/Advanced Kitting or Advanced Manufacturing Can be integrated with Sales Orders Manufacturing guide and Help Implementation Planning 43

46 Chapter 4 Project Accounting components MAS 500 s Project Accounting components are described in the table below. Components Enables you to Integrates with Information in Project Accounting Monitor details of your project, including estimates, change orders, purchase orders, timesheets, and billing Generate vouchers from expense claims Create POs for noninventory items Estimate multiple cost types through detailed estimating Choose from six profit recognition methods Requires General Ledger, Accounts Payable, and Accounts Receivable. Works with Inventory Management and Purchase Order Project Accounting guide and online Help etimesheets View Project Accounting tasks remotely Enter time and expense information through a corporate intranet or from the field Set up alerts to warn project managers when parameters have been met or surpassed Input expenses as they are incurred Project Accounting Project Accounting guide, Internet Application guide, and HTML Help Microsoft Project Link Generate Microsoft Project tasks from Project Accounting tasks Project Accounting Project Accounting guide Report writer and viewer components MAS 500 s report writer and viewer components are described in the table below. Components Enables you to Integrates with Information in FRx Financial Reports Customize reports using standard row and column creation formats Create the look, feel, and customizability of a spreadsheet, without maintenance work Drag and drop data Drill down to data behind a report General Ledger FRx financial reporting documentation Crystal Reports Use standard, preconfigured reports, choosing detailed or summary information Customize reports with a very configurable, user-friendly report customizer Create bar graph and pie chart reports reports for efficient distribution Export report data to multiple formats, including Word, Excel, ASCII and Dbase Create and modify business forms such as checks, invoices, and statements Always provided with MAS 500 as the primary report engine Crystal Reports documentation Web Reports Run, view, and print MAS 500 reports in Microsoft Internet Explorer All modules except General Ledger Web Reports guide 44 Implementation Planning

47 Install MAS 500 and Build Familiarity Components Enables you to Integrates with Information in eexecutive View summarized, critical business data easily and instantly Create a personalized view of MAS 500 data, including sales, product, and customer analyses View , calendars, and contacts View company intranet and Internet Web sites Requires General Ledger Can be integrated with Accounts Receivable, Sales Order, Inventory Management, and Cash Management Internet Applications guide, eexecutive guide and Help Alerts component MAS 500 s Alerts component is described in the table below. Module Enables you to Integrates with Information in MAS 500 Alerts Automatically monitor your MAS 500 system for alert conditions and send automatic notification of these alert conditions to selected recipients Predefined base alerts are provided Customize alert parameters, notifications, and scheduling All modules except the Internet Applications Cross-Module Utilities guide and Help and Release Notes Customization tools MAS 500 s customization tools are described in the table below. Module Enables you to This is Information in Customizer Customize MAS 500 window interfaces and functionality by: Adding industry-specific features without making changes to source code Customizing text and fields that appear on MAS 500 forms, changing form layout Adding new fields to forms and new buttons to the toolbar using scripts Adding VBScript and Java Script programming logic to any form developed with the MAS 500 framework A separate programming product for customizing MAS 500 modules Customizer guide and Help Application Framework Build custom applications with the same look and feel as MAS 500 Work with Visual Basic controls, wizards and utilities to solve housekeeping issues, including concurrency, user interface, security model, and data handling Work with information on the MAS 500 database structure and an interactive data schema viewer A separate programming product for customizing MAS 500 modules and developing custom applications Application Framework documentation Implementation Planning 45

48 Chapter 4 Module Enables you to This is Information in Source Code Modify MAS 500 modules The source code for MAS 500 OEM guide Import and export utilities MAS 500 s import and export utilities are described in the table below. Utilities Enables you to Available in Information in Data Import Import your legacy data into MAS 500 using the Data Import utilities for the listed modules Export General Ledger data General Ledger, Accounts Payable, Accounts Receivable, Inventory Management, and Cash Management (bank statements) Online Help DataPorter Move data between spreadsheets and MAS 500 forms Bring setup data into the system during conversion or load data on an ongoing basis Key windows throughout the system Cross-Module Utilities guide and Help Data Migrator Automate data conversion from supported legacy systems to MAS 500 Assisted Company Setup Chapter 9, Assisted Company Setup and Help 46 Implementation Planning

49 Install MAS 500 and Build Familiarity MAS 500 configurations Your MAS 500 configuration is highly customizable with stand-alone modules, dependent modules, and modules with which they can be integrated. Note that: System Manager and Common Information are always included Customizer can be used with any MAS 500 module MAS 500 Office is a feature of these modules: General Ledger Sales Order Purchase Order Accounts Payable Accounts Receivable Multicurrency Management Inventory Management General Ledger and the Stand-Alone Modules All the modules interface directly or indirectly with General Ledger. It is the only true stand-alone module in the system, but many of the others can run without modules other than General Ledger and the core modules (System Manager and Common Information). The stand-alone modules are easily integrated with the MAS 500 modules noted, and can be integrated with other software with customizations and interfaces. Module Can integrate with these modules... General Ledger Accounts Receivable Accounts Payable Inventory Management Multicurrency Management Advanced Consolidations Manufacturing Accounts Receivable Sales Order Cash Management Accounts Payable eexecutive General Ledger Inventory Management Accounts Payable Cash Management General Ledger Accounts Receivable Purchase Order ecustomer General Ledger Accounts Receivable Accounts Payable General Ledger Accounts Receivable Accounts Payable General Ledger General Ledger Inventory Management Purchase Order Advanced Consolidations Multicurrency Management Inventory Management Sales Order Multicurrency Management eexecutive, esalesforce, ecustomer, Cash Management Multicurrency Management Inventory Management Sales Order, ecustomer, Purchase Order, eexecutive, esalesforce Sales Order Purchase Order Cash Management Sales Order Purchase Order Implementation Planning 47

50 Chapter 4 Dependent Modules Some modules require other modules and can be integrated with additional modules as shown below. This Module... Requires... Can integrate with... Sales Order Purchase Order General Ledger Accounts Receivable General Ledger Accounts Payable Multicurrency Management Inventory Management Cash Management ecustomer eexecutive esalesforce Multicurrency Management Sales Order Inventory Management ecustomer esalesforce Cash Management General Ledger Multicurrency Management Accounts Payable Accounts Receivable eexecutive Project Accounting General Ledger Accounts Payable Accounts Receivable Inventory Management Purchase Order etimesheets ecustomer Accounts Receivable You can view information in Accounts Receivable. If installed, you can view and update information in Inventory Management and Sales Order. esalesforce Accounts Receivable You can view information in Accounts Receivable. If installed, you can view and update information in Inventory Management and Sales Order. eexecutive General Ledger Accounts Receivable Sales Order Inventory Management Cash Management Note: Does not update data in any of the modules it integrates with; it uses their data for viewing 48 Implementation Planning

51 Install MAS 500 and Build Familiarity How MAS 500 Works How MAS 500 works can be looked at from a technical systems perspective or from the end-user s operations perspective. From either perspective its functionality is multilayered and complex. System Architecture From the technical perspective, MAS 500 is a two-tier client/server application with some integrated Web components. The hardware includes server computers, client computers, company network connections, printers, remote client computers, and the Internet network connections for the Internet application components. The software includes Microsoft SQL Server, databases, client systems, Terminal Services, the MAS 500 application programs and files, and Web sites with their supporting Internet software. Each MAS 500 installation has a set of databases (System, Application, and Internet) that store and process the application data. A high level description is provided in the Installation and System Configuration guide. The Operations Level Although the MAS 500 functionality is divided across modules, the functional entity that organizes and processes your business information is the company, one for each legal business entity run by your business. The processing of company information is diverse and complex, but you access, process, review, and report company information by logging into and working in the company the information belongs to. You are required by MAS 500 to log in to a company when you log in to MAS 500. During the work session, if you have access rights to other companies, you can also open and work in them. Each MAS 500 installation can host as many companies as you choose to create. The companies created in the system run on the same Application database, and they share the country and postal code information established in Common Information. All other company information is company-specific. Some of the company-specific information is cross-module information established in Common Information. The rest of the company-specific information is set up and processed in the individual modules. All the modules except ecustomer and esalesforce require integration with General Ledger. These two modules must interface with modules that do require General Ledger, making General Ledger a core module functionally. All the modules draw their account information from General Ledger, and all the account information is eventually posted to ledgers in General Ledger. Integration between the other modules is often optional, and must be turned on during the setup of these modules. See MAS 500 configurations on page 47 for more details on module integration. Implementation Planning 49

52 Chapter 4 Install MAS 500 Planning your installations This section presents basic information about MAS 500 installations for use by the entire implementation team when planning system use and the associated installation choices. This section also outlines the Installation and System Configuration guide and highlights the information your technical staff will need to consider for planning the MAS 500 installations. The entire implementation team should read this section. Planning each system installation and configuration is crucial, and involves interrelated technical and operational decisions that cannot be addressed from the technical perspective alone. Implementation team members with operations, management, and technical experts must plan how to use each system and must identify the installation choices for each system. Make all decisions regarding system use, companies to be created, user privileges, and module activation and integration before installing your MAS 500 systems. Use the information below and the information in System Manager on page 124 to carefully plan each installation. The installers will also use the Installation and System Configuration guide to plan their installation work. System installations and independence Your technical staff can install multiple MAS 500 systems and give each client access to one, some, or all of them. These systems are the initial, test, pilot, production, and other systems defined in Terms and Concepts on page 5. The number of MAS 500 systems you set up depends on the resources available and on how you structure the implementation work. Each system is set up and functions independently of the others. The data entered and processed on one MAS 500 system does not affect the data on other MAS 500 systems. This allows you to experiment on the initial system with the demo companies and on any number of test systems with test companies without affecting the configuration or data in the pilot, training, development, and production systems. MAS 500 registration MAS 500 registration begins with your purchase of MAS 500 when all your license information is recorded in a central registration database. This database stores your customer number, System Manager serial number, and System Manager unlocking key, which are needed to register your permanent system installations. These numbers are printed on the packing slip for the product, and they are entered in Maintain Site for transmission to Best Software, which then returns a registration string that must be used to complete the registration of the installation. 50 Implementation Planning

53 Install MAS 500 and Build Familiarity The registration string returned by Best Software is required to access everything included in your license, and it can be used only for that system installation at your site. This registration string is specific to your customer number, System Manager serial number and unlocking key, SQL Server MAC address, SQL Server instance, and database name. When the string is returned, it is entered into MAS 500, and it activates the installation information regarding the modules, number of users, companies, maintenance, support, and other settings defined in your license. For more information and detailed procedures, see the Installation and System Configuration guide. The registration grace period Each MAS 500 system has its own registration grace period. After you install the MAS 500 system, you have a 45-day grace period to experiment with the unpurchased modules on that system. During the grace period, all functionality provided by the installation setup, including unpurchased module integration with purchased modules, is available for experimentation with up to five concurrent users. The grace period allows you to evaluate a variety of configurations for the current implementation or for future use. Note that the grace period does not apply to some modules such as Data Migrator and DataPorter. The 45-day grace period also occurs after a license expires. If the license expires, renew the license and reregister the system before the 45th day. WARNING WARNING After the grace period After expires, the unregistered grace period expires, modules unregistered and their data modules become unavailable. and their data become unavailable. WARNING Experiment with unpurchased modules only on temporary test systems. Register purchased modules before the grace period expires. After 45 days, unregistered modules and their data become unavailable. If you integrate unpurchased modules with purchased modules, period-end closing in the registered modules will be adversely impacted when the registration grace period expires. To ensure full functionality of your purchased modules, experiment with unpurchased modules only on test systems installed for temporary use. See Activating unpurchased modules that follows and Creating security groups on page 52 to maximize the experimentation functionality provided by the grace period. Activating unpurchased modules Module activation and integration must be well-planned and wellcontrolled because activated modules cannot be deactivated and integrated modules cannot be separated. Follow these guidelines for activating and integrating unpurchased modules with purchased modules. 1 Give permission to only the system administrator security group to activate and integrate modules. 2 Activate only purchased modules on your pilot, development, training, and development systems. 3 Activate unpurchased modules only on temporary test systems. Implementation Planning 51

54 Chapter 4 If an unpurchased module is integrated with purchased modules: The data in unpurchased modules becomes unavailable after 45 days. Purchased modules integrated with unpurchased modules cannot run period-end closing for the actual period because information from the unpurchased module is required. Make General Ledger period-end closing functional by one option: Repeat the work done to build and run the system: 1 Copy the database contents to record the data it contains in order to track the rebuild of the data accurately. 2 Export any GL data you cannot reenter. 3 Delete the database and reinstall it. 4 Reactivate and register the purchased modules. 5 Give permission to activate and integrate modules only to the administrator group. See Creating security groups below. 6 Import the GL you exported, and reenter and process data as needed to rebuild the database. Set a business date far in the future, such as 2020, for the unpurchased modules which were activated and integrated with purchased modules. This date change enables General Ledger to close during period end processing. Creating security groups Design security groups to protect the module configuration and data processing planned for the pilot, training, development, and production systems. Use the information and worksheets in System Manager on page 124 to plan the security event rights for each security group. Follow these steps for each system: 1 Identify the user groups who will work on the system and what they will do on the system. Example: A training system will have the system administrator, trainer, payroll clerk, accounts payable clerk, receivable clerk, warehouse clerk, manufacturing groups, and general ledger clerk groups with a supervisor group for each operational group. 2 Carefully identify the tasks and security events the users in each security group will perform. WARNING Do not use the System Administrator group (SysAdmin) to design or create your user groups. Use the public and clerk groups as models for your user groups. Do not use System Administrator (SysAdmin) to design or create your user groups. This default group uses Normal permission for module activation and integration. List all your end-users, and identify the security group for each. Set permission for the module activation and integration tasks to Display Only for all groups except the administrator group. 3 Provide this information to the installer to ensure that the permissions are correctly set for the system installed. 52 Implementation Planning

55 Install MAS 500 and Build Familiarity Configuration process Configuration occurs during the installation process. System configuration includes site and module registration, module activation, and security setup. Some of the setup steps are done once and apply to all companies and modules on the system. The setup steps done by company or by module allow great flexibility in system and company configuration. To plan the configuration and security information in detail, refer to Chapter 7, Chart Your Requirements. Also refer to the Installation and System Configuration guide for detailed installation procedures, which include the system configuration work done in System Manager. Follow the steps in the table below to prevent unplanned activation and integration of an unpurchased module, and ensure that period-end closing runs smoothly for all purchased modules. Configuration includes the steps listed in the table below. Step Action Done for System, Company, or Module 1 Register the site and purchased modules. Do for each system, same for all systems 2 Create companies. Do for each system, as designed for that system 3 Activate modules as planned for system usage. Refer to Activating unpurchased modules on page Create security groups within each company as planned for system usage. Refer to Creating security groups on page Give security groups access to module tasks and security events as planned. Do for each company on each system, as designed for that company on that system Do for each company on each system, as designed for that company on that system Do for each module in each company, as designed for that module in that company 6 Create users in MAS 500. Do for each system, as planned for that system. You can create new users directly from MAS 500 or grant access to MAS 500 to existing SQL Server and Windows 2000 domain users. As you create users, you set their access rights. 8 For each user, assign a security group and company pair for each company the use will work with. Do for each system, as designed for that system Implementation Planning 53

56 Chapter 4 Decisions to make for each system Use the preceding information on the registration grace period, activation of unregistered modules, creation of security groups, and the system configuration process to plan the systems needed for your implementation. Make these installation decisions and provide them to the installer: 1 How many MAS 500 systems will be created 2 When each system will be created 3 How each system will be used 4 What each system will look like: Companies for each system Identification (three-letter code) and name of each company Security groups and their module task and event privileges on each company Modules you will activate for each company Module options you will select in each company Modules you will integrate in each company Note: Use the information in Chapter 7, Chart Your Requirements and the module user guides to perform step 4. Decisions to make for each company Companies can be added to a system at any time. The company-related decisions listed in step 4 must be made each time you create a company. Installation and System Configuration Guide The Installation and System Configuration guide provides complete information on installing and upgrading MAS 500, activating modules, and setting up security groups. How to use the installation guide Nontechnical project team members need to read much less of the installation guide than do the technical members of your team. Nontechnical team members Your nontechnical project team members should read the installation overview in the Installation and System Configuration guide for: A high-level understanding of the support provided by your technical staff to the project Improved ability to understand system issues when they arise 54 Implementation Planning

57 Install MAS 500 and Build Familiarity Technical team members Your technical project team members should read all chapters in the Installation and System Configuration guide, and use it as a: Guide to the installation itself Reference for planning: The multiple system environment infrastructures needed for training, testing (pilot), development, and production System maintenance Future upgrades of the system What the installation guide provides The Installation and System Configuration guide provides this information: Introduction Installation overview (resources, MAS 500 structure, installation process overview, methods of installation) System requirements Installation procedures Installation preliminaries Database creation and upgrade Client installation Registration and security Installing Crystal Reports Designer Configuration and database management procedures System configuration and management Managing and protecting databases Installation-related reference information Working with reports Protocol issues Command-line execution Error messages Implementation Planning 55

58 Chapter 4 Planning your installation Separate server recommendation Prevent implementation work from disrupting production by installing your MAS 500 environments on different servers than the one that hosts your current production system. Methods of installation MAS 500 has a number of methods for installing the software. These include: Express Installation: Installs new databases and client software on the same system. This is recommended for test and training systems. Database Express Installation: Creates new databases without installing the Database Utilities. Database Utilities Installation wizard: Installs the Database Utilities for creating, upgrading, and synchronizing databases. Client Installation wizard: Installs the client software only. Web Reports Installation wizard: Installs Web Reports on a Web server. Internet Applications Installation wizard: Installs the Internet Applications, including ecustomer, esalesforce, eexecutive, and etimesheets, on a Web server. To select which installation methods to use, do the following: Use the Installation Advisor when you launch the installation software. See the Installation and System Configuration guide for selecting a method to install databases and client software. See the Web Reports guide for information about using the Web Reports Installation wizard. See the Internet Applications guide for information about using the Internet Applications Installation wizard. Gather basic installation information 1 List the planned dates for each system installation: Initial installation Test system installation Training system installation Development system installation (for customizations only) Production system installation Date of data conversion completion Date for going live 2 Verify what demo data will be installed. (Needed for on-site training, and as a comparison tool with your test configurations.) 56 Implementation Planning

59 Install MAS 500 and Build Familiarity 3 Document the current security model for data, functions, and users. 4 List all hardware components of the current system environment that can be used in the MAS 500 system environment. 5 List all software components of the current system environment that can be used in the MAS 500 system environment. Refer to the Installation and System Configuration guide for complete information on these requirements: Server hardware requirements Server operating system requirements SQL Server requirements Network protocol requirements Web server requirements Database sizing recommendations Client workstation requirements Terminal Services requirements 6 List the system requirement for the software (vendor, product name, version) that will be integrated with MAS 500. Implementation Planning 57

60 Chapter 4 Gather technical installation information 1 Document your network information: Network access modes required: LAN, WAN, RAS, VPN, Internet Network operating system Multiple servers (replication required) 2 Document server hardware information: Vendor Processor type and speed Number of processors RAM Available hard disk space Mirroring RAID array SCSI controllers 3 Document server software information: IP addressing (fixed or assigned by DHCP) Network protocols installed (in order of binding) ODBC driver version Operating system and version Latest service pack applied SQL Server installed Server name Dedicated to SQL Server 4 Document SQL server information: SQL Server version Dedicated to MAS 500 or other databases on SQL Server Security mode currently utilized Latest service pack applied Licensing mode Number of licenses 58 Implementation Planning

61 Install MAS 500 and Build Familiarity 5 Document client machine information: Connectivity to SQL Server on all systems where the MAS 500 client will be installed Number of machines to install FRx on Number of workstation clients to access MAS 500 Number of clients with multiple profiles to access MAS 500 Client workstations meet MAS 500 system requirements Version of Microsoft Office on client machines Version of Internet Explorer on client machines OS Service Packs Other software running in the background 6 Document Windows Terminal Services information: Which system will operate as the server How many client systems will connect to the server The server meets MAS 500 system requirements: check the Windows 2000 Server and Advanced Server product pages on the Web site for the information in the: Windows 2000 Terminal Services Capacity and Scaling white paper Windows 2000 Resource Kit Development and Deployment Guide, Chapter 16 - Redeploying Terminal Services white paper Identify any infrastructure issues Implementation Planning 59

62 Chapter 4 Gather system usage information 1 Document this scheduling information: The hours MAS 500 will operate The days MAS 500 will operate Days and times of unusually high activity for MAS 500 Days and times of unusually low activity for MAS 500 The maximum acceptable work loss in hours, which determines the time between data backups 2 Estimate the number of transactions per month for: Each MAS 500 module purchased Each interface program to be run Each add-on program to be run 3 Estimate this location information: Number of locations users will access MAS 500 from (not including WebReports only users) Total number of MAS 500 users Total number of MAS 500 workstations Maximum number of concurrent MAS 500 users 4 Estimate this data conversion information: Data that can be imported from your previous system Data that will be imported How much data (how many months' worth) to be imported Technical staff who will support imports How the converted data will be tested for accuracy How the data that is not imported will be accounted for 5 Gather backup and maintenance information: Backup drives and media Backup frequency and times available for them Database maintenance frequency and times available for them Storage location of backup media Time needed to archive backups Technical staff who will perform the backups Technical staff who will perform the database maintenance 60 Implementation Planning

63 Install MAS 500 and Build Familiarity Plan your installation Read the Installation and System Configuration guide, and take these steps: 1 Reevaluate your current environment based on: MAS 500 system requirements Technology changes 2 Plan the installation environments for project team training, the test system baseline, the development system, and the production system. 3 Plan to install each system environment on a server and up to five client workstations. If possible, use a different server for each of your environments. 4 Plan a strong infrastructure around your MAS 500 installations to support the implementation work, MAS 500 production volumes, and growth over time. 5 Before each installation do a pre-install assessment to ensure that all infrastructure and software components are in place. The elements are: SQL Server installation MAS 500 database installation MAS 500 client installation Internet Information Server installation Web Reports installation Other associated installations Implementation Planning 61

64 Chapter 4 Installation materials When you install MAS 500, you will need these materials: SQL Server Installation CD or system administrator password for SQL Server (if already installed) Backup media and device for preinstallation backup of SQL Server data Windows 2000 Server/Workstation CD MAS 500 Release Notes MAS 500 CDs Customer number, System Manager serial number, and the System Manager unlocking key (provided on the MAS 500 packing slip) For updated system requirements information, see the preinstallation information on the Best Software Web site. Give notice of installation You must stop all activity on the server during installation. Give advance notice to users, information systems personnel, and other affected staff that the server will be unavailable during installation. Install MAS 500 Follow the procedures in the Installation and System Configuration guide to install and configure each MAS 500 system for initial use. 62 Implementation Planning

65 Install MAS 500 and Build Familiarity Get to Know MAS 500 Knowledge of MAS 500 is needed in order to create viable plans for using it in support of the mission statement s goals. Take training The table below provides course descriptions as examples of the training available from Authorized Training Centers and many resellers, using certified MAS 500 curriculum. Use this list to identify appropriate training for each project team member and each end-user who will assist during the conference room pilot testing. Have the project team members take the training immediately before or after MAS 500 installation of the initial system. Schedule training for the company staff who will participate in the pilot before their pilot room conference work. Train your remaining staff before going live. Class Name Days Description Introduction to MAS Training with System Manager, Common Information, General Ledger, Accounts Payable, Accounts Receivable, MAS 500 Office, Cash Management, and Customizer. Crystal Reports 2 Learn to produce presentation-quality reports: from scratch or by customizing the available reports to specific requirements. Learn to link tables and to sort, group and select records. Learn the basic formulas, and how to calculate, evaluate and manipulate data. Distribution 3 Provides targeted activities and lab exercises to help you develop a clear understanding of the distribution modules: Inventory Management, Sales Order, and Purchase Order. Also covers implementation, setup, and daily processing issues. Customization 4 Developers learn to develop custom solutions using MAS 500 customization. Provides architecture and development environment information. Prerequisites are solid working knowledge of the latest versions of Microsoft Visual Basic, familiarity with SQL Server, and client/server concepts. Manufacturing 4 How to set up and run the daily work and period-end aspects of manufacturing and kitting, bill of materials, materials requirement planning, shop floor control, planning and scheduling, and estimating. Learn to use Product Configurator to create items and calculate costs. Implementation Planning 63

66 Chapter 4 Build on training A few days spent reinforcing and building on MAS 500 training will bring your MAS 500 skills up to speed quickly. If you focus on these MAS 500 skills immediately after training, you will significantly cut your learning curve period. Even better, you enable your team to more accurately estimate the time and effort that MAS 500 procedures will require. Both these benefits will contribute significantly to your preliminary and detail planning work, as well as to the efficiency of your conference room pilot work. Review training curriculum Take a few days immediately after the training to: Work through the class exercises on your demo system Read the curriculum Take notes Discuss your observations with other team members Explore the user documentation and Help After you review the training curriculum, work on the demo system doing the tasks explained by the Getting Started guide to become familiar with the module guides and online Help. Spend a few hours looking through the module guides, specifically those for the MAS 500 modules you will work with during the implementation. If you will participate in data conversion planning or execution, study the Help in Assisted Company Setup and run through the migration processes on the demo system until you are satisfied you understand them. Complete your reading of this Implementation Planning guide. It contains important information on the setup and use of your new system. Work with the Help chapter in the Getting Started guide to become thoroughly familiar with the window overview help, the step-by-step help, and the field-level help. Master basic MAS 500 skills Work on MAS 500 with the Getting Started guide to ensure that you become adept at using these MAS 500 features: 1 Business Desktop 2 The Lookup and Navigator search buttons on task windows 3 The Search window features: Filter and Advanced pages Filter On/Off, Record Filter, Case Sensitivity, Refresh and Update buttons Sort and select features 64 Implementation Planning

67 Install MAS 500 and Build Familiarity 4 Drill-around and drill-down inquiry features 5 Toolbar button shortcuts 6 Data display, entry, and editing using grids, including: Customizing grid columns, and selecting grid rows Using grids to sort and select report criteria Using keyboard shortcuts for grids Using the mouse in a grid Exporting information from a grid Printing information from a grid 7 Generating reports and lists: Using common printing options Specifying sort and selection criteria Using the Main and Options pages Previewing reports Deferring printing and printing deferred reports Designing reports with Crystal Reports 8 Using MAS 500 s online help system Accessing and using the Information and Support Center Accessing and using form-level help Accessing and using How-to help Accessing and using What s This? Help Searching Help Accessing Help from the Business Desktop Using Help buttons and graphics Use likely features on demo data Complete your training time by walking through the MAS 500 processes and features that you are considering implementing. 1 Draw up simple test scenarios for the common transactions you do. 2 Review the documentation and online Help for assistance if needed. 3 Run through these processes. 4 Evaluate the results. 5 Document your observations and questions. Implementation Planning 65

68 Chapter 4 Formally review MAS 500 Complete the process of getting to know MAS 500 by doing a formal, structured review of system functionality for each MAS 500 module you have purchased. Review these modules thoroughly in order to fully understand MAS 500 s functions, features, and capabilities. 1 Compare the features and functions of MAS 500 with your business requirements. 2 Reevaluate how MAS 500 can help streamline the flow of information in your organization. 3 Can you eliminate obsolete subsystems and interfaces? 4 Avoid comparing MAS 500 to your old system during this evaluation. Instead, consider how to fit MAS 500 to your business processes. 5 Look for new ways to perform processes and to leverage your investment in MAS Identify any necessary business processes that are not addressed by MAS 500 and will require custom programming. Refer to Chapter 7, Chart Your Requirements and the module user guides for detailed information on the setup options for System Manager, Common Information, and the financial modules. 66 Implementation Planning

69 Install MAS 500 and Build Familiarity Report to Management The implementation team reports on the installation and training to your management. Prepare a report or presentation Write a report or create a presentation that includes: The pilot installation and expected, additional installations The remaining technology infrastructure work The MAS 500 training taken by project team members The familiarization work done by the team Upcoming review work of current business practices Concerns and issues Recommendations Meet with management Hold a meeting with executive management and the steering committee to present your progress. Provide copies of the report and discuss the information. Ensure that management understands the support your company staff will provide the implementation team during the current business review. Ask management to: Provide experienced staff to assist in the review as needed Promote the value of their participation in the review at the conclusion of your meeting with company staff Report to Company Staff Meet with company staff Hold a meeting with company staff to present your progress. Provide copies of the report and discuss the information. Ask for, and answer any questions. Describe the key stages of the upcoming review of current business practices. Describe the support role company staff will play in it. Have management promote the value of their participation in the current business practices review. Implementation Planning 67

70 Chapter 4 68 Implementation Planning

71 Review Your Work Practices 5 This step is the starting point for reengineering your business practices. This step should clearly and fully reveal where you stand, highlighting areas that need particular attention. It will also help you determine your critical business processes. Follow the guidelines in this chapter to review your current work practices. Answer the questionnaires provided; then gather, review, and document your policies, procedures, business transactions, forms, and reports. Evaluate everything from the overall perspective of your business needs and goals. Reviewing your work flow is outlined in the following sections: Business Practices Questionnaires Evaluate Your Current Software Policies, Procedures, and Transactions Reviewing Work Flow Report to Management Report to Company Staff Implementation Planning 69

72 Chapter 5 Business Practices Questionnaires Copy the applicable questionnaires below and start your business practices analysis by answering the questions provided. Use these questions to: 1 Identify your company s business practices and critical practices. 2 Begin planning how MAS 500 can support these business practices. 3 Verify that these business practices are supported by MAS 500. (If not, you know to include evaluation and use of third-party software or customization in your planning.) The following questionnaires cover these business areas: General and Technology General Ledger Accounts Payable Accounts Receivable Cash Management Multicurrency Management General Distribution Inventory Sales Orders Purchase Orders Manufacturing Implementation Planning

73 Review Your Work Practices General and Technology Describe your general requirements for MAS 500 and your high-level position on technology use. 1 Do you process inter-company transactions? General Ledger journals General Ledger allocations Accounts Payable vouchers Accounts Payable payments Accounts Receivable invoices Accounts Receivable receipts Purchase orders Cash Management transfers 2 Describe your monthly reporting requirements: What reports are generated? How are they processed and distributed? Collect samples of all reports. 3 Do you have requirements unique to your industry? 4 Do you plan to use the Internet for financial management? 5 Do you plan to send financial documents by ? Sales orders Purchase orders Other 6 Consider how much you are willing to customize applications which do not meet all your requirements out of the box. Implementation Planning 71

74 Chapter 5 General Ledger Review the key aspects of your general ledger practices. 1 What is your planned chart of accounts structure? 2 Document examples of each segment. 3 Describe your fiscal calendar. Include adjustment periods in the description if you use them. 4 Do you prepare annual budgets? If so: How many versions do you maintain? What budgeting tools do you use? How are budget amounts determined (head count calculations, integration with other modules)? 5 Do you track statistical information in the ledger? If so, how is this information used? 6 Do you perform periodic allocations? How are they allocated? Tiered Based on statistics Based on other actuals 7 How do you set up new accounts? 8 Do you have an approval process for journal entries? Describe it. 9 Do you run consolidations? If so, do you use: Reports A ledger consolidating company 72 Implementation Planning

75 Review Your Work Practices Accounts Payable Review the key aspects of your accounts payable practices. 1 Describe your 1099 information: Do you track 1099 vendors? Are multiple 1099 types tracked for the same vendor? Do you track 1099 information at the line item or at the document level? 2 Gather examples of all the types of terms discounts your vendors provide. 3 Do you process multiple types of payments? List them. 4 Describe your check printing process. Do you use preprinted checks or MICR checks? Do you print checks on plain paper? How many check forms do you use? Do you require check amount limits? 5 Describe payment processing: Manual payments Electronic payments Intercompany invoices 6 Do you have an approval process for voucher entry? What criteria do you use to determine: Whether approvals are required What approvals are required 7 Do you have an approval process for check generation? What criteria do you use to determine: Whether approvals are required Which approvals are required 8 Do you need Evaluated Receipt Settlement (ERS)? 9 Do you need Positive Pay? Implementation Planning 73

76 Chapter 5 Accounts Receivable Review the key aspects of your accounts receivable practices. 1 Do you maintain multiple bill-to and ship-to addresses per customer? 2 Do you track credit limits at the address level or at the customer level? 3 How do you handle customers who exceed their credit limits? 4 Do you support national accounts? How do you use them? 5 Do you receive payment on one check for invoices for more than one customer? 6 Do you access finance charges to late customers? 7 Do you provide terms discounts to customers? Identify them. 8 Do you have an approval process for invoice entry? If so, what criteria determine: Whether approvals are required Which approvals are required 9 Do you cross-reference customers to vendors? If so, why? 10 Do you process customer refunds? 11 Do you process cash receipts with: EFT Lockbox On account Intercompany 12 Do you track salesperson history and calculate commissions? 13 How are commissions calculated? 14 Do you allow salespeople to set up new customers while entering orders? 74 Implementation Planning

77 Review Your Work Practices Cash Management Review the key aspects of your cash management practices. 1 Gather examples of all the types of transactions processed through Cash Management: Bank charges Interest earned Deposits Other 2 Is your reconciliation process manual or electronic? Describe it. 3 Do you project future cash flows? What information do you use? General Ledger Accounts Payable Accounts Receivable Inventory Management Sales Order Purchase Order Cash Management Implementation Planning 75

78 Chapter 5 Multicurrency Management If you process multiple currencies review the key aspects of your multicurrency practices. 1 How many booking currencies do you store per company? 2 In what modules do you use multiple currencies? General Ledger Cash Management Accounts Receivable Accounts Payable Purchase Order Sales Order Inventory Management 3 Do you consolidate companies with different home currencies? 4 Do you generate a report once for each currency you use? Do you require translations from one currency to another? 5 Do you use multiple exchange schedules? 6 What are they? Month-end Average Spot 7 If you override exchange rates, do you: Need to override exchange rates during transaction entry? Require tolerance checking when overriding exchange rates? 8 Do you track currency gains and losses? What procedures do you use? 76 Implementation Planning

79 Review Your Work Practices General Distribution Review the key aspects of your general distribution practices. 1 What products do you distribute? 2 Describe your typical customer. 3 How many orders per day do you process at each location? 4 What percentage of line items must be available for immediate delivery? 5 What customer service challenges do you face? 6 What prevents you from increasing business? 7 What prevents you from entering new markets? 8 What are your greatest challenges? Stockouts Dead stock Return on investment (ROI) 9 What is your competitive advantage? Quickest Cheapest Quality Service 10 What areas do you plan to improve in your distribution system in the next six months to one year? Implementation Planning 77

80 Chapter 5 Inventory Review the key aspects of your inventory practices. 1 How many physical and logical warehouses do you have? 2 How many stock items are stored in each warehouse? 3 What types of items do you process? Raw materials Finished goods Services Catalog items Assembled kits, including work in progress (WIP) Build-to-order kits 4 Which valuation technique do you use for your items? Last In First Out (LIFO) First In, First Out (FIFO) Actual Other 5 Do you use different valuation techniques for different items? 6 How many characters are used in your current part numbers? 7 What is the maximum number of characters used in your current product descriptions? 8 How do you determine available quantity? Do you include non-stock items on purchase orders or sales orders? 9 Do you carry items that require regulatory processing, such as hazardous materials, aircraft parts, liquor, or pharmaceuticals? 10 Do any of your items have expiration dates? 11 Do you maintain remnant inventory? 12 Do you stock, sell, or purchase items that require a color or size matrix? 13 Do you do manufacturing or assembly processing? Pre-assembled kits Built-to-order kits? Both? Do you disassemble kits and return the components to stock? Can you modify the bill of materials on a sales order for an existing kit? 14 Do your unit of measure definitions vary for different items? (For example, do you define a case of canned corn as 12 cans, and define a case of canned soup as 24 cans?) 78 Implementation Planning

81 Review Your Work Practices 15 Do you carry items with manufacturer s lot or serial numbers? 16 Do you import products? From where? 17 Describe your inventory replenishment process. Does it vary for different types of items? Do you seasonally factor replenishment calculations? How do you determine safety stock quantities? How consistent are vendor lead times? Are the vendor s target order requirements measured by quantity, volume, or weight? What are the vendor s minimum, target, and free weight values for order amounts? 18 Do you resupply some branches from another company location? Do you need a detailed audit trail for the transfers in order to reliably identify the stock s location at specific times with its value reflected in the associated accounts? Do you do one-step transfers without traceability? 19 Do you use, or plan to use, bar-coding and hand-held devices to track the movement of stock within your warehouses? Describe how you use or plan to use the hand-held devices. 20 To price your items, do you: Price by customers and/or item groups? Offer contract pricing? Offer quantity, volume, or weight based price breaks? Combine multiple items in an item group for price breaks? Implementation Planning 79

82 Chapter 5 Sales Orders Review key aspects of your sales order practices. 1 Do you include open orders in credit limit checking? 2 Do you receive customer orders electronically? If so, how: EDI Internet-based Other 3 Do you enter sales orders using your customer s item codes? 4 What comments and notes do you require on: The sales order header A typical sales order line 5 Do you need to include an item s lot or serial number on the sales order line? 6 Do you require that drop-ship items be put on a drop-ship only sales order or do you allow stock items and drop-ships to be intermixed on sales orders? 7 Are different ship-to addresses needed at the sales order line level? 8 How do you process customer returns? Do you issue return materials authorizations (RMAs)? 9 Do you process blanket sales orders for your customers? If so, what are the expiration rules and limits you use? 10 Which of the following forms do you use or plan to use: Sales orders Acknowledgements Pick lists Packing lists Bills of lading Shipping labels 80 Implementation Planning

83 Review Your Work Practices Purchase Orders Review key aspects of your purchase order practices. 1 Do you have a purchase requisition process? If so, are they processed by authorized buyers? 2 Do you issue purchase orders electronically? EDI Internet-based Other 3 Do you to include your vendor s item number on purchase orders? 4 What comments and notes do you require on: The purchase order header Atypical purchase order line 5 Do you specify an item s lot number on the purchase order line? 6 Do you perform 2-, 3-, or 4-way matching? What tolerance checking does your matching procedure use? 7 Do purchase orders require approval? How are they approved? 8 Do you process blanket purchase orders? What expiration rules and limits do you impose on blanket purchases? 9 Do you track estimated and actual landed costs for items? If so: Which item costs? How do you calculate landed costs? 10 Do you use, or plan to use, purchase orders? 11 Do you use, or plan to use, putaway documents? Implementation Planning 81

84 Chapter 5 Manufacturing Review key aspects of your manufacturing practices. 1 Do you break out the following inventories in the General Ledger and on your balance sheet? Raw WIP Finished goods 2 Do you break out sales or Cost of Goods Sold by product line? 3 Do you break out Cost of Goods Sold by manufactured costs on your financials? Materials Labor Burden Outside processes 4 Do you absorb labor and burden separately for direct and setup costs? 5 Do you maintain multiple warehouses or divisions? 6 Do you track costs by warehouse or division? 7 How long are work orders retained online for history? 8 Will you use the Average or Standard Cost method for inventory valuation? 9 Define your numbering structure for: Raw Material Outside Processes Finished Goods 10 Are you utilizing landed cost in Inventory Management by item? 11 Do you allow negative quantity on hand in Inventory Management options? 12 Do you track inventory lots? 13 If tracking inventory by lots, do you associate costs per lot? 14 Do you track inventory serialization? 15 If tracking serialization, do you associate costs per serialized item? 16 Do you utilize outside processing for jobs? 17 Do you want to post manufacturing transactions to the General Ledger? 18 Do you produce and stock manufactured components? 19 How many levels of the bill of materials are there? 20 Can you produce multiple parts from one work order? 21 Do multiple parts produced utilize the same material? 82 Implementation Planning

85 Review Your Work Practices 22 Do multiple parts produced utilize the same labor operations? 23 Do you post transactions to the General Ledger in summary or detail? 24 Are you a: Job shop Make-to-stock Both 25 Do you purchase raw material for a specific job? 26 How do you define departments on the shop floor? 27 How do you define work centers on the shop floor? 28 Do you use the same labor and burden cost for WIP/General Ledger reporting and job cost reporting? 29 How many shifts are operated on the shop floor? 30 Are multiple machines typically related to a work center? 31 Are all operation types updated to WIP cost? 32 Is labor costed per hour or per piece? 33 Do routing steps utilize multiple or fractional operators? 34 Are setup times defined by routing step? 35 Are re-setup times defined by routing step? 36 Do you maintain multiple routing versions? 37 Do you track routing revision levels and dates? 38 Do you attach notes to routings and routing steps? 39 Will you use the multi-media capabilities? Images Sound Videos CAD/CAM hyperlinks 40 Do you track downtime? 41 Do you want to track labor on the shop floor via barcodes or touchscreens? 42 If using barcoding or touchscreen, do you want to back out breaks and lunches? 43 Do you track scrap? 44 Do you define scrap percentage at the routing level? 45 Do you backflush materials? 46 What reports will be needed to evaluate the manufacturing data? 47 Do you have any specialized reports for manufacturing? Implementation Planning 83

86 Chapter 5 Evaluate Your Current Software Carefully evaluate your current software to pinpoint areas where you want to implement significant improvements with MAS Outline the functions provided by your current financial software. 2 Identify and document the areas where you have created workarounds to handle deficiencies. 3 Ask your staff what things they have wanted from the software or wanted to do with it that were never possible. Policies, Procedures, and Transactions Policies and procedures are often referred to together, and you may assume they are synonyms. They are not. The three elements describe company business activity from three perspectives as follows: Policies are high-level requirements imposed on company staff regarding how they perform business activities. Procedures are sets of specific actions (steps) that company staff are required to take in order to perform a business task within the guidelines of the policies. Transactions are the business commitments, interactions, and pieces of information that result from enacting procedures. Most company data is recorded as transactions. 84 Implementation Planning

87 Review Your Work Practices Reviewing Work Flow The purpose of the MAS 500 implementation is to significantly support and improve business practices. The work put into reviewing and documenting your current policies, procedures, transactions, forms, and reports is necessary to meet the goals of the mission statement for the implementation. Review process overview In your review, follow these steps: 1 Treat review of business transactions, procedures, forms, reports, and policies as a useful, cross-functional education for your team members. 2 Gather and review the existing documentation of your company s business transactions, procedures, and policies. Include the forms used and the reports generated. If the existing documentation is incomplete, record the missing information on a spreadsheet or a flowchart. 3 Verify with each department that you have complete and accurate information on their transactions, procedures, forms, reports, and policies. Review in Light of Your Goals After identifying the current business practices that support the goals, ask: 1 Could it be enhanced by using MAS 500? How? 2 Which of these enhancements are possible? Fewer steps Cross-referencing Better traceability Increased results for the same work 3 Can this practice replace or simplify another when performed using MAS 500? 4 Is it a critical business practice? Can MAS 500 handle it? 5 If you identify a critical process, procedure, or transaction that MAS 500 cannot handle, consider possible work-arounds: Can other MAS 500 procedures or transactions be used to handle the data, data combination, or steps that MAS 500 cannot handle in the unsupported procedures or transaction? Would a customization to MAS 500 handle the issue? Would use of a third-party software handle the issue? Implementation Planning 85

88 Chapter 5 Examine business transactions and procedures Examine all current business transactions, procedures, and their associated forms and reports in order to identify necessary modifications and to develop others that could add value to your business operations. Transactions and work flow Handling transactions includes working with forms and reports. Forms are filled out to process data, and reports are generated to document the data that has been processed and to facilitate data analysis. Procedures exist to process and document transactions in a consistent and appropriate way. Transactions, forms, reports, and procedures are therefore easily evaluated and documented together. Review current transactions and procedures Follow these steps to examine current transactions and procedures. 1 Gather all information for each procedure performed. 2 What transactions occur during the procedure or as a result of it? 3 For each transaction, state: Who does it? How often is it done? What information is needed? What information is produced by the transaction? What is the immediate result of the transaction? What is the purpose of the transaction? How is the transaction information used? 4 For each procedure, state: Who does it? How often is it done? What information is needed? What information is produced by the procedure as a whole? What is the immediate result of the procedure? What is the purpose of the procedure? How is the information produced by the procedure used? 5 Give the transaction and procedures documentation to a respected expert in the department, and have this person verify the information. 6 Is there any business function that is not recorded as a transaction or handled by a procedure that should be a transaction or a procedure? 86 Implementation Planning

89 Review Your Work Practices Consider transaction and procedure improvements Follow these steps to identify transactions or procedures that would improve your company s business practices. 1 Use a brainstorming process: collect ideas first, and evaluate them later. For best results, tap the experience and thoughtfulness of as many company staff as feasible. For example: Ask each work team to brainstorm ideas for desired modifications and transactions. Circulate questions asking for useful modifications and additional transactions. Ask the implementation team members to identify useful modifications, and additional transactions and procedures. Meet as a group to review the proposals and to brainstorm further. 2 Look for all modifications and additional transactions or procedures that could: Increase production diversity, quantity, or quality Improve work flow traceability Simplify data access or increase access to useful data Increase profitability Eliminate steps Decrease errors or simplify error correction Provide added value to customers Replace two or more existing transactions Replace two or more existing procedures 3 Identify the procedures and transactions that do not align with the mission statement, and ask: Is it necessary? How does it conflict with mission statement goals? How can it be changed to support these goals? How will company staff be trained to implement the modifications? Will they need on-the-job training, classroom training, documentation, or support? Which related forms, reports, and policies must also change to support the mission statement goals? Implementation Planning 87

90 Chapter 5 Review current forms Gather and review your company s current forms. Reviewing them will help you identify forms that you want to modify or discard, and design additional forms that could add value to your business operations. 1 Gather the forms used for each transaction and procedure, including business documents such as invoices and checks. 2 Identify the number of copies made of the form, which departments receive the completed form, and how they use the form. 3 Evaluate whether each copy is necessary. 4 Are there related forms? Can they be consolidated into one form? 5 Is there a more useful way to display the information? 6 Would previewing the form online fulfill the purpose of the form? 7 Identify the necessary forms, and ask: What information is available elsewhere? What information is unnecessary on this report? 8 Can MAS 500 produce the desired forms? 9 Are modifications to the MAS 500 forms necessary? 10 Look for modifications and additional forms that could: Simplify a transaction or procedure Improve work flow traceability Eliminate a transaction or a procedure step Replace two or more existing forms Consider form improvements Review the forms again. 1 Identify the forms that do not align with the mission statement 2 For each one, ask: Is it necessary? How does it conflict with mission statement goals? How can it be changed to support these goals? How will company staff be trained to work with the modified form? Which related procedures, transactions, reports, and policies must also change to support the mission statement goals? 88 Implementation Planning

91 Review Your Work Practices Review current reports Gather and review your company s business reports. Reviewing them will help you identify reports that you want to modify or discard, and design additional reports that could add value to your business operations. 1 Gather all the reports produced and used by your company. 2 Identify who uses each report and what they do with it. 3 Compare each report to the corresponding report provided by MAS Are there related reports? Can they be consolidated into one report? 5 Is there a more useful way to display the information? 6 Would previewing the report online fulfill the purpose of the report? 7 Identify the necessary reports, and ask: What information is available elsewhere? What information is unnecessary on this report? 8 Identify information not provided by the MAS 500 version but which is needed by the report s users. 9 List all additional reports that could: Simplify a transaction or procedure Improve work flow traceability Eliminate a transaction or a procedure step Replace two or more existing reports Support better business decisions Consider report improvements Review the reports again. 1 Identify the reports that do not align with the mission statement. 2 For each one, ask: Is it necessary? How does it conflict with mission statement goals? How can it be changed to support these goals? How will company staff be trained to work with the modified report? Which related procedures, transactions, forms, and policies must also change to support the mission statement goals? Implementation Planning 89

92 Chapter 5 Examine your policies Examine all current business policies in order to identify necessary modifications and to develop additional policies that could add value to your business operations. Review current policies Use these steps to identify policy changes that would improve your company s business practices. 1 Gather all information on each policy. 2 For each policy, state: What is the policy? Who is governed by the policy? What is the business purpose of the policy? How effective is the policy? What criteria are used to evaluate whether the policy results in its desired purpose? Does it contribute to fulfilling the company s mission statement? 3 Which procedures implement each policy? 4 Give the policy documentation to a respected expert in the department, and have this person verify the information. 90 Implementation Planning

93 Review Your Work Practices Consider policy improvements Looking at current policies inevitably stimulates ideas for improvement. Use the impetus of documenting your current business policies to identify modifications and other policies potentially supportive of your business goals. 1 Use a brainstorming process. Collect ideas first, and evaluate them later. For best results, tap the experience and thoughtfulness of as many company staff as feasible. For example: Ask each work team to brainstorm ideas for modifications and desired policies. Circulate questions asking for useful modifications and additional policies. Ask the implementation team members to identify modifications and additional policies. Review the proposals and brainstorm further. Submit all new or revised policies to upper management for approval. 2 Look for modifications or additional policies that could: Improve morale Reduce costs Encourage and reward teamwork Increase profitability Increase production diversity, quantity, or quality Improve work flow traceability Simplify data access or increase access to useful data Decrease errors or simplify error correction Provide added value to customers Replace two or more existing policies 3 Identify the policies that do not align with the mission statement, and ask: Is it necessary? How does it conflict with mission statement goals? How can it be changed to support these goals? How will you communicate the changes to staff and enable them to implement the modifications? Will they need on-the-job training, classroom training, documentation, or support? Which related procedures, transactions, forms, and reports must also change to support the mission statement goals? Implementation Planning 91

94 Chapter 5 Report to Management The implementation team reports on the work flow review to management. Prepare a report or presentation Prepare a report or presentation that includes a summary of: Information produced with the business questionnaires The evaluation of your current software Information on the policy, procedure, and transaction changes identified Information on the form and report changes identified How this information will help you meet the project s goals Identify the next step - creating the implementation plan Concerns and issues Recommendations Meet with management Hold a meeting with executive management and the steering committee to present your progress. 1 Provide copies of the report and discuss the information. 2 Get approval for the changes you are planning to make. 3 Recommend solutions and request management assistance to resolve the concerns and issues raised. Report to Company Staff The implementation team reports on the work flow review to company staff. Prepare a report or presentation Prepare a report or presentation that includes a summary of: Information on the expected changes to policies, procedures, transactions, forms and reports How the changes will help you meet the goals for the mission statement Identify the next step - creating the implementation plan Concerns, issues, and recommendations Meet with company staff Hold a meeting with company staff to present your progress. Provide copies of the report and discuss the information. Ask for, and answer any questions. 92 Implementation Planning

95 Plan Your Project 6 Now that you have thoroughly studied your current business processes and built some knowledge of MAS 500, you are ready to plan the implementation work that remains. Your project plan will change as the project moves along, but plan carefully now to maximize your effectiveness and minimize implementation costs. The sections in this chapter are: Planning Goals Task and Time Estimates What to Plan Report to Management Report to Company Staff Implementation Planning 93

96 Chapter 6 Planning Goals Your implementation project plan will estimate the scope, cost, resources, and schedule for the implementation, taking into account: The MAS 500 modules you will implement How much your business practices will change What system environments you will set up and manage What customizations, if any, you expect to do Prepare the project plan to get buy-in from executive management, project team members, the steering committee, and company staff: 1 Identify project phases, deliverables, and associated responsibilities. 2 Identify project tasks, their importance, their dependencies, and the critical path they follow. 3 Plan timely, clear, and complete communication within the team and with all other staff. 4 Allow adequate time for reengineering processes. 5 Strive to use every MAS 500 option that can help you meet the goals of your mission statement. 6 Work closely with the Assisted Company Setup Help. It contains detailed information for your data entry planning and work 94 Implementation Planning

97 Plan Your Project Task and Time Estimates Data entry project plan IMPORTANT Revisit your time and work estimates regularly. Unforeseen factors can significantly complicate the data building and testing work. Look closely at the two Microsoft Project plans provided by Best Software through your MAS 500 reseller or Best Software s Professional Services Group. The information they provide will help you start estimating the time for the work you will do planning, testing, and implementing the system. You may choose to model your own project plan on only one of these plans, or on both. Use the estimates in these project plans as a starting point and consider these factors: Number of modules you are implementing and integrating Number of end-users you ll have working on MAS 500 Degree of difference between your current system and MAS 500 How much you expect to change your business practices How much preparation you have already done for designing your use of MAS 500 (such as redesigning your warehouse layout) The data entry module project plan lists all the setup steps needed for each option in each MAS 500 module, and provides a data-entry time estimate for each step. The data entry steps are supplemented by brief notes that describe the format and function of the data being entered, and identify related considerations. The total data entry time is over 100 hours, the equivalent of one person doing data entry for three weeks. Adapt these estimates for your implementation as follows: 1 If you are not implementing each module: Add up the time estimate for the modules you are implementing to get an overall data entry time estimate. Identify the data entry tasks you will not do because you are not implementing their corresponding MAS 500 features, and subtract these data entry time estimates from your total. 2 Add time estimates for all the data design and gathering you must do to prepare for the data entry step. This data design work can be much more time consuming than the data entry itself. 3 Estimate how much data you will enter when you build the database for each company on each system. It is much easier to enter 8,000 items than 80,000 items. 4 Add additional time for all the testing and evaluating work needed to implement your MAS 500 system. 5 If you will customize MAS 500, add additional time for designing the needed data and customization, coding it, and testing it. Implementation Planning 95

98 Chapter 6 Distribution project plan The distribution project plan covers the distribution modules only. It is a complete step-by-step project estimate for all the design, data entry, testing, and evaluating work needed to implement the distribution modules. All identified steps are supplemented by brief, but complete, notes that describe the format and function of the data being entered, and identify related considerations. This project plan assumes that you have already set up System Manager Common Information, General Ledger and Accounts Receivable. It also assumes that Accounts Payable has also been set up if Purchase Order will be implemented. This project plan estimates about 150 days for everything relating to distribution, with the exception of customization work. Adapt these estimates for your implementation as follows: 1 Subtract the time you have already spent on installation, training, and current business practices review from the tasks which represent these activities. 2 Identify the features you will not implement, and subtract the associated time estimates from your total. 3 Estimate how much data you will enter when you build the database for each company on each system. It is much easier to enter 8,000 items than 80,000 items. 4 If you will customize any portion of MAS 500, add additional time for designing the needed data and procedures, as well as for designing the customization, coding it, and testing it. 96 Implementation Planning

99 Plan Your Project What to Plan Your project plan should identify all remaining steps that will be handled during the course of the implementation, who will handle them, what resources will be needed, and how much time will be needed for each step. The more detailed your plan, the easier it will be to assign adequate resources, monitor your progress, coordinate the activities, and adjust the plan as needed. Using the planning forms The forms in Planning the details on page 98 and Implementing MAS 500 on page 104 are a starting point for outlining your implementation plan. To create your plan: 1 Review the Microsoft Project plans for data entry and the distribution modules. 2 Use the task outline below to create a high-level plan. 3 Modify the Microsoft Project plans per your high-level plan to include the tasks needed to design, plan, and implement your MAS 500 system. Or refer to the Microsoft Project plans to add the needed details to your high-level plan. 4 Copy the forms in this section as needed. For each MAS 500 module you will use, list the tasks in the tables below, identify the project team members who will handle them, and estimate when the task will be started and completed. Implementation Planning 97

100 Chapter 6 Planning the details Map Your Requirements to MAS 500 This section has six forms for detail planning. These are the steps for mapping your requirements to each module. Module Tasks Who Does It Begin End 1 Identify the business operational choices provided by this module. 2 Evaluate and choose the MAS 500 options in this module that will meet your business requirements. 3 Identify the business practices that you want to modify in this module. Identify the modifications that you will make. Map these modifications to MAS 500 processes. 4 Identify the new business practices using this module that you will create, and design them. Map these new business practices to MAS 500 processes. 5 Identify the needed customizations for this module. (Go to the Plan Customizations table to plan this work.) 6 Plan the master data for this module, such as: Organizational structure of companies Numbering scheme for chart of accounts Coding classes and groups Customer information Vendor information Warehouse information Item information Inventory information 7 Plan your data conversion using the Plan Data Conversion table. 98 Implementation Planning

101 Plan Your Project Plan Your Data These are the high-level tasks for each module for planning the new data. Module Tasks Who Does It Begin End 1 Map your new business processes for using MAS 500 options in this module and processing flow. 2 Identify MAS 500 s feature dependencies in this module and check for conflicts between the process flows that you are planning to use. 3 Use Assisted Company Setup and the information in Chapter 7, Chart Your Requirements to identify the data you will need in this module, and to prepare your data entry work. 4 Enter the set up data for this module. Implementation Planning 99

102 Chapter 6 These are the high-level tasks for planning system operations. Plan System Operations Tasks Who Does It Begin End 1 Choose the hardware and software configurations you ll use to run the multiple MAS 500 environments needed by the project. 2 Plan your MAS 500 system resources and environment in detail. 3 Plan the installation of your MAS 500 test system. 4 Plan the installation of your MAS 500 training system. 5 Plan the installation of your MAS 500 development system. 6 Plan the installation of your MAS 500 production system. 7 Plan the backup processes for building your MAS 500 configuration during the pilot test. 8 Plan your process for mirroring the pilot system in your training and development systems. 9 Plan the recurring schedules for the database maintenance and backup of your MAS 500 databases. 100 Implementation Planning

103 Plan Your Project Plan Your Customizations These are the high-level tasks for doing customizations on a module. Module Tasks Who Does It Begin End 1 Review and verify the needed customizations for this module that you identified in Step 5 of the Map Your Requirements to MAS 500 table. 2 Identify the resources needed to develop these customizations for this module. 3 Design the customizations for this module. 4 Develop the customizations for this module. 5 Test the customizations for this module. Implementation Planning 101

104 Chapter 6 Plan Your Data Conversion These are the high-level tasks for each module for doing data conversion. Module Tasks Who Does It Begin End 1 Decide what historical data you will convert for this module and how much of it you will convert. 2 Data map the fields on your old system to the fields in MAS 500 for this module. 102 Implementation Planning

105 Plan Your Project Plan Installation for MAS 500 Systems These are the high-level tasks for preparing the MAS 500 environments and planning the actual implementation. Tasks Who Does It Begin End 1 Set up the MAS 500 pilot room conference environment. 2 Set up the MAS 500 training environment. 3 Set up the MAS 500 development environment. 4 Set up the MAS 500 production environment. 5 Identify the implementation requirements detailed in the following Implementing MAS 500 section. 6 Schedule the resources for these requirements. 7 Update your implementation plan. 8 Set up your Web site. Implementation Planning 103

106 Chapter 6 Implementing MAS 500 Train the Pilot Staff This section has seven forms for detail planning. These are the high-level tasks for training the pilot staff. Tasks Who Does It Begin End 1 Arrange the training location, trainer, and class schedule. 2 Prepare the training location and materials. 3 Train your pilot staff on MAS Train your pilot staff on the requirements and design plans. 5 Train your pilot staff on the data setup plans. 6 Train your pilot staff on the data conversion plans. 7 Train your pilot staff on the implementation plans. 8 Train your pilot staff on the Conference Room Pilot test process. 104 Implementation Planning

107 Plan Your Project These are the high-level tasks for each module for entering the setup data and options. The data entry project plan identifies each module s tasks. Enter Setup Data and Options Tasks Who Does It Begin End 1 Set up the System Manger data and options. 2 Set up the Common Information data and options. 3 Set up the General Ledger data and options. Implementation Planning 105

108 Chapter 6 Enter Setup Data and Options Tasks Who Does It Begin End 4 Set up the Accounts Receivable data and options. 5 Set up the Accounts Payable data and options. 6 Set up the Cash Management data and options. 7 Set up the Multicurrency Management data and options. 8 Set up the Advanced Consolidations data and options. 106 Implementation Planning

109 Plan Your Project Enter Setup Data and Options Tasks Who Does It Begin End 9 Set up the Sales Order data and options. 10 Set up the Purchase Order data and options. 11 Set up the Inventory Management data and options. Implementation Planning 107

110 Chapter 6 Enter Setup Data and Options Tasks Who Does It Begin End 12 Set up the ecustomer data and options. 13 Set up the esalesforce data and options. 14 Set up the eexecutive data and options. 15 Set up the Manufacturing data and options. 108 Implementation Planning

111 Plan Your Project These are the high-level tasks for converting historical data. Convert Historical Data Tasks Who Does It Begin End 1 Convert general ledger historical data. 2 Convert accounts receivable historical data. 3 Convert accounts payable historical data. 4 Convert consolidations historical data. 5 Convert sales orders historical data. 6 Convert purchase orders historical data. 7 Convert inventory historical data. 8 Convert cash management historical data. 9 Convert manufacturing historical data. Implementation Planning 109

112 Chapter 6 These are the high-level tasks for running the Conference Room Pilot. Run Conference Room Pilot Tasks Who Does It Begin End 1 Identify the system build-ups to be tested. 2 Write the test scenarios for each system build-up. 3 Identify and load the data for each test scenario. 4 Run the test scenarios on each system build-up. 5 Evaluate the test results for each system build-up. 6 Plan, test, and evaluate solutions to the problems. 7 Return to the last viable baseline (backup) if needed, and repeat steps 2 to 6 until the problem is solved. 8 Decide on the best date to run MAS 500 as your production system. (This is typically the first day of a new month.) 110 Implementation Planning

113 Plan Your Project These are the high-level tasks for training the staff not involved in the pilot. Train Remaining Staff Tasks Who Does It Begin End 1 Document your new business practices for each module. 2 Prepare the training location and materials. 3 Schedule the training. 4 Train your remaining staff on MAS Train your remaining staff on your new business practices. Implementation Planning 111

114 Chapter 6 These are the high-level tasks for switching production over to MAS 500. Go Live on MAS 500 Tasks Who Does It Begin End 1 Prepare the production environment, and enter the setup data. 2 Convert the dynamic data, including beginning balances, just before going live on MAS Manually update data if needed, just before going live on MAS Provide instructions to your staff for going live on MAS Monitor the switch over process and provide support to your staff. 6 Monitor the data accuracy during the switch over process. In particular, monitor General Ledger postings. 7 Review and resolve any hardware or network errors, or speed issues, that occur. 8 Review and resolve any user problems that occur. 112 Implementation Planning

115 Plan Your Project These are the high-level tasks for monitoring and fine-tuning the new system. Repeat steps 1 to 9 on an on-going basis. Analyze the Results Tasks Who Does It Begin End 1 Review General Ledger for incorrect postings and correct default accounts. 2 Review and resolve any errors that occur. 3 Review and resolve any procedural or policy issues. 4 Monitor operations to identify the areas that need fine-tuning. 5 Design and test solutions for these identified areas. 6 Document procedure changes and revise training if needed. Implementation Planning 113

116 Chapter 6 Analyze the Results Tasks Who Does It Begin End 7 Schedule the training and prepare the location and materials if needed. 8 Train your employees on the changes. 9 Implement hardware or network changes if needed. 10 Evaluate whether to use Customizer. 11 If you make changes with Customizer, make and test the changes on the pilot system. 12 If you make changes with Customizer, prepare documentation for your staff. 13 If you make changes with Customizer, train your staff. _ 114 Implementation Planning

117 Plan Your Project Report to Management Prepare a report or presentation Write a report or presentation that includes a summary of: Your planning goals The planning and implementation steps planned The MAS 500 training to be given to your pilot support staff The associated procedures training to be given to your company staff Explain the next step: mapping your requirements to MAS 500 Concerns and issues Recommendations Meet with management Hold a meeting with executive management and the steering committee to present your progress. Provide copies of the report and discuss the information. Recommend solutions and request management assistance to resolve the concerns and issues raised. Report to Company Staff Prepare a report or presentation Prepare a report or presentation that includes a summary of: Information on the expected changes to policies, procedures, transactions, forms and reports How the changes will help you meet the goals for the mission statement Identify the next step: mapping your requirements to MAS 500 Concerns, issues, and recommendations Meet with company staff Hold a meeting with company staff to present your progress. Provide copies of the report and discuss the information. Ask for, and answer any questions. Outline the activities you are about to begin, and describe the steps where company staff will assist the project team in the pilot. Implementation Planning 115

118 Chapter Implementation Planning

119 Part 2: Planning the Details Part 2 of the Implementation Planning guide for MAS 500 consists of the following chapters: Chapter 7, Map Your Requirements Chapter 8, Plan Data Conversion Implementation Planning 117

120 Part Implementation Planning

121 Chart Your Requirements 7 MAS 500 provides many features and security options that allow you to tailor the program to your business. Choosing the features appropriate for your business needs and planning how to use them is a pivotal step in your implementation of MAS 500. This chapter outlines the process of selecting the MAS 500 features to be implemented, including identifying the new and modified business practices required to implement these features and also includes worksheets for charting the setup process. This chapter includes the following sections: Requirements Charting Process Security Options and System Manager Setup General Ledger Setup Common Information Setup Accounts Receivable Setup Accounts Payable Setup Cash Management Setup Multicurrency Management Setup Advanced Consolidations Setup Sales Order Setup Purchase Order Setup Inventory Management Setup Inventory Replenishment Setup Manufacturing Setup Product Configurator Setup Implementation Planning 119

122 Chapter 7 Requirements Charting Process Now that you have become familiar with MAS 500 as described in Chapter 4, Install MAS 500 and Build Familiarity, carefully evaluated and developed your business requirements as described in Chapter 5, Review Your Work Practices, and prepared your project plan as described in Chapter 6, Plan Your Project, you are ready to correspond your business requirements to the features and options available in MAS 500. The process of charting your requirements has two stages: 1 Thoroughly review MAS 500 features and options, identifying which support your business requirements, and choosing: The features to be used The associated security to be enforced The setup needed for these features 2 Review your business practices again, and: Identify any processes that need modification to work with the MAS 500 functionality you have chosen to implement. Re-engineer these processes. Following these steps will provide information you may need for designing your master data and preparing the setup data. Consult your reseller for assistance with the data preparation process if needed. Review MAS 500 features and options To review the many features and options provided, you will need to work with the resources identified in Requirements Charting Process on page 120 and track the options you choose to implement. Your operations team members play the pivotal role in this process by: 1 Choosing the options to be implemented for their functional areas, coordinating with each other to ensure a smooth processing flow from one area to the next. 2 Designing the user security groups 3 IDentifying the access privileges enabled for each group and the staff members who will be assigned to each security group. Consult your reseller for assistance if needed. 120 Implementation Planning

123 Chart Your Requirements Reengineer current business practices Requirements Planning Resources Where MAS 500 supports your requirements, but you must redesign the current process, follow these steps: 1 Flowchart or outline the MAS 500 information and processing flow. 2 Compare the MAS 500 flow to your current information and processing flow. 3 Determine how these features and security options will be used. (This step includes preliminary testing on your test or training system.) As needed, change how your business collects and enters information in the system. As needed, change business policies and procedures to take advantage of MAS 500 features and security options. 4 Document the revised process for use during the pilot test and training. Make the following resources available to the implementation team members: PC access to the demonstration system The demo system The training curriculum The user guides The Assisted Company Setup Help The setup information in this chapter The Microsoft project plans for MAS 500 (available from Best Software, Inc. through your reseller) Any supporting materials developed by your reseller Implementation Planning 121

124 Chapter 7 Security Options and System Manager Setup Overview IMPORTANT Plan the system s configuration and security settings before installing the pilot system. This section presents the many choices you must make before configuring MAS 500 for your site via System Manager. The information in this section is designed to assist you with the planning required for your system configuration. These configuration decisions are key decisions that must be made by the implementation team before the pilot and training systems are installed and configured. These decisions are beyond the scope of your information systems team members or the installers acting alone. The Installation and System Configuration Guide provides related background information and detailed procedures to be used by the installers after the team has planned the configuration and security for the system. Setup of your purchased modules can then be done by the implementation team members chosen to handle the task. Using This Security Option and Setup Information Use the information in this section to review the setup and security options for System Manager. Refer to the System Manager user guides and online help for additional information. To help you review the options for tailoring MAS 500 to your business, this section provides a planning notes column in the System Manager section for: Checking off the features you select for use Jotting down details regarding the chosen options 122 Implementation Planning

125 Chart Your Requirements Features set up outside MAS 500 modules Features not set up in MAS 500 are listed in the table below. These features are implemented before performing the System Manager setup and security tasks. Review the chapters on registration and security and on databases in the Installation and System Configuration guide before using this worksheet to start planning the configuration. Feature Purpose! Notes Select the server for MAS 500 to store databases on. Select the system and application databases for the companies to be created in the login session. Note: The consolidation company and its subsidiary companies must run on the same database. If a subsidiary runs on another database, the consolidation company must be mirrored on the database used for the subsidiary company. View, save, and print system and MAS 500 settings. Flexibility in system configuration and hardware usage. Flexibility in system configuration. Easy duplication of desired results and troubleshooting reference. # # # Implementation Planning 123

126 Chapter 7 System Manager System Manager s setup and security options lay the foundation for your business s operating configuration of MAS 500. System Manager also provides monitoring features for the system administrator and client workstation features for each user. Definition of Security Options The security options provided by MAS 500 include security tasks and security events. They differ as described in the table below. Security Tasks Are tasks done to protect the data on your system from unauthorized access, use, or modification. Are done by a system administrator. Include setting up the security parameters for your system, giving users the ability to review, record, or process information. Include setting up and modifying security events. Include reassigning users to the appropriate security group or changing the security event permissions granted to a security group. Include modifying security group privileges and assignments to keep user access privileges up to date with their work assignments. Security Events Are part of the security group definition. Are data modifications or processing overrides handled by users with the appropriate operations responsibility. Are system processing flags or blocks which require a business decision and corresponding processing entry by the responsible user, supervisor, or manager. Are set up by the system administrator, and users must learn the required action to take for each one. Have user access to them modified by reassigning users to the appropriate security group or by changing the security event permissions granted to a security group. Are modified by access changes to reflect changes in the responsible personnel or in the related business policies or procedures. 124 Implementation Planning

127 Chart Your Requirements System Administrator Security Tasks The security tasks handled by the system administrator are listed in the table below. Review the Installation and System Configuration Guide overview of the installation process and its requirements before using this worksheet to start planning the installation. System Manager Security Task Purpose! Notes Register the site for MAS 500, specifying the: Customer number System Manager serial number Unlocking code (Maintain Site, Registration tab) Set system-wide parameters for users: Require user passwords or make their use optional (recommended to require use of passwords) Print user ids automatically on reports Enable the Application Role feature, specifying the Application Role and password (Maintain Site, Options tab) Create each company to be run on the logged into Application database. For each company, specify the: Company code and name Address and contact information Application database to use Home currency, if using Multicurrency Federal tax identification number State tax identification number (Maintain Companies) Register your ownership of MAS 500 modules and licenses, and receive purchased updates and support for your site. Registration is required in order to use the software beyond the 45-day grace period. Notes: The packing slip provides the customer number, System Manager serial number, and unlocking code. Identify the transactions processed by each user for accountability, troubleshooting, management, and data protection purposes. Help users quickly identify their own reports, and for accountability, troubleshooting, management, and data protection purposes. Give users access to MAS 500 data through SQL Server tools without logging into MAS 500 for report creation and troubleshooting. Group your business information by companies as needed for reporting and data tracking. Note: This information prints on various documents, including reports and purchase orders. Module activation, security, and all module options must be entered on an individual company basis. Therefore, you cannot copy information from one company to another. # # # Implementation Planning 125

128 Chapter 7 System Manager Security Task Purpose! Notes Activate modules for a company. The module choices are: General Ledger Accounts Payable Accounts Receivable Inventory Management Inventory Replenishment Sales Order Cash Management Multicurrency Purchase Order Customizer Advanced Consolidations ecustomer esalesforce Alerts Data Porter eexecutive Saleslogix Link Manufacturing Product Configurator (Activate Modules) Create security groups and assign access permission to each security group for security events in Accounts Receivable, Common Information, Inventory Management, Purchase Order, and Sales Order. (The security events are listed in Module Security Events on page 128.) Note: When a new company is created the system gives default security groups access to the new company. You must give each custom security group access as needed to it. (Maintain Security Groups) Enable the appropriate functionality for each company. Note: To integrate the activated modules with each other, you may have to select their integration in the Set Up Options windows of the modules. Warning: Do not activate modules you have not registered. You will not be able to access the data in unregistered modules after the grace period ends. Once you activate a module for a company it cannot be deactivated. Plan system use by security groups to reflect user s operational tasks. Easily and reliably give the same access privileges to users doing the same work, regardless of the company they work with. Make access of each security group consistent across companies. Require that decisions to override warnings and continue or redirect processing be made only by the users in the security groups created for the appropriate operations responsibilities. # # 126 Implementation Planning

129 Chart Your Requirements System Manager Security Task Purpose! Notes Set each user up in MAS 500, specifying for each user: User ID code User name Default security group (optional) User App Role and Allow Read Access (optional) Each company the user will work with At least one security group for each company (Maintain Users) Set up automated, scheduled, or fax notification of specified users for custom-defined circumstances by module. Identify: Monitoring criteria The users notified The message subject and text When and how often the message is sent (Set Up Alerts) Identify the transactions processed by each user for accountability, troubleshooting, management, and data protection purposes. Protect data by restricting user access to the companies they are responsible for. Tailor user access to each company by assigning the appropriate user group for the user s operational function in that company. Caution: If you assign the user to more than one security group within the same company, the system grants the user access permissions of the security group with the highest access permissions level. Bring key processing results to the timely attention of the users responsible for addressing them. Note: Refer to the Cross-Modules Utilities guide for an overview and detailed procedures. # # Implementation Planning 127

130 Chapter 7 Module Security Events Only these modules have security events: Common Information Accounts Receivables Purchase Order Sales Order Inventory Management All security events are set up in System Manager when the security groups are defined or modified in Maintain Security Groups. The Security Event tables below list by module the security events in MAS 500. Common Information Security Events The table below lists the security events set for Common Information. For each event plan how you will restrict modification access to the appropriate accounting, operations, or supervisory level users, and record which groups or employees will be given this access. Security Events: Common Information Restrict Access To: 1. Change Item ID 2. Change Item Status 3. Maintain Tax Code Rates 128 Implementation Planning

131 Chart Your Requirements Accounts Receivable Security Events The table below lists the security events set for Accounts Receivable. For each event plan how you will restrict modification access to the appropriate accounting, human resources, credit department, or supervisory level users, and record which groups or employees will be given this access. Security Events: Accounts Receivable Restrict Access To: 1. Change Commissions 2. Change Credit Information 3. Change Customer Hold 4. Change Customer Status 5. Change Printed Invoice 6. Invoice a Customer on Hold 7. Override Credit Hold 8. Override Reprint Caption 9. Override Unit Price 10. View Commissions Implementation Planning 129

132 Chapter 7 Purchase Order Security Events The table below lists the security events set for Purchase Order. For each event plan how you will restrict modification access to the appropriate accounting, credit department, purchasing department, or supervisory level users, and record which groups or employees will be given this access. Security Events: Purchase Order Restrict Access To: 1. Bypass Issue Process 2. Change a Purchase Order created from a Sales Order 3. Change a Tolerance Code 4. Change an Issued Purchase Order 5. Change Issue Date 6. Change PO Line Status 7. Change Purchase Order Hold Status 130 Implementation Planning

133 Chart Your Requirements Security Events: Purchase Order Restrict Access To: 8. Change Purchase Order Status 9. Change Unit Cost 10. Close the Associated Purchase Order 11. Generate PO s from Requisitions 12. Invoice an On-Hold Purchase Order 13. Issue a Hard Matching Override (Passes a voucher line that failed the match in the Matching window without updating the purchase order.) 14. Issue a Soft Matching Override (Passes a voucher line that failed the match in the Matching window and updates the purchase order.) 15. Issue/Print Purchase Orders on Hold Implementation Planning 131

134 Chapter 7 Security Events: Purchase Order Restrict Access To: 16. Open a Closed PO Line 17. Order From an On Hold Vendor 18. Override Receipt Matching 19. Override Vendor Credit Limit 20. Purge Open Requisitions 21. Receive an On-Hold Purchase Order 22. Receive More Than the Quantity Open 132 Implementation Planning

135 Chart Your Requirements Sales Order Security Events The table below lists the security events set for Sales Order. For each event plan how you will restrict modification access to the appropriate accounting, credit department, shipping department, or supervisory level users, and record which groups or employees will be given this access. Security Events: Sales Order 1. Acknowledge Previously Acknowledged Sales Order 2. Acknowledge/Print Sales Orders on Hold Restrict Access To: 3. Bypass Acknowledge Process 4. Change Acknowledged Sales Order 5. Change Bill To Address 6. Change Commissions 7. Change Customer Class Implementation Planning 133

136 Chapter 7 Security Events: Sales Order Restrict Access To: 8. Change General Ledger Account 9. Change Item Description 10. Change Line Status 11. Change Payment Terms 12. Change Price on an Order Created From a Contract Blanket Order 13. Change Reference Code 14. Change RMA Status 134 Implementation Planning

137 Chart Your Requirements Security Events: Sales Order Restrict Access To: 15. Change Sales Order Status 16. Change Salesperson 17. Change Ship-To Address 18. Change Shipping Priority 19. Change Trade Discounts 20. Change Unit Price 21. Customer On Hold 22. Customer or National Account on Hold Implementation Planning 135

138 Chapter 7 Security Events: Sales Order Restrict Access To: 23. Override Credit Hold 24. Register Confirm Before Posting 25. Remove Sales Order Hold Status 136 Implementation Planning

139 Chart Your Requirements Inventory Management Security Events The table below lists the security events set for Inventory Management. For each event plan how you will restrict modification access to the appropriate accounting, warehouse department, or supervisory level users, and record which groups or employees will be given this access. Security Events: Inventory Management 1. Change Inventory Replacement Unit Cost Restrict Access To: 2. Change Inventory Status 3. Change Item ID 4. Change Item Status 5. Change Standard Unit Cost 6. Change Standard Unit Price 7. Change Transfer Order Line Status 8. Change Transfer Order Status 9. Exceeding the Authorized Limit on the Order Amount 10. Show Frozen Quantities during Physical Count Entry Implementation Planning 137

140 Chapter 7 User Features The System Manger features set by each user are listed in the worksheet below. Review the Help and use this worksheet to begin planning. System Manager User Feature Purpose! Notes Define own password. (User Preferences) Use Enter in place of the Tab key. (User Preferences) Use same date as the business date for all modules in the company. (User Preferences) Use the system date as the business date. (User Preferences) Change the business date for the company. (Change Business Date) Allows users to set up and reset their own password when needed. Increase ease of use for data entry. Increase ease of use for data entry. Automatically keep the current date correct. Set the default business date for the company in all the modules. Change it before entering data for a previous period and before returning to data entry for the current period. Warning: This date change affects all users working with the company. Notify all users of the date change so that current data is not entered in or posted to the prior period. # # # # # 138 Implementation Planning

141 Chart Your Requirements Maintain Companies Worksheet Print this worksheet to plan selections of and modifications to System Manager settings. After you have completed the worksheet, open Maintain Companies to establish the settings. Company Code Company Name Address Database Connection Address Server Name Database Name Home Currency City State Federal Tax ID Postal Code Country State Tax ID Contact Telephone _ Extension Fax Extension Contact Name Address Implementation Planning 139

142 Chapter 7 Maintain Users Worksheet Print this worksheet to plan selections of and modifications to System Manager settings. After you have completed the worksheet, open Maintain Users to establish the settings. User Name Default Security Group Integrated Login Yes No Company Group (other than the default) User Name Default Security Group Integrated Login Yes No Company Group (other than the default) User Name Default Security Group Integrated Login Yes No Company Group (other than the default) User Name Default Security Group Integrated Login Yes No Company Group (other than the default) 140 Implementation Planning

143 Chart Your Requirements General Ledger Setup Setup Features Review the Assisted Company Setup Help and this setup information to begin preparing for General Ledger setup. Then use the worksheets in General Ledger Setup Worksheets on page 151 to record your plans. General Ledger Setup Feature Allow users to create batches that only the user who created it or someone with override access can process. (Set Up GL Options, Main tab) Automatically clear balances for nonfinancial accounts at year end. (Set Up GL Options, Main tab) Allow set up of multiple fiscal years in a calender year. (Set Up GL Options, Main tab) Allow users to enter new accounts with natural and validated segments already defined. (Set Up GL Options, Main tab) Set the current fiscal period for transactions. (Set Up GL Options, Main tab) Select the default budget and set it to appear on all reports. (Set Up GL Options, Main tab) Select the default copy method for copying budgets at year end. (Set Up GL Options, Main tab) Select the budget to use to create the default budget at year end. (Set Up GL Options, Main tab) Indicate whether and how reference codes are used by selecting: Validated Non-validated Not used (Set Up GL Options, Main tab) Specify the term used as a caption for reference codes when they appear on data entry forms and reports. (Set Up GL Options, Main tab) Select the number of years to retain periodic and transaction history data. (Set Up GL Options, Additional tab) Specify a default retained earnings account. (Set Up GL Options, Additional tab) Purpose Protect a batch from posting while the person who created the batch verifies or corrects the information. Ensure nonfunctional balance clearing is done and remove it from your workload. Accommodate the timing of financial reporting needs. Speed up the process of creating new accounts. Note: The system does not validate the generated account numbers. Accommodate the timing of financial reporting needs. Users with access rights can change the current fiscal period as needed. Automate appearance of the default budget on all reports. Simplify and speed up budget copying at year end. Lay the groundwork for creating next year s default budget. Ensure that account detail includes the reference code on reports. Clearly identify reference codes. Note: Validated or Non-Validated must be selected for reference codes usage or this option is not available. Accumulate and review General Ledger data for a useful period, and automate regular data purging. Use it to close out income and expense accounts at year end. Implementation Planning 141

144 Chapter 7 General Ledger Setup Feature Set the suspense account for posting out-of-balance transactions and transactions with invalid account numbers. (Set Up GL Options, Additional tab) Specify whether, how long, and how changes, additions, and deletions to accounts are tracked. (Set Up GL Options, Additional tab) Select the industry code for the company. (Set Up GL Options, Additional tab) Customize the text of financial terms printed as subheadings on reports, and restore the defaults if desired. (Set Up GL Options, Financial Terms tab) Make the company a consolidation company or a subsidiary company. Identify company and elimination segments. Select the default data types for export. (Set Up GL Options, Consolidations tab) Maintain custom fields to be associated with accounts, specifying: Usage required, optional, or not used Type Date, numeric, alphanumeric or validated. (Set Up Custom Fields) Maintain selectable values for validated account custom fields. (Set Up Custom Field Values) Maintain industry standard financial ratios. Specify: The industry the company belongs to: Construction Manufacturing Other Industry Retail The industry s standard ratio for: Average Sales Days Outstanding Current Ratio Debt Ratio Debt to Equity Ratio Equity Ratio Gross Profit Ratio Days Sales in Inventory Ratio Inventory Turnover Net Income Ratio Operating Expense Ratio Quick Ratio Receivables Turnover Total Assets Ratio (Set Up Financial Ratios) Purpose Keep all transactions balanced and prevent out-ofbalance conditions. Control the type and quantity of information available for review and analysis in the Maintenance Audit Log in System Manager. Enable comparison of the company s financial ratios with the industry s ratios on the Analysis report. Tailor report headings to the terms used by the company. Simplify and speed up consolidation processing using the Advanced Consolidations module. Note: Only one consolidation per Application database is allowed. The subsidiary companies must be located on the same database. Add up to four types of information for association with accounts for custom sorting and reporting. Require a particular date format in date fields, digits only in numeric fields, and letters and digits only in alphanumeric fields. Simplify, ensure consistency, and increase data entry speed by providing these values on menus. Make industry standard financial ratios available for comparison with company ratios on the General Ledger Analysis report. Use each ratio as the standard by which to gauge the company s performance and financial position. If a financial ratio calculated for the company falls above, at, or below the standard, you can assume it is doing well, average, or below average. Note: You must research and enter these ratios, and revise them as industry conditions and ratios change. 142 Implementation Planning

145 Chart Your Requirements General Ledger Setup Feature Maintain budget types used to define budgets for General Ledger accounts. For each budget type specify: Budget type name Status (active, hold, or closed) Rounding factor (one, ten, one hundred, one thousand, ten thousand, one hundred thousand, one million) Description for menu drop down selection and column headings on General Ledger reports (Set Up Budget Types) The batch types are: General Journals Allocations Intercompany Journals For each batch type: Assign identifying codes Specify the next batch number Select a posting comment (Customize Batches) For each transaction type specify the: Numbering interval General Ledger journal the transaction type is posted to IDentifying codes for: Allocation Journal Accounts Payable Beginning Balance Consolidation Beginning Balance Cash Disbursements Consolidation Journal Entry Cash Management Sales Commissions Cash Receipts Fixed Assets Interface Inventory Management Journal Entry Multicurrency Journal Non-Financial Allocation Journal Payroll Interface Sales Journal (Customize Transactions) Purpose Simplify and speed up budget definition and provide the ability to sort budgets by type on reports. Easily identify transaction types by tailoring the twoletter codes to your business practice. Tailor the batch numbers and posting comments to your business practice. Note: The batch types are predefined. Control how many numbers are skipped between the automatically assigned numbers for each transaction type. Easily identify transaction types by tailoring the twoletter codes to your company practice. Note: The transaction types are predefined. Implementation Planning 143

146 Chapter 7 General Ledger Setup Feature Define the segment structure for the company s accounts by specifying: Each account segment by name Each segment s character length Each segment s type as natural or validated Each segment s data type as numeric or alphanumeric (Set Up Account Structure) Maintain the descriptions of: The predefined account categories: Asset Liability Equity Revenue Cost of Sales Other Income and Expense Income Tax Expense Non-Financial The predefined account types: Cash Net Accounts Receivable Other Receivables Inventory Prepaid Expenses Other Assets The account groups created in Set Up Account Groups Sequence the print order of the account groups (Set Up Account Categories) Purpose Quickly and easily create a range of accounts with the same natural or validated segments. Tailor the account category and account type descriptions to your business practice. Use the predefined account categories to group accounts appropriately on financial reports. 144 Implementation Planning

147 Chart Your Requirements General Ledger Setup Feature Maintain account groups by associating accounts within the same account category. Specify or select the: Account group name Account group description Account category for the account group Asset Liability Equity Revenue Cost of Sales Other Income and Expenses Income Tax Expenses Non-Financial Account type in the account category Current or Long Term Liabilities Stockholder s Equity or Retained Earnings Net Sales Cost of Goods Sold Other Income and Expenses or Interest Income/Expenses Income Tax Operating or Interest Expense Non-Financial Cash flow code (cash, operating, investing, financing, non-cash) (Set Up Account Groups) Define the accounting periods for a new fiscal year or select a defined year to display or modify account periods. For each period, specify the: Start and end dates Status (open or closed) (Set Up Fiscal Calendar) Purpose Account categories identify how the group relates to the basic accounting equation (Assets = Liabilities + Equity) and is used to determine the natural balance of an account in the group. Account types are used to produce financial reports and calculate ratios. The account type of an account within the group can be changed in Maintain Accounts. This classification is used for calculations, which appear in the Statement of Cash Flows, one of the Financial Reports. Tailor the periods in each year to your fiscal calendar and business circumstances. Note: Each fiscal year must have at least one period. Implementation Planning 145

148 Chapter 7 General Ledger Setup Feature Maintain a journal to record transactions for each transaction type. For each journal, specify: A two-letter identification code A description The next journal number (optional) If it is a beginning balance journal The default offset account for the journal that will be debited or credited when entering journal transactions The natural balance (debit or credit) of the offset account If not a beginning balance or standard journal, whether entry of a check number for each transaction is required (optional) If not a beginning balance journal, whether entry of an offset amount for each transaction is allowed (Set Up Journals) Maintain natural account segments by specifying or selecting: A natural account number A description A status (active, deleted, inactive) Effective dates Account group defined in Set Up Account Groups Account type Cash flow code (Maintain Natural Accounts) Assign values to validated account segments by specifying or selecting the: Account segment Segment value Description Effective dates (Maintain Account Segments) Purpose Easily identify the transaction type and the module that originally processed it after posting to the General Ledger. Easily and consistently create and modify main account segments. Note: The natural segment must conform to the account structure defined in Set Up Account Structure. Easily create validated segment values. 146 Implementation Planning

149 Chart Your Requirements General Ledger Setup Feature Maintain accounts. Specify for each: Account number and description Status (active, inactive, deleted) Posting type (financial, statistical, both) Effective dates Account group defined in Set Up Account Groups Account type Cash flow code Multicurrency usage (home currency only, specific foreign currency, or any currency, and the specific currency, account revaluation for unrealized gains and losses) (Maintain Accounts) Create accounts based on: The natural segment defined in Maintain Natural Accounts or on existing accounts Validated segments Selected segment value ranges. (Create Accounts) Renumber accounts based on the: Selected account segment Old value and new value Selected values for the other segments (Renumber Accounts) Select and tag multiple accounts for deletion by the account segment or segment value range. (Delete Accounts) Maintain account shortcuts for identifying the account number. Specify the: Shortcut code Description Values of the included segments (Maintain Account Shortcuts) Maintain and test-run budgets for accounts. Review and edit budget amounts or budget percentages. Budget for revision Revision year Model budget Revision method Amounts or percentages (Maintain Budgets) Purpose Easily and quickly create and modify account numbers. Note: The natural account segment determines the account group, account type, and cash flow code for this account. The Statistical and Both types may allow posting of statistical data from other modules. Easily and quickly create and modify account numbers. Note: Create Accounts completes the account creation started in Maintain Natural Accounts and Maintain Accounts. Run a system update of all references to the renumbered accounts, including those in Maintain Recurring Transactions and Maintain Allocations. Notes: Once started, account renumbering cannot be stopped. Back up the database beforehand. Easily and quickly tag a range of accounts for deletion by a manual purge or by period-end processing. Speed up transaction entry with fewer keystrokes for entering the account number. Compare any two budgets, reviewing variances by percentage or amount, and viewing beginning and ending balances. Note: Budget types are defined in Set Up Budget Types. Implementation Planning 147

150 Chapter 7 General Ledger Setup Feature Group related accounts by specifying: A group name and description The natural account segments to be associated with the group The validated account segments to be associated with the group (Maintain Reference Groups) Create and assign reference codes to reference groups by specifying the: Reference code value Code description (optional) Reference group Effective dates (optional) Status (active, inactive, or deleted) (Maintain Reference Codes) Maintain automatic allocations by specifying the: Allocation name and description Financial or nonfinancial posting Amount to allocate from the source account (period or annual balance, or manual amount) Method: Percentage of an amount Quantity Based on current period activity, year to date balance, current budget, or year to date budget Based on a template If using the template method, the template name and account number Source account Source method (current period, year to date balance, manual) For a manual source, source amount Reference code for the manual source Posting comment (optional) Reference code for the allocation (Maintain Allocations, Header tab) And specify the: Target company Reference code for the target account Percent if percent method is used Posting comment for the allocation (Maintain Allocations, Detail tab) Purpose Provide additional sorting criteria for reports. Track multiple aspects of account activity within the reference group by using a code for each aspect. Speed up and simplify allocations with automated distributions when processing or posting allocations. 148 Implementation Planning

151 Chart Your Requirements General Ledger Setup Feature Maintain basic information on recurring transactions. Select or specify for each recurring transaction: The journal they are recorded in The identification code Financial or nonfinancial posting Manual or automatic processing Start and stop dates (active period) Processing cycle: how often the system selects it for processing A posting comment (optional) A reference code (Maintain Recurring Transactions, Header tab) Maintain the detail line items on the recurring transaction. Select or specify for each line item, the: Target company for posting the line journal, which must be defined for the source company also Distribution account Reference code for the distribution account The credit or debit amount A posting comment (optional) (Maintain Recurring Transactions, Detail tab) Modify standard financial reports or set up new reports. For each report: Select or enter a report name Enter report subtitles (optional) Assign the report type (consolidated, nondepartmental, or departmental) Establish the layout of the data (Maintain Financial Reports) Maintain groups of reports by: Entering the group name Entering a description Selecting the reports to be run together (Maintain Financial Report Groups) Purpose Simplify and speed up the creation and posting of recurring transactions that post according to the selected cycle. Simplify and speed up the creation and maintenance of line items on recurring transactions. Maintain a full set of report formats customized for the company, and add them to a report group. Note: The predefined standard reports include a standard income statement, standard balance sheet, monthly trend report, budget report, and cash flow worksheet. Simplify and speed up report processing by running report groups instead of selecting reports one by one for processing. Implementation Planning 149

152 Chapter 7 General Ledger Setup Feature Define intercompany transactions by entering: Target company ID Exchange schedule if using Multicurrency Management Batch types for the source company Journal in the target company Disbursement information: Source company s General Ledger financial account disbursed from Target company s General Ledger financial account disbursed to Posting in detail or summary format to both accounts Receipt information: General Ledger financial account for receipt from target company s account Posting in detail or summary format to the receipt accounts (Maintain Target Companies) Import General Ledger account or transaction data in ASCII or delimited files from another application, remote location, or company. (Import GL Data) Undo imports of General Ledger account or transaction files in ASCII or delimited format. (GL Reverse Imports) Recalculate account and currency history by date range. (GL Recalculate History) Purpose Allow posting of the current company s transactions to a target company. Notes: The current company is the source company by default. The exchange schedule is only used if the target company s home currency is different than the source company s home currency. Select the data type and format to be imported to General Ledger. (Imported files can be deleted if they imported without error and have not been used in processing.) Easily delete imported files that imported without error and have not been used in processing. After importing General Ledger history, check for rounding errors. If they have occurred, correct them by running this recalculation. 150 Implementation Planning

153 Chart Your Requirements General Ledger Setup Worksheets Maintain Accounts Worksheet Print this worksheet to plan your accounts by first writing out each account number, account type and cash flow code. Then, when you are ready to enter the numbers into the program, open Maintain Accounts and follow the list. Before you add account numbers, you must establish the account structure, account categories, account groups, natural accounts, and account segments. The Account Groups Worksheet on page 161 contains a list of account types and cash flows codes available for the account number. Account Number Description Status Posting Type Statistical Unit* Active Deleted Inactive Both Financial Statistical _ Effective Dates *Only available if posting type is set to Both or Statistical. From To Financial Account Group Account Type Cash Flow Code _ Multicurrency** **Only available if Multicurrency Management is integrated with the current company. Currency Restriction Specific Currency Revalue Account Comments Home Currency Only Specific Foreign Currency Any Currency _ Yes No _ Implementation Planning 151

154 Chapter 7 Account Number Description Status Posting Type Statistical Unit* Active Deleted Inactive Both Financial Statistical _ Effective Dates *Only available if posting type is set to Both or Statistical. From To Financial Account Group Account Type Cash Flow Code _ Multicurrency** **Only available if Multicurrency Management is integrated with the current company. Currency Restriction Specific Currency Revalue Account Comments Home Currency Only Specific Foreign Currency Any Currency _ Yes No _ 152 Implementation Planning

155 Chart Your Requirements Account Number Description Status Posting Type Statistical Unit* Active Deleted Inactive Both Financial Statistical _ Effective Dates *Only available if posting type is set to Both or Statistical. From To Financial Account Group Account Type Cash Flow Code _ Multicurrency** **Only available if Multicurrency Management is integrated with the current company. Currency Restriction Specific Currency Revalue Account Comments Home Currency Only Specific Foreign Currency Any Currency _ Yes No _ Implementation Planning 153

156 Chapter 7 Maintain Budgets Worksheet Print this worksheet to plan your budget. Using this worksheet, fill in the account numbers and the current budget for each account. Tip: You do not need to fill in the budget amount for each accounting period if you want to distribute the yearly budget equally among the accounting periods. In Maintain Budgets, you can enter a total annual budget amount and distribute it by selecting Apply Budget. If this is the case, only include the total budget amount on this worksheet. Account number Fiscal Year Amount Column (heading defaults based on the Column Base/Comparison selection) Period 1 Period 2 Period 3 Period 4 Period 5 Period 6 Period 7 Period 8 Period 9 Period 10 Period 11 Period 12 Total 154 Implementation Planning

157 Chart Your Requirements Account number Fiscal Year Amount Column (heading defaults based on the Column Base/Comparison selection) Period 1 Period 2 Period 3 Period 4 Period 5 Period 6 Period 7 Period 8 Period 9 Period 10 Period 11 Period 12 Total Implementation Planning 155

158 Chapter 7 Account number Fiscal Year Amount Column (heading defaults based on the Column Base/Comparison selection) Period 1 Period 2 Period 3 Period 4 Period 5 Period 6 Period 7 Period 8 Period 9 Period 10 Period 11 Period 12 Total 156 Implementation Planning

159 Chart Your Requirements Account number Fiscal Year Amount Column (heading defaults based on the Column Base/Comparison selection) Period 1 Period 2 Period 3 Period 4 Period 5 Period 6 Period 7 Period 8 Period 9 Period 10 Period 11 Period 12 Total Implementation Planning 157

160 Chapter 7 Account number Fiscal Year Amount Column (heading defaults based on the Column Base/Comparison selection) Period 1 Period 2 Period 3 Period 4 Period 5 Period 6 Period 7 Period 8 Period 9 Period 10 Period 11 Period 12 Total 158 Implementation Planning

161 Chart Your Requirements Account Structure Worksheet Print this worksheet to plan the account structure for each company. For each account structure, use this worksheet to select the account delimiter to be used. Then record the description, size, type, and data type of each segment in its position in the account structure. One natural segment of two or more characters in size is required for each account number structure. The other segments must be validated segments of 1 to 15 characters. The total length of all the segments must be 100 characters or less. Consider the information provided in the General Ledger user guide, especially the restrictions, so that the General Ledger account structure you set up can grow with the company as needed. Warning: After creating accounts, you cannot modify the account structure as follows: Delete an account segment Reduce the size of an established segment Change the type (natural or validated) of a segment Change the data type of a segment from alphanumeric to numeric After completing this worksheet, access Set Up Account Structure and create the account structure. Delimiter [separates segments] - (hyphen) (dash) (bullet) / (forward slash \ (backward slash) + (plus sign) = (equal sign) Account Segment Description Size Type Data Type #1 Natural Validated Alphanumeric Numeric #2 Natural Validated Alphanumeric Numeric #3 Natural Validated Alphanumeric Numeric #4 Natural Validated Alphanumeric Numeric #5 Natural Validated Alphanumeric Numeric #6 Natural Validated Alphanumeric Numeric Implementation Planning 159

162 Chapter 7 #7 Natural Validated Alphanumeric Numeric #8 Natural Validated Alphanumeric Numeric #9 Natural Validated Alphanumeric Numeric #10 Natural Validated Alphanumeric Numeric #11 Natural Validated Alphanumeric Numeric #12 Natural Validated Alphanumeric Numeric #13 Natural Validated Alphanumeric Numeric #14 Natural Validated Alphanumeric Numeric #15 Natural Validated Alphanumeric Numeric 160 Implementation Planning

163 Chart Your Requirements Account Groups Worksheet Print this worksheet to plan your account groups. First name your account groups. To each account group, assign a category, account type, and cash flow ID. Refer to the following chart as you make your decisions for available account types regarding the category you select for each group. After you have completed the worksheet, open Set Up Account Groups to establish the settings. Category Account Type Cash Flow ID Asset Cash Net AR Other Receivables Inventory Prepaid Expenses Other Assets Non Cash Operating Investing Financing Cash Liability Current Liabilities Long Term Liabilities Non Cash Operating Investing Financing Cash Equity Stockholders Equity Retained Earnings Non Cash Operating Investing Financing Cash Revenue Net Sales Non Cash Operating Investing Financing Cash Cost of Sales Cost of Goods Sold Non Cash Operating Investing Financing Cash Other Income and Expense Other Income and Expense Interest Income/Expense Non Cash Operating Investing Financing Cash Income Tax Income Tax Non Cash Operating Investing Financing Cash Expense Operating Expense Interest Expense Non Cash Operating Investing Financing Cash Nonfinancial Non-financials Non Cash Operating Investing Financing Cash Implementation Planning 161

164 Chapter 7 Start by naming the account group. Account group names must be no more than 15 characters. Account Group Description Category Account Type _ Cash Flows Code _ Account Group Description Category Account Type _ Cash Flows Code _ Account Group Description Category Account Type _ Cash Flows Code _ Account Group Description Category Account Type _ Cash Flows Code _ Account Group Description Category Account Type _ Cash Flows Code _ Account Group Description Category Account Type _ Cash Flows Code _ Account Group Description Category Account Type _ Cash Flows Code _ Account Group Description Category Account Type _ Cash Flows Code _ 162 Implementation Planning

165 Chart Your Requirements Account Segment Values Worksheet Account segment title Print this worksheet to plan account segments. Using this worksheet, write all values for every validated account segment in the account structure. Before setting up these values, you should have set up any validated segments for the account number in Set Up Account Structure. After you have finished the worksheet, open Maintain Account Segments and enter the applicable information. Segment Value Description Short Description Effective From Effective To / / / / Account segment title Segment Value Description Short Description Effective From Effective To / / / / Account segment title Segment Value Description Short Description Effective From Effective To / / / / Account segment title Segment Value Description Short Description Effective From Effective To / / / / Account segment title Segment Value Description Short Description Effective From Effective To / / / / Account segment title Segment Value Description Short Description Effective From Effective To / / / / Implementation Planning 163

166 Chapter 7 Fiscal Calendars Print this worksheet to plan your fiscal calender. Using this worksheet, write the date ranges for each fiscal year accounting period. You need to enter only the first starting date when you begin to set up fiscal years. For all other dates, once you have entered the ending dates, the system automatically enters starting dates. The chart here includes 13 periods; you can define as many or as few as is suitable for the company reporting periods. After you have completed the worksheet, open Set Up Fiscal Calendar to establish the settings. Fiscal Year Period Dates Period Start Date End Date Status 1 Open Closed 2 Open Closed 3 Open Closed 4 Open Closed 5 Open Closed 6 Open Closed 7 Open Closed 8 Open Closed 9 Open Closed 10 Open Closed 11 Open Closed 12 Open Closed 13 Open Closed 164 Implementation Planning

167 Chart Your Requirements Fiscal Year Period Dates Period Start Date End Date Status 1 Open Closed 2 Open Closed 3 Open Closed 4 Open Closed 5 Open Closed 6 Open Closed 7 Open Closed 8 Open Closed 9 Open Closed 10 Open Closed 11 Open Closed 12 Open Closed 13 Open Closed Implementation Planning 165

168 Chapter 7 Custom Fields Worksheet Print this worksheet to assist in your creation of custom fields. Using this worksheet, write the fields you would like to add to a data set (entity), for example, account, customer, vendor, etc., and determine each data type. After you have completed the worksheet, open Set Up GL Options and select Custom Fields to establish the settings. Entity Type Usage Title Data type Field 1 Required/Not used/optional Validated/Date/Numeric/Alphanumeric Field 2 Required/Not used/optional Validated/Date/Numeric/Alphanumeric Field 3 Required/Not used/optional Validated/Date/Numeric/Alphanumeric Field 4 Required/Not used/optional Validated/Date/Numeric/Alphanumeric Entity Type Usage Title Data type Field 1 Required/Not used/optional Validated/Date/Numeric/Alphanumeric Field 2 Required/Not used/optional Validated/Date/Numeric/Alphanumeric Field 3 Required/Not used/optional Validated/Date/Numeric/Alphanumeric Field 4 Required/Not used/optional Validated/Date/Numeric/Alphanumeric Entity Type Usage Title Data type Field 1 Required/Not used/optional Validated/Date/Numeric/Alphanumeric Field 2 Required/Not used/optional Validated/Date/Numeric/Alphanumeric Field 3 Required/Not used/optional Validated/Date/Numeric/Alphanumeric Field 4 Required/Not used/optional Validated/Date/Numeric/Alphanumeric 166 Implementation Planning

169 Chart Your Requirements Journals Worksheet Print this worksheet to plan by first writing out the two-letter codes and settings for every journal you intend to use. MAS 500 comes with the following predefined journals. Code AJ BB CB CJ JE NA Journal Allocation Journal Beginning Balance (used only for system startup) Consolidation Beginning Balance Consolidation Journal Entry Journal Entry Nonfinancial Allocations After you have completed the worksheet, open Set Up Journals to establish the settings. Journal code Description Offset Posting Next Journal No. Beginning Balance Journal Yes No Account Debit Credit Allow check number entry Yes No Allow offset amount entry Yes No Journal code Description Offset Posting Next Journal No. Beginning Balance Journal Yes No Account Debit Credit Allow check number entry Yes No Allow offset amount entry Yes No Implementation Planning 167

170 Chapter 7 Journal code Description Offset Posting Next Journal No. Beginning Balance Journal Yes No Account Debit Credit Allow check number entry Yes No Allow offset amount entry Yes No 168 Implementation Planning

171 Chart Your Requirements General Ledger Options Worksheet Print this worksheet prior to setting up your General Ledger options. Using this worksheet, write out selections of and modifications to General Ledger settings. After you have completed the worksheet, open Set Up GL Options to establish the settings. (Main tab) Allow Private Batches Yes No Current Fiscal Year Clear Non-Financial Accounts at Year End Yes No Current Period Allow Multiple Fiscal Years per Calendar Yes No Allow Automatic Addition of New Accounts Yes No Default budget Acct Ref Usage Not Used Year end copy Validated Copy budget Non-validated Act Ref Title (Additional tab) Accounts (enter numbers) Retained Earnings Suspense acct. Number of years to keep Periodic GL History Number of years to keep Trans History Detail Track Audit Additions Summary Detail (none) Changes Summary Detail (none) Deletions Summary Detail (none) Log Retention (enter months) Industry Code Construction General Industry Manufacturing Retail (Financial Terms tab) Default Terms Net income from operations Earnings before Income Taxes Gross Profit Net Income Retained Earnings Liabilities and Equity (change to) Implementation Planning 169

172 Chapter 7 (Consolidations tab) Company Type Consolidation Company Simulated Consolidation Company Subsidiary Company of (select a consolidation company) Not Applicable Company Segment Division Department Region Eliminations Segment Division Department Region Default Export Data Types Financial Yes No Budget Yes No (select a budget type) Mapping to Consolidation Company Eliminations by Natural Acct Segment Y N Company Segment Value 170 Implementation Planning

173 Chart Your Requirements Financial Ratios Worksheet Print this worksheet to plan financials ratios. Using this worksheet, write out your selection of industry codes and any modifications that you want to make to the financial ratio descriptions or ratio calculations. After you have completed the worksheet, open Set Up GL Options and select Financial Ratios to establish the settings. Industry Code: Construction General Industry Manufacturing Retail Ratio ID Description (change to) StdRatio (change to) AvgSalesDaysOut Current Debt DebtToEquity Equity GrossProfit InvenSales InvenTurnover NetIncome OperateExpense Quick RecTurnover TotalAssets Implementation Planning 171

174 Chapter 7 Budget Types Worksheet Print this worksheet to plan budget types. Using this worksheet, write out a title for each budget type as well as the budget description, rounding factor, and status. Limit the budget type title to 15 characters. The rounding factor can be none, one, ten, one hundred, thousand, 10 thousand, 100 thousand, or a million. The status can be Active, Hold, or Closed. After you have completed the worksheet, open Set Up GL Options and select Budget Types to establish the settings. Budget One Budget Type Status Description Rounding Factor Budget Two Budget Type Rounding Factor Description Status Budget Three Budget Type Rounding Factor Description Status Budget Four Budget Type Rounding Factor Description Status 172 Implementation Planning

175 Chart Your Requirements Custom Field Values Worksheet Print this worksheet to plan custom field values. Using this worksheet, write out the use and content of validated custom fields available with a specific entity type; for example, account, customer, vendor, etc. You establish custom fields by selecting Custom Fields in Set Up GL Options. Entity Type Custom Field Title Value (enter) Description (enter) Value 1 Value 2 Value 3 Entity Type Custom Field Title Value (enter) Description (enter) Value 1 Value 2 Value 3 Entity Type Custom Field Title Value (enter) Description (enter) Value 1 Value 2 Value 3 Entity Type Custom Field Title Value (enter) Description (enter) Value 1 Value 2 Value 3 Implementation Planning 173

176 Chapter 7 Account Categories Worksheet Print this worksheet to plan setting up account categories. Using this worksheet, write out descriptions of and modifications to Account Categories settings. After you have completed the worksheet, open Set Up Account Categories to make your changes. Default Description (change to) Category: Asset Cash Net AR Other Receivables Inventory Prepaid Expenses Other Assets _ Category: Liability Current Liabilities Long Term Liabilities _ Category: Equity Equity Retained Earnings _ Category: Revenue Net Sales Category: Cost of Sales Cost of Goods Sold Category: Other Income & Expenses Other Income & Expense Interest Income/Expense _ 174 Implementation Planning

177 Chart Your Requirements Category: Income Tax Income Tax Category: Expense Operating Expense Interest Expense _ Category: Non-Financial Non-Financial Implementation Planning 175

178 Chapter 7 Maintain Natural Accounts Worksheet Print this worksheet to plan your natural accounts. After completing the worksheet, open Maintain Natural Accounts to make your changes. Natural Account Description Short Desc Status _ Active Deleted Inactive Financial Account Group Account Type Cash Flow Code Cash Financing Investing Non-Cash Operating Effective Dates From To Natural Account Description Short Desc Status _ Active Deleted Inactive Financial Account Group Account Type Cash Flow Code Cash Financing Investing Non-Cash Operating Effective Dates From To Natural Account Description Short Desc Status _ Active Deleted Inactive 176 Implementation Planning

179 Chart Your Requirements Financial Account Group Account Type Cash Flow Code Cash Financing Investing Non-Cash Operating Effective Dates From To Natural Account Description Short Desc Status _ Active Deleted Inactive Financial Account Group Account Type Cash Flow Code Cash Financing Investing Non-Cash Operating Effective Dates From To Natural Account Description Short Desc Status _ Active Deleted Inactive Financial Account Group Account Type Cash Flow Code Cash Financing Investing Non-Cash Operating Effective Dates From To Implementation Planning 177

180 Chapter 7 Common Information Setup Setup Features Common Information ensures the consistency of company-specific data and options across MAS 500 modules by providing one location for the entry and maintenance of information shared by two or more modules. Sales tax classes, codes, and schedules, however, are shared across modules for all companies using the same Application database. Review the setup chapter of the module user guides, the Assisted Company Setup Help and this setup information to begin preparing for Common Information setup. Then use the worksheets in Common Information Worksheets on page 187 to record your plans. Common Information Setup Feature Set up the default country code. (Set Up CI Options, Main tab) Select the suspense account from the General Ledger chart of accounts. (Set Up CI Options, Main tab) Specify the default number of periods to retain sales tax detail and the years to retain sales tax history. (Set Up CI Options, Main tab) Specify the number of decimal places on inventory item quantity. (Set Up CI Options, Main tab) Specify the number of decimal places for unit cost on inventory items. (Set Up CI Options, Main tab) Specify the number of decimal places for unit price on inventory items. (Set Up CI Options, Main tab) Specify your transport protocol (Microsoft Exchange or SMTP) and the server for Exchange. (Set Up CI Options, Main tab) Specify these Internet parameters: Number of records on results page Server name Database name Inventory images share name Total records per search (Set Up CI Options, Internet Applications tab) Purpose Identify the default country for entering addresses. Provide a holding account for posting transactions to the General Ledger if the original account is invalid or unavailable. Retain sales tax data for the specified period, and flag it for the period-end purging process by providing the default dates in Purge Sales Tax History. Provides the quantity format for maintaining inventory items, and for entering invoices, vouchers, sales orders, and purchase orders. Provides the decimal format for documents processed in Accounts Payable, Purchase Orders, and Inventory Management. Provides the decimal format for documents processed in Accounts Receivable, Sales Order, and Inventory Management. Set up the system used for the document utility and esalesforce. Set the internet parameters for ecustomer and esalesforce. Or you can use Set Up CI Options, Internet Applications tab to set the eexecutive data export schedule. See the Internet Applications guide for information. 178 Implementation Planning

181 Chart Your Requirements Common Information Setup Feature Specify these CRM parameters: CRM system name Server name Database name CRM user name CRM password (Set Up CI Options, CRM Integration tab) Specify for the data export from MAS 500 to your CRM system: Frequency (daily, weekly, monthly) Time of occurrence or the occurrence interval in hours Start and end dates (CRM Data Export Schedule) For each bank, specify the: Bank name Branch (optional) ABA routing number (optional) Fractional routing number (optional) Mailing address (optional) Primary contact information (optional) Other contact information (optional) (Set Up Banks) For each bank account, specify the: Account name Account description (Set Up Bank Accounts) For each bank account, specify the: Bank name (defined in Set Up Banks) Account number General Ledger asset (usually cash) account number (to post transactions) Currency for the bank account Whether to allow deposits in a non-home currency (which is converted to the home currency), if the bank account is in the home currency The form for printing deposit slips (It is defined in Set Up Business Forms.) Next deposit number for bank account Whether checks can be written against this bank account The default check printing form The next check number for each payment method (Set Up Bank Accounts, Main tab) Purpose Set the communications parameters between your CRM system and esalesforce. Regularly and automatically update your CRM system with MAS 500 data. Record bank information for document printing and financial reporting. Notes: Each company can have an unlimited number of banks. The fractional routing number is needed for MICR check printing. Use bank account information for posting, informational purposes, and document printing. Note: Each bank can have an unlimited number of accounts. This bank account is used for transaction posting, Accounts Receivable cash receipt posting of automatic deposits, and Accounts Payable check posting. Notes: If using Cash Management, prevent confusion during check reconciliation by not using the same bank account in multiple companies. If using Multicurrency Management, select a currency allowed by the account s currency restrictions. Customized, third-party support is required to use a payment method other than Check. Implementation Planning 179

182 Chapter 7 Common Information Setup Feature For each bank account, specify the offset account numbers for these transaction types and custom types: CM-Check CM-Deposit CM-Withdrawal CM-Bank Charge CM-Interest Earned CM Misc. Credit CM Misc. Debit (Set Up Bank Accounts, Off-set Accounts tab) Maintain a variety of customized forms for the company. Specify for each form: Custom name Form type Destination printer When to print on the extended stub (never, always, only when needed) Detail lines on form Detail lines per group Whether the form is prenumbered (recommended for MICR only) Crystal Reports name and layout (Set Up Business Forms) Specify for each payment term: Term name Term description (Set Up Payment Terms) Specify for each payment term how the due date is calculated. The options are: Fixed date Number of days Number of months Specific day of the month (Set Up Payment Terms) Specify for each payment term how the discount date is calculated. The options are: Fixed date Number of days Number of months Specific day of the month (Set Up Payment Terms) Purpose If using Cash Management, make entry of bank transactions easier by providing a default General Ledger account for each transaction types. Note: The custom transaction types are defined in Cash Management. Eliminate printing and storage costs by printing forms when needed. (The standard forms for each module become available when the module is activated.) Use of Crystal Reports allows creation and modification of forms. Create all needed payment terms for Accounts Receivable, Accounts Payable, Cash Management, Purchase Order, and Sales Order transactions. Simplify and increase data entry speed on Accounts Receivable, Accounts Payable, Cash Management, Purchase Order and Sales Order transactions. Simplify and increase data entry speed on Accounts Receivable, Accounts Payable, Cash Management, Purchase Order, and Sales Order transactions. 180 Implementation Planning

183 Chart Your Requirements Common Information Setup Feature Specify for each payment term with a discount: The percentage for calculating the discount Whether discount applies to freight Whether discount applies to sales tax (Set Up Payment Terms) Create a tender type for each type of payment accepted by the company. Specify for each tender type: Tender type name Tender type description (Set Up Tender Types) Specify for each tender type: Tender type class (cash, checks, credit cards, negotiable instruments, EFT, or Misc) Deposit method (automatic, manual, never) General Ledger receipt account for manual deposit The credit card address if applicable (Set Up Tender Types) Define custom processing cycles for regularly occurring transactions. (The defaults are weekly, monthly, quarterly, semimonthly, semi-annually, and yearly.) (Set Up Processing Cycles) Maintain codes for countries, states, and provinces. U.S. states and Canadian provinces are provided. To add new codes, specify the: Country code and name Phone display format Postal code format Code for country s currency if using Multicurrency Management State or province abbreviation State or province name (Set Up Countries and States) Add postal codes. To add new codes, specify the: Country code Postal code City State or province where city is located (Set Up Postal Codes) Purpose Simplify and increase data entry speed on Accounts Receivable, Accounts Payable, Cash Management, Purchase Order, and Sales Order transactions. Simplify and increase the speed of cash receipt processing in Accounts Receivable and Cash Management. The class is used in Accounts Receivable to separate cash receipts into the check, credit card, and other categories. The deposit method determines how cash flows to Cash Management when processing cash receipts in Accounts Receivable. Identify and select regularly occurring transactions in General Ledger, Accounts Payable, Accounts Receivable, and Inventory Management for recurring invoices, vouchers, journal entries, and Account Receivable statements. Define how addresses, telephone numbers, and postal codes appear on documents. Note: Enter this information only once for all companies on the same Application database. Increase data entry speed and accuracy for addresses. When a postal code is entered, all address information is filled in by the system. New codes must be added because new codes are created and not all codes are included. All formats are accepted for the postal code, and four digit extensions can be appended to postal codes already in the system. Note: Enter this information only once for all companies on the same Application database. Implementation Planning 181

184 Chapter 7 Common Information Setup Feature Maintain reason codes as a standard method to record why a specific transaction occurred. For each code, enter a word or phrase. (Set Up Reason Codes) Maintain shipping methods which define how items are shipped to customers or shipped from vendors. Specify the: Shipping method Method description Account for posting the incoming freight (shipping) charges on vouchers and purchase orders. Account for posting the outgoing freight (shipping) charges on invoices and sales orders. Sales tax class to apply to this shipping method. Printing of packing lists, shipping labels, or bills of lading is required before posting shipping information if Sales Order is used (Set Up Shipping Methods) Maintain units of measure for time, quantity, volume, weight, area, or length, with conversion factors, specifying the: Name for each unit type Units for each type Conversion factor for each unit to base unit (Set Up Units of Measure) Maintain custom standard comments. Specify for each comment: The comment ID The comment text Where the comment can be printed (Set Up Comments) Maintain FOB terms to record freight agreements with customers and vendors. Specify for each FOB term: The FOB ID A description The tax point (source or destination) (Set Up FOB) Purpose Provide easy, consistent data entry of predefined, explanatory comments on documents and transactions in Sales Order, Purchase Order, and Inventory Management. Simplify and provide consistent data entry of General Ledger freight accounts and the sales tax class used, and determine the required shipping documents. Allow system conversion from one unit of measure to another for processing inventory and noninventory items. Predefine comments for printing on sales and purchase orders and their line items, allowing consistent use of approved comments. Determine the default FOB terms for documents in Accounts Receivable, Accounts Payable, Sales Order, and Purchase Order. Create as many FOB terms as needed. 182 Implementation Planning

185 Chart Your Requirements Common Information Setup Feature Maintain defaults for document transmittal by specifying the: Subject body text Carbon copy (cc) and blind carbon copy (bcc) recipients Auto-send and acknowledge receipt (optional) protocol (Microsoft Exchange Mailbox and optional Outbox folder or SMTP return address) (Document Transmittal Configuration) Maintain tax classes to group tax codes. To create a tax class, enter the class name. Note: This tax information is shared by all modules in all companies on the same Application database. (Maintain Tax Classes) Maintain tax codes by tax authority. Specify for each tax class on each tax code: A tax code name and description Whether taxable by other tax codes Whether to print the tax codes and amounts on the invoice in addition to the tax total amount for tax reporting Each tax class that the code applies to Whether to calculate taxes for purchases and sales The percentage of sales paid to the vendor that is recoverable The taxes entered for the class and whether use taxes are calculated Amount or quantity as the tax base The tax rate for the class (Maintain Tax Codes) Specify the tax rate based on a range or create a flat tax amount for use when entering invoices or vouchers. (Maintain Tax Code Rates) Maintain groupings (usually geographical) of tax codes used to calculate all applicable taxes for a vendor or customer. Specify for each tax schedule: A schedule name A description of the schedule Each tax code included in the schedule (Maintain Tax Schedules) Purpose Allow sending of purchase orders, sales order acknowledgements, and invoices by with text, auto-send, and acknowledge-receipt options. Notes: To specify whether a customer or vendor receives documents by , use Maintain Customers in Accounts Receivable or Maintain Vendors in Accounts Payable. Assigned to shipping methods and items to determine whether the items are subject to tax. Combined with tax schedules they determine how to calculate taxes. Note: Nontaxable and Taxable are predefined classes. Determine the tax rate for each tax class in the jurisdiction. Each sales tax code becomes part of one or more tax schedules and is used with the tax class to calculate taxes. Note: This tax information is shared by all modules in all companies on the same Application database. Further determine the tax rate for classes in a jurisdiction. Note: This tax information is shared by all modules in all companies on the same Application database. Create a default tax code group for each vendor and each customer. Notes: Taxes are calculated in the order in which the codes appear in the grid. Select the taxable codes first, followed by tax-on-tax codes. This information is shared by all modules in all companies on the same Application database. Implementation Planning 183

186 Chapter 7 Common Information Setup Feature Define company tax information for each tax code for each company. Specify the: Sales tax code Tax registration number issued by the taxing authority Tax exemption number if applicable Account to credit when calculating sales tax on an Accounts Receivable invoice Account to credit when calculating sales tax on an Accounts Payable voucher Account to debit when calculating sales tax for sales tax classes selected to use the AP Use Tax Choose between expensing the non-recoverable amount to the item account and selecting the account to use to record the non-recoverable tax amount when calculating sales taxes (Maintain Company Tax Information) Recalculate sales tax history on a company when rounding errors have occurred during imports. Specify the: Start period and year End period and year (Sales Tax Recalculate History) Maintain noninventory item classes. Specify the: Class name Class description In addition, specify the default General Ledger account for posting: Sales Returns Inventory Cost of goods sold (Maintain Non-Inventory Item Classes) To identify noninventory items specify: The item identification The item description (Maintain Non-Inventory Items) Purpose Store and maintain the company s tax information for posting and reporting account information. Note: The Track Sales Tax fields must be enabled in Set Up AR Options and Set Up AP Options. After importing Accounts Receivable invoices or Accounts Payable vouchers, check for rounding errors. If they have occurred, correct them by running this history recalculation. Note: Requires tax schedule setup. Provide default General Ledger accounts for each class, and group noninventory items by type for reporting and analysis. These items are used in Accounts Payable, Accounts Receivable, Sales Order, and Purchase Order. Streamline invoice and voucher data entry for noninventory items. Note: On-hand quantity and warehouse information are not tracked for noninventory items. 184 Implementation Planning

187 Chart Your Requirements Common Information Setup Feature Maintain key information for noninventory items. Specify the: Item type (Comment Only, Expense, Misc Item, Service) Status (Active, Deleted, Discontinued, Inactive) Item class Shelf life Item cost in the stock unit of measure Item price in the stock unit of measure Sales tax class for the item Party responsible for the item warranty (Company, Vendor, none) Number of days from date of invoice that the item is covered by warranty (Maintain Non-Inventory Items, Main tab) Provide the unit of measure information for the noninventory item. Specify the: Stock UOM and purchase units of measure for miscellaneous and expense items Sales unit of measure for miscellaneous and service items Unit of measure for a pricing structure (Maintain Non-Inventory Items, UOM tab) Provide the buy and sell information for the noninventory item. Specify: The commission class for the item The planned gross margin percent The custom field values if applicable Whether to allow: Transaction entry cost overrides Transaction entry price overrides Trade discounts Whether to require: Purchase receipts Listing the item on packing lists (Maintain Non-Inventory Items, Buy & Sell tab) Purpose Streamline invoice and voucher data entry for noninventory items. Notes: Noninventory item quantities are not tracked. Use expense items in Accounts Payable and Purchase Order. Service items are used in Accounts Receivable and Sales Order. The unit of measure for item cost is based on stock UOM on UOM tab. Streamline invoice and voucher data entry for noninventory items. Streamline invoice and voucher data entry for noninventory items. Provide the default General Ledger accounts for the item. Specify the: Cost of goods sold account Expense account Sales account Returns account (Maintain Non-Inventory Items, GL Accounts tab) Identify the default accounts used to post the sale of noninventory items during invoice entry. Implementation Planning 185

188 Chapter 7 Common Information Setup Feature Maintain item category information. Specify for each item: One or more product categories for classifying this item An image of the item to appear on the Web site, and the image s location (Maintain Non-Inventory Items, Categories tab) Identify each user of the ecustomer Web site. Specify the login name of at least six characters for a new external user Or select the user login to add an existing MAS 500 user (Maintain External Users) Maintain descriptive and access information for each user of the ecustomer Web site. Specify: The buyer s company from those available in MAS 500 A customer contact to associate with this buyer. The ship-to address default for this buyer. The maximum amount in the currency of the customer s home address that a buyer can put on a single order. The access level for this buyer (supervisor or administrator or default) Whether the buyer has access to account information and inquiries Whether the buyer can change customer address information (Maintain External Users) Reset passwords for users of the ecustomer Web site. Specify the case-sensitive password that the buyer will use to log into the Web site (Maintain External Users) Purpose Make this item available for order through ecustomer. Provide access to the ecustomer order and inquiry tasks to employees of the company s customers. Create a new external user for a customer or grant access rights to the ecustomer Web site to an existing MAS 500 user. Notes: Customer contacts are defined in AR Maintain Customers. Supervisors can process other users shopping carts if the amount is less than the supervisor s transaction limit. Administrators can add new buyers, including other administrators, set up transaction limits, and set access options for any buyer. Allow customers to place and process orders easily at any time on the Web site without sales support. Note: Passwords are required and must be at least six characters. 186 Implementation Planning

189 Chart Your Requirements Common Information Worksheets Countries and States Worksheet Print this worksheet to plan selections of and modifications to country and state settings. After you have completed the worksheet, open Set Up Countries and States to establish the settings. Country Code Country Name Date Mask For Future Use. MAS 500 uses Window s Control Panel Date/Time Phone Mask (use 9 s) Postal Code Mask (use 9 s and/or N s) Currency State or Province Code State or Province Name State or Province Code State or Province Name State or Province Code State or Province Name State or Province Code State or Province Name State or Province Code State or Province Name State or Province Code State or Province Name State or Province Code State or Province Name State or Province Code State or Province Name State or Province Code State or Province Name Implementation Planning 187

190 Chapter 7 Postal Codes Worksheet Print this worksheet to plan selections of and modifications to postal code settings. After you have completed the worksheet, open Set Up Postal Codes to establish the settings. Country Code Postal Code City State _ 188 Implementation Planning

191 Chart Your Requirements Sales Tax Classes Worksheet Print this worksheet to plan selections of and modifications to sales tax class settings. After you have completed the worksheet, open Maintain Sales Tax Classes to establish the settings. Sales Tax Class _ Sales Tax Class _ Sales Tax Class _ Sales Tax Class _ Sales Tax Class _ Sales Tax Class _ Sales Tax Class _ Sales Tax Class _ Implementation Planning 189

192 Chapter 7 Sales Tax Codes Worksheet Print this worksheet to plan selections of and modifications to sales tax code settings. After you have completed the worksheet, open Maintain Tax Codes to establish the settings. Maintain Tax Code Rates setting are also added through the Maintain Tax Codes task. Sales Tax Code Description Taxable Yes / No Print On Invoice Yes / No Subject Tax Classes Tax Class Purchase Sales Recovery% AP Use Tax Tax Base Pct/Rate Yes / No Yes / No Yes / No Quantity / Amount Yes / No Yes / No Yes / No Quantity / Amount Yes / No Yes / No Yes / No Quantity / Amount Yes / No Yes / No Yes / No Quantity / Amount Yes / No Yes / No Yes / No Quantity / Amount Yes / No Yes / No Yes / No Quantity / Amount Yes / No Yes / No Yes / No Quantity / Amount 190 Implementation Planning

193 Chart Your Requirements Tax Code Rates Worksheet Print this worksheet to plan selections of and modifications to sales tax code rate settings. After you have completed the worksheet, open Maintain Tax Codes, then drill to Maintain Tax Code Rates to establish the settings. Amt/Qty From Amt/Qty To Tax Amount/Quantity Plus Pct / Rate Implementation Planning 191

194 Chapter 7 Company Tax Information Worksheet Print this worksheet to plan selections of and modifications to company tax information settings. After you have completed the worksheet, open Maintain Company Tax Information to establish the settings. Sales Tax Code Registration Number _ Exemption Number GL Accounts Nonrecovery AR Sales Tax Expense To Item: Yes / No AP Sales Tax Account _ AP Use Tax 192 Implementation Planning

195 Chart Your Requirements Sales Tax Schedules Worksheet Print this worksheet to plan selections of and modifications to sales tax schedule settings. After you have completed the worksheet, open Maintain Sales Tax Schedules to establish the settings. Tax Schedule Description Tax Code Description Displays when tax code is selected. Displays when tax code is selected. Displays when tax code is selected. Displays when tax code is selected. Displays when tax code is selected. Displays when tax code is selected. Displays when tax code is selected. Displays when tax code is selected. Implementation Planning 193

196 Chapter 7 Units of Measure Worksheet Print this worksheet to plan selections of and modifications to units of measure settings. After you have completed the worksheet, open Set Up Units of Measure to establish the settings. Type: Quantity / Volume / Weight / Area / Length / Time Unit No. of base units per Unit No. of Units per base unit 194 Implementation Planning

197 Chart Your Requirements Non-Inventory Item Classes Worksheet Print this worksheet to plan selections of and modifications to noninventory item class settings. After you have completed the worksheet, open Maintain Non-Inventory Item Classes to establish the settings. Item Class Description GL Accounts Sales Returns Inventory Cost of Goods Sold Purchases N/A Sales Offset N/A Issues N/A Misc Adj N/A Cost Tier Adj N/A Physical Count N/A Implementation Planning 195

198 Chapter 7 Non-Inventory Items Worksheet Print this worksheet to plan selections of and modifications to noninventory item settings. After you have completed the worksheet, open Maintain Non-Inventory Items to establish the settings. Item Short Description Long Description (Main tab) Item Information Item Type: Comment Only / Expense / Misc Item / Service Default Warehouse N/A Status: Active / Deleted / Discontinued / Inactive Freight Class N/A Item Class Commodity Code N/A Track Method N/A Sales Tax Class Standard Bin Quantity N/A Internal Long Desc: Yes / No Shelf Life Seasonal Item: Yes / No Date Established (Defaults to date the item was created or entered) Cost / Valuation Warranty Valuation Method N/A Provider: Company / None / Vendor Standard Cost Number Of Days Standard Price Replacement Cost N/A 196 Implementation Planning

199 Chart Your Requirements (UOM [unit of measure] tab) Stock UOM Standard UOM Purchase Sales Price (Sales & Purchasing tab) Sales Product Line N/A Product Price Group N/A Commission Class Restocking Rate N/A Target Margin Minimum Sales Quantity Price Sequence Mandatory Sales Multiple Purchases Purchase Product Line N/A PO Match Tolerance Period Usage Order Limit N/A Options Returns Allowed N/A Allow Price Override Yes / No Allow Cost Override Yes / No Subject to Trade Discount Yes / No Allow Decimal Quantities Yes / No Internal Delivery Required Yes / No Allow Drop Ship Yes / No Receipt Required Yes / No Include On Packing List Yes / No Implementation Planning 197

200 Chapter 7 (GL Accounts tab) GL Accounts COGS Expense Sales Returns 198 Implementation Planning

201 Chart Your Requirements Shipping Methods Worksheet Print this worksheet to plan selections of and modifications to shipping method settings. After you have completed the worksheet, open Set Up Shipping Methods to establish the settings. Shipping Method Description Incoming Freight Account Outgoing Freight Account Sales Tax Class Packing List Yes / No Shipping Label Yes / No Bill of Lading Yes / No Shipping Method Description Incoming Freight Account Outgoing Freight Account Sales Tax Class Packing List Yes / No Shipping Label Yes / No Bill of Lading Yes / No Shipping Method Description Incoming Freight Account Outgoing Freight Account Sales Tax Class Packing List Yes / No Shipping Label Yes / No Bill of Lading Yes / No Implementation Planning 199

202 Chapter 7 Banks Worksheet Print this worksheet to plan selections of and modifications to bank settings. After you have completed the worksheet, open Set Up Banks to establish the settings. Bank Branch _ ABA Routing Number Mailing Address Primary Contact Address Name Title Telephone Ext Fax Ext City _ State Postal Code Country 200 Implementation Planning

203 Chart Your Requirements Bank Accounts Worksheet Print this worksheet to plan selections of and modifications to bank account settings. After you have completed the worksheet, open Set Up Bank Accounts to establish the settings. Bank Account _ Description Main tab General Bank Account No GL Account Currency Multicurrency Deposits: Yes / No Deposits Default Form Next Number Checks Print Checks: Yes / No Payment Method Next Number Default Form BACS Check EFT Other Implementation Planning 201

204 Chapter 7 Offset Accounts tab Transaction Type GL Offset Account Account Description Displays when an account is selected. Displays when an account is selected. Displays when an account is selected. Displays when an account is selected. Displays when an account is selected. Displays when an account is selected. Displays when an account is selected. Displays when an account is selected. 202 Implementation Planning

205 Chart Your Requirements Tender Types Worksheet Print this worksheet to plan the scheme for entering new tender types. After you have completed the worksheet, open Set Up Tender Types to enter the applicable information. Tender Type Description Tender Type Class Deposit Method Receipts Account Cash / Check / Credit Card / Negotiable Instrument / Electronic Funds Transfer / Misc. Automatic / Manual / Never Credit Card Company Address Name Street Address City State Postal Code Country Tender Type Description Tender Type Class Deposit Method Receipts Account Cash / Check / Credit Card / Negotiable Instrument / Electronic Funds Transfer / Misc Automatic / Manual / Never Credit Card Company Address Name Street Address City State Postal Code Country Implementation Planning 203

206 Chapter 7 Common Information Options Worksheet Print this worksheet to plan selections of and modifications to Common Information option settings. After you have completed the worksheet, open Set Up CI Options to establish the settings. Default Country Suspense Account Retain Sales Tax Detail (periods) Sales Tax History (years) Number of Decimal Places Quantity Unit Cost Unit Price 204 Implementation Planning

207 Chart Your Requirements Business Forms Worksheet Print this worksheet to plan selections of and modifications to business form settings. After you have completed the worksheet, open Set Up Business Forms to establish the settings. Form Description Form Detail Form Type Detail Lines on Form Destination Printer Detail Lines per Group Print Extended Stub: Always / Never / Only When Needed Pre-numbered Document: Yes / No Crystal Report Report Name Implementation Planning 205

208 Chapter 7 Payment Terms Worksheet Print this worksheet to plan selections of and modifications to payment term settings. After you have completed the worksheet, open Set Up Payment Terms to establish the settings. Payment Terms Description COD Label Form For Future Use Due Date Due Date Option: Fixed Date / Number of Days / Number of Months / Specific Day of Month Date / Days / Months / Day of Month Minimum Days Discount Discount Date Option: [none] / Fixed Date / Number of Days / Number of Months / Specific Day of Month Date / Days / Months / Day of Month Apply Discount To Minimum Days Freight: Yes / No Discount Percent Sales Tax: Yes / No 206 Implementation Planning

209 Chart Your Requirements Processing Cycles Worksheet Print this worksheet to plan selections of and modifications to processing cycle settings. After you have completed the worksheet, open Set Up Processing Cycles to establish the settings. Implementation Planning 207

210 Chapter 7 Reason Codes Worksheet Print this worksheet to plan selections of and modifications to reason code settings. After you have completed the worksheet, open Set Up Reason Codes to establish the settings. 208 Implementation Planning

211 Chart Your Requirements Custom Fields Worksheet Print this worksheet to plan the fields you would like to add to a data set, for example, account, vendor, and so on. You establish Custom Fields in Set Up <module> Options. Note: You cannot define more than the two or four fields/definitions for the custom fields. If you choose Validated as the Data Type you can define many values for the field. Entity Type Usage Title Data type Field 1 Required / Not Used / Optional Validated/ Date / Numeric / Alphanumeric Field 2 Required / Not Used / Optional Validated/ Date / Numeric / Alphanumeric Field 3 Required / Not Used / Optional Validated/ Date / Numeric / Alphanumeric Field 4 Required / Not Used / Optional Validated/ Date / Numeric / Alphanumeric Entity Type Usage Title Data type Field 1 Required / Not Used / Optional Validated/ Date / Numeric / Alphanumeric Field 2 Required / Not Used / Optional Validated/ Date / Numeric / Alphanumeric Field 3 Required / Not Used / Optional Validated/ Date / Numeric / Alphanumeric Field 4 Required / Not Used / Optional Validated/ Date / Numeric / Alphanumeric Implementation Planning 209

212 Chapter 7 Entity Type Usage Title Data type Field 1 Required / Not Used / Optional Validated/ Date / Numeric / Alphanumeric Field 2 Required / Not Used / Optional Validated/ Date / Numeric / Alphanumeric Field 3 Required / Not Used / Optional Validated/ Date / Numeric / Alphanumeric Field 4 Required / Not Used / Optional Validated/ Date / Numeric / Alphanumeric Entity Type Usage Title Data type Field 1 Required / Not Used / Optional Validated/ Date / Numeric / Alphanumeric Field 2 Required / Not Used / Optional Validated/ Date / Numeric / Alphanumeric Field 3 Required / Not Used / Optional Validated/ Date / Numeric / Alphanumeric Field 4 Required / Not Used / Optional Validated/ Date / Numeric / Alphanumeric 210 Implementation Planning

213 Chart Your Requirements Custom Field Values Worksheet Print this worksheet to plan the use and content of validated custom fields available with a specific entity type; for example, account, vendor, and so on. You establish custom fields in Set Up Custom Fields. Entity Type Custom Field Value Value 1 Value 2 Value 3 Value 4 Entity Type Custom Field Value Value 1 Value 2 Value 3 Value 4 Implementation Planning 211

214 Chapter 7 Entity Type Custom Field Value Value 1 Value 2 Value 3 Value 4 Entity Type Custom Field Value Value 1 Value 2 Value 3 Value Implementation Planning

215 Chart Your Requirements FOB Worksheet Print this worksheet to plan the use and content of free/freight on board shipping points. You enter a free/freight on board ID and description and then select the tax point. After you have completed the worksheet, open Set Up FOB to establish the settings. FOB ID Description Tax Point Destination / Source Destination / Source Destination / Source Destination / Source Destination / Source Destination / Source Destination / Source Destination / Source Implementation Planning 213

216 Chapter 7 Comments Worksheet Print this worksheet to plan the use and content of comments that display and/or print during transaction entry in Purchase Order and Sales Order. After you have completed the worksheet, open Set Up Comments to establish the settings. Comment Comment Text (enter text to appear on the document) Document Print On Doc Purchase Order Yes / No PO Line Yes / No Sales Order Yes / No Sales Order Line Yes / No SO - Quote Yes / No 214 Implementation Planning

217 Chart Your Requirements Accounts Receivable Setup Setup Features Review the Assisted Company Setup Help and this setup information to begin preparing for Accounts Receivable setup. Then use the worksheets in Accounts Receivable Worksheets on page 227 to record your plans. Accounts Receivable Setup Feature Retain customer account information for all customers by individual invoice data or by period-end summary (one currency limit), or allow method choice for each customer. (Set Up AR Options, Main tab, Billing Type field) Set the defaults for customer class, bank account, and sales tax schedule. (Set Up AR Options, Main tab) Integrate Accounts Receivable with Cash Management. (Set Up AR Options, Main tab) Integrate Accounts Receivable with Accounts Payable. (Set Up AR Options, Main tab) Set the Accounts Receivable fiscal period. (Set Up AR Options, Main tab) Select manual or automatic creation of payment vouchers using the vendor method for paying commissions. (Maintain Salespersons) Automate sending of customer credit applications from the esalesforce Web site to the credit manager. (Set Up AR Options, Main tab) Select to post the sales amount minus the trade discount to the sales account when the invoice is posted. Or use the default of posting the trade discount to the trade discount account defined in Maintain Customer Classes. (Set Up AR Options, Other tab) Enable maintenance of commission plan information. (Set Up AR Options, Other tab) Automate posting of commissions when invoices are posted, or require manual selection and posting of commissions. (Set Up AR Options, Other tab) Purpose Maximizes the traceability of individual invoices. Recommended. Minimize data entry and prevent interrupted processing. Automatically record deposits posted in Accounts Receivable in Cash Management. When processing commissions, automatically create a voucher batch in Accounts Payable for salespersons assigned an ID. Process Accounts Receivables transactions in any period without affecting work in General Ledger. The manual method allows control of which payment vouchers are created and when they are created. The automatic method simplifies and increases commission processing speed, and requires setup of salespersons as vendors in Accounts Payable. Provide a default credit manager address and allow automation of sending credit applications to expedite processing. Automate trade discounts by calculation base. Note: This calculation does not include the terms discount, freight, sales tax, or handling charges. Track commission plan information and enable option to pay commissions only on paid invoices. Simplify commission processing with automatic posting or ensure commissions are reviewed and approved before they are posted. Implementation Planning 215

218 Chapter 7 Accounts Receivable Setup Feature Set up the finance charge timing, amount, percentage, minimum balance and minimum amount defaults. (Set Up AR Options, Main tab) Turn on compounding of finance charges. (Set Up AR Options, Main tab) Set dollar limits for write-offs of small balances. (Set Up AR Options, Other tab) Record the maximum refund amount. (Set Up AR Options, Other tab) Set the number of invoices used to calculate the average number of days to pay, average days past due, and average invoice amount. (Set Up AR Options, Other tab) Enable invoice printing for customers. (Set Up AR Options, Other tab) Enable statement printing for customers. (Set Up AR Options, Other tab) Automate posting of inventory amount and cost of goods sold to the General Ledger. (Set Up AR Options, Other tab) Automate checking of the customer credit limit during invoice processing and placing invoices over the limit on hold. (Set Up AR Options, Other tab) Enable tracking of salespersons and commissions information. (Set Up AR Options, Other tab) Prevent payment of commissions on unpaid invoices. (Set Up AR Options, Other tab) Enable users to create batches that only they and those with security rights can view and process. (Set Up AR Options, Other tab) Set automatic warning during invoice entry that unapplied payments exist. (Set Up AR Options, Other tab) Automate calculation, tracking, and data retention of sales tax information. (Set Up AR Options, Other tab) Set tracking defaults of deleted invoices and prevent reuse of invoice numbers deleted from a batch. (Set Up AR Options, Other tab) Purpose Provide finance charge defaults for all finance charge processing to minimize data entry and errors. Include finance charges in the calculations for additional finance charges. Tailor write-offs and refunds to the company s policies. Set the refund limit for the company. Automate and make consistent the basis for calculating customers average invoice amount. Accommodate customers who pay from invoices. Accommodate customers who pay from statements. Keep inventory accounts current. Eliminate a manual check and flag the invoice for review by users with security event rights. Track commission and salesperson information on the system. Eliminate commission returns for uncollectible sales, and protect cash flow. Allow users to prevent batch processing when the need to verify or revise information is expected, and limit access to batches with confidential information. Prompt users to select and apply payments to the invoice being created. Simplify invoice entry and collect historical records for reporting and analysis. If not tracked, sales taxes can be entered during invoice entry. Choose between identifying deleted invoices in historical records and minimizing disk space usage with ability to reuse invoice numbers. 216 Implementation Planning

219 Chart Your Requirements Accounts Receivable Setup Feature Choose to post the sales amount minus the trade discount to the sales account when the invoice is posted. (Set Up AR Options, Other tab) Choose whether to update the General Ledger transactions when invoices and payments are posted. (Set Up AR Options, General Ledger tab) Select how the GL Posting Register is formatted when printed (Detail, Summary, None). (Set Up AR Options, General Ledger tab) Select the account segment for batch overrides of the General Ledger account number during batch entry. (Set Up AR Options, General Ledger tab) Choose the batch types for overrides: Sales Tax Sales Revenues Returns Cost of Sales Commissions Expense Discounts Taken Shipping Finance Charge Write-Offs Trade Discount (Set Up AR Options, General Ledger tab) Select the customer class accounts to which the class override applies: Sales Tax Sales Revenues Returns Cost of Sales Shipping Trade Discount (Set Up AR Options, General Ledger tab) Purpose The system default posts the trade discount to the trade discount account defined in Maintain Customer Classes. Tailor General Ledger transaction posting to your business practices. Tailor how information posted to the General Ledger is printed. Enable tracking of account transactions by batch segment overrides. (The customer class and batch entry overrides must be done on different segments.) Track account transactions by batch segment overrides. (The customer class and batch entry overrides must be done on different segments.) Track subgroups of transactions for an account by customer class. The class override segment must be defined in Maintain Customer Classes. (The customer class and batch entry overrides must be done on different segments.) Implementation Planning 217

220 Chapter 7 Accounts Receivable Setup Feature Select the accounts to which detail transaction information will be posted in the General Ledger. Accounts Receivable Bad Debts Customer Payments Commissions Payable Sales Tax Sales Revenues Returns Cost of Sales Commissions Expense Discounts Taken Shipping Finance Charge Write-Offs Trade Discount Sales Clearing Drop Ship (Set Up AR Options, General Ledger tab) Set the invoice aging defaults by due date or invoice date, and by days or months, and define up to four aging categories. (Enter the number of days or months in the aging categories and the date for aging customer accounts.) (Set Up AR Options, Customize tab) Age unapplied memos and debits separately from the Current aging category. (Set Up AR Options, Customize tab) Set starting number for customer and salesperson numbering. (Set Up AR Options, Customize tab) Set difference between numbers for customer and salesperson numbering. (Set Up AR Options, Customize tab) Print a list of the settings established in Set Up AR Options. (AR Options Listing) For each transaction type specify the numbering interval and the General Ledger journal the transaction type is posted to. (Customize Transactions) Purpose The system default is to post each transaction in a summary format to the General Ledger. Record transactions in the General Ledger if high visibility of the information is needed. Set the system to age invoices and transactions using the defined customer aging categories. (If customer accounts age at the end of the current period, the system uses the period-end date as the Age As Of Date to age open invoices and transactions.) Easily check the aging status of unapplied memos and debits. Establish numbering ranges for identification of groups. Allow room for inserted transaction numbers. Quickly and easily identify the default values and options set for Accounts Receivable. Control how many numbers are skipped between the automatically assigned numbers for each transaction type. 218 Implementation Planning

221 Chart Your Requirements Accounts Receivable Setup Feature Maintain identifying codes for each transaction type: Invoice Credit memo Debit memo Invoice refund Finance charge Payment application Sales commission Customer payment-cash receipt Customer payment write-off Customer payment-bad debt Customer payment reversal (Customize Transactions) For each batch type: Assign identifying codes Specify the next batch number Select a posting comment The batch types are: AR Invoices AR Finance Charges AR Cash Receipts AR Payment Applications AR Sales Commissions AR Write Offs AR Bad Debts AR Refunds (Customize Batches) Maintain custom fields to be associated with customers, specifying: Usage required, optional, or not used Type Date, numeric, alphanumeric or validated (Set Up Custom Fields) Maintain custom fields to be associated with salespersons, specifying: Usage required, optional, or not used Type Date, numeric, alphanumeric or validated. (Set Up Custom Fields) Maintain selectable values for validated customer and salesperson custom fields. (Set Up Custom Field Values) Maintain sales territories for the company. (Set Up Sales Territories) Purpose Easily identify transaction types by tailoring the twoletter codes to your company practice. Easily identify transaction types by tailoring the twoletter codes to your business practice. Tailor the batch numbers and posting comments to your business practice. Note: The batch types are predefined. Add to customers up to four types of information for sorting and reporting. These fields are used in Maintain Customers. Add to salespersons up to four types of information for sorting and reporting. These fields are used in Maintain Salespersons. Simplify, ensure consistency, and increase data entry speed by providing these values on menus. Sort reports by region if desired: allow entry of a sales territory to a customer s address in Maintain Customers. Implementation Planning 219

222 Chapter 7 Accounts Receivable Setup Feature Set the default number of months for purging invoice header and detail, customer and commission payment, commission detail, and inactive customer information. (Set Up AR Options, Data Retention) Set default number of years to retain customer and salesperson history. (Set Up AR Options, Data Retention) Set up how added, changed, and deleted customer information will be tracked (Detail, Summary, or None). (Set Up AR Options, Data Retention) Specify how many months to retain additions, changes, and deletions made to the customer records. (Set Up AR Options, Data Retention) Create commission classes by entering a name, assigning a standard calculation base of Sales, Gross Profit, Actual Cost, Standard Class, none, and a standard commission percentage. (Set Up Commission Classes) Create commission plans by choosing whether each commission class uses its default calculation base and commission percentage and, if not, modifying the calculation base, the commissions percentage, or both. (Set Up Commission Plans, Calculation tab) Create commission plans with split percentages by specifying salespersons and entering split percentages. (Set Up Commission Plans, Salespersons tab) Create manager commission defaults for the commission plan by associating a manager with each identified salesperson and entering a percentage. (Set Up Commission Plans, Salespersons tab) Purpose Tailor period-end purging to the history retention policies for the company. Tailor purging of customer and salesperson records to the history retention policies for the company. Minimize use of disk space by selecting None or include customer information in the Maintenance Audit Log for research needs. Review the retained information on the Maintenance Audit report. The expired customer information is purged by the period-end process. Set up commission plans and calculate commissions. Requires that use of salespersons and commissions is enabled in Set Up AR Options. Modify the commission classes as needed to support the function of the commission plan. Requires that use of salespersons and commissions is enabled in Set Up AR Options. Automate use of split commissions. Requires that use of salespersons and commissions is enabled in Set Up AR Options. Automate use of manager commissions. Requires that use of salespersons and commissions is enabled in Set Up AR Options. 220 Implementation Planning

223 Chart Your Requirements Accounts Receivable Setup Feature Maintain the default account numbers for the customer class: Accounts Receivable Discounts Taken Trade Discount Finance Charges Bad Debts Write-offs Customer Refunds Sales Tax Commissions Payable Commissions Expense Retention Receivable Class Override Segment: custom name (Maintain Customer Classes, Main tab) Purpose Minimize data entry time and errors by recording the default accounts for each customer class. Select the value for the customer class override segment. (Maintain Customer Classes, Main tab) For each customer class specify: Whether a reminder message for past due balances will print on the customer's statement, and what the message states Whether write-offs of small balances are allowed Whether the customer s purchase order number is required for invoice entry Change these values for a customer in Maintain Customer, Defaults tab. (Maintain Customer Classes, Main tab) Track subgroups of transactions for an account by customer class. (Set up the override segment in Maintain Account Structure and the override values in Maintain Account Segments in General Ledger.) These defaults provide consistency across the customers in a class, and allow quicker creation of customer records. If write-offs are allowed, the system includes the class or customer when generating balance quantities. Security event rights are required to override the maximum credit amount. If Require Customer Credit Limit Checking is selected in Set Up AR Options, the system issues a warning when a customer exceeds the amount. For each customer class: Specify the maximum credit allowed Choose whether to change the aging category defined in Set Up AR Options. Change these values for a customer in Maintain Customers, Main tab. (Maintain Customer Classes, Customer Defaults tab) The custom field information is used to sort and select data in reports Changing the aging category requires security event rights and selection of Require Customer Credit Limit Checking in Set Up AR Options. Implementation Planning 221

224 Chapter 7 Accounts Receivable Setup Feature For each customer class: Specify the default sales account from the General Ledger chart of accounts. Select the statement printing cycles, in various cycles or all at once. Select Open Item or Balance Forward as the billing type for processing statements and maintaining accounts. Select the form for printing statements Set the default amount or percentage for charging the customer's account for past due balances. If not specified, the standard amount defined in Set Up AR Options is used. Specify the percent discount default for sale of items defined in Common Information or Inventory Management as Subject to Trade Discount. Change these values for a customer in Maintain Customers, Defaults tab. (Maintain Customer Classes, Customer Defaults tab) For each customer class: Select the payment term to use for calculating due dates, discount dates, and discount amounts on invoices. Select the primary salesperson. Select the shipping method. Enter the F.O.B. Select the currency used to conduct business. Enter a message to print on the bottom of the customer's invoice. Select the sales tax schedule used to calculate taxes for invoices, credit memos, and debit memos. Change these values for a customer in Maintain Customers, Bill To/Ship To tab. (The sales tax schedule is changed in Sales Tax Schedule. (Maintain Customer Classes, Customer Defaults tab) For each customer class: Enter a date, numeric, or alphanumeric value for each custom, nonvalidated customer field. Select the appropriate option for each custom, validated customer field Change these values for a customer in Maintain Customers, Defaults tab. (Maintain Customer Classes, Customer Defaults tab) Purpose If Open Item or Balance Forward is specified for the class on Maintain Customer Classes, the type remains the same for all customers in the class. If both methods are allowed for the class, either method can be used for each customer. If a default finance charge amount or percentage is not specified for the customer class, it defaults from Set Up AR Options. The trade discount does not apply to freight or sales tax. It can be changed during invoice entry. Select key defaults for the customer class. Notes; Salesperson tracking must be enabled in Set Up AR Options. Tax schedules are defined in Maintain Sales Taxes in Common Information. Use custom fields to track information not included in the customer class, and to sort and select data in reports by this information. 222 Implementation Planning

225 Chart Your Requirements Accounts Receivable Setup Feature For each customer class: Select the acknowledgement form. Select the shipping label form. Require that an acknowledgement be sent to the customer to confirm each sales order. Allow shipment of alternative items if an item is out of stock. Require complete shipments to the customer. Change these values for a customer in Maintain Customers, Sales Order tab. (Maintain Customer Classes, Sales Order tab) For each customer: Select the customer s class, status, standard industry code, and vendor. Record the number used by the customer to refer to your company. Record the customer's American Banking Association number. Record the date the customer began doing business with your company. Record primary and other address information. Record primary and other contact information. (Maintain Customers, Main tab) Specify how invoices are generated for this customer (printed, sent by in HTML or RTF format, or both). (Customer Document Transmittal Configuration) For each customer: Specify a default item. (Use the item most often bought by the customer.) Select the account for posting service type items to the General Ledger if no inventory sales account exists. (Maintain Customers, Defaults tab) For each customer select the: Default Bill To address Default invoice form Customer price group Price base Salesperson if using esalesforce (Maintain Customers, Bill To / Ship To tab) Select the plan for calculating commissions and commission splits during invoice entry. (Maintain Customers, Bill To/Ship To tab) Purpose Provide defaults for the customer class. Sales Order is required to enable these options. Provide defaults for the customer. The customer's American Banking Association number displays in Enter Cash Receipts when the customer pays by check. Tailor the method to your business policies and procedures, and to the customer s preference. Increase data entry speed during invoice entry. Provide defaults for the customer. Customer price group and base options require use of Inventory Management. Note: The salesperson is required for esalesforce. Increase speed during invoice creation and enforce consistency. Note: Must be enabled in Set Up AR Options. Implementation Planning 223

226 Chapter 7 Accounts Receivable Setup Feature Select a sales territory to associate with this customer. This field can be left blank. (Maintain Customers, Bill To/Ship To tab) Select the address for shipping items to the customer. (Maintain Customers, Bill To/Ship To tab) Select the schedule for exchange rate conversions between home and natural currencies for invoice entry. (Maintain Customers, Bill To/Ship To tab) Automate for the customer, printing order acknowledgements or sending acknowledgements or both. (Maintain Customers, Sales Order tab) Select the packing list form for the customer. (Maintain Customers, Sales Order tab) Select the sales source associated with this customer. (Maintain Customers, Sales Order tab) Select the order of shipping precedence for this customer in case a conflict arises involving shipping or availability. The priority defaults on a Sales Order. (Maintain Customers, Sales Order tab) Enter the average number of days for shipments to reach this customer. (Maintain Customers, Sales Order tab) Select the closest warehouse to the ship-to address for shipping orders to this customer. (Maintain Customers, Sales Order tab) For each recurring invoice: Select the processing cycle Allow or disallow processing of the invoice (active or inactive status) Specify billing start and end dates, or leave blank for unlimited processing Specify the maximum number of invoices or unlimited invoices Specify the customer s original purchase order amount or the estimated total billing amount Select the code that identifies why the invoice is being created Determine whether to print a message on the invoice and its text. (Maintain Recurring Invoices, Recurring tab) Purpose Provide defaults for the customer and use this information for analysis. Accommodate customers whose shipping address differs from the main address. Use multicurrency functionality. Multicurrency Management is required to define exchange rate schedules. Accommodate the customer s preference. Occurs during sales order entry for the customer. Requires Sales Order. Accommodate the customer s preference or need. Requires Sales Order. Provides information for marketing purposes. Requires Sales Order where sales sources are set up. Automate priority shipping. Sales sources are set up in Sales Order. Requires Sales Order. Provide reference information for promising delivery to this customer. Speed up delivery to the customer. The closest warehouse is required by Inventory Management, esalesforce, and ecustomer. Provide defaults for recurring invoices. Keep recurring invoices available for selection to a batch, eliminating repeated re-entry of the invoice. Assigning the processing cycle prevents duplicate invoices within periods. (These cycles are set up in Common Information.) The purchase order amount is used to calculate the unbilled balance. The reason codes are defined in Common Information. 224 Implementation Planning

227 Chart Your Requirements Accounts Receivable Setup Feature Accept or edit the default from Maintain Customers for each recurring invoice: The customer s billing address The customer s shipping address The contact if not display-only The class assigned to the customer The billing address The shipping address The form used to print invoices or no printing of invoices The salesperson responsible for selling items to this customer The invoice currency if Multicurrency Management will be used. (Maintain Recurring Invoices, Recurring tab) Accept the default commission plan or select another for this invoice. (The default plan comes from the salesperson or the customer s ship-to address.) (Maintain Recurring Invoices, Recurring tab) Accept or edit the default from Maintain Customers for each recurring invoice: The shipping method The FOB point The payment terms (Maintain Recurring Invoices, Header tab) Accept or edit the default item for the customer on each recurring invoice, and its account, freight, commission, and comment information. (Maintain Recurring Invoices, Detail tab) Accept or edit the default for each recurring invoice: The default item with account, freight, commission, and comment information The total amount of sales tax The calculated discount amount if the invoice is paid by the discount date (Maintain Recurring Invoices, Totals tab) Enter a date, numeric, or alphanumeric value for each custom, nonvalidated field. (Maintain Salespersons) Select the option appropriate to the salesperson for each custom, validated field. (Maintain Salespersons) Purpose Easily edit the invoice as needed. Note: The customer class determines the General Ledger accounts the invoice posts to. Increase speed during creation of recurring invoices and enforce consistency. Increase speed during creation of recurring invoices and enforce consistency. Increase speed during creation of recurring invoices and enforce consistency. Editing the sales tax requires security rights and that tracking of the sales tax is not enabled in Set Up AR Options. Enter the information appropriate to the salesperson for each custom, nonvalidated field. This information is used for sorting and selecting in reports. Implementation Planning 225

228 Chapter 7 Accounts Receivable Setup Feature Maintain basic salesperson information: Status Sales Manager Address Phone Fax Default Commission Plan address (Maintain Salespersons) If using esalesforce, give the salesperson access to the CRM system interfacing with MAS 500 by specifying a user ID and CRM ID. (Maintain Salespersons) Maintain the salesperson s access to the esalesforce Web site. (Maintain Salespersons) Import customer or invoice information in ASCII or comma-delimited text from another application, remote location, or company. (AR Import) Recalculate by date range: Customer history Customer class history Salesperson history Item sales history (AR Recalculate History) Purpose Record the salesperson information for report processing and sorting. Allow the salesperson to view the CRM data from esalesforce. Provide off-site access to customer information, submit credit applications for new customers, order entry and tracking. Select the data type and format for the files being imported into Accounts Receivable. (Imported files can be deleted if they imported without error and have not been used in processing.) After importing Accounts Receivable history, check for rounding errors. If they have occurred, correct them by running this recalculation. 226 Implementation Planning

229 Chart Your Requirements Accounts Receivable Worksheets AR Options Worksheet (Main tab) Print this worksheet to plan selections of and modifications to Accounts Receivable settings. After you have completed the worksheet, open Set Up AR Options to establish the settings. Defaults Fiscal Period Billing Type: Both Open Item Balance Forward Current Fiscal Period-Year - _ Default Customer Class Default Bank Account Sales Tax Schedule Module Integration Finance Charges Cash Management Begin After (days) Accounts Payable Yes Yes No No Standard Amount Standard Percent Min Balance to Apply Minimum Amount Compound Finance Charges Yes No (Customize tab) Aging Automatic Numbering Customer Numbering: Yes / No Age Invoices From Due Date Invoice Date Step By Number Age Invoices By Days Months Next Number Age Unapplied Trans: Yes/ No Category 1 Category 2 Salesperson Numbering: Yes / No Step By Number Category 3 Next Number Category 4 Implementation Planning 227

230 Chapter 7 (Data Retention tab) History Retained by Month Maintenance Audit Invoice Header Maintain Customer Adds Summary Detail (none) Invoice Detail Maintain Customer Changes Summary Detail (none) Customer Payment Maintain Customer Deletes Summary Detail (none) Commission Detail Log Retention Commission Payment Inactive Customers History Retained by Year Customer Salesperson (General Ledger tab) Account Override Segments Post GL Transactions: Yes No Customer Class_ Posting Register Format Data Entry _ (Other tab) Post COGS to GL Print Invoices Print Statements Require Customer Credit Limit Checking Allow Private Batches Use Salespersons and Commissions Pay Commissions on Paid Invoices Only Yes Yes Yes Yes Yes Yes Yes No No No No No No No Include Trade Discount in Sales Same Number Range for Memos Issue Warning for Unapplied Payments Track Sales Tax on Sales Track Deleted Invoices Track Retention - N/A Yes Yes Yes Yes Yes Yes Yes No No No No No No No Post Commissions At: Invoice Posting Commission Payment Maximum Write Off Amount Number of Invoices in Customer Avg Maximum Refund Amount 228 Implementation Planning

231 Chart Your Requirements Commission Classes Worksheet Print this worksheet to plan the classes to facilitate the set up and processing of commission plans. After you have completed the worksheet, open Set Up Commission Classes to establish the settings. Commission Class Standard Calculation Base [none] Sales Gross Profit Actual Cost Standard Cost Standard Commission Percent % Commission Class Standard Calculation Base [none] Sales Gross Profit Actual Cost Standard Cost Standard Commission Percent % Commission Class Standard Calculation Base [none] Sales Gross Profit Actual Cost Standard Cost Standard Commission Percent % Commission Class Standard Calculation Base [none] Sales Gross Profit Actual Cost Standard Cost Standard Commission Percent % Commission Class Standard Calculation Base [none] Sales Gross Profit Actual Cost Standard Cost Standard Commission Percent % Implementation Planning 229

232 Chapter 7 Salesperson Worksheet Print this worksheet to plan the numbering scheme for salespersons. After you have finished the worksheet, open Maintain Salespersons to establish the record. Salesperson Salesperson Name Status Active Inactive Deleted Address Sales Manager _ Street Address Commission Plan Comm Pmt Method Manual Vendor Vendor Custom Fields City State Field 1 Postal Code Country _ Field 2 Phone Extension Fax Extension Salesperson Salesperson Name Status: Active Inactive Deleted Address Sales Manager _ Street Address Commission Plan Comm Pmt Method Manual Vendor Vendor Custom Fields City State Field 1 Postal Code Country _ Field 2 Phone Extension Fax Extension 230 Implementation Planning

233 Chart Your Requirements Commission Plans Worksheet (Calculation tab) Print this worksheet to set up commission plans used within MAS 500 Accounts Receivable transactions. After you have finished the worksheet, open Set Up Commission Plans and add the commission calculation information, sales and commission percentages, and assign salespersons to the commission plan. Commission Plan Description Commission Class Use Standard Calculation: Yes / No Calculation Base: [none] Sales Gross Profit Actual Cost Standard Cost Commission Percent % Commission Class Use Standard Calculation: Yes / No Calculation Base: [none] Sales Gross Profit Actual Cost Standard Cost Commission Percent % Commission Class Use Standard Calculation: Yes / No Calculation Base: [none] Sales Gross Profit Actual Cost Standard Cost Commission Percent % (Salesperson tab) Salesperson _ Sales Split Percent % Commission Split Percent % Manager Percent % Salesperson _ Sales Split Percent % Commission Split Percent % Manager Percent % Salesperson _ Sales Split Percent % Commission Split Percent % Manager Percent % Implementation Planning 231

234 Chapter 7 Customer Class Worksheet (Main tab) Print this worksheet to plan the method to distinguish customers by group. After you have finished the worksheet, open Maintain Customer Classes to establish the settings. Customer Class Description Accounts Accounts Receivable Discounts Taken Trade Discount Finance Charges Bad Debts Write Offs Customer Refunds Sales Tax Commissions Payable Commission Expense Retention Receivable N/A N/A N/A GL Override Segment Default Sales Account Allow Customer Refunds -N/A Print Dunning Messages Allow Write Offs PO Required (Customer Defaults tab) Billing Defaults Yes Yes Yes Yes No No No No Billing Type Aging Category Credit Limit Payment Terms Currency (If MAS Multicurrency Management is used) Shipping Defaults Ship Via F.O.B. Language N/A Statement Form Statement Cycle Finance Charge Flat Amount Finance Charge Percent Trade Discount Percent Custom Fields Field 1 Field 2 Salesperson Sales Tax Schedule Invoice Default Form Message 232 Implementation Planning

235 Chart Your Requirements (Sales Order tab) Acknowledgement Form Ship Complete Yes No Label Form Allow Inventory Substitutions Yes No Implementation Planning 233

236 Chapter 7 Recurring Invoices Worksheet (Global area) Print this worksheet to plan items that occur on a regular basis. After you have finished the worksheet, open Maintain Recurring Invoices to set up the invoice. Recurring Invoice Number Customer Customer Purchase Order # (Recurring tab) Processing Cycle _ Status _ Billing Dates Start _ End _ Number of Invoices To Issue Amount To Bill (Header tab) Customer Bill To Invoice Invoice Form Ship To Salesperson Contact Comment Class Reason Commission Plan Comment Shipping Ship Via F.O.B. Terms Payment Terms (Detail tab) Item Description Quantity Unit of Measure Unit Price Sales Amount (Totals tab) Freight Terms Discount _ 234 Implementation Planning

237 Chart Your Requirements Custom Field Values Worksheet Print this worksheet to add titles to specific fields in Accounts Receivable. After you have finished the worksheet, open Set Up Custom Field Values to establish the values. Entity Type Customer Salesperson Validated Field Values: Field Title Value Usage: Optional Required Not Used Value Type: Alpha Numeric Date Validated Value Value Entity Type: Customer Salesperson Validated Field Values: Field Title Value Usage: Optional Required Not Used Value Type: Alpha Numeric Date Validated Value Value Entity Type Customer Salesperson Validated Field Values: Field Title Value Usage: Optional Required Not Used Value Type: Alpha Numeric Date Validated Value Value Entity Type: Customer Salesperson Validated Field Values: Field Title Value Usage: Optional Required Not Used Value Type: Alpha Numeric Date Validated Value Value Implementation Planning 235

238 Chapter 7 Sales Territories Worksheet Print this worksheet to plan the territories used divide sales staffs within MAS 500. After you have finished the worksheet, open Set Up Sales Territories to define the territories. Sales Territory 236 Implementation Planning

239 Chart Your Requirements Customer Worksheet (Global Area) Print this worksheet to plan the numbering scheme for customers and to enter new customers into Accounts Receivable. After you have finished the worksheet, open Maintain Customers and enter the information. Customer Customer Name (Main tab) Customer Customer Class Primary Address Status Active Inactive Temporary Deleted Standard Industry Code Vendor _ Customer Reference Bank ABA Number City State Date Established Postal Code Country _ Credit Credit Limit Aging Category Primary Contact Contact _ Title On Hold: Y N Telephone Ext Fax Ext (Defaults tab) Billing Defaults Statement Form Statement Cycle Billing Type Default Item Default Sales Account Custom Fields Field 1 _ Field 2 _ Field 3 _ Field 4 _ Note: Custom Fields are defined in Set Up AR Options. Fin Charge Flat Amount Fin Charge Percent _ Total Discount Percent Options Allow Refunds - N/A Allow Write Offs Print Dunning Message Purchase Order Required Yes Yes Yes Yes No No No No Implementation Planning 237

240 Chapter 7 (Bill To/Ship To tab) Billing Default Bill To Address Invoice Form Payment Terms Language _N/A Shipping Default Ship To Address Ship Via F.O.B. _ Shipping Zone N/A Price Group Price Base Sales Salesperson Commission Plan Currency Currency Exchange Schedule _ Territory Invoice Message (Sales Order tab) Ship Complete Yes No Source Print Order Acknowledgements Yes No Shipping Priority Acknowledgement Form Label Form Ship Days Closest Warehouse _ Packing List Form Allow Inventory Substitutions Yes No 238 Implementation Planning

241 Chart Your Requirements Customer Addresses Worksheet (Global Area) Print this worksheet to enter additional addresses for customers. After you have finished the worksheet, open Maintain Customers, select the appropriate customer, and select Other Addresses. Address Customer Name (Main tab) Address Contact Name _ Title Phone _ Ext. Fax _ Ext City Postal Code State Country (Defaults tab) Billing Invoice Form Price Group Price Break Payment Terms Language N/A_ Sales Salesperson Commission Plan Territory Shipping Ship Via F.O.B. Shipping Zone N/A Currency Currency Exchange Schedule _ Invoice Message (Sales Order tab) Print Order Acknowledgements Yes No Ship Days Acknowledgement Form Label Form Ship Complete Allow Inventory Substitution Yes Yes No No Packing List Closest Warehouse Implementation Planning 239

242 Chapter 7 Additional Contacts Worksheet Print this worksheet to enter additional contact names for customers. After you have finished the worksheet, open Maintain Customers, select the appropriate customer, and select Other Contacts. Name Title Phone Fax Ext _ Ext _ Address Name Title Phone Fax Ext _ Ext _ Address Name Title Phone Fax Ext _ Ext _ Address Name Title Phone Fax Ext _ Ext _ Address 240 Implementation Planning

243 Chart Your Requirements Accounts Payable Setup Setup Features Review the Assisted Company Setup Help and this setup information to begin preparing for Accounts Payable setup. Then use the worksheets in Accounts Payable Worksheets on page 253 to record your plans. Accounts Payable Setup Feature Set the key defaults: The vendor class (It can be overridden in Maintain Vendors.) The bank account used to process checks The payment method for vendor payment batches The sales tax schedule that identifies the sales tax codes used to calculate sales tax on the voucher (Set Up AP Options, Main tab) Select the current fiscal year and period. This date defaults based on the current General Ledger year. (Set Up AP Options, Main tab) Integrate Accounts Payable with Cash Management. (Set Up AP Options, Main tab) Choose to recognize discounts earned when: Paying invoices (Discounts Earned) Recording the invoice (Discounts Lost) and accounting for discounts lost by late payments (Set Up AP Options, Main tab) Select the number of invoices used to calculate the average number of days: To pay an invoice Invoices remain past due The number of invoices is also used to calculate the average invoice amount. (Set Up AP Options, Main tab) Specify the maximum amount a user without security privileges can write-off for all vendors for the current company. (Set Up AP Options, Main tab) Enable processing of intercompany transactions. (Set Up AP Options, Main tab) Purpose Bank accounts are defined in Common Information. The available payment methods are set up in Set Up Payment Methods. Process Accounts Payable transactions in any period without affecting work in General Ledger. Results in a warning message when posting to a future period. Automatically record in Cash Management the posted Accounts Payable payments used to do bank reconciliation. Tailor the distribution of invoices and available discount amounts to General Ledger to your business practices. Discounts Earned is the default. Until you accumulate the number of invoices specified, the average is based on the number of invoices available. Increase user efficiency for processing small write-offs and make users with security rights responsible for large write-offs. Generate reimbursement checks automatically to a predefined target company that has paid a bill for the company. Target companies are set up with their reimbursement accounts in General Ledger. Implementation Planning 241

244 Chapter 7 Accounts Payable Setup Feature Enable users to create batches that only they and those with security rights can view and process. (Set Up AP Options, Main tab) Enable tracking of sales tax paid on purchases of noninventory items. Note: If Track Sales Tax on Purchases in Purchase Order is enabled, sales tax tracking in Accounts Payable is required. (Set Up AP Options, Main tab) Enable tracking of vendor 1099 form information. (Set Up AP Options, Main tab) Choose whether to allow duplicate numbers, prevent them, or warn of duplicate numbers during voucher entry. (Set Up AP Options, Main tab) Choose whether to display a warning message during voucher entry for vendors with unapplied payments on file. (Set Up AP Options, Main tab) Choose whether to display bank balances during payment selection and manual check entry. (Set Up AP Options, Main tab) Choose whether to automatically update General Ledger when posting invoices and checks. (Set Up AP Options, General Ledger tab) Select how the GL Posting Register is formatted when printed (Detail, Summary, None). (Set Up AP Options, General Ledger tab) Select the vendor class account segment to which the class override applies. (Set Up AP Options, General Ledger tab) Select the account segment for batch overrides of the General Ledger account number during batch entry. (Set Up AP Options, General Ledger tab) Choose the accounts for batch overrides: Freight Charges Purchases/Expenses Sales Tax Discounts Earned/Lost Write-Off (Set Up AP Options, General Ledger tab) Purpose Allow users to prevent batch processing when the need to verify or revise information is expected, and limit access to batches with confidential information. If the company has open vouchers, you cannot change this setting. Allows you to record 1099 information throughout Accounts Payable. Use the system to enforce business policy on use of duplicate voucher numbers. Note: The selected method does not prevent creation of duplicate invoices for recurring vouchers. Help keeping payment applications current by prompting the user to apply payments before continuing voucher entry. Tailor the balance display to your business procedures. Speed up, and make reliable and convenient the posting to General Ledger of invoices and checks during Accounts Payable posting. Tailor how information posted to the General Ledger is printed. Track subgroups of transactions for an account by vendor class for reporting and analysis. The class override segment must be defined in Maintain Vendor Classes. (The vendor class and batch entry overrides must be done on different segments.) Track account transactions by batch segment overrides for reporting and analysis. (The vendor class and batch entry overrides must be done on different segments.) Track account transactions by batch segment overrides for reporting and analysis. (The vendor class and batch entry overrides must be done on different segments.) 242 Implementation Planning

245 Chart Your Requirements Accounts Payable Setup Feature Choose the accounts for class overrides: Freight Charges Purchases/Expenses Sales Tax (Set Up AP Options, General Ledger tab) Choose the accounts to be posted in detail to General Ledger: Accts/ Reten Payable Cash Account Freight Charges Purchases/Expenses Sales Tax Discounts Earned/Lost Write-Off (Set Up AP Options, General Ledger tab) Automate calculation, tracking, and data retention of sales tax information. (Set Up AP Options, Other tab) Set the default number of months to retain history on: Voucher header information (vendor, invoice, shipping method, terms) Voucher detail information Vendor payment information Vendors with no transaction activity (Set Up AP Options, Data Retention) Set the default number of years to retain: Vendor purchase information Vendor 1099 history. (Set Up AP Options, Data Retention) Set up how added, changed, and deleted vendor information will be tracked (Detail, Summary, or None). (Set Up AP Options, Data Retention) Specify how many months to retain additions, changes, and deletions made to vendor records. (Set Up AP Options, Data Retention) Set the invoice aging defaults by: Due date or invoice date Days or months (Set Up AP Options, Customize tab) Define up to four aging categories by specifying the number of days or months in the aging categories. (Set Up AP Options, Customize tab) Purpose Track account transactions by batch segment overrides for reporting and analysis. (The vendor class and batch entry overrides must be done on different segments.) Accumulate transaction information in General Ledger for the selected batch types. Simplify invoice entry and collect historical records for reporting and analysis. If not tracked, sales taxes can be entered during invoice entry. Minimize use of disk space and tailor period-end purging to meet the historical and comparative reporting needs of the company. Minimize use of disk space and tailor period-end purging to meet the historical and comparative reporting needs of the company. Minimize use of disk space by selecting None or include vendor information in the Maintenance Audit Log for research needs. Review the retained information on the Maintenance Audit report. The expired vendor information is purged by the period-end process. Tailor the invoice aging defaults to your policies and procedures. Note: Due Date ages as of the invoice date based on the payment terms. Tailor the aging categories to your policies and procedures. Implementation Planning 243

246 Chapter 7 Accounts Payable Setup Feature Choose whether the system assigns the next available vendor numbers when new vendors are added in Maintain Vendors. (Set Up AP Options, Customize tab) Specify the first vendor number and by how much the new vendor numbers increment as they are automatically assigned in Maintain Vendors. (Set Up AP Options, Customize tab) Print a list of the settings established in Set Up AP Options. (AP Options List) Maintain custom fields to be associated with vendors, specifying: Usage required, optional, or not used Type Date, numeric, alphanumeric or validated. (Set Up Custom Fields) Maintain selectable values for validated vendor custom fields. (Set Up Custom Field Values) For these transaction types: Vouchers Invoices Debit Memo Credit Memo Check Write-Off Bacs (Bank Automated Clearing System) EFT (Electronic Funds Transfer) Other Payment Applications Specify the: Two-letter identification code Numbering interval General Ledger posting journal (Customize Transactions) Purpose Establish numbering ranges for identification of groups. Tailor vendor numbering to your business needs and preferences, and allow room for inserted vendor numbers. Quickly and easily identify the default values and options set for Accounts Receivable. Add up to four types of information for association with accounts for custom sorting and reporting. Require a particular date format in date fields, digits only in numeric fields, and letters and digits only in alphanumeric fields. Simplify and speed up data entry by making these values available on menus, ensuring consistency. Control how many numbers are skipped between the automatically assigned numbers for each transaction type. 244 Implementation Planning

247 Chart Your Requirements Accounts Payable Setup Feature For each batch type: Assign identifying codes Specify the next batch number Select a posting comment. The batch types are: Vouchers Manual Checks System Checks (Customize Batches) Maintain 1099 dividend forms with their applicable box numbers of these types: 1 Ordinary dividends 2a Total capital gain distribution 2b 28% rate gain 2c Unrecap. sec gain 2d Section 1202 gain 3 Nontaxable distributions 4 Federal income tax withheld 5 Investment expense 6 Foreign tax paid 7 Foreign or US possession 8 Cash liquidation distribution 9 Noncash liquidation distribution (Set Up 1099 Boxes) Maintain 1099 interest forms with their applicable box numbers of these types: 1 Interest income 2 Early withdrawal penalty 3 Interest on US savings bonds 4 Federal income tax withheld 5 Investment expenses 6 Foreign tax paid 7 Foreign country or US possession (Set Up 1099 Boxes) Purpose Easily identify transaction types by tailoring the twoletter codes to your business practice. Tailor the batch numbers and posting comments to your business practice. Note: The batch types are predefined. Easily and efficiently comply with 1099 requirements. Easily and efficiently comply with 1099 requirements. Implementation Planning 245

248 Chapter 7 Accounts Payable Setup Feature Maintain 1099 miscellaneous forms with their applicable box numbers of these types: 1 Rent 2 Royalties 3 Prizes, awards, etc. 4 Federal income tax withheld 5 Fishing boat proceeds 6 Medical and health care payments 7 Nonemployee compensation 8 Substitute payments 9 Direct sales 10 Crop insurance proceeds 11 State income tax withheld 12 State/Payer s state number 13a Excess Gold Parachute Payments 13b Gross proceeds to an attorney (Set Up 1099 Boxes) For each 1099 form, specify the box description and choose whether numbers are excluded from the description. (Set Up 1099 Boxes) If integrated with third-party supporting software, allow selection of these payment methods from system menus: Bacs (Bank Automated Clearing System) EFT (Electronic Funds Transfer) Other For each selectable method, allow users to post payment batches or require processing by a third-party system to set the payment processed flag before users can post the batch. (Set Up Payment Methods) Modify the name and description of the payment methods. (Set Up Payment Methods) Purpose Easily and efficiently comply with 1099 requirements. Establish a default 1099 form and 1099 box for each vendor in Maintain Vendors. Note: These defaults can be overridden in Process Vouchers. Accommodate vendor payment method requirements other than the check method, which is the default and does not require third-party software. Only checks are transferred to Cash Management if it is used. Transaction types are: 411 (check) 415 (BACS) 416 (EFT) 417 (Other) Rename and describe the payment methods to reflect your business practices. Renaming them does not change their processing activity or their transaction types. 246 Implementation Planning

249 Chart Your Requirements Accounts Payable Setup Feature For each vendor class specify: A unique class identifier A class description An account for posting Accounts Payable transactions An account for posting write-offs All accounts must be valid accounts in the General Ledger chart of accounts (Maintain Vendor Classes, Main tab) Select the account for posting discounts earned that matches the Terms Discount Method selected in Set Up AP Options. For the Discounts Lost method, select the Discounts Taken account for the vendor class For the Discounts Earned method, select the Discounts Earned account for the vendor class (Maintain Vendor Classes, Main tab) Specify the overriding segment value. (A validated override segment must also be specified in Set Up AP Options.) (Maintain Vendor Classes, Main tab) For each vendor class: Select a valid, active account from the General Ledger chart of accounts for posting purchases. Choose whether to use this account for expense items. Select the default language for the forms provided to this vendor class. Change these values for a vendor in Maintain Vendors, Defaults tab. (Maintain Vendor Classes, Main tab) For each vendor class determine the appropriate information for each custom vendor field. Change these values for a vendor in Maintain Vendors, Main tab. (Maintain Vendor Classes, Vendor Defaults tab) Purpose Use classes to group vendors by useful categories such as by type of goods purchased or by labor versus materials, or to differentiate among various business divisions within the company. The class identifier appears in: Maintain Vendors Maintain Recurring Vouchers Set Up AP Options Process Vouchers Age Vendor Accounts On reports and lists if selected as a report option The maximum write-off amount is specified in Set Up AP Options. Complete setup of the terms discount method for the vendor class. Track account transactions by batch segment overrides for reporting and analysis. Provide a default language and purchase (or expense account) for quicker voucher entry. The segment override for the vendor class applies to this account. The account cannot be an expense account if a general ledger expense account is identified in Maintain Non- Inventory Items in Common Information. The custom field information is used to sort and select data in reports. Implementation Planning 247

250 Chapter 7 Accounts Payable Setup Feature For each vendor class specify the: Default payment bank account (The Print Check option must be selected on the Main tab of Set Up Bank Accounts in Common Information.) Default payment terms for calculating due dates, discount dates, and discount amounts on invoices Payment method Purchase order form for printing purchase orders (Requires Purchase Order integration with Accounts Payable in Set Up PO Options.) Default tolerance code Default 1099 type Default 1099 form (The selectable forms depend on the 1099 type.) Default 1099 box number where payments to this vendor should be printed on the 1099 (The box numbers depend on the 1099 form.) Default currency for invoices Default sales tax schedule used to calculate taxes for invoices, credit memos, and debit memos Default buyer Change these values for a vendor in Maintain Vendors, Defaults tab. (Maintain Vendor Classes, Vendor Defaults tab) Specify the vendor status as: Active for normal processing Deleted for vendors to be removed by a manual purge or period-end processing Inactive to prevent normal processing for vendors and save their information for historical and inquiry purposes Temporary for vendors to be removed by the next purge. (Maintain Vendors, Main tab) Purpose Class defaults simplify and speed up data entry of new vendors. Notes: The payment terms, purchase order layout, and tax schedules are defined in Common Information. Tolerance codes are defined in Purchase Order where Match Receipts to PO or Match Invoice to PO must be selected in Set Up PO Options. The payment method must have the Is Used status in Set Up Payment Methods. The Bacs, EFT, and Other payment methods must be integrated with a third-party vendor if processing is required. The sales tax schedule and 1099 type, form, and boxes must be enabled in Set Up AP Options. The 1099 type, form, and box numbers can be overridden for individual transactions. Determine how each vendor s information is processed and deleted. Notes: Only users with security rights can change vendor status. If the vendor has no open invoices or unapplied payments, the status changes to Deleted during periodend processing 248 Implementation Planning

251 Chart Your Requirements Accounts Payable Setup Feature For each vendor specify: Whether payments to the vendor are placed on hold. If so, invoices cannot be selected for payment and checks cannot be printed for the vendor The number the vendor uses to identify your company. You can find this number on the vendor s invoice The vendor s taxpayer ID. It is used to process 1099s for the vendor The credit that the vendor has extended to you The number used by the vendor to refer to your company The primary and other address information The primary and other contact information (Maintain Vendors, Main tab) Choose Unissued or Open as the default status for new purchase orders. (Unissued requires processing the purchase order through Issue/Print to change the status to Open.) Change this value for a vendor in Maintain Vendors, Defaults tab. (Maintain Vendor Classes, Vendor Defaults tab) Assign a unique identifier and a description to each vendor. (Maintain Vendors, Vendor Defaults tab) Determine the vendor groupings and assign the appropriate class to each vendor. (Maintain Vendors, Vendor Defaults tab) For each vendor specify the default: Item purchased most often from this vendor (optional) Shipping method Shipping zone for the method FOB point Separate checks required for vouchers Address payment is mailed to Address from which purchases are normally made if it is different from the primary vendor address Schedule used for exchange rate conversions between home and natural currencies during voucher entry Control name for electronically submitting 1099s (Maintain Vendors, Vendor Defaults tab) Purpose Provide the vendor-specific information needed for processing vendor-related transactions. Tailor purchase order processing requirements to your business practice. Note: Issue can be required for individual purchase orders by selecting the Require Issue check box in Enter Purchase Orders in the Purchase Order module. Decrease the key strokes needed to access the vendor and clearly identify the vendor. The class can be used to sort or select data on reports. Class defaults simplify and speed up data entry of new vendors. The defaults can be overridden on the vendor level or on each invoice. The defaults simplify and speed up voucher entry. You can add exchange rate schedules in Multicurrency Management. If the exchange rate override is disallowed in Multicurrency Management, you cannot change the default. Check the 1099 IRS guidelines or the 1099 pamphlet on properly constructing the control name. Implementation Planning 249

252 Chapter 7 Accounts Payable Setup Feature Purpose Choose whether to print a comment on each voucher for a vendor, and if so: The text of the comments The guidelines for using them The comment for each vendor (Maintain Vendors, Vendor Defaults tab) Specify how standard purchase orders are generated for this vendor (printed, sent by in HTML or RTF format, or both). (Document Transmittal Configuration) Determine guidelines for increasing item cost by a cost percentage or by a flat amount to reflect purchase costs, and apply a landed cost for each vendor: Freight1 Freight2 HazMat1 HazMat2 LocalTax StateTax (Apply Landed Costs) For each recurring voucher: Select an active vendor Select the invoice number Specify the invoice amount or leave it blank (Maintain Recurring Vouchers) For each recurring voucher: Select the processing cycle Allow or disallow processing of the voucher (active or inactive status) Specify billing start and stop dates or leave blank for unlimited processing Specify the maximum number of vouchers or unlimited vouchers View the last posted voucher on the View/Edit Vouchers window (Maintain Recurring Vouchers, Recurring tab) For each recurring voucher, specify the estimated total billing amount. (It must be greater than or equal to the invoice amount.) (Maintain Recurring Vouchers, Recurring tab) Tailor the method to your business policies and procedures, and to the vendor s preference. Adding landed costs to a vendor s purchase order cost estimates the item s actual cost. Landed costs are automatically calculated when you receive items in a purchase order. Landed costs are defined in Set Up Landed Costs. Landed costs cannot be applied to assembled or buildto-order kits, or to comment only, miscellaneous, service, or expense items. Provide defaults for recurring vouchers, and keep recurring vouchers available for selection to a batch, eliminating repeated re-entry of the voucher. Notes: The selected vendor brings its defaults from Maintain Vendors. If specified, the invoice amount is used to balance the invoice total on the Totals tab. If not specified, invoice totals on the Totals tab equal the sum of the detail lines. Provide defaults for recurring vouchers. The selected vendor brings its defaults from Maintain Vendors. Keep recurring vouchers available for selection to a batch, eliminating repeated re-entry of the voucher. Assigning the processing cycle prevents duplicate vouchers within periods. (These cycles are set up in Common Information.) Enforce a total minimum amount for the invoices generated by the recurring voucher. Note: If the number of vouchers times the invoice amount does not equal the estimated total billing amount, the last voucher will be generated for the amount on the previous voucher. 250 Implementation Planning

253 Chart Your Requirements Accounts Payable Setup Feature For each recurring voucher, accept or edit the default from Maintain Vendors, Defaults tab: The vendor site being remitted to The vendor site where purchases are usually made The vendor contact The vendor class The vendor s remit-to address The vendor s purchase address Whether a 1099 form is required (Maintain Recurring Vouchers, Recurring tab) For each recurring voucher, accept or edit the default from Maintain Vendors, Defaults tab: The bank account from which payments will be made The message printed on the invoice Whether a separate check is printed for each invoice for the voucher The shipping method The FOB point The payment terms (Maintain Recurring Vouchers, Header tab) For each recurring voucher, choose a reason code to identify the reason for its creation. (Maintain Recurring Vouchers, Header tab) For each recurring voucher, select the target company to which the recurring voucher applies. (Maintain Recurring Vouchers, Detail tab) For each item on the recurring voucher, accept or edit the defaults: The item The quantity The account updated by posting the item (must be an active General Ledger account) and reference code The sales tax class The shipping method, FOB point, and freight amount The comment (optional) (Maintain Recurring Vouchers, Detail tab) Purpose Speed up creation of recurring invoices and enforce consistency. Notes: The vendor class determines the General Ledger accounts the invoice posts to. Reason codes are defined in Common Information. Speed up creation of recurring invoices and enforce consistency. Note: The default bank account is defined in Maintain Vendor Classes. The account used must have the Print Check option selected in Common Information. Speed up creation of recurring invoices and enforce consistency. Note: Reason codes are defined in Common Information. Apply the voucher to the company that should bear the charges. Speed up creation of recurring invoices and enforce consistency. Notes: The default account for the item displays. If the item has no account, it defaults from Maintain Vendors. If a currency is selected for the account in General Ledger: The account must use the specified voucher currency. The natural currency of the voucher must be the home currency. Implementation Planning 251

254 Chapter 7 Accounts Payable Setup Feature If integrated with Multicurrency Management, for each recurring voucher, accept or edit from Maintain Vendors, Defaults tab the default: Invoice currency Exchange rate schedule (Currency) Accept or edit the default for the terms discount on each recurring voucher. (Maintain Recurring Vouchers, Totals tab) Purpose Tailor the recurring voucher to the currency and exchange schedule. Specify the desired terms discount method for the recurring voucher. 252 Implementation Planning

255 Chart Your Requirements Accounts Payable Worksheets Vendor Worksheet Print this worksheet to plan the information you want to include for new vendors that you enter into Accounts Payable. After you have finished the worksheet, open Maintain Vendors and enter the applicable information. Vendor Name (Main tab) Vendor Primary Address Vendor Class Street Addr Status Active Inactive Temporary Deleted Hold Payment Yes No Our Customer No. Taxpayer ID Credit Limit City State Postal Code Country Custom Fields Primary Contact Name Title Telephone Ext Fax Ext (Defaults tab) Purchasing Defaults Item Remit To _ Account Purchase From _ Payment Terms Bank Account _ Ship Via Payment Method _ Shipping Zone Language _ FOB Currency _ Separate Check Yes No Exchange Schedule _ Sales Tax Schedule 1099 P.O. Form Type _ Buyer Form _ Tolerance Code Box Control Name Voucher Comment Implementation Planning 253

256 Chapter 7 Vendor Classes Worksheet Print this worksheet to plan the method to distinguish vendors by group. After you have finished the worksheet, open Maintain Vendor Classes to establish the settings. Vendor Class Description (Main tab) GL Accounts Accounts Payable Default Purchases Write Off Discounts Earned Language Region (Vendor Defaults tab) Bank Account Currency _ Payment Terms Sales Tax Schedule _ Payment Method Buyer _ PO Form Tolerance Code 1099 Information Custom Fields Type Form Box _ 254 Implementation Planning

257 Chart Your Requirements Recurring Vouchers Worksheet Print this worksheet to plan for items that occur on a regular basis. Open Maintain Recurring Vouchers to set up the voucher. Vendor Invoice Number Amount (Recurring tab) Processing Amount Cycle _ To Bill Status _ Billing Dates Start Billing Date _ Stop Billing Date _ Number of Vouchers To Generate _ (Header tab) Vendor Remit To _ Purchase From _ Contact _ Class _ Invoice Bank Account _ Separate Check Yes No Reason _ Comment Shipping (enter) Terms (enter) Ship Via _ Payment Terms _ FOB _ (Detail tab) Item Description Quantity UOM Unit Cost Purchase Amt Account tab Freight tab Account _ Ship Via _ Sales tax tab F.O.B. _ Sales Tax Class _ Freight Amount _ Comment tab Comment (Totals tab) Sales Tax _ Terms Discount _ Implementation Planning 255

258 Chapter s Worksheet Print this worksheet to plan your 1099 setup. After you have completed the worksheet, open Set Up 1099 Boxes to establish the settings Form Form Box Box Description Text Only 1 Yes No 2 Yes No 3 Yes No 4 Yes No 5 Yes No 6 Yes No 7 Yes No 8 Yes No 9 Yes No 10 Yes No 11 Yes No 12 Yes No 13 Yes No 256 Implementation Planning

259 Chart Your Requirements AP Options Worksheet (Main tab) Defaults Print this worksheet to plan selections of and modifications to Accounts Payable settings. After you have completed the worksheet, open Set Up AP Options to establish the settings. Fiscal Period Vendor Class Current Fiscal Year Bank Account Current Period Payment Method Sales Tax Schedule Terms Discount Method Discounts earned Discounts lost # of Invoices to Calculate Module Integration Average Duplicate invoice ctrl No Warning Warn for Duplicate Duplicates Not Allowed Allow Private Batches Yes No Issue warning for unapplied payments Yes No Allow Intercompany Yes No Show bank acct balance during payment Yes No selection Track sales tax on purchases Yes No Track 1099 information Yes No Track 1099 information Yes No (General Ledger tab) Account Override Segment Post Transactions to GL Yes No Vendor Class Posting Register (None) Detail Summary Batch Format Account Post in Detail Apply Class Override Apply Batch Override Accts/Reten Payable Yes No Cash Account Yes No Freight Charges Yes No Yes No Yes No Purchases/ Yes No Yes No Yes No Expenses Sales Tax Yes No Yes No Yes No Discounts Earned/ Yes No Yes No Lost Write-Off Yes No Yes No (Data Retention tab) Transactions Maintenance Audit Implementation Planning 257

260 Chapter 7 Voucher Header Months Additions (none) Summary Detail Voucher Detail Months Changes (none) Summary Detail Vendor Payment Months Deletions (none) Summary Detail Vendors without Activity Months Log Retention Months History Number of years to keep vendor purchase history Number of years to keep vendor 1099 history (Customize tab) Aging Automatic Numbering Age Invoices From Invoice Date Due Date Vendor Numbers Y N Age Invoices By Days Months Step By Number Age Unapplied Transactions Yes No Next Number Categories Category 1 Category 2 Category 3 Category Implementation Planning

261 Chart Your Requirements Custom Fields Worksheet Print this worksheet to plan the fields you would like to add to en entity. You establish Custom Fields in Set Up AP Options. Note: You can establish more than the four definitions listed here. Entity Type Field 1 Usage Title Data type Validated Required/Not used/ Optional Validated/ Date/ Numeric/ Alphanumeric Yes No Field 2 Required/Not used/ Optional Validated/ Date/ Numeric/ Alphanumeric Yes No Field 3 Required/Not used/ Optional Validated/ Date/ Numeric/ Alphanumeric Yes No Field 4 Required/Not used/ Optional Validated/ Date/ Numeric/ Alphanumeric Yes No Entity Type Field 1 Usage Title Data type Validated Required/Not used/ Optional Validated/ Date/ Numeric/ Alphanumeric Yes No Field 2 Required/Not used/ Optional Validated/ Date/ Numeric/ Alphanumeric Yes No Field 3 Required/Not used/ Optional Validated/ Date/ Numeric/ Alphanumeric Yes No Field 4 Required/Not used/ Optional Validated/ Date/ Numeric/ Alphanumeric Yes No Entity Type Field 1 Usage Title Data type Validated Required/Not used/ Optional Validated/ Date/ Numeric/ Alphanumeric Yes No Field 2 Required/Not used/ Optional Validated/ Date/ Numeric/ Alphanumeric Yes No Field 3 Required/Not used/ Optional Validated/ Date/ Numeric/ Alphanumeric Yes No Field 4 Required/Not used/ Optional Validated/ Date/ Numeric/ Alphanumeric Yes No Implementation Planning 259

262 Chapter Boxes Worksheet Print this worksheet to plan your 1099 box setup. After you have completed the worksheet, open Set Up 1099 Boxes to establish the settings. Form (select one) Dividend / Interest / Misc Form Box (select a 1099 box number based on the form selected) Box Description Text Only Yes No (select to display only text in the box description) 260 Implementation Planning

263 Chart Your Requirements Custom Field Values Worksheet Print this worksheet to plan the use and content of validated custom fields available with a specific entity type. You establish custom fields in Set Up Custom Fields. Entity Type Custom Field Value (enter) Value 1 Value 2 Value 3 Value 4 Entity Type Custom Field Value (enter) Value 1 Value 2 Value 3 Value 4 Entity Type Custom Field Value (enter) Value 1 Value 2 Value 3 Value 4 Entity Type Custom Field Value (enter) Value 1 Value 2 Value 3 Value 4 Implementation Planning 261

264 Chapter 7 Vendor Addresses Worksheet Print this worksheet to enter additional addresses for vendors. After you have finished the worksheet, open Maintain Vendors, select the appropriate vendor, and select Other Addresses. Address Name (Main tab) Address Contact Name _ Title Phone _ Ext. Fax _ Ext City Postal Code State Country (Defaults tab) Sales Tax Schedule Language N/A_ Banks Name Account Name Account No Shipping Ship Via Shipping Zone N/A Routing No F.O.B. 262 Implementation Planning

265 Chart Your Requirements Payment Methods Worksheet Print this worksheet to plan the payment methods you want to access as an option in Maintain Vendors and Maintain Vendor Classes. After you have finished the worksheet, open Set Up Payment Methods. Is Used? Payment Method Payment Method ID Description Require Processing (enter new ID if desired) (enter new description if desired) Yes Yes Check Yes Yes Yes No EFT Yes No Yes No BACS Yes No Yes No Other Yes No Implementation Planning 263

266 Chapter 7 Cash Management Setup Setup Features Review the Assisted Company Setup Help and this setup information to begin preparing for Cash Management setup. Then use the worksheets in Cash Management Worksheets on page 266 to record your plans. Cash Management Setup Feature Select the current fiscal year and period. This date defaults based on the current General Ledger year. (Set Up CM Options, Main tab) Enable users to create batches that only they and those with security rights can view and process. (Set Up CM Options) Choose to post transactions as separate line items to the General Ledger cash account or to post them by summary amount. (Set Up CM Options) Choose to post transactions as separate line items to the general ledger offset account or to post them by summary amount. (Set Up CM Options) Set the default number of years to retain bank account information. The system default is 5 years. (Set Up CM Options) Set the default number of months to retain bank transaction information. The system default is 24 months. (Set Up CM Options) Set the default number of months to retain bank statement information. The system default is 24 months. (Set Up CM Options) Choose to automatically update General Ledger when transactions are posted or to use the General Ledger Posting Register to manually post information to another general ledger system. (Set Up CM Options) Select how the GL Posting Register is formatted when printed (Detail, Summary, None). (Set Up CM Options) Purpose Process Cash Management transactions in any period without affecting work in General Ledger. Results in a warning message when posting to a future period. Allow users to prevent batch processing when the need to verify or revise information is expected, and limit access to batches with confidential information. Tailor postings to the general ledger cash account to your business policies and procedures. Tailor postings to the general ledger offset account to your business policies and procedures. Minimize use of disk space and tailor period-end purging to meet the historical and comparative reporting needs of the company. Minimize use of disk space and tailor period-end purging to meet the historical and comparative reporting needs of the company. Minimize use of disk space and tailor period-end purging to meet the historical and comparative reporting needs of the company. Tailor posting to General Ledger to your business policies and procedures, and to use of another general ledger system if necessary. Tailor how information posted to the General Ledger is printed. 264 Implementation Planning

267 Chart Your Requirements Cash Management Setup Feature For these transaction types: CM-Check CM-Deposit CM-Withdrawal CM-Transfer From CM-Transfer To CM-Bank Charge CM-Interest Earned CM-Misc. Credit CM-Misc. Debit CM-Beg Balance Custom types you create Specify the: Two-letter identification code General Ledger posting journal Number of the next created transaction For custom types, also specify the: Decrease or increase effect on cash (Customize CM Transactions) For each batch type: Assign identifying codes Specify the next batch number Select a posting comment. The batch types are: CM Bank Transactions CM Deposits CM Bank Reconciliation (Customize Batches) Group the contents of the daily and periodic Cash Flow Projections reports into sections, assigning transactions to each section by entering: A date A description A bank account An amount in the home currency. (Maintain Future Cash Flows) Purpose Tailor the transaction type identification, journal identification, and starting number to your business practices, and maintain additional custom transaction types as needed. Note: Enter an offset account for custom transaction types in Set Up Bank Accounts in Common Information. Easily identify transaction types by tailoring the twoletter codes to your business practice. Tailor the batch numbers and posting comments to your business practice. Note: The batch types are predefined. Tailor the cash flow projection reports to your business practices. Note: Bank accounts not selected on this window are included in the Unassigned section of the report. Implementation Planning 265

268 Chapter 7 Cash Management Worksheets CM Options Worksheet Print this worksheet to plan selections of and modifications to Cash Management settings. After you have completed the worksheet, open Set Up CM Options to establish the settings. Current Fiscal Year History Retention Current Period Bank Account (Years) Yes No Bank Transaction (Months) Allow Private Batches Bank Statements (Months) Post in Detail To Yes No GL Cash Account Post GL Transactions GL Offset Account Posting Register Format None Summary Detail 266 Implementation Planning

269 Chart Your Requirements Multicurrency Management Setup Setup Features Review the Assisted Company Setup Help and this setup information to begin preparing for Multicurrency Management setup. Then use the worksheets in Multicurrency Worksheets on page 272 to record your plans. Multicurrency Management Setup Feature Select the current fiscal year and period. This date defaults based on the current General Ledger year. (Set Up MC Options) Set the default number of months to retain exchange rates information. The system default is 24 months. (Set Up MC Options) Integrate Multicurrency Management with General Ledger. (Set Up MC Options) Integrate Multicurrency Management with Accounts Receivable. (Set Up MC Options) Integrate Multicurrency Management with Accounts Payable. (Set Up MC Options) Integrate Multicurrency Management with Cash Management. (Set Up MC Options) Integrate Multicurrency Management with Sales Order. (Set Up MC Options) Integrate Multicurrency Management with Purchase Order. (Set Up MC Options) Choose to post one summarized posting per batch to the Realized Gain or Loss account or to post separate entries for applications such as payments, debit memos, and credit memos to an Accounts Receivable invoice or an Accounts Payable voucher. (Set Up MC Options) Purpose Process Multicurrency Management transactions in any period without affecting work in General Ledger. Results in a warning message when posting to a future period. Minimize use of disk space and tailor period-end purging to meet the historical and analytical reporting needs of the company. Activate Multicurrency Management features in General Ledger, such as the ability to make journal entries in multiple currencies. Activate Multicurrency Management features in Accounts Receivable, such as the ability to enter invoices, payments, or cash receipts in multiple currencies. Activate Multicurrency Management features in Accounts Payable, such as the ability to enter vouchers or checks in multiple currencies. Activate Multicurrency Management features in Cash Management, such as the ability to enter banking transactions in multiple currencies. Activate Multicurrency Management features in Sales Order processing, such as the ability to enter quotes and sales orders in multiple currencies. Activate Multicurrency Management features in Purchase Order, such as the ability to enter purchase orders in multiple currencies. Tailor posting method to the need for traceability. Implementation Planning 267

270 Chapter 7 Multicurrency Management Setup Feature Choose to post one summarized posting per batch to the Unrealized Gain or Loss account or to post separate entries for applications such as payments, debit memos, and credit memos to each revalued Accounts Receivable invoice or an Accounts Payable voucher. (Set Up MC Options) Choose whether to allow users to override the predetermined exchange rate during transaction process or entry tasks. (Set Up MC Options) Choose whether to allow the system to derive exchange rates between natural currencies in a transaction if an exchange rate between them does not exist in the specified schedule. (Maintain Exchange Rates) Choose how Accounts Payable vouchers are revalued (Detail, Summary or None). (Set Up MC Options) Assign the exchange rate schedule for the Accounts Payable revaluation process. It cannot be a customer- or vendor-specific schedule. (Set Up MC Options) Choose how Accounts Receivable invoices are revalued (Detail, Summary or None). (Set Up MC Options) Assign the exchange rate schedule for the Accounts Receivable revaluation process. It cannot be a customer- or vendor-specific schedule. (Set Up MC Options) Assign the exchange rate schedule for the General Ledger revaluation process. It cannot be a customer- or vendor-specific schedule. (Set Up MC Options) Assign the default exchange rate schedule used in Accounts Payable to retrieve the current (spot) exchange rate. (Set Up MC Options) Purpose Tailor posting method to the need for traceability. Allow users to change the exchange rate for the transaction or ensure it remains the original rate for the specified exchange rate schedule. Note: This override primarily affects processing in other modules, such as Accounts Payable voucher entry or Accounts Receivable invoice entry. Note: If this option is not enabled and no exchange rate exists between two currencies in a transaction, the system returns an exchange rate of 0, which must be manually corrected. Select the appropriate revaluation method for the company. Note: The Detail method uses the Accounts Payable revaluation process. The Summary method uses the General Ledger revaluation process with accounts defined in Maintain Vendor Classes. Tailor revaluation processing to your business practices. Select the appropriate revaluation method for the company. Note: The Detail method uses the Accounts Receivable revaluation process. The Summary method uses the General Ledger revaluation process with accounts defined in Maintain Vendor Classes. Tailor revaluation processing to your business practices. Tailor revaluation processing to your business practices. Tailor exchange schedule processing to your business practices. 268 Implementation Planning

271 Chart Your Requirements Multicurrency Management Setup Feature Assign the default exchange rate schedule used in Accounts Receivable to retrieve the current (spot) exchange rate. (Set Up MC Options) Assign the default exchange rate schedule used in Cash Management to retrieve the current (spot) exchange rate. (Set Up MC Options) Assign the default exchange rate schedule used in General Ledger to retrieve the current (spot) exchange rate. (Set Up MC Options) Select how the GL Posting Register is formatted when printed (Detail, Summary, None). (Set Up MC Options) For each batch type: Assign identifying codes Specify the next batch number Select a posting comment. The batch types are: GL Revaluation AP Revaluation AR Revaluation Revaluation Reversal (Customize Batches) Provide a name and description for each currency. (Set Up Currencies) Activate the currency for use by modules with Multicurrency Management features. (Set Up Currencies) For each currency choose the: Currency symbol (character or characters that represent the currency) Currency symbol position (before or after the currency amount) Group character used to separate groups of whole numbers The number of digits in each group Decimal character used to separate whole and fractional numbers The number of digits allowed to the right of the decimal symbol (1,2, or 3) (Set Up Currencies, Main tab) Purpose Tailor exchange schedule processing to your business practices. Tailor exchange schedule processing to your business practices. Tailor exchange schedule processing to your business practices. Tailor how information posted to the General Ledger is printed. Easily identify transaction types by tailoring the twoletter codes to your business practice. Tailor the batch numbers and posting comments to your business practice. Note: The batch types are predefined. Easily identify each currency. Activate each currency. For example, a comma (,) group separator with the Number of Digits in Group set to 3, produces a comma inserted between every three digits, as in $1,000, For example, if a point (.) is the decimal symbol, fractional numbers appear to the right of the point, as in the value $ Implementation Planning 269

272 Chapter 7 Multicurrency Management Setup Feature Select a valid account in the General Ledger chart of accounts to use for recording favorable fluctuations in natural currency values. (Set Up Currencies, Accounts tab) Select a valid account in the General Ledger chart of accounts to use for recording unfavorable fluctuations in natural currency values. (Set Up Currencies, Accounts tab) Select a valid account in the General Ledger chart of accounts to use for recording favorable fluctuations in natural currency values. To run consolidations select an account in an equity account group. (Set Up Currencies, Accounts tab) Select a valid account in the General Ledger chart of accounts to use for recording unfavorable fluctuations in natural currency values. To run consolidations select an account in an equity account group. (Set Up Currencies, Accounts tab) Select a valid account in the General Ledger chart of accounts to use for recording favorable fluctuations in natural currency values. (Set Up Currencies, Accounts tab) Select a valid account in the General Ledger chart of accounts to use for recording unfavorable fluctuations in natural currency values. (Set Up Currencies, Accounts tab) Select a valid account in the General Ledger chart of accounts to use for recording favorable fluctuations in natural currency values. (Set Up Currencies, Accounts tab) Select a valid account in the General Ledger chart of accounts to use for recording unfavorable fluctuations in natural currency values. (Set Up Currencies, Accounts tab) Create an exchange schedule: Generic (name only) Company-specific (name, company) Customer-specific (name, customer) Vendor-specific (name, vendor). (Maintain Exchange Rates) Purpose Realized gain is calculated when processing Accounts Receivable cash receipts or Accounts Payable payments. Realized loss is calculated when processing Accounts Receivable cash receipts or Accounts Payable payments. Unrealized gain is calculated when revaluing open Accounts Receivable or Accounts Payable transactions, and when translating currencies for balance sheet and income statement consolidations. Unrealized loss is calculated when revaluing open Accounts Receivable or Accounts Payable transactions, and when translating currencies for balance sheet and income statement consolidations. The system calculates revaluation gain during the General Ledger revaluation process. The system calculates revaluation loss during the General Ledger revaluation process. The system calculates translation gain during the General Ledger revaluation process. The system calculates translation loss during the General Ledger revaluation process. Establish how the schedule can be used (by all companies, customers, and vendors, or limited to use by an identified company, customer, or vendor.) 270 Implementation Planning

273 Chart Your Requirements Multicurrency Management Setup Feature For each exchange schedule select a source currency and target currencies. (Maintain Exchange Rates) Enter exchange rates between each source and target currency. (Maintain Exchange Rates) For customer- and vendor-specific exchange schedules specify expiration dates. (Maintain Exchange Rates) Purpose Provide for all the currency exchanges that will be needed. Establish the rates to use. Note: Accurate consolidation processing requires company-specific exchange rates for the consolidation company. Require review of customer- and vendor-specific schedules. Note: Expiration dates are optional. Implementation Planning 271

274 Chapter 7 Multicurrency Worksheets Multicurrency Options Worksheet Print this worksheet to plan selections of and modifications to Multicurrency Management settings. After you have completed the worksheet, open Set Up Multicurrency Options to establish the settings. Revaluation Current fiscal year _ AP Method Current Period _ AP Exch Schedule Exchange rates retention AR Method AR Exch Schedule Use Multicurrency In GL Exch Schedule General Ledger Yes No Accounts Receivable Yes No Exchange Schedules Accounts Payable Yes No Spot (Buy) Cash Management Yes No Spot (Sell) Inventory Yes No Cash Management Sales Order Yes No Journal Entry Purchase Order Yes No GL Posting Register Form Post In Detail To Realized Gain/Loss Yes No Post In Detail To Unrealized Gain/Loss Yes No Allow Exchange Rate Overrides Yes No Derive Cross Rates Yes No 272 Implementation Planning

275 Chart Your Requirements Currencies Worksheet Print this worksheet to plan the currencies to use within transactions. After you have completed the worksheet, open Set Up Currencies to establish the settings. (Main tab) Currency Description Use Currency Yes No Currency Symbol Symbol Position After Before Group Symbol Number of Digits in Group Decimal Symbol _ Number of Digits after Decimal (Accounts tab) General Ledger Accounts Realized Gain Revaluation Gain Realized Loss Revaluation Loss Unrealized Gain _ Translation Gain Unrealized Loss _ Translation Loss Implementation Planning 273

276 Chapter 7 Exchange Rates Worksheet Print this worksheet to plan the exchange rates used within multicurrency transactions. After you have finished the worksheet, open Maintain Exchange Rates and add the schedules, source and target currencies, and exchange rates. Schedule Generic Customer Vendor Schedule Company Specific: Yes / No Customer or Vendor Customer or Vendor Address Source Currency Target Currencies Source Target Rate (Source to Target) Effective Date Rate (Target to Source) Expiration Date Target Rate (Source to Target) Effective Date Rate (Target to Source) Expiration Date Target Rate (Source to Target) Effective Date Rate (Target to Source) Expiration Date Source Currency Target Currencies Source Target Rate (Source to Target) Effective Date Rate (Target to Source) Expiration Date 274 Implementation Planning

277 Chart Your Requirements Target Rate (Source to Target) Effective Date Rate (Target to Source) Expiration Date Target Rate (Source to Target) Effective Date Rate (Target to Source) Expiration Date Source Currency Target Currencies Source Target Rate (Source to Target) Effective Date Rate (Target to Source) Expiration Date Target Rate (Source to Target) Effective Date Rate (Target to Source) Expiration Date Target Rate (Source to Target) Effective Date Rate (Target to Source) Expiration Date Implementation Planning 275

278 Chapter 7 Advanced Consolidations Setup Setup Features Review the Assisted Company Setup Help and this setup information to begin preparing for Advanced Consolidations setup. Then use the worksheets in Advanced Consolidations Worksheets on page 278 to record your plans. Advanced Consolidations Setup Feature Set the default financial data type in General Ledger by choosing the currency exchange schedules for the balance sheet and income statement. (Set Up AC Options) Select the revaluation currency exchange schedule used at period-end to calculate currency translation gains and losses for the financial data type. (Set Up AC Options) Set the default budget data type in General Ledger by choosing the currency exchange schedules for the balance sheet and income statement. (Set Up AC Options) Select the revaluation currency exchange schedule used at period-end to calculate currency translation gains and losses for the budget data type. (Set Up AC Options) Select the default General Ledger balance sheet currency translation method for Maintain Natural Accounts. (Set Up AC Options) Select the default General Ledger income statement currency translation method for Maintain Natural Accounts. (Set Up AC Options) Select the default elimination variance natural account used in Maintain Elimination Groups for the consolidation company. (Set Up AC Options) Establish a new password for accessing Advanced Consolidations. (Change Advanced Consolidations Login) Choose whether to require use of the Advanced Consolidations password. (Change Advanced Consolidations Login) Purpose Simplify and speed up creation of accounts in Maintain Natural Accounts in General Ledger by providing consolidation defaults. Allows the currency translation process to generate consolidated financial statements and handle the varying exchange rates used during the fiscal period. Simplify and speed up creation of accounts in Maintain Natural Accounts in General Ledger by providing consolidation defaults. Allows the currency translation process to generate consolidated financial statements and handle the varying exchange rates used during the fiscal period. Simplify and speed up creation of accounts in Maintain Natural Accounts in General Ledger by providing consolidation defaults. Simplify and speed up creation of accounts in Maintain Natural Accounts in General Ledger by providing consolidation defaults. Identify the elimination accounts used in consolidations. These accounts are typically Income and Expense accounts. Keep access to Advanced Consolidations processing limited to the currently authorized users. Tailor enforcement of the password to your business practices. 276 Implementation Planning

279 Chart Your Requirements Advanced Consolidations Setup Feature Provide a name and description for each elimination group. (Maintain Elimination Groups) For each elimination group choose the natural account segment used as the clearing account to which eliminating entries are posted during elimination processing. (Maintain Elimination Groups) Select and describe a debit natural account and a credit natural account for each elimination group. (Maintain Elimination Groups) Provide a name and description for each rollup. (Maintain Rollups, Main tab) Identify for each rollup: A controlling consolidation company Its subsidiary companies (Maintain Rollups, Main tab) Provide a name and description for each consolidation. (Maintain Consolidations) For each consolidation select: A rollup A reporting currency Whether to include financial or budget data types or both The specific budget types to include (Maintain Consolidations) Purpose Easily identify each elimination group. Note: Define inter-company elimination accounts in General Ledger on the Consolidation tab of Maintain Natural Accounts before creating elimination groups. Verify whether the debit and credit natural account balances grouped with this natural account offset one another, and sum any difference in this natural account. Group elimination accounts for comparison and offset posting so the related elimination accounts properly offset each other. Note: Elimination matching requires debit and credit natural accounts with the same currency translation method and financial and budget currency exchange schedules. Easily identify each rollup. Create a hierarchical structure for generating consolidated financial statements. Note: The account segments specified in Maintain Account Segments in General Ledger are used to identify the companies. Easily identify each consolidation. Note: The current company must be a consolidation company to access Maintain Consolidations. Maintain consolidation information for use by Process Advanced Consolidations. Note: The current company must be a consolidation company to access Maintain Consolidations. Implementation Planning 277

280 Chapter 7 Advanced Consolidations Worksheets Options Worksheet Print this worksheet to plan information associated with advanced consolidations options. After you have completed the worksheet, open Set Up AC Options to enter the information. Financial Currency Exchange Schedules Balance Sheet Accts Default Income Statement Accts Default Period End Revaluation Balance Sheet History Profit & Loss Balance Sheet History Profit & Loss Balance Sheet History Profit & Loss Budget Currency Exchange Schedules Balance Sheet Accts Default Income Statement Accts Default Period End Revaluation Balance Sheet History Profit & Loss Balance Sheet History Profit & Loss Balance Sheet History Profit & Loss Currency Translation Methods Balance Sheets Accts Default Income Statement Accts Default Ending Balance Net Activity Ending Balance Net Activity Natural Account Elimination Variance 278 Implementation Planning

281 Chart Your Requirements Consolidations Worksheet Print this worksheet to plan information associated with creating consolidations. Open Maintain Consolidations to enter the information. Consolidation Description Rollup Reporting Currency Data Types Financial Yes No Budget Yes No Selected Budgets Consolidation Description Rollup Reporting Currency Data Types Financial Yes No Budget Yes No Selected Budgets Consolidation Description Rollup Reporting Currency Data Types Financial Yes No Budget Yes No Selected Budgets Implementation Planning 279

282 Chapter 7 Rollups Worksheet Print this worksheet to plan information associated with creating rollups. After you have completed the worksheet, open Maintain Rollups to enter the information. Rollup Description (Main tab) Controlling Companies Selection Controlling (Consolidation) Company Subsidiary Companies Selection Subsidiary Company Subsidiary Company Subsidiary Company Subsidiary Company Subsidiary Company Subsidiary Company Subsidiary Company Subsidiary Company Subsidiary Company Subsidiary Company Subsidiary Company Subsidiary Company Subsidiary Company Subsidiary Company 280 Implementation Planning

283 Chart Your Requirements Elimination Groups Worksheet Print this worksheet to plan information associated with creating elimination groups. After you complete the worksheet, open Maintain Elimination Groups to enter the information. Elimination Group Description Natural Account _ Elimination Natural Accounts Elimination Description Natural Account Number Natural Account Number Natural Account Number Natural Account Number Offset Natural Accounts Offset Description Natural Account Number Natural Account Number Natural Account Number Natural Account Number Implementation Planning 281

284 Chapter 7 Sales Order Setup Setup Features Sales Order Setup Feature Review the Assisted Company Setup Help and this setup information to begin preparing for Sales Order setup. Then use the worksheets in Sales Order Worksheets on page 291 to record your plans. Purpose Displays the current fiscal year and period. This date is set in Accounts Receivable in Set Up AR Options. (Set Up SO Options, Main tab) Enable users to create batches that only they and those with security rights can view and process. (Set Up SO Options, Main tab) Enable only users who created sales orders, quotes, or blanket orders to modify the documents. (Set Up SO Options, Main tab) Retain record of sales order numbers that are deleted during sales order entry or purge. (Set Up SO Options, Main tab) Require identification of sales sources on sales orders. You can maintain sources in Set Up Sources. (Set Up SO Options, Main tab) Enable the Next Number (#) button to assign the next available number to any sales order, regardless of whether it is a standard or a blanket sales order. If not checked, blanket orders have their own series of control numbers. (Set Up SO Options, Main tab) Assign sales orders the same sales order number as the blanket sales order from which it was generated, with a release number. (Set Up SO Options, Main tab) Have the system create a change order whenever you change the financial information on a sales order. (Set Up SO Options, Main tab) Integrate Sales Order with Inventory Management. (Set Up SO Options, Main tab) Results in a warning message when posting to a future period and an error if attempting to post to a period prior to current period. Allow users to prevent batch processing when the need to verify or revise information is expected, and limit access to batches with confidential information. Allow users to prevent document processing when the need to verify or revise information is expected, and limit access to documents with confidential information to user who created it. Track sales order numbers for troubleshooting, audit trail, and research. Make analysis of marketing results easier and available for future marketing decisions. Ensure that each sales order has a unique number. If you do not select this option, a standard sales order could be assigned the same sales order number as a blanket sales order. Easily identify the standard sales orders generated from a blanket sales order, and distinguish between the standard sales orders. Provides a process for storing all versions of a sales order. Allows use of customer/item cross-referencing, and item pricing, availability, and substitutions during sales order entry. 282 Implementation Planning

285 Chart Your Requirements Sales Order Setup Feature Commit inventory items during sales order line entry. Note: If you select Exclude Quantity on Sales Order in Set Up IM Options, the quantity available will reflect the quantity on the sales order. (Set Up SO Options, Main tab) Integrate Sales Order with Purchase Order. (Set Up SO Options, Main tab) Perform credit checking on all sales orders. Orders that fail the check must be saved in a hold status unless the user has security privilege to override the credit hold. (Set Up SO Options, Main tab) Add the on-sales-order amount to the customer s outstanding balance during the credit check. (Set Up SO Options, Main tab) Set an amount by which the customer can exceed its credit limit before a warning is issued during sales order entry. (Set Up SO Options, Main tab) Select the business form to use for printing sales order acknowledgements. (Set Up SO Options, Main tab) Select the form to use for printing customer quotes. (Set Up SO Options, Main tab) Select the form to use for printing bills of lading. (Set Up SO Options, Main tab) Select the Transfer Packing List form for printing transfer packing lists. (Set Up SO Options, Main tab) Displays whether General Ledger is automatically updated when transactions are posted or whether users must manually post information to the General Ledger Posting Register. This is set in Accounts Receivable in Set Up AR Options. (Set Up SO Options, General Ledger tab) Displays the account override segment defined in Accounts Receivable in Set Up AR Options. (Set Up SO Options, General Ledger tab) Select how the GL Posting Register is formatted when printed (Detail, Summary, None). (Set Up SO Options, General Ledger tab) Purpose Committing during sales order line entry increases the quantity on sales order as each line is entered on the sales order. Otherwise, the quantity on sales order is increased when the entire sales order is saved. This option is available only if Sales Order is integrated with Inventory Management. Allows shipment of unissued purchase orders for sales orders that are being drop shipped. Prevent creation of a sales order when a customer has exceeded its credit limit. Prevent creation of a sales order when the sales order being entered will put a customer s balance over its credit limit. Provide a buffer above customer credit limits. Default form for printing sales order acknowledgements. Default form for printing customer quotes. Default form for printing bills of lading. Default form for printing transfer packing lists. Tailor General Ledger posting to fit your business policies and procedures, and to use of another general ledger system if necessary. Identify the account override segment selected for use in Sales Order. Tailor how information posted to the General Ledger is printed. Implementation Planning 283

286 Chapter 7 Sales Order Setup Feature Select the General Ledger account to use as a sales order clearing account. (Set Up SO Options, General Ledger tab) Select the General Ledger account to use for restocking charges. (Set Up SO Options, General Ledger tab) Select the General Ledger account to use when you invoice drop shipments. (Set Up SO Options, General Ledger tab) Displays the sales clearing and drop ship account posting options specified in Set Up AR Options. (Set Up SO Options, General Ledger tab) Allow more than one sales order on a single shipment. (Set Up SO Options, Other tab) Determines whether manual entry of picked quantities for each sales order will be required. (Set Up SO Options, Other tab) Set the default number of months to retain sales order information. The system default is 24 months. (Set Up SO Options, Other tab) Set the default number of months to retain shipment information. The system default is 24 months. (Set Up SO Options, Other tab) Set the default number of months to retain quote information. The system default is 24 months. (Set Up SO Options, Other tab) Set the default number of years to retain sales analysis information. The system default is 5 years. (Set Up SO Options, Other tab) Default all special items to drop shipping in sales order entry. (Set Up SO Options, Other tab) Select the cost method to use for drop shipped items. You must have Inventory Management to enable this field. (Set Up SO Options, Other tab) Enter the average lead time to use for drop shipped items. (Set Up SO Options, Other tab) Purpose Identify the account to be credited for the amount of goods relieved in sales order shipments and to be debited when the goods are invoiced. The sales clearing account is debited with the cost of goods sold during shipment posting. The inventory account is credited. A line on the resulting credit memo is created during return processing for each item with a restocking charge. This account controls the GL posting. If you have Purchase Order, any change to the drop ship account that is made in Sales Order is reflected in Purchase Order. If you change this account in Purchase Order, the change also occurs in Sales Order. Identify the account posting options selected for use in Sales Order. Consolidate shipments to customers. Forces pickers to enter actual quantity picked. Otherwise, picked quantities default to the quantity ordered that is specified when the pick list is created. Tailor period-end purging to meet the historical and comparative reporting needs of the company. Tailor period-end purging to meet the historical and comparative reporting needs of the company. Tailor period-end purging to meet the historical and comparative reporting needs of the company. Minimize use of disk space and tailor period-end purging to meet the historical and comparative reporting needs of the company. Automate use of drop shipping for special items. Automate cost of goods sold for dropped shipped items. This value is used to calculate shipping dates for dropship items on sales orders. 284 Implementation Planning

287 Chart Your Requirements Sales Order Setup Feature Specify a character to indicate a change order number. (Set Up SO Options, Other tab) Specify a character to indicate release numbers on sales orders generated from blanket orders. (Set Up SO Options, Other tab) Specify the default warehouse for sales orders. This warehouse is used when the customer does not have a default warehouse. (Set Up SO Options, Other tab) Select the default tax class to be associated with restocking charges for customer returns. (Set Up SO Options, Other tab) Allow drop shipped goods to be returned to the distributor. (Set Up SO Options, Returns tab) Requite a warning when lot controlled inventory is returned. (Set Up SO Options, Returns tab) Allow returns of discontinued items, in addition to return of active items. Note: Items with Deleted or inactive status may never be returned. (Set Up SO Options, Returns tab) Require valid lot numbers for returned inventory during Customer Returns entry. (Valid lot numbers are lot numbers that currently exist in the system.) (Set Up SO Options, Returns tab) Require valid serial numbers for returned inventory during Customer Returns entry. (Valid serial numbers already exist in the system and are in an unavailable status.) (Set Up SO Options, Returns tab) Only allow returns linked to prior shipments to be entered. If not checked, users can return stock without reference to a prior sale. (Set Up SO Options, Returns tab) Require Return Material Authorizations (RMAs) to process customer returns. If not required, customer returns of lesser value than the RMA threshold amount specified on this tab are allowed without an RMA. (Set Up SO Options, Returns tab) Purpose Identify change orders with a code. Changing it does not affect existing sale orders or change orders. Identify release numbers with a code. Changing it does not affect existing sale orders or change orders. Speed up data entry by providing a default warehouse. The tax class is used in conjunction with the sales tax codes to determine taxability and the tax rate for restocking charges on customer returns. Enables the Customer Returns and Return Material Authorization processes to accept drop ship returns. Control the acceptance of expired goods during the return process. Control the acceptance of discontinued goods during the return process. Prevent the return of inventory that was not purchased by the company according to system records. Do not select this option to accept the return of inventory with lot numbers not previously recorded in the system. Prevent the return of inventory that was not purchased by the company according to system records. Do not select this option to accept the return of inventory with serial numbers not previously recorded in the system. Prevent the return of inventory that is not associated with a sale. Accumulate information on the sales orders involved in returns. Prevent the return of inventory that is not associated with an RMA. If RMAs are not required, an RMA is never required to process a customer return. Implementation Planning 285

288 Chapter 7 Sales Order Setup Feature Specify the dollar amount above which an RMA is required. (Set Up SO Options, Returns tab) Specify the average number of days before the Return Authorization expires and is no longer effective. This number is added to the date the RMA is created to determine its expiration date. (Set Up SO Options, Returns tab) Choose to credit the customer s account for the freight charges of the original shipment when goods are returned. Applies only to returns tied to prior shipments. (Set Up SO Options, Returns tab) Choose to charge back to the salesperson the commission paid for the original sale when the goods are returned. Link the RMA or return line to the sales order. (Set Up SO Options, Returns tab) Maintain custom fields to be associated with sales orders and sales order lines, RMA, RMA lines, and customer returns, specifying: Usage required, optional, or not used Type Date, numeric, alphanumeric or validated (Set Up Custom Fields) Maintain selectable values for validated sales orders and sales order line custom fields. (Set Up Custom Field Values) For these transaction types: SO-Standard SO-Blanket CO-SO Change Order Shipment (to Customer) RT-Return Goods Shipment (to Warehouse) Transit Warehouse Transfer In PL-Packing List BL-Bill of Lading SO-Quote Custom types you create Specify the: Two-letter identification code General Ledger posting journal Number of the next created transaction (Customize Transactions) Purpose Allows returns of value equal to or lesser than the specified dollar amount to be processed without RMAs. The customer must return the goods within the effective period or obtain a new RMA to return the goods. Credit customer freight charges incurred for returned stock from original shipment. Reverses commissions paid to the salesperson on returned goods to the company. Add to sales orders and sales order lines up to four types of information for sorting and reporting. These fields are used in Maintain Blanket Sales Orders, Enter Quotes, Enter Sales Orders, View Change Orders. Simplify, ensure consistency, and increase data entry speed by providing these values on menus. Tailor the transaction type identification, journal identification, and starting number to your business practices, and maintain additional custom transaction types as needed. Note: The transaction types are predefined. You may not add or delete transaction types. 286 Implementation Planning

289 Chart Your Requirements Sales Order Setup Feature For each batch type: Assign identifying codes Specify the next batch number Select a posting comment The batch types are: Process Shipments Process Customer Returns (Customize Batches) Create source codes comprising an alphanumeric identifier and a textual description. (Set Up Sources) Enter a number for the new sales order, quote, or blanket order, or let the system assign the next available number. (Maintain Blanket Sales Orders) Select the customer (with active or temporary status) for the blanket order. If the customer is on hold and you do not have security privilege, you will be prompted for authorization information before you can continue. (Maintain Blanket Sales Orders) Update blanket sales order status to Open from Incomplete. (Maintain Blanket Sales Orders, Header tab) Enter the maximum amount for the sales order and the maximum number of associated sales orders. A zero amount allows an unlimited sales order amount to be generated. (Set Up Blanket) Record contract information: select Contract and enter the contract dates and reference number. (Set Up Blanket) Identify the customer, contact, the customer s purchase order number, the source code for the sale, and the customer s class designation. (Maintain Blanket Sales Orders, Header tab) Enter and maintain the bill-to address for the blanket order. (Bill-To Address) Change the blanket order creation date. (Maintain Blanket Sales Orders, Header tab) Purpose Easily identify transaction types by tailoring the twoletter codes to your business practice. Tailor the batch numbers and posting comments to your business practice. Note: The batch types are predefined. You may not add or delete batch types. Record how customers are initially obtained and the source for each sales order. Make source codes generic or specific as needed. Choose between the flexibility of manually entered numbers and the speed, accuracy, and ease of unique, system-assigned numbers. The system fills in the Status, Bill To, Contact, Class, Blanket Order date, Payment Terms, and Salesperson fields. Note: If the customer is a member of a national account in which the parent is designated the bill-to entity, some fields display the parent customer default information. Allows processing of the order lines. Limit the total amount that can be purchased with the sales order blanket and the total number of related sales orders. Associate contract information if applicable to the sales blanket order. Enter the customer and tracking information for the new blanket order. Update the bill-to address information when needed. Forces a recalculation of the exchange rate if needed. Note: This option requires integration of Sales Order and Multicurrency Management. Implementation Planning 287

290 Chapter 7 Sales Order Setup Feature Specify the date when the blanket order expires. (Maintain Blanket Sales Orders, Header tab) Change the payment terms associated with the customer s bill-to address. This is a security event. For sales orders created from blanket sales orders, this field is display only. (Maintain Blanket Sales Orders, Header tab) Enter a comment that pertains to the blanket order. (Maintain Blanket Sales Orders, Header tab) Select to place the blanket order on hold, and note the reason for the hold. (Maintain Blanket Sales Orders, Header tab) Change the salesperson associated with the blanket order. This is a security event. (Maintain Blanket Sales Orders, Header tab) Select the business form to use in the sales order acknowledgement process after you generate a sales order. (Maintain Blanket Sales Orders, Header tab) Select a comment for a document or line item in Sales Order. The comment is printed or displayed on the document when selected during transaction entry. (Select/Edit Comments) Associate custom fields with the blanket order. (Maintain Blanket Sales Orders, Line Defaults tab) Select the warehouse from which the order will be shipped. (Maintain Blanket Sales Orders, Line Defaults tab) Select the shipping priority for this blanket order. (Maintain Blanket Sales Orders, Line Defaults tab) Change the commission plan associated with the blanket order. This is a security event. (Maintain Blanket Sales Orders, Line Defaults tab) Select a reference code for all lines of the selected sales order, quote, or blanket order. (Maintain Blanket Sales Orders, Line Defaults tab) Enter the date that the customer would like to take delivery of the order. (Maintain Blanket Sales Orders, Line Defaults tab) Purpose Limit the length of time blanket orders are valid. If the customer is a member of a national account in which the parent is designated the bill to, the payment terms for the parent customer default to this field. Record any pertinent information. Stop quote and order processing when needed, and record the reason for the hold. Modifying salesperson here does not update the customer master. It only updates the salesperson for this order. Note: This option requires selection of Use Salespersons and Commissions in Set Up AR Options. Make form usage consistent and speed up processing by providing a default form. Easily and conveniently record and communicate information specific to the document or line item. Provide an additional, custom-tailored level of information and sort options on reports. Source inventory from any warehouse in the company. Note: This option requires integration with Inventory Management. Assist the shipping staff in meeting customer expectations by prioritizing shipments. Note: Commission plans are maintained at the line item level. Provide an additional, custom-tailored level of information and sort options on reports. Note: This option requires selection of reference code usage in Set Up GL Options. Assist the shipping staff in satisfying customer requests by prioritizing shipments. 288 Implementation Planning

291 Chart Your Requirements Sales Order Setup Feature Enter the date you promised the order to the customer. This date defaults from the requested date, if one was entered. (Maintain Blanket Sales Orders, Line Defaults tab) Enter the date that the order is to be shipped. (Maintain Blanket Sales Orders, Line Defaults tab) Indicate that certain line items on the order will be delivered directly from an outside vendor to the customer. (Maintain Blanket Sales Orders, Line Defaults tab) Select the vendor who will ship the order to the customer if a drop shipment is required. (Maintain Blanket Sales Orders, Line Defaults tab) Change the customer s default ship-to address ID. If you change it, the new ID becomes the default for all line items added from that point forward. (Maintain Blanket Sales Orders, Line Defaults tab) Select the default shipping method for the entire order. (Maintain Blanket Sales Orders, Line Defaults tab) Indicate where title of the goods shipped passes from your company to the customer s company, and determine the sales tax schedule for the sales order. (Maintain Blanket Sales Orders, Lines tab) Purpose Assist the shipping staff in satisfying customer requests by prioritizing shipments. Assist the shipping staff in meeting customer expectations by prioritizing shipments. Ensure that warehouse clerks know which items are not to be picked and shipped from the warehouse. Note: This option can be modified at the line-item level for inventory items that allow drop shipping. Record the vendor information for the drop ship. Update the default ship-to address for a customer when needed. Update the default shipping method for an order. Note: You can change this option at the line item level. Set the F.O.B. as needed, per the agreement with the customer for each order. Implementation Planning 289

292 Chapter 7 Sales Order Setup Feature For each line on the order, select or enter: The warehouse from which the order will be shipped An item Quantity ordered Unit price Sales price Shipping method Shipping priority F.O.B. point Shipping address ID Freight Whether the item is drop shipped to the customer The vendor who will drop ship the item The address ID of the vendor who will drop ship it The commission plan ID The commission class for the commission plan The account number for the line item The account reference code The date that the customer wants delivery of the item The date that the order is to be shipped The date the customer was promised the order The sales tax class The trade discount amount to deduct from item s cost The percentage amount of the trade discount to be subtracted from the cost of the selected line item. (Maintain Blanket Sales Orders, Lines tab) Change the current status of the selected line item as follows: Close or delete line items on unacknowledged sales orders or incomplete blanket sales orders. Close line items on open sales orders and open blanket sales orders if there is no pending activity and if there has been no shipping or invoicing activity. (Maintain Blanket Sales Orders, Lines tab) Purpose Record the information for each line item. Notes: These fields are available only if Inventory Management is integrated with Sales Order. If Inventory Management is integrated with Sales Order, inventory items include finished goods, build-to-order kits, raw materials, and preassembled kits and noninventory items (comment, service, or miscellaneous). Without Inventory Management, items available are the noninventory items. For drop shipments, the UOM must be the same as the sales UOM to avoid errors in invoice pricing. Commissions are calculated only if a salesperson is selected on the Header tab and a generic commission plan is selected. Update the line item status if necessary. Notes: The default status of new line items is Open. Changing the status of a line triggers a security event. 290 Implementation Planning

293 Chart Your Requirements Sales Order Worksheets Sales Order Options Worksheet Print this worksheet to plan information associated with Sales Order options. After you have completed the worksheet, open Set Up SO Options to enter the information. (Main tab) Current AR Fiscal Year Period Allow Private Batches Yes No Credit Restrict SO to Original User Yes No Perform Credit Check at Order Entry Track Deleted Sales Orders Yes No Include Open Orders in Credit Check Yes Yes No No Require Source on SO Yes No Limit Tolerance Forms Use Same SO Number Range for Blankets Yes No Default Acknowledgment Form Use Blanket Release Number Yes No Default Quote Form Activate Change Order Processing Yes No Default Bill Of Lading Form Default Transfer Pack List Form Module Integration Inventory Management Yes No Commit Inventory at SO Line Entry Yes No Purchase Order Yes No (General Ledger Tab) Post GL Transactions Yes No Account Override Segments Posting Register Formats (None) Customer Class Summary Detail Sales Clearing Restocking Charge Drop Ship Implementation Planning 291

294 Chapter 7 (Other tab) Shipping/Picking Drop Ship Allow Multiple SO Per Shipment Yes No Default Special Item to Drop Ship Blind Picking Yes No Cost to use for Drop Ship Items Yes No Last Cost Average Cost Landed Cost Standard Cost Replacement Cost Average Lead Time Days History Retained by Month Control Characters Sales Orders Change Order Shipments Release Number Quotes History Retained by Year Sales Analysis Default Warehouse 292 Implementation Planning

295 Chart Your Requirements Set Up Sources Worksheet Print this worksheet to plan information associated with sales sources. After you have completed the worksheet, open Set Up Sources to enter the information. Source Code Description Implementation Planning 293

296 Chapter 7 Purchase Order Setup Setup Features Review the Assisted Company Setup Help and this setup information to begin preparing for Purchase Order setup. Then use the worksheets in Purchase Order Worksheets on page 308 to record your plans. Purchase Order Setup Feature Enable users to create batches that only they and those with security rights can view and process. (Set Up PO Options, Main tab) Choose to display a warning message upon completion of purchase order entry if an existing purchase order has the same item/vendor combination and may be a duplicate purchase. (Set Up PO Options, Main tab) Enable the print option on Issue/Print Purchase Order. (Set Up PO Options, Main tab) Choose to retain a record of purchase order numbers that were deleted during purchase order entry or purge. (Set Up PO Options, Main tab) Choose to default the standard cost of an item during purchase order entry. (Set Up PO Options, Main tab) Enable the Next Number (#) button to assign the next available number. This prevents use of separate number ranges for standard purchase orders and blanket purchase orders. (Set Up PO Options, Main tab) Choose to assign a standard purchase order a release number and the same purchase order number as the blanket purchase order from which it was generated. (Set Up PO Options, Main tab) Automate generation of a change order every time you change financial information on issued purchase orders, and store all versions of the purchase order. (Set Up PO Options, Main tab) Set the default number of months from the transaction date to retain purchase order information. The system default is 24 months. (Set Up PO Options, Main tab) Purpose Allow users to prevent batch processing when the need to verify or revise information is expected, and limit access to batches with confidential information. Save time and money by preventing unnecessary work, purchases, and returns. Allow for control of inventory. Allow purchase orders to be printed when they are issued. Keep a log of all purchase order numbers deleted to assist in troubleshooting and leave audit trail. Simplify and speed up purchase order entry. Note: You establish the standard cost in Maintain Items in Inventory Management, or in Maintain Non-Inventory Items in Common Information. Ensure that each purchase order has a unique number. This option makes it impossible to assign the same purchase order number to a standard purchase order and to a blanket purchase order. Easily and quickly associate a standard purchase order with the blanket purchase order from which it is generated. Easily identify and sequence all purchase orders generated from the blanket purchase order. Keep a record of all financial changes on a purchase orders. Minimize use of disk space and tailor period-end purging to meet the historical and comparative reporting needs of the company. Note: The number you specify becomes the default during Purge PO Data processing. 294 Implementation Planning

297 Chart Your Requirements Purchase Order Setup Feature Set the default number of months from the transaction date to retain requisitions. The system default is 24 months. This number must be less than or equal to the number for purchase order data retention. (Set Up PO Options, Main tab) Set the default number of months from the transaction date to retain receiver information. The system default is 24 months. This number must be less than or equal to the number for purchase order data retention. (Set Up PO Options, Main tab) Display a warning during transaction entry indicating that the distributor has exceeded the credit limit allowed by the vendor. (Set Up PO Options, Main tab) Integrate Purchase Order with Accounts Payable. (Set Up PO Options, Main tab) Integrate Purchase Order with Inventory Management. (Set Up PO Options, Main tab) Track sales tax paid on purchases. (Set Up PO Options, Main tab) Automate inclusion of all available open purchase order lines on an invoice. (Set Up PO Options, Main tab) Force data entry of the quantity on the invoice when a purchase order line is selected for invoicing. (Set Up PO Options, Main tab) Maintain custom fields to be associated with purchase orders or with purchase order lines, specifying: Usage required, optional, or not used Type Date, numeric, alphanumeric or validated. (Set Up Custom Fields) Maintain selectable values for validated purchase orders and PO line fields. (Set Up Custom Field Values) Purpose Minimize use of disk space and tailor period-end purging to meet the historical and comparative reporting needs of the company. Note: The number you specify becomes the default during Purge PO Data processing. Minimize use of disk space and tailor period-end purging to meet the historical and comparative reporting needs of the company. Note: The number you specify defaults during Purge PO Data processing. Automatically halt processing of transactions that exceed the credit limit and restrict overrides to users assigned the override privilege. Automatically creates voucher from PO invoice at PO invoice posting. Note: If you enter historical data, do not select this option until completing the initial Purchase Order setup to prevent disruption to the General Ledger accounts. Allow orders for inventory items which can be received and stocked in warehouses defined in inventory. Allows use of inventory landed costs, allows lot/serial processing. Track on-hand quantities and replenishment position. Track, report, retain sales tax information. Note: Before selecting this option, you must select it in Set Up AP Options. Speed up data entry by eliminating the need to specify which lines are to be included on the invoice. Force staff review of the quantity during data entry. Without this option, the quantities default from the purchase order. Add to purchase orders and purchase order lines up to four types of information for sorting and reporting. These fields are used in Maintain Blanket Purchase Orders and Enter Purchase Orders. Simplify, ensure consistency, and increase data entry speed by providing these values on menus. Implementation Planning 295

298 Chapter 7 Purchase Order Setup Feature For these transaction types: PO-Standard PO-Blanket Receipt (from Vendor) PO Return Receipt (from Warehouse) Transit Warehouse Transfer Out PO Voucher Requisition Change Order Specify the: Two-letter identification code General Ledger posting journal Number of the next created transaction (Customize PO Transactions) For each batch type: Assign identifying codes Specify the next batch number Select a posting comment. The batch types are: Process Receipt of Goods Process Receipt of Invoice Process Return of Goods (Customize Batches) Select the segment of the General Ledger account to be overridden by a department. You define the value for this segment in Maintain Departments. (Set Up PO Options, General Ledger tab) Enter the General Ledger account to use for purchases that are drop shipped. (Set Up PO Options, General Ledger tab) Enter the General Ledger account to use as the purchases clearing account. (Set Up PO Options, General Ledger tab) Purpose Tailor the transaction type identification, journal identification, and starting number to your business practices, and maintain additional custom transaction types as needed. Note: The transaction types are predefined. You may not add or delete transaction batch types. Easily identify transaction types by tailoring the twoletter codes to your business practice. Tailor the batch numbers and posting comments to your business practice. Note: The batch types are predefined. You may not add or delete batch types. Track account transactions by batch segment overrides for reporting and analysis. (The vendor class and batch entry overrides must be done on different segments.) Notes: You cannot specify a segment for a department override if you have already specified it as a vendor class or batch override segment in Set Up AP Options. You cannot change this value if a segment is defined and the segment value has been assigned. Track drop ship purchases in a separate account. Notes: If you have Sales Order, any change to the drop ship account that is made in Purchase Order is reflected in Sales Order. If you change this account in Sales Order, the change occurs in Purchase Order also. Track purchase clearing in a separate account. Notes: This account is credited for the amount of goods that you receive on purchase order stock receipts. It is debited when you invoice the goods. 296 Implementation Planning

299 Chart Your Requirements Purchase Order Setup Feature Enter the General Ledger account to use for posting differences between the invoiced and the received unit cost amounts. You can also use this account to post the difference between the standard cost of an item and the actual cost of an item. (Set Up PO Options, General Ledger tab) Select the accounts to which the account override segments are applied when posting transactions to General Ledger. (Set Up PO Options, General Ledger tab) Close all purchase order lines the first time a line has a receipt posted against it. Close only the purchase order line for receiving after the first receipt. (Set Up PO Options, Receiving tab) Automatically create receiver lines for all open lines on the specified purchase order or require manual creation of each line. (Set Up PO Options, Receiving tab) Enter the number of days to be added to the receipt date during receipt entry as the default for the items to include on the receipt. Only items that have a promise date that are different from the receipt date are affected. (Set Up PO Options, Receiving tab) Choose blind, partially blind, or automatic receiving: Off prints all quantities and items expected. Blind Quantity prints the items expected, without the expected quantities. Blind Item and Quantity prints all items, including items that are not expected, without the expected quantities. (Set Up PO Options, Receiving tab) Specify which items will be listed on the receiving ticket: Expected Items prints only items on the purchase order that are expected based on the promise date and days early setting. All Items prints all of the purchase order lines regardless of the promise date and the expected status. (Set Up PO Options, Receiving tab) Allow, require, or optional indication of volume measurements for the inventory items received. (Set Up PO Options, Receiving tab) Purpose Track cost differences between the invoiced unit cost and the received unit cost or between the standard and actual items costs. Note: If Inventory Management is activated, changing the selected account is reflected in Set Up IM Options. Note: If AP is integrated, when possible, inventory cost tier adjustments are created for purchase price variances. Set up account segment override posting. For distributors that do not accept more than one shipment this saves them from manually closing incompletely received purchase orders. Note: If only one line is closed, it will remain open for additional stock receipts. Speed up receipt data entry or maximize flexibility in creating receiver lines. Speed up data entry. Note: If the promise date is on or before the receipt date plus the number of days early, then the quantity for that promise date is included in the quantity received. You must select Receive Complete to enable this option. Choose between automating and speeding up receiving data entry, automation of the items expected and forcing a count, and forcing data entry of both items and their received quantity. Note: The receipt quantity that defaults from the purchase order must be corrected if it differs from the quantity received. Speed up receiving by providing the list of items expected or require receivers to enter the items received for maximum accuracy. Note: The option you select in Blind Receiving determines whether the quantities are also printed. Set the volume option to match the data entry required. Implementation Planning 297

300 Chapter 7 Purchase Order Setup Feature Allow, require, or optional indication of weight measurements for the inventory items received. (Set Up PO Options, Receiving tab) Enter up to five lines of street address information. (Set Up PO Options, Other tab) Match purchase orders to receipts according to the tolerance codes established in Set Up Tolerance Codes. (Set Up PO Options, Other tab) Match invoices to purchase orders according to the tolerance codes established in Set Up Tolerance Codes. (Set Up PO Options, Other tab) Apply a tolerance code to the purchase order header during purchase order entry. (Set Up PO Options, Other tab) Apply a tolerance code to the purchase order line item during purchase order entry. (Set Up PO Options, Other tab) Specify the character to use to indicate a change order number. The default character is C. Changing this character does not affect existing purchase orders or change orders. (Set Up PO Options, Other tab) Specify the character to use to indicate a release number. The default character is R. Changing this character does not affect existing purchase orders or change orders. (Set Up PO Options, Other tab) Create, update, and delete buyers. For each buyer specify: Buyer code Name address Maximum purchase order amount (Set Up Buyers) Purpose Set the weight option to match the data entry required. Enter and maintain the primary address for the purchase order receipt address. Ensure you meet receiving minimum requirements and limit the number of days before and after the promise date that a shipment can be received. Note: Selecting this option enables the PO Default and Line Item Default fields. Ensure you meet receiving minimum requirements and limit the number of days before and after the promise date that a shipment can be received. Note: Selecting this option enables the PO Default and Line Item Default fields. Ensure you meet receiving minimum requirements and limit the number of days before and after the promise date that a shipment can be received. Note: This option requires selection of either the Match Receipts to PO or the Match Invoices to PO field. Ensure you meet receiving minimum requirements and limit the number of days before and after the promise date that a shipment can be received. Note: This option requires selection of either the Match Receipts to PO or the Match Invoices to PO field. Make identification of change order numbers quick and easy. Make identification of release numbers quick and easy. Associate buyers with vendors, vendor classes, purchase orders, and purchase product lines as desired. Note: To indicate no upper limit for the maximum authorized amount, enter a zero. 298 Implementation Planning

301 Chart Your Requirements Purchase Order Setup Feature Enter the name and description of the tolerance code. (Set Up Tolerance Codes) Enable the Amount field to specify an amount that the matched document can exceed when compared to the total purchase order amount and still be accepted for matching. (Set Up Tolerance Codes, Order Total tab) Enable the Percent field to specify a percentage that the matched document amount cannot exceed when compared to the purchase order total amount to be accepted for matching. (Set Up Tolerance Codes, Order Total tab) Select how the system processes total amounts that exceed the specified tolerance. Select Warning to display a warning, but proceed with processing. Select Fail Matching to require an override or a correction to continue processing. (Set Up Tolerance Codes, Order Total tab) Enable the Over Amount field and specify an amount that the matched document can exceed when compared to the purchase order extended line amount and still be accepted for matching. (Set Up Tolerance Codes, Extended Order Line tab) Enable the Over Percentage field and specify a percentage that the matched document cannot exceed when compared to the purchase order extended line amount to still be accepted for matching. (Set Up Tolerance Codes, Extended Order Line tab) Select how the system processes total extended line amounts that exceed the specified tolerance. Select Warning to display a warning, but proceed with processing. Select Fail Matching to require an override or a correction to continue processing. (Set Up Tolerance Codes, Extended Order Line tab) Enable the Under Amount field and specify an amount that the matched document cannot be less than when compared to the extended line amount and still be accepted for matching. (Set Up Tolerance Codes, Extended Order Line tab) Enable the Under Percentage field and specify a percentage that the matched document cannot be less than when compared to the extended line amount to still be accepted for matching. (Set Up Tolerance Codes, Extended Order Line tab) Purpose Clearly identify each tolerance code to minimize data entry mistakes. Increased flexibility. Set up different variance thresholds for invoice and receipt entry based on vendor or type of inventory. Establish an upper limit via the specified amount by which documents with the tolerance code can exceed the maximum total purchase order amount. Establish a lower limit via the specified percentage by which documents with the tolerance code can go below the minimum total purchase order amount. Enforce the tolerance code limit strictly or provide a warning only. Note: Amount or Percent must be selected for the tolerance code in order to select Warning or Fail Matching. Establish an upper limit via the specified amount for the extended line amount. Establish an upper limit via the specified percentage for the extended line amount. Enforce the tolerance code limit strictly or provide a warning only. Note: Amount or Percent must be selected for the tolerance code in order to select Warning or Fail Matching. Establish a lower limit via the specified amount for the extended line amount. Establish a lower limit via the specified percentage for the extended line amount. Implementation Planning 299

302 Chapter 7 Purchase Order Setup Feature Select how the system processes total extended line amounts that fall below the specified tolerance. Select Warning to display a warning, but proceed with processing. Select Fail Matching to require an override or a correction to continue processing. (Set Up Tolerance Codes, Extended Order Line tab) Enable the Over Amount field and specify a unit cost amount that the matched document can exceed when compared to the unit cost of a line item on a purchase order and still be accepted for matching. (Set Up Tolerance Codes, Unit Cost tab) Enable the Over Percentage field and specify a unit cost percentage that the matched document can exceed when compared to the unit cost of a line item on a purchase order and still be accepted for matching. (Set Up Tolerance Codes, Unit Cost tab) Select how the system processes unit costs that exceed the specified tolerance. Select Warning to display a warning, but proceed with processing. Select Fail Matching to require an override or a correction to continue processing. (Set Up Tolerance Codes, Unit Cost tab) Enable the Under Amount field and specify an amount that the matched document must not go below when compared to the unit cost of a line item to be accepted for matching. (Set Up Tolerance Codes, Unit Cost tab) Enable the Under Percentage field and specify a percentage that the matched document must not go below when compared to the unit cost of a line item to be accepted for matching. (Set Up Tolerance Codes, Unit Cost tab) Select how the system processes unit costs that fall below the specified tolerance. Select Warning to display a warning, but proceed with processing. Select Fail Matching to require an override or a correction to continue processing. (Set Up Tolerance Codes, Unit Cost tab) Enable the Quantity field and specify the quantity that cannot be exceeded when receiving quantities related to a specific purchase order line. (Set Up Tolerance Codes, Receiving tab) Purpose Enforce the tolerance code limit strictly or provide a warning only. Note: Amount or Percent must be selected for the tolerance code in order to select Warning or Fail Matching. Establish an upper limit via the specified amount for the unit cost. Establish an upper limit via the specified percentage for the unit cost. Enforce the tolerance code limit strictly or provide a warning only. Note: Amount or Percent must be selected for the tolerance code in order to select Warning or Fail Matching. Establish a lower limit via the specified amount for the unit cost. Establish a lower limit via the specified percentage for the unit cost. Enforce the tolerance code limit strictly or provide a warning only. Note: Amount or Percent must be selected for the tolerance code in order to select Warning or Fail Matching. Establish an upper limit via the specified quantity for receiving quantities. 300 Implementation Planning

303 Chart Your Requirements Purchase Order Setup Feature Enable the Percentage field to specify a percentage that the matched document not cannot exceed when compared to the receiving quantity on a purchase order to still be accepted for processing. (Set Up Tolerance Codes, Receiving tab) Select how the system processes receiving quantities that fall below the specified tolerance. Select Warning to display a warning, but proceed with processing. Select Fail Matching to require an override or a correction to continue processing. (Set Up Tolerance Codes, Receiving tab) Enter the minimum receipt quantity for a specific item on a purchase order line. (Set Up Tolerance Codes, Receiving tab) Enter the percentage for an item that you need to receive before automatically closing the line on the purchase order. (Set Up Tolerance Codes, Receiving tab) Specify, in days, the maximum number of days before the promised date that the shipment can be received. (Set Up Tolerance Codes, Delivery tab) Select how the system processes purchase orders that exceed the specified tolerance for the number of days before the promise date that the shipment can be received: Select Warning to display a warning, but proceed with processing. Select Fail Matching to require an override, or correction to continue processing. (Set Up Tolerance Codes, Delivery tab) Specify, in days, the maximum number of days after the promised date that the shipment can be received. (Set Up Tolerance Codes, Delivery tab) Select how the system processes purchase orders that exceed the specified tolerance for the number of days after the promise date that the shipment can be received: Select Warning to display a warning, but proceed with processing. Select Fail Matching to require an override, or correction. (Set Up Tolerance Codes, Delivery tab) Purpose Establish an upper limit via the specified percentage for receiving quantities. Enforce the tolerance code limit strictly or provide a warning only. Note: Amount or Percent must be selected for the tolerance code in order to select Warning or Fail Matching. Prevent receiving of items whose quantities are less than the minimum quantity specified. Set the point at which a line on a purchase order line is considered closed to avoid manually closing incompletely filled lines. Keep on-hand stock within desired limits by not accepting items that are received too many days earlier than the promised date. Enforce the tolerance code limit strictly or provide a warning only. Note: Early Days must be selected for the tolerance code in order to select Warning or Fail Matching. Keep on-hand stock within desired limits by not accepting items that are received too many days after than the promised date. Enforce the tolerance code limit strictly or provide a warning only. Note: Late Days must be selected for the tolerance code in order to select Warning or Fail Matching. Implementation Planning 301

304 Chapter 7 Purchase Order Setup Feature Select the item for which you want to establish a crossreference to a vendor. (Maintain Vendor Items) Select an active or discontinued vendor which supplies the item and to which you want to cross reference the item. (Maintain Vendor Items) Provide a vendor item ID or item reference if desired. (Maintain Vendor Items, Main tab) Select a purchase unit of measure for the item. (Maintain Vendor Items, Main tab) Select the country where the item is manufactured. The default is taken from the vendor s address. (Maintain Vendor Items, Main tab) Select the discount method for the item (Discount Amount, Discount Percent, Fixed Amount, No Discount). (Maintain Vendor Items, Main tab) Enter the vendor s suggested price for the item based on the purchase unit of measure. (Maintain Vendor Items, Main tab) Enter the cost charged by the vendor for the smallest quantity that can be purchased of the item. (Maintain Vendor Items, Main tab) Keep the purchase order and the purchase order line open until the full quantity is received from the vendor. (Maintain Vendor Items, Main tab) Allow receipt of an item in a quantity less than a multiple of the purchase amount. (Maintain Vendor Items, Main tab) Specify the range of the discount amount or discount percentage for each vendor cost break. (Maintain Vendor Items, Cost Breaks tab) Select a department ID or enter a new department ID and its description. (Set Up Departments) Enter the name to be printed on documents associated with this address. (Set Up Departments) Purpose Identify the item to be cross-referenced. Note: Inventory items are defined in Inventory Management in Maintain Items. Noninventory items are defined in Common Information in Maintain Non-Inventory Items. Identify the vendor to be cross-referenced. Note: Vendors are defined in Accounts Payable in Maintain Vendors. Include the vendor s item reference code. Enter the vendor s minimum or required UOM or enter the UOM associated with the cost breaks entered. Informational only. Identify the discount method for vendor s price breaks on this item. Note: A discount method is required to enable selection of the break type and entries in the Cost Break tab. Informational only. This is the per unit cost of this item and this vendor. This is used in PO Entry to calculate the PO cost of this item when ordered from this vendor. Allow or disallow vendor back orders. Allow or disallow receipt of partial packs. Set discounts by vendor and item pairs. Clearly identify the department. Automate printing of the name with the address entered. 302 Implementation Planning

305 Chart Your Requirements Purchase Order Setup Feature Enter up to five lines of street address information, and the city, state, and postal code for the address. (Set Up Departments) Enter the person who will be the default contact for the department, and the person's: Title Telephone number Facsimile telephone number address (Set Up Departments) Enter a blanket purchase order number. You can enter a new number or select Next Number (#). (Maintain Blanket Purchase Orders) Enter a vendor with Active or Temporary status for the purchase order. If the order has not been issued, you can change the vendor. Security permission is required to enter a vendor that is on hold. (Maintain Blanket Purchase Orders) Enter a limit to the amount this blanket purchase order can generate or leave it without a limit. (Enter zero to indicate there is no limit.) (Set Up Blanket) Enter the maximum number of purchase orders that this blanket purchase order can generate. (Enter zero to indicate there is no limit.) (Set Up Blanket) Indicate for the blanket purchase order: Whether it is a contract Whether it has a fixed exchange rate The effective and expiration dates The contract reference information (Set Up Blanket) Select the site where you send payment to the vendor for this purchase order. (Maintain Blanket Purchase Orders, Header tab) Purpose Automate printing of the address entered. Note: This information may be display-only. If you have set up postal codes in Common Information, you can select a postal code and the city and state will be entered automatically. Provide the contact information for the address. Note: This information may be display-only. Assign unique blanket purchase order numbers. Note: You cannot enter duplicate blanket purchase order numbers within a company. Automate data entry for the vendor s default information. Note: To change the vendor for an issued purchase order, you must close the purchase order, copy it, and then enter the new vendor. Set an automatic close of the blanket purchase order when the total of all standard purchase orders generated by this blanket purchase order reaches the maximum amount. Or do not use the system to enforce a limit and opt to close the blanket order manually. Set an automatic close of the blanket purchase order when the number of standard purchase orders generated by this blanket purchase order reaches the maximum number. Or do not use the system to enforce a limit and opt to close the blanket order manually. Provide all contract information, and have the system enforce the effective dates for the purchase order and use a fixed exchange rate or the current exchange rate for each release. The system fills in the Purchase From, Contact, Class, BPO, Buyer, and PO Form fields with default information for the remit-to address. Note: If you have Multicurrency Management and select a new remit-to address, the system recalculates the exchange rate if the currency or exchange schedule change. However, the information for existing lines is not recalculated. Implementation Planning 303

306 Chapter 7 Purchase Order Setup Feature Enter or select a valid purchase from ID for the vendor. (Maintain Blanket Purchase Orders, Header tab) Update the name of the person to contact. (Maintain Blanket Purchase Orders, Header tab) Update the class for this vendor if necessary. (Maintain Blanket Purchase Orders, Header tab) Maintain the remit-to address for the blanket purchase order. (Remit-To Address) Enter and maintain the purchase-from address for the blanket purchase order. (Remit-To Address) Enter or update the 1099 information for the blanket purchase order. (1099 Form and Box) Change the current business date in the BPO field. (Maintain Blanket Purchase Orders, Header tab) Enter the date that the purchase order was created. (Maintain Blanket Purchase Orders, Header tab) Select the person responsible for buying the items on this purchase order. (Maintain Blanket Purchase Orders, Header tab) Select the form for printing purchase orders. The form defaults from Maintain Vendors in Accounts Payable based on the selected vendor. (Maintain Blanket Purchase Orders, Header tab) Select the currency to use for this document. The currency defaults from the bill-to address. If the customer is a member of a national account and has designated the parent as the bill-to, the currency defaults from the parent bill-to record. (Currency) Select the schedule to use to perform exchange rate conversions between home and natural currencies for this document. If no schedule is selected, the Spot Rate Exchange Rate Schedule is used. (Currency) Purpose The system fills in the related information for Ship Via, FOB, Contact, and Sales Tax Schedule, if applicable. Keep the default contact information current. This information may be display-only. Keep the default class information current. Update the remit-to address information when needed. Update the purchase-from address information when needed. Record the associated 1099 information for the purchase order. Note: This feature is available only if you select Track 1099 Information in Set Up AP Options and the vendor has a 1099 box selected in Maintain Vendors. Specify the date to use for reporting, posting, and calculating exchange rates for the purchase order. Record the blanket purchase order origination date, and force a recalculation of the exchange rate if needed. Associate the purchase order with the buyer. Note: This information defaults from Maintain Vendors in Accounts Payable. You set up buyers in Set Up Buyers. Make form usage consistent and speed up processing by providing a default form. Notes: You must select Print Purchase Orders in Set Up PO Options to enable this field. You must also set up a purchase order form in Set Up Business Forms in Common Information to print purchase orders. Select the currency for the document. Note: If no applications currently exist for this document, you can change the currency. Select the schedule for the document. The schedule determines the exchange rate used in conversions. This information defaults from the customer's record. Note: If no applications currently exist for this document, you can change the currency. 304 Implementation Planning

307 Chart Your Requirements Purchase Order Setup Feature Enter comments that you want to associate with the purchase order. (Maintain Blanket Purchase Orders, Header tab) Place the purchase order on hold and enter the reason for the hold. (Maintain Blanket Purchase Orders, Header tab) Enter the date that you want to generate the new purchase order and the date that you are requesting delivery for the products ordered on the new purchase order. (Generate Purchase Orders) Select the lines for the purchase order from the blanket and enter the quantity if ordering less than the open quantity. (Generate Purchase Orders) Select the comment row that you want to add to the document. Right-click with the mouse to add a FreeForm comment, delete a comment line, or add a comment line. (Select/Edit Comments) Select the custom fields that you want to associate with the blanket purchase order. (Custom Fields) Enter the default company for the detail lines. (Maintain Blanket Purchase Orders, Line Defaults tab) Enter the default warehouse to use as the ship-to address for the line items. (Maintain Blanket Purchase Orders, Line Defaults tab) Enter the date on which you are requesting delivery of the items. It is required if the PO is to be issued. (Maintain Blanket Purchase Orders, Line Defaults tab) Select a valid reference code for the General Ledger account that is associated with the line items (not available for inventory and comment only items). (Maintain Blanket Purchase Orders, Line Defaults tab) Indicate whether the default address is a drop ship address. (Maintain Blanket Purchase Orders, Line Defaults tab) Opt to exclude this order from lead time calculations, and record the reason for excluding it. (Maintain Blanket Purchase Orders, Line Defaults tab) Purpose Associate comments with the purchase order generated from the blanket order. The system automatically selects this field if you exceed the credit limit extended to you by the vendor. You must have security event rights to change the hold status. Specify the dates for the purchase order. Note: If the blanket purchase order is a contract, this date must be within the Effective and Expiration Dates that you entered on Set Up Blanket. Add order lines to the purchase order. Note: If the original blanket purchase order is a contract, the order quantity can not exceed the open quantity. Add comments to the blanket purchase order, modify them, or remove them. Add custom fields or remove them from the blanket purchase order. Minimize data entry by identifying the company to use for most of the lines. Minimize data entry by identifying the warehouse to use for most of the lines. Note: If you enter a warehouse, the Department field is disabled. Minimize data entry by identifying the default requested delivery date for most of the lines. Use reference codes for additional sort options on reports. Note: This option requires that the system is set to validate account references in Set Up GL Options. Identify drop ship addresses. Keep the shorter lead times for expedited orders from skewing average lead time figures. Implementation Planning 305

308 Chapter 7 Purchase Order Setup Feature Enter the default department for which you are ordering the items. (Maintain Blanket Purchase Orders, Line Defaults tab) Update the FOB ID if you have changed the vendor or the purchase from address. (Maintain Blanket Purchase Orders, Line Defaults tab) Indicate whether the purchase order contains items that require expediting, and if so, enter the reason for expediting the items. (Maintain Blanket Purchase Orders, Line Defaults tab) Purpose Minimize data entry by identifying the department to use for most of the lines. Note: If you enter a department, the Warehouse field is disabled. Keep the FOB ID current with the vendor and purchase from address. Note: The FOB ID is established in Purchase From Address. Ensure that the need to expedite the purchase order is communicated to staff. 306 Implementation Planning

309 Chart Your Requirements Purchase Order Setup Feature Update the carrier who will deliver the item if you change the vendor or the purchase-from address. (Maintain Blanket Purchase Orders, Line Defaults tab) For each line on the order, select or enter: Company from which the item will be purchased Warehouse used for the ship-to address An item The department for which the item is being ordered Total quantity ordered for the line Unit of measure Unit cost Date that the buyer requests the item Date the vendor promised delivery of the order Whether the item is excluded from lead time calculations (not available for noninventory items) and the reason it is excluded Valid General Ledger account number for posting the purchase order amounts (If a default account displays, any valid override segments from the vendor class, vendor, and department are automatically applied. No override segment is applied to General Ledger accounts that you enter or select.) Account reference code for the item Carrier who will deliver the item F.O.B. point for the item Whether the item requires expediting and the reason Freight for the item Whether the item is drop shipped to the customer Customer the item is drop shipped to Customer drop ship address ID Comment for the purchase order and additional notes Enter the tolerance used to check the extended amount and/or the unit cost on a line against the purchase order total. The tax class associated with the item Select custom fields for the line. (Maintain Blanket Purchase Orders, Lines tab) Purpose Keep the carrier current with the vendor and purchasefrom address. Notes: You establish valid shipping methods in Set Up Shipping Methods in Common Information. You must integrate with Inventory Management in Set Up PO Options to enable this field. It is disabled if you select a Drop Ship or a default department. Record the information for each line. Notes: Some fields are available only if Inventory Management is integrated with Purchase Order. If Inventory Management is integrated with Purchase Order, inventory items include finished goods, build-toorder kits, raw materials, and preassembled kits and noninventory items (comment, service, or miscellaneous). Without Inventory Management, items available are the noninventory items. For an inventory item, either a warehouse or a department, but not both, must be entered. This requirement does not apply to drop ship or noninventory items. Security event access is required to change the unit cost or the amount. In addition, Allow Cost Override must be selected in the item s record in Maintain Non-Inventory Items in Common Information. These limitations on the General Ledger account apply: This field is disabled for inventory items. You can only assign an account for an item associated with a warehouse without a drop ship address. If you select Drop Ship on the Line Defaults tab, the drop ship account established in Set Up PO Options defaults and the field is disabled. The item tolerance code defaults from Maintain Items in Inventory Management or from Maintain Non-Inventory Items in Common Information. You must have security event permission to change a tolerance for a purchase order line. You must select at least one matching option on the Other tab in Set Up PO Options to enable the tolerance field. For drop shipments, the UOM must be the same as the sales UOM to avoid errors in invoice pricing. You must select Track Sales Tax on Purchases in Set Up PO Options to enable the tax class field. Implementation Planning 307

310 Chapter 7 Purchase Order Worksheets Buyer Worksheet Print this worksheet to plan the numbering scheme for buyers and to enter new buyers into Purchase Order. After you have finished the worksheet, open Set Up Buyers and enter the applicable information. Buyer Name Max Auth Amt Buyer Name Max Auth Amt Buyer Name Max Auth Amt Buyer Name Max Auth Amt Buyer Name Max Auth Amt Buyer Name Max Auth Amt Buyer Name Max Auth Amt Buyer Name Max Auth Amt Buyer Name Max Auth Amt Buyer Name Max Auth Amt Buyer Name Max Auth Amt Buyer Name Max Auth Amt Buyer Name Max Auth Amt Buyer Name Max Auth Amt Buyer Name Max Auth Amt Buyer Name Max Auth Amt Buyer Name Max Auth Amt Buyer Name Max Auth Amt Buyer Name Max Auth Amt Buyer Name Max Auth Amt Buyer Name Max Auth Amt Buyer Name Max Auth Amt Buyer Name Max Auth Amt Buyer Name Max Auth Amt Buyer Name Max Auth Amt Buyer Name Max Auth Amt 308 Implementation Planning

311 Chart Your Requirements Tolerance Codes Worksheet Print this worksheet to set up tolerance codes. After you have finished the worksheet, open Set Up Tolerance Codes to establish the settings. (Global Area) Tolerance Code Description (Order Total tab) Over Amount Percent Action if Over Warning Fail Matching (Ext Line Amt tab) Over Under Amount _ Amount _ Percent _ Percent _ Action if Over Warning Fail Matching Action if Under Warning Fail Matching (Unit Cost tab) Over Under Amount _ Amount _ Percent _ Percent _ Action if Over Warning Fail Matching Action if Under Warning Fail Matching (Receiving tab) Over Amount _ Allow Receipt Min Qty Percent _ Percent Needed to Auto Close Line Action if Over Warning Fail Matching (Delivery tab) Early Late Number of days _ Number of days _ Action if Early Warning Fail Matching Action if Late Warning Fail Matching Implementation Planning 309

312 Chapter 7 Item/Vendor Cross Reference Worksheet Print this worksheet to plan for cross referencing your items with specific vendors. After you have finished the worksheet, open Set Up Item/Vendor Cross Reference to enter the appropriate information. Item Vendor _ Name _ Item Vendor _ Name _ Item Vendor _ Name _ Item Vendor _ Name _ Item Vendor _ Name _ Item Vendor _ Name _ Item Vendor _ Name _ Item Vendor _ Name _ Item Item Vendor _ Name _ Item Vendor _ Name _ Item Vendor _ Name _ Item Vendor _ Name _ Item Vendor _ Name _ Item Vendor _ Name _ Item Vendor _ Name _ Item Vendor _ Name _ Item Item Vendor _ Name _ Item Vendor _ Name _ Item Vendor _ Name _ Item Vendor _ Name _ Item Vendor _ Name _ Item Vendor _ Name _ Item Vendor _ Name _ Item Vendor _ Name _ Item 310 Implementation Planning

313 Chart Your Requirements PO Options Worksheet (Main tab) Print this worksheet to plan selections of Purchase Order settings. After completing the worksheet, open Set Up PO Options to define the settings. Current AP Fiscal Year - Period Check Vendor Credit Limit Yes No Integrate with Accounts Payable Yes No Integrate with Inventory Management Yes No Track Sales Tax on Purchase Yes No Allow Private Batches Yes No Invoice Complete Yes No Warn for Duplicate Purchases Yes No Blind Invoicing Yes No Print Purchase Orders Yes No Track Deleted Purchase Orders Yes No Default Std Cost At Purchase Order Entry Yes No Use Same PO Number Range for Blankets Yes No Use Blanket Release Numbers Yes No Activate Change Order Processing Yes No Data Retention Purchase Orders Requisitions Receivers Months Months Months (General Ledger tab) Account Override Segments Vendor Class Post GL Transactions Yes No Batch Posting Register Format Summary Detail (None) Department Accounts Drop Ship Purchases Clearing Purchase Price Variance Implementation Planning 311

314 Chapter 7 Account Post in Detail Apply Dept Override Apply Class Override Apply Batch Override Accounts Payable Yes No Freight Charges Yes No Yes No Yes No Yes No Purchases/Expenses Yes No Yes No Yes No Yes No Sales Tax Yes No Yes No Yes No Yes No Discounts Earned/Lost Yes No Yes No Purchase Price Variance Yes No Purchases Clearing Yes No (Receiving tab) Close Entire PO on First Receipt Yes No Blind Receiving Blind Quantities Blind Items & Quantities Off Close PO Line on First Receipt Yes No Receive Complete Yes No Default Receipt Days Early Days Receiving Ticket Method All Items Expected Items Receiver Item Volume Update Optional Required None Receiver Item Weight Update Optional Required None (Other tab) Default Receiving Address Matching Name Match Receipts to PO Yes No Match Invoices to PO Yes No Address PO Default Line Item Default Control Characters City State Change Orders Postal Code Country Release Numbers 312 Implementation Planning

315 Chart Your Requirements Departments Worksheet Print this worksheet to plan address and contact information associated with a department. After you have completed the worksheet, open Set Up Departments to enter the information. Department ID Department Description Address Contact Name Street Address Name Title Telephone _ Ext. Fax _ Ext. City _ State Postal Code _ Country Division Implementation Planning 313

316 Chapter 7 Set Up Blanket Purchase Order Worksheet Print this worksheet to plan information associated with a blanket purchase order. After you complete the worksheet, open Maintain Blanket Purchase Orders. Select enter a new blanket order, or select Next Number (#). Select a vendor, and then select Set Up Blanket to enter the information. Blanket Purchase Order Number Blanket PO Maximum PO Total Amount Maximum Number of POs Contract Contract Yes No Effective Date Expiration Date Contract Reference ID 314 Implementation Planning

317 Chart Your Requirements Inventory Management Setup Setup Features Review the Assisted Company Setup Help and this setup information to begin preparing for Inventory Management setup. Then use the worksheets in Inventory Management and Replenishment Worksheets on page 351 to record your plans. Note: All replenishment setup options are listed in Inventory Replenishment Setup on page 380. Most of these options are located in the Replenishment menu screens or are available only when the Replenishment module has been activated. Inventory Management Setup Feature Select the item class to use as the default for new items created in Maintain Items. (Set Up IM Options, Main tab, Default Item Class field) Select the warehouse to use in determining the default cost for an item when the item is not associated with a warehouse. (Set Up IM Options, Main tab, Default Cost Warehouse field) Select the warehouse to use in determining the default price for an item when the item is not associated with a warehouse. (Set Up IM Options, Main tab, Default Price Warehouse field) Allow or prevent entry of inventory transactions that result in a negative quantity on hand for an item. (Set Up IM Options, Main tab, Allow Neg Qty On Hand field) If allowing negative quantity on hand, select the cost method to use to calculate the cost of the item when transactions result in negative on-hand quantity: Last Use the last direct cost for the item. The system updates this cost with each receipt. Replacement Use the last direct cost for an item that was received from the primary vendor. Average Use the average cost of the item. Landed Use the landed cost of the item. Standard Use the standard cost of the item. (Set Up IM Options, Main tab, Neg Tier Cost Method field) Enable users to create batches that only they and those with security rights can view and process. (Set Up IM Options, Main tab, Allow Private Batch field) Purpose Speed up data entry by providing a default value. Provide system processing with a default reference. Provide system processing with a default reference. Set the system to force investigation of item quantities or choose to process transactions and investigate later. Provide system processing with a default reference. Allow users to prevent batch processing when the need to verify or revise information is expected, and limit access to batches with confidential information. Implementation Planning 315

318 Chapter 7 Inventory Management Setup Feature Select to allow the system to update the replacement cost of an item after you receive stock purchase order items and after you post vouchers (invoices). (Set Up IM Options, Main tab, Update Replacement Cost field) Select the cost method (Average, Landed, Last, Replacement, Standard) to use in determining the unit cost of an item for transactions that involve a positive adjustment that creates a cost tier. (Set Up IM Options, Main tab, Adjustment Cost Method field) Enter the number of internal lead time days it takes to issue a purchase order to a vendor after it is created and approved by a buyer. (Set Up IM Options, Main tab, Internal Lead Time field) Select the valuation method (Average, FIFO, LIFO, Standard) to use for costing of all the inventory items in stock, except for lot/serial items. (Set Up IM Options, Main tab, Valuation Method field) Select the cost method (Average, Landed, Last, Replacement) to use in determining the unit cost of an item for economic order calculations. (Set Up IM Options, Main tab, EOQ Cost Method field) Select the costing method (Actual, Average, FIFO, LIFO, Standard) to use for lot items during inventory valuation. This method overrides the method you select in Valuation Method, which is used for all other inventory items. (Set Up IM Options, Main tab, Lot Valuation Method field) Select the current fiscal period/year used in Inventory Management during the posting process. The year is updated during period-end processing. (Set Up IM Options, Main tab, Current Fiscal Period - Year field) Select the period to use as the current inventory calendar period. (Set Up IM Options, Main tab, Current Inventory Period - Year field) Select the volume unit of measure to use as the base and stocking unit of measure. (Set Up IM Options, Main tab, System Units of Measure - Volume field) Purpose Provides automatic system update of the replacement cost you defined in Maintain Inventory to display the last cost you entered for a receipt from the primary vendor. The cost used when creating a cost tier for a positive adjustment is used for any additional transactions that affect the cost tier. Provide this unit cost for use by additional adjustments to this cost tier. Internal lead time is used in conjunction with external lead times to calculate the projected lead time for an item and purchase product line. The Inventory Cost Report uses this method. Maintain Items defaults this method in the Cost/Valuation group. Note: You select the valuation method for lot/serial items in Lot Valuation Method. The formula for EOQ order calculation uses the number of work days, cost to replenish, demand, cost of carrying and unit cost. This field determines the unit cost used in the calculation of items with EOQ as the reorder method. Allow the user to specify the costing method used for valuation of lot serial items during inventory valuation. This is applicable to lot serial items only. Note: You can use this method for lot/serial item. The system posts transactions based on the fiscal period and year; however, you can track inventory sold, received, and so on based on the inventory period and year. The inventory period and year are used to track projected demands, demand adjustments, and working days. The inventory period and year do not have to match the fiscal period and year in General Ledger. Speed up data entry by providing a default value. Note: You can define other units of measure in Maintain Items. You define units of measure in Set Up Units of Measure in Common Information. 316 Implementation Planning

319 Chart Your Requirements Inventory Management Setup Feature Select the weight unit of measure to use as the base and stocking unit of measure. (Set Up IM Options, Main tab, System Units of Measure - Weight field) Choose automatic update of General Ledger transactions when you post inventory transactions. (Set Up IM Options, General Ledger tab, Post GL Transactions field) Select the GL Posting Register format when printed: Detail - prints the posting register after the transaction registers in the format the data posts to General Ledger Summary - prints the posting register after the transaction registers summarized by item, such as, account number [none] - excludes printing the posting register (Set Up IM Options, General Ledger tab, Posting Register Format field) Select the valid General Ledger account used to record variances in the actual and the landed cost. (Set Up IM Options, General Ledger tab, Landed Cost Offset Acct field) Select the valid General Ledger account to use to record the difference between the cost of an item when received and the cost on the vendor invoice. This account is also used to record the difference between the receipt cost and the standard cost of an item using the standard valuation method. (Set Up IM Options, General Ledger tab, Purchase Price Var Acct field) Select the valid General Ledger account to use to record variances in assembly costs. (Set Up IM Options, General Ledger tab, Assembly Variance Acct field) Select the segment of the General Ledger account number to override during set up of a warehouse. After you select an account segment, you can select the accounts to which the override applies. The account segment field displays in Set Up Warehouses where you can specify the value for the segment. (Set Up IM Options, General Ledger tab, Warehouse field) Purpose Speed up data entry by providing a default value. Note: You can define other units of measure in Maintain Items. You define units of measure in Set Up Units of Measure in Common Information. Rely on automatic system posting. Note: Carefully consider reference code usage when initially setting up the General Ledger module. Changing reference code usage after other modules are installed could have an adverse impact on future transactions. Tailor postings to the general ledger cash account to your business policies and procedures. Tailor postings to your business policies and procedures. Tailor postings to your business policies and procedures. Note: You can also select the Purchase Price Variance account in Set Up PO Options in Purchase Order. Tailor postings to your business policies and procedures. Note: Be sure you modify the Process Kit Assembly transaction to use this account rather than the Purchase Price Variance account. Tailor account segment overrides associated with the warehouse to your business policies and procedures. Notes: You must: Assign a unique account segment for each of the account segment overrides that you use. Select Post GL Transactions to enable this field. Set up at least one General Ledger account segment as a validated segment type in Set Up Account Structure in General Ledger to enable the account override segments. Implementation Planning 317

320 Chapter 7 Inventory Management Setup Feature Select the segment of the General Ledger account number to override during batch entry. After you select an account segment, you can select the accounts to which the override applies. Account segment fields display in the batch entry window where you can specify the value for the segment. (Set Up IM Options, General Ledger tab, Batch field) Select the segment of the General Ledger account number to override during set up of a purchase product line. After you select an account segment, you can select the accounts to which the override applies. The account segment field displays in Set Up Purchase Product Lines where you can specify the value for the segment. (Set Up IM Options, General Ledger tab, Purchase Product Line field) Select the segment of the General Ledger account number to override during set up of a sales product line. After you select an account segment, you can select the accounts to which the override applies. The account segment field displays in Set Up Sales Product Lines where you can specify the value for the segment. (Set Up IM Options, General Ledger tab, Sales Product Line field) Leave accounts unselected for summary posting or select these accounts for detail posting: Cost of Goods Sold Adjustments Inventory Purchases Sales Sales Offset Purchase Cost Var (Set Up IM Options, General Ledger tab, Post In Detail field) Purpose Tailor account segment overrides associated with the batch to your business policies and procedures. Notes: You must: Assign a unique account segment for each of the account segment overrides that you use. Select Post GL Transactions to enable this field. Set up at least one General Ledger account segment as a validated segment type in Set Up Account Structure in General Ledger to enable the account override segments. Tailor account segment overrides associated with the purchase product line to your business policies and procedures. Notes: You must: Assign a unique account segment for each of the account segment overrides that you use. Select Post GL Transactions to enable this field. Set up at least one General Ledger account segment as a validated segment type in Set Up Account Structure in General Ledger to enable the account override segments. Tailor account segment overrides associated with the sales product line to your business policies and procedures. Notes: You must: Assign a unique account segment for each of the account segment overrides that you use. Select Post GL Transactions to enable this field. Set up at least one General Ledger account segment as a validated segment type in Set Up Account Structure in General Ledger to enable the account override segments. Tailor posting in detail or summary to the listed accounts to your business needs. Notes: If you apply an override to an adjustment account, the override is applied to inventory adjustments, cost tier adjustments, issues, miscellaneous adjustments, physical count adjustments, and user-defined adjustments. If you apply an override to the sales account, the override is applied to both the sales and sales return accounts. 318 Implementation Planning

321 Chart Your Requirements Inventory Management Setup Feature Select the warehouse override to apply to these accounts: Cost of Goods Sold Adjustments Purchases Sales Sales Offset Trade Discount Purchase Cost Var Landed Cost Offset (Set Up IM Options, General Ledger tab, Apply Warehouse Override field) Select the batch override to apply to these accounts: Cost of Goods Sold Adjustments Purchases Sales Sales Offset (Set Up IM Options, General Ledger tab, Apply Batch Override field) Select the purchase product line override to apply to these accounts: Cost of Goods Sold Adjustments Purchases Sales Sales Offset Purchase Cost Var Landed Cost Offset (Set Up IM Options, General Ledger tab, Apply PPL Override field) Select the sales product line override to apply to these accounts: Cost of Goods Sold Adjustments Purchases Sales Sales Offset Trade Discount (Set Up IM Options, General Ledger tab, Apply SPL Override field) Purpose Apply the warehouse override to the listed accounts per your business needs. Apply the batch override to the listed accounts per your business needs. Apply the purchase product line override to the listed accounts per your business needs. Apply the sales product line override to the listed accounts per your business needs. Implementation Planning 319

322 Chapter 7 Inventory Management Setup Feature Set the number of years to retain inventory information. The system default is 5 years. After the specified time, this data is purged by the period-end purge process. (Set Up IM Options, Data Retention tab, History: Inventory field) Set the number of years to retain purchase product line information. The system default is 5 years. After the specified time, this data is purged by the period-end purge process. (Set Up IM Options, Data Retention tab, History: Purchase Product Line field) Set the number of years to retain lot and serial transaction data. The system default is 5 years. After the specified time, this data is purged by the period-end purge process. (Set Up IM Options, Data Retention tab, Others: Lot /Serial Transactions field) Set the number of months to retain inventory transaction information. The system default is 24 months. After the specified time, this data is purged by the period-end purge process. (Set Up IM Options, Data Retention tab, Others: Inventory Transactions field) Set the number of years to retain outdated pricing data. The system default is 5 years. After the specified time, this data is purged by the period-end purge process. (Set Up IM Options, Data Retention tab, Others: Outdated Prices field) Set the default number of months to retain inactive item information. The system default is 24 months. After the specified time, this data is purged by the period-end purge process. (Set Up IM Options, Data Retention tab, Others: Inactive Item field) Select the tracking method for new item information: Detail to record all new information Summary to record the item ID, description, and date of the addition [none] to not track the new information (Set Up IM Options, Data Retention tab, Additions field) Purpose Minimize use of disk space and tailor period-end purging to meet the historical and comparative reporting needs of the company. Minimize use of disk space and tailor period-end purging to meet the historical and comparative reporting needs of the company. Minimize use of disk space and tailor period-end purging to meet the historical and comparative reporting needs of the company. Minimize use of disk space and tailor period-end purging to meet the historical and comparative reporting needs of the company. Minimize use of disk space and tailor period-end purging to meet the historical and comparative reporting needs of the company. Minimize use of disk space and tailor period-end purging to meet the historical and comparative reporting needs of the company. Tailor data tracking to your business needs. Note: The Maintenance Audit Log in System Manager provides this information if you select Detail or Summary. 320 Implementation Planning

323 Chart Your Requirements Inventory Management Setup Feature Select the tracking method for changed information: Detail to record all item changes Summary to record the item ID, description, and date of the change [none] to not track inventory changes (Set Up IM Options, Data Retention tab, Changes field) Select the tracking method for deleted information: Detail to record all item deletions Summary to record the item ID, description, and date of the deletion [none] to not track inventory deletions (Set Up IM Options, Data Retention tab, Deletions field) Set the number of months to retain additions, changes, and deletions made to the inventory records. The system default is 24 months. After the specified time, this data is purged by the period-end purge process. (Set Up IM Options, Data Retention tab, Log Retention field) Select to include in the total available the pending quantities of shipments and receipts for an item in a batch that has not been posted. (Set Up IM Options, Miscellaneous tab, Quantity Pending field) Select to include in the total available quantity the quantities on purchase orders that are not yet received. (Set Up IM Options, Miscellaneous tab, Quantity on Purchased Order field) Select to include the quantity of inbound transfers in the quantity available. (Set Up IM Options, Miscellaneous tab, Quantity on Inbound Transfer field) Enter a description for the first price sheet. This description is shown in Maintain Price Sheets. (Set Up IM Options, Miscellaneous tab, Price Sheet 1 field) Enter a description for the second price sheet. This description is shown in Maintain Price Sheets. (Set Up IM Options, Miscellaneous tab, Price Sheet 2 field) Enter a description for the third price sheet. This description is shown in Maintain Price Sheets. (Set Up IM Options, Miscellaneous tab, Price Sheet 3 field) Purpose Tailor data tracking to your business practices. Note: The Maintenance Audit Log in System Manager provides this information if you select Detail or Summary. Tailor data tracking to your business practices. Note: The Maintenance Audit Log in System Manager provides this information if you select Detail or Summary. Tailor data tracking to your business practices. Tailor the total available quantity count to your business practices. Tailor the total available quantity count to your business practices. Tailor the total available quantity count to your business practices. Price sheets determine the base price for items on a quote or sales order. Note: Any description entered or updated changes the description for all companies in Inventory Management. Price sheets determine the base price for items on a quote or sales order. Note: Any description entered or updated changes the description for all companies in Inventory Management. Price sheets determine the base price for items on a quote or sales order. Note: Any description entered or updated changes the description for all companies in Inventory Management. Implementation Planning 321

324 Chapter 7 Inventory Management Setup Feature Enter a description for the fourth price sheet. This description is shown in Maintain Price Sheets. (Set Up IM Options, Miscellaneous tab, Price Sheet 4 field) Select to exclude the quantity on a sales order but not in the shipping process from the total quantity available. (Set Up IM Options, Miscellaneous tab, Quantity on Sales Order field) Select to exclude the quantity of outbound transfers from the total quantity available. (Set Up IM Options, Miscellaneous tab, Quantity on Outbound Transfer field) Set the number of periods to use for inventory ranking. The system default is 12 periods. (Set Up IM Options, Miscellaneous tab, Number of Ranking Periods field) Allow the standard components list for an assembled kit to be modified. (Set Up IM Options, Miscellaneous tab, Allow Modified Assembled Kits field) Set the system to commit inbound and outbound transfer quantity at line entry and to approval transfers on a line-by-line basis. Or accept the default to commit transfer quantity when Enter Transfer is completed and saved. (Set Up IM Options, Miscellaneous tab, Commit Inventory at Transfer Line Entry field) Maintain custom fields to be associated with items, specifying: Usage required, optional, or not used Type Date, numeric, alphanumeric or validated. (Set Up Custom Fields) Maintain selectable values for validated item custom fields. (Set Up Custom Field Values) Purpose Price sheets determine the base price for items on a quote or sales order. Note: Any description entered or updated changes the description for all companies in Inventory Management. Tailor the total available quantity count to your business practices. Tailor the total available quantity count to your business practices. Allow the user to define the number of history periods included in the ranking inventory items process, and include only items with an established date that falls before or on the last historic rank period included. For example, if using 12 periods, then only items established on or before 12 periods ago are ranked. Note: The default is 12 for monthly periods because 12 months is an industry standard. Tailor management of modifications of component lists for assembled kits to your business practices. Tailor commitment of transfer quantities to your business practices. Add up to four types of information for association with accounts for custom sorting and reporting. Require a particular date format in date fields, digits only in numeric fields, and letters and digits only in alphanumeric fields. Simplify and speed up data entry by making these values available on menus, ensuring consistency. 322 Implementation Planning

325 Chart Your Requirements Inventory Management Setup Feature For each batch type: Assign identifying codes Specify the next batch number Select a posting comment. The batch types are: Process Inventory Transactions Process Physical Inventory Process Cost Tier Adjustments Process Kit Assembly Process Discrepancy Adjustments (Customize Batches) For these transaction types: IM Sale IM Sale Return IM Purchase IM Purchase Return Transfer In Transfer Out Issue Physical Count Cost Tier Adjustment Adjustment Kit Assembly Kit Assembly Component Kit Disassembly Kit Disassembly Component Inventory Beginning Balance Shipment (to Customer) RT-Return Goods Shipment (to Warehouse) Transit Warehouse Transfer In Receipt (from Vendor) PO Return Receipt (from Warehouse) Transit Warehouse Transfer Out MF-Material WIP MF-Progress WIP BOM Cost Rollup MF-Material WIP Specify the: Two-letter identification code General Ledger posting journal Number of the next created transaction (Customize IM Transactions) Purpose Easily identify transaction types by tailoring the twoletter codes to your business practice. Tailor the batch numbers and posting comments to your business practice. Note: The batch types are predefined. Tailor the transaction type identification, journal identification, and starting number to your business practices, and maintain additional custom transaction types as needed. Note: The manufacturing transaction types are available only if the associated manufacturing module is integrated with Inventory Management. Implementation Planning 323

326 Chapter 7 Inventory Management Setup Feature Enter the inventory calendar year for which you want to define the periods and work days. (Inventory Calendar, Year field) Enter the ending date and the number of working days for each period. (Inventory Calendar, Year field) Create and maintain buyers, giving each a: Buyer ID Name address Maximum authorization amount (Set Up Buyers) Enter or select the identifier for the purchase product line. (Set Up Purchase Product Lines, Purchase Product Line field) Enter a description or the name of the purchase product line. (Set Up Purchase Product Lines, Description field) Select the default buyer. (Set Up Purchase Product Lines, Buyer field) Select the month and day of the month that the season begins for a purchase product line that experiences seasonal demand. (Set Up Purchase Product Lines, Season Start fields) Select the month and day of the month that the season ends for a purchase product line that experiences seasonal demand. (Set Up Purchase Product Lines, Season End fields) Purpose Tailor your inventory calendar to your business practices. It may be different from your fiscal calendar. Identify the year for the calendar. Tailor your inventory calendar to your business practices. It may be different from your fiscal calendar. Define each period as needed. Create buyers for association with vendors, vendor classes, purchase orders, purchase product lines, and so on. Limit the maximum purchase order amount that can be entered for each buyer. Select the purchase product line to be modified or begin creation of a new purchase product line. Give the purchase product line a clear description. Provide the default for maintaining inventory with this purchase product line. Note: You define buyers in Set Up Buyers in Inventory Management or in Set Up Buyers in Purchase Order. Activate the purchase product line for the seasonal demand. Activate the purchase product line for the seasonal demand. Select the default demand formula for inventory items assigned to this purchase product line. (Set Up Purchase Product Lines, Demand Formula field) Speed up data entry by providing a default formula. Note: You define demand formulas in Set Up Demand Formulas. Select the default safety stock formula for inventory items assigned to this purchase product line. (Set Up Purchase Product Lines, Safety Stock Formula field) Select the default lead time formula for inventory items assigned to this purchase product line. (Set Up Purchase Product Lines, Lead Time Formula field) Speed up data entry by providing a default formula. Note: You define safety stock formulas in Set Up Safety Stock Formulas. Speed up data entry by providing a default formula. Note: You define lead time formulas in Set Up Lead Time Formulas. 324 Implementation Planning

327 Chart Your Requirements Inventory Management Setup Feature Select raw material or finished goods as the item type default for this purchase product line. (Set Up Purchase Product Lines, Item Type field) Select the default match tolerance for this purchase product line. (Set Up Purchase Product Lines, Match Tolerance field) Create or modify commodity codes by entering or selecting the: ID Description Tax class (Set Up Commodity Codes) Create or modify the freight class: ID Description (Set Up Freight Classes) Enter or modify the percent value for each rank method: Rank ID COGS percentage Gross Margin percentage Quantity Sold percentage Hits percentage The totals for the ranks must equal 100 percent. Up to 20 methods may be created (A through T) for the current company. (Set Up Rank Codes) Enter a new landed cost ID, or use the Navigator to select an existing landed cost ID. (Set Up Landed Costs, Landed Cost field) Enter or modify the description for the landed cost ID. (Set Up Landed Costs, Description field) Select the type of landed cost. You can select freight charges, tax, or other cost. (Set Up Landed Costs, Main tab, Cost Type field) Select how to calculate the landed cost: Pct of Cost: A percent of the unit cost per unit (which is determined during transaction entry or receipt of goods) Amt per Unit: A fixed amount per unit (Set Up Landed Costs, Main tab, Calculation Method field) Purpose The item type is used for maintaining an inventory with this purchase product line. You can change the default when defining items in Maintain Items. The match tolerance defines the default tolerance code to use when comparing items received against the original purchase order entered. Note: You define match tolerances in Set Up Tolerance Codes in Purchase Order. Track the type of commodity and associate each type with the appropriate tax class. Track the type of freight used. Tailor ranking methods to your business practices. Note: As you add and delete rows, the system reassigns the row letters. Begin creation of a landed cost or select the landed cost to be modified. Clearly identify the landed cost. Provide the information for the landed cost. Provide the information for the landed cost. Implementation Planning 325

328 Chapter 7 Inventory Management Setup Feature Enter a percent or an amount per the calculation method selected for use in calculating the landed cost. (Set Up Landed Costs, Main tab, Amount / Percentage field) Select the inventory item to which you want the calculated cost applied. (Set Up Landed Costs, Apply To Item tab, Item field) Select the vendor to which you want to apply the calculated cost. (Set Up Landed Costs, Apply To Vendor tab, Vendor field) Enter (or select) a sales product line identifier. (Set Up Sales Product Lines, Sales Product Line field) Enter or modify a description for the sales product line. (Set Up Sales Product Lines, Description field) Select to allow price overrides for the sales product line. (Set Up Sales Product Lines, Allow Price Override field) Select to allow trade discounts for the sales product line. (Set Up Sales Product Lines, Subject To Trade Discount field) Enter the planned gross margin percent to use as the target for the sales product line. This percentage is the anticipated gross margin for items sold. (Set Up Sales Product Lines, Target Margin% field) Select or enter the commission class to use for this sales product line. (Set Up Sales Product Lines, Commission Class field) Maintain the product categories and their hierarchy: Create a new product category Rename, move, or delete a product category Create a subcategory under a product category Assign items to a product category that has no subcategories (Set Up Product Categories, Product Categories tab) Select the product category to be assigned items. (Set Up Product Categories, Assign Items tab, Product Category field) Review the items available for the product category, and select and assign items to the product category. (Set Up Product Categories, Assign Items tab, Items Available to Assign column) Purpose Provide the information for the landed cost. Provide the information for the landed cost. Note: You define items in Maintain Items. Provide the information for the landed cost. Note: You define vendors in Maintain Vendors in Accounts Payable. Begin creation of a sales product line or select a sales product line to be modified. Clearly identify the sales product line. Enable changes of the price for items assigned to this product line during transaction entry in Sales Order. Enable use of trade discounts for the sales product line. Provide the information for the sales product line. Examples: Enter 23¼% as 23.25, and ¾% as.75. Provide the information for the sales product line. Note: You set up commission classes in Set Up Commission Classes in Accounts Receivable. Define product categories of items and assign items to these categories for functional presentation in the ecustomer storefront. Note: Product Category refers to all categories in the hierarchical structure. A product category is one of two specific types, determined by its position in the hierarchical structure. Identify the product category to be modified. Maintain the item selection for the product category. Notes: The left side shows the item code and the right shows the item description. You can assign each item to one or more categories. 326 Implementation Planning

329 Chart Your Requirements Inventory Management Setup Feature Review the items assigned to the product category. Or remove items from this product category. (Set Up Product Categories, Assign Items tab, Items Assigned to Product Category column) Enter or select the identifier for this warehouse. (Set Up Warehouses, Warehouse field) Enter a long description of the warehouse. (Set Up Warehouses, Description field) Indicate whether the warehouse is a transit warehouse used for the transfer of inventory items. (Set Up Warehouses, Transit Warehouse field) Enter a maximum lead time percent allowed to include the posted lead time in projected lead time calculations. (Set Up Warehouses, Main tab, Maximum% field) Enter a minimum lead time percent allowed to include the posted lead time in projected lead time calculations. (Set Up Warehouses, Main tab, Minimum% field) Select the warehouse to use for costing information if it is different from the warehouse you are setting up. (Set Up Warehouses, Main tab, Cost field) Select the warehouse to use for pricing information if it is different from the warehouse you are setting up. (Set Up Warehouses, Main tab, Price field) Select the tax schedule to use for shipments when the F.O.B. point is Source. (Set Up Warehouses, Main tab, Sales Tax Schedule field) Allow or prevent back orders for customer items not currently in stock. (Set Up Warehouses, Main tab, Allow Customer Back Order field) Opt to require recording of the bin locations of inventory items. You must select to enable Track Quantity At Bins. (Set Up Warehouses, Main tab, Use Bins field) Opt to track the item quantity by bin location. (Set Up Warehouses, Main tab, Track Quantity At Bin field) Purpose Maintain the item selection for the product category. Note: The left side shows the item code and the right shows the item description. Clearly identify the warehouse being maintained. Record all pertinent warehouse information. Easily identify transit warehouses in the system. Note: Only fields on the GL Accounts tab are operational for transit warehouses. This percentage is added to the current projected lead time for an item. If the number of lead time days for a receipt exceeds this percentage, it is not used in future calculations. This percentage is subtracted from the current projected lead time for an item. If the number of lead time days for a receipt falls below this percentage, it is not used in future calculations. Speed data entry by providing cost defaults. Speed data entry by providing price defaults. Speed data entry by providing this default. Note: You define tax schedules in Maintain Tax Schedules in Common Information. Tailor usage of back orders to your business practices. Keep current records of bin location by item. Note: You define bin locations for each warehouse in Set Up Bins. Keep current records of item quantity in each bin location. Note: You must select Use Bins to enable this field. Implementation Planning 327

330 Chapter 7 Inventory Management Setup Feature Select the General Ledger account override segment to use as the warehouse override. (Set Up Warehouses, Main tab, Override Segment field) Enter or modify the contact s: Name Title Phone and extension Fax and extension address (Maintain Contacts) Review, enter, or modify in the mail-to address: Name Up to five lines of street address City State Postal code Country (Set Up Warehouses, Address tab, Mail To Address fields) Review, enter, or modify in the ship-to address: Name Up to five lines of street address City State Postal code Country (Set Up Warehouses, Address tab, Ship To Address fields) Select a valid General Ledger account for posting purchases. (Set Up Warehouses, GL Accounts tab, Purchases field) Select a valid General Ledger account for posting sales. (Set Up Warehouses, GL Accounts tab, Sales field) Select a valid General Ledger account for posting sales offsets. (Set Up Warehouses, GL Accounts tab, Sales Offset field) Select a valid General Ledger account for posting returns. (Set Up Warehouses, GL Accounts tab, Returns field) Purpose The override segment and the accounts affected by it are defined in Set Up IM Options. Select the account segment value that is the override for the override segment. If this value is null, there are no General Ledger account segment overrides for this warehouse. Keep contact information current. Note: This information may be display-only. Keep mail-to address information current. Notes: This information may be display-only. If you set up postal codes in Common Information, the city and state are entered automatically when you select a postal code. You define countries in Set Up Countries and States in Common Information. If you select a default country in Set Up CI Options, the country defaults in this field. Keep ship-to address information current. Notes: This information may be display-only. If you set up postal codes in Common Information, the city and state are entered automatically when you select a postal code. You define countries in Set Up Countries and States in Common Information. If you select a default country in Set Up CI Options, the country defaults in this field. Identify the purchases account. Identify the sales account. Identify the sales offsets account. Identify the returns account. 328 Implementation Planning

331 Chart Your Requirements Inventory Management Setup Feature Select a valid General Ledger account for posting inventory. (Set Up Warehouses, GL Accounts tab, Inventory field) Select a valid General Ledger account for posting the cost of goods sold. (Set Up Warehouses, GL Accounts tab, Cost of Goods Sold field) Select a valid General Ledger account for posting issues. (Set Up Warehouses, GL Accounts tab, Issues field) Select a valid General Ledger account for posting miscellaneous adjustments. (Set Up Warehouses, GL Accounts tab, Misc Adj field) Select a valid General Ledger account for posting cost tier adjustments. (Set Up Warehouses, GL Accounts tab, Cost Tier Adj field) Select a valid General Ledger account for posting physical count adjustments. (Set Up Warehouses, GL Accounts tab, Physical Count field) Select Capitalize to add freight charges incurred for inbound transfers to the cost of the inventory item at the time of shipment posting. (Set Up Warehouses, Transfers tab, Inbound Freight Charges: Capitalize field) Select Expense to post freight charges incurred for inbound transfers to the Expense GL account. (Set Up Warehouses, Transfers tab, Inbound Freight Charges: Expense field) Select Capitalize to add surcharges incurred for inbound transfers to the cost of the inventory item at the time of shipment posting. (Set Up Warehouses, Transfers tab, Inbound Surcharges: Capitalize field) Select Expense to have any surcharges incurred for inbound transfers posted to the Expense GL account. (Set Up Warehouses, Transfers tab, Inbound Surcharges: Expense field) Purpose Identify the inventory account. Identify the cost of goods sold account. Identify the issues account. Identify the miscellaneous adjustments account. Identify the cost tier adjustments account. Identify the physical count adjustments account. Choose between capitalizing and expensing the inbound freight charges per your business practice. Note: Capitalize increases the cost tier freight amounts, as well as the inventory costs, and is the default selection. Choose between capitalizing and expensing the inbound freight charges per your business practice. Choose between capitalizing and expensing the inbound surcharges per your business practice. Note: Capitalize increases the cost tier amounts, as well as the inventory costs, and is the default selection. Choose between capitalizing and expensing the inbound surcharges per your business practice. Implementation Planning 329

332 Chapter 7 Inventory Management Setup Feature If Expense was set for this warehouse, identify the GL account number for the Transfer In expenses. (Set Up Warehouses, Transfers tab, Expense Account field) Identify the GL account for the outbound transfer revenue account. (Set Up Warehouses, Transfers tab, Outbound Freight and Surcharge field) Identify and set the rules for receiving warehouses associated with the warehouse you are setting up. Identify for each receiving warehouse: Receiving Warehouse Ship Method Surcharge Percent Surcharge Amount Surcharge Amount Method Automatic Approval option Transit Warehouse Lead Time Days (Set Up Warehouses, Transfers tab, grid fields) Select the warehouse ID in which you want to set up bin information. (Set Up Bins, Warehouse field) For each bin enter the: Bin identifier Location Sort order Whether it is a temporary bin Bin type (Fixed, Random, Staging) Count cycle (15th of the Month, 30th of the Month, 31st of the Month, Monthly, Quarterly, Semi-Annually, Semi-Monthly, Weekly, Yearly) Volume Volume UOM Weight Weight UOM (Set Up Bins, Bin field) Enter an item identifier with a brief description and a detailed description. (Maintain Item, Item field and Description fields) Purpose Identify the expense account. Identify the revenue account posted to when the warehouse creates outbound transfers and applies additional surcharges that generate revenue from that transfer. Set up the receiving warehouses for the three-step transfer process. Identify the warehouse for bin tracking. Note: Use Bins in Set Up Warehouses must be selected to enable this screen. Track Quantity At Bin in Set Up Warehouses is optional. Fully describe each bin. Note: The volume and weight columns are for future use. Clearly and easily identify the item. 330 Implementation Planning

333 Chart Your Requirements Inventory Management Setup Feature Select the item s type: Assembled Kit BTO Kit Comment Only Expense Finished Good Misc Item Raw Material Service (Maintain Item, Main tab, Item Type field) Select the item s processing status: Active Inactive Discontinued Deleted (Maintain Item, Main tab, Status field) Select the class to assign to the item. (Maintain Item, Main tab, Item Class field) Select the method for tracking the item: None Serial Lot Both (Maintain Item, Main tab, Track Method field) Enter the quantity stored in the bin for the item stated in the stock unit of measure. (Maintain Item, Main tab, Standard Bin Qty field) Enter the number of days the item is usable after the day of receipt. Enter zero to indicates no shelf life limit. (Maintain Item, Main tab, Shelf Life field) Select the freight class used for calculating freight charges and the preparation of a bill of lading. (Maintain Item, Main tab, Freight Class field) Select the commodity code to use for taxation. This group is used when calculating the price of an item. (Maintain Item, Main tab, Commodity Code field) Select the sales tax class to assign to the item. (Maintain Item, Main tab, Sales Tax Class field) Purpose The type you select determines how the system handles the items in Accounts Receivable and Accounts Payable. You cannot change an item's type when in the edit mode. Note: The Kits tab is available only for items with an item type of BTO Kit or Assembled Kit. The type you select determines whether and how the system processes the item. Use the item class to group items for reporting and posting purposes. Note: You define an item class in Maintain Item Classes. Tailor the tracking method to the item per your business practices. Record the current quantity. Enable the system to automate time calculations. Automate calculation of freight class information. Note: You define freight classes in Set Up Freight Classes. Automate calculation of commodity code information. Note: You define Commodity Codes in Set Up Commodity Codes. Automate calculation of sales tax information. Note: You define sales tax classes in Maintain Tax Classes in Common Information. Implementation Planning 331

334 Chapter 7 Inventory Management Setup Feature Choose between printing the long description on internal documents only or printing it also on external documents, such as invoices or acknowledgements. (Maintain Item, Main tab, Internal Long Desc field) Indicate whether the item is a seasonal item, such as, grass seed or Christmas decorations. (Maintain Item, Main tab, Seasonal Item field) Select the method for determining inventory value, item cost when items are issued and sold, and the amounts posted to the General Ledger: Standard Average LIFO FIFO Actual (requires a Both, Lot, or Serial tracking method) (Maintain Item, Main tab, Valuation Method field) Enter the cost of the item in the stock unit of measure. Base the amount in this field on the unit of measure that you select in the Stock UOM field on the UOM tab. (Maintain Item, Main tab, Standard Cost field) Enter the price of the item in the stock unit of measure. You generally enter this price for noninventory type items. (Maintain Item, Main tab, Standard Price field) Select the party responsible for the warranty of the item: Company if the company provides the warranty Vendor if the vendor provides the warranty None if no warranty is provided (Maintain Item, Main tab, Warranty Provider field) Enter the number of days from the date of the invoice that the item is covered by the warranty. (Maintain Item, Main tab, Number of Days field) Select each item to use as a substitute for the item being maintained. (Substitutions, Item field) Select and deselect the landed costs for the item. (Apply Landed Cost, Item field) Purpose Tailor printing of the long description by item to your business practices If seasonal is indicated, the replenishment quantity is limited to the Max Seasonal Demand Multiple in Set Up Warehouses. Tailor the inventory valuation method to your business practice. When using the Standard Cost Method, this cost is used to assign costs in cost tiers. It is also the default cost for warehouse inventory items and can be used for other purposes, such as the cost used in negative cost tiers, the calculation of salesperson commissions, and so on. Note: Unavailable for Assemble or build-to-order (BTO) kit items This price is used if no other pricing information has been defined for the item or customer. Record the warranty information. Record the length of the warranty period. Enable the system to substitute the item being maintained when it is unavailable. Tailor application of landed costs by item to your business practices. 332 Implementation Planning

335 Chart Your Requirements Inventory Management Setup Feature Select the stock unit of measure for this item that is used for tracking quantities on-hand. (Maintain Item, UOM tab, Stock UOM field) Select the purchase unit of measure for the item. (Maintain Item, UOM tab, Purchase field) Select the sales unit of measure for this item. (Maintain Item, UOM tab, Sales field) Select the unit of measure to use in the pricing structure. (Maintain Item, UOM tab, Price field) Select a target unit of measure and enter the conversion factor for the item for the standard unit of measure types. If using ecustomer, select Sales to include the item for sale on the ecustomer web site, and select at least the line item for the default unit of measurement. (Maintain Item, UOM tab, selection grid) Select to list each component of a build-to-order (BTO) kit separately on a printed invoice and a printed packing list. (Maintain Item, Kits tab, Explode BTO Kit on Packing List/Invoice field) Select to calculate the price of the BTO kit as a total of the component prices when entering transactions. (Maintain Item, Kits tab, Set Standard Price to Sum of Component Prices field) Select the components that make up an assembled kit or a build-to-order kit and enter the quantity. You must enter the quantity required to complete the kit. (Maintain Item, Kits tab, grid) Select the sales product line for the item. (Maintain Item, Buy & Sell tab, Product Line field) Purpose A target unit of measure for the stock unit of measure you select is created automatically. Note: You define units of measure in Set Up Units of Measure in Common Information. Identify the purchase unit of measure. Note: You define units of measure in Set Up Units of Measure in Common Information. Identify the sales unit of measure. Note: You define units of measure in Set Up Units of Measure in Common Information. Identify the price unit of measure. It does not affect the Standard Price, which is based on the stock UOM. Note: You define units of measure in Set Up Units of Measure in Common Information. Specify the relationship and conversion factors amongst the units of measure that are specific to the item, and provide the validation of valid units of measure for items. A transaction for an item must use one of the units of measure for that item in this table. Tailor printing of the exploded list of BTO components by item. Tailor by item how the price is calculated. Note: Contract prices and sales promotion prices are not used. Include Finished Goods, Raw Materials, Assembled Kit, or Maintenance items as components of a kit. Note: For BTO Kit items, the items for which you enter a quantity are listed individually on the pricing sheet and packing list printed in Sales Order. Provide sales product line defaults for the item and sort and select options for reporting. Note: You define sales product lines in Set Up Sales Product Line. This selection provides default information for the Commission Class, Target Margin, Allow Price Override, and Subject To Trade Discount fields. Implementation Planning 333

336 Chapter 7 Inventory Management Setup Feature If desired, change the commission class to assign to the item. (Maintain Item, Buy & Sell tab, Commission Class field) Enter the planned gross margin percent for the item. (Maintain Item, Buy & Sell tab, Target Margin field) Enter the price sequence number to use to order items for catalogs, price sheets, and other documents. (Maintain Item, Buy & Sell tab, Price Sequence field) Select the product price group to which the item belongs. (Maintain Item, Buy & Sell tab, Product Price Group field) If the warehouse restocking method is the Percent of Sales restocking method, type a period before the percent value. For example, enter.15 to indicate 15%. If the warehouse restocking method is the Return Rate or Qty Return Rate method, enter the dollar amount. (Maintain Item, Buy & Sell tab, Restocking Group field) Enter the minimum quantity for a quote or sales order in the stock unit of measure. (Maintain Item, Buy & Sell tab, Minimum Sales Quantity field) Enter the sales multiple for the item's stock unit of measure. For example, if the multiple for the item is 10, then the quantity of items sold must be a multiple of 10 (10, 20, 30). (Maintain Item, Buy & Sell tab, Mandatory Sales Multiple field) Select the purchase product line to which the item belongs. This field is only enabled if the item is a Finished Good or Raw material. (Maintain Item, Buy & Sell tab, Purchase Product Line field) Select the purchase order match tolerance code for the item. (Maintain Item, Buy & Sell tab, PO Match Tolerance field) Purpose Selecting the sales product line puts a default value in the Commission Class field. Note: You define commission classes in Set Up Commission Class. Set this percent for the sales product line and it becomes the default here. Set a target gross margin for later comparison in sales analysis to actual figures. Note: The percent defaults from Set Up Sales Product Line. Use this number to sequence the items on a price sheet or catalog. Speed up data entry by providing default information. Note: You define product price groups in Set Up Product Price Groups. This value is used to calculate the fee you charge for returning an item to stock. This rate overrides the restocking rate default for the warehouse entered in Set Up Warehouses. Important: Use this field for items stocked in multiple warehouses only if the warehouses all use the percentage method or if they all use the same dollar amount method. Prevents a sales order or quote from being issued for too few items. Note: Use a zero to indicate there is no minimum. Use this entry to set a sales multiple of the stock UOM for an item. If this column is anything but 1, it indicates that sales must be a multiple of the stock unit measure. For example, if this column is 10, the quantity sold in a transaction must be a multiple of 10 such as 10 or 20. Note: If you select Allow Decimal Quantities, the multiple is set to 1 by the system. Speed up data entry by providing default information. Note: You define purchase product lines in Set Up Purchase Product Lines. Speed up data entry by providing default information. Note: You define tolerance codes in Set Up Tolerance Codes in Purchase Order. 334 Implementation Planning

337 Chart Your Requirements Inventory Management Setup Feature Enter the maximum number of periods for which you want to keep a supply of this item in stock. (Maintain Item, Buy & Sell tab, Period Usage Order Limit field) Assign a value for each custom field as desired. (Maintain Item, Buy & Sell tab, Custom Fields) Select to allow customers to return the item. (Maintain Item, Buy & Sell tab, Returns Allowed field) Purpose This number is used as the upper limit quantity when calculating replenishment orders. Associate custom field values with the item for tracking and reporting purposes. Tailor permission to process returns by item and your business practice. Allow override of the unit cost for noninventory items during transaction entry. (Maintain Item, Buy & Sell tab, Allow Cost Override field) Easily handle cost fluctuations or exceptions during data entry of noninventory item transactions. Note: Cost overrides are not allowed for inventory items. Allow items to be sold or received in fractions of the transaction unit of measure. (Maintain Item, Buy & Sell tab, Allow Decimal Quantities field) Allow drop shipment of the item by a vendor or carrier. (Maintain Item, Buy & Sell tab, Allow Drop Ship field) Allow price overrides for the item during transaction entry if the user has the security event right to change it. (Maintain Item, Buy & Sell tab, Allow Price Override field) Opt whether to subject the item to a trade discount or prevent trade discounts on the item. (Maintain Item, Buy & Sell tab, Subject to Trade Discount field) Opt whether to require the internal delivery of an item to the requester. (Maintain Item, Buy & Sell tab, Internal Delivery Required field) Opt to require a receipt to verify the purchase of the item. (Maintain Item, Buy & Sell tab, Receipt Required field) Opt to include the item on the Sales Order packing list or omit it. Inventory items are included by default. (Maintain Item, Buy & Sell tab, Include on Packing List field) Tailor system processing requirements to handle the way the item is received or sold. Note: If you select a Track Method on the Main tab of Serial or Both, this field is disabled. Tailor drop-ship processing to handle the way the item is delivered to the customer. Note: This field is disabled for service items, build-toorder, and assembled kits. Tailor data entry of price overrides to handle items whose price varies. Tailor trade discount processing to handle the way the item is sold to the customer. Note: If the item belongs to a product line that is subject to a trade discount, this item is selected by default. Automatically alert the mail room that the item must be internally delivered when it is received. Tailor whether receipts are required by item per your business practices. Tailor whether the item is listed on the Sales Order packing list per your business practices. Implementation Planning 335

338 Chapter 7 Inventory Management Setup Feature Select the Cost Of Goods Sold account number for posting the sale of a noninventory item during invoice entry. (Maintain Item, GL Accounts tab, COGS field) Select the Expense account number for posting the purchase of a noninventory item during invoice entry. (Maintain Item, GL Accounts tab, Expense field) Select the Sales account number for posting the sale of a noninventory item during invoice entry. (Maintain Item, GL Accounts tab, Sales field) Select the Returns account number for posting the return of a noninventory item during invoice entry. (Maintain Item, GL Accounts tab, Returns field) Assign the item to product categories. (Maintain Item, Categories tab, Available Product Categories field) Select images for the item. (Maintain Item, Categories tab, Item Images box) Create a unique identifier for the item class. (Maintain Item Classes, Item Class field) Create a description for the item class. (Maintain Item Classes, Description field) Select a valid General Ledger account to use for posting sales. (Maintain Item Classes, Sales field) Select a valid General Ledger account to use for posting returns. (Maintain Item Classes, Returns field) Select a valid General Ledger account to use for posting inventory. (Maintain Item Classes, Inventory field) Select a valid General Ledger account to use for posting the cost of goods sold. (Maintain Item Classes, Cost of Goods Sold field) Purpose Tailor selection of the COGS account to the item per your business practices. Note: The account defaults from Maintain Item Classes. Tailor selection of the Expense account to the item per your business practices. Note: The account defaults from Maintain Item Classes. Tailor selection of the Sales account to the item per your business practices. Note: The account defaults from Maintain Item Classes. Tailor selection of the Purchase account to the item per your business practices. Note: The account defaults from Maintain Item Classes. Group items for processing and reporting. Provide images for the item for the ecustomer storefront. Easily identify the item class. Clearly describe the item class for use on documents and reports. Speed up data entry by providing default information. Speed up data entry by providing default information. Speed up data entry by providing default information. Allow the user to specify the item rank for this inventory item on the basis of Cost of Goods Sold. The ranks for this basis, defined in timinvtrank, can be used here. The rank can be from A through T and is defined as a percentage. The significance of assigning a rank is to an inventory item is that the item contributes the specified percentage to the cost of goods sold for the company. 336 Implementation Planning

339 Chart Your Requirements Inventory Management Setup Feature Select a valid General Ledger account to use for posting purchases. (Maintain Item Classes, Purchases field) Select a valid General Ledger account to use for posting sales offsets. (Maintain Item Classes, Sales Offset field) Select a valid General Ledger account to use for posting issues. (Maintain Item Classes, Issues field) Select a valid General Ledger account to use for posting miscellaneous adjustments. (Maintain Item Classes, Misc Adj field) Select a valid General Ledger account to use for posting cost tier adjustments. (Maintain Item Classes, Cost Tier Adj field) Select a valid General Ledger account to use for posting physical count. (Maintain Item Classes, Physical Count field) Select the customer whose item number you will crossreference with your item number. (Maintain Customer Items, Customer field) Select the item and enter the customer's item number. (Maintain Customer Items, Item field and Customer Item Number field) Select the warehouse that stores this item and contains the inventory records. Or select an existing item and warehouse combination. (Maintain Inventory, Warehouse field) Select an active item to include in the warehouse and inventory or select an existing item and warehouse combination. (Maintain Inventory, Item field) Select the stocking status of the selected item: Active - Available for all transactions Inactive - Not available for any transactions Deleted - To delete during next purge Discontinued - Available for transactions, but not replenishment. (Maintain Inventory, Main tab, Status field) Purpose Assigning a rank an inventory item means that the item contributes the specified percentage to the gross margin for the company. Assigning a rank an inventory item means that the item contributes the specified percentage to the quantity sold for the company. Assigning a rank an inventory item means that the item contributes the specified percentage to the hits of sale for the company. Speed up data entry by providing default information. Speed up data entry by providing default information. Speed up data entry by providing default information. Speed up data entry by providing default information. Easily identify the item ordered using the crossreference between their item number and yours. Identify the warehouse and apply its defaults to the item. Notes: You define warehouses in Set Up Warehouses. Transit warehouses do not display in the search window. Identify the item. Notes: You define items in Maintain Items. Assign the processing options for the item in that warehouse. Note: The item's status is defined in Maintain Items and is the default status for the item and warehouse pair. Implementation Planning 337

340 Chapter 7 Inventory Management Setup Feature Allow a customer backorder for the selected inventory item. (Maintain Inventory, Main tab, Allow Cust Back Order field) Enter in the company's home currency the standard cost of the item in the stock unit of measure. (Maintain Inventory, Main tab, Unit Cost: Standard field) Enter the replacement (current direct) cost of the item in the stocking unit of measure. Enter it in the company's home currency. (Maintain Inventory, Main tab, Unit Cost: Replacement field) Select how often to perform a physical counting for this item in the selected warehouse. (Maintain Inventory, Main tab, Physical Count Cycle field) Enter a variance percent between the quantity calculated by the system and the physical count quantity. (Maintain Inventory, Main tab, Tolerance% field) Select the rank code for this item based on the cost of goods sold. Indicate an undefined rank with X. (Maintain Inventory, Main tab, Cost of Goods Sold field) Select the rank code for this item based on the gross margin percentage. Indicate an undefined rank with X. (Maintain Inventory, Main tab, Gross Margin% field) Select the rank code for this item based on the quantity sold. Indicate an undefined rank with X. (Maintain Inventory, Main tab, Quantity Sold field) Select the rank code for this item based on the hits. Indicate an undefined rank with X. (Maintain Inventory, Main tab, Hits field) Select the valid General Ledger account to use for posting purchases. (Maintain Inventory, GL Accounts tab, Purchases field) Purpose Backorder quantities are used in demand and replenishment process calculations. Important: If you are allowing backorders for a BTO kit, you must also allow backorders for its components. With Standard Cost Valuation, the standard unit cost is used to assign costs to cost tiers. It can also be used to assign costs to negative cost tiers or as input to the reorder calculation. Notes: This option is unavailable for build-to-order kits. Changes in the standard unit cost apply to transactions entered after the change is saved. This unit cost can be used as the EOQ, in creating negative cost tiers, and in creating cost tiers caused by physical count adjustment. Note: If you select Update Replacement Cost in Set Up IM Options, the value is updated automatically when stock receipts are posted, but only for the primary vendor of the item. Automate prompts for the physical counts. Note: The cycle defaults from Set Up Warehouse Replenishment for Purchase Product Line and Warehouse combination. You define cycles in Set Up Processing Cycles in Common Information. If the difference between the physical count quantity and the system-calculated quantity is greater than this percent, the item is included on the discrepancy report during the physical count process. Note: You define ranks in Set Up Rank Codes. Note: You define ranks in Set Up Rank Codes. Note: You define ranks in Set Up Rank Codes. Note: You define ranks in Set Up Rank Codes. Speed up data entry by providing default information. 338 Implementation Planning

341 Chart Your Requirements Inventory Management Setup Feature Select the valid General Ledger account to use for posting sales. (Maintain Inventory, GL Accounts tab, Sales field) Select the valid General Ledger account to use for posting sales offsets. (Maintain Inventory, GL Accounts tab, Sales Offset field) Select the valid General Ledger account to use for posting returns. (Maintain Inventory, GL Accounts tab, Returns field) Select the valid General Ledger account to use for posting inventory. (Maintain Inventory, GL Accounts tab, Inventory field) Select the valid General Ledger account to use for posting cost of goods sold. (Maintain Inventory, GL Accounts tab, Cost of Goods Sold field) Select the valid General Ledger account to use for posting issues. (Maintain Inventory, GL Accounts tab, Issues field) Select the valid General Ledger account to use for posting miscellaneous adjustments. (Maintain Inventory, GL Accounts tab, Misc Adj field) Select the valid General Ledger account to use for posting cost tier adjustments. (Maintain Inventory, GL Accounts tab, Cost Tier Adj field) Select the valid General Ledger account to use for posting physical counts. (Maintain Inventory, GL Accounts tab, Physical Count field) Assign the bins to an inventory item in order of preference. (Maintain Inventory, Preferred Bins tab, Bin field) Select an item for which you want to establish a vendor/ item cross-reference. (Maintain Vendor Items, Item field) Purpose Speed up data entry by providing default information. Speed up data entry by providing default information. Speed up data entry by providing default information. Speed up data entry by providing default information. Speed up data entry by providing default information. Speed up data entry by providing default information. Speed up data entry by providing default information. Speed up data entry by providing default information. Speed up data entry by providing default information. Direct items to specific bin locations and sequence the bins in the order they should be used if available. Notes: A temporary or random bin cannot be allocated as a preferred bin to an item. This tab is disabled if the warehouse does not use bins or if the item is a BTO kit. Speed up data entry by providing default information for the item when purchased from this vendor. Note: You define items in Maintain Items. Implementation Planning 339

342 Chapter 7 Inventory Management Setup Feature Select an active or discontinued vendor that supplies the item whose item number you will cross-reference with your item number. (Maintain Vendor Items, Vendor field) Enter the vendor reference or identification for this item. Optional. (Maintain Vendor Items, Main tab, Vendor Item field) Select a purchase unit of measure for the vendor item. The unit of measure selected for the item in Maintain Items is the default. (Maintain Vendor Items, Main tab, UOM field) Select the country of origin (of manufacture) for the vendor item. (Maintain Vendor Items, Main tab, Country field) Select the method of discount (Discount Amount, Discount Percent, Fixed Amount, No Discount) for the vendor item. (Maintain Vendor Items, Main tab, Discount Method field) Select the cost break type (Quantity, Weight, Volume, Amount) for the vendor item. (Maintain Vendor Items, Main tab, Break Type field) Enter the vendor s suggested price for the item based on the purchase unit of measure. (Maintain Vendor Items, Main tab, List Price field) Enter the cost that the vendor charges for the smallest purchase quantity of the item. (Maintain Vendor Items, Main tab, Replacement Unit Cost field) Keep the purchase order and purchase order line open until you receive the full quantity ordered from the vendor. (Maintain Vendor Items, Main tab, Allow Vendor Back Orders field) Allow the receipt of an item in a quantity that is less than a multiple of the purchase unit of measure. (Maintain Vendor Items, Main tab, Allow Partial Packs field) Purpose Speed up data entry by providing default information. Note: You define vendors in Maintain Vendors in Accounts Payable. Easily identify the item ordered using the crossreference between their item number and yours. Speed up data entry by providing default information. Note: You define units of measure in Set Up Units of Measure in Common Information. Speed up data entry by providing default information. Note: The default is based on the vendor s address. Speed up data entry by providing default information. Note: Select a method other than No Discount to enable the Break Type field and the Cost Breaks tab. The default is No Discount. Speed up data entry by providing default information. Note: Select a discount method other than No Discount to enable this field. You enter information for the break type selected on the Cost Breaks tab. Speed up data entry by providing default information. Speed up data entry by providing default information. Note: The replacement cost defaults from the Standard Cost in Maintain Items after an item is selected. Set system processing of receiving to keep the purchase order line open until the full quantity is received. Set system processing of receiving to receive less than the full quantity of the item ordered. 340 Implementation Planning

343 Chart Your Requirements Inventory Management Setup Feature Enter the From and To range for the discount amount or percent for each vendor cost break. (Maintain Vendor Items, Cost Breaks tab, From Range and To Range fields) Enter an amount or percent based on the discount method selected on the Main tab. (Maintain Vendor Items, Cost Breaks tab, Amount field) Select the warehouse for the price sheet. (Maintain Price Sheets, Warehouse field) Select the currency for this warehouse group. (Maintain Price Sheets, Currency field) Enter the item, and for the item, prices and effective dates to use for pricing a sales order. You can enter a base price and up to four additional prices for each item in the pricing unit of measure. (Maintain Price Sheets, grid) Enter a product price group identification. (Maintain Product Price Groups, Product Price Group field) Enter the product price group description. (Maintain Product Price Groups, Description field) Enter the customer price group identification. (Maintain Customer Price Groups, Customer Price Group field) Enter the customer price group description. (Maintain Customer Price Groups, Description field) Select the warehouse to be associated with the product price group and customer price group combination. (Maintain Product Group Pricing, Warehouse field) Purpose Speed up data entry by providing default information. Speed up data entry by providing default information. Identify the warehouse whose inventory the price sheet will apply to. Price sheets are selected for use in customer price groups and product price groups. Speed up data entry by providing default currency information. Speed up data entry by providing default date and pricing information. Notes: The List Price represents the base price of an item. The column headings display the description you entered for the four price sheets in Set Up IM Options. Give the product price group an easily recognizable identification. Note: Product price groups are used to define pricing contracts in Maintain Product Group Pricing, Maintain Contract Pricing, and Maintain Customer Group Pricing where you assign effective dates, the discount method, and the discount percent, amount, or quantity breaks to the product price group. Describe the product price group s purpose. Give the customer price group an easily recognizable identification. Note: Customer price groups are selected for use in pricing contracts in Maintain Product Group Pricing and Maintain Customer Group Pricing where you assign effective dates, the discount method, and the discount percent, amount, or quantity breaks to the customer price group. Clearly describe the customer price group s purpose. If useful, you can use the warehouse s association with the product price groups as a standard pricing structure across all warehouses. (Select the warehouse with the pricing to use as the standard as the price warehouse in Set Up Warehouses.) Implementation Planning 341

344 Chapter 7 Inventory Management Setup Feature Select the product price group. (Maintain Product Group Pricing, Product Price Group field) Select the customer price group to be associated with the product price group and the warehouse. (Maintain Product Group Pricing, Customer Price Group field) Enter the date the association between the product price group and the customer price group becomes effective. (Maintain Product Group Pricing, Effective field) Enter the date the association between the product price group and the customer price group expires. (Maintain Product Group Pricing, Expiration field) Select the discount method for the first time or change it: Discount% Discount Amount Markup% Markup Amount Fixed Amount (Maintain Product Group Pricing, Method field) Select the base price for the customer price group for the first time or change it: List Price Price Sheet 1 Price Sheet 2 Price Sheet 3 Price Sheet 4 Customer Price Sheet Average Cost Standard Cost Replacement Cost (Maintain Product Group Pricing, Base field) Enter or change the percent if using the Discount% or Markup% method. (Maintain Product Group Pricing, Percent field) Enter or change the amount if using the Discount Amount, Markup Amount, or Fixed Amount method. (Maintain Product Group Pricing, Amount field) Purpose Record pricing information for the product group. Important: Define or update the selected customer price group on Maintain Product Group Pricing by entering its expiration dates, a discount method, base price, and a discount percentage or discount amount or discount breaks. Define the time period for the association between the product price group and the customer price group. Define the time period for the association between the product price group and the customer price group. Identify how the customer price group will apply discounts. Changing the method erases previous Percent, Amount, and Price Break information and you must enter a new setting in one of these fields. Note: If you use a discount or markup method, you cannot use price breaks, and vice versa. Identify the base price to be discounted (or marked up). Pricing information is displayed in the current company s home currency when the base is standard price. Note: The system calculates the price with this formula: Base * Discount Percentage = Price A positive discount percentage decreases the price and a negative discount increases the price. Specify the percentage for the discount from or markup of the base price for the customer price group. Specify the amount for the discount from or markup of the base price for the customer price group. 342 Implementation Planning

345 Chart Your Requirements Inventory Management Setup Feature Select the type of price break for the product price group, customer price group, item or national account. Select: Quantity Weight Volume Average Cost Standard Cost Replacement Cost (Price Break, Break Type field) Set up as many quantity ranges as needed, one line per range, until the final range ends with , by entering the highest quantity for each range. (Price Break, End field) Enter a discount percent or amount for the product price group contract, the item contract, the customer price group contract, or the national account contract. (Price Break, Percent field or Amount field) Select the warehouse to be associated with the customer price group and product price group combination. (Maintain Customer Group Pricing, Warehouse field) Select the customer price group. (Maintain Customer Group Pricing, Customer Price Group field) Select the product price group to be associated with the customer price group and the warehouse. (Maintain Customer Group Pricing, Product Price Group field) Enter the date the association between the product price group and the customer price group becomes effective. (Maintain Customer Group Pricing, Effective field) Purpose Maintain an unlimited number of price breaks for each product price group, customer price group, item, or national account. This selection is used to calculate the price breaks. Important: Access Price Break by clicking Break on the: Customer price group line in Maintain Product Group Pricing Product price group line in Maintain Customer Group Pricing Product price group line in Maintain Contract Pricing Item line in Maintain Contract Pricing You can combine break types on a single order to allow the customer to qualify for a price break. The ranges you create here are used to calculate price breaks for the item or product price group or customer group contract. Notes: The system fills in the Start field for each range with the number following the number you enter in the End field of the prior line. Record contract information. Note: The field name is Percent or Amount per the discount method you selected in the Method field on Maintain Product Group Pricing or Maintain Customer Group Pricing or Maintain Contract Pricing. Make the customer price group and product price group combination available for the warehouse s inventory. If useful, you can use the warehouse s association with the product price groups as a standard pricing structure across all warehouses. (Select the warehouse with the pricing to use as the standard as the price warehouse in Set Up Warehouses.) Record pricing information for the product group. Important: Define or update the selected product price group on Maintain Customer Group Pricing by entering its expiration dates, a discount method, base price, and a discount percentage or discount amount or discount breaks. Define the time period for the association between the product price group and the customer price group. Implementation Planning 343

346 Chapter 7 Inventory Management Setup Feature Enter the date the association between the customer price group and the product price group expires. (Maintain Customer Group Pricing, Expiration field) Select the discount method for the first time or change it: Discount% Discount Amount Markup% Markup Amount Fixed Amount (Maintain Customer Group Pricing, Method field) Select the base price for the product price group for the first time or change it: List Price Price Sheet 1 Price Sheet 2 Price Sheet 3 Price Sheet 4 Customer Price Sheet Average Cost Standard Cost Replacement Cost (Maintain Customer Group Pricing, Base field) Enter or change the percent if using the Discount% or Markup% method. (Maintain Customer Group Pricing, Percent field) Enter or change the amount if using the Discount Amount, Markup Amount, or Fixed Amount method. (Maintain Customer Group Pricing, Amount field) Select the type of price break for the product price group, customer price group, item or national account. Select: Quantity Weight Volume Average Cost Standard Cost Replacement Cost (Price Break, Break Type field) Purpose Define the time period for the association between the product price group and the customer price group. Identify how the product price group will apply discounts. Changing the method erases previous Percent, Amount, and Price Break information and you must enter a new setting in one of these fields. Note: If you use a discount or markup method, you cannot use price breaks, and vice versa. Identify the base price to be discounted (or marked up). Pricing information is displayed in the current company s home currency when the base is standard price. Note: The system calculates the price with this formula: Base * Discount Percentage = Price A positive discount percentage decreases the price and negative discount increases the price. Specify the percentage for the discount from or markup of the base price for the product price group. Specify the amount for the discount from or markup of the base price for the product price group. Maintain an unlimited number of price breaks for each product price group, customer price group, item, or national account. This selection is used to calculate the price breaks. Important: Access Price Break by clicking Break on the: Customer price group line in Maintain Product Group Pricing Product price group line in Maintain Customer Group Pricing Product price group line in Maintain Contract Pricing Item line in Maintain Contract Pricing You can combine break types on a single order to allow the customer to qualify for a price break. 344 Implementation Planning

347 Chart Your Requirements Inventory Management Setup Feature Set up as many quantity ranges as needed, one line per range, until the final range ends with , by entering the highest quantity for each range. (Price Break, End field) Select the warehouse for contract pricing. (Maintain Contract Pricing, Warehouse field) Select the customer for contract pricing. (Maintain Contract Pricing, Customer field) Select the customer's address to use as the contract pricing address. (Maintain Contract Pricing, Customer Address field) Select the product price group. (Maintain Contract Pricing, Product Price Group tab, PPG field) Enter the date the association between the product price group and the warehouse and customer combination becomes effective for the contract you are defining. (Maintain Contract Pricing, Product Price Group tab, Effective field) Enter the date the association between the product price group and the warehouse and customer combination expires. (Maintain Contract Pricing, Product Price Group tab, Expiration field) Purpose The ranges you create here are used to calculate price breaks for the item or product price group or customer group contract. Notes: The system fills in the Start field for each range with the number following the number you enter in the End field of the prior line. Associate the contract pricing information to be selected with the inventory in the selected warehouse. Note: The system determines the contract price for a line item by searching for the item price in this sequence: 1 Customer Address - Item 2 Customer - Item 3 Customer Address - Product Price Group 4 Customer - Product Price Group 5 Customer Price Group - Product Price Group 6 List Price 7 Standard Price Set up and maintain customer pricing strategies for specific customers buying: A particular inventory item The inventory items assigned to a product price group Speed up data entry by providing default address information. Note: You define customer addresses in Maintain Customers in Accounts Receivable. Include the product price group information in the pricing contract you are defining. Identify the first date that the product price group applies to the pricing contract. Identify the last date that the product price group applies to the pricing contract. Implementation Planning 345

348 Chapter 7 Inventory Management Setup Feature Select the discount method for the first time or change it: Discount% Discount Amount Markup% Markup Amount Fixed Amount (Maintain Contract Pricing, Product Price Group tab, Method field) Select the base price for the product price group for the first time or change it: List Price Price Sheet 1 Price Sheet 2 Price Sheet 3 Price Sheet 4 Customer Price Sheet Average Cost Standard Cost Replacement Cost (Maintain Contract Pricing, Product Price Group tab, Base field) Enter or change the percent if using the Discount% or Markup% method. (Maintain Contract Pricing, Product Price Group tab, Percent field) Enter or change the amount if using the Discount Amount, Markup Amount, or Fixed Amount method. (Maintain Contract Pricing, Product Price Group tab, Amount field) Select the type of price break for the product price group, customer price group, item or national account. Select: Quantity Weight Volume Average Cost Standard Cost Replacement Cost (Price Break, Break Type field) Purpose Identify how the product price group will apply discounts. Changing the method erases previous Percent, Amount, and Price Break information and you must enter a new setting in one of these fields. Note: All changes made to the product price group are displayed in Maintain Product Group Pricing and Maintain Customer Groups Pricing. Identify the base price to be discounted (or marked up). Pricing information is displayed in the current company s home currency when the base is standard price. Note: The system calculates the price with this formula: Base * Discount Percentage = Price A positive discount percentage decreases the price and negative discount increases the price. Specify the percentage for the discount from or markup of the base price for the product price group. Specify the amount for the discount from or markup of the base price for the product price group. Maintain an unlimited number of price breaks for each product price group, customer price group, item, or national account. This selection is used to calculate the price breaks. Important: Access Price Break by clicking Break on the: Customer price group line in Maintain Product Group Pricing Product price group line in Maintain Customer Group Pricing Product price group line in Maintain Contract Pricing Item line in Maintain Contract Pricing You can combine break types on a single order to allow the customer to qualify for a price break. 346 Implementation Planning

349 Chart Your Requirements Inventory Management Setup Feature Set up as many quantity ranges as needed, one line per range, until the final range ends with , by entering the highest quantity for each range. (Price Break, End field) Select the item covered by the contract. (Maintain Contract Pricing, Item tab, Item field) Enter the date the item pricing information becomes effective for the contract you are defining. (Maintain Contract Pricing, Item tab, Effective field) Enter the date the item pricing contract expires. (Maintain Contract Pricing, Item tab, Expiration field) Select the discount method for the first time or change it: Discount% Discount Amount Markup% Markup Amount Fixed Amount (Maintain Contract Pricing, Item tab, Method field) Select the base price for the item for the first time or change it: List Price Price Sheet 1 Price Sheet 2 Price Sheet 3 Price Sheet 4 Customer Price Sheet Average Cost Standard Cost Replacement Cost (Maintain Contract Pricing, Item tab, Base field) Enter or change the percent if using the Discount% or Markup% method. (Maintain Contract Pricing, Item tab, Percent field) Enter or change the amount if using the Discount Amount, Markup Amount, or Fixed Amount method. (Maintain Contract Pricing, Item tab, Amount field) Purpose The ranges you create here are used to calculate price breaks for the item or product price group or customer group contract. Notes: The system fills in the Start field for each range with the number following the number you enter in the End field of the prior line. Apply the contract settings to the item when purchased by the selected customer. Record contract information for the item. Record contract information for the item. Identify how the item will be discounted. Changing the method erases previous Percent, Amount, and Price Break information and you must enter a new setting in one of these fields. Identify the base price to be discounted (or marked up). Pricing information is displayed in the current company s home currency when the base is standard price. Note: The system calculates the price with this formula: Base * Discount Percentage = Price A positive discount percentage decreases the price and negative discount increases the price. Specify the percentage for the discount from or markup of the base price for the product price group. Specify the amount for the discount from or markup of the base price for the product price group. Implementation Planning 347

350 Chapter 7 Inventory Management Setup Feature Select the type of price break for the product price group, customer price group, item or national account. Select: Quantity Weight Volume Average Cost Standard Cost Replacement Cost (Price Break, Break Type field) Set up as many quantity ranges as needed, one line per range, until the final range ends with , by entering the highest quantity for each range. (Price Break, End field) Enter the warehouse for which you want to set up or maintain national account pricing. (Maintain National Account Pricing, Warehouse field) Enter the national account for which you want to set up or maintain national account pricing. (Maintain National Account Pricing, National Account field) Select the product price group for the national account contract. (Maintain National Account Pricing, Product Price Group tab, PPG field) Purpose Maintain an unlimited number of price breaks for each product price group, customer price group, item, or national account. This selection is used to calculate the price breaks. Important: Access Price Break by clicking Break on the: Customer price group line in Maintain Product Group Pricing Product price group line in Maintain Customer Group Pricing Product price group line in Maintain Contract Pricing Item line in Maintain Contract Pricing You can combine break types on a single order to allow the customer to qualify for a price break. The ranges you create here are used to calculate price breaks for the item or product price group or customer group contract. Notes: The system fills in the Start field for each range with the number following the number you enter in the End field of the prior line. Associate the contract pricing information to be selected to the inventory in the selected warehouse. Price records contain the following information: Beginning and expiration dates for the discount structure An unlimited number of price breaks based on the pieces, cost, weight, and volume purchased. The price or discount at each level is determined by either: A particular item price column (from the Price Break Sheets), replacement cost, average cost, or standard cost. An optional discount or markup percentage can be applied to the applicable price column or cost. A fixed monetary amount. Set up and maintain pricing strategies for national accounts, establishing national account discount policies for the customers in a national account who are buying: A specific inventory item The inventory items assigned to a product price group. Set up the applicable product price group information. 348 Implementation Planning

351 Chart Your Requirements Inventory Management Setup Feature Enter the date the association between the product price group and the warehouse and national account combination becomes effective for the contract you are defining. (Maintain National Account Pricing, Product Price Group tab, Effective field) Enter the date the association between the product price group and the warehouse and national account combination expires. (Maintain National Account Pricing, Product Price Group tab, Expiration field) Select the discount method for the first time or change it: Discount% Discount Amount Markup% Markup Amount Fixed Amount (Maintain National Account Pricing, Product Price Group tab, Method field) Select the base price for the product price group for the first time or change it: List Price Price Sheet 1 Price Sheet 2 Price Sheet 3 Price Sheet 4 Customer Price Sheet Average Cost Standard Cost Replacement Cost (Maintain National Account Pricing, Product Price Group tab, Base field) Enter or change the percent if using the Discount% or Markup% method. (Maintain National Account Pricing, Product Price Group tab, Percent field) Enter or change the amount if using the Discount Amount, Markup Amount, or Fixed Amount method. (Maintain National Account Pricing, Product Price Group tab, Amount field) Select the item covered by the contract. (Maintain National Account Pricing, Item tab, Item field) Purpose Identify the first date that the product price group applies to the pricing contract. Identify the last date that the product price group applies to the pricing contract. Identify how the national account will apply discounts. Changing the method erases previous Percent, Amount, and Price Break information and you must enter a new setting in one of these fields. Note: All changes made to the product price group are also displayed in Maintain Product Group Pricing, Maintain Customer Groups Pricing, and Maintain Contract Pricing. Identify the base price to be discounted (or marked up). Pricing information is displayed in the current company s home currency when the base is standard price. Note: The system calculates the price with this formula: Base * Discount Percentage = Price A positive discount percentage decreases the price and negative discount increases the price. Specify the percentage for the discount from or markup of the base price for the product price group. Specify the amount for the discount from or markup of the base price for the product price group. Apply the contract settings to the item when purchased by a customer belonging to the national account. Implementation Planning 349

352 Chapter 7 Inventory Management Setup Feature Enter the date the item pricing information becomes effective for the contract you are defining. (Maintain National Account Pricing, Item tab, Effective field) Enter the date the item pricing contract expires. (Maintain National Account Pricing, Item tab, Expiration field) Select the discount method for the first time or change it: Discount% Discount Amount Markup% Markup Amount Fixed Amount (Maintain National Account Pricing, Item tab, Method field) Select the base price for the item for the first time or change it: List Price Price Sheet 1 Price Sheet 2 Price Sheet 3 Price Sheet 4 Customer Price Sheet Average Cost Standard Cost Replacement Cost (Maintain National Account Pricing, Item tab, Base field) Enter or change the percent if using the Discount% or Markup% method. (Maintain National Account Pricing, Item tab, Percent field) Enter or change the amount if using the Discount Amount, Markup Amount, or Fixed Amount method. (Maintain National Account Pricing, Item tab, Amount field) Purpose Record contract information for the item. Record contract information for the item. Identify how the item will be discounted for the national account contract. Note: Changing the method erases previous Percent, Amount, and Price Break information and you must enter a new setting in one of these fields. Identify the base price to be discounted (or marked up). Pricing information is displayed in the current company s home currency when the base is standard price. Note: The system calculates the price with this formula: Base * Discount Percentage = Price A positive discount percentage decreases the price and a negative discount increases the price. Specify the percentage for the discount from or markup of the base price for the product price group. Specify the amount for the discount from or markup of the base price for the product price group. 350 Implementation Planning

353 Chart Your Requirements Inventory Management and Replenishment Worksheets Commodity Codes Worksheet Print this worksheet to plan commodity code settings. After you have completed the worksheet, open Set Up Commodity Codes to establish the settings. Commodity Code Description Tax Class Commodity Code Description Tax Class Commodity Code Description Tax Class Commodity Code Description Tax Class Commodity Code Description Tax Class Commodity Code Description Tax Class Implementation Planning 351

354 Chapter 7 Freight Classes Worksheet Print this worksheet to plan commodity code settings. After you have completed the worksheet, open Set Up Freight Classes to establish the settings. Freight Class Description Freight Class Description Freight Class Description Freight Class Description Freight Class Description Freight Class Description Freight Class Description Freight Class Description Freight Class Description Freight Class Description 352 Implementation Planning

355 Chart Your Requirements IM Options Worksheet (Main tab) Print this worksheet to plan selection of Inventory Management settings. After completing the sheet, use Set Up IM Options to define the settings. Default Cost/Valuation Default Item Class Valuation Method Average Standard Default Cost Warehouse FIFO LIFO Default Price Warehouse EOQ Cost Method Average Last Replacement Landed Lot Valuation Method Average Standard FIFO LIFO Actual Negative Quantity IM Period Allow Negative Quantity on Hand Yes No Current Fiscal Negative Tier Cost Method Average Last Period-Year -_ Standard Landed Current Inventory Replacement Period-Year -_ Cost/Valuation Allow Private Batch Yes No Volume Update Replacement Cost Yes No Weight Adjustment Cost Method Average Last Standard Landed Replacement Internal Lead Time Days (General Ledger tab) Account Override Segment Post Transactions to GL Yes No Warehouse Posting Register Format Summary Detail (None) Batch Purchase Product Line Landed Cost Variance Sales Product Line Purchase Price Variance Implementation Planning 353

356 Chapter 7 Account Post in Detail Apply Dept Ovrrd Apply ClassOvrd Apply Batch Ovrd Cost of Goods Sold Yes No Yes No Yes No Yes No Adjustments Yes No Yes No Yes No Yes No Inventory Yes No Purchases Yes No Yes No Yes No Yes No Sales Yes No Yes No Yes No Yes No Sales Offset Yes No Yes No Yes No Yes No Trade Discount Yes No Purchase Cost Variance Yes No Yes No Yes No Landed Cost Variance Yes No Yes No (Data Retention tab) History Maintenance Audit Inventory Years Additions None Summary Detail Purchase Product Line Years Changes None Summary Detail Deletions None Summary Detail Log Retention Months Others Lot/Serial Transactions Inventory Transaction Outdated Prices Inactive Items Years Months Months Months (Miscellaneous tab) Include in Quantity Available Exclude in Quantity Available Quantity Pending Yes No Quantity on Sales Order Yes No Quantity on Purchase Order Yes No Quantity on Inbound Transfer Yes No Quantity on Inbound Transfer Yes No Pricing Other Price Sheet 1 Number of Ranking Periods Price Sheet 2 Allow Modified Assembled Kits Yes No Price Sheet 3 Commit Invty at Transfer Line Entry Yes No Price Sheet Implementation Planning

357 Chart Your Requirements Rank Code Maintenance Worksheet Print this worksheet to plan rank code settings. After you have completed the worksheet, open Set Up Rank Codes to establish the settings. Rank COGS% Gross Margin% Quantity Sold % Hits% Rank COGS% Gross Margin% Quantity Sold % Hits% Rank COGS% Gross Margin% Quantity Sold % Hits% Rank COGS% Gross Margin% Quantity Sold % Hits% Rank COGS% Gross Margin% Quantity Sold % Hits% Rank COGS% Gross Margin% Quantity Sold % Hits% Implementation Planning 355

358 Chapter 7 Sales Product Line Worksheet Print this worksheet to plan sales product line settings. After you have completed the worksheet, open Set Up Sales Product Line to establish the settings. Sales Product Line Description Allow Price Override Yes No Subject To Trade Discount Yes No Target Margin Commission Class Override Segment Sales Product Line Description Allow Price Override Yes No Subject To Trade Discount Yes No Target Margin Commission Class Override Segment 356 Implementation Planning

359 Chart Your Requirements Purchase Product Line Worksheet Print this worksheet to plan purchase product line settings. After you have completed the worksheet, open Set Up Purchase Product Line to establish the settings. Purchase Product Line Description Replenishment Defaults Item Defaults Buyer Item Type Finished Goods Raw Material Season Start Match Tolerance Season End Inventory Defaults Override Segment Demand Formula Safety Stock Formula Lead Time Formula Implementation Planning 357

360 Chapter 7 Demand Formulas Worksheet Print this worksheet to plan demand formulas settings. After you have completed the worksheet, open Set Up Demand Formulas to establish the settings. Demand Formula Description Prior Period Weight _ Prior Period Weight _ Prior Period Weight _ Prior Period Weight _ Prior Period Weight _ Prior Period Weight _ Prior Period Weight _ Prior Period Weight _ Prior Period Weight _ Prior Period Weight _ Demand Formula Description Prior Period Weight _ Prior Period Weight _ Prior Period Weight _ Prior Period Weight _ Prior Period Weight _ Prior Period Weight _ Prior Period Weight _ Prior Period Weight _ Prior Period Weight _ Prior Period Weight _ 358 Implementation Planning

361 Chart Your Requirements Lead Time Formulas Worksheet Print this worksheet to plan lead time formula settings. After you have completed the worksheet, open Set Up Lead Time Formulas to establish the settings. Lead Time Formula Description Prior Receipt Weight _ Prior Receipt Weight _ Prior Receipt Weight _ Prior Receipt Weight _ Prior Receipt Weight _ Prior Receipt Weight _ Prior Receipt Weight _ Prior Receipt Weight _ Prior Receipt Weight _ Prior Receipt Weight _ Lead Time Formula Description Prior Receipt Weight _ Prior Receipt Weight _ Prior Receipt Weight _ Prior Receipt Weight _ Prior Receipt Weight _ Prior Receipt Weight _ Prior Receipt Weight _ Prior Receipt Weight _ Prior Receipt Weight _ Prior Receipt Weight _ Implementation Planning 359

362 Chapter 7 Safety Stock Formulas Worksheet Print this worksheet to plan safety stock formula settings. After you have completed the worksheet, open Set Up Safety Stock Formulas to establish the settings. Safety Stock Formula Description Calculation Method Percent of Lead Time Days Supply Demand/Sales Deviation Lead Time Usage % Days Supply Deviation Periods Deviation Multiplier Safety Stock Formula Description Calculation Method Percent of Lead Time Days Supply Demand/Sales Deviation Lead Time Usage % Days Supply Deviation Periods Deviation Multiplier Safety Stock Formula Description Calculation Method Percent of Lead Time Days Supply Demand/Sales Deviation Lead Time Usage % Days Supply Deviation Periods Deviation Multiplier 360 Implementation Planning

363 Chart Your Requirements Warehouse Replenishment Worksheet Print this worksheet to plan warehouse replenishment settings. After you have completed the worksheet, open Set Up Warehouse Replenishment to establish the settings. (Main tab) Purchase Product Line Tread % Warehouse Standard Lead Time Season Start Month Day Reorder Method Manual EOQ Season End Month Day Min/Max Max Stock Level Primary Vendor Last Target Order Physical Count Order Cycle Count Cycle Automatically Calculate Yes No Tolerance % Manually Maintained (Purchase Requirements tab) Vendor Amount Quantity Volume Weight Target Minimum Free Freight Implementation Planning 361

364 Chapter 7 Warehouse Worksheet Print this worksheet to plan warehouse settings. After you have completed the worksheet, open Set Up Warehouses to establish the settings. (Main tab) Warehouse Description Transit Warehouse Yes No Qualified Lead Time Maximum % Sales Tax Schedule Minimum % Warehouse Override Segment Value Associated Warehouses Allow Customer Back Order Yes No Cost Use Bins Yes No Price Track Quantity Yes No Region (Address tab) Mail To Address Ship To Address Name Name Street Address Street Address City State City State Postal Code Country Postal Code Country (Replenishment tab) Reordering Method Manual EOQ Min/Max Maximum Stock Lvls Cost of Replnmnt _ Trend Percentage Carrying Cost Pct Maximum Order Cycle 362 Implementation Planning

365 Chart Your Requirements Minimum Order Cycle Restocking Max Demand Multiple Method None Quantity Return Rate Min Demand Multiple Return Rate Percent of Sales Maximum Seasonal Demand Multiple Rate _ (Transfer tab) Inbound Outbound Freight Charges Capitalize Expense Freight & Surcharge Markup Account Surcharges Capitalize Expense Expense Account Transfer Grid Receiving warehouses must be completely set up before they can be entered here. (for each receiving warehouse specified, fill-in or select the appropriate value for each column) Receiving warehouse Surcharge method First Shipment All Shipments Ship method Automatic approval Never Always Above LP Above OP Surcharge percent Transit warehouse Surcharge amount Lead time (Demand Variance form) Demand Variance Rank Type Cost of Sales Gross Margin % Quantity Sold Hits Rank Low % High % A B C D E Implementation Planning 363

366 Chapter 7 (GL Accounts tab) Purchases Sales Sales Offset Returns Inventory Cost of Goods Sold Issues Miscellaneous Adjustments Cost Tier Adjustments Physical Count Trade Discount _ 364 Implementation Planning

367 Chart Your Requirements Landed Costs Worksheet Print this worksheet to plan landed costs settings. After completing the worksheet, open Set Up Landed Costs to define the settings. (Main tab) Landed Cost Description Landed Cost Cost Type Freight Tax Other Calculation Method Percent of Cost Amount Amount / Percentage (Apply To Item tab) Item _ Description _ (Apply To Vendor tab) Vendor _ Name _ Implementation Planning 365

368 Chapter 7 Bins Worksheet Print this worksheet to plan bin settings for a warehouse. After you have completed the worksheet, open Set Up Bins to establish the settings. Warehouse _ Bin Location Temporary Type Volume UOM Weight UOM Count Cycle Yes No Fix Random Holding Yes No Fix Random Holding Yes No Fix Random Holding Yes No Fix Random Holding Yes No Fix Random Holding Yes No Fix Random Holding Yes No Fix Random Holding Yes No Fix Random Holding Yes No Fix Random Holding Yes No Fix Random Holding 366 Implementation Planning

369 Chart Your Requirements Item Class Worksheet Print this worksheet to plan the General Ledger accounts for each item class. After you complete the worksheet, open Maintain Item Classes to enter the accounts. Item Class Description GL Accounts Purchases Sales Sales Offset Returns Inventory Cost of Goods Sold Issues Miscellaneous Adjustments Cost Tier Adjustments Physical Count Item Class Description GL Accounts Purchases Sales Sales Offset Returns Inventory Cost of Goods Sold Issues Miscellaneous Adjustments Cost Tier Adjustments Physical Count Implementation Planning 367

370 Chapter 7 Product Price Group Worksheet Print this worksheet to plan the product price groups. After you have completed the worksheet, open Maintain Product Price Groups to enter the information. Product Price Group Description 368 Implementation Planning

371 Chart Your Requirements Items Worksheet Print this worksheet to plan the settings for items. After you have completed the worksheet, open Maintain Items to enter the settings. (Main tab) Item Short Description Long Description Item Information Item Type Misc. Item Service Expense Comment Only Finished Goods Raw Materials Assembled Kits BTO Kits Status Active Deleted Discontinued Inactive Freight Class Item Class Commodity Code Track Method None Both Lot Serial Sales Tax Class Standard Bin Quantity Internal Long Description Yes No Shelf Life Days Seasonal Item Yes No Cost/Valuation Warranty Valuation Active Average FIFO LIFO Standard Provider Company None Vendor Standard Cost Number of Days Standard Price (Only available if you select a vendor.) (UOM tab) Stock UOM Standard UOM Purchase Sales Price Target UOM Use Standard Bag Per Unit Units Per Volume Weight UPC Yes No Yes No Yes No Implementation Planning 369

372 Chapter 7 (Kits tab) This tab page is only available for kit items. Explode BTO kit on Packing List/Invoice: Yes / No Component Item Description Quantity Stock UOM (Sales & Purchasing tab) Sales Product Line Product Price Group Commission Class Restocking Rate Target Margin Minimum Sales Quantity Price Sequence Mandatory Sales Multiple Purchases Purchase Product Line PO Match Tolerance Period Usage Order Limit Options Returns Allowed Yes No Allow Price Override Yes No Allow Cost Override (Only available for non-inventory items) Yes No Subject To Trade Discount Yes No Allow Decimal Quantities Yes No Internal Delivery Required Yes No Allow Drop Ship Yes No Receipt Required Yes No Include On Packing List Yes No (GL Accounts tab) This tab is only available for non-inventory items. GL Accounts COGS Expense Sales Returns 370 Implementation Planning

373 Chart Your Requirements Inventory Worksheet Print this worksheet to plan your inventory. After you have completed the worksheet, open Maintain Inventory to enter the information. (Main tab) Item Warehouse Physical Count Allow Customer Back Order Yes No Cycle Status Active Inactive Deleted Discontinue Last Date Date Established Tolerance % Item Type Unit Cost Rank Standard Cost of Goods Sold Replacement Gross Margin % Average Quantity Sold Landed Hits Last (Replenishment tab) Source Purchase Product Line Reorder Method Manual / EOQ / Min/ Max / Max Stock Level Warehouse Use Minimum/Maximum Until Buyer Minimum Stock Maximum Stock Demand Formula Standard Order Projected Demand Cost of Replenishment Safety Stock Formula Carrying Cost % Projected Safety Stock Lead Time Formula Projected Lead Time Implementation Planning 371

374 Chapter 7 (GL Accounts tab) GL Accounts Purchases Sales Sales Offset Returns Inventory Cost of Goods Sold Issues Miscellaneous Adjustment Cost Tier Adjustment Physical Count (Preferred Bins tab) Preference Bin Location 372 Implementation Planning

375 Chart Your Requirements Vendor Item Worksheet Print this worksheet to plan the settings for vendor items. After you have completed the worksheet, open Maintain Vendor Items to enter the settings. (Main tab) Item Vendor Vendor Item List Price UOM Replacement Unit cost Country Ordering Options Discount Method Allow Vendor Back Orders Yes No Break Type Allow Partial Packs Yes No (Cost Breaks tab) UOM From Range To Range Amount Implementation Planning 373

376 Chapter 7 Customer Items Worksheet Print this worksheet to plan the settings for customer items. After you have completed the worksheet, open Maintain Customer Items to enter the settings. Customer Item Description Customer Item 374 Implementation Planning

377 Chart Your Requirements Customer Group Pricing Worksheet Print this worksheet to plan customer group pricing. After you have completed the worksheet, open Maintain Customer Group Pricing to enter the information. Warehouse Customer Price Group Product Price Group Effective Date Expiration Date Method Base Discount % Implementation Planning 375

378 Chapter 7 Product Group Pricing Worksheet Print this worksheet to plan product group pricing. After you have completed the worksheet, open Maintain Product Group Pricing to enter the information. Warehouse Product Price Group Customer Price Group Effective Date Expiration Date Method Base Discount % 376 Implementation Planning

379 Chart Your Requirements Customer Price Group Worksheet Print this worksheet to plan customer price groups. After you have completed the worksheet, open Maintain Customer Price Groups to enter the information. Customer Price Group Description Implementation Planning 377

380 Chapter 7 Contract Pricing Worksheet Print this worksheet to plan contract pricing. After you have completed the worksheet, open Maintain Contract Pricing to enter the information. Warehouse Customer Customer Address PPG Effective Date Expiration Date Method Base Discount % 378 Implementation Planning

381 Chart Your Requirements Price Sheet Worksheet Print this worksheet to plan price sheets. After you have completed the worksheet, open Maintain Price Sheets to enter the information. Warehouse Item Pricing UOM Currency Effective Date List Price Price Sheet 1 Price Sheet 2 Price Sheet 3 Price Sheet 4 Implementation Planning 379

382 Chapter 7 Inventory Replenishment Setup Setup Features Review the Assisted Company Setup Help and this setup information to begin preparing for Replenishment setup. Then use the worksheets in Inventory Management and Replenishment Worksheets on page 351 to record your plans. Inventory Replenishment Setup Feature Select the purchase product line to use with the warehouse you select for replenishment of inventory items. (Set Up Warehouse Replenishment, Purchase Product Line field) Select the warehouse to use with the purchase product line you select for replenishment of inventory items. (Set Up Warehouse Replenishment, Warehouse field) Select the method to use during reordering. Select: Manual EOQ Min/Max Max Stock Lvl (Set Up Warehouse Replenishment, Main tab, Reorder Method field) Select the buyer for the purchase product line and warehouse combination. (Set Up Warehouse Replenishment, Main tab, Buyer field) Select the primary vendor to which you place a purchase order for the items in this purchase product line and warehouse combination. (Set Up Warehouse Replenishment, Main tab, Primary Vendor field) Purpose Set up the purchasing requirements for the selected warehouse and purchase product line. Note: You define purchase product lines in Set Up Purchase Product Lines. Set up the purchasing requirements for the selected warehouse and purchase product line. You can select the primary vendor, order cycle, purchase requirements and physical count information. Note: You define warehouses in Set Up Warehouses. This method determines the quantity to order when replenishing an item. Notes: You can change the reorder method when defining information for a specific item/warehouse combination in Maintain Inventory. You define the actual quantities for the Min/Max and Max Stocked methods for the item in Maintain Inventory. Identify the buyer for the warehouse-specific purchase product line being defined. The buyer is responsible for the replenishment of the items in this purchase product line for a specific warehouse using the replenishment process. Note: You define buyer information in Set Up Buyers in either Inventory Management or Purchase Order. Identify the primary vendor for the warehouse-specific purchase product line. The replenishment process generates the suggested orders for the primary vendor. Note: You define vendors in Maintain Vendors in Accounts Payable. 380 Implementation Planning

383 Chart Your Requirements Inventory Replenishment Setup Feature Select the processing cycle to use during a physical count of items. 15th of the Month 30th of the Month 31st of the Month Monthly Quarterly Semi-Annually Semi-Monthly Weekly Yearly (Set Up Warehouse Replenishment, Main tab, Count Cycle field) Enter a percent to use as a variance factor between the quantity that the system calculates and the physical count. (Set Up Warehouse Replenishment, Main tab, Tolerance% field) Enter the estimated usage percent for monthly increase and decrease for items in the purchase product line and warehouse combination. (Set Up Warehouse Replenishment, Main tab, Trend% field) Enter the industry standard number of lead time days to compare with the actual lead time days for the purchase product line/warehouse combination. (Set Up Warehouse Replenishment, Main tab, Standard Lead Time field) Select the season starting month and day for seasonal inventory items. Optional. (Set Up Warehouse Replenishment, Main tab, Season Start and Days field) Select the season ending month and day for seasonal inventory items. (Set Up Warehouse Replenishment, Main tab, Season End and Days field) Select to calculate the order cycle during Calculate Replenishment Parameters processing. Note: Selecting this option disables Number of Days. (Set Up Warehouse Replenishment, Main tab, Order Cycle: Automatically Calculate field) Purpose Identify the processing cycle to use for physical counting of the items in warehouse-specific purchase product line being defined. This is used as a default in inventory definition. Note: You define cycles in Set Up Processing Cycles in Common Information. The target information is used for all items assigned to the purchase product line/warehouse combination. The percentage is used when calculating future demands for an item. This percent is in addition to trend percentages defined for the purchase warehouse in Set Up Warehouses. This number of days is used in replenishment calculations to compare with the actual lead time from the vendor in reporting the vendor performance. This is expressed in days. If you enter a date, the calculation for the order point only includes stock receipts recorded in the prior season. If you enter a date, the calculation for the order point only includes stock receipts recorded in the prior season. Opt for system maintenance of the order cycle. The order cycle defines the average number of days it takes to use enough products to achieve a target purchase order. This information is used to determine how long you should wait between each purchase order. Only stock receipts associated with the primary vendor are reviewed, and the number of days in the prior 12 months is determined by the Inventory Calendar. Implementation Planning 381

384 Chapter 7 Inventory Replenishment Setup Feature Enter the number of days to use for manually maintaining the reorder cycle. (Set Up Warehouse Replenishment, Main tab, Order Cycle: Number of Days field) Enter the amount needed to meet the target order requirement of the vendor. Note: If Multicurrency Management is integrated, enter the amount in home currency. (Set Up Warehouse Replenishment, Purchase Requirements tab, Target: Amount field) Enter, using the purchase unit of measure, the quantity needed to meet the target order requirement of the vendor. Optional. (Set Up Warehouse Replenishment, Purchase Requirements tab, Target: Quantity field) Enter the volume needed to meet the target order requirement of the vendor. Optional. (Set Up Warehouse Replenishment, Purchase Requirements tab, Target: Volume field) Enter the weight needed to meet the target order requirement of the vendor. Optional. (Set Up Warehouse Replenishment, Purchase Requirements tab, Target: Weight field) Enter the minimum amount needed to meet the minimum order requirement of the vendor. Optional. Note: If Multicurrency Management is integrated, enter the amount in home currency. (Set Up Warehouse Replenishment, Purchase Requirements tab, Minimum: Amount field) Enter using the purchase unit of measure the quantity needed to meet the minimum order requirement of the vendor. Optional. (Set Up Warehouse Replenishment, Purchase Requirements tab, Minimum: Quantity field) Purpose Opt for the flexibility of manually maintaining the order cycle. Note: If you select Automatically Calculate, this field is disabled. The information you enter is used to calculate the order cycle, and it represents the order amount you are trying to achieve with the vendor. Note: The target information is used for all items assigned to the purchase product line/warehouse combination. Specify the quantity to meet the target order requirement of the vendor. A target order provides a competitive rate better than the normal rate if the quantity on order exceeds certain number. A target order requirement can be expressed as an amount, quantity, volume or weight. Specify the volume to meet the target order requirement of the vendor. A target order provides a competitive rate better than the normal rate if the volume of order exceeds certain number. A target order requirement can be expressed as an amount, quantity, volume or weight. Note: Enter the volume in the system units of measure selected in Set Up IM Options. Specify the weight to meet the target order requirement of the vendor. A target order provides a competitive rate better than the normal rate if the weight of order exceeds certain number. A target order requirement can be expressed as an amount, quantity, volume or weight. Note: Enter the weight in the system units of measure selected in Set Up IM Options. Specify the amount to meet the minimum order requirement of the vendor. A minimum order provides a reasonable rate for emergency buy situation. A minimum order requirement can be expressed as an amount, quantity, volume or weight. Specify the quantity to meet the minimum order requirement of the vendor. A minimum order provides a reasonable rate for emergency buy situation. A minimum order requirement can be expressed as an amount, quantity, volume or weight. 382 Implementation Planning

385 Chart Your Requirements Inventory Replenishment Setup Feature Enter the volume needed to meet the minimum order requirement of the vendor. Optional. (Set Up Warehouse Replenishment, Purchase Requirements tab, Minimum: Volume field) Enter the weight needed to meet the minimum order requirement of the vendor. Optional. (Set Up Warehouse Replenishment, Purchase Requirements tab, Minimum: Weight field) Enter the amount needed to meet the order requirement for free freight from the vendor. Note: If Multicurrency Management is integrated, enter the amount in home currency. (Set Up Warehouse Replenishment, Purchase Requirements tab, Free Freight: Amount field) Enter the quantity, in the purchase unit of measure, needed to meet the order requirement for free freight from the vendor. (Set Up Warehouse Replenishment, Purchase Requirements tab, Free Freight: Quantity field) Enter the volume needed to meet the order requirement for free freight from the vendor. (Set Up Warehouse Replenishment, Purchase Requirements tab, Free Freight: Volume field) Enter the weight needed to meet the order requirement for free freight from the vendor. (Set Up Warehouse Replenishment, Purchase Requirements tab, Free Freight: Weight field) Enter or select a lead time formula identifier. (Set Up Lead Time Formulas, Lead Time Formula field) Enter or modify the description for the lead time formula. (Set Up Lead Time Formulas, Description field) Enter the weight for each of the most recent stock receipts used in calculating the lead time for the item. Enter a weight factor of 1 if a weight factor does not apply. (Set Up Lead Time Formulas, Weight field) Purpose Specify the volume to meet the minimum order requirement of the vendor. A minimum order provides a reasonable rate for emergency buy situation. A minimum order requirement can be expressed as an amount, quantity, volume or weight. Note: Enter the volume in the System Units of Measure selected in Set Up IM Options. Specify the volume to meet the minimum order requirement of the vendor. A minimum order provides a reasonable rate for emergency buy situation. A minimum order requirement can be expressed as an amount, quantity, volume or weight. Note: Enter the weight in the System Units of Measure selected in Set Up IM Options. This data is not used in system processing: it only records information for system users. This data is not used in system processing: it only records information for system users. This data is not used in system processing: it is simply records information for system users. Note: Enter the volume in the System Units of Measure selected in Set Up IM Options. This data is not used in system processing: it is simply records information for system users. Note: Enter the weight in the System Units of Measure selected in Set Up IM Options. Clearly identify the lead time formula to be created or maintained. Clearly describe the lead time formula to be created or maintained. You can only append to the receipts that display. Note: The system assigns numbers for prior receipts: 1 in the Prior Receipts column represents the most recent receipt for an item, 2 represents the second most recent receipt, and so on. Implementation Planning 383

386 Chapter 7 Inventory Replenishment Setup Feature Enter or select a demand formula identifier. (Set Up Demand Formulas, Demand Formula field) Enter or modify the description for the demand formula. (Set Up Demand Formulas, Description field) Enter the weight for each of the periods used in calculating the demand for the item. Enter 1 as the weight factor if a weight factor does not apply. (Set Up Demand Formulas, Weight field) Enter or select a safety stock formula identifier. (Set Up Safety Stock Formulas, Safety Stock Formula field) Enter or modify the description for the safety stock formula. (Set Up Safety Stock Formulas, Description field) Select one of the following calculation methods: Percent of Lead Time to calculate the number of days for which you want to keep supply on-hand based on a percentage of the projected lead time. Days Supply to enter a specific number of days for which you want to keep supply on hand. Demand / Usage Deviation to calculate the safety stock quantity based on the average difference between the calculated demand and actual usage of an item in prior periods times a multiplier: Average Difference * Multiplier = Quantity of Safety Stock (Set Up Safety Stock Formulas, Calculation Method field) Enter the percent of lead time for the item to use in the safety stock formula. (Set Up Safety Stock Formulas, Lead Time Usage field) Specify for the safety stock formula the number of days supply needed of the item. (Set Up Safety Stock Formulas, Days Supply field) Purpose Clearly identify the demand formula to be created or maintained. Clearly describe the demand formula to be created or maintained. You can only append to the receipts that display. Note: The system assigns numbers for prior receipts: 1 in the Prior Receipts column represents the most recent receipt for an item, 2 represents the second most recent receipt, and so on. Clearly identify the safety stock formula to be created or maintained. Clearly describe the safety stock formula to be created or maintained. The method you select determines the associated fields that are available: Percent of Lead Time enables the Lead Time Usage% field where you must enter the percentage Days Supply enables the Days Supply field where you must enter the number of days Demand / Usage Deviation enables the: --Deviation Periods field where you must set the number of periods to use --Deviation Multiplier field where you must enter a multiplier Specify which percentage of lead time to use in the safety stock calculation in order to keep a specific number of days supply of an item. Note: You must select Percent of Lead Time as the calculation method to enable this field. The system calculates the days supply based on the calculation method you selected in Set Up Safety Stock Formulas. The system calculates the daily demand using the formula: Projected Demand/Working Days in the Period = Daily Demand Notes: You define the number of working days in the period when setting up the Inventory Calendar in Set Up IM Options. You must select Days Supply as the calculation method to enable this field. 384 Implementation Planning

387 Chart Your Requirements Inventory Replenishment Setup Feature Enter the number of periods to use in the safety stock formula for calculating the deviation between total sales and total demand. (Set Up Safety Stock Formulas, Deviation Periods field) Enter the deviation multiplier to use in the safety stock formula for calculating the deviation between total sales and total demand. (Set Up Safety Stock Formulas, Deviation Multiples field) Select the default method for calculating the reordering quantity for the items in this warehouse. It can be: Manual EOQ Min/Max Max Stock Lvl (Set Up Warehouse, Replenishment tab, Method field) Enter the replenishment cost amount to use in the economic order quantity (EOQ) calculations. (Set Up Warehouse, Replenishment tab, Cost of Replenishment field) Enter the carrying cost percent to use in the economic order quantity calculations. (Set Up Warehouse, Replenishment tab, Carrying Cost Percentage field) Select the method for calculating the restocking fees for items returned in Sales Order. Select: [none] Return Rate to enter a quantity in the Rate field Qty Return Rate to enter a quantity in the Rate field Percent of Sales enter a percent (Set Up Warehouse, Main tab, Restocking Method field) Enter a rate for calculating the fee charged for restocking: If you select Return Rate or Qty Return Rate as the restocking method, must enter an amount. If you select Percent of Sales as the restocking method, enter a percentage. (Set Up Warehouse, Main tab, Restocking Rate field) Enter a percentage to use as an estimated monthly increase or decrease in usage of items. (Set Up Warehouse, Replenishment tab, Trend Percentage field) Purpose The deviation handles the difference between total sales and total demand for a time period specified here. Note: You must select Demand/Sales Deviation as the calculation method to enable this field. The multiplier is used to determine the average deviation. Note: You must select Demand/Sales Deviation as the calculation method to enable this field. Speed up data entry. Note: You can override the method in Set Up Warehouse Replenishment and in Maintain Inventory. Provide a calculation parameter. Provide a calculation parameter. Note: The carrying cost percent defined in Maintain Inventory overrides the percent entered here. Select a method other than [none] to enable the Rate field. The system automatically recalculates the restocking fee when items are returned and includes the fee on the adjustments posted in Accounts Receivable. Note: Use a decimal point before the percentage number. For example, enter 15% as.15. Select a method other than [none] to enable the Rate field. The system automatically recalculates the restocking fee when items are returned and includes the fee on the adjustments posted in Accounts Receivable. Tailor item usage calculations to current business trends. Implementation Planning 385

388 Chapter 7 Inventory Replenishment Setup Feature Enter the maximum number of days it takes to sell enough inventory to meet the vendor s target order requirements. (Set Up Warehouse, Replenishment tab, Max Order Cycle field) Enter the least number of days it takes to sell enough inventory to meet the vendor s target order requirements. (Set Up Warehouse, Replenishment tab, Min Order Cycle field) Set the highest quantity possible of calculated order quantity for nonseasonal items. (Set Up Warehouse, Replenishment tab, Max Demand Multiple field) Set the lowest quantity possible of calculated order quantity for nonseasonal items. (Set Up Warehouse, Replenishment tab, Min Demand Multiple field) Enter a maximum seasonal demand multiple (number of period's supply). (Set Up Warehouse, Replenishment tab, Max Seasonal Demand Multiple field) Select a purchase product line to use as a source for this item. (Maintain Inventory, Replenishment tab, Purchase Product Line field) Select a source warehouse if this item is supplied by another warehouse during replenishment processing. The warehouse you select must be associated with this item as a source. (Maintain Inventory, Replenishment tab, Warehouse field) Purpose Manually maintain the length of time in days necessary to sell enough of the product to achieve the vendor's target purchase order requirement stated in days. Or let the system calculated this time. Note: The calculated order cycle cannot be higher than this number. Manually maintain the length of time in days necessary to sell enough of the product to achieve the vendor's target purchase order requirement stated in days. Or let the system calculated this time. Note: The calculated order cycle cannot be lower than this number. Limit the orders for non-seasonal items by limiting the calculated order quantity to be no more than the maximum demand multiple times the total demand for an item in this warehouse. Note: The limit is this number times the demand for the current period. Limit the orders for non-seasonal items by limiting the calculated order quantity to be no less than the minimum demand multiple times the total demand for an item in this warehouse. Note: The limit is this number times the demand for the current period. Limit the suggested order quantity for the purchase of seasonal items. Note: The limit is this number times the demand for the current period. You include an item in a purchase product line for replenishment purposes with other items that you purchased from the same source. Notes: This option is unavailable for build-to-order kits. The default purchase product line is defined for the item in Maintain Items. The default displays if it is defined in Set Up Warehouse Replenishment. An inventory item can be replenished from a vendor or from another warehouse by transferring items. If an item in a warehouse needs to be replenished by a transfer from another warehouse, the user can specify a warehouse for replenishment of the inventory item. Note: Preassembled kits can use the inventory warehouse or another warehouse that maintains this item as the source warehouse. Build-to-order (BTO) kits must use the inventory warehouse as the source warehouse. 386 Implementation Planning

389 Chart Your Requirements Inventory Replenishment Setup Feature Select the buyer for this item if the source is Warehouse. (Maintain Inventory, Replenishment tab, Buyer field) Select the demand formula for use in calculating the demand forecast during replenishment processing. (Maintain Inventory, Replenishment tab, Demand Formula field) Enter a projected daily demand in the stocking units of measure to use for calculating the future project demand for an item. (Maintain Inventory, Replenishment tab, Projected Demand field) Select the formula for calculating safety stock during replenishment processing. (Maintain Inventory, Replenishment tab, Safety Stock Formula field) Enter a projected safety stock in the stocking units of measure to use in calculating the replenishment parameters. (Maintain Inventory, Replenishment tab, Projected Safety Stock field) Select a lead time formula to use in calculating the projected lead time during replenishment processing. (Maintain Inventory, Replenishment tab, Lead Time field) Enter the lead time projected for replenishment based on the replenishment method for the selected item in the selected warehouse. (Maintain Inventory, Replenishment tab, Projected Lead Time field) Purpose This value is initially the default for the purchase product line. If, however, a warehouse is chosen as the replenishment source, specify a buyer responsible for transferring this item from the warehouse. Notes: If the source is the purchase product line, the buyer is display-only and defaults from Set Up Purchase Product Lines. You define buyers in Set Up Buyers in Inventory Management or in Purchase Order. If you select a warehouse as the source for replenishment, the demand for the item is calculated based on all associated warehouses. Notes: Selecting a formula disables the Projected Demand field. You define demand formulas in Set Up Demand Formulas. The demand formula default comes from the selected purchase product line. If no demand formula is given, specify a projected daily sales or use of an item based on the item history. Note: Selecting a demand formula disables this field. Safety stock formula determines the minimum amount of stock that should be maintained during replenishment processing. Notes: Selecting a formula disables the Projected Safety Stock field. You define safety stock formulas in Set Up Safety Stock Formulas. The safety stock formula default comes from the selected purchase product line. Specify a safety stock formula for use by the system to calculate the projected safety stock at the time of replenishment or directly specify the projected safety stock in the stocking units of measure. Notes: Selecting a safety stock formula disables this field. A lead-time formula is the weighted average of the actual lead-time of the inventory item for the past stock receipts. The formula you select works in conjunction with your projected lead time selection. Notes: Selecting a formula disables the Projected Lead Time field. You define lead time formulas in Set Up Lead Time Formulas. The lead time formula default comes from the selected purchase product line. Manually specify a lead time if desired. Notes: Selecting a lead time formula disables this field. The lead time for an item may vary from warehouse to warehouse. Implementation Planning 387

390 Chapter 7 Inventory Replenishment Setup Feature Select the reordering method for the item: Manual to use cost break information defined for a vendor. EOQ to use one of the following factors in the replenishment formula: Replenishment Cost, which includes the purchasing process, such as costs incurred during processing and receiving items on a purchase order. Specific Cost, for which you enter a specific cost amount for each item/warehouse combination. Inventory Carrying Cost Percentage, which incurs expenses for maintaining stocked inventory in a warehouse. You can enter a specific percentage for each item/warehouse combination. Actual Cost, which you enter when receiving items. Once entered, the system maintains this cost. Min/Max to base the quantity ordered on the minimum and maximum stock values defined for an item. Max Stock Level to order items when the replenishment position falls below the maximum stock value. (Maintain Inventory, Replenishment tab, Reorder Method field) Enter a date through which to use the Min/Max reorder method so that economic order quantity information can accumulate. (Maintain Inventory, Replenishment tab, Use Min/Max Until field) Enter the minimum stock quantity for the inventory item in the stock unit of measure to use in demand calculations when the reorder method is Min/Max. (Maintain Inventory, Replenishment tab, Minimum Stock field) Enter the maximum stock quantity for the inventory item in the stock unit of measure to use in demand calculations when the reorder method is Min/Max or Max Stock Level. (Maintain Inventory, Replenishment tab, Maximum Stock field) Enter the standard order quantity for the inventory item in the stock unit of measure to use in the replenishment process when the reorder method is Manual. (Maintain Inventory, Replenishment tab, Standard Order field) Purpose Tailor the reordering method to the item and warehouse combination. Notes: The reorder method specified for the warehouse and purchase product line for the selected item defaults based on your selection in Set Up Warehouse Replenishment. Items using Manual are excluded from the replenishment process. Min/Max is typically used for items that have low volume and for new items without enough history to accurately calculate an EOQ quantity. Max Stock Level orders enough items to bring the stock up to the maximum value. Use the Max Stock Level method for items that have a turnover more than once a week, such as consumable products like dairy products. Enter this date if you select EOQ as the reorder method and the item is so new that the economic order quantity cannot be calculated due to insufficient information. Identify the minimum quantity to be stocked for the item. Note: If the reorder method is Max Stock Level, this field is disabled. Identify the maximum quantity to be stocked for the item. Provide quantity information for Manual reordering. Notes: If the Reorder Method is EOQ (economic order quantity), the value that is calculated from the calculate replenishment parameters task displays and the field is disabled. If the Reorder Method is Min/Max or Max Stock Level, the Standard Order quantity displays zero and the field is disabled. 388 Implementation Planning

391 Chart Your Requirements Inventory Replenishment Setup Feature Enter the replenishment cost per line item to use in EOQ (economic order quantity) demand calculations. (Maintain Inventory, Replenishment tab, Cost of Replenishment field) Enter the carrying cost percent for calculating the demand using EOQ as the reorder method. (Maintain Inventory, Replenishment tab, Carrying Cost field) Enter a maximum seasonal demand multiple (number of period's supply) to limit the suggested order quantity for the purchase of seasonal items. (Set Up Warehouse, Replenishment tab, Max Seasonal Demand Multiple field) Set up demand variance rank types and the high and low percentages for each rank for this warehouse. Rank products based on: Cost of Goods Sold Gross Margin Quantity Sold Hits (or number of times sold) The ranking process sorts products in descending order for each of the four bases. Specify the percentage of the total of each base that is assigned to each rank. For example, you can rank items in the top 80% of the cost of goods sold as A items, and rank the next 15% as B items, the next 4% as C items, and last 1% as D items. The percentage must equal 100%. (Demand Variance: Rank, Low%, High% fields) Purpose Provide cost information for EOQ demand calculations. This cost represents costs such as warehouse lease, taxes, insurance, and/or material handling costs. Limit the orders for seasonal items only with this multiplier, which limits the calculated order cycle to be no more than this number times the total demand for an item in this warehouse. Note: The limit is this number times the demand for the current period. The system uses these percentages to identify large variances in demand. Notes: Specify up to 20 ranks with letters A through T in Set Up Rank Codes. You assign the ranks to item/ warehouse combinations in Maintain Inventory. If the usage of an item in a period falls above or below the percentages entered, the item is included on the Unusual Usage Report. Any rank codes of 0% are displayed either as X (not in inventory long enough to be rated) or Z (in inventory long enough but has had no activity over the period). Implementation Planning 389

392 Chapter 7 Manufacturing Setup Setup Features The setup options available in Manufacturing depend on the purchased manufacturing modules. The modules required to use the information in each setup field below are therefore identified below the window and field. Manufacturing base modules One of these two modules is required to run the other manufacturing modules: Light Manufacturing Advanced Manufacturing Manufacturing module requirements Both Light and Advanced Manufacturing require System Manager, General Ledger, Accounts Payable, Accounts Receivable, Sales Order, Purchase Order, and Inventory Management. Manufacturing module combinations You can run any of the following modules with either Light Manufacturing or Advanced Manufacturing: Material Requirements Planning Estimating Engineering Change Management Product Configurator The following modules require Advanced Manufacturing: Advanced Planning and Scheduling Shop Floor Control 390 Implementation Planning

393 Chart Your Requirements Manufacturing setup options Review the Assisted Company Setup Help and this setup information to begin preparing for Manufacturing setup. Then use the worksheets in Manufacturing Worksheets on page 421 to record your plans. Manufacturing Setup Feature Enter the next number the system will assign during Work Order entry when the next number button (#) is clicked. (Set Up MF Options, Main tab, Next Numbers: Next Work Order Number field) Available in Light Manufacturing and Advanced Manufacturing Enter the next number the system will assign during transaction entry when the next number button (#) is clicked. (Set Up MF Options, Main tab, Next Numbers: Next Transaction Number field) Available in Light Manufacturing and Advanced Manufacturing Enter the next number the system will assign during Estimate entry when the next number button (#) is clicked. (Set Up MF Options, Main tab, Next Numbers: Next Estimate Number field) Available in Estimating Enter the next number the system will assign during Outside Shipment entry when the next number button (#) is clicked. (Set Up MF Options, Main tab, Next Numbers: Next Shipment Number field) Available in Advanced Planning and Scheduling Enter the next number the system will assign the next lot created when the next number button (#) is clicked. (Set Up MF Options, Main tab, Next Numbers: Next Lot Number field) Available in Light Manufacturing and Advanced Manufacturing Enter the next number the system will assign the next lot transaction created when the next number button (#) is clicked. (Set Up MF Options, Main tab, Next Numbers: Next Lot Transfer Number field) Available in Light Manufacturing and Advanced Manufacturing Purpose Speed up entry of the work order number and ensure that each number is unique for correct identification on reports and inquiries. Note: The system updates this number as it assigns numbers. If you are using Light Manufacturing, this field refers to the next number that appears in Production Entry. Speed up entry of the transaction number and ensure that each number is unique for correct identification on reports and inquiries. Note: The system updates this number as it assigns numbers. Speed up entry of the estimate number and ensure that each number is unique for correct identification on reports and inquiries. Note: The system updates this number as it assigns numbers. Speed up entry of the shipment number and ensure that each number is unique for correct identification on reports and inquiries. Note: The system updates this number as it assigns numbers. Speed up entry of the lot number and ensure that each number is unique for correct identification on reports and inquiries. Note: The system updates this number as it assigns numbers. Speed up entry of the lot transaction number and ensure that each number is unique for correct identification on reports and inquiries. Note: The system updates this number as it assigns numbers. Implementation Planning 391

394 Chapter 7 Manufacturing Setup Feature Choose whether to post manufacturing transactions to the General Ledger. (Set Up MF Options, Main tab, General Ledger: Post Transactions field) Available in Light Manufacturing and Advanced Manufacturing Select how the GL Posting Register is formatted when printed (Detail, Summary, None). (Set Up MF Options, Main tab, General Ledger: Posting Format field) Available in Light Manufacturing and Advanced Manufacturing Determine how outside processing is scheduled. Select: Restrict the outside material item lead time will be used in the scheduling process, but the schedule board will not display the outside process. Force the outside step on the routing and work order will also access the labor tab and require the entry of the outside processor work center. The time entered on the Labor tab is used to calculate processing time and the step appears on the schedule board. Optional either method may be used (Set Up MF Options, Main tab, Schedule: Outside W/C field) Requires Advanced Manufacturing and Advanced Planning and Scheduling If using backward scheduling, enter or modify the time of day that a job must be completed in order to ship it the same day. (Set Up MF Options, Main tab, Schedule: Complete Time field) Requires Advanced Manufacturing and Advanced Planning and Scheduling Enter or modify the number of copies of Shipment documents to print for Outside Processor Shipments Entry. (Set Up MF Options, Main tab, Miscellaneous: Num of Shipper Copies field) Available in Advanced Manufacturing Enter or modify the default number of days before new estimates expire. (Set Up MF Options, Main tab, Miscellaneous: Num of Estimate Expiration Days field) Available in Estimating Purpose Tailor postings to the general ledger to your business policies and procedures. Tailor postings to the general ledger to your business policies and procedures. Tailor scheduling of outside processing to the company s business policies and procedures. Use the system s ability to schedule work according to the date a job must be shipped. Set the default number of copies for shipment documents. Set the default number of days before estimates expire. 392 Implementation Planning

395 Chart Your Requirements Manufacturing Setup Feature Enter or modify the next batch number for Material Issue Entry transactions, which are recorded in the Material Issues journal. (Set Up MF Options, Main tab, Next Journal Numbers: Material Issues field) Available in Light Manufacturing and Advanced Manufacturing Enter or modify the next journal number for Labor Entry transactions, which are recorded in the Labor Entry journal. (Set Up MF Options, Main tab, Next Journal Numbers: Labor Entry field) Available in Light Manufacturing and Advanced Manufacturing Enter or modify the next journal number for Outside Processing Entry transactions, which are recorded in the Outside Issue Entry journal. (Set Up MF Options, Main tab, Next Journal Numbers: Outside Issues field) Available in Light Manufacturing and Advanced Manufacturing Enter or modify the next journal number for Other Issue Entry transactions, which are recorded in the Other Issue Entry journal. (Set Up MF Options, Main tab, Next Journal Numbers: Other Issues field) Available in Light Manufacturing and Advanced Manufacturing Select the journal for the transaction type selected in the grid. (Customize Transactions, Journal field) Available in Light Manufacturing and Advanced Manufacturing Enter or modify the transaction ID for the transaction type selected in the grid. (Customize Transactions, Transaction ID field) Available in Light Manufacturing and Advanced Manufacturing Enter or modify the number of the next created transaction of the type selected in the grid. (Customize Transactions, Next Number field) Available in Light Manufacturing and Advanced Manufacturing Purpose Set the first number used by the system when it provides unique identification numbers for manufacturing batches. Note: Material Issue transactions do not update General Ledger. Set the first number used by the system when it provides unique identification numbers for labor entry batches. Note: Labor Entry transactions do not update General Ledger. Set the first number used by the system when it provides unique identification numbers for outside issue batches. Note: Outside Entry transactions do not update General Ledger. Set the first number used by the system when it provides unique identification numbers for other issue batches. Note: Other Issue Entry transactions do not update General Ledger. Tailor the transaction type identification code to your business practices. Tailor the journal identification to your business practices. Tailor the next transaction starting number to your business practices. Implementation Planning 393

396 Chapter 7 Manufacturing Setup Feature Select or modify information for these transaction types: MF-Material WIP MF-Labor WIP MF-Progress WIP MF-Job Close WIP BOM Cost Rollup MF-Material WIP (Customize Transactions, grid display) Available in Light Manufacturing and Advanced Manufacturing For each batch type: Assign identifying codes Specify the next batch number Select a posting comment. The batch types are: MF-Material WIP MF-Labor WIP MF-Progress WIP MF-Job Close BOM Cost Rollup (Customize Batches) Available in Light Manufacturing and Advanced Manufacturing Enter up to 12 alphanumeric characters for the manufacturing item class code or select the code. (Set Up MF Item Class, MF Item Class field) Available in Light Manufacturing and Advanced Manufacturing Enter or modify a 1-to-25 character description of the item class. (Set Up MF Item Class, Description field) Available in Light Manufacturing and Advanced Manufacturing Enter or select the General Ledger account to post Work-In-Process transactions. (Set Up MF Item Class, Misc Accounts tab, Work In Process field) Available in Light Manufacturing and Advanced Manufacturing Purpose Review the transaction type identification, journal identification, and starting number. Note: The transaction types are predefined. Easily identify transaction types by tailoring the twoletter codes to your business practice. Tailor the batch numbers and posting comments to your business practice. Note: The batch types are predefined. Classify related items and determine the General Ledger accounts to be updated for various transactions. For example, use class codes to group industry-specific items or to group product types. Clearly and uniquely describe the item class. Speed up data entry by providing default information for the posting account. 394 Implementation Planning

397 Chart Your Requirements Manufacturing Setup Feature Enter or select the General Ledger account to post Absorbed Variable Labor transactions. (Set Up MF Item Class, Misc Accounts tab, Absorbed Variable Run field) Available in Light Manufacturing and Advanced Manufacturing Enter or select the General Ledger account to post Absorbed Fixed Labor transactions. (Set Up MF Item Class, Misc Accounts tab, Absorbed Fixed Run field) Available in Light Manufacturing and Advanced Manufacturing Enter or select the General Ledger account to post Absorbed Variable Setup transactions. (Set Up MF Item Class, Misc Accounts tab, Absorbed Variable Setup field) Available in Light Manufacturing and Advanced Manufacturing Enter or select the General Ledger account to post Absorbed Fixed Setup transactions. (Set Up MF Item Class, Misc Accounts tab, Absorbed Fixed Setup field) Available in Light Manufacturing and Advanced Manufacturing Enter or select the General Ledger account to post Costof-Goods-Sold Variable Labor cost. (Set Up MF Item Class, COGS Accounts tab, COG Variable Run field) Available in Light Manufacturing and Advanced Manufacturing Enter or select the General Ledger account to post Costof-Goods-Sold Fixed Labor cost. (Set Up MF Item Class, COGS Accounts tab, COG Fixed Run field) Available in Light Manufacturing and Advanced Manufacturing Enter or select the General Ledger account to post Costof-Goods-Sold Variable Setup cost. (Set Up MF Item Class, COGS Accounts tab, COG Variable Setup field) Available in Light Manufacturing and Advanced Manufacturing Purpose This is the offset account for WIP variable production labor transactions (labor). Speed up data entry by providing default information for the posting account. This is the offset account for WIP fixed production labor transactions (burden). Speed up data entry by providing default information for the posting account. This is the offset account for WIP variable setup transactions (labor). Speed up data entry by providing default information for the posting account. This is the offset account for WIP fixed setup transactions (burden). Speed up data entry by providing default information for the posting account. Speed up data entry by providing default information for the posting account. Speed up data entry by providing default information for the posting account. Speed up data entry by providing default information for the posting account. Implementation Planning 395

398 Chapter 7 Manufacturing Setup Feature Enter or select the General Ledger account to post Costof-Goods-Sold Fixed Setup cost. (Set Up MF Item Class, COGS Accounts tab, COG Fixed Setup field) Available in Light Manufacturing and Advanced Manufacturing Enter or select the General Ledger account to post Costof-Goods-Sold Material cost. (Set Up MF Item Class, COGS Accounts tab, COG Materials field) Available in Light Manufacturing and Advanced Manufacturing Enter or select the General Ledger account to post Costof-Goods-Sold Outside/Subcontract cost. (Set Up MF Item Class, COGS Accounts tab, COG Outside/Subcontract field) Available in Light Manufacturing and Advanced Manufacturing Enter or select the General Ledger account to post Costof-Goods-Sold Other cost. (Set Up MF Item Class, COGS Accounts tab, COG Other field) Available in Light Manufacturing and Advanced Manufacturing Enter or select the General Ledger account to post Work-In-Process Adjustment transactions. (Set Up MF Item Class, Variance Accounts tab, Variance - Variable Run field) Available in Light Manufacturing and Advanced Manufacturing Enter or select the General Ledger account to post Work-In-Process Adjustment transactions. (Set Up MF Item Class, Variance Accounts tab, Variance - Fixed Run field) Available in Light Manufacturing and Advanced Manufacturing Enter or select the General Ledger account to post Work-In-Process Adjustment transactions. (Set Up MF Item Class, Variance Accounts tab, Variance - Variable Setup field) Available in Light Manufacturing and Advanced Manufacturing Purpose Speed up data entry by providing default information for the posting account. Speed up data entry by providing default information for the posting account. Speed up data entry by providing default information for the posting account. Speed up data entry by providing default information for the posting account. Speed up data entry by providing default information for the posting account. Speed up data entry by providing default information for the posting account. Speed up data entry by providing default information for the posting account. 396 Implementation Planning

399 Chart Your Requirements Manufacturing Setup Feature Enter or select the General Ledger account to post Work-In-Process Adjustment transactions. (Set Up MF Item Class, Variance Accounts tab, Variance - Fixed Setup field) Available in Light Manufacturing and Advanced Manufacturing Enter or select the General Ledger account to post Work-In-Process Adjustment transactions. (Set Up MF Item Class, Variance Accounts tab, Variance - Materials field) Available in Light Manufacturing and Advanced Manufacturing Enter or select the General Ledger account to post Work-In-Process Adjustment transactions. (Set Up MF Item Class, Variance Accounts tab, Variance - Outside/Subcontract field) Available in Light Manufacturing and Advanced Manufacturing Enter or select the General Ledger account to post Work-In-Process Adjustment transactions. (Set Up MF Item Class, Variance Accounts tab, Variance - Other field) Available in Light Manufacturing and Advanced Manufacturing Enter or modify the facility identification code and its description. (Set Up Facility, Facility fields) Requires Advanced Manufacturing and Advanced Planning and Scheduling Enter up to 10 alphanumeric characters for the department code and up to 25 alphanumeric characters for the department description. (Set Up Department, Department Code fields) Available in Light Manufacturing and Advanced Manufacturing Enter the starting time for this shift. Up to 4 shift definitions are available by day of the week. (Set Up Department, Monday tab, Start Time fields - same for Tuesday through Sunday tabs) Requires Advanced Manufacturing and Advanced Planning and Scheduling Purpose Speed up data entry by providing default information for the posting account. Speed up data entry by providing default information for the posting account. Speed up data entry by providing default information for the posting account. Speed up data entry by providing default information for the posting account. Easily and clearly identify the facility for selection in work centers. The facility ID is also used to sort finite schedules by facility. The department code represents a manufacturing function or a grouping of work centers, such as production, assembly, shipping, or inspection. A valid department code is a required entry in Workcenter Maintenance. Department information is used to determine available labor resources. Note: Each work center belongs to only one department. Each department may have multiple work centers. The shift start time is used with the shift stop time to calculate available hours utilized by the production scheduling system. Implementation Planning 397

400 Chapter 7 Manufacturing Setup Feature Enter the stop time for this shift. Up to 4 shift definitions are available by day of the week. (Set Up Department, Monday tab, Stop Time fields - same for Tuesday through Sunday tabs) Requires Advanced Manufacturing and Advanced Planning and Scheduling Enter the number of operators normally available to work in this department during this shift. Optional. (Set Up Department, Monday tab, No of Employee fields - same for Tuesday through Sunday tabs) Available in Light Manufacturing and Advanced Manufacturing Enter up to 6 alphanumeric characters for the work center code and up to 25 alphanumeric characters for the work center description. (Set Up Work Center, Work Center fields) Available in Light Manufacturing and Advanced Manufacturing Enter up to 10 alphanumeric characters for a valid department code or select the department code. (Set Up Work Center, Department field) Available in Light Manufacturing and Advanced Manufacturing Enter the Work In Process (WIP) Fixed Setup Cost Rate, which represents the associated fixed overhead cost for setup transactions when updated to WIP. (Set Up Work Center, Rates tab, Fixed Setup field) Available in Light Manufacturing and Advanced Manufacturing Enter the Work In Process (WIP) Fixed Run Cost Rate, which represents the associated fixed overhead cost for production transactions when updated to WIP. (Set Up Work Center, Rates tab, Fixed Run field) Available in Light Manufacturing and Advanced Manufacturing Purpose The shift stop time is used with the shift start time to calculate available hours utilized by the production scheduling system. Shift definitions are used to determine the maximum number of operators available to operate machines in the work centers within this department. The work center code represents a particular work area, or a group of similar machines. Note: Consider the functions and similarities of work areas or machines when defining work center codes, as they contain all cost rates, default routing and work order details, and shift start and stop times used in production scheduling. Various production and scheduling reports are also sorted by these codes. The department code represents a manufacturing function or a grouping of work centers, such as production, assembly, shipping, or inspection and is maintained in manufacturing setup windows. A valid department code is a required entry in Workcenter Maintenance. Department information is used to determine available labor resources. Note: Each work center belongs to only one department. Each department may have multiple work centers. Speed up data entry by providing default information for the posting account. Speed up data entry by providing default information for the posting account. 398 Implementation Planning

401 Chart Your Requirements Manufacturing Setup Feature Enter the Work In Process (WIP) Variable Setup Cost Rate, which represents the variable overhead cost for setup transactions when updated to WIP. (Set Up Work Center, Rates tab, Variable Setup field) Available in Light Manufacturing and Advanced Manufacturing Enter the Work In Process (WIP) Variable Run Cost Rate, which represents the variable overhead cost for production transactions when updated to WIP. (Set Up Work Center, Rates tab, Variable Run field) Available in Light Manufacturing and Advanced Manufacturing Enter the Estimate/Job Cost Rate, which represents a combination of fixed and variable overhead cost. (Set Up Work Center, Rates tab, Estimate/Cost Rates: Run field) Available in Light Manufacturing and Advanced Manufacturing Enter the Estimate/Job Cost Rate, which represents a combination of fixed and variable overhead cost. (Set Up Work Center, Rates tab, Estimate/Cost Rates: Setup field) Available in Light Manufacturing and Advanced Manufacturing Enter the standard production run labor rate for this work center. (Set Up Work Center, Rates tab, Labor/Crew Rates: Run field) Available in Light Manufacturing and Advanced Manufacturing Enter the standard setup labor rate for this work center. (Set Up Work Center, Rates tab, Labor/Crew Rates: Setup field) Available in Light Manufacturing and Advanced Manufacturing Select the method to use in production scheduling (Finite, Infinite, or Excluded). (Set Up Work Center, Rates tab, Workcenter Capacity field) Requires Advanced Manufacturing and Advanced Planning and Scheduling Purpose Speed up data entry by providing default information for the posting account. Note: The setup labor rate is added to this rate for WIP job costing. Speed up data entry by providing default information for the posting account. Note: The production labor rate is added to this rate for WIP job costing. This rate is used by Estimating and Job Cost calculations for production run transactions. Note: The production labor rate is added to this rate for Estimate calculations and Job Cost reporting. This rate is used by Estimating and Job Cost calculations for setup transactions. Note: The setup labor rate is added to this rate for Estimate calculations and Job Cost reporting. This rate is added to the variable run burden rate during the standard cost calculation process. This rate is added to the variable setup burden rate during the standard cost calculation process. Set the way the system schedules the jobs done at the work center and department pair. Implementation Planning 399

402 Chapter 7 Manufacturing Setup Feature Enter the facility this work center is assigned to. (Set Up Work Center, Schedule Info tab, Facility field) Requires Advanced Manufacturing and Advanced Planning and Scheduling Enter the starting time for this shift. Up to 4 shift definitions are available by day of the week. (Set Up Work Center, Schedule Info tab, Monday tab, Start Time fields - same for Tuesday to Sunday tabs) Requires Advanced Manufacturing and Advanced Planning and Scheduling Enter the stop time for this shift. Up to 4 shift definitions are available by day of the week. (Set Up Work Center, Schedule Info tab, Monday tab, Stop Time fields - same for Tuesday to Sunday tabs) Requires Advanced Manufacturing and Advanced Planning and Scheduling Enter the amount of time required to prepare a machine in this work center for a new job. (Set Up Work Center, Default Values tab, Setup Hours field) Available in Light Manufacturing and Advanced Manufacturing Enter the amount of time that is required to resetup the machine or work center for this operation if appropriate. (Set Up Work Center, Default Values tab, Resetup Hours field) Available in Light Manufacturing and Advanced Manufacturing Enter a numeric value for the number of pieces typically completed on a machine in this work center before machine or tool resetup is required. (Set Up Work Center, Default Values tab, Pieces before Resetup field) Available in Light Manufacturing and Advanced Manufacturing Purpose Facility is used in finite scheduling to sort by location, and is defined in Manufacturing setup. The shift start time is used with the shift stop time to calculate available hours used by the production scheduling system. The shift stop time is used with the shift start time to calculate available hours used by the production scheduling system. Standard setup hours are defined for each routing step. Standard setup hours stored in Work Center Maintenance determine the default displayed when the work center is selected for a new step in Routing Maintenance or Work Order Maintenance. The number of standard pieces before resetup is used with standard resetup hours to calculate the total standard resetup hours required for a job. These hours are used in the standard cost rollup program and in production scheduling. Note: Standard resetup hours are defined for each routing step. Values stored in Work Center Maintenance determine the default displayed when the work center is selected for a new step in Routing Maintenance or Work Order Maintenance. The number of standard pieces before resetup is used with standard resetup hours to calculate the total standard resetup hours required for a job and the standard cost associated. Standard cost rollup and production scheduling use this definition. Note: Standard pieces before resetup are defined for each routing step. Values stored in Work Center Maintenance determine the default displayed when the work center is selected for a new step in Routing Maintenance or Work Order Maintenance. 400 Implementation Planning

403 Chart Your Requirements Manufacturing Setup Feature Production rates are stated in pieces per hour, hours per piece or discrete batch. Select the method for stating production rates for each routing step. Select: P - Pieces per Hour H - Hours per Piece B - Discrete Batch (Set Up Work Center, Default Values tab, Pc/Hr. Hr/Pc or Batch field) Available in Light Manufacturing and Advanced Manufacturing Enter an efficiency percentage if P or H is the production method code. The percentage value represents the ratio of the expected (standard) rate of production to the optimum (maximum) rate of production for machines in this work center. (For example, P was selected and the machine is expected to produce 75 pieces per hour, yet it can produce 100 pieces per hour; enter Pc/Hr as 100 and the standard efficiency percent as 75%.) Enter the hours required to produce the batch size entered in the preceding field if B is the production code. (Set Up Work Center, Default Values tab, Effective% field) Available in Light Manufacturing and Advanced Manufacturing Enter a numeric value representing the number of workers required to perform this step. For example, if 2 workers are required for this step, enter If 1 worker can perform 2 steps simultaneously, enter.50. (Set Up Work Center, Default Values tab, Operator Factor field) Available in Light Manufacturing and Advanced Manufacturing Entry in this field is based on the production method code entered previously in work center default values. If P was selected, the standard pieces per hour is entered here. If H was selected, the standard hours per piece is entered here. If B was selected, the standard yield or quantity produced per batch is entered here. This entry should reflect the optimum (maximum) rate of production. (Set Up Work Center, Default Values tab, Pieces/Hours field) Available in Light Manufacturing and Advanced Manufacturing Purpose The selection defaults from Work Center Maintenance when a work center is selected. Note: Discrete batch is not a typical process batch. For example, a discrete batch might be used for heat treating a basket of bolts while a process batch is a recipe that would be used for making such things as paint or pharmaceuticals. The standard efficiency percent applies to direct production only and is used in labor efficiency calculations. The standard efficiency for setup or resetup time defaults to 100 percent. The standard efficiency percent is defined for each routing step. Note: Values entered in Work Center Maintenance determine the default displayed when the work center is selected for a new step in Routing Maintenance or Work Order Maintenance. The standard operator factor applies to machine runtime only and is for information purposes only. The operator factor for setup (or resetup) time defaults to Note: Standard operator factors are defined for each routing step. When a work center is selected for a new routing step in Routing Maintenance or Work Order Maintenance, the default operator factor in Work Center Maintenance is displayed. This rate serves as the default value displayed when this work center is selected for a new step in Routing Maintenance, Work Order Maintenance or Estimate Maintenance. Implementation Planning 401

404 Chapter 7 Manufacturing Setup Feature Enter the standard amount of time required to move parts from this step (work center) to the next step (work center). (Set Up Work Center, Default Values tab, Move Hours field) Requires Advanced Manufacturing and Advanced Planning and Scheduling Enter the amount of time required for parts completed on the previous step of a job to wait at this work center before setup or work is performed. (Set Up Work Center, Default Values tab, Queue Hours field) Requires Advanced Manufacturing and Advanced Planning and Scheduling Enter a numeric value for the expected percentage of pieces produced at this step that will be scrapped. (Set Up Work Center, Default Values tab, Scrap% field) Available in Light Manufacturing and Advanced Manufacturing Enter or modify up to 10 alphanumeric characters for the machine code, or select the appropriate code. (Set Up Machine, Machine field) Available in Light Manufacturing and Advanced Manufacturing Select, enter, or modify up to 25 characters to describe the machine. (Set Up Machine, Description field) Available in Light Manufacturing and Advanced Manufacturing Purpose This value is used by the scheduling system to delay the start of the next operation relative to the completion of the job's preceding operation. This time is added to the end of the current step before the next step is scheduled. Note: Department and work center resources are not committed to a job during move time. For example, machines and operators are available to run other jobs while waiting for parts in transit. Move times are defined for each routing step. Move time values maintained in Work Center Maintenance determine the default displayed when the work center is selected for a new step in Routing Maintenance or Work Order Maintenance. This value is used by the scheduling system to determine department and work center resource commitments for a job. Queue time is added to setup and runtime, resulting in the total amount of time scheduled for an operation. Queue times may be established for such conditions as drying times after plating and cooling time after heat treating. Note: Queue time is defined for each Routing step. Queue time values maintained in Work Center Maintenance determine the default displayed when the work center is selected for a new step in Routing Maintenance or Work Order Maintenance. This value is used during work order generation to calculate the total number of pieces to produce that are needed to yield the required quantity of good pieces. Because the required quantity of good pieces for a step is determined by the total number of pieces to produce on a subsequent step (or the quantity required for the job, if it is the last step), the number of scrap pieces for a step affects previous routing steps. Note: The standard scrap percent is defined for each routing step. The value stored in Work Center Maintenance determines the default displayed when the work center is selected for a new step in Routing Maintenance or Work Order Maintenance. This code represents a particular machine. Provide a clear description to easily identify the machine. 402 Implementation Planning

405 Chart Your Requirements Manufacturing Setup Feature Enter up to 6 alphanumeric characters for a valid work center code, or select the appropriate code. (Set Up Machine, Work Center field) Available in Light Manufacturing and Advanced Manufacturing Select, enter, or modify up to 10 alphanumeric characters to identify the operation. (Set Up Operation, Operation field) Available in Light Manufacturing and Advanced Manufacturing Enter or modify up to 25 characters to describe the operation. (Set Up Operation, Operation Description fields) Available in Light Manufacturing and Advanced Manufacturing Select the character that indicates the type of operation. Valid entries are: L Labor operations include setup or running of machines, assembly, inspection, etc. M Material or component issues define material requirements for a job. O Outside operations are subcontracted manufacturing processes, which may include such things as heat treating or plating of parts. X Other operations are used for job cost categories other than those associated with labor, material, or outside operations. (Set Up Operation, Operation Type field) Available in Light Manufacturing and Advanced Manufacturing Indicate if costs associated with this operation should increase the work-in-process inventory value of the job. Valid entries are: Y Yes, post costs to work in process. N No, do not post costs to work in process. (Set Up Operation, Operation Cost to WIP field) Available in Light Manufacturing and Advanced Manufacturing Purpose The work center code represents a particular work area, or group of similar machines. Note: Consider the functions and similarities of machines when defining work center codes, as various production and scheduling reports are sorted by these codes. This code represents an operation or manufacturing process. Examples of operations include stamp, mold, cut, drill, debar, assembly, inspection, issue of raw materials or component parts, and subcontracted processes such as plating or heat treating. Note: The operation code is a mandatory entry in Routing Maintenance, Work Order Maintenance and Estimate Maintenance. This description appears on the first of two lines of description for the operation. Labor operations are always performed in work centers defined in Work Center Maintenance. Material issues are associated with inventory items defined in Inventory Management. Operation items must be defined in Inventory Management. Operation items are processed the same way material items are processed and are used to accumulate cost. Other operation items for such things as tooling or engineering costs must be defined in Inventory Management. Other issues are processed the same way material items are processed and are used to accumulate cost. Important: An operation is defined for each routing, work order and estimate step. The operation type entered here determines which manufacturing activities are applicable for the step and determines the default value when the operation is selected for a new step in routing, work order or estimate maintenance. For example, material is issued only to a material step and labor is posted only to a labor step. As activity is reported to an operation, costs are accumulated for job costing. Work-in-process inventory value may be accumulated as well. The choice to update work in process is defined for each routing step. The value entered here determines the default displayed when the operation is selected for a new step in Routing Maintenance, Work Order Maintenance and Estimate Maintenance. Implementation Planning 403

406 Chapter 7 Manufacturing Setup Feature Select a work center code or enter or modify up to 6 alphanumeric characters to create a work center code. (Set Up Operation, Work Center field) Available in Light Manufacturing and Advanced Manufacturing Enter notes for use in various tasks in Manufacturing. You can add notes to the whole document, such as to a work order, and to a detail line on a document, such as to a line in the work order. (Notes Maintenance) Available in Light Manufacturing and Advanced Manufacturing Select or enter a code to identify a particular tool used in production, and enter or modify the tool description. (Set Up Tools, Tool fields) Requires Advanced Manufacturing and Advanced Planning and Scheduling Enter or update the number of tools available. (Set Up Tools, No of Tools Available field) Requires Advanced Manufacturing and Advanced Planning and Scheduling Enter the machines the tool defined on Set Up Tools will run on. (Machines Specification, Machine field) Requires Advanced Manufacturing and Advanced Planning and Scheduling Select the employee code or enter up to 10 alphanumeric characters to define it. (Set Up Employee, Employee field) Available in Light Manufacturing and Advanced Manufacturing Enter up to 35 characters of the employee s name. (Set Up Employee, Name field) Available in Light Manufacturing and Advanced Manufacturing Select a numeric value for the shift the employee normally works. Valid entries are: 1 First shift 2 Second shift 3 Third shift (Set Up Employee, Shift field) Available in Light Manufacturing and Advanced Manufacturing Purpose The work center code identifies a particular work area, or a group of similar machines. The code entered here becomes the default displayed when this operation code is selected when the work center is selected for a new step in Routing Maintenance or Work Order Maintenance. Notes provide additional detailed information or instructions. For example, you can provide detailed instructions how to set or run a job, or inform shipping and receiving to pack a certain number of parts per package. Tools are defined in the routing steps where they are used, and production schedules may be generated according to tooling availability. An entry of 1 or greater is required for the system to schedule any work order step assigned this tool ID. Identify the machines the tool can be used on. This code represents a particular employee. Record the employee s name. Identify the shift worked by the employee. This field is for reference purposes only. 404 Implementation Planning

407 Chart Your Requirements Manufacturing Setup Feature Enter or update the employee s hourly rate. (Set Up Employee, Rate field) Available in Light Manufacturing and Advanced Manufacturing Select the employee s working status. The valid entries are: Y Active N Inactive (Set Up Employee, Active field) Available in Light Manufacturing and Advanced Manufacturing Select or enter a code to identify the approval type to be defined or modified. (Set Up Approval Types, Approval Type field) Requires Engineering Change Management Enter or revise the description of the approval type code. (Set Up Approval Types, Description field) Requires Engineering Change Management Enter the password that must be entered to assign an approval type if no valid user list is defined for that type. (Set Up Approval Types, Type Password field) Requires Engineering Change Management Indicate whether approvals must be processed by the approvers in the order they are listed in the grid. (Set Up Approval Types, Approval must be in sequence field) Requires Engineering Change Management Indicate whether changes can be made where this approval was used, and whether the approval can be removed after the approval process is complete. (Set Up Approval Types, Change Remove Prior to Approvals field) Requires Engineering Change Management Enter the address of the approval coordinator to be notified when the Approval Report is run. (Set Up Approval Types, Address field) Requires Engineering Change Management Enter or select the user ID of each user allowed to assign this approval type. (Set Up Approval Types, Valid User List field) Requires Engineering Change Management Purpose This rate is used to calculate actual job cost during work order labor entry. Record whether the employee is active or not active. Approval processes are used with routings, work orders, estimates, sales orders and purchase orders. Clearly describe the approval type code for ease of use. Enforce security on creation of approval types. Tailor processing of this approval code to your business practices. Tailor processing of this approval code to your business practices. Set the system to automatically generate s to the approval coordinator when the Approval Report is run, based on the report definition. Enforce security on the process of assigning approval types. Implementation Planning 405

408 Chapter 7 Manufacturing Setup Feature Enter the name of areas or people assigned to approve a sequence. (Set Up Approval Types, Approval field) Requires Engineering Change Management Enter or update the maximum number of days allowed the users assigned to the line to approve by sequence. (Set Up Approval Types, Days to Approve field) Requires Engineering Change Management Enter the password that must be used to approve a document if no valid user list is defined for the sequence. (Set Up Approval Types, Password field) Requires Engineering Change Management Enter the address of the person who will receive an when the Approval Report is run, based on report definition, such as an overdue notice. (Set Up Approval Types, Address field) Requires Engineering Change Management Enter or select the user ID of each user allowed to approve a sequence. (Set Up Approval Types, Valid User List field) Requires Engineering Change Management Select or enter the code for the cost markup percentages being defined or modified. (Set Up Estimate Markup, Markup Code field) Requires Estimating Enter or modify a description for the markup code. (Set Up Estimate Markup, Description field) Requires Estimating Enter or modify the direct labor and overhead cost markup percentage. (Set Up Estimate Markup, Run field) Requires Estimating Enter or modify the setup labor and overhead cost markup percentage. (Set Up Estimate Markup, Setup field) Requires Estimating Enter or modify the material cost markup percentage. (Set Up Estimate Markup, Material field) Requires Estimating Purpose Define areas or people assigned to approve a sequence. This definition is used to calculate the approval due dates when the approval type is assigned, such as to a routing or estimate. Enforce security on the process of approving the approval type being defined or modified. Set the system to automatically generate s to the valid users when the Approval Report is run, based on the report definition. Enforce security on the process of approving the approval type being defined or modified. This code defines cost markup percentages used in estimate creation to determine the calculated selling price. Clearly describe the code for ease of use. This percentage is used to calculate an estimated selling price. This percentage is used to calculate an estimated selling price. This percentage is used to calculate an estimated selling price. 406 Implementation Planning

409 Chart Your Requirements Manufacturing Setup Feature Enter or modify the outside processing cost markup percentage. (Set Up Estimate Markup, Outside field) Requires Estimating Enter or modify the other cost markup percentage. (Set Up Estimate Markup, Other field) Requires Estimating Enter or modify the administrative cost markup percentage. (Set Up Estimate Markup, Administrative field) Requires Estimating Enter or modify the one-time cost markup percentage. (Set Up Estimate Markup, One Time field) Requires Estimating Select a downtime code or enter up to 10 alphanumeric characters to define a downtime code. (Set Up Down Time, Down Time field) Requires Advanced Manufacturing Enter or modify up to 35 characters to describe the code. (Set Up Down Time, Description field) Requires Advanced Manufacturing Select a scrap reason code or enter up to 10 characters to define a scrap reason code. (Set Up Scrap, Scrap Reason field) Requires Light Manufacturing Enter or modify up to 35 characters to describe the code. (Set Up Scrap, Description field) Requires Light Manufacturing Select a break time code or enter up to 10 characters to create a code for the break time being defined. (Set Up Break Time, Break field) Requires Advanced Manufacturing Enter or modify up to 35 characters to describe the break time. (Set Up Break Time, Description field) Requires Advanced Manufacturing Purpose This percentage is used to calculate an estimated selling price. This percentage is used to calculate an estimated selling price. This percentage is used to calculate an estimated selling price. This percentage is used to calculate an estimated selling price. This code is used in the Labor Entry process to identify a reason for manufacturing downtime Clearly describe the code for ease of use. This code is used in the Labor Entry process to define reasons for scrap produced. Use scrap reason codes to track scrap totals and reasons in reports. Clearly describe the code for ease of use. The system uses break times in the Labor Entry process to automatically deduct break periods from the time entered for employees. Clearly describe the code for ease of use. Implementation Planning 407

410 Chapter 7 Manufacturing Setup Feature Define the beginning of this break by entering the: Hour (1 through 12) Exact minutes after the hour (01 through 59) AM or PM (Set Up Break Time, Break Start fields) Requires Advanced Manufacturing Define the end of this break by entering the: Hour (1 through 12) Exact minutes after the hour (01 through 59) AM or PM (Set Up Break Time, Break Stop fields) Requires Advanced Manufacturing Select the holiday date or enter the date this holiday exception pertains to. (Set Up Holiday Schedule, Holiday Date field) Requires Advanced Manufacturing and Advanced Planning and Scheduling Enter or modify up to 35 characters to describe the holiday. (Set Up Holiday Schedule, Description field) Requires Advanced Manufacturing and Advanced Planning and Scheduling Specify the starting time for each shift, including AM or PM. (Set Up Holiday Schedule, Start Time field) Requires Advanced Manufacturing and Advanced Planning and Scheduling Specify the stopping time for each shift, including AM or PM. (Set Up Holiday Schedule, Stop Time field) Requires Advanced Manufacturing and Advanced Planning and Scheduling Enter or select the machine code. (Machine Daily Schedule, Machine field) Requires Advanced Manufacturing and Advanced Planning and Scheduling Enter the date to which this machine capacity exception pertains. (Machine Daily Schedule, Schedule Date field) Requires Advanced Manufacturing and Advanced Planning and Scheduling Purpose Provide the system with the start time information needed to automatically include break times in scheduling calculations. Provide the system with the stop time information needed to automatically include break times in scheduling calculations. Provide the system with the date information needed to automatically include the holiday in scheduling calculations. Clearly describe the holiday for ease of use. Provide the system with the time information needed to automatically include the holiday in scheduling calculations. Provide the system with the time information needed to automatically include the holiday in scheduling calculations. This code represents a particular machine. For the date entered, the availability is defined by entering start and stop times for the available periods. 408 Implementation Planning

411 Chart Your Requirements Manufacturing Setup Feature Enter a description of this daily machine exception. (Machine Daily Schedule, Schedule Description field) Requires Advanced Manufacturing and Advanced Planning and Scheduling Specify the starting time for each shift, including AM or PM. (Machine Daily Schedule, Start Time field) Requires Advanced Manufacturing and Advanced Planning and Scheduling Specify the stopping time for each shift, including AM or PM. (Machine Daily Schedule, Stop Time field) Requires Advanced Manufacturing and Advanced Planning and Scheduling Enter or select the work center code. (Work Center Daily Schedule, Work Center field) Requires Advanced Manufacturing and Advanced Planning and Scheduling Enter the date to which this work center exception pertains. (Work Center Daily Schedule, Schedule Date field) Requires Advanced Manufacturing and Advanced Planning and Scheduling Enter a description of this daily work center exception. (Work Center Daily Schedule, Schedule Description field) Requires Advanced Manufacturing and Advanced Planning and Scheduling Specify the starting time for each shift, including AM or PM. (Work Center Daily Schedule, Start Time field) Requires Advanced Manufacturing and Advanced Planning and Scheduling Specify the stopping time for each shift, including AM or PM. (Work Center Daily Schedule, Stop Time field) Requires Advanced Manufacturing and Advanced Planning and Scheduling Enter the code for the warehouse the routing applies to. (Standard Routing Assignment, Warehouse field) Requires Material Requirements Planning Purpose Clearly describe the machine exception for ease of use. Provide the system with the time information needed to automatically include the machine in scheduling calculations. Provide the system with the time information needed to automatically include the machine in scheduling calculations. This code represents a particular work center. For the date entered, the availability is defined by entering start and stop times for the available periods. Clearly describe the work center exception for ease of use. Provide the system with the time information needed to automatically include the work center in scheduling calculations. Provide the system with the time information needed to automatically include the work center in scheduling calculations. Identify the warehouse for the routing. Implementation Planning 409

412 Chapter 7 Manufacturing Setup Feature Enter the item. (Standard Routing Assignment, Item field) Requires Material Requirements Planning Leave these fields blank to use the standard routing when planned and actual work orders are created or enter the routing ID and version to use by MRP if multiple routing versions exist for the same item in this warehouse. (Standard Routing Assignment, Routing and Version fields) Requires Material Requirements Planning Enter a valid primary MRP warehouse. (Warehouse Consolidation, Consolidate Whse field) Requires Material Requirements Planning Enter the warehouses to be consolidated with the primary MRP warehouse entered above. (Warehouse Consolidation, Warehouse field) Requires Material Requirements Planning Enter up to 30 alphanumeric characters for the routing to be created or select the routing to be modified. (Maintain Routing, Routing field) Available in Light Manufacturing and Advanced Manufacturing Enter up to 6 alphanumeric characters for the routing version to be created or select the version to be modified. (Maintain Routing, Version field) Available in Light Manufacturing and Advanced Manufacturing Enter up to 30 alphanumeric characters to identify the inventory item produced in this routing version or select the item. (Maintain Routing, Item field) Available in Light Manufacturing and Advanced Manufacturing Purpose Identify the item for the routing. Provide MRP with the routing directions to use in creating work orders. This definition links other warehouses with this warehouse for MRP processing. Note: Warehouses can also be linked through the select process in MRP. When MRP is run for the primary warehouse, demand for the consolidated warehouses will be considered in the MRP plan. Note: Warehouses can also be linked through the select process in MRP. Products can have the same routing ID with different versions, which represent different methods of manufacturing the product. The combination of a routing ID and a version ID ensures a unique routing. If only one item is produced from the routing, it may be useful to include the item code as part of the routing identification code. If multiple parts are produced from the routing, it may be better to assign a unique identification code. Multiple routing versions may exist for the same item due to alternate production methods or use of alternate materials. Product families may have the same routing identification code but different version codes. The routing and version ID codes identify unique routings. Unique item codes are defined in Inventory Management. If you track items by color or by other variables, item codes should be assigned to each unique item. One of the items entered in Routing Parts Produced must also be entered here. 410 Implementation Planning

413 Chart Your Requirements Manufacturing Setup Feature Enter or select the code for the customer this routing is normally produced for. Optional. (Maintain Routing, Header tab, Customer field) Available in Light Manufacturing and Advanced Manufacturing Enter up to 10 alphanumeric characters for the manufacturing item class code for this routing or select the code. (Maintain Routing, Header tab, Item Class field) Available in Light Manufacturing and Advanced Manufacturing Enter the code of the warehouse wherein this routing version is normally produced. (Maintain Routing, Header tab, Whse field) Available in Light Manufacturing and Advanced Manufacturing Quantity per cycle is the number of unique finished items you plan to manufacture in a standard batch or run. (Maintain Routing, Header tab, QTY/Cycle field) Available in Light Manufacturing and Advanced Manufacturing Enter the normal quantity of parts to be produced each time this job is run. (Maintain Routing, Header tab, Economic Cycle Qty field) Available in Light Manufacturing and Advanced Manufacturing Enter up to 6 alphanumeric characters for the Routing Revision Number. (Maintain Routing, Header tab, Revision Level field) Available in Light Manufacturing and Advanced Manufacturing Enter the routing revision date in the format MMDDYY or select the date from the calendar. (Maintain Routing, Header tab, Revision Date field) Available in Light Manufacturing and Advanced Manufacturing Enter up to 25 alphanumeric characters for reference information. (Maintain Routing, Header tab, Reference field) Available in Light Manufacturing and Advanced Manufacturing Purpose The customer code is created in Accounts Receivable and is used throughout the system. The item class code is a verified sort option used to classify related items and determine General Ledger accounts to be updated for transactions and is maintained in MFG Setup. Examples are class codes to group industry-specific items or class codes to group product types. The warehouse code is used to break down inventory into multiple locations called warehouses. Warehouses are created and maintained in Inventory Management. Item cost details are maintained by warehouse, and many reports show warehouse-by-warehouse detail for each item. For example, injection molding manufacturers use multiple cavity insert molds that produce multiple parts per shot of material, and metal stamping manufacturers often produce multiple parts per hit, such as a left and right part. In this case, the quantity per cycle could produce two or more unique items per work order. The economic cycle quantity is important for accurate job costing because this quantity is used to amortize the total setup cost to arrive at the standard setup cost per piece. This reference-only field is used with the routing revision date to identify the latest blueprint or drawing revision for this item. Note: If you scan CAD drawings, you can search for the drawing name/number directly by clicking the CAD button and browsing to the correct document location. This reference-only field is used with the routing revision number to identify the latest blueprint or drawing revision for this item. This reference-only field may reference a drawing or blueprint number or other information about the routing. Implementation Planning 411

414 Chapter 7 Manufacturing Setup Feature Indicate whether this routing version is used to update the Inventory Management item master file with the standard cost calculated from the cost rollup for the bill of material. (Maintain Routing, Detail tab, Standard Routing field) Available in Light Manufacturing and Advanced Manufacturing Indicate whether the routing is active (currently used). (Maintain Routing, Detail tab, Active Routing field) Available in Light Manufacturing and Advanced Manufacturing Play related audio files or associate an audio file with this item. (Maintain Routing, Detail tab, Sound button) Available in Light Manufacturing and Advanced Manufacturing View related images or associate an image with this item. (Maintain Routing, Detail tab, Image button) Available in Light Manufacturing and Advanced Manufacturing View related video footage or associate a video file with this item. (Maintain Routing, Detail tab, Video button) Available in Light Manufacturing and Advanced Manufacturing View associated engineering drawings or associate a drawing with this item. (Maintain Routing, Detail tab, CAD button) Available in Light Manufacturing and Advanced Manufacturing Purpose Because you may have more than one Version of a routing defined for the item s production, check this box if this is the standard routing version for this part. Notes: Only one routing version can be designated to update the standard cost of an item. A routing can be marked Active and Standard only if it has a progress step. Enable processing of the routing. Do not select this box if the routing is not yet activated, its ECO is not approved, it is obsolete, or it is no longer used. Note: A routing can be marked Active and Standard only if it has a progress step. Associate audio files with the routing. Note: The last audio file saved is linked automatically. Use imaging for viewing scanned drawings when the original drawing file is not available or the file format is not compatible, and for attaching material certification and other vendor-supplied documents to a job. Note: The last image viewed is linked automatically until another image is viewed from this screen. Attach related video footage, such as demonstrations, to a job. Note: The last video saved is linked automatically. Attach engineering drawings for parent and component items to a job. Note: The last drawing saved is linked automatically until another drawing is viewed and saved. 412 Implementation Planning

415 Chart Your Requirements Manufacturing Setup Feature Click to view the bill of materials for this routing or to associate a bill of materials with this routing. Maintain separate BOM files by maintaining multiple versions of each routing. This allows you to have an engineering BOM and a production BOM. Select this button to display the changed BOM each time a routing is changed. (Maintain Routing, Detail tab, BOM button) Available in Light Manufacturing and Advanced Manufacturing Enter unlimited notes to appear on a printout of this routing version, and to be included on any work order for it. (Maintain Routing, Detail tab, Notes button) Available in Light Manufacturing and Advanced Manufacturing Enter an approval type to control the ECO process for the routing version. (Maintain Routing, Detail tab, ECO button) Requires Engineering Change Management Enter up to 6 numeric characters for the step identification code, which identifies the relative sequence of a particular operation in the manufacture of the item. (Maintain Routing, Detail tab, Step field) Available in Light Manufacturing and Advanced Manufacturing Enter up to 10 alphanumeric characters for a valid operation identification code. (Maintain Routing, Detail tab, Oper field) Available in Light Manufacturing and Advanced Manufacturing Purpose Bill of materials are created based on routing step definitions in Routing Maintenance. The BOM contains all raw materials, purchased materials, and component items identified in the routing. Bills of materials are organized by level. Level 0 is the top level or the parent item. Components and subassemblies include deeper levels. Later processing of the BOM Cost Rollup Journal updates the standard cost of the item in Inventory Management and the cost of any item quantities on hand, for items designated as standard cost items, if this routing version is designated as the standard inventory routing. The appropriate General Ledger journal entries are also processed at that time. Provide notes for the routing-version as desired. The ECO feature controls changes to and usage of defined routings. A routing with an unapproved ECO attached may not be an active routing, and may not be used to create a work order until a valid approval is processed. The approval process is defined in Approval Type Maintenance. Routings may include up to 999,999 steps to identify material usage, labor operations or outside processing operations. It is best to number steps sequentially by increments of 010 so that intermediate steps can be added when necessary. The operation code identifies a particular operation or manufacturing process and is defined in MFG Setup. The definition contains the default operation type code and work center ID code associated with the particular operation to be defaulted into a new routing or work order step. Note: Operations include stamp, mold, drill, deburr, assembly, inspection, raw material or component part issue operations and outside subcontracted processes such as plating or heat treating. Implementation Planning 413

416 Chapter 7 Manufacturing Setup Feature Select the character that indicates the type of operation. Valid entries are: L Labor operations include setup or running of machines, assembly, inspection, etc. M Material or component issues define material requirements for a job. O Outside operations are subcontracted manufacturing processes, which may include such things as heat treating or plating of parts. X Other operations are used for job cost categories other than those associated with labor, material, or outside operations. (Maintain Routing, Detail tab, Type field) Available in Light Manufacturing and Advanced Manufacturing Enter up to 25 characters to identify each operation. (Maintain Routing, Detail tab, Desc field) Available in Light Manufacturing and Advanced Manufacturing Select the material item code or enter it if the routing version is for material operations (operation type M) or outside operations (operation type O). (Maintain Routing, Detail tab, Material tab, Material Item field) Available in Light Manufacturing and Advanced Manufacturing Enter the code for the warehouse this material item is normally issued from. (Maintain Routing, Detail tab, Material tab, Whse ID field) Available in Light Manufacturing and Advanced Manufacturing Enter the material routing ID code for the routing that produces the material or component item used in this step. Optional. If this field is blank, purchased material cost is imported from the item master in Inventory Management. (Maintain Routing, Detail tab, Material tab, Routing ID field) Available in Light Manufacturing and Advanced Manufacturing Purpose This field defaults from entry of the operator ID code. Labor operations are always performed in work centers defined in Work Center Maintenance. Material issues are associated with inventory items defined in Inventory Management. Operation items must be defined in Inventory Management. Operation items are processed the same way material items are processed and are used to accumulate cost. Other operation items for such things as tooling or engineering costs must be defined in Inventory Management. Other Issues are processed the same way material items are processed and are used to accumulate cost. Operation descriptions are created and maintained in Operation Maintenance. Identify the material or component item used in the manufacturing process or browse to locate the appropriate Item. This material or component item must exist in Inventory Management. This designation is used by MRP and production backflush to identify the specific warehouse for this item. If this field is blank, the work order warehouse is used when this routing version is produced. This code is used to incorporate labor and material costs for items that are manufactured to stock as component items for other routings. For example, if the required material has its own unique routing that includes cutting, polishing, and heat treating, then the material and labor costs are updated when the component item is stocked. When these materials are pulled from inventory for this routing, the correct material and labor costs are included for job costing reports. 414 Implementation Planning

417 Chart Your Requirements Manufacturing Setup Feature Select the material routing version code or enter it. (Maintain Routing, Detail tab, Material tab, Version field) Available in Light Manufacturing and Advanced Manufacturing Enter the quantity of the material or component item required on this step to manufacture the finished item. State the value in the material or component item's inventory valuation unit of measure. (Maintain Routing, Detail tab, Material tab, Mat Req Pc fields) Available in Light Manufacturing and Advanced Manufacturing Indicate whether backflushing is used for a material step or labor step. (Backflushing cannot be used for lot, serial or bin controlled Items.) (Maintain Routing, Detail tab, Back Flush field) Available in Light Manufacturing and Advanced Manufacturing For a material step, enter or select the code for the inventory item to be produced from this material. For a labor step, enter or select the code for the inventory item produced from this labor step. (Maintain Routing, Detail tab, Produce Item field) Available in Light Manufacturing and Advanced Manufacturing Select or enter the machine identification code. (Maintain Routing, Detail tab, Labor tab, Machine field) Available in Light Manufacturing and Advanced Manufacturing Purpose Multiple routing versions may exist for the same item. Each routing version may be different due to alternate production methods. Product families may have the same routing identification code but different version codes. The material routing ID code and material routing version code are used to identify unique routings. This quantity is used to calculate the gross material requirements during BOM cost rollup and when a work order is created from this routing. Examples: 2 pounds of steel per 1 item 1 each box per 12 items. For material steps, backflushing sets the system to automatically requisition material to the job based on the standard material requirement defined above when the subsequent labor step is posted. Without backflushing Material Issues Entry must be used to requisition materials to the job. For labor steps, the system automatically posts the standard labor and burden and applies its cost to the work order when production is entered for the labor step following the labor step to be backflushed. This allows the definition of many labor steps, while only requiring labor posting at the final step. Without backflushing, production must be entered on Labor Entry. Note: If you are using Light Manufacturing, this field must be checked. The produce identification code is used to distinguish item-specific material usage when multiple parts are being produced on a routing or work order. For example, if two different items are produced during the labor operation that will backflush this material, then materials are backflushed and reported to the specific item when production is reported at the progress step where specific finished item quantities are entered. When multiple finished good items are produced on a routing or work order, each labor step can be item specific, especially if each finished good item uses different labor and setup hours or different work centers. Cost for this step will be allocated to the item specified here. Identify the specific machine used in the production process. Machine codes are created and maintained in Machine Maintenance. Implementation Planning 415

418 Chapter 7 Manufacturing Setup Feature Select or enter the work center code. (Maintain Routing, Detail tab, Labor tab, Work Center field) Available in Light Manufacturing and Advanced Manufacturing Select or enter the tool ID code. Optional. (Maintain Routing, Detail tab, Labor tab, Tool field) Requires Advanced Manufacturing and Advanced Planning and Scheduling Enter the number of workers required to perform this step. For example, if 2 workers are required for this step, enter If 1 worker can perform 2 steps simultaneously, enter.50. (Maintain Routing, Detail tab, Labor tab, Operator Factor field) Available in Light Manufacturing and Advanced Manufacturing Choose whether to update labor and associated labor (burden) costs to a General Ledger Work-in-Process inventory account. (Maintain Routing, Detail tab, Labor tab, Cost to Wip field) Available in Light Manufacturing and Advanced Manufacturing Enter the standard amount of time required to move parts from this step (work center) to the next step (work center). (Maintain Routing, Detail tab, Labor tab, Move Hrs field) Available in Light Manufacturing and Advanced Manufacturing Purpose Identify a particular work area or a group of similar machines. Consider the functions and similarities of work areas or machines when defining work center codes as various production and scheduling reports are sorted by work center codes. Work center codes are created and maintained in Work Center Maintenance. Identify a specific tool used on this routing step. Tooling is an option in production scheduling. The standard operator factor applies to machine runtime only and is for information purposes only. The operator factor for setup (or resetup) time defaults to Standard operator factors are defined for each routing step. When a work center is selected for a new routing step in Routing Maintenance or Work Order Maintenance, the operator factor stored in Work Center Maintenance is the default. If selected, any labor posted to this step will also post to a Work-in-Process Inventory account. It will accrue all associated labor costs. If not selected, any labor posted to this step will not post to a Work-in-Process inventory account. For example, if you want to track time posted to a particular labor step (such as inspection or packaging), but you don't want to track those processes as production costs for the item, then you would not check this box. This value is used by the scheduling system to delay the start of the next operation relative to the completion of the job's preceding operation. This time is added to the end of the current step before the next step is scheduled. Move times are defined for each routing step. Move-time values maintained in Work Center Maintenance determine the default displayed when the work center is selected for a new step in Routing Maintenance or Work Order Maintenance. Note: Department and work center resources are not committed to a job during move time. Machines and operators are available to run other jobs while waiting for parts in transit. 416 Implementation Planning

419 Chart Your Requirements Manufacturing Setup Feature Enter the amount of time required for parts completed on the previous step of a job to wait at this work center before setup or work is performed. (Maintain Routing, Detail tab, Labor tab, Queue Hrs field) Available in Light Manufacturing and Advanced Manufacturing State production rates in pieces per hour, hours per piece or discrete batch. Valid entries are: P Pieces per Hour H Hours per Piece B Discrete Batch (Maintain Routing, Detail tab, Labor tab, Pc/Hr, Hr/Pc, or Batch field) Available in Light Manufacturing and Advanced Manufacturing Indicate whether this step is a progress step upon completion of which all manufacturing processes are finished. (Maintain Routing, Detail tab, Labor tab, Progress field) Available in Light Manufacturing and Advanced Manufacturing Enter the amount of time required to prepare a machine in this work center for a new job. (Maintain Routing, Detail tab, Labor tab, Set Up Hr field) Available in Light Manufacturing and Advanced Manufacturing Enter the amount of time required to resetup the machine or work center for this operation. Optional. (Maintain Routing, Detail tab, Labor tab, Reset Hrs field) Available in Light Manufacturing and Advanced Manufacturing Purpose This time is used in scheduling to determine department and work center resource commitments for a job. Queue time is added to setup and runtime, resulting in the total amount of time scheduled for an operation. Queue times may be established for such conditions as drying times after plating, and cooling time after heat treating. Queue time is defined for each routing step. Queue time values maintained in Work Center Maintenance determine the default displayed when the work center is selected for a new step in Routing Maintenance or Work Order Maintenance. The production rates method is selected for each routing step. The selection defaults from Work Center Maintenance when a work center is selected. Note: Discrete batch is different than a typical process batch. For example, a discrete batch might be used for heat treating a basket of bolts while a process batch is a recipe that would be used for making such things as paint or pharmaceuticals. Finished items are transferred from work-in-process inventory to finished goods inventory for the completed quantities reported to this step in labor entry. The final routing step is typically the progress step, although information-only steps may be added to the end. Notes: Only one progress step can be created per routing or work order. Setup and downtime cannot be reported to a progress step. Standard setup hours are defined for each routing step. Standard setup hours stored in Work Center Maintenance determine the default displayed when the work center is selected for a new step in Routing Maintenance or Work Order Maintenance. The number of standard pieces before resetup is used with standard resetup hours to calculate the total standard resetup hours required for a job. These hours are used in the standard cost rollup program and in production scheduling. Note: Standard resetup hours are defined for each routing step. Values stored in Work Center Maintenance determine the default displayed when the work center is selected for a new step in Routing Maintenance or Work Order Maintenance. Implementation Planning 417

420 Chapter 7 Manufacturing Setup Feature Purpose Enter the number of pieces typically completed on a machine in this work center before machine or tool resetup is required. (Maintain Routing, Detail tab, Labor tab, Pcs/Reset field) Available in Light Manufacturing and Advanced Manufacturing Enter the expected quantity of pieces produced on this step that will be defective or otherwise scrapped during the manufacturing process. (Maintain Routing, Detail tab, Labor tab, Scrap Pcs field) The number of standard pieces before resetup is used with standard resetup hours to calculate the total standard resetup hours required for a job and the standard cost associated. Standard cost rollup and production scheduling use this definition. Note: Standard pieces before resetup are defined for each routing step. Values stored in Work Center Maintenance determine the default displayed when the work center is selected for a new step in Routing Maintenance or Work Order Maintenance. This quantity is in addition to the scrap quantity calculated using the scrap percentage. Values entered in Work Center Maintenance determine the default displayed when the work center is selected in routing or work order maintenance. Scrap values are used during work order generation to calculate the total number of pieces to produce in order to yield the required quantity-of-good pieces. Because the required quantity-of-good pieces for a step is determined by the total number of pieces to produce on a subsequent step (or the quantity required for the job, if it is the last step), the number of scrap pieces for a step affects previous routing steps. Enter the expected percentage of pieces produced at this step that will be scrapped. (Maintain Routing, Detail tab, Labor tab, Scrap% field) Enter the quantity per unit. (Maintain Routing, Detail tab, Labor tab, Qty/Report Unit fields) This value is used during work order generation to calculate the total number of pieces to produce that are needed to yield the required quantity-of-good pieces. Because the required quantity-of-good pieces for a step is determined by the total number of pieces to produce on a subsequent step (or the quantity required for the job, if it is the last step), the number of scrap pieces for a step affects previous routing steps. The standard scrap percent is defined for each routing step. The value stored in Work Center Maintenance determines the default displayed when the work center is selected for a new step in Routing Maintenance or Work Order Maintenance. Quantity per unit defines reporting units for the overall part and is used to clarify production reporting. For example, if a sign manufacturer produces 4 signs on 1 sheet of metal, they can report labor as 4 per sheet. 418 Implementation Planning

421 Chart Your Requirements Manufacturing Setup Feature Enter a value based on the production method code entered: For P, the field functions as Pc/Hr: enter the pieces per hour produced. For H, the field functions as Hr/Pc: enter the hours per piece produced. For B, the field functions as Yield: enter the quantity produced per batch. (Maintain Routing, Detail tab, Labor tab, Pc/Hr% field) Enter a value based on the Production Method Code entered above: For P or H, the field functions as an efficiency percentage: enter the ratio of the expected (standard) rate of production to the optimum (maximum) rate of production for machines in this work center. For B: enter the hours required to produce the batch size entered in the preceding field. (Maintain Routing, Detail tab, Labor tab, Pc/Hr = field) Enter the item to be produced for the routing. (Maintain Routing, Parts Produced tab, Item field) Enter the quantity per cycle to be produced for each item. (Maintain Routing, Parts Produced tab, QTYCycle field) Enter the number of days in the MRP planning period for the items being produced in this routing. Optional. (Maintain Routing, MRP Options tab, Window (days) field) Enter the normal batch size produced per work order. (Maintain Routing, MRP Options tab, Batch Size field) Enter the maximum quantity produced per work order. (Maintain Routing, MRP Options tab, Max Qty field) Purpose Identifies the optimum or maximum rate of production for this step. The standard efficiency percent applies to direct production only and is used in labor efficiency calculations. The standard efficiency for setup or resetup time defaults to 100 percent. Example: If P was selected and the machine is expected to produce 75 pieces per hour, yet it can produce 100 pieces per hour, enter Pc/Hr as 100 and the standard efficiency percent as 75%. Note: The standard efficiency percent is defined for each routing step. Values entered in Work Center Maintenance determine the default displayed when the work center is selected for a new step in Routing Maintenance or Work Order Maintenance. Defines the finished items produced for the routing. Note: The Item ID entered on the routing Header tab must be listed with any other finished items (coproducts) produced. Defines the quantity of finished items produced. MRP options by routing overrides the MRP option settings entered for a defined MRP version. This allows processing by routing version. MRP uses this definition when creating suggested work orders. If batch size is not defined here, a suggested work order will be created for the entire requirement or up to the maximum quantity defined in the Max Qty field. MRP uses this definition when creating suggested work orders. If a maximum quantity to produce is not defined here, a suggested work order is created for the actual requirement, which may be larger than the optimal production quantity. Implementation Planning 419

422 Chapter 7 Manufacturing Setup Feature Enter the minimum quantity produced per work order. (Maintain Routing, MRP Options tab, Min Qty field) Enter the percentage to overproduce. (Maintain Routing, MRP Options tab, Percentage Over field) Purpose MRP uses this definition when creating suggested work orders. If a minimum quantity to produce is not defined here, a suggested work order is created for the actual requirement, which may be smaller than the economic production quantity. This percentage is the additional production to be added by MRP to actual requirements when creating suggested work orders. 420 Implementation Planning

423 Chart Your Requirements Manufacturing Worksheets Manufacturing Options Worksheet Print this worksheet to plan selections of and modifications to Manufacturing settings. After you have completed the worksheet, open Manufacturing Options to establish the settings. Next Numbers Work in Process Next Work Order Number Customize Transactions Customize Batches Next Transaction Number Current Open Batches Next Estimate Number Material Issues Labor Entry Progress Entry Job Close Next Shipment Number Next Lot Number Create Create Create Create Next Lot Transact Number Next Journal Numbers General Ledger Material Issues: Outside Issues: Post GL Transactions Labor Entry: Other Issues: GL Posting Format Summary Detail None Schedule Outside W/C Restrict Force Optional Miscellaneous Num of Shipper Copies Num of Estimate Exp. Days Implementation Planning 421

424 Chapter 7 Employee Maintenance Worksheet Print this worksheet to plan the numbering scheme for employees and to enter new employees into Manufacturing. After you have finished the worksheet, open Employee Maintenance and enter the information. Employee ID Name: Shift: Active Y N Rate: Employee ID Name: Shift: Active Y N Rate: _ Employee ID Name: Shift: Active Y N Rate: _ Employee ID Name: Shift: Active Y N Rate: _ Employee ID Name: Shift: Active Y N Rate: _ 422 Implementation Planning

425 Chart Your Requirements Department Maintenance Worksheet Print this worksheet to plan the identification of departments and to enter new departments into Manufacturing. After you have finished the worksheet, open Department Maintenance and enter the information. Department Code: Description: Shift 1 Shift 2 Shift 3 Shift 4 Start Time: Start Time: Start Time: Start Time: Stop Time: Stop Time: Stop Time: Stop Time: No. of Employees: No. of Employees: No. of Employees: No. of Employees: Department Code: Description: Shift 1 Shift 2 Shift 3 Shift 4 Start Time: Start Time: Start Time: Start Time: Stop Time: Stop Time: Stop Time: Stop Time: No. of Employees: No. of Employees: No. of Employees: No. of Employees: Department Code: Description: Shift 1 Shift 2 Shift 3 Shift 4 Start Time: Start Time: Start Time: Start Time: Stop Time: Stop Time: Stop Time: Stop Time: No. of Employees: No. of Employees: No. of Employees: No. of Employees: Department Code: Description: Shift 1 Shift 2 Shift 3 Shift 4 Start Time: Start Time: Start Time: Start Time: Stop Time: Stop Time: Stop Time: Stop Time: No. of Employees: No. of Employees: No. of Employees: No. of Employees: Department Code: Description: Shift 1 Shift 2 Shift 3 Shift 4 Start Time: Start Time: Start Time: Start Time: Stop Time: Stop Time: Stop Time: Stop Time: No. of Employees: No. of Employees: No. of Employees: No. of Employees: Implementation Planning 423

426 Chapter 7 WorkCenter Maintenance Worksheet Print this worksheet to plan the identification of workcenters and to enter new workcenters into Manufacturing. After you have finished the worksheet, open WorkCenter Maintenance and enter the information. Work Center ID: Work Center Description: Department ID: (Rates tab) Work In Process Rates ($/Hr) Fixed Setup Fixed Run Variable Setup Variable Run.... Estimate/Cost Rates ($/Hr) Run Setup.. Labor/Crew Rates Adders ($/HR) Run Setup.. Workcenter Capacity Finite Infinite Exclude (Schedule Info tab) Scheduling Information Shift Start Time Stop Time (Default Values tab) Setup Hours Effective % Move Hours Resetup Hours Operator Factor Queue Hours Pieces before resetup Pieces/Hour Setup% Pc/Hr, Hr/Pc or Batch P H B 424 Implementation Planning

427 Chart Your Requirements Operation Maintenance Worksheet Print this worksheet to plan the identification of operation codes and to enter new operation codes into Manufacturing. After you have finished the worksheet, open Operation Maintenance and enter the information Operation ID: Operation Type: Operation Description: Operation Cost To WIP: Yes No L (LABOR) M (Material) O (Outside Processing) X (Other) Work Center ID: (Select from valid workcenters) Notes: (Special instructions, requirements, or notes) Operation ID: Operation Type: Operation Description: Operation Cost To WIP: Yes No L (Labor) M (Material) O (Outside Processing) X (Other) Work Center ID: (Select from valid workcenters) Notes: (Special instructions, requirements, or notes) Implementation Planning 425

428 Chapter 7 Machine Maintenance Worksheet Print this worksheet to identify machines and to associate those machines with valid workcenters. After you have finished the worksheet, open Machine Maintenance and enter the information. Machine ID: Machine Description: Work Center ID: (Select from valid workcenters) Machine ID: Machine Description: Work Center ID: (Select from valid workcenters) Machine ID: Machine Description: Work Center ID: (Select from valid workcenters) Machine ID: Machine Description: Work Center ID: (Select from valid workcenters) Machine ID: Machine Description: Work Center ID: (Select from valid workcenters) Machine ID: Machine Description: Work Center ID: (Select from valid workcenters) Machine ID: Machine Description: Work Center ID: (Select from valid workcenters) Machine ID: Machine Description: Work Center ID: (Select from valid workcenters) Machine ID: Machine Description: Work Center ID: (Select from valid workcenters) 426 Implementation Planning

429 Chart Your Requirements MF Item Class Worksheet Print this worksheet to create item classes and associate General Ledger accounts to those item classes. Make as many copies of the worksheet as you have classes. These accounts will be updated during manufacturing transactions. After you have finished the worksheet, open Maintain MF Item Classes and enter the information. MF Item Class: Description: GL Accounts Work In Process Absorbed Variable Run Absorbed Fixed Run Absorbed Variable Setup Absorbed Fixed Setup COG Variable Run COG Fixed Run COG Variable Setup COG Fixed Setup COG Materials COG Outside/Subcontract COG Other Variance Variable Run Variance Fixed Run Variance Variable Setup Variance Fixed Setup Variance - Materials Variance Outside Variance - Other (Select a valid General Ledger account) (Select a valid General Ledger account) (Select a valid General Ledger account) (Select a valid General Ledger account) (Select a valid General Ledger account) (Select a valid General Ledger account) (Select a valid General Ledger account) (Select a valid General Ledger account) (Select a valid General Ledger account) (Select a valid General Ledger account) (Select a valid General Ledger account) (Select a valid General Ledger account) (Select a valid General Ledger account) (Select a valid General Ledger account) (Select a valid General Ledger account) (Select a valid General Ledger account) (Select a valid General Ledger account) (Select a valid General Ledger account) (Select a valid General Ledger account) Implementation Planning 427

430 Chapter 7 Downtime Code Worksheet Print this worksheet to create downtime codes for use in Manufacturing. Downtime codes are used to determine reasons for downtime on the shop floor. Analyzing reasons for downtime can be useful in removing obstacles that prevent efficient production and add costs to jobs. After you have finished the worksheet, open Downtime Maintenance and enter the information Down Time ID: Description: Down Time ID: Description: Down Time ID: Description: Down Time ID: Description: Down Time ID: Description: Down Time ID: Description: Down Time ID: Description: Down Time ID: Description: Down Time ID: Description: Down Time ID: Description: Down Time ID: Description: Down Time ID: Description: 428 Implementation Planning

431 Chart Your Requirements Scrap Reason Worksheet Print this worksheet to create reasons for scrap parts produced in Manufacturing transactions. Analyzing scrap reasons can be useful in evaluating manufacturing processes that result in scrap parts and added job costs. After you have finished the worksheet, open Scrap Maintenance and enter the information. Scrap Reason ID: Description: Scrap Reason ID: Description: Scrap Reason ID: Description: Scrap Reason ID: Description: Scrap Reason ID: Description: Scrap Reason ID: Description: Implementation Planning 429

432 Chapter 7 Break Time Worksheet Print this worksheet to identify and enter break times in Manufacturing. Once created, break times are automatically deducted from time entered in Labor Entry. Break Time codes reduces the need for employees to log off of jobs during pre-determined breaks. After you have finished the worksheet, open Break Time Maintenance and enter the information. Break ID: Break Start: (Enter the start time for the break) Description: Break Stop: (Enter the stop time for the break) Break ID: Break Start: (Enter the start time for the break) Description: Break Stop: (Enter the stop time for the break) Break ID: Break Start: (Enter the start time for the break) Description: Break Stop: (Enter the stop time for the break) Break ID: Break Start: (Enter the start time for the break) Description: Break Stop: (Enter the stop time for the break) Break ID: Break Start: (Enter the start time for the break) Description: Break Stop: (Enter the stop time for the break) Break ID: Break Start: (Enter the start time for the break) Description: Break Stop: (Enter the stop time for the break) 430 Implementation Planning

433 Chart Your Requirements Facility Maintenance Worksheet Print this worksheet to identify manufacturing facilities. Each workcenter is assigned to a facility, which is used in the scheduling module. After you have finished the worksheet, open Facility Maintenance and enter the information. Facility ID: Description: Facility ID: Description: Facility ID: Description: Facility ID: Description: Facility ID: Description: Facility ID: Description: Implementation Planning 431

434 Chapter 7 Tool Maintenance Worksheet Print this worksheet to identify Tools and to associate those tools with valid machines. After you have finished the worksheet, open Tool Maintenance and enter the information. Tool ID: Tool Description: No of tools available: Specify machines: Machine: (Select from valid machines) Machine: (Select from valid machines) Tool ID: No of tools available: Tool Description: Specify machines: Machine: (Select from valid machines) Machine: (Select from valid machines) Tool ID: No of tools available: Tool Description: Specify machines: Machine: (Select from valid machines) Machine: (Select from valid machines) Tool ID: No of tools available: Tool Description: Specify machines: Machine: (Select from valid machines) Machine: (Select from valid machines) Tool ID: No of tools available: Tool Description: Specify machines: Machine: (Select from valid machines) Machine: (Select from valid machines) 432 Implementation Planning

435 Chart Your Requirements Estimate Markup Maintenance Worksheet Print this worksheet to identify Estimate markup codes and the associated markup percentages. After you have finished the worksheet, open Estimate Markup Maintenance and enter the information. Markup Code: Description: Markup Percentages: Run:. Other:. Setup:. Material:. Administrative:. One Time:. Outside:. Markup Code: Description: Markup percentages: Run:. Other:. Setup:. Material:. Administrative:. One Time:. Outside:. Markup Code: Description: Markup percentages: Run:. Other:. Setup:. Material:. Administrative:. One Time:. Outside:. Markup Code: Description: Markup percentages: Run:. Other:. Setup:. Material:. Administrative:. One Time:. Outside:. Implementation Planning 433

436 Chapter 7 Holiday Daily Schedule Maintenance Worksheet Print this worksheet to plan the identification of Daily Holidays and to enter new Holidays into Manufacturing. After you have finished the worksheet, open Holiday Daily Schedule maintenance and enter the information. Holiday Date: / / Description: Shift 1 Shift 2 Shift 3 Shift 4 Start Time: Start Time: Start Time: Start Time: Stop Time: Stop Time: Stop Time: Stop Time: Holiday Date: / / Description: Shift 1 Shift 2 Shift 3 Shift 4 Start Time: Start Time: Start Time: Start Time: Stop Time: Stop Time: Stop Time: Stop Time: Holiday Date: / / Description: Shift 1 Shift 2 Shift 3 Shift 4 Start Time: Start Time: Start Time: Start Time: Stop Time: Stop Time: Stop Time: Stop Time: Holiday Date: / / Description: Shift 1 Shift 2 Shift 3 Shift 4 Start Time: Start Time: Start Time: Start Time: Stop Time: Stop Time: Stop Time: Stop Time: Holiday Date: / / Description: Shift 1 Shift 2 Shift 3 Shift 4 Start Time: Start Time: Start Time: Start Time: Stop Time: Stop Time: Stop Time: Stop Time: 434 Implementation Planning

437 Chart Your Requirements Machine Daily Schedule Maintenance Worksheet Print this worksheet to plan the identification of Daily Machine Override Schedules and to enter new daily machine schedule data into Manufacturing. After you have finished the worksheet, open Machine Daily Schedule maintenance and enter the information. Machine: Schedule Date: / / Schedule Description: Shift 1 Shift 2 Shift 3 Shift 4 Start Time: Start Time: Start Time: Start Time: Stop Time: Stop Time: Stop Time: Stop Time: Machine: Schedule Date: / / Schedule Description: Shift 1 Shift 2 Shift 3 Shift 4 Start Time: Start Time: Start Time: Start Time: Stop Time: Stop Time: Stop Time: Stop Time: Machine: Schedule Date: / / Schedule Description: Shift 1 Shift 2 Shift 3 Shift 4 Start Time: Start Time: Start Time: Start Time: Stop Time: Stop Time: Stop Time: Stop Time: Machine: Schedule Date: / / Schedule Description: Shift 1 Shift 2 Shift 3 Shift 4 Start Time: Start Time: Start Time: Start Time: Stop Time: Stop Time: Stop Time: Stop Time: Implementation Planning 435

438 Chapter 7 Work Center Daily Schedule Maintenance Worksheet Print this worksheet to plan the identification of Daily Work Center Override Schedules and to enter new daily work center schedule data into Manufacturing. After you have finished the worksheet, open Work Center Daily Schedule maintenance and enter the information. Work Center: Schedule Date: / / Schedule Description: Shift 1 Shift 2 Shift 3 Shift 4 Start Time: Start Time: Start Time: Start Time: Stop Time: Stop Time: Stop Time: Stop Time: Work Center: Schedule Date: / / Schedule Description: Shift 1 Shift 2 Shift 3 Shift 4 Start Time: Start Time: Start Time: Start Time: Stop Time: Stop Time: Stop Time: Stop Time: Work Center: Schedule Date: / / Schedule Description: Shift 1 Shift 2 Shift 3 Shift 4 Start Time: Start Time: Start Time: Start Time: Stop Time: Stop Time: Stop Time: Stop Time: Work Center: Schedule Date: / / Schedule Description: Shift 1 Shift 2 Shift 3 Shift 4 Start Time: Start Time: Start Time: Start Time: Stop Time: Stop Time: Stop Time: Stop Time: 436 Implementation Planning

439 Chart Your Requirements Standard Routing Assignment Maintenance Worksheet Print this worksheet to identify and enter Standard Routing Assignments in Manufacturing. Once created, Standard Routings are used by MRP when creating planned work orders. If standard routing assignments are not created, the routing/version that is checked as standard will be used. After you have finished the worksheet, open Standard Routing Assignment Maintenance and enter the information. Warehouse ID: Item: Routing: Version: Warehouse ID: Item: Routing: Version: Warehouse ID: Item: Routing: Version: Warehouse ID: Item: Routing: Version: Warehouse ID: Item: Routing: Version: Warehouse ID: Item: Routing: Version: Warehouse ID: Item: Routing: Version: Warehouse ID: Item: Routing: Version: Implementation Planning 437

440 Chapter 7 Warehouse Consolidation Maintenance Worksheet Print this worksheet to create Warehouse Consolidations for MRP processing. When an MRP Version is selected and initialized, the warehouses defined here will be consolidated for MRP processing. After you have finished the worksheet, open Warehouse Consolidation Maintenance and enter the information. Consolidate Warehouse: Warehouse: Warehouse: Warehouse: Warehouse: Warehouse: Consolidate Warehouse: Warehouse: Warehouse: Warehouse: Warehouse: Warehouse: Consolidate Warehouse: Warehouse: Warehouse: Warehouse: Warehouse: Warehouse: Consolidate Warehouse: Warehouse: Warehouse: Warehouse: Warehouse: Warehouse: 438 Implementation Planning

441 Chart Your Requirements Approval Type Maintenance Worksheet Print as many copies of this worksheet as needed to plan the identification of Approval Types and to enter new Approval Type data into Manufacturing. The approval type definition determines the approval process for new routings, estimates, work orders, sales orders and purchase orders. After you have finished the worksheet, open Approval Type maintenance and enter the information. Approval Type: Type Password: Approval Must be in sequence: Description: Approval Coordinator: Address: Change Remove Prior Approvals: Valid User List: Approval: Days to Approve Password: Address: Valid User List: ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; Approval Type: Type Password: Approval Must be in sequence: Description: Approval Coordinator: Address: Change Remove Prior Approvals: Valid User List: Approval: Days to Approve Password: Address: Valid User List: ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; ; Implementation Planning 439

442 Chapter 7 Routing Maintenance Worksheet Print this worksheet to plan the identification of Routing Versions and to enter new routing versions into Manufacturing. After you have finished the worksheet, open Routing Maintenance and enter the information. Routing ID: Version ID: Item ID: _ Parts produced Item ID: Item ID: Item ID: Item ID: Item ID: Item ID: Item ID: Qty Cycle: Qty Cycle: Qty Cycle: Qty Cycle: Qty Cycle: Qty Cycle: Qty Cycle: Header Customer: Revision Level: Standard Routing: Item Class: Revision Date: / / Active Routing: Warehouse: Reference: QTY/Cycle: Economic Cycle Qty: Attachments: Sound: (Select from stored files) Image: (Select from stored files) Video: (Select from stored files) CAD: (Select from stored files) ECO: (Select from valid Approval Types) Notes: (Special instructions, requirements, or notes) 440 Implementation Planning

443 Chart Your Requirements Detail Step: Oper: Type (Defaults) Desc (Defaults) Desc: Material Material Item: Routing ID: Whse ID: Version: Mat Req Pc: _ UOM Defaults Qty per: Back Flush: Attachments: Sound: (Select from stored files) Image: (Select from stored files) Video: (Select from stored files) CAD: (Select from stored files) Produce Item: Notes: (Enter special instructions, requirements or notes here) Detail Step: Oper: Type (Defaults) Desc (Defaults) Desc: Labor Machine: Pc/Hr, Hr/Pc, or Batch: Progress: Work Center: Set Up Hours: _ Reset Hours: Tool: Pcs/Reset: Operator Factor: Scrap Pcs: Scrap %: Cost To WIP: Qty/Report Unit: Move Hours: Queue Hours: Pc/Hr: %: Back Flush: Attachments: Sound: (Select from stored files) Image: (Select from stored files) Video: (Select from stored files) CAD: (Select from stored files) Produce Item: Notes: (Enter any special instructions, requirements or notes here) MRP Options Window (days): Max Qty: Percentage Over: Batch Size: Min Qty: Implementation Planning 441

444 Chapter 7 Product Configurator Setup Setup Features Review the Assisted Company Setup Help and this setup information to begin preparing for Product Setup Features Configurator setup. Then use the worksheets in Product Configurator Worksheets on page 454 to record your plans. Product Configurator Setup Feature This field is for future development. (Setup PC Module Options, Create New Item field) Indicate whether the description generated by the configurator can be changed by a user. (Setup PC Module Options, Override Description field) Indicate whether cost is displayed during the configuration process. (Setup PC Module Options, Display Cost field) Enter the length of the base item number used in the item number creation process by the configurator. (Setup PC Module Options, Configure Item Length field) Enter the length of the option portion of the item number created by the configurator. Two option segments will be created having the length you specify here. (Setup PC Module Options, Option Value Include Length field) Enter the length of the Item Counter portion of the item number created by the configurator. (Setup PC Module Options, Item Counter Length field) Enter the character the configurator uses to separate the item number segments. (Setup PC Module Options, Item Segment Separator field) Indicate whether the configurator integrates with Sales Order. (Setup PC Module Options, Integrate with SO field) Enter the first configuration number to be assigned by the system. After using it, the system updates this field. (Setup PC Module Options, Next Configurator Number field) Purpose It is currently disabled. The configurator always generates new items during processing. Allow or prevent users from modifying the configuratorgenerated description. Allow users to view the cost associated with producing a particular configuration to help the user determine if selling this particular configuration is profitable. Or prevent users from seeing the associated costs. Tailor the structure of the base item number to your business practices. Consider that the total length of the item number to be created can be a maximum of 30 characters including separators. Tailor the structure of the two option value portions to your business practices. Consider that the total length of the item number to be created can be a maximum of 30 characters including separators. This segment of the item number is used by the system to make the number unique. Visually separate the components of the item number by a character such as a dash. Any character may be used. Allow processing of a customer s configured order within Sales Order and allow creation of a work order from within Sales Order. Provide the starting number for the configurator. The entry must be 1 or greater, and is required. 442 Implementation Planning

445 Chart Your Requirements Product Configurator Setup Feature Enter the default routing version prefix for use by the system when generating a new routing during the configuration process. (Setup PC Module Options, Default Version Prefix field) Select the operation code or enter up to 10 alphanumeric characters for the code. (Set Up Operation, Operation field) Enter up to 25 characters for the first of two lines of description for the operation. (Set Up Operation, Operation Description field) Select the character that indicates the type of operation. Valid entries are: L Labor operations include setup or running of machines, assembly, inspection, etc. M Material or component issues define material requirements for a job. O Outside operations are subcontracted manufacturing processes, which may include such things as heat treating or plating of parts. X Other operations are used for job cost categories other than those associated with labor, material, or outside operations. (Set Up Operation, Operation Type field) Indicate if costs associated with this operation increase the work-in-process inventory value of the job. Select: Y = Yes, post costs to work in process. N = No, do not post costs to work in process. (Set Up Operation, Operation Cost to Wip field) Purpose Provide the default prefix for configurator processing. This code represents a particular operation or manufacturing process. Examples of operations include stamp, mold, cut, drill, deburr, assembly, inspection, etc. Issue of raw materials or component parts, and subcontracted processes such as plating or heat treating are also considered operations. Note: The operation code is required in Routing Maintenance, Work Order Maintenance, and Estimate Maintenance. Clearly describe the operation to aid selection of the correct code. An operation is defined for each routing, work order and estimate step. The operation type determines the manufacturing activities applicable for the step and the default value when the operation is selected for a new step in routing, work order or estimate maintenance. For example, material is issued only to a material step and labor is posted only to a labor step. Labor operations are always performed in work centers defined in Work Center Maintenance. Material issues are associated with inventory items defined in Inventory Management. Outside operation items must be defined in Inventory Management. Operation items are processed the same way material items are processed and are used to accumulate cost. Other operation items for such things as tooling or engineering costs must be defined in Inventory Management. Other issues are processed the same way material items are processed and are used to accumulate cost. As activity is reported to an operation, costs are accumulated for job costing. Work-in-process inventory value may be accumulated as well. The choice to update work in process is defined for each routing step. The value entered here determines the default displayed when the operation is selected for a new step in Routing Maintenance, Work Order Maintenance, and Estimate Maintenance. Implementation Planning 443

446 Chapter 7 Product Configurator Setup Feature Select a work center code or enter up to 6 alphanumeric characters to create one. (Set Up Operation, Work Center field) Provide instructions or information useful for performing the operation defined in Set Up Operation. (Notes Maintenance) Enter an option ID for use in the configuration process. (Set Up PC Options and Values, Options ID field) Enter a description of the option ID. (Set Up PC Options and Values, Options Description field) Flag an option ID as obsolete. Optional. (Set Up PC Options and Values, Obsolete field) Indicate whether the option is displayed by default when this option ID is used on Product Configurator to create a configured product. (Set Up PC Options and Values, Header tab, Display Option field) Indicate whether the option is required by default when this option ID is used on Product Configurator to create a configured product. (Set Up PC Options and Values, Header tab, Option Required field) Indicate whether the Add Price box is selected by default when this option ID is used on Product Configurator to create a configured product. (Set Up PC Options and Values, Header tab, Add Price field) Indicate whether the short description is included when this option ID is used on Product Configurator to create a configured product. (Set Up PC Options and Values, Header tab, Short Desc field) Indicate whether the long description is included when this option ID is used on Product Configurator to create a configured product. (Set Up PC Options and Values, Header tab, Long Desc field) Purpose This code identifies a particular work area, or a group of similar machines. The work center you enter here becomes the default displayed when this operation code is selected for a new step in Routing Maintenance, Work Order Maintenance, and Estimate Maintenance. Provide pertinent notes for the operation to the operator. Record all definitions required to add this option to the new item created by the configurator. This includes routing information such as materials and labor steps. Clearly describe the option to aid in selection of the correct option ID during processing. Prevent use of obsolete option IDs. Establish the default value for this option ID. Establish the default value for this option ID. Establish the default value for this option ID. Establish the default value for this option ID. Establish the default value for this option ID. 444 Implementation Planning

447 Chart Your Requirements Product Configurator Setup Feature Identify the segment of the item code as: None This option ID is omitted from the numbering sequence. Segment One This option ID is included in the configurator item number created during the configuration process. Segment Two This option ID is included in the configurator item number created during the configuration process. (Set Up PC Options and Values, Header tab, Include as Item Code Segment field) Select the appropriate rule type: None No option rule applies. Required This option ID is required if the parent option ID entered next is selected in the configuration process. Skip This option ID is skipped if the parent option ID entered next is selected in the configuration process. (Set Up PC Options and Values, Header tab, Default Option Rules field) Enter the parent option here if the rule type is defined as Required or Skip. (Set Up PC Options and Values, Header tab, If Option field on left) Select the rule condition: None No option rule applies. Omitted The rule type for the option ID is used if the parent option ID is omitted from the configuration process. Selected The rule type for the option ID is used if the parent option ID is selected in the configuration process. (Set Up PC Options and Values, Header tab, If Option field on right) Purpose Establish whether this option ID is included in the configurator item number. Note: Segment lengths are defined in PC Module Options. These fields all work together: Default Option Rules field If Option field on left If Option field on right Enforce Opposite Rule field The option rule determines if an option is required based on the selection of another option. For example, if the default option rule is Required If Option XXX Selected, then this option is required if a selection was made in the option XXX. The enforce opposite rule determines the functionality of this option if option XXX is not selected: If Enforce Opposite Rule is not checked and option XXX does not have a selection, then this option may be selected or omitted. If, however, Enforce Opposite Rule is checked and option XXX does not have a selection, then this option cannot be selected. That is because enforcing the opposite rule would enforce Skip If Option XXX Missing. Check this box to enforce the opposite of the rules defined above. For example, if the option ID is required when a parent option ID is selected and this field is selected, the option ID is not required if the parent option ID is not selected. (Set Up PC Options and Values, Header tab, Enforce Opposite Rule field) The option value ID from the Detail tab displays here. Enter any option value that appears on the Detail tab. (Set Up PC Options and Values, Detail tab, Option Value ID field) Define the valid selections for a given option. As each value is entered and saved, the value is displayed in the grid. This value is used to build the short description of the configured item if Short Desc is selected on the header screen for this option. Implementation Planning 445

448 Chapter 7 Product Configurator Setup Feature Enter an option value for the option ID. (Set Up PC Options and Values, Detail tab, Option Value Description field) Enter the description to use for the new configurator item segment description. (Set Up PC Options and Values, Detail tab, Item Value Segment Description field) Opt to make this option value the default when the parent option ID is selected in the configuration process. (Set Up PC Options and Values, Detail tab, Is Default Value field) Flag obsolete option values. (Set Up PC Options and Values, Detail tab, Is Obsolete field) Enter the price used for adjustments. (Set Up PC Options and Values, Detail tab, Adjustment Price field) Copy the selected media from Set Up PC Options and Values to the product configurator when this option ID is used during configuration processing: None Does not copy default media. Sound Copies the sound media. Video Copies the Video media. Image Copies the Image media. CAD Copies the CAD media. (Set Up PC Options and Values, Detail tab, Default Media Display field) Click to listen to related audio files or to associate an audio file with this item. (Set Up PC Options and Values, Detail tab, Sound button) Click to view related video footage or to associate a video file with this item. (Set Up PC Options and Values, Detail tab, Video button) Click to view related images or to associate an image with this item. (Set Up PC Options and Values, Detail tab, Image button) Purpose This field is the long description of the defined option. This value is used to build the long description of the configured item if Long Desc is selected on the header screen for this option. This field size is defined in the Option Value Include Length field. If its size is defined as zero, this field is disabled. Otherwise, you may enter a value that is included in the item ID if this option is defined as an item code segment for a particular product definition. If this value is checked as the default value for this option, this value is used in product definition as the default. Only one value can be set up as the default value for a each option. If selected, previous configurations of this product with this value are still valid, but new configurations can not be built using this value. Tailor the price to your business practices. Set the default media association for the option ID. The last audio file saved is linked automatically and is accessed the next time the button is selected. The last video saved is linked automatically and is accessed the next time the button is selected. The last image saved is linked automatically and is accessed the next time the button is selected. 446 Implementation Planning

449 Chart Your Requirements Product Configurator Setup Feature Select to view CAD drawings or to associate a CAD drawing with this item. (Set Up PC Options and Values, Detail tab, CAD button) The first option value ID from the Detail tab displays here. Enter any option value on the Detail tab. (Set Up PC Options and Values, Value Detail tab, Option Value ID field) Enter the process ID that identifies the relative sequence of steps in the manufacturing process. (Set Up PC Options and Values, Value Detail tab, Process ID field) Enter a valid operation ID code. (Set Up PC Options and Values, Value Detail tab, Oper field) Select the type of operation or manufacturing process: L Labor operations M Material or component issues O Outside process operations X Other cost (Set Up PC Options and Values, Value Detail tab, Type field) Change the displayed operation description if desired. (Set Up PC Options and Values, Value Detail tab, Desc field) Indicate whether this step is backflushed during the manufacturing process. (Set Up PC Options and Values, Value Detail tab, Back Flush field) Enter the price to be added for this process ID during the configuration process. (Set Up PC Options and Values, Value Detail tab, Price field) Enter the valid item number to be consumed in this process ID. (Set Up PC Options and Values, Value Detail tab, Material tab, Mat Item field) Enter the warehouse this item will be issued from. (Set Up PC Options and Values, Value Detail tab, Material tab, Whse ID field) Purpose The last CAD drawing saved is linked automatically and is accessed the next time the button is selected. Specify the option value to be created or modified. Identify the process to use with the option value. This relates to the routing step in Routing Entry. Identify the particular operation or manufacturing process, and the default operation type and work center if appropriate, to use on the option value. This field defaults from entry of the Oper ID code. Modify the description per your business practices. If selected, material and labor process IDs are automatically posted when production is entered at the next non-backflushed labor process ID, and standard material and labor related quantities and costs are applied to the job. Tailor the price to your business practices. Identify the item to use during this process. This item must be defined in Inventory Management. Identify the warehouse the item will be taken from. This warehouse must be defined in Inventory Management. Implementation Planning 447

450 Chapter 7 Product Configurator Setup Feature Enter the routing if this is a manufactured item. (Set Up PC Options and Values, Value Detail tab, Material tab, Routing ID field) Enter the routing version if this is a manufactured item. (Set Up PC Options and Values, Value Detail tab, Material tab, Version field) Enter the quantity of this material to use for the material required per definition entered. In the second field, enter the number of pieces the material quantity pertains to. Example: 1 box for 4 parts, 30 pounds of material for 1 (each) part. (Set Up PC Options and Values, Value Detail tab, Material tab, Mat Req Pc fields) Select or enter the machine identification code for this labor process ID. (Set Up PC Options and Values, Value Detail tab, Labor tab, Machine field) Select or enter the work center code for this labor process ID. (Set Up PC Options and Values, Value Detail tab, Labor tab, Work Center field) Select or enter the tool ID code for this labor process ID. Optional. (Set Up PC Options and Values, Value Detail tab, Labor tab, Tool field) Enter the number of workers required to perform this for this labor process ID. Optional. For example, if two workers are required for this step, enter If a single worker can perform two steps simultaneously, enter.50. (Set Up PC Options and Values, Value Detail tab, Labor tab, Oper Factor field) Choose whether to update labor and associated labor (burden) costs to a General Ledger Work-in-Process inventory account. (Set Up PC Options and Values, Value Detail tab, Labor tab, Cost to Wip field) Purpose If an entry is made here, it creates another level in the bill of material and segregates cost elements in the cost rollup process. If an entry is made here, it creates another level in the bill of material and segregates cost elements in the cost rollup process. Provide the process with sufficient material to make the required item quantity. This provides the materialrequired-per-piece definition. Identify the specific machine used in the production process. Machine codes are created and maintained in Machine Maintenance. Identify a particular work area or a group of similar machines. Consider the functions and similarities of work areas or machines when defining work center codes as various production and scheduling reports are sorted by work center codes. Work center codes are created and maintained in Work Center Maintenance. Identify a specific tool used on this routing step. Tooling is an option in production scheduling. The standard operator factor applies to machine runtime only and is for information purposes only. The operator factor for setup (or resetup) time defaults to Standard operator factors are defined for each routing step. When a work center is selected for a new routing step in Routing Maintenance or Work Order Maintenance, the operator factor stored in Work Center Maintenance is the default. If selected, any labor posted to this step also posts to a Work-in-Process inventory account. It will accrue all associated labor costs. If not selected, any labor posted to this step does not post to a Work-in-Process inventory account. For example, if you want to track time posted to a particular labor step (such as inspection or packaging), but you don't want to track those processes as production costs for the item, then you would not check this box. 448 Implementation Planning

451 Chart Your Requirements Product Configurator Setup Feature Enter the standard amount of time required to move parts from this step (work center) to the next step (work center). (Set Up PC Options and Values, Value Detail tab, Labor tab, Move Hrs field) Enter the amount of time required for parts completed on the previous step of a job to wait at this work center before setup or work is performed. (Set Up PC Options and Values, Value Detail tab, Labor tab, Queue Hrs field) Select the appropriate data collection method code: P Pieces per Hour H Hours per Piece B Discrete Batch (Set Up PC Options and Values, Value Detail tab, Labor tab, Pc/Hr, Hr/Pc, or Batch field) Enter the amount of time required to prepare a machine in this work center for a new job. (Set Up PC Options and Values, Value Detail tab, Labor tab, Set Up Hr field) Enter, in hours, the time required to reset this labor process ID after the pcs/reset quantity is reached. Optional. (Set Up PC Options and Values, Value Detail tab, Labor tab, Reset Up Hr field) Enter the number of pieces produced that require additional setup during the manufacturing process. Optional. (Set Up PC Options and Values, Value Detail tab, Labor tab, Pcs/Reset field) Purpose This value is used by the scheduling system to delay the start of the next operation relative to the completion of the job's preceding operation. This time is added to the end of the current step before the next step is scheduled. Move times are defined for each routing step. Move time values maintained in Work Center Maintenance determine the default displayed when the work center is selected for a new step in Routing Maintenance or Work Order Maintenance. Note: Department and work center resources are not committed to a job during move time. Machines and operators are available to run other jobs while waiting for parts in transit. This time is used in scheduling to determine department and work center resource commitments for a job. Queue time is added to setup and runtime, resulting in the total amount of time scheduled for an operation. Queue times may be established for such conditions as drying times after plating, and cooling time after heat treating. Queue time is defined for each Routing step. Queue time values maintained in Work Center Maintenance determine the default displayed when the work center is selected for a new step in Routing Maintenance or Work Order Maintenance. The production rates method is selected for each routing step. The selection defaults from Work Center Maintenance when a work center is selected. Note: Discrete batch is different than a typical process batch. For example, a discrete batch might be used for heat treating a basket of bolts while a process batch is a recipe that would be used for making such things as paint or pharmaceuticals. Standard setup hours are defined for each routing step. Standard setup hours stored in Work Center Maintenance determine the default displayed when the work center is selected for a new step in Routing Maintenance or Work Order Maintenance. Provide the reset time for use in system calculations. After this quantity of parts is produced, the resetup hours defined are added to the production schedule and are added to the standard cost of the parts being manufactured. Implementation Planning 449

452 Chapter 7 Product Configurator Setup Feature Enter the expected quantity of pieces produced on this step that will be defective or otherwise scrapped during the manufacturing process. (Set Up PC Options and Values, Value Detail tab, Labor tab, Scrap Pcs field) Enter the expected percentage of pieces produced at this step that will be scrapped. (Set Up PC Options and Values, Value Detail tab, Labor tab, Scrap% field) Enter the quantity used during production entry, such as, 1/each or 1/box. (Set Up PC Options and Values, Value Detail tab, Labor tab, Qty/Report Unit fields) If the method selected was: Pc/Hr method, enter the number of pieces produced per hour Hr/Pc method, enter the number of hours per piece Batch method, enter the quantity to be produced (Set Up PC Options and Values, Value Detail tab, Labor tab, Pc/Hr field) If the method selected was: Pc/Hr or Hr/Pc, enter the efficiency percentage to use by the production scheduling system when calculating required production time Batch method, enter the number of hours required to produce the batch (Set Up PC Options and Values, Value Detail tab, Labor tab, % field) Purpose This quantity is in addition to the scrap quantity calculated using the scrap percentage. Scrap values are used during work order generation to calculate the total number of pieces to produce in order to yield the required quantity-of-good pieces. Because the required quantity of good pieces for a step is determined by the total number of pieces to produce on a subsequent step (or the quantity required for the job, if it is the last step), the number of scrap pieces for a step affects previous routing steps. This value is used during work order generation to calculate the total number of pieces to produce that are needed to yield the required quantity-of-good pieces. Because the required quantity-of-good pieces for a step is determined by the total number of pieces to produce on a subsequent step (or the quantity required for the job, if it is the last step), the number of scrap pieces for a step affects previous routing steps. The standard scrap percent is defined for each routing step. The value stored in Work Center Maintenance determines the default displayed when the work center is selected for a new step in Routing Maintenance or Work Order Maintenance. Quantity per unit defines reporting units for the overall part and is used to clarify production reporting. For example, if a sign manufacturer produces 4 signs on 1 sheet of metal, they can report labor as 4 per sheet. Provide the production values for use in system calculations. Provide the production percentage or the number of hours for use in system calculations. 450 Implementation Planning

453 Chart Your Requirements Product Configurator Setup Feature Enter a value based on the Production Method Code entered: For P, the field functions as Pc/Hr: enter the pieces per hour produced. For H, the field functions as Hr/Pc: enter the hours per piece produced. For B, the field functions as Yield: enter the quantity produced per batch. (Set Up PC Options and Values, Value Detail tab, Labor tab, Pc/Hr% field) Enter a value based on the Production Method Code entered: For P or H, the field functions as an efficiency percentage: enter the ratio of the expected (standard) rate of production to the optimum (maximum) rate of production for machines in this work center. For B: enter the hours required to produce the batch size entered in the preceding field. (Set Up PC Options and Values, Value Detail tab, Labor tab, Pc/Hr = field) Select the item or enter a valid item ID for the configuration definition. (Maintain Product Definition, Item field) Select or enter a valid manufacturing item class code. (Maintain Product Definition, Header tab, Item Class field) Select or enter a valid warehouse ID code for the warehouse where the item is produced. (Maintain Product Definition, Header tab, Whse field) Enter default reference information pertaining to the item being produced. This might include a blueprint number or a production revision level. (Maintain Product Definition, Header tab, Default Reference field) Enter the economic cycle quantity for the item being produced. This quantity is the normal quantity produced when this job is run. (Maintain Product Definition, Header tab, Econ Cycle Qty field) Purpose Identifies the optimum or maximum rate of production for this step. The standard efficiency percent applies to direct production only and is used in labor efficiency calculations. The standard efficiency for setup or resetup time defaults to 100 percent. Example: If P was selected and the machine is expected to produce 75 pieces per hour, yet it can produce 100 pieces per hour, enter Pc/Hr as 100 and the standard efficiency percent as 75%. Note: The standard efficiency percent is defined for each routing step. Values entered in Work Center Maintenance determine the default displayed when the work center is selected for a new step in Routing Maintenance or Work Order Maintenance. Identify the configuration definition. The item class code is a verified sort option used to classify related items and determine General Ledger accounts to be updated for manufacturing transactions. Identify the warehouse. Provide useful reference information for production of the item. Provide a quantity standard. Implementation Planning 451

454 Chapter 7 Product Configurator Setup Feature Set the system to validate data after each change in product definition maintenance. (Maintain Product Definition, Header tab, Validate after each change field) Select whether media is displayed. (Maintain Product Definition, Header tab, Display Media field) Indicate whether this product configuration is active. (Maintain Product Definition, Header tab, Active field) Select the default media for the product configurator when processing this product: None No default media Sound Default to sound media Video Default to video media Image Default to image media CAD Default to CAD media (Maintain Product Definition, Header tab, Default Media Display field) Click to listen to related audio files or to associate an audio file with this item. (Maintain Product Definition, Header tab, Sound button) Click to view related video footage or to associate a video file with this item. (Maintain Product Definition, Header tab, Video button) Click to view related images or to associate an image with this item. (Maintain Product Definition, Header tab, Image button) Select to view CAD drawings or to associate a CAD drawing with this item. (Maintain Product Definition, Header tab, CAD button) Enter the option sequence number. (Maintain Product Definition, Detail tab, Option Seq No field) Enter the option ID for this sequence number. (Maintain Product Definition, Detail tab, Option ID field) Enter the routing sequence number. The actual routing step number will be this routing sequence number plus the process ID defined in Setup PC Options and Values. (Maintain Product Definition, Detail tab, Routing Seq No field) Purpose Automatically validate changes if desired. Automatically display media if desired. Identify products that can be used in processing. Set the default media association for the product. The last audio file saved is linked automatically and is accessed the next time the button is selected. The last video saved is linked automatically and is accessed the next time the button is selected. The last image saved is linked automatically and v accessed the next time the button is selected. The last CAD drawing saved is linked automatically and is accessed the next time the button is selected. Determine the relative sequence of the options during the configuration process. Identify by name the sequence of this option. Note: Option IDs are defined in Setup PC Options and Values. When a routing is created based on the configuration process, the routing sequence number determines where in the routing this option will appear. This option may be the first selection in the configuration process, but the last to appear in the actual production routing. 452 Implementation Planning

455 Chart Your Requirements Product Configurator Setup Feature Select or enter the default option value for the option ID during configuration. (Maintain Product Definition, Detail tab, Default Value field) Select or enter the regeneration value for the option ID during configuration. (Maintain Product Definition, Detail tab, Regen Value field) Indicate whether this option is displayed during the configuration process. (Maintain Product Definition, Detail tab, Display Option field) Indicate whether this option is required during the configuration process. (Maintain Product Definition, Detail tab, Option Required field) Indicate whether this option is added to the selling price of the configured product. (Maintain Product Definition, Detail tab, Add Price field) Indicate whether the short description is included in the configuration process. (Maintain Product Definition, Detail tab, Short Desc field) Indicate whether the long description is included in the configuration process. (Maintain Product Definition, Detail tab, Long Desc field) Indicate whether this option is included as a segment of the configured item number. Select None, Segment 1, or Segment 2. (Maintain Product Definition, Detail tab, Include as Item Code Segment field) If appropriate for this option, select option rules None, Required, or Skip. (Maintain Product Definition, Detail tab, Option Rules field) Enter the option associated with the option rule. (Maintain Product Definition, Detail tab, left If Option field) Select the rule condition (None, Omitted, or Selected) associated with the option rule and option. (Maintain Product Definition, Detail tab, right If Option field) Purpose Provide processing defaults. Note: Option values are defined in Setup PC Options and Values. Provide processing defaults. Define the information displayed during processing. Define the information required during processing. Define the information used during processing. Define the information displayed during processing. Define the information displayed during processing. Use this option as a segment of the configured item number if desired. When a new option ID is added to a product definition, the rules default from Setup PC Options and Values. Note: If you select Required or Skip, you must also enter the option and condition. When a new option ID is added to a product definition, the rules default from Setup PC Options and Values. Note: If you select Required or Skip, you must also enter the option and condition. When a new option ID is added to a product definition, the rules default from Setup PC Options and Values. Note: If you select Required or Skip, you must also enter the option and condition. Implementation Planning 453

456 Chapter 7 Product Configurator Worksheets PC Module Options Worksheet Print this worksheet to plan PC Module Options and to enter new PC Options. After you have finished the worksheet, open PC Options maintenance and enter the applicable information. Create new Items Configure Item Length Integrate With MF Override Description Option value Include Length Integrate with SO Display Cost Item counter Length Item Segment Separator Next Configurator Number Default Version Prefix 454 Implementation Planning

457 Chart Your Requirements Operation Maintenance Worksheet Print this worksheet to plan the identification of operations and to enter new operations into manufacturing. After you have finished the worksheet, open Operation maintenance and enter the applicable information.id Operation ID: Operation Description: Operation Type: Operation Cost To WIP: Yes No L (Labor) M (Material) O (Outside Processing) X (Other) Work Center ID: (Select from valid workcenters) Notes: (Special instructions, requirements or notes) Operation ID: Operation Description: Operation Type: Operation Cost To WIP: Yes No L (Labor) M (Material) O (Outside Processing) X (Other) Work Center ID: (Select from valid workcenters) Notes: (Special instructions, requirements or notes) Implementation Planning 455

458 Chapter 7 PC Options and Values Worksheet Print this worksheet to plan PC Options and values and to enter new PC Options and values. After you have finished the worksheet, open PC Options and Values maintenance and enter the applicable information. Options ID: Options Description: HEADER Display Option Rule Type Parent Option Rule Condition Option Required (None, Required, Skip) (None, Omitted, Selected) Add Price Short Description Enforce Opposite Rule (check) Long Description Include as Item code Segment (None, Segment One, Segment Two) DETAIL Option Value ID Default Media Display: Option Value Description Item value Segment Description None Sound Video Image CAD Is Default Value VALUE DETAIL TAB Process ID Operation Material Material Item: Routing ID: Whse ID: Version: Mat Req Pc: _ UOM Defaults Qty per: Back Flush: Price: Notes: (Special instructions, requirements or notes) 456 Implementation Planning

459 Chart Your Requirements Labor Machine: Pc/Hr, Hr/Pc, or Batch: (Select) Work Center: Set Up Hours: _ Reset Hours: Tool: Pcs/Reset: Operator Factor: Scrap Pcs: Scrap %: Cost To WIP: Qty/Report Unit: Move Hours: Queue Hours: Pc/Hr: %: Back Flush: Price: Notes: (Special instructions, requirements or notes) Implementation Planning 457

460 Chapter 7 PC Product Definition Worksheet Print this worksheet to plan PC Product Definitions and to enter new PC Product Definitions. After you have finished the worksheet, open PC Product Definition maintenance and enter the applicable information. Item: HEADER TAB Item Class: Warehouse: Default Media display: None Sound Video Image CAD Default Reference: Economic cycle Quantity: _ Validate after each change: (check) Display Media: (check) Active: (check) Notes: (Special instructions, requirements or notes) DETAIL TAB Option Sequence No: Option ID: Routing Sequence No: Display Option: (check) Include as Item Code Segment Option Required: (check) Default Value: Add price: (check) (None, Segment One, Segment Two) Short Desc: (check) Long Desc: (check) Option Rules: If Option: Rule Condition: (None, Required, Skip) (None, Omitted, Selected) Enforce Opposite rule: (check) 458 Implementation Planning

461 Chart Your Requirements DETAIL TAB Option Sequence No: Option ID: Routing Sequence No: Display Option: (check) Include as Item Code Segment Option Required: (check) Default Value: Add price: (check) (None, Segment One, Segment Two) Short Desc: (check) Long Desc: (check) Option Rules: If Option: Rule Condition: (None, Required, Skip) (None, Omitted, Selected) Enforce Opposite rule: (check) DETAIL TAB Option Sequence No: Option ID: Routing Sequence No: Display Option: (check) Include as Item Code Segment Option Required: (check) Default Value: Add price: (check) (None, Segment One, Segment Two) Short Desc: (check) Long Desc: (check) Option Rules: If Option: Rule Condition: (None, Required, Skip) (None, Omitted, Selected) Enforce Opposite rule: (check) Implementation Planning 459

462 Chapter Implementation Planning

463 Plan Data Conversion 8 If you are upgrading to MAS 500 from another system, develop a data conversion strategy to ensure that the right data is transferred to the new system. This chapter provides information about identifying the types of data, determining which information should be transferred to the new system, and choosing the methods provided with MAS 500 for performing the data conversion. The details of each step in the conversion process, itemized below, are provided in this chapter. Selecting Data for Conversion Preparing Data for Conversion Printing Reports Preparing MAS Converting Data Verifying the Conversion Migrating MAS 90 / MAS Implementation Planning 461

464 Chapter 8 Selecting Data for Conversion General Guidelines Data Types Note the following general guidelines in selecting data to convert: Plan on converting all current data. Select which historical data to convert. See Selecting Historical Records to Convert on page 463 for an explanation. Load master and historical data on MAS 500 ahead of time. Then, only current data will need to be transferred at cutover time. This reduces the amount of conversion at a critical time. The first step in developing a data conversion strategy is to identify the types of data in the system. Although accounting systems may use different names for these types of data, their function is generally the same. Master and transactional data There are two types of data, master and transactional. These are explained in the following table. Data Type Description and Use Examples Activity Master Generally static information repeatedly used to create transactions in a system Codes such as processing cycles and FOB terms General Ledger account numbers Customers Vendors Inventory items Rare Transactional Records of each transaction Vouchers Invoices General Ledger journal entries Purchase orders Frequent 462 Implementation Planning

465 Plan Data Conversion Current and historical records Master and transactional data contain current and historical records, which indicate whether they are currently in use: Record Type Description and Use Examples Current Historical Records currently in use Historic records no longer used Open and unposted transactions Closed transactions for the current reporting period Active customers, vendors, and other currently used master data General Ledger accounts with active balances Inactive records referenced in current transactions Closed transactions from previous reporting periods Inactive customers, vendors, and other unused master data Closed General Ledger accounts with no balance Identifying data Analyze the data to identify the types of information and the amount of current and historical data in the system. The following are some suggestions for identifying data: Run reports in the accounting system you are migrating from for each of the types of data. Export the data into Microsoft Excel or another easily viewed format. Selecting Historical Records to Convert Not all historical data needs to be converted. By being selective of which historical data to convert, you can reduce conversion time and make the new system run faster by not requiring all the historical data to be loaded. The following are some criteria for selecting which historical data to convert: Likelihood of future use: Consider converting data that is likely to be used for analysis and future transactions. For example, past sales orders might be used for return transactions or forecasting. Activity: If records have not been recently used, you can choose not to convert them. For example, you might decide not to keep records of customers who have not ordered within the past three years. Quality: If records are incomplete or improperly filled out, such as purchase orders with missing payment terms, you would have to decide whether to research and correct them, not import them into the new system, or import them with default information. Implementation Planning 463

466 Chapter 8 Preparing Data for Conversion Changes to the Data Organization After you have selected which information to convert to MAS 500, prepare the data to make sure that it imports smoothly into the new system. Preparation consists of these steps: Remove inactive or erroneous data Complete fields necessary in MAS 500 where missing in legacy system Post all transactions for the accounting period Close the period Validate the information Back up your legacy system Make sure all journals are in balance Performing these preparation tasks will make the conversion easier and prevent erroneous data from entering the new system. It is a good idea to make changes to your system, such as account structure or entity IDs, after you convert. This will help maintain data integrity, ease validation, and speed conversion. In order to get the most out of your MAS 500 system, plan the structure and processes you will be using before you convert, but make the changes after the conversion. MAS 500 provides powerful tools, such as Rename IDs, for making significant changes. Mapping Data Mapping data consists of the following steps: 1 Analyze field formats in the source and target systems. Determine if data needs to be converted. 2 Identify each business process and the data elements needed to support the process. 3 Map the data in each source field to the corresponding fields in the MAS 500 databases. Where MAS 500 requires fields that are not in your existing system, determine the appropriate defaults. Note: The Schema Browser can be used for reading the MAS 500 data model. Refer to the Reference section of the Information and Support Center for more information. If you are converting from a supported release of MAS 90 or MAS 200, you do not need to map data. This is taken care of automatically by the Data Migrator tool described in Converting Data on page Implementation Planning

467 Plan Data Conversion Printing Reports You will need reference lists and financial activity reports from your existing system to enter data and to verify the data conversion. Lists of codes used in your legacy system include user codes, account types, bank codes, tax codes, and warehouse codes. Other lists you will want to prepare are the chart of accounts, budget report, inventory item listing, and lists of vendors and customers. Financial reports include trial balance, income statement, and aging. Note: If you are converting from MAS 90 / MAS 200 or PFW, see the system-specific Help in Assisted Company Setup for instructions on generating each required report. Preparing MAS 500 Install MAS 500 as described in Chapter 4, Install MAS 500 and Build Familiarity and complete the registration and system configuration as described in the Installation and System Configuration guide. Use Maintain Companies in System Manager to set up one or more companies and select the modules that each company will use. You will also need to set up your account structure before beginning any conversion or setup in MAS 500. If you are converting data from a legacy system, it is a good idea to set up the same structure in MAS 500. Segment length, data type (alphanumeric, numeric, alpha), and segment order should be the same as in the legacy system. If you want to change the account structure in the new system, do so after the conversion. Converting Data Convert data in the order you would set up a new system. Follow these general rules: Convert the General Ledger chart of accounts first. The accounts are needed for validating other data. Review which data elements require data on other tables for validation. For example, convert vendor classes before vendors. Convert transactional data last. Data conversion is an iterative process. Plan to convert and import data several times: once for testing and then additional times as needed to refine and adapt the process to fit your business data. Repeat the conversion until you are satisfied with the results. Set a date for the actual conversion and until then carefully monitor data entered into your legacy system. Run parallel systems as long as required to ensure the conversion is complete and accurate. Note that some items may not convert directly from a previous system. After conversion you can use tools such as Global Item Change or Global Inventory Change to make changes to records based on criteria you set. Implementation Planning 465

468 Chapter 8 Assisted Company Setup Data Migrator The Assisted Company Setup feature organizes the conversion process into a single window. Using Assisted Company Setup allows you to easily convert data in the necessary order. There are three levels of assistance provided in Assisted Company Setup: Generic Help describes the selected step, including purpose, tips, and where to get more information. System-specific Help for MAS 90 / MAS 200 and PFW for each step, including system differences, tips, and printing reports. Migration Issues Help describes issues and considerations if you are using Data Migrator, described below. MAS 500 has several tools for bringing data into the system. Each step in Assisted Company Setup includes the tools that are available for that step. Data Migrator DataPorter Data Import utilities Manual input Detailed instructions for using Assisted Company Setup and each of the tools are in Chapter 9, Assisted Company Setup. Data Migrator in Assisted Company Setup rapidly inputs large data sets and automates much of the conversion process for certain legacy systems. Data Migrator uses a two-stage process. Extract When available, the first stage automatically extracts data from the legacy system and creates a staging table where data can be manipulated. MAS 500 supports data extraction from MAS 90 and MAS 200. Refer to Migrating MAS 90 / MAS 200 on page 470 for detailed information on using Data Migrator to convert data from MAS 90 and MAS 200. Insert In the second stage, the data in the staging tables is inserted into MAS 500. If you are not converting from a supported MAS 90 / MAS 200 system, you can use Excel to create the data and then use the second stage of Data Migrator to insert the data into MAS 500. When to use Data Migrator Data Migrator is used for data conversion only and is the recommended tool for converting data to a new system. Data Migrator uses application program interfaces (APIs) and it supports data modification in the same window or in Excel. Instructions Detailed instructions for using Data Migrator are in Chapter 9, Assisted Company Setup. 466 Implementation Planning

469 Plan Data Conversion DataPorter The MAS 500 DataPorter module is used to load data into MAS 500 with Microsoft Excel, reducing conversion and implementation time, and facilitating the data entry process. DataPorter enables you to bring data into the system during conversion and can also be used to load data on an ongoing basis. This section explains when to use DataPorter. When to use DataPorter DataPorter is best used in the following situations: When information needs to be reviewed and modified before import. DataPorter uses a standard Excel spreadsheet that can be opened, reviewed, and edited by any Excel user. When you want the people who work with the data to revise and import the data themselves. DataPorter can be used by anyone with sufficient knowledge of Excel and the data being imported. No programming knowledge is needed. When there is a limited amount of data. For large amounts of data, use the Data Import utilities or Data Migrator. Invoking DataPorter Invoke DataPorter by pressing Alt+F7 from the appropriate form. For instructions on using DataPorter, see the Cross-Module Utilities guide. Tasks that use DataPorter The Help in Assisted Company Setup indicates when DataPorter is available for a task. DataPorter is available from most screens, including the following: Enter Inventory Transactions Enter Purchase Orders Enter Journal Transactions Enter Vouchers Maintain Accounts Maintain Customers Maintain Items Maintain Non-Inventory Items Maintain Recurring Transactions Maintain Salespersons Physical Inventory Enter Counts Enter Invoices Enter Quotes Enter Sales Orders Maintain Account Segments Maintain Allocations Maintain Item Classes Maintain Natural Accounts Maintain Recurring Invoices Maintain Recurring Vouchers Maintain Vendors Set Up Postal Codes Implementation Planning 467

470 Chapter 8 Data Import Utilities The Data Import utilities are designed for importing large amounts of data quickly. The utilities use APIs to import data from input files directly into the MAS 500 databases. If there are errors, they are recorded in an error log file. When to use the Data Import utilities Data Import utilities are best used in the following situations: When there is a large amount of data. The Data Import utilities are designed for processing large import files. When you have experienced people to handle the data import. Although the Data Import utilities require knowledge of the MAS 500 databases, programming knowledge is not required. When error reporting is not required during processing. Errors are reported in a log completed at the end of processing. How to Use the Data Import utilities For instructions on using Data Import utilities, see the Online Help. Tasks that Use Data Import utilities The following table lists the information that can be imported through the Data Import utilities. Assisted Company Setup makes the Data Import utilities available for the applicable tasks. Module GL AC AP Importable Information Transactions GL accounts Natural accounts Account segments Current period budgets All period budgets - financial Consolidation company data Posted vouchers Pending vouchers Vendor Vendor address Vendor contact Vendor purchase history Vendor transaction history 468 Implementation Planning

471 Plan Data Conversion Module AR IM CM Importable Information Posted invoices Pending invoices Customer Customer address Customer contact Customer sales tax exemption Customer sales history Customer transaction history Item Substitutions Units of measure Landed cost factors Kit components Vendor item Inventory item Inventory bin list Bank account number Statement date Ending balance Transaction number Transaction date Transaction amount Transaction type Manual Input If the needed conversions are not supported by MAS 500, enter information manually. If you have a small amount of data, it might be quicker to enter information rather than convert it. Verifying the Conversion Review the logs from the conversion tools, such as Assisted Company Setup, Data Import utilities, and Copy Company, that were used to convert the data. If you used Data Migrator to convert from a supported legacy system, follow the instructions in Migrate Data on page 484 for making changes to the staging table and verifying the data. After the conversion, print the reference lists and financial activity reports in MAS 500 to compare with the reports from the legacy system. Lists of codes include user codes, account types, bank codes, tax codes, and warehouse codes. Also, run the chart of accounts, budget report, inventory item listing, and lists of vendors and customers as well as trial balance, income statement, and aging reports. Implementation Planning 469

472 Chapter 8 Migrating MAS 90 / MAS 200 What Can Be Migrated System Differences The information in this section is specific to data conversion from MAS 90 and MAS 200. Refer to the general instructions for using the Data Migrator tool in Migrate Data on page 484. Data Migrator in Assisted Company Setup automates much of the conversion process from the supported versions of MAS 90 and MAS 200. Refer to the release notes for the supported versions in this release of Data Migrator. Details on what can be migrated from MAS 90 / MAS 200 using Data Migrator are included in the individual tasks of Assisted Company Setup. For each item that can be migrated, the Migrate icon is available in Assisted Company Setup and the Help includes migration issues and considerations. In general, Data Migrator can be used to migrate your critical and highvolume data including setup codes, master records, transactions, and history. It is important that you have a thorough understanding of MAS 500 before beginning the migration. There are significant differences in the workflow and features between the two systems. For instance, in MAS 90 and MAS 200, the general ledger posts to the Bank Reconciliation module; MAS 500 has the opposite flow of data. You can only thoroughly understand these differences by learning MAS 500 as described in Get to Know MAS 500 on page 63. Complexity Because MAS 500 generally allows more options and flexibility, it is more complex compared to MAS 90 / MAS 200. For example, MAS 500 allows multiple accounts per bank; MAS 90 / MAS 200 allows only one. MAS 500 also has advanced features such as inventory demand forecasting that automates much of the procurement process. Learn MAS 500 so that you can set it up to take full advantage of its advanced functionality. Consistency MAS 500 uses a standardized user-defined list of codes such as units of measure, select cycles, and FOB terms. This provides consistent usage and reduces data entry error. Take the time to plan your static data before setting up the new system. In general, MAS 500 is stricter than MAS 90 / MAS 200 in preventing users from creating nonstandard transactions and in maintaining data integrity. This means that in MAS 500 you may not be able to do some types of transactions, such as one-sided entries, that you were able to do in MAS 90 / MAS Implementation Planning

473 Plan Data Conversion Migration Issues This section discusses general migration issues arising from differences between MAS 90 / MAS 200 and MAS 500. The Help in Assisted Company Setup for each migration step discusses specific migration issues. Balanced data Make sure all general ledger accounts are in balance in your legacy system before migrating data to MAS 500. Although MAS 90 and MAS 200 sometime allow for one-sided entries or an out-of-balance situation, MAS 500 does not. Data Migrator will not migrate out of balance data. GL accounts Before migrating GL account data, be sure the account structure is the same in both systems. Segment length, data type (alphanumeric, numeric, alpha), and segment order must match in MAS 90 / MAS 200 and MAS 500 or Data Migrator will fail. If you want to change the account structure in the new system, do so after the migration. MAS 500 provides tools for changing the account structure, including inserting and re-ordering segments. When migrating natural accounts, be aware that MAS 500 seed data includes a retained earnings account (32xx) and a suspense account (00xx). If in MAS 90 / MAS 200 you used the default values for these accounts, you will get the message, Duplicate record not copied for these records. If you did not use the defaults in MAS 90 / MAS 200, you must set the retained earnings and suspense accounts in Set Up GL Options. If you use Excel to enter account numbers that are longer than 15 digits and have no delimiters or alpha characters, Excel will convert the extra digits to zeros. To avoid this, convert the field to text type in Excel. Units of Measure MAS 500 enforces consistency in the naming of units of measure by maintaining units of measure based on predefined types such as weight, length, and quantity. There is no automated migration for units of measure. Be sure to set up your units of measure before migrating items, invoices, and other records that use units of measure. Custom fields Carefully review your user-defined (custom) fields before migrating. MAS 500 allows for a limited number of custom fields for supported entities and a maximum value length of 15. These are both unlimited in MAS 90 / MAS 200 as long as the number of bytes does not exceed In MAS 90 and MAS 200, user-defined fields are defined for a specific user for all companies. In MAS 500, custom fields are defined for a single company for all users. MAS 500 does not allow for display attributes such as case or justification. Nor does it allow for range validation or the use of a validation program. Implementation Planning 471

474 Chapter 8 Invoices In MAS 90 / MAS 200 Accounts Payable and Accounts Receivable Options, you must have set the option to track detailed invoice history to be able to migrate detailed open and closed invoice information. In addition, if you have recently purged the Accounts Payable and Accounts Receivable invoice history files, you will not be able to migrate open or closed invoices that have been purged. If for either of these reasons your MAS 90 / MAS 200 history files are empty, you may want to track detailed invoice history for a couple of months before beginning the migration or manually enter open invoices in MAS 500 after migration. On the other hand, if the invoice history file has never been purged and has a large number of records, the migration will take a long time. The recommendation is that you purge the invoice history file from a date, based on your business practices, that retains the open invoice detail. AP trial balance reports If you account for discounts in Accounts Payable using the discounts lost method (rather than the discounts earned method), the AP trial balance (and aged invoice report) will not be the same in MAS 500 as it was in MAS 90 / MAS 200. In MAS 500, both the trial balance and the general ledger include the effect of the terms discount. In MAS 90 / MAS 200, the general ledger contains the effect of the discount, but the trial balance contains the full invoice amount. Pricing There are differences between how MAS 500 and MAS 90 / MAS 200 handle pricing such that there is no direct mapping for some MAS 90 / MAS 200 pricing options. MAS 90 / MAS 200 Pricing Option Promotional pricing Contract pricing for customer for an item Item pricing for item based on standard or customer s price level Pricing for item s price code based on customer s price level Pricing for item s price code based on standard price level MAS 500 Equivalent No Yes No Yes Yes MAS 500 provides several pricing options in addition to those listed in the table above. These include pricing based on customer address, customer groups, warehouse, currency, and national accounts. Because of these differences, as well as the overall complexity of pricing in MAS 500, carefully plan pricing before setting up the new system. Refer to the Inventory Management guide for information on pricing and how it is used. 472 Implementation Planning

475 Plan Data Conversion Commissions There are some differences in how the two systems handle commissions. MAS 500 does not allow for commission base amounts nor does it allow for percentage of standard price as a commission basis. MAS 90 and MAS 200 use a commission method as part of the product line to provide defaults for items. MAS 500 uses a commission class for each item and the commission class is used as the basis for setting up sales commission plans. In addition, MAS 500 enforces consistency in sales commissions by maintaining a list of commission plans and making them available when maintaining salesperson information. During migration, the system creates a commission class for each distinct item commission rate and a commission plan for each distinct salesperson commission rate and each distinct split commission rate. Review these commission classes and plans carefully to be sure they represent the commission structure you want to use. Sales teams MAS 500 enforces rules in the assigning of managers so that there is always a top manager; that is, a manager who does not have a manager. For example, the following scenario cannot exist in MAS 500: A is the manager of B. B is the manager of C. C is the manager of A. Before you begin the migration, ensure that the management structure in MAS 90 / MAS 200 is not circular. Manufacturing MAS 90 / MAS 200 and MAS 500 use quite different approaches to how they organize the manufacturing process. If you are a power user of MAS 90 / MAS 200 manufacturing, you will want to rethink your processes and design the new system from scratch. You most likely will not depend on Data Migrator to do the bulk of the manufacturing data conversion. If your use of MAS 90 / MAS 200 is more limited, using Data Migrator to convert the basic data, such as tools and work centers, is appropriate. MAS 90 / MAS 200 has no concept of a machine. Production is scheduled to the work center. You can still schedule to the work center in MAS 500. In this case, the work center may be one machine or location or a group of machines or locations. In order to get the most out of your MAS 500 system, you may want to rethink how you organize these entities. MAS 90 and MAS 200 do not use an integrated routing and bill of material. It is important to understand the differences between a separate routing and bill of material and an integrated routing and bill of material. To simulate the process used in MAS 90 / MAS 200, you can set up a routing with mostly material operations (similar to the MAS 90 / MAS 200 BOM). This routing is essentially a BOM that can be referenced in another routing. Or you can set up a routing that includes material operations. You can have multiple versions of a routing that may include different materials. This is similar to maintaining different BOM and routing versions in MAS 90 / MAS 200. Implementation Planning 473

476 Chapter 8 In MAS 90 and MAS 200, costs are maintained at the operation level; in MAS 500 they are maintained at the work center level. There are several additional differences between how MAS 90 / MAS 200 and MAS 500 handle costs including: MAS 90 / MAS 200 does not allow for setup costs MAS 500 does not allow for per-piece costs MAS 500 does not allow for cost as a percent Before converting your MAS 90 / MAS 200 manufacturing system, carefully plan your new MAS 500 manufacturing system to take the different costing methods into account. MAS 500 provides more advanced manufacturing capabilities including estimating, product configuration, co-products, and real-time shop floor control. Refer to the Manufacturing guide for complete information on the Manufacturing module so you can design your new system to take advantage of these advanced features. GL account balances If data already exists in account history for an account that you are migrating GL account balances into, you have the choice of stopping the migration or adding to the existing data. Use caution in choosing the appropriate processing option and in correcting the problem. If you choose to stop the migration, the migration is not done for the period where the duplicate data was found and all subsequent periods. You will need to reverse the existing transaction and redo the migration beginning in that period. Inventory Balances and History You must complete the Invt Balances steps before starting the Inventory History step. You must also complete the Inventory History step before starting the Inventory History Reconciliation step. During the Inventory History Reconciliation step, the system makes adjustments to the inventory history based on the information in the inventory balances. If these steps are performed out of order, the inventory history may be adjusted incorrectly. 474 Implementation Planning

477 Part 3: Implementing Your System Part 3: Implementing Your System consists of the following chapters: Chapter 9, Assisted Company Setup Implementation Planning 475

478 Part Implementation Planning

479 Assisted Company Setup 9 Assisted Company Setup organizes the setup procedures throughout MAS 500 into a single window. From this window, you can launch the window for entering or generating data, import, migrate, or copy data where applicable, and generate reports on the information. This window also enables you to mark a step as in process and complete it later or assign a task to another user. This chapter discusses the mechanics of using Assisted Company Setup to set up MAS 500. If you are migrating from another system, refer to Chapter 8, Plan Data Conversion for information on planning your migration. The sections in this chapter are: Using Assisted Company Setup Enter Data Copy Data Import Data Migrate Data Create Data List Data Add Tasks Implementation Planning 477

480 Chapter 9 Using Assisted Company Setup Before you can use Assisted Company Setup, you must activate the necessary modules. Only those modules that are activated will have steps available in Assisted Company Setup. To start Assisted Company Setup, from the System Manager Maintenance menu, select Assisted Company Setup. Assisted Company Setup Components The Assisted Company Setup window contains the following sections: Step listing Step information Options Step listing Options Step information Order and organization of steps The steps are listed in the order they need to be completed and are organized into phases. The phases correspond to the type of information that needs to be set up, rather than to the module that processes the information. 478 Implementation Planning

481 Assisted Company Setup Step status A step is in progress if any of the options (such as Entry or Migrate) have been selected. To change the status to complete, use the Status field on the Options tab. In front of each step and phase is an icon to indicate the status. Icon Step Status Phase Status Not started None of the steps have been started In progress At least one step is in progress Complete All of the steps are complete Step information The step information section describes the selected step or phase. If you are migrating from another accounting system, there is an additional tab with migration instructions when this information is available. Click the conversion tab, when available, to show information about migrating data for this step. Implementation Planning 479

482 Chapter 9 Assisted Company Setup List Run the Assisted Company Setup List to view the status of all phases and steps, the user to whom the step is assigned, and any comments. Click the Print button at the top of the Assisted Company Setup window. Source System Use the Source System tab of Assisted Company Setup to select the accounting system you are converting from. These settings provide system-specific conversion information for a selected step, when available. If you are converting from a system that is not included, select Other as the application and Any as the version. The Data Link field is needed only if you are using Data Migrator to migrate data from MAS 90 / MAS 200. Information on completing the field is in Migrate Data on page Implementation Planning

483 Assisted Company Setup Step options When you select a step, a tab appears with the options for that step. The buttons that apply to the step are enabled. The options section of the Assisted Company Setup window enables you to open windows for performing the selected step and to enter information for managing the setup process. Each of the actions is discussed in this chapter. Refer to Chapter 8, Plan Data Conversion for information on choosing an action. Opens the entry window (for manual entry or DataPorter) for this step. Copies data and settings from another company on the MAS 500 database. Opens the data import function for this step. Opens Data Migrator for this step. Opens the window for generating data for this step. Generates a report of the data currently in MAS 500 for this step. Creates an Outlook task for this step. The other options enable you to do the following: Set the step status Assign the step to another MAS 500 user Add comments Click Reset to revert the settings to the last saved settings. The step s settings are saved automatically when you select another step. Enter Data The Enter option opens the entry window for the selected step. Enter the information manually or use DataPorter to import the data. For more information on when to use DataPorter, see DataPorter on page 467. Refer to the Cross-Module Utilities guide for instructions on using DataPorter. Implementation Planning 481

484 Chapter 9 Copy Data For a number of steps, you can copy data from another company in the same MAS 500 database set. For example, if you have vendors that are common to the companies in the database set, you can define them in one company and copy them into the others. Note that data can be copied only from a company on the same database. How to copy data Follow these steps to copy data from another company: 1 In Assisted Company Setup, select the step you want to perform. If the copy feature is available for this step, the Copy button is enabled. 2 Click Copy. A window similar to the following appears: Process 3 Select the company you want to copy data and settings from. 4 The Processing Options section of the window has options for processing invalid and duplicate information. The options that appear depend on the data being copied. See the sections that follow for information on when to choose Do Not Copy. 5 Click Process. When the copy is finished, the report appears. When to use Do Not Copy Use the Do Not Copy option when you plan to use the account or reference for these records, but have not set it up yet. Use this option to keep these records from being copied. You can then set up the account or reference and copy the records again. When to use Copy Use the Copy option when you want to set up new references or a new account structure. The records are copied with blank reference fields or assigned to the suspense account. You can then create the accounts or references and assign them to the records. 482 Implementation Planning

485 Assisted Company Setup Import Data For a number of steps, you can import data. Click Import. The Data Import Utility form for the step appears. For information about when to import data, refer to Data Import Utilities on page 468. The online Help contains detailed information on file structures, record layouts, and log files. Implementation Planning 483

486 Chapter 9 Migrate Data Data Migrator in Assisted Company Setup exposes staging tables that you can populate with data directly through the user interface or through Excel. This data is inserted into the MAS 500 database using application programming interfaces (APIs). If you are migrating from a supported version of MAS 90 or MAS 200, Data Migrator further automates much of the conversion process by automatically extracting data and populating the staging tables. Refer to Chapter 8, Plan Data Conversion for information on when to use Data Migrator. This section contains these procedures: Converting data from MAS 90 / MAS 200 Using Data Migrator only to insert data Important: Be sure that the user performing the migration is not set up in System Manager Maintain Users to use app roles. Converting data from MAS 90 / MAS 200 Follow these steps if you are using Data Migrator to convert data from MAS 90 / MAS Use Set Up Migration Links in System Manager to create a link to the server and database of the source system. Be sure the user performing the migration has rights to the databases. Fill in the fields for the information on the system you are migrating from. This information is most likely provided by your company s IT department or the person familiar with your system s server and database information. 484 Implementation Planning

487 Assisted Company Setup 2 Use the Source System tab of Assisted Company Setup to select the MAS 90 / MAS 200 system you are migrating from. Select the migration link created in step 1. 3 The Migrate icon is available for each step that Data Migrator supports. Click the icon to open the Migrate window. 4 We recommend that you process the migration in two stages until you are sure the data is correct. For the first stage, select only Extract Data from Source. Click the Process icon. Process Extra Data Insert Data Implementation Planning 485

488 Chapter 9 5 Inspect the data in the staging tables. You can make changes to the data directly in the grid. Edit in Excel You can also edit the data in Excel. Click the Edit in Excel button to open the table in Excel and make any desired changes. Save Note: Do not change any data in hidden columns in Excel. When a staging table is edited in Excel, some columns that do not appear in the staging table grid are formatted as hidden columns in Excel. These are used as system codes and should not be changed. Note: If you enter more than 15 digits in a field with a format of general in Excel, Excel converts the extra digits to zeros. To avoid this, use an apostrophe when entering numbers longer than 15 digits in Excel or enter the numbers in the staging table. When you click the Save button in Excel, the data repopulates the staging table with the changed data. 486 Implementation Planning

489 Assisted Company Setup 6 For the second stage of the migration, select only Insert Data from Staging Table. Some Data Migrator tasks have options you can choose for how to process certain data. Examine the default values to be sure they represent your business processes. Select which report you want generated by the migration process. Generally, you will want to report on failures and warnings only. Click the Process icon. 7 The migration log appears when the insert is completed. If the insertion of a specific record was not successful, the column and value columns contain information about the failed records. The records that were successfully migrated are removed from the staging table. The failed records remain in the staging table. If needed, you can edit the records either directly in the staging table or in Excel and resubmit them. Using Data Migrator only to insert data Use these steps to use Data Migrator only to insert data into MAS 500. Note: The Schema Browser can be used for reading the MAS 500 data model including staging tables. Refer to the Reference section of the Information and Support Center for more information. 1 Use the Source System tab of Assisted Company Setup to select the product and version you are migrating from. If it is not listed, choose Other for the system and Any as the version. 2 The Migrate icon is available for each step that supports Data Migrator. Click the icon to open the Migrate window. Implementation Planning 487

490 Chapter 9 3 On the Staging Table tab, select the staging table you want to create. You can create data directly in the grid. Edit in Excel You can also create the data in Excel. Click the Edit in Excel button to open the table in Excel. Save Note: Do not change any data in hidden columns in Excel. When a staging table is edited in Excel, some columns that do not appear in the staging table grid are formatted as hidden columns in Excel. These are used as system codes and should not be changed. Note: If you enter more than 15 digits in a field with a format of general in Excel, Excel converts the extra digits to zeros. To avoid this, use an apostrophe when entering numbers longer than 15 digits in Excel or enter the numbers in the staging table. When you click the Save button in Excel, the data repopulates the staging table with the new data. 488 Implementation Planning

491 Assisted Company Setup 4 In the Migrate window, select Insert Data from Staging Tables. Some Data Migrator tasks have options you can choose for how to process certain data. Examine the default values to be sure they represent your business processes. Select which report you want generated by the migration process. Generally, you will want to report on failures and warnings only. Process Insert Data Click the Process icon. 5 The migration log appears when the insert is completed. If the insertion of a specific record was not successful, the column and value columns contain information about the failed records. The records that were successfully migrated are removed from the staging table. The failed records remain in the staging table. If needed, you can edit the records either directly in the staging table or in Excel and resubmit them. Implementation Planning 489

492 Chapter 9 Create Data The Create option is available for only a few steps. These would typically include such tasks as: GL Accounts Inventory Customer History Vendor History Reconcile Inventory History The step Help provides more information on how the Create option is used for the steps where it is available. List Data Use this option to view or print a list of the data currently defined in MAS 500 for the selected step. Add Tasks To create a task in Outlook for a step in Assisted Company Setup, use this procedure: 1 Make sure that Outlook is installed on your system and running. 2 In the Assisted Company Setup window, select the step you want to assign. 3 Click Add. An Outlook Task window appears. 4 Complete the information about the step and note the following: The Subject line is automatically filled in with the name of the step from Assisted Company Setup. To assign the task to another user, click Assign Task. The window changes to add options to delegate the task. For information about using this window, see the Microsoft Outlook documentation. 5 Save or send the Outlook task. 490 Implementation Planning

493 Index A Account structure 464 Accounts Payable business practices questionnaire 73 import utility 46 module description 39 module integration 47 setup options 241 Accounts Receivable business practices questionnaire 74 import utility 46 module description 39 module integration 47 security events 129 setup options 215 activating modules 51, 126 Advanced Consolidations module description 40 module integration 47 setup options 276 Assisted Company Setup 478 B Best Software, contacting 14 business goals and practices 11 practices questionnaires 70 requirements mapping process 120 review of current practices 85 review of forms and reports 88 C Cash Management business practices questionnaire 75 module description 39 module integration 48 setup options 264 Common Information module description 38 module integration 47 security events 128 setup of 178 companies activate modules 125, 126 setup 125 conference room pilot (CRP) flowchart 10 training 104 configuration module integration options 47 overview and steps 53 contacting Best Software 14 Conversion Process 462 Copy data 482 Crystal Reports 44 Current records 463 Customer Support Services 13 customization tools 12, 45 Customizer 45 Implementation Planning 491

494 Index D data export 7 import 7 legacy data imports 46 mapping to 99 Data Import description 46 using 483 Data Migrator 466, 484 Data, types of 462 databases MAS system installations 50 DataPorter 467 description 46 date in modules, setup 138 documentation 14, 54, 64 E ecustomer module description 40 module integration 48 user documentation 40 eexecutive description 45 module integration 48 user documentation 45 esalesforce module description 40 module integration 48 user documentation 40 executive management tasks 24 export, data 7 F forms 88 FRx Financial Reports 44 G General Ledger business practices questionnaire 72 module description 39 module integration 47 grace period, registration 50, 51 H Help components and topics 65 I implementation management role 16 process 8 resources 12, 29, 54 tasks 104 team member tasks 24 implementation team choosing members 18, 28 goals of 21 guidelines 31 resources 20 role 17 tasks 24 training 11 Import Utilities 468 importing data 7, 483 insert data 487 installation decisions 54 detail planning 56 grace period 50, 51 multiple systems 50 planning 50 procedures guide 12 Inventory Management business practices questionnaire 78 import utility 46 module description 41 module integration 47 security events 137 setup options 315 L Legacy records description 463 selecting for conversion 463 M management implementation role 16 implementation support 22 implementation tasks 24 leadership 11, 21 mission statement 16 Manufacturing business practices questionnaire 82 module integration 47 setup options 391 mapping data Implementation Planning

495 Index options 99 process overview 120 MAS 500 features set up outside of 123 module configuration 47 registration 50 registration grace period 51 training 63 MAS 500 Office description of 38 module feature 47 MAS 90 / MAS , 484 Master data 462 mission statement 16 modules activating and integrating 51, 125 business date, setup 138 configuration of 47 integration of 47, 51 period end closing 52 stand-alone 47 steps for integration 53 Multicurrency Management business practices questionnaire 76 module description 40 module integration 47 setup options 267 P PDF user guides, viewing online 14 period-end closing, module integration 52 planning configuration decisions 122 distribution 96 implementation project 94 implementation task tables 98 Microsoft project plans 95 setup options and security choices 122 system installation and configuration 50, 103 task and time estimates 95 policies improving 91 review method 85 reviewing 90 Product Configurator setup options 442 project management 23, 25, 30 project team for implementation 32 Purchase Order business practices questionnaire 81 module description 41 module integration 48 security events 130 setup options 294 R Records, type of 463 registration grace period 50, 51 options 125 site and module 53 Replenishment setup options 380 reports and viewers 44 reports, reviewing and improving 89 S Sales Order business practices questionnaire 80 module description 41 module integration 48 security events 133 setup options 282 security events Accounts Receivable 129 Common Information 128 Inventory Management 137 Purchase Order 130 Sales Order 133 task and event definitions 124 security groups planning and creating 52 setup 126 setup options Accounts Payable 241 Accounts Receivable 215, 241 Advanced Consolidations 276 Cash Management 264 Common Information 178 General Ledger 141 Inventory Management 315 Manufacturing 391 Multicurrency Management 267 Product Configurator 442 Purchase Order 294 Replenishment 380 Sales Order 282 site registration 125 source code, MAS Source System 480 system configuration 122 date, setup of 138 Implementation Planning 493

496 Index grace period 50, 51 System Manager documentation 12 module description 38 module integration 47 user setup options 138 T terms 7 training courses 63 dedicated system 6 managing 25 MAS planning 104 timing 11 Transactional data 462 transactions, review of current 86 U unregistered modules, activating 51 user groups 52 W Web Reports description 44 guide 12 work flow review business transactions 86 reports 89 Worksheets, setup Implementation Planning