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EpicorApplication UserGuide 101400
EpicorApplication UserGuide 101400
Application
User Guide
Disclaimer
This document and its contents, including the viewpoints, dates and functional content expressed herein are the
proprietary copyrighted property of Epicor Software Corporation, are intended for informational purposes only and
are believed to be accurate as of its date of publication. However, Epicor Software Corporation makes no guarantee,
representations or warranties with regard to the enclosed information and specifically disclaims any applicable implied
warranties, such as fitness for a particular purpose, merchantability, satisfactory quality or reasonable skill and care.
As each user of Epicor software is likely to be unique in their requirements in the use of such software and their business
processes, users of this document are always advised to discuss the content of this document with their Epicor support
representative, account manager and/or consulting personnel. All information contained herein is subject to change
without notice and changes to this document since printing and other important information about the software
product are made or published in release notes, and you are urged to obtain the current release notes for the software
product. The usage of any Epicor software shall be pursuant to an Epicor end user license agreement and the performance
of any consulting services by Epicor personnel shall be pursuant to Epicor's services terms and conditions. Usage of the
solution(s) described in this document with other Epicor software or third party products may require the purchase of
licenses for such other products. Where any software is expressed to be compliant with applicable laws or other statutory
or regulatory requirements in this document, such compliance is not a warranty and is based solely on Epicor's current
understanding of such laws and requirements. All laws and requirements are subject to varying interpretations as well
as to change and accordingly, Epicor cannot guarantee that the software will be compliant and up to date with such
changes. All statements of platform and product compatibility in this document shall be considered individually in
relation to the products referred to in the relevant statement, i.e., where any Epicor software is stated to be compatible
with one product and also stated to be compatible with another product, it should not be interpreted that such Epicor
software is compatible with both of the products running at the same time on the same platform or environment.
Additionally platform or product compatibility may require the application of Epicor or third-party updates, patches
and/or service packs and Epicor has no responsibility for compatibility issues which may be caused by updates, patches
and/or service packs released by third parties after the date of publication of this document. Epicor, Business Inspired
and the Epicor logo are trademarks of Epicor Software Corporation, registered in the United States, certain other
countries and/or the EU. All other trademarks mentioned are the property of their respective owners. Copyright
Epicor Software Corporation 2015. All rights reserved. No part of this publication may be reproduced in any form
without the prior written consent of Epicor Software Corporation.
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Introduction..........................................................................................................................31
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Contact Tracker....................................................................................................................................144
Customer Tracker.................................................................................................................................145
Case Management...............................................................................................................................146
Workflow Stage............................................................................................................................146
Workflow Group...........................................................................................................................147
Add Members........................................................................................................................147
Topics............................................................................................................................................148
Add Parent Topic....................................................................................................................148
Add Sub-Topic.......................................................................................................................149
Case Entry.....................................................................................................................................151
Enter a Case...........................................................................................................................151
Enter Related Information.......................................................................................................153
Create RMA...........................................................................................................................154
Create Sales Order.................................................................................................................156
Create Job..............................................................................................................................158
Update Call Log.....................................................................................................................161
Complete Tasks......................................................................................................................163
Add Topics.............................................................................................................................165
Add a Resolution....................................................................................................................166
Close a Case..........................................................................................................................167
Reopen a Case.......................................................................................................................168
Knowledge Base Inquiry................................................................................................................169
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Operations...................................................................................................................................................197
Demand Contracts................................................................................................................................197
Primary Details...............................................................................................................................197
Matching.......................................................................................................................................199
Line Details....................................................................................................................................200
Actions Menu................................................................................................................................202
Inbound EDI Transactions......................................................................................................................202
Import EDI Demand Process..................................................................................................................203
Demand Entry.......................................................................................................................................205
Primary Details...............................................................................................................................205
Line Details....................................................................................................................................206
Schedules......................................................................................................................................207
Actions Menu................................................................................................................................209
Common Sub-Menu Options..................................................................................................209
Demand Header Sub-Menu....................................................................................................210
Demand Line Sub-Menu.........................................................................................................210
Demand Schedule Sub-Menu.................................................................................................211
Demand Mass Review..................................................................................................................................212
Demand Reconciliation................................................................................................................................214
Outbound EDI Documents...........................................................................................................................216
Purchase Order Acknowledgements (EDI 855).......................................................................................216
Advanced Shipment Notifications (EDI 856)..........................................................................................217
Invoice Notifications (EDI 810)...............................................................................................................218
Reports........................................................................................................................................................219
Demand Review Report........................................................................................................................219
Demand Net Change Report.................................................................................................................221
Cumulative Quantities Variance Report.................................................................................................222
Chapter 5: Configurator................................................................................223
Setup...........................................................................................................................................................223
Part Maintenance.................................................................................................................................223
Create Configured Part..................................................................................................................223
Add Part Revision..........................................................................................................................224
Engineering Workbench.......................................................................................................................227
Define a Part Method....................................................................................................................227
Check In Part Revision...................................................................................................................230
Operations...................................................................................................................................................232
Configurator Entry................................................................................................................................232
Create Configurator Record...........................................................................................................232
Define Part Creation Logic.............................................................................................................234
Configurator Designer..........................................................................................................................237
Define Input Fields.........................................................................................................................237
Define Input Field Properties..........................................................................................................239
Define Input Field Actions..............................................................................................................243
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Setup...........................................................................................................................................................320
Site Configuration................................................................................................................................320
Employees............................................................................................................................................322
Restrict Entry.................................................................................................................................324
Time Type.............................................................................................................................................325
Indirect Labor.......................................................................................................................................326
Role Codes...........................................................................................................................................326
Billing Rate Role Codes..................................................................................................................327
Time Approval Role Codes.............................................................................................................328
Quick Entry Codes................................................................................................................................330
Operations...................................................................................................................................................333
Time Entry............................................................................................................................................333
Time and Expense - Actions Menu.................................................................................................333
Daily Time Entry.............................................................................................................................334
Enter or Review Comments....................................................................................................335
Weekly Time Entry.........................................................................................................................336
Calendar View Time Entry..............................................................................................................337
Calendar Day.........................................................................................................................337
Calendar Week......................................................................................................................341
Calendar Month.....................................................................................................................342
MES Time Entry....................................................................................................................................343
Selection Calendar................................................................................................................................349
Time Approval......................................................................................................................................351
Approvals Flow of Indirect and Production Time.............................................................................352
Approvals Flow of Project Time......................................................................................................353
Workflow Groups..........................................................................................................................354
Pre-Defined Time Approval Workflow Groups.........................................................................354
Define a Custom Approval Workflow.....................................................................................361
Reports........................................................................................................................................................372
Time Report..........................................................................................................................................372
Time Booking Exception........................................................................................................................373
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Project Entry.........................................................................................................................................388
Define Project Approvals................................................................................................................390
WBS Phases...................................................................................................................................390
Define Invoicing Method for WBS Phases................................................................................392
Define Approvals for Project WBS Phases................................................................................393
WBS Phase Costs...........................................................................................................................393
Checklist Tasks..............................................................................................................................395
General Ledger Controls.........................................................................................................396
Add a Quote.................................................................................................................................397
Add a Sales Order, Job, and Purchase Order..................................................................................399
Milestones.....................................................................................................................................401
Selection Criteria...........................................................................................................................402
Billing............................................................................................................................................403
Invoice...........................................................................................................................................403
Contracts......................................................................................................................................404
Contract Details.....................................................................................................................404
Contract Billing - Fixed Fee.....................................................................................................406
Schedule of Works.................................................................................................................407
Measured Works....................................................................................................................408
Contract Billing Project Billing Invoicing................................................................................409
Contract Billing Progress Payments......................................................................................411
Contract Billing Taxes..........................................................................................................413
Copy Projects................................................................................................................................413
Project Entry - Tree View................................................................................................................415
Project Costs.................................................................................................................................416
Project Schedule............................................................................................................................417
Build Project Analysis.....................................................................................................................418
Revenue Recognition.....................................................................................................................420
Capture Revenue Recognition................................................................................................424
Close Billing Schedule Process........................................................................................................424
Export to Microsoft Project............................................................................................................426
Launch the Import Wizard......................................................................................................429
Import from Microsoft Project........................................................................................................435
Link Sales Order Line to WBS Phase........................................................................................437
Project Role Jobs.........................................................................................................................438
Project Role Quotes....................................................................................................................439
Project Invoice Preparation.............................................................................................................440
Cost Plus Invoice Review................................................................................................................441
Fixed Fee Invoice Review................................................................................................................442
Time and Material Invoice Review..................................................................................................443
AR Invoices Get Project Billing Invoices........................................................................................444
Project Tracker...............................................................................................................................446
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Setup...........................................................................................................................................................447
Equipment Type....................................................................................................................................447
Equipment Status.................................................................................................................................449
Equipment Location..............................................................................................................................449
Resources/Resource Groups..................................................................................................................450
Equipment............................................................................................................................................452
Detail............................................................................................................................................452
Maintenance Planning...................................................................................................................455
Topics...................................................................................................................................................458
Maintenance Operations.......................................................................................................................460
Create Maintenance Operations....................................................................................................460
Select the Resource Groups or the Resources.................................................................................461
Operation Text......................................................................................................................................463
Operations...................................................................................................................................................464
Request Entry.......................................................................................................................................464
Request Queue.....................................................................................................................................465
Maintenance Job Entry.........................................................................................................................466
Add a Job Operation.....................................................................................................................468
Engineer and Release the Maintenance Job...................................................................................470
Schedule the Maintenance Job......................................................................................................471
Issue Material from Inventory................................................................................................................471
Time Entry............................................................................................................................................472
Maintenance Job Completion...............................................................................................................474
Meter Reading......................................................................................................................................475
Maintenance Plan Processor..................................................................................................................476
Reports........................................................................................................................................................477
Equipment List Report...........................................................................................................................478
Maintenance Request Report................................................................................................................479
Maintenance Job Report.......................................................................................................................481
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Co-Parts........................................................................................................................................561
Co-Part Methods...........................................................................................................................562
Display Other Revisions/Alternate Methods....................................................................................563
Create New Revisions/Alternate Methods.......................................................................................564
Approval.......................................................................................................................................564
Part Revision Check In...................................................................................................................566
Check In Part Revisions and Alternative Methods....................................................................567
Express Check Out................................................................................................................................568
ECO Workflow.....................................................................................................................................569
Workflow Stage............................................................................................................................569
Tasks.............................................................................................................................................570
Task Sets.......................................................................................................................................572
Add Milestones......................................................................................................................572
Define Next Milestones...........................................................................................................573
Workflow Group..................................................................................................................................574
Add Members...............................................................................................................................575
Assign and Update ECO Workflow.......................................................................................................576
Update and Complete Tasks.................................................................................................................577
Costing Workbench.....................................................................................................................................580
New Cost Group...................................................................................................................................580
Load Cost Details..................................................................................................................................582
Modify Costs and Rates........................................................................................................................584
Rollup Cost and Rate Values.................................................................................................................585
Costing Workbench Report...................................................................................................................587
Post New Costs to Records...................................................................................................................588
Manufacturing Lead Time Calculation..........................................................................................................590
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Scheduling Resources....................................................................................................................611
Job Assemblies..............................................................................................................................613
New Job Method Component.......................................................................................................614
Engineering Components..............................................................................................................615
Schedule the Job...........................................................................................................................616
Release the Job..............................................................................................................................617
RoHS Job Compliance Process...............................................................................................................618
Planning Workbench............................................................................................................................620
Planning Workbench Create Job.................................................................................................621
Job Manager........................................................................................................................................622
Job Manager - Inventory................................................................................................................623
Job Manager Demand................................................................................................................623
Job Manager - Supply....................................................................................................................624
Job Manager - Supply Links...........................................................................................................625
Job Manager - Demand Links........................................................................................................626
Job Tracker...........................................................................................................................................627
Auto Job Firm Process...........................................................................................................................628
Auto Job Release Process......................................................................................................................629
Lean Metrics.........................................................................................................................................629
Production Activity Day Maintenance.............................................................................................629
Define Specific Period or Shift Information..............................................................................630
Production Activity Week Maintenance..........................................................................................631
Production Activity Plan Maintenance............................................................................................632
Add Production Detail............................................................................................................633
Production Activity Schedule Maintenance.....................................................................................633
Generate Production Activity.........................................................................................................634
Production Activity Maintenance....................................................................................................635
Add Production Activity Detail................................................................................................637
The Lean Manufacturing Process............................................................................................637
Production Activity Tracker............................................................................................................637
Manufacturing Execution System (MES)................................................................................................638
MES Employees.............................................................................................................................638
Add Production Information...................................................................................................640
MES Primary Functions................................................................................................................641
MES Production..........................................................................................................................643
MES - Material...............................................................................................................................644
MES - Package Control..................................................................................................................646
MES - Shipping/Receiving..............................................................................................................646
MES Supervisor...........................................................................................................................647
Time Entry............................................................................................................................................649
Time Entry - Details........................................................................................................................650
Job Complete/Close.......................................................................................................................653
Reports........................................................................................................................................................654
Job Traveler..........................................................................................................................................654
Production Detail Report.......................................................................................................................656
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Supplier Responses...............................................................................................................................770
Purchase Order Entry............................................................................................................................771
New Purchase Orders....................................................................................................................772
Purchase Orders - Lines..................................................................................................................772
Complete Purchase Order Lines..............................................................................................775
Purchase Orders Inspection Plans................................................................................................776
Purchase Order - Releases..............................................................................................................778
Purchase Order - Miscellaneous Charges........................................................................................781
Submit for Approval......................................................................................................................782
Consolidated Purchase Orders.......................................................................................................785
Contract Purchase Orders..............................................................................................................789
Purchase Order Suggestions..................................................................................................................791
Generate Purchase Order Suggestions...........................................................................................791
Review Purchase Order Suggestions...............................................................................................792
Review New Purchase Orders.........................................................................................................796
Inter-Company Purchase Orders............................................................................................................798
Sales Company Manufacturing Company Scenario......................................................................798
Inter-Company Setup....................................................................................................................799
Purchase Terms......................................................................................................................799
Supplier Maintenance.............................................................................................................800
Customer Maintenance..........................................................................................................801
External Company Setup........................................................................................................802
Inter-Company Purchase Order Processing.....................................................................................804
Sales (Customer) Company - Enter Sales Order.......................................................................804
Sales (Customer) Company Generate Purchase Order Suggestions.......................................805
Sales (Customer) Company Create Purchase Order from Purchase Order Suggestions..........807
Manufacturing (Supplier) Company Generate Sales Order from ICPOs.................................809
Manufacturing (Supplier) Company Modify Inter-Company Purchase Orders........................810
Sales (Customer) Company Accept Purchase Order Suggestions...........................................813
Manufacturing (Supplier) Company - Process the Sales Order.................................................814
Sales (Customer) Company - Receive Completed Items from Manufacturing (Supplier)
Company..........................................................................................................................816
Manufacturing (Supplier) Company Invoice Items Sold to Sales (Customer) Company..........816
Buyer Workbench.................................................................................................................................819
Reports........................................................................................................................................................822
Part Price History Report.......................................................................................................................822
Supplier Price History Report.................................................................................................................824
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Specification.........................................................................................................................................831
Add a Revision...............................................................................................................................832
Assign Inspection Attributes..........................................................................................................833
Approve Specification Revision......................................................................................................834
Inspection Plan.....................................................................................................................................835
Add a Revision...............................................................................................................................836
Configure the Inspection Plan........................................................................................................836
Test the Inputs...............................................................................................................................841
Approve the Design.......................................................................................................................843
Approve the Inspection Plan Revision.............................................................................................844
Skip Lot Control Code..........................................................................................................................845
Part Maintenance.................................................................................................................................847
Check Out the Part Revision..........................................................................................................847
Add Inspection Plan and Specification to Part Revision...................................................................849
Add RMA Inspection Plan and Specification to Part Revision...........................................................850
Add Skip Lot Control to Suppliers..................................................................................................851
Check In and Approve Part Revision...............................................................................................853
Operations...................................................................................................................................................855
Nonconformance..................................................................................................................................855
Nonconformance - Material...........................................................................................................855
Nonconformance PO Receipts.....................................................................................................858
Nonconformance - RMA................................................................................................................860
Inspection Processing............................................................................................................................862
Inspection Processing Searches......................................................................................................862
Inspection Processing Entry - Materials...........................................................................................865
Enter Passed Quantity Data....................................................................................................868
Enter Failed Quantity Data......................................................................................................869
Complete Inspection Entry......................................................................................................871
Inspection Processing Entry PO Receipts......................................................................................871
Inspection Processing Entry RMAs...............................................................................................873
Inspection Processing Entry First Articles......................................................................................873
Inspection Results.................................................................................................................................876
Enter Inspection Results.................................................................................................................878
DMR Processing....................................................................................................................................881
DMR Processing - Header..............................................................................................................881
DMR Processing - Accept...............................................................................................................882
DMR Processing - Reject................................................................................................................883
DMR Processing Debit/Credit......................................................................................................884
Corrective Action..................................................................................................................................886
Corrective Action - Detail...............................................................................................................886
Internal Employee Training....................................................................................................................888
Training Course Maintenance........................................................................................................888
Create a New Course.............................................................................................................888
Create a Course Revision........................................................................................................888
Duplicate an Existing Course..................................................................................................890
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Manual Replenishment..................................................................................................................942
Managed Replenishment...............................................................................................................943
Move Replenishments....................................................................................................................945
Serial Number Tools..............................................................................................................................946
Serial Matching.............................................................................................................................946
Serial Number Tracker...................................................................................................................947
Cycle and Physical Counting.................................................................................................................949
ABC Code Hierarchy......................................................................................................................949
Part Warehouse Records......................................................................................................950
Part Site Records..................................................................................................................952
Warehouses...........................................................................................................................954
Sites.......................................................................................................................................957
ABC Codes.............................................................................................................................960
Calculate ABC Codes.....................................................................................................................961
Initialize Last Cycle Count Date......................................................................................................963
Cycle Count Schedule Maintenance...............................................................................................964
Create New Cycle Count Schedule.........................................................................................964
Create New Cycle...................................................................................................................965
Cycle Count Part Selection Update................................................................................................967
Initialize Physical Inventory.............................................................................................................970
Count Cycle Maintenance.............................................................................................................970
Count Cycle Maintenance Actions Menu................................................................................971
Count Tag Entry............................................................................................................................973
Count Discrepancy Reason Code Entry..........................................................................................974
Cycle Count Tracker......................................................................................................................975
Capture COS/WIP Activity.....................................................................................................................978
Reports........................................................................................................................................................980
Stock Status Report..............................................................................................................................980
Material Transaction Detail...................................................................................................................982
Part Cycle Count Status Report.............................................................................................................983
Time Phased Material Requirements Report...........................................................................................984
In Transit Stock Report..........................................................................................................................986
Inventory/WIP Reconciliation Report......................................................................................................989
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Setup.........................................................................................................................................................1087
Asset Register Maintenance................................................................................................................1087
Asset Class Maintenance....................................................................................................................1088
Asset Group Maintenance..................................................................................................................1090
Spread Code Maintenance..................................................................................................................1092
Depreciation Method Maintenance.....................................................................................................1095
Depreciation Method User Formula...........................................................................................1097
Asset Maintenance.............................................................................................................................1099
Asset Maintenance - Register.......................................................................................................1100
Asset Maintenance Import........................................................................................................1102
Asset Maintenance Export........................................................................................................1103
Asset Mass Changes...........................................................................................................................1104
Operations.................................................................................................................................................1107
AP Invoice Entry..................................................................................................................................1107
Asset Addition Entry...........................................................................................................................1111
Asset Addition Entry - AP Invoice Line..........................................................................................1114
Asset Depreciation Calculation............................................................................................................1115
Asset Disposal Entry............................................................................................................................1117
Asset Impairment Entry.......................................................................................................................1119
Asset Revaluation...............................................................................................................................1121
Asset Posting Process..........................................................................................................................1123
Close Asset Period/Year......................................................................................................................1125
Reports......................................................................................................................................................1128
Asset Depreciation Report...................................................................................................................1128
Asset Depreciation Forecast Report.....................................................................................................1130
Asset Labels Report.............................................................................................................................1130
Asset Overview Report........................................................................................................................1132
Asset Annual Schedule Report............................................................................................................1133
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Reports......................................................................................................................................................1605
DRA Forecast Report...........................................................................................................................1605
Print a Forecast Report.................................................................................................................1605
DRA Reconciliation Report..................................................................................................................1607
Print a Reconciliation Report........................................................................................................1607
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Introduction |
Introduction
The Epicor ERP Application User Guide contains a complete overview of the major ERP modules. This guide begins
with a chapter that describes the primary navigational features of the interface. It then explores the major setup
programs within the application you can leverage to fine-tune ERP to match the business needs of your
organization. You examine how to define features like multiple books, multiple currencies, Site configuration,
Restrictions on Hazardous Substances (RoHS), and many other setup features. Together, these chapters round
out the primary information you need to know about the Epicor application.
The majority of the guide explores the main data flow of the entire suite of modules taking a quote and then
eventually posting its cash results to books. The first block of chapters describe the sales order flow, from customer
relationships to managing incoming demand to building sales orders. You then review how to engineer parts
that are then used on jobs for production within a manufacturing center. Related chapters detail managing
materials through purchasing and inventory, as well as scheduling material releases to your jobs for on-time
completion. Another series of chapters describes how you create complex projects for a variety of uses, like
manufacturing a related line of products or evaluating product quality. Time and Expense functionality provides
you with the functionality for tracking both time and expense costs against all your projects. The guide concludes
with the financial functionality Accounts Receivable, Accounts Payable, Advanced Allocations, and General
Ledger.
The guide is intended for a wide audience. Managers and administrators can use it to explore and better understand
the overall architecture of the manufacturing, distribution, service, and financial functionality, and new users can
leverage the guide as a teaching tool for specific modules. For more experienced users, it can also serve as a
reference guide for key descriptions of the primary programs and fields. The Epicor ERP Application User Guide
provides an excellent way to learn the basic, standard workflow of ERP by describing how regular tasks are carried
out from start to finish.
When delivered in PDF format, the guide is split into two parts to make the PDF files a more manageable size.
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Interface Navigation
This section explains how to use the main controls of Epicor ERP interfaces and how to navigate within active
programs.
Log On
Before you can log into the Epicor application, your System Administrator must set up your personal account
record through User Account Security Maintenance. The user name defined on this record gives you access to
the application. When you first log in, you create a unique password for your user account; only you know this
password.
To access the application running in the Modern Shell style:
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environment on a traditional PCs. You can customize the Home Page so it best meets your needs. You can, for
example, create shortcuts to commonly used Epicor forms, popular websites, working documents or to display
real-time data using the dashboards. For more information, review the Interface Basics sections found in the
Application Help.
The Modern Shell Menu has the following features:
1. Tiles are the main building blocks of the home page to quickly access Epicor Forms, URL Links, documents
or programs you use the most.
2. You can organize tiles within Tile Groups such as Favorites List, or maintain your custom groups, for example,
most frequently used Purchase Management forms.
You can rearrange Tiles within the Home Page by using
the drag and drop process.
3. The sliding Open Forms Bar found at the top of the screen displays all opened forms.
4. You can click a form icon to maximize it or click the x button to close it.
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5. Use the Navigator buttons found in the top right corner to scroll through the opened forms and return to
the Home Page. You can also launch the Search application that offers several ways to look for and retrieve
a particular information you need.
6. The embedded search capability includes:
Searching for a specific Epicor ERP Menu Item using the Menu Search.
Using a Web Search Engine of your choice to search for a particular information on the internet.
Using the Enterprise Search to retrieve indexed content from within the Epicor ERP application and then
quickly launch specific programs to display the data returned from the search.
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7. To change the company for which you are entering data, in the top right corner, click the link on the current
company and select a company you want.
8. To access the Help application from which you can for example, access Application Help or launch the
Embedded Courses, click the Help tile.
9. The Settings tile provides access to application Settings such as current environment options, changing a
color scheme or configuring your Epicor Social Enterprise access.
10. To access to the Menu application where you have access to all licensed modules and programs in the Epicor
application, click the Menu tile.
The Help, Settings and Menu tiles are standard tiles
delivered by Epicor.
11. If you have several tiles on your Home page, the Zoom button displays. Click this button to enlarge the size
of the tiles, making them easier to see. You can also click this button again to reduce the size of the tiles.
If you only have a few tiles on the Home page, the Zoom button does not display. For example, the installed
version of the Home page does not have the Zoom button.
12. When you click the arrow at the button of the Menu, the Application Bar scrolls up. This toolbar provides
access to context specific options and session-specific options such changing a user, adding a new tile,
activating Developer Mode, or launching the trace log.
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2. In this example, the menu interface is displayed using the Zoom view.
3. The Contents pane displays the contents of the folder selected in the left portion of the screen.
4. You can toggle between the List view and the Tile view using the icon found in the top-right corner of the
Contents pane. The Tile view is displays items as rectangular tiles. In this example, the List view is used; it
displays the content of the selected folder as the list of items.
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5. When you open Epicor forms, the status slider at the bottom indicates the form is opening. When the form
has opened, the status slider backs down. If you want to interrupt opening the form, click the X button on
the status slider.
Classic Menu
The Classic Menu style represents a traditional way of navigating around the Epicor application. This interface is
designed for a hands-on environment, general navigation principles and techniques are available at each of the
interface levels in the Epicor application.
The Classic Style interface is primarily made up of three parts: Main Menu, Module, and Program. The Main
Menu is your home base within the Epicor application. Every module is consistently organized through the
directory tree on the Main Menu, so you can quickly find the program you need to run.
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2. History toolbar - Click the Down Arrow within this toolbar to view the list of programs you recently
launched. You can select one of these options and click the Go button to activate the program again.
Note: To clear history, from the Options menu, select
Preferences. On the General sheet, click the Clear
History button and click OK.
3. You can launch Enterprise Search directly from the Main Menu application. Use this feature to enter search
text and retrieve results from a wide range of Epicor data.
4. If you right-click a toolbar, a context menu displays. Use this context menu to hide or show the Menu and
History toolbars, to set (lock) the toolbars into their current positions, and to customize the toolbars to match
your needs.
5. Click the Menu Groups tab to display the Main Menu folder list.
6. The Main Menu folder list is an explorer-type tree view of all companies and sites within your organization,
including the module categories and modules.
7. In this example, Epicor Corporation, Epicor Distribution, and Epicor Education are some of the companies
in this organization. You can switch between companies by selecting the company you need on the Main
Menu folder list. (You must have rights to switch between companies.)
8. Notice the Epicor Education company has multiple sites. Some sites in this company are Evanston, Los
Angeles, and Main. You can switch between sites within the current company by selecting the plant you
need on the Main Menu folder list.
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9. You access programs within a plant. Programs are grouped first by module category, then by module, and
last by function. Review the next section, Module Navigation, on how to access programs using these
groupings. The information that displays in a program pertains to the specific company and plant from
which the program was launched.
10. Optionally use the Module Category buttons located below the Main Menu folder list to quickly access
the modules within a specific module category. The Production Management button is selected in this
example.
11. The Menu Groups sheet now displays the module group (in this example, Production Management) in its
title bar. When you select the module you need, the function folders for the module display. You expand
the function folder to view and access a program. In this example, the Engineering module and General
Operations folder are selected.
12. Status Bar Use the Status Bar to view session information such as current user, current site, time, date,
and so on. The default language for the current user also displays. The interface can appear in a different
language for each user.
13. Favorites Use Favorites to access shortcuts to programs you frequently use.
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14. To add a favorite option, right-click the program for which you want to create a shortcut. Select Add to
Favorites Bar from the context menu.
You can also add shortcuts that launch external
applications such as Microsoft Excel spreadsheet.
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7. When using the Modern Shell Menu, from the Home Page access the Settings page.
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Module Navigation
Programs are grouped first by module category, then by module, and last by function. This section reviews these
different groupings.
1. When using the Classic Style, select the Menu Groups sheet to view the Main Menu folder list.
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2. In Modern Shell menu, from the Home Page, access the Menu application.
3. Module Category Related modules are found within a module category. For example, all the financial
modules such as Accounts Payable, Accounts Receivable, General Ledger, and so on are found within the
Financial Management module category.
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4. Module Typically, each module has a folder. For example, Accounts Receivable, Order Management, and
so on.
5. Function Within a module, programs are grouped by their function.
Setup Maintenance programs included for the current module. For example, Bank Fee and Terms are
maintenance programs found in the Setup folder for the Accounts Receivable module.
General Operations Entry and tracker programs included for the current module. For example, AR
Invoice Entry and Customer Tracker are entry and tracker programs found in the General Operations
folder for the Accounts Receivable module.
Reports Reports included for the current module. For example, the Commission and Sales Analysis
reports are found in the Reports folder for the Accounts Receivable module.
6. Program When you click a function folder, all programs in that folder display in the pane located on the
right side. Programs contain all the functionality you need to enter and manipulate data. Review the next
section, Program Interface, on how to use this functionality.
Program Interface
Programs contain the functionality you need to enter and manipulate data. Each program uses toolbars and
sheets for navigation and data entry.
1. Program Menu toolbar This toolbar contains the drop-down menus for the program. Most of these
menus contain features common to all programs; the Actions menu contains functionality unique to the
current program.
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2. Standard toolbar This toolbar contains buttons you use to manipulate data on the current record such
as save, delete, copy, and paste.
3. Navigation toolbar Use this toolbar to move through all the records currently selected for display within
the program.
4. Currency toolbar Use this toolbar to convert transaction amounts displayed within the current record to
a different currency available within the company.
5. Tree View Another navigation tool, use the Tree View to select specific items contained within each
record. The selected items then display on the program sheets.
6. Sheets A program is divided into layers, or sheets, of related functionality. Each sheet contains fields that
define a specific item on the current record.
7. Status Bar The bottom toolbar displays information about the current session; for example, current user,
date, time, current company, and so on. You can choose the information that displays on the Status Bar.
To do this, click the Tools menu and select Options.
Using the Control Panel settings in Windows , you can choose which fonts displays within your programs and
how you install fonts on your computer.
The Epicor application is designed to be used with the Normal (100%) font setting in Windows. If you change
your Windows text size to Medium (125%) or Larger (150%), fonts may not display properly.
Standard Toolbar
The Standard toolbar contains buttons you use to manipulate data on the current record such as save, delete,
copy, and paste. The buttons found on the toolbar change based on the program you are currently using.
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Description
New - Click this button to create a new record. Some programs require you add additional new
items to the current record. For example, you add sales order lines to a sales order record.
To create these multiple items, some New
buttons also have a drop-down menu. To display
this menu, click the Down Arrow button.
Save - Click this button to save the current record to your database.
Delete - Click this button to remove the current record or record item (for example, a sales order
detail line) from the database.
Change Log - Select this button to display the Change Log. All the changes made to the current
record display within this log.
Memo - Click this button to view any memos written for the current record. If a memo or attachment
is linked to a record, a star appears on the button icon.
Call Log - Click this button to review, add, edit, or delete Call Log records.
Attachments - Click this button to access and view any files attached to the current record.
Refresh - Click this button to reload the data within the current record. Any changes made to the
open records by you or other users display within the fields.
Clear - Click this button to remove all the data from the current program. Any unsaved changes
are discarded and any open records are closed.
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Icon
Description
Print - Click this button to print the current record.
Cut - Click this button to cut the current selection (usually text) and move it to the Clipboard to
later paste it elsewhere. This is a standard Windows convention and can also be achieved by pressing
Ctrl + X on your keyboard.
Copy - Click this button to copy the current selection (usually text) and move it to the Clipboard
to later paste it elsewhere. This is a standard Windows convention and can also be achieved by
pressing Ctrl + C on your keyboard.
Paste - Click this button to paste the contents of the Clipboard to where your cursor currently sits.
This is a standard Windows convention and can also be achieved by pressing Ctrl + V on your
keyboard.
Undo - Click this button to remove the last action you performed within the program.
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Navigation Toolbar
Use the Navigation toolbar to find a specific record to display within the program. All the records you created
since entering the program and the records you pulled in from the corresponding Search window are available.
The following table lists the available options:
Icon
Description
Search - Click this button to launch the main search window for the current program. Use this
window to find and select all the records you want to review within the active program. In most
search windows, you can select multiple records at the same time. The search functionality is
explored later in this chapter.
First Record - Click this button to display the first record.
Previous Record - Click this button to display the record numerically just ahead of the current
record.
Current Record - This field displays the current record displayed within the program. To see a list
of all the records currently loaded into the program, click the Down Arrow button.
Next Record - Click this button to display the record numerically just after the current record.
Currency Toolbar
Use the Currency toolbar to quickly convert the transaction amounts displayed within the current record to a
different currency. When you select a different currency, all the amounts within the current record convert to
reflect the current exchange rate and conversion rule assigned the source (original) and target (selected) currency
pair.
Your company can have several currencies available. The currency functionality is explored in more detail within
the Multi-Currency Management chapter in the Epicor ERP Implementation Guide.
To use the Currency toolbar:
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2. The list displays the currencies available within the company. Select the currency you need.
The Currency toolbar now displays the selected currency; all the amounts within the current record update to
show the recalculated amounts.
Status Bar
The Status Bar is found at the bottom of each program window. It displays information about the current session
such as current user, date, time, current company, and so on. You can choose the information that displays on
the Status Bar. To do this, click the Tools > Options and select the information you want to display on the Global
Options > Status Bar sheet.
Tree View
The Tree View is a tool you use to navigate through the items that make up a selected, complex record.
The current record automatically displays within the Tree View. When you expand the nodes on the tree by
clicking the + icons, you can quickly locate (or drill down) to a specific item within a record.
In this example, you selected a release from order 5253. When you select this node on the Tree View, the Release
sheet automatically displays with the selected order release information.
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Sheets
A sheet is a layer of a program interface that contains related functionality and is the main input and display area
for a program. Sheets may contain grids and other elements. As you create a record, one or more sheets are
used to complete the record.
To navigate through all the sheets in a program, you click the tabs for each sheet. You can also display sheets
within the Tree View by clicking on its related node.
Some tabs group together related sheets. In this example, the Lines tab contains all the sheets related to entering
and editing order detail lines.
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In the same way that sheets of paper connected with a paper clip can be reorganized, sheets within a program
can be reorganized from their default positions.
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To reset the sheets back to their default positions, from the Tools menu, select Reset Layouts to Base.
Entry Sheets
Each program has one or more Entry sheets that hold data entry elements such as check boxes, combo boxes,
group boxes, radio buttons, and text boxes.
You use these data entry elements to enter the details for a specific aspect of a record. For example, use this
entry sheet to enter the details for an order line.
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List Sheets
List sheets display data through a grid format. These sheets are always linked to an Entry sheet usually a Detail
sheet. If the Detail sheet can be used to enter multiple items, in this example, order detail lines, all of these items
contained within the current record display on the List sheet grid. Some list sheets contain additional information
as well.
Grids
Grids display information through a series of columns and rows. Each column displays a category of information,
like Part Number, while each row displays data from individual records.
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Grids are designed so you can quickly enter data. When you create a new item, like a detail line, you can add
the information directly through the grid. You move through the rows fields by pressing the Tab key on your
keyboard.
1. In this example, a new row has been added to this grid. You can now use this row to enter a new detail
line on the current order.
2. You can also delete rows on a grid. To do this, highlight the row as shown and then click Delete on the
Standard toolbar.
To learn more about grid functionality, review the Epicor
ICE User Experience and Customization Guide. Information
on modifying grids is also available within application
help.
New Records
You create new records using a consistent set of interface features. Most maintenance and entry programs
contain a New button and a couple New submenus you use to activate fields on sheets and then enter data. You
can also add new records by selecting a sheet and clicking the New button.
The following section explores how you add new records to the Epicor database:
1. To create a new primary record like a sales order, AR invoice group, chart of accounts, and so on, click New
on the Standard toolbar.
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2. For complex records, you create child items like detail lines and invoices. You can add these child items
through different interface features. To create a child item using the Standard toolbar, click the Down
Arrow next to the New button.
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3. Select the child item you want from this menu. In this sales order example, you select New Line.
4. You can also add new records through the File menu. To do this, first click the File menu to display its
options.
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6. The list of new options appear on this sub-menu. To create a new record or child item, select its corresponding
option from this menu. In this sales order example, you select New Line.
7. You can also create new child items by selecting specific sheets and clicking the New button. To do this,
navigate to the sheet that contains the child item you need to add. In this sales order example, you navigate
to the Lines > Detail sheet.
8. Now click the New button. The fields on this sheet activate for data entry.
9. Enter the data you need on the record. When you finish, click Save.
Searches
Search programs are available throughout the application. Use these programs to find and select the specific
records to display within another program. In each search program, you can filter and organize search results
through record specific criteria. You can then select a single record or a group of records.
You launch a search window by clicking a Search button next to a key field. These buttons are found on sheets
throughout the interface. The button label indicates what specific records this search program locates. In this
example, when you click the Sales Order button, the Sales Order Search window displays where you can find
and select specific sales orders.
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Heres how to use the primary features available on each search window:
1. Sort By Select an option on this drop-down list to organize the search results by a specific field found in
the record. The results display in descending order.
2. Starting At Enter a character to indicate where in the code master you would like to begin your search.
For example, enter 200 to display all sales orders starting at 200.
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3. Additional Filters Further limit your search results. In this example, you can limit the results by Order
Type (Open or Closed) and Customer record.
4. When you define the filters you want, click the Search button.
5. The records that match your search criteria display within the Search Results grid.
6. To select specific records from the Search Results grid, highlight its row and click OK.
7. To select all search results, click the Select All button and then click OK.
You can now view the selected record or records within the current program.
You can also set up Named Searches, Quick Searches, BAQ
(Business Activity Query) Searches, Advanced Searches, and
Data Tag searches. To learn more about this search
functionality, review the Epicor ICE Tools User Guide.
Information on customized searches is also available within
application help.
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Context Menus
The Open With feature is available on many of the key data fields in the application. A triangle in the upper right
corner of a field indicates this functionality is available. You access this functionality by right-clicking while your
cursor is positioned in one of these key fields. An Open With context menu applicable for that field displays. You
can select any option on the menu such as a search program, entry program, or tracker program.
1. In this example, the context menu for the Customer field displays.
2. Select Open With from the context menu to launch various programs such as Customer Entry, Create Quote
or Customer Tracker.
3. If BPM Holds is selected, the application looks for a Business Process Management hold against this order.
This functionality places a status on certain records; this status can cause the application to do various
actions, like verify the data within the record or display an informational message.
4. You can also use this program to Cut, Copy, and Paste text within the field.
Business Process Management (BPM) functionality is a
toolset managers and system administrators use to
regulate data entry within the Epicor application. For more
details on BPM functionality, review the Epicor ICE Tools
User Guide. Information on BPM is also available within
application help.
5. Use the Select All command to select all the text within a field.
6. Use the Spelling command to launch the Spelling Checker. Run this tool to verify whether the text in the
current field is spelled correctly.
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7. Use the Tag Record command to add personal or public tags to records. The tags are unstructured text
values that provide a way to group otherwise unrelated records so that you or other users can search for
them.
8. If your company utilizes Epicor Social Enterprise (ESE), you can use the Social command to post a message
to the ESE message stream in the context of the program and displayed record.
9. You can launch Quick Searches from within context menus. For more information on this functionality,
review the Searches chapter in the Epicor ICE 3.0 Tools User Guide.
Trackers
Trackers are query programs you use to drill into the details of your database. Trackers are also a secure way for
users to view system data without updating sensitive information. Whether you are looking for related job
information, quote information, or the status of shipments, receipts, or financial transactions, trackers are the
vehicles you use to access this information in the application.
The application supports three types of trackers - display-only, status dashboards, and executive dashboards. All
types of trackers share similar features, but an individual tracker may not contain all of the features. The ability
to identify each individual tracker as one type versus the other is not important, but you should understand the
basic features and navigation techniques of all the tracker types in order to display information for a specific
business situation.
If you have Dashboard Designer privileges, you can create a
new dashboard that displays specific data you need. To learn
about creating a new dashboard, review the Epicor ICE Tools
User Guide. Information on creating new dashboards is also
available in application help.
Trackers are found in the General Operations folder for each module. Since much of the information available
in these programs also relates to other functional areas within the application, many of the trackers are found
within other modules. All trackers, however, can be found under the Executive Analysis folder in the Trackers,
Status Dashboards, or ShopVision folders.
This section provides you with an overview of the elements and navigation techniques of display-only trackers,
status dashboards, and executive dashboards.
Display-Only Trackers
Display-only trackers primarily show you information found in corresponding maintenance and entry programs.
Examples of display only trackers are Customer Display, Part Display, and the Job Tracker. The main elements of
display-only trackers are detail sheets, grids, and supplemental sheets.
Customer Display
The Customer Display tracker is a display-only version of the Customer Maintenance entry program. You cannot
add or update customer records in this tracker.
Executive Analysis > Trackers > Customer Display
1. Click the Customer button.
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7. Also notice the sheets and fields are identical to Customer Maintenance, but they display as read-only.
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2. The Sales Order Search window displays. Define parameters to filter the search results. Notice you can
filter the search results by a Starting At identifier, Order Type, and Customer. You can also sort the results
using different methods.
3. Click the Search button.
4. Select the sales orders that you wish to view. In this example, you click the Select All button. This indicates
you want to pull in all sales orders to the Sales Order Tracker.
5. Click OK.
6. The first sales order in the list of selected records displays within the tracker. You navigate through the
different sales orders using the Navigation toolbar at the top of the tracker. In this example, you wish to
display sales order 5176.
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7. The Summary sheet displays overview information for the selected sales order.
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10. The Invoices, Miscellaneous Shipments, and Consolidated Invoices sheets are supplemental sheets not
found within Sales Order Entry. These sheets display transactions related to the selected sales order.
Click the Invoices tab to display all the invoices currently created for the selected sales order.
11. When you first display this supplemental sheet, no data displays within the Invoices grid. You need to pull
current invoice data into this sheet. To do this, click the Retrieve button.
12. Invoice data now displays in the Invoices grid. Notice in this example, invoice 10065 was created for sales
order 5176.
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Status Dashboards
Status dashboards retrieve records according to a specific status. For example, the Job Status dashboard groups
jobs together by Active, Complete, and Closed status levels. These records display on separate status sheets. The
Sales Order Status dashboard groups sales orders by Open, Late, and Completed Releases; it also displays related
Shipment statuses.
2. In this example, you enter a value in the Cust. ID field. You can also add other values to filter the results
even more. For example, you could also enter a Part value to only display quotes for a specific customer and
part.
3. To retrieve records that match the search criteria, click the Refresh button.
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4. You can now view the Open quotes retrieved for customer Dalton by navigating to the Open sheet.
5. To review all the quotes which are due, click the Due tab.
6. The Context Menu options change based on the record and the selected column. In this example, when
you right-click the quote number and select the Open With option from the context menu, you can access
the current quote within different programs, including the Opportunity/Quote Tracker.
7. To change the Advanced Search criteria, enter the filtering values within the available fields on the Advanced
Search sheet.
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Executive Dashboards
The executive (ShopVision) dashboards display strategic data required for critical short and long term decisions.
The data displays in an enhanced dashboard which contains a dynamic graphing tool you use to sort and group
the data in a grid, pie chart, or bar chart view. If your organization uses the ShopVision module, these powerful
dashboards are available to you.
In order for these dashboards to display current data, its executive query must be refreshed. This enhanced query
pulls data from two tables and combines, or aggregates, this data for dimensional views. You then review this
data through both grid and chart displays.
During this example, you learn how to display data within the Supplier Performance executive dashboard.
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1. From the Process Set drop-down list, select a process set that populates the executive dashboard. In this
example, zSVSupplierPerf EPIC06 refreshes the Supplier Performance executive dashboard with current
data.
2. From the Schedule drop-down list, select Now. This indicates you want this process set to run immediately.
3. If you want this process to run on an automatic schedule, you would select a schedule other than Now and
then select the Recurring check box.
4. In the User Description field, enter Supplier Performance Today.
5. Click Submit on the Standard toolbar.
6. Close the Schedule Process Set window.
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2. Data displays within the executive dashboard. Each executive dashboard defines its search fields and criteria
as dimensions. Select a different dimension from the available options to display the data you refreshed
through the process set. From the Dimension ID grid, select Buyer.
3. From the Dimension Detail grid, select Brian Howard.
4. The Summary Data grid populates with the current monthly receipts totals for Brian Howard.
5. Click the Fiscal Year Performance tab; the Summary Data grid displays Brian Howards performance year
to year.
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6. Notice the chart view also updates to display Brian Howards fiscal year performance information.
7. If you need, click the Settings tab to modify the chart used to graphically display this data.
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Your system administrator gives users permission to launch the Epicor Everywhere (web-based) interface through
User Account Security Maintenance. The Options sheet contains the Allow Epicor Web Access check box; once
your system administrator selects this check box for your user account, you have rights to log into the web-based
interface. Just like any other web site, you point your web browser to the web address for your Epicor application.
And just like the smart client, you need to enter your user ID and password to view the web forms.
2. Below the Options bar, you can switch between the Main Menu and the Favorites menu.
Use the Main Menu to access all programs available for the current user. The Favorites menu provides access
to the commonly used programs set up in your environment.
3. The Menu interface can be viewed in two ways, the Zoom view and the Tree view. You can switch between
the View modes using the icons on the Options toolbar. The Zoom view is designed for touch screen devices.
It displays the menu for the current Company and Site and it allows the user to focus on one section of the
menu. As the folders are selected on the left, their contents are displayed on the right side. The Tree view
displays the application tree on the left of the screen. You can navigate through companies, modules and
related programs by clicking on branches and nodes.
4. In this example, the menu interface is displayed using the Tree view.
5. The Contents pane displays the contents of the folder selected in the left portion of the screen.
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6. You can toggle between the List view and the Tile view using the icon found in the top-right corner of the
Contents pane. The List view displays the contents of the selected folder as the list of small icons. In this
example, the Tile view is used and items display as rectangular tiles.
7. The Context Menu in Epicor Web Access is activated by right-clicking on a menu item. The available options
for the selected item display in the sliding bar at the bottom of the site.
You can use the context menu to perform various actions such as display the selected item in a new window
or add the selected item into the list of Favorite items.
For more information on the available menu controls, review the Epicor Web Access topics found in the
Supplementary Programs and Tools section of the Application Help.
2. All of the frequently used buttons display at the top for convenience.
3. All other buttons, including applications-defined buttons are placed at the top of the pull-down menu.
4. The menu items correlate to the menu bar items in the win app. As you click through them, the current
items slide off to the left and new items slide in from the right.
5. Navigating through sheets within a program is performed using the breadcrumb navigation that always
displays the current level of selected program sheets.
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6. If a sheet has child sheets, the small arrow at the right of the heading displays as an indicator.
7. If you click the down arrow at the left side of the breadcrumb, a menu drops down that allows you to
navigate through all of the tabs to find the one you want. As you click through the items on the left, the
child items are displayed on the right. If you click a tab that has children on the right, then the left items
slide off, and the new items slide in.
8. When you click an item that is underlined, then the menu closes, and the selected panel is loaded onto the
page.
9. In this example, you display the Salespersons sheet.
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2. The System menu is where you define your configuration and other mobile device settings.
3. When you select the Mobile Menu, all mobile dashboards display for selection. In this example, you select
the Customer Contact Update dashboard.
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4. The primary view in this dashboard displays the list of existing customers.
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5. Once you select a customer from the records presented, you can navigate to another view that presents the
list of customer contacts.
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6. Since this dashboard uses the updatable Business Activity Query as its datasource, you can use it to update
database records directly from a mobile device. To update and edit the contacts for this customer, click Edit.
7. To enter a new contact for this customer, click the New button.
8. You can now enter the new contact information.
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11. To exit the application, navigate back to the Mobile Menu and select Log Off.
To learn more about this functionality, review the Epicor ICE Tools User Guide and Epicor Mobiles Access topics
within the application help.
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Release Documentation
During your Epicor ERP software installation and implementation, the release documentation is the first set of
documentation you will use. Start Here Cards accompany any physical media, like DVDs, shipped by Epicor. These
cards contain installation instructions and information on how to contact support.
Epicors release documentation is located on EPICweb, Epicors customer portal. On the Epicor ERP 10
documentation pages in EPICweb, you will find documentation content specific to Epicor ERP 10 such as installation
guides, migration guides, and release notes.
Installation guides are instructions that explain how to install a product and can include pre-installation, installation,
and post-installation steps. They also contain information on how to install and configure additional programs
and features delivered by Epicor, such as Enterprise Search, Education Module or Epicor Web Access. Migration
guides discuss principles and actions existing customers must follow to upgrade their previous Epicor installations
to Epicor ERP 10. Release notes contain late-breaking information directly related to a specific version and can
include basic installation steps, required configuration, and change lists. The guides are also found on the Epicor
ERP 10 support pages in EPICweb.
Feature Summary
Feature Summaries are high level overviews of all the major, new functionality released with each version of an
application. This deliverable is designed for anyone who needs a review of the enhancements provided with each
version and service pack release.
The Epicor ERP Version 10 Feature Summary is found on the Help menu within the Epicor application. You can
also view the Epicor Feature Summary on EPICweb - Epicors customer portal.
To use the Feature Summary:
1. To access the Feature Summary from the Modern Shell Menu, first click on the Help tile found on the Home
Page.
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3. The Feature Summary is organized into two parts. The Feature Highlights section contains the features
introduced in Epicor ERP 10. Within the highlights section, features are organized first by module group (for
example, Sales Management) and then by module (for example, Demand Management). If you are upgrading
the Epicor application, review this section to see the features added with the latest release.
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4. The Epicor University Resources section documents the current educational resources available through
Epicor University. Review this section to learn about these resources and where you can locate them.
5. Each feature is concisely described to give you a snapshot of its purpose.
Application Help
You can access the application help in multiple ways. You can launch application help from the Help menu found
on most windows. Likewise, you can launch application help by pressing the F1 key on your keyboard; the topic
linked to the current program or selected sheet displays. Lastly, you can launch application help from within the
Field Help window. The Field Help feature is discussed later.
The main features of Application Help:
1. The Content pane displays the selected documentation.
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2. Notice the Epicor icon next to the program name. This icon indicates you can click the program name to
open the form for this program directly from the content, providing a tight integration between application
help and the application.
3. Click any link within the topic to display more information related to the current topic.
4. In the Search field, enter the word or phrase you want to search. In this example, an advanced search was
used to search for an exact phrase. For more information on advanced searches, review application help.
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5. Click the Search button (magnifying glass) to activate the application help search.
6. Any topics that contain the word or phrase display within the Content pane. Notice that each topic displays
with a brief summary of the content it contains. Topics which contain the most instances of the word or
phrase appear highest in the search results.
7. Click a link within the search results to display that specific topic.
8. Use the Forward and Backward buttons to move through the help topics you have viewed during the
current session.
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9. Click the Print button to print a hard copy of the current help topic.
10. Use the Table of Contents pane to navigate through all the topics within application help.
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Field Help
You can access field help within each program. Both the field description and the data dictionary display for your
information. Field help is designed to display in a dockable sheet.
All users can view the field level help. These field descriptions are pulled from the application help. If you have
security permissions, you can also view the technical details for a field. You use this level of field help when
customizing windows (forms), writing reports, and creating queries or dashboards.
You activate field help within each program. Heres how:
1. Navigate and launch the program which contains fields you want to view.
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4. Click the Thumbtack button to pin the window in place. If you do not click this button, the Field Help
window automatically minimizes to the side of the window (form).
5. Select a field on a sheet. In this example, you select the Resource Group field.
6. The field definition from application help displays in the Field Help window.
7. If you wish to display the Help topic for the current sheet, click the Open Help Browser button.
8. If you have security rights, you can also display the technical details on a specific field. To do this, click the
Technical Details button.
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9. The Field Help window now displays the technical details on each selected field such as field name, format,
and data type.
10. Continue to click other fields. When you finish, click Close on the Field Help toolbar.
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2. The technical reference guides are found under the Working with section for the applicable module.
3. The guides are fully integrated in the application help, so you can use the Search field to locate specific
topics within these guides.
4. Each technical reference guide is also available in a separate .pdf file format.
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Embedded Courses
Epicor Universitys extensive library of educational materials provides you with an excellent platform to develop
an effective training program for your organization. The wide range of resources cover all aspects of the Epicor
application, enabling you to choose the best options to meet your needs and tailor programs to your organizations
preferences.
Embedded courses use the same interface as application help. You can open the form for a program directly
from the content, and you can use the Search field to locate specific words or phrases.
To use Embedded Courses:
1. To access the embedded education using Modern Shell Menu, first click on the Help tile found on the
Home Page.
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3. Within the Education Courses window, use the Tree View to navigate to the course you want to review.
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12. Use the Search functionality to locate topics in this course which contain words that match your search
text.
13. Use the Tree View to navigate within the selected course.
14. The course topic you select displays within the Content pane.
15. Each course is also available in a separate .pdf file format. This file is found in the Before You Begin topic.
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16. Notice the Epicor icon next to the program name. This icon indicates you can click the program name to
open the form for this program directly from the content, providing a tight integration between embedded
courses and the application itself.
Epicor may release new or updated courses with service packs or patches. Contact your Epicor Account Manager
for details on education course licensing and the current course catalog.
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User Guides
Epicor University also maintains a series of user guides that provide a complete overview of the major functions
within an application. These user guides contain both screen shots and accompanying text to help you more
easily understand the specific program or function.
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Epicor has also developed separate printed user guides on various tools you can use with your application. Contact
your Epicor account manager to order these user guides. These guides are also available as .pdf files from the
EPICWeb site. Some of these .pdf files may also be available within the application help.
Epicor Application User Guide This guide illustrates the manufacturing and distribution features available
in your Epicor application. The main features of each module are described along with other unique functions.
This guide is intended as a starting point; use it to strategize which features you should leverage to match
your business needs.
Epicor ERP Implementation User Guide This guide provides you with a thorough description of the
various implementation features you may need from defining how a company processes records from the
Order Management module to automatically populating reports and trackers with data.
Epicor ICE User Experience and Customization Guide This guide provides an in-depth exploration of
the interface tools available within the Epicor ICE framework. This guide begins by exploring startup methods
available within the configuration settings file. It then examines the functionality for styling the look of the
interface and personalizing specific programs. The customization tools are thoroughly documented - basic
customization tools, managing customizations, and modifying user-defined tables. This guide concludes with
chapters on localizing the application and building a customized solution.
Epicor ICE Tools User Guide This guide provides a detailed exploration of the data flow tools available
within the Epicor ICE framework. This guide examines business activity queries (BAQs) and how you incorporate
your BAQs for custom use on search programs, BAQ reports, smart client dashboards, executive dashboards,
and mobile device dashboards. The rest of the guide documents the tools you use to regulate, secure, and
distribute data throughout your organization including the Business Activity Manager and Business Process
Management.
Epicor Service Connect User Guide This guide provides an in-depth, task-based approach to creating
workflows that can automate processes across one or more enterprise-level applications. The guide begins
by explaining Service Connect concepts and then progresses into detailed descriptions of the various
components such as the Administration Console and Workflow Designer.
Epicor Advanced Financial Reporting User Guide This user guide explores the entire Epicor AFR
application. It begins by describing the various environments you need. It then details data replication, a
process that pulls financial data out of your source database and pushes it out to an AFR report server. This
guide concludes by describing how you create the SSRS reports for display through printing or the Report
Viewer.
Epicor Enterprise Performance Management User Guide You can use this guide as a starting point to
learn about the complete set of tools and applications that let you plan, execute, and analyze at both strategic
and tactical levels. The content includes Epicor Advanced Financial Reporting, EPM Server (including Cube
Connect), EPM Content Packs, and EPM Performance Canvas.
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Setup
This section describes the primary records you need to create for the Customer Relationship Management module.
These programs are contained within the Setup folder for this module. Only the primary records are described
here. Some areas within the next Operations section may also document setup records if they are required for a
specific workflow.
You may also need to set up some parameters within Company Configuration. Some modules have global settings
you define through this administration program. For more information, review application help for this module;
the Configuration topic details the options you define within Company Configuration. You can also review the
Company Configuration chapter in the Epicor ERP Implementation Guide.
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Customers
The Customer Maintenance program is the backbone of CRM. Sales people use this program to track businesses
you hope to sell products and services. Customers are used to create quotes, sales orders, and accounts receivable
invoices.
This section reviews those sheets and fields that pertain to the CRM module. Review the Opportunities and
Quotes chapter for more information about sheets within Customer Maintenance that pertain to quotes and
sales orders.
Menu Path: Sales Management > Customer Relationship Management > Setup > Customer
To add a customer:
1. Click the New button on the Standard toolbar.
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5. In the Customer Address area, add the Address,City,State,Postal Code, and Country.
6. Click the Get Territory button to assign a sales territory to this customer. The application matches the city,
state/province, country, and postal code of the customer address with your defined sales territories. Then
the most applicable territory for this address is assigned and displays in the Territory field. Sales territories
are discussed later in this chapter.
7. Select the Territory Locked check box to indicate this customer always remains in this territory regardless
of any territory restructuring you may do. You can use this feature to ensure the same salesperson remains
assigned to this customer record.
8. The salesperson designated as the primary person for the selected territory defaults in the Salesperson field;
if you need, however, you can change this value.
9. Enter the customers Phone,Fax,Email, and Website.
10. Click Save.
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4. To indicate this location is the most common shipping address for this customer, select the Primary Ship
To check box. This ship to location becomes the default shipping address for sales orders created for this
customer.
If you generally ship items to the billing address, do not
designate any shipping address as the primary ship to
location.
5. In the Ship To Address area, add the Address,City,State,Postal Code, and Country.
6. Specify the Salesperson who handles this ship to location. The salesperson defined on the Customer >
Detail sheet displays.
7. The Territory Source field indicates how you will select the sales territory for this ship to address. Options
include:
System Select If you select this option, the Get Territory button becomes available. When you click
this button, the application matches the city, state/province, country, and postal code of the ship to
address with your defined sales territories.
Synchronize to Customer This option assigns the territory defined on the Customer > Detail sheet
to this ship to address.
Locked Select this option to manually assign a territory to this ship to location using the
Territory drop-down list.
8. Click Save on the Standard toolbar.
Add Contacts
You can create contacts directly within Customer Maintenance. Contacts play an important role in the application,
as they default into programs (such as Opportunity/Quote Entry and Order Entry) and print on various forms.
To create a contact:
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1. Click the Down Arrow next to the New button; select New Contact.
2. The Contacts > Detail sheet displays. Optionally, select the Person/Contact identifier for this contact
record if one exists. If one does not exist, the application uses the values in the contact information fields
to automatically create a person/contact record.
3. Enter the Name of the contact.
4. From the Role list, select the area of responsibility this contact performs within the customers company.
You can create person/contact records within
Person/Contact Maintenance, and then use these
person/contact records on related records as you need.
To learn about this functionality, review the Epicor ERP
Implementation Guide. Role codes are defined in Role
Code Maintenance. For more information about this
program, review the Time Management chapter.
Application help also contains details about both
maintenance programs.
5. Use the Phone/Fax area to add information such as phone numbers for work, cell, and home.
6. When selected, the No Contact check box indicates this contact is not included in marketing lists; marketing
information will not be sent to this customer.
7. If you want name and phone changes made to this contact record to automatically update the linked person
record within Person/Contact Maintenance, select the Sync check boxes that apply.
8. Click Save on the Standard toolbar.
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2. The Industry Classes > Detail sheet displays. Select the Industry Class Type from the drop-down list.
3. Click the Industry Class Code button to find and select the industry class code you want to add for the
industry class type you selected.
4. To indicate this industry class code is the primary code for this industry type for this customer, select the
Primary for type check box.
5. Click Save on the Standard toolbar.
Continue to add all the industry class types and industry class codes you need.
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Marketing Activity
Use Marketing Activity Type Maintenance to classify the types of marketing events you do.
Menu Path: Sales Management > Customer Relationship Management > Setup > Marketing Activity Type
To create a marketing activity:
1. Click the New button on the Standard toolbar.
2. In the Activity Type field, enter the identifier for the marketing activity.
3. Now enter a Description. This value displays when adding a marketing event.
4. Click Save.
Marketing Advertisement
Use Marketing Advertisement Maintenance to create a list of advertisements, such as slogans, you will associate
with specific marketing events.
Menu Path: Sales Management > Customer Relationship Management > Setup > Marketing Advertisement
To create a marketing advertisement:
1. Click the New button on the Standard toolbar.
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2. In the Code field, enter the identifier for the marketing advertisement.
3. Now enter a Description. This value displays when adding a marketing event.
4. Click Save.
Marketing Publication
Use Marketing Publication Maintenance to create a list of the publications you leverage in your marketing efforts.
By using these records, you can then track the publications you use within the events of the marketing campaign.
Menu Path: Sales Management > Customer Relationship Management > Setup > Marketing Publication
To add a marketing publication:
1. Click the New button on the Standard toolbar.
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Marketing Campaign
Use Marketing Campaign Maintenance to track your campaign information such as start and end dates, campaign
budgets and costs, estimated and actual revenue, and related events.
Menu Path: Sales Management > Customer Relationship Management > Setup > Marketing Campaign
To create a marketing campaign:
1. Click the New button on the Standard toolbar.
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7. Once the campaign is complete, update the Total Cost to run the campaign and the Actual Revenue that
resulted from the campaign.
8. Click Save.
2. The application generates the Event identifier. This value cannot be changed.
3. Optionally, enter the Project ID assigned to this event. Use this feature when the market event is included
in a larger project, and you need to monitor the costs created by the event. To learn more about creating
projects, review the Project Management chapter.
4. Enter the events Start and End dates.
5. Select the marketing Activity Type,Advertisement, and Publication assigned to the event. You create
these records in maintenance programs described previously in this chapter.
6. You can define the Budget and the Estimated Revenue, as well as record the Total Cost and the Actual
Revenue for each event assigned to a campaign.
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7. Continue to add events as you need. When you finish, click Save on the Standard toolbar.
Marketing List
Use the Marketing List program to pull together contact information from your customers, prospects, and suspects.
Then, after you have the contacts you need, you can export the list to an external program where you can generate
mailing labels, create direct mailers, and so on.
Menu Path: Sales Management > Customer Relationship Management > Setup > Marketing List
To create a marketing list:
1. Click the New button on the Standard toolbar.
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5. If you only want suspects and prospects, that is, no customers, brought into the list, select the No
Customers check box.
6. Click the Pull List button to pull the database contact records into your marketing list.
7. The List Items sheet displays the contacts pulled into the marketing list.
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13. Use the Options section to create a call or task related to this marketing list.
14. Click OK to export the file to the specified location.
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2. Enter a Work Force ID, a code that uniquely identifies the work force person.
3. Optionally, select the Person/ Contact identifier for this work force record if one exists. If one does not
exist, the application uses the values in the work force information fields to automatically create a
person/contact record.
4. Select an appropriate Role for the person. When tasks are assigned, eligible work force people are determined
by their role code
5. From the Reports To drop-down list, select the person to whom this work force person reports. This list
displays the records in Work Force Maintenance.
If you have an individual who needs to be defined on
multiple records, like a shop employee who is also a work
force member, you can define this person in
Person/Contact Maintenance first and then link this person
record to other records throughout the application. To
learn about this functionality, review the Personnel chapter
within Epicor ERP Implementation Guide.
6. Use the Commissions section to define the default rate the application uses when calculating commissions
for this work force person, and to define when a commission is earned. Options are Invoice and Payment.
7. Use the Sales Manager section to assign the degree of confidence this work force person has to turn a
lead/quote into an order.
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8. If you want to allow this work force person to view sales territories or pipeline activity within the Salesperson
Workbench, select the View all Territories or View Company Pipeline check boxes.
9. Click Save.
Sales Region
A sales region is a group of sales territories. Sales regions are used to track and analyze sales statistics for geographic
areas. A region is also a required field when defining sales territories.
Menu Path: Sales Management > Customer Relationship Management > Setup > Sales Region
To create a new sales region:
1. Click the New button on the Standard toolbar.
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2. Enter a meaningful identifier for the sales region in the Region field. In reports that have limited space, only
the Region ID displays.
3. Enter a concise Description.
4. Select the country where the sales region is located from the Country drop-down list.
5. From the Sales Manager drop-down list, select the sales manager assigned to this region.
6. Click Save.
Task Type
Use Task Type Maintenance to classify tasks by the type of function it serves; for example, call or meeting.
Menu Path: Sales Management > Customer Relationship Management > Setup > Task Type
To set up a task type:
1. Click the New button on the Standard toolbar.
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2. Enter a Code that identifies the task type used during the sales process.
3. In the Description field, enter a concise explanation of the task type. This description displays when
maintaining tasks.
4. Click Save.
Tasks
Tasks are the action items, or milestones, created and assigned to each step in the sales process, from opportunity
or quote to the sales order and follow-up. Tasks are also used to track other activities, such as credit approval or
engineering requirements, not directly related to the sales process.
Menu Path: Sales Management > Customer Relationship Management > Setup > Task
To create tasks:
1. Click the New button on the Standard toolbar.
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Task Sets
Defining the sales process workflow you want your work force to follow is a key part of winning business for
your company. You can set up multiple workflow task sets to either guide or control the process within your
sales environment. They can be as simple as a to do list of guidelines or as complex as a rigid series of mandatory
tasks that require electronic signatures at key milestones. You decide how to best leverage this powerful workflow
tool.
Once individual tasks are identified, you organize them into a task set. Within the task set, you arrange the
milestones (tasks) into the sequence you want viewed within Opportunity/Quote Entry, assign responsibility,
define the number of days to complete the milestone, and add any related tasks. You can create complex,
branching workflows that can handle the requirements you need.
Menu Path: Sales Management > Customer Relationship Management > Setup > Task Set
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Add Milestones
Now you are ready to add milestones to this task set. A Milestone is a task completed in a specific order (determined
by the task set) and is typically assigned to a specific person.
You can also add related tasks. A Related Task is used to describe details about tasks within tasks. These items
can be used if one task has several distinct steps within it, each of which requires its own details.
To add a milestone:
1. Click the Down Arrow next to the New button; select New Milestone.
2. Accept the default of 10 in the Sequence field. Sequence numbers establish the order in which tasks are
done.
3. From the Task drop-down list, select the first task you want within this task set.
4. The role assigned to this task displays as read-only in the Required Role field.
5. Select the stage in which this task is found within the opportunity/quote process in the Current Stage list.
Options include Lead, Opportunity, and Quote.
6. Optionally enter the number of days this task requires to complete in the Days to Complete field.
7. Select the First Milestone check box to indicate this milestone is the first one in this task set.
8. Use the Win Allowed and Lose Allowed check boxes to indicate whether a win or lose result is available
for this task.
A quote/opportunity can be won or lost when each milestone is marked as complete. As you define
milestones, determine at which steps you could conceivably get the sales order (Win) or lose the sales order
(Lose).
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9. Continue adding milestones, and related tasks, to the task set until all the tasks are identified. Click Save
on the Standard toolbar.
3. Select the next milestone that makes up this task set from the Next Milestones list. When the current task
is complete, this task starts. The available options are all the milestones defined in this task set.
4. Click Save on the Standard toolbar. Continue connecting the remaining milestones to each next milestone.
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Sales Territories
Use the Sales Territory program to establish territory boundaries and to assign salespeople to a specific territory.
This setup enables your work force to respond quickly to leads and opportunities.
Menu Path: Sales Management > Customer Relationship Management > Setup > Sales Territory
To create a new sales territory:
1. Click the New button.
2. Enter a unique code that identifies the territory in the Territory ID field.
3. Enter a concise Description. This description displays in opportunities, quotes, and orders.
4. Select the sales Region to which this territory belongs. Several territories can belong to one region. For
more information on sales regions, review the Sales Region section earlier in this chapter.
5. Optionally select a Task Set to assign to this sales territory. This field is not required when establishing a
territory; however, the task set defined here defaults into quotes created by salespeople assigned to this
territory.
Define Boundaries
Use the Boundaries sheet to establish or update the boundaries for a territory. Boundary options include country,
state, and province.
To establish territory boundaries:
1. Click the Down Arrow next to the New button; select New Boundary.
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Add Salespersons
Use the Salespersons sheet to assign one or more salespersons to a territory.
Heres how:
1. Click the Down Arrow next to the New button; select New Salesperson.
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3. The role assigned to this salesperson defaults in the Role field; if you need, you can change this value.
4. Click Save on the Standard toolbar. Continue adding salespersons to this territory.
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4. Select the New Salesperson to whom you want to reassign the work of the current salesperson. Options
include all salespersons assigned to this territory.
5. To assign all open opportunities and quotes to the new salesperson, select the Replace Current with
New check box; for example, the current salesperson has left the company.
6. To assign all open opportunities and quotes to the new salesperson and the current salesperson, select the
Add New to Current check box; for example, the current and new salespeople are working together.
7. If you selected the Replace Current with New option, you have the option to assign open tasks to the new
salesperson as well. To do this, select the Reassign Open Tasks check box.
8. Click OK.
9. Now you can update the customer records in the territory with the reassignment changes. To do this, click
the Actions menu and select Adjust Current Territory.
When asked if you are sure, click Yes; click OK when the process is complete.
Salesperson Quotas
Salesperson quotas may be established by year or fiscal period and can be adjusted as necessary. If quotas are
entered by year, the application divides the total quota amount into 12 equal periods. All entries are visible in
the Salesperson Pipeline.
Menu Path: Sales Management > Customer Relationship Management > Setup > Salesperson Quota
To define a salesperson quota:
1. Click the New button.
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Operations
This section details the operations available through the Customer Relationship Management and Case
Management modules. Each operation is described as a workflow to help guide you through the process from
start to finish. These programs are primarily found within the General Operations folder for these modules. If a
unique setup record is required to run the operation, this record is also described in this section.
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Salesperson Workbench
Once the sales process (task set) and the marketing efforts are defined, the salesperson has many tools available
to manage the lead to customer process. The tool that the salespeople use in the sales process is the Salesperson
Workbench.
This tool helps salespeople keep in touch with customers and prospects as well as stay on top of the tasks required
for the opportunities in their territories. The workbench includes all of the information a salesperson needs (for
example, opportunities, orders, and customers) and provides drill down functionality to detailed information for
inquiry and follow-up. This results in quick and thorough response to leads. This feature works regardless of
whether the lead is an existing customer.
The Salesperson Workbench utilizes the dashboard framework.
You can personalize the views on this dashboard to match
your own needs. For example, you can sort columns in
ascending or descending order and switch the order of the
columns in the view. To do this, you must copy the dashboard
for each user who wants to personalize the Salesperson
Workbench. For more information on personalizing and
customizing dashboards, review the Epicor ICE Tools User Guide
and application help.
Menu Path: Sales Management > Customer Relationship Management > General Operations > Salesperson
Workbench
To use this tool:
1. Select the Customer List > Customer List sheet and click the Refresh button to populate the workbench.
The data that populates depends on the Workforce ID currently logged on and the data the Workforce ID
is Authorized to view.
2. Notice you have access to sheets that hold information on customer contacts, Opportunities/quotes, orders,
jobs, tasks, customer shipments, and so on. You can also filter each sheet of information further. For example,
you can filter the Tasks sheet by open or closed tasks, or by customer.
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5. Click the Add button to create the quote with default information from the customer master file.
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7. Navigate to the Header > Detail sheet to update the marketing definition on the quote.
8. The campaign details that populate the screen default from Company Configuration; however, you can
change these details to reflect a different marketing campaign. Select the marketing Campaign and
Event that generated this quote from the customer.
9. Click Save on the Standard toolbar.
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4. The Win/Lose/Next options define the result of the task. If a Win or Lose result is allowed for this task,
you can select either option and then indicate the Reason for the win or loss. If you select Next, you can
define both the Reason and the Next Task.
The application automatically generates a sales order from this task if Win and Create Order are both
selected.
5. Select a Reason code.
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6. Optionally, update additional details regarding this task. For example, the person to whom the task was
assigned, the status of the task, and the percent complete.
7. Click the Update button.
8. Notice the task icon on the Tasks > Tree sheet now displays a green check mark; this indicates the task is
complete.
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4. Click the Add button to add a call log for this customer.
5. The Call Log program displays. Enter a concise Description that identifies this call.
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8. The user currently logged in defaults in the Owner field. If you need, select a different salesperson from
the drop-down list.
9. Notice the Customer selected within the Salesperson Workbench displays; however, you can change this
value.
10. In the Tree View, notice the call log saves as the date the call is entered.
11. Click Save on the Standard toolbar.
12. Refresh the Salesperson Workbench and notice that the new call is added to the list.
Salesperson Pipeline
Sales managers use the Salesperson Pipeline to review their teams sales figures, as compared with the quotas,
and to monitor their activities.
Pipeline data, which is calculated based on open, unexpired, quotes with expected close dates, is shown on one
tab. Actual sales numbers, which are based on orders, include to-date totals and are shown on another.
This program is available only to sales team members who have View Company Pipeline privileges. You assign
this privilege to team members in Work Force Maintenance. Pipeline information is filtered by the Work Force
ID. For example, if your sales force is divided into regions, you can allow regional managers to view all salespeople
in their territories, provided the regional managers are authorized users for the salesperson.
Menu Path: Sales Management > Customer Relationship Management > General Operations > Salesperson
Pipeline
To use this tool:
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1. The Pipeline sheet displays pipeline information for each salesperson based on a user-defined date range.
2. The Actuals sheet displays quota amounts and actual sales amounts based on user-defined criteria.
3. From the Actual Type drop-down list, select how you want to display the actual values. Options include
by Company, Region, Territory, Sales Manager, or Sales Representative for a given fiscal year and period.
4. After you select the options you want, click the Calculate button.
You can then compare the quotas against actual sales in the bottom section of the window.
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The quota values are calculated by prorating the salesperson's quota (or goal) for the month, quarter, and
year based on the current date. The actual values are the salesperson's existing sales for the month, quarter,
and year.
Contact Tracker
You use the Contact Tracker to review activity for a specific contact. It consolidates transaction information from
multiple programs. Trackers are display-only; you cannot add or edit records in a tracker program.
Menu Path: Sales Management > Customer Relationship Management > General Operations > Contact Tracker
To use this tracker:
1. Click Contact to find and select the contact(s) you want to display.
2. In the grid section, use the Contact sheet to review contact details such as the status, contact type, phone
number, ship to mailing address, name details, and attributes.
3. Use the Customer sheet to review customer details such as address, salesperson, quote markup, allocation
priority, territory, and ship to information.
4. On the Transactions sheet, you can review consolidated transaction information related to this contact.
Transaction detail information includes financials, contracts, quotes, orders, RMAs, jobs, shipments, service,
tasks, calls, cases, and warranties.
5. Click the Retrieve button on the Standard toolbar to populate the grid with information from your database.
For example, click the button to display the open invoices for the contact.
6. Click the Refresh button to view the latest information associated with the selected contact.
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Customer Tracker
You use the Customer Tracker to review customer activity within your database. It displays information about
each customer record, including quotes, AR invoices, orders, jobs, and other records linked to this specific
customer. The Customer Tracker can only display one customer at a time. Trackers are display-only; you cannot
add or edit records in a tracker program.
Menu Path: Sales Management > Customer Relationship Management > General Operations > Customer
Tracker
To use this tracker:
1. Click Customer to find and select the customer you want to display.
2. Navigate to the Customer > Detail sheet and review the customer information.
3. Use the other available sheets to review the consolidated information for this customer. For example, click
the Financial tab to review financial information, including billing detail, national accounts, invoices,
payments, credit details, and price lists.
4. Click the Refresh button on the Standard toolbar to view the latest information associated with the selected
customer.
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Case Management
This section provides an overview of the Case Management module. From the first call to final resolution and
follow-up, the Case Management module provides your organization with personalized, high-quality customer
service. This comprehensive module enables your service team to manage their current case load and respond
quickly to customer issues.
This module includes a Case Workbench that contains time saving links to customer-focused activities like new
quotes, orders, RMA requests, or service calls. It also contains a workflow you leverage to standardize how you
resolve customer cases. Use this functionality to dispatch field activities and give your field service representatives
access to online knowledge such as existing customer field service calls, warranty information, and service
contracts.
Workflow Stage
Workflow stages define the status of a case at any time within its overall workflow record. You can use that
stage as criteria for searching the case database, as well as display it on various reports. You establish these stages
in Workflow Stage Maintenance for a particular workflow type. Then when you create the case management
task set for your workflow, you assign each milestone task a workflow stage.
Menu Path: Sales Management > Case Management > Setup > Workflow Stage
To create a workflow stage:
1. From the Workflow Type list, select Case Management.
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Workflow Group
You use workflow groups in Case Entry to establish a series of tasks to perform on a specific case, and, if you
want, by specific team members. You both set up workflow groups and assign team members to them in Workflow
Group Maintenance.
Menu Path: Sales Management > Case Management > Setup > Workflow Group
To create a new workflow group:
1. From the Workflow Type list, select Case Management.
Add Members
Use the Group Member sheet to add the team members you need to the workflow group and then to reassign
tasks, if necessary.
Heres how:
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1. Click the Down Arrow next to the New button; select New Group Member.
2. Select the work force member to add to the group from the Member list. For information on how to add
a work force member, review the Work Force (Sales Team) section earlier in this chapter.
3. The Role assigned to the work force member defaults; if you need, change the role.
4. If this work force member is the primary person in this group, select the Primary check box.
5. To reassign a workflow from one workflow group member to another, click the Reassign button. You are
asked to select the member to reassign.
6. When you finish, click Save on the Standard toolbar. Continue to add members to this group.
Topics
You use topics to define the scope of contact with a customer for future analysis. Although not required, topics
are helpful by providing historical information for evaluation purposes as well as assisting the service representatives
in troubleshooting the case. Topic Maintenance supports ten levels of sub-topics for each topic. As a result, you
can further subdivide the scope of contact with a customer.
Menu Path: Sales Management > Case Management > Setup > Topic
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2. Enter a code that uniquely identifies the topic in the Topic ID field.
3. Enter a concise Description for this topic.
4. Because this topic is at the top level, with sub-topics beneath it, select the Top Level check box.
5. Select the Case check box.
6. Click Save.
Add Sub-Topic
Add a topic and use the Parent Topics sheet to define parent topics for use in Case Entry.
1. Click the Down Arrow next to the New button and select New Case Topic.
2. Add a new topic as described in the parent topic example; however, do not select the Top Level check box.
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3. When you finish defining the sub-topic, click Save on the Standard toolbar.
4. Now with the sub-topic selected, click the Down Arrow next to the New button and select New Case
Topic Parent.
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6. From the Parent Topic list, select the top level topic for this sub-topic. Only topics you define as a top level
topic display as options.
7. Enter the sequence number to indicate where this topic should display in the Parent Sequence field.
8. Click Save.
Case Entry
Use Case Entry to create and track customer calls. This program integrates with other related modules, and so
is used to manage and process customer issues. For example, when a customer places a call for a defective part,
you can create a case to track the issue. Within Case Entry, you can enter a Returned Material Authorization
(RMA) for the returned part, and, at the same time, create a sales order to send out the replacement part. Related
information defaults to other modules as applicable and a reference is listed on the corresponding Links sheet
in Case Entry.
Many fields in the program hold historical information for reports, and this data is only kept for your information.
However, using the system customization tools, you can indicate that additional fields are required based on your
companys business requirements.
Menu Path: Sales Management > Case Management > General Operations > Case Entry
Enter a Case
You use the Case sheet in Case Entry to enter information about an issue, or case, when a customer contacts
you. Use this sheet to start the process of reconciling the customer issue by leveraging the information you already
have. In this example, you will start a new case and then interface with other modules to resolve the case. If a
case exists, you would use the Selection sheet to select the criteria by which to review a case.
To start a case:
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2. On the Case sheet, enter a short description of the case in the field to the right of the case number (this
number is assigned automatically when you save the case in a later step).
3. Select the Case Type from the drop-down list. The options include:
Case Use this option to resolve customer issues such as trouble installing hardware or defective parts.
CRM Use a CRM case as an opportunity for a sale. For example, a customer service representative
enters a case for a customer issue involving an outdated part that is no longer supported. The customer
service representative could also enter a CRM case that has the sales team trying to convince the customer
to purchase the latest version.
ECO Typically used as an internal process, the ECO case type can initiate the need for a part review as
it relates to engineering.
In this example, you select Case.
4. To assist the work force members assigned to this case, enter a Full Description of the case.
5. Click the Workflow Group button to find and select the workflow group you want to associate with this
case.
6. The Territory field is available if you select CRM as the case type. You can either select a territory on the
drop-down list, or, once you select the customer on the Contacts sheet, the territory designated for the
customer defaults.
7. The Task Set associated with the workflow group defaults; however, you can change this value. In this
example, the customer will return the defective part, so you select the Material Return task set.
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8. The Current Milestone field identifies in which milestone the case is currently, based on the task set defined.
9. On the Contacts sheet, you can view and define the primary people involved in this case.
10. The primary member of the workflow group you selected defaults in the Owner field; if you need, you can
change this value.
11. Click Sold to Customer and then search for and select the customer for which the case is being opened.
Notice the customers information defaults are applied. You can define other primary people as needed.
12. When you finish, click Save. The application assigns a case number.
2. In this example, the customer provided the serial number for the defective part. Click Serial Number to
find and retrieve the related sales order based on the serial number.
3. Once you accept the defaults, the information related to this part and serial number display. For example,
the Sales Order and Line/Release information now can be seen.
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Create RMA
Because this customer is returning the part, you need to create a Return Material Authorization (RMA) record.
You can create an RMA directly from Case Entry, and include header and line information as well.
Note: This example illustrates how Case Entry interfaces with
the RMA functionality. For more information on how to create
and process an RMA, review the Customer Returns chapter.
To create an RMA:
1. On the Actions men, highlight the Create RMA sub-menu and select Create RMA (Header and Line).
2. Because you want to create the RMA line information, you need to select the Reason for the return when
the Create New RMA window displays. In this example, you select Defective Assembly.
3. Click OK.
4. The Return Material Authorization program displays.
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5. Information such as customer, sales order, and part numbers default from Case Entry. Also notice this RMA
references the Case Number.
6. If you need, adjust the information. When you finish, click Save on the Standard toolbar and exit Return
Material Authorization.
7. Notice when you return to Case Entry, the RMA you created displays within the Linked RMA List grid on
the Links > RMAs sheet.
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3. On the Summary sheet, notice customer information defaults from Case Entry.
4. Navigate to the Header > Detail sheet.
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Create Job
Because this replacement part is a make-to-order (non-stock) part, you next will create a job. You can create a
job directly from Case Entry.
This example illustrates how Case Entry interfaces with the Job
Management module. For more information on how to create
a job, review the Job Management chapter.
To do this:
1. On the Actions menu, select Create Job.
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6. Click the Order/Line/Rel button to find and select the order created for this replacement part.
7. Select the Released check box to both engineer and release this job.
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8. Now you are ready to schedule this job. From the Actions menu, highlight the Schedule sub-menu, and
then select Job Scheduling.
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3. Click the New button on the Standard toolbar and choose New Call.
4. Enter a concise Description that identifies this call.
5. In the Text field, enter the specific call details.
6. Select the Call Type that applies.
You define call types in the Call Type Maintenance
program. For more information about this program, review
application help.
7. The user currently logged in displays in the Owner field; however, you can change this value.
8. Notice in the Tree View, the call log records the date the call is entered.
9. Click Save.
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10. Notice the Call Log button within Case Entry changes to indicate a call log exists. You can click this button
to access all calls for this case.
Complete Tasks
You use the Task Maintenance sheet within Call Entry to update task details such as the status, the person to
whom the task is assigned, the customer in question, and any applicable vendor information.
To complete a task:
1. Navigate to the Task > Task Tree sheet.
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6. Use the General, Customer, Supplier, and Comments sheets to enter additional task details.
7. Click the Update button.
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8. Notice the task icon on the Task Tree sheet now displays a green check mark. This indicates the task is
complete.
Add Topics
Next, you want to assign topics to this case for analysis and reporting purposes. Available topics are defined in
the Topic Maintenance program. For more information, review the Topics section earlier in this chapter.
To add topics:
1. Navigate to the Topics sheet.
2. Select the topic you want to assign to this case from the Topic 1 list.
3. To assign a subset of topic 1 to this case, select this topic from the Topic 2 list.
4. Continue to select subset topics for the previous topic. The topic ID, the Topic String populates as you
assign topics of varying depth.
5. When you finish, click Save on the Standard toolbar.
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Add a Resolution
The Resolution sheet holds information about how the case was resolved. You can also decide whether to publish
this information as a selection criterion for searching cases or to make this information available for inquiry in
the Knowledge Base. The Knowledge Base Inquiry is discussed next.
To add a resolution:
1. Navigate to the Resolution sheet.
2. If you want to make this resolution available for inquiry in the Knowledge Base, select the Knowledge
Database Entry check box.
3. The Resolution Text field holds information about how the case was resolved.
4. Select the Published Item check box if the resolution for this case is available to the public and as a selection
criterion when searching for cases.
5. Now enter a brief description about how the case was resolved in the Published Summary field.
6. Use the Published Text field to describe how the case was resolved.
7. Optionally, click the Copy Resolution button to copy the text in the Resolution Text field to the Published
Text field. Be sure to review and update the text in the Published Text field so it only contains text you want
the public to see.
8. When you finish, click Save on the Standard toolbar.
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Close a Case
Use the Case > Close Case option from the Actions menu to close an open case. The Status field indicator on
the Case sheet displays the current status of the case. Once the case is closed, the case details cannot be changed.
You cannot close a case if it has an active milestone task.
To close a case:
1. Navigate to the Case sheet.
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5. Click Save.
Reopen a Case
Use the Case > Reopen Case option from the Actions menu to reopen a closed case. The Status field indicator
on the Case sheet plays the current status of the case. The Reopen Case option allows you to change the details
of the closed case.
To reopen a case:
1. Navigate to the Case sheet.
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5. Click Save.
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1. On the Selection sheet, use the Text Keywords field to enter the keywords for which you want to search.
The search functionality supports wildcards to pull in a range of results.
2. You can choose to search for these text keywords within the Issue text, Published text, or Resolution text.
3. Use the Case Topics area to define topics to search.
4. Click the Search button.
5. Search results display on the List sheet.
6. With a case selected, use the Issue sheet to view the case short and full descriptions.
7. Use the Resolution sheet to view the resolution text, and, if any, the published text.
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Setup
This section describes one of the primary records you need to create for the Quote Management module. This
program is contained within the Setup folder for this module.
You may also need to set up some parameters within Company Configuration. Some modules have global settings
you define through this administration program. For more information, review application help for this module;
the Configuration topic details the options you define within Company Configuration. You can also review the
Company Configuration chapter in the Epicor ERP Implementation Guide.
Customers
Customer records are primarily used to create quotes, sales orders, and AR invoices. Customers are entered and
maintained in the Customer Maintenance program.
Menu Path: Sales Management > Quote Management > Setup > Customer
Many attributes are on a customer record; however, this section only reviews basic customer information as it
pertains to opportunities and quotes.
To add a customer:
1. Click the New button on the Standard toolbar.
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6. Enter the Customer Address in the appropriate fields including Address, City, State, Postal Code, and
Country.
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7. Verify the Valid Payer, Valid Sold To, and Valid Ship To check boxes are selected by default. If this
customer uses National Account relationships, these fields verify the customer can pay cash receipts, process
invoices, and create shipments with other customers in the national account hierarchy.
8. Select the Allow One Time Ship To check box if this customer can process invoices on a one-time basis
using the One Time Ship To functionality within Sales Order Entry. Select the Allow Ship To Third Party if
this customer can process shipments to third-party customers.
9. If you want, select a Quote Markup option from the drop-down list. This record defines the material, labor,
burden, and other percentages by which you want to increase the total cost of a quote for this customer.
For more information on quote markups, review the Markup Maintenance topic within application help.
10. Optionally, select the default language that prints on the report documents from the Language drop-down
list. By default, all part descriptions that use this language also print on these reports.
11. Enter the Phone, Fax, Email, and Website.
12. Click Save.
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Add Contacts
You can create contacts directly within Customer Maintenance. Contacts play an important role in the application,
as they default into programs (such as Opportunity/Quote Entry and Order Entry) and print on various forms.
To create a contact:
1. Click the Down Arrow next to the New button; select New Contact.
4. From the Role list, select the area of responsibility this contact performs within the customers company.
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5. Use the Phone / Fax area to add information such as phone numbers for work, cell, and home.
6. If you want name and phone changes made to this contact record to automatically update the linked person
record within Person/Contact Maintenance, select the Sync check boxes that apply.
7. Click Save on the Standard toolbar.
Operations
This section details the operations available through the Quote Management module. Each operation is described
as a workflow to help guide you through the process from start to finish. These programs are primarily found
within the General Operations folder for this module. If a unique setup record is required to run the operation,
this record is also described in this section.
Opportunity/Quote Entry
A quote is often the starting point for the supply chain cycle. Entering a quote can result in greater efficiency, as
you can define manufacturing details that give job management, scheduling, purchasing, and other production
areas a head start on satisfying upcoming requirements.
Menu Path: Sales Management > Quote Management > General Operations > Opportunity / Quote Entry
To add a new quote:
1. Click the New button on the Standard toolbar.
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2. Enter the Customer ID. The Sold To is the customer location purchasing the goods and services. This text
is the main address you enter on the Customer > Detail sheet within Customer Maintenance.
3. If a different customer pays for the goods and/or services, (such as a leasing company or a lend office) select
this customer from the Bill To Customer drop-down list.
4. In the Ship To section, enter or find and select the customer location that receives the goods and services.
Each customer record can have multiple ship to locations.
5. Or, you can select the One Time check box if the customer allows one-time shipping locations to be
identified. Click the One Time Ship To tab to enter the one-time shipping contact and address information.
6. Click Save.
7. The Terms and Ship Via fields default in from the customers Ship To record.
8. The Primary Salesperson for the customer is shown. You can use the dropdown to change the salesperson.
9. Click the Down Arrow next to the New button; select New Line.
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10. Enter the Part number for the first quote line.
11. Right-click the Part field and select Open With to display a context menu of options to assist you with
part entry.
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12. Tab through the line item fields and enter the Expected Quantity. Note that you can set options in Company
Configuration so that the Expected Quantity will default to either a constant or to the first quantity break.
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2. Enter the Part number for which you would like to quote. Click the Part/Rev button to search for and select
an existing part number.
3. If the Co-Parts check box is selected, the selected part has at least one co-part associated with it. A co-part
is an additional part manufactured with the selected part. For more information on co-parts, review the
next section in this chapter.
4. In the Concurrency field, select either Concurrent or Sequential. The selected value determines quantity
reporting and costing.
If sequential, the quantity requirements of the co-parts are factored in the total cost of the revision and
then split according to the labor/material cost split set up in the co-part.
If concurrent, only the quantity requirement of the main part is considered and then divided by yield
to determine the total cost of the revision. Then, labor and material cost factors are used to split the
costs.
5. If alternate parts have been defined for the quoted part in Part Maintenance on the Parts > Alternates sheet,
a series of buttons become available next to the Part/Rev field. Use these buttons to access the Alternate
Part Search window where you can select an alternate part, if any. Alternate parts can be comparable,
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upgrades, downgrades, or complements. For more information on alternate parts, refer to the topic
within application help.
6. Enter the Order Quantity (used as the quantity if the quote is converted to an order). You also want to
enter the Expected Quantity (used as the quantity on pipeline calculations).
7. From the Actions menu, select Quote Line > Mfg Details > Get Details.
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9. Select the Revision of the part from which you wish to pull in the details.
10. Click OK.
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11. You can review and modify the part method on the Line > Mfg Details > Tree sheet. To expand the tree,
right-click the quote and select Tree > Expand Tree.
12. If any lines on the quote contain manufacturing details, the lines must be selected as Engineered on the
Line > Detail sheet.
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Add Co-Parts
Often when you produce one part another part is produced as a by-product, or two parts are produced similarly
except for one minor operation. Use co-parts to define a method of manufacturing that produces multiple parts
(co-parts) on a single job. An example of a co-part is a left and right bracket (with different part numbers) where
the only functional difference in the two parts is the bend operation or the placement of the drilled holes.
Co-parts functionality is available only if you have the Advanced
Production module installed. For more examples of co-parts,
review the Engineering chapter.
Use the Line > Co-Parts sheet to define a method for a co-part on a quote line. The appropriate method is then
created if the quote line is eventually turned into an order and then a job.
To add a co-part for the identified primary part:
1. Click the Down Arrow next to the New button; select New Co-Part.
2. Click the Part/Rev button to search for and select the part number and revision for the co-part you wish
to add.
3. Use the Yield Per field to define how many of the specified co-part will be made when one quantity of the
primary part is manufactured.
4. If you need, you can further define the costs by entering values in the Material Cost Factor and Labor
Cost Factor fields. For example, increase a parts Material Cost Factor if the part uses more material than
the primary part.
5. Select the Prevent Suggestions check box to stop Material Requirements Planning (MRP) from creating
job suggestions for the co-part when the quote is turned into an order and then a job. Refer to the Material
Requirements Planning Technical Reference Guide for more information on the Prevent Suggestions modifier;
this guide is located in the Material Requirements Planning > Working with Material Requirements Planning
section in the application help.
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6. Use the Line > Co Parts > List sheet to review the co-parts.
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2. In the Name field, enter the full name of the contact and press Tab.
a. A Person/Contact not found. Would you like to Create? window opens. Click Yes.
b. A Do you want to add this Person / Contact to the Customer's contacts? window opens. Click
No.
3. A One Time Contact status appears indicating the contact is a one time contact that is not part of the
customer's contact list.
4. In the Function field, enter the select the area of responsibility this contact performs within the customers
company.
5. Use the Phone / Fax / E-mail area to add information such as phone numbers for work, cell, and home.
6. Click Save on the Standard toolbar.
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1. From the Tree View, select the line for which you want to review costs and then click the Worksheet tab.
2. In the Calculations Based Upon section, select either Markup to base markups on a monetary amount
or Profit to base markups on profit percentages.
3. The Markup/Profits defaults from the customer record; if you need, you can change this.
4. Review the calculations, including the Quoted Markup, Quoted Profit, and Total Quoted Price.
5. If you modify the Quoted Unit Price, the calculations update.
6. Click Save on the Standard toolbar.
7. When the quote is saved, the quote line updates with the new price, including the Doc Unit Price. This is
the unit price in the customers currency.
Print a Quote
To print the quote within Opportunity/Quote Entry:
1. Select the Quoted check box on the Summary sheet.
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The Quoted status verifies that all quotes have a Quoted Date before they are printed. Selecting the Quoted
status defaults the Quoted Date to the current day and you can immediately print the quote. This status
also helps you keep track of where your quotes are at within your process.
2. Click the Actions menu and select Print Form.
The quote form can now be sent to the customer or retained for internal records if necessary.
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Setup
This section describes the primary records you need for the Demand Management module. These programs are
contained within the Setup folder; only the primary records are described here. Some areas within the next
Operations section may also document setup records if they are required for a specific workflow.
You may also need to set up some parameters within Company Configuration. Some modules have global settings
you define through this administration program. For more information, review the application help for this
module; the Configuration topic details the options you define within Company Configuration. You can also
review the Company Configuration chapter in the Epicor ERP Implementation Guide.
Customer Periodicity
Use Customer Periodicity Maintenance to define valid periodicity rules (if any) for a specific customer trading
partner or ship to customer location. Periodicity rules define the regular intervals at which deliveries to the
customer or ship to location take place (daily, specific day of the week, weekly, or monthly). The demand
functionality uses these values to calculate the Ship By or Need By dates for shipping schedules required for each
order release or forecast you generate from manual demand entries or from inbound EDI files. Once you create
periodicity codes, you assign them to specific customer trading partners in the Customer > Demand or Ship To
> Demand sheets in Customer Maintenance.
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2. Use the Daily Rules check box to set up daily periodicity. This designates that all shipments for the customer
occur every weekday (Monday through Friday).
3. If deliveries are also required to this customer on Saturdays and Sundays, select the Include Saturdays and
Sundays Shipments check box.
4. Use the Monthly Forward Rules check box to set up Monthly Forward periodicity. This indicates all
shipments for this (ship to) customer are only sent once per month.
5. You can then use the First Ship Day drop-down list to select the day of the week on which shipments to
this customer must arrive.
6. To further define this shipment interval, you can use the Week Number in the Month field to indicate the
week during the month (1-5) on which shipments to this customer need to be sent.
7. Use the Weekly Forward Rules check box to set up Weekly Forward periodicity. This designates that all
shipments for this (ship to) customer are sent weekly.
8. When you select the Weekly Forward Rules check box, you can then use the Ship Day drop-down list to
optionally specify the day of the week on which shipments must arrive to this customer.
9. Use the Nth Day of the Week Rules check box to indicate all shipments for this (ship to) customer can
only arrive on a specific work day.
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10. You can now use the Day of the Week Shipment drop-down list to select the specific day of the week
(Monday-Sunday) on which shipments must arrive to this customer.
11. When you finish, click Save.
Customers
Use the Customer > Demand, Ship To > Demand, Documents, and Ship To > Documents sheets to assign trading
partner identification numbers and to define parameters that designate how the Demand Management module
should function for specific customers. It defines how demand transactions are processed in the module.
The Ship To > Demand sheet operates in the same way as the
Customer > Demand sheet, but also allows you to override
demand processing parameters for specific customer ship to
locations.
Menu Path: Sales Management > Demand Management > Setup > Customer
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3. Enter the Trading Partner identifier for this customer. This value is a universal code required on EDI
transactions; it uniquely identifies the business entity involved in the transaction.
4. Enter the Delivery Days required to ship a part quantity from your manufacturing center to this customer
trading partner. The Epicor application uses this date interval as a buffer when calculating Ship By or Need
By dates. To calculate the Ship By Date on each order release, the Epicor application subtracts the value you
specify in this field from the customers required Need By date. Conversely, it calculates Need By dates in
the opposite manner. The Date Type field selection determines which date is calculated by the Epicor
application.
5. Select the Periodicity interval for this customer trading partner. This designates how often this customer
trading partner wishes to receive shipments from you. Review the previous Customer Periodicity section for
more information.
6. Select a Date Type option; this value defines the date calculation method (Ship By or Need By) used by the
Epicor application. If you select Ship By, it calculates the Ship By date based on the Need By date supplied
by the customer trading partner. If you select Need By, it calculates the Need By date based on the Ship By
date supplied by the customer trading partner.
7. Indicate the Pricing option for this customer record. Use this value to define if internal or customer pricing
(as received on purchase orders received from this customer) is used for pricing of sales orders generated
from demand transactions. This value is the default for this customer within Demand Contract Entry.
8. Optionally, select the Unit Price Difference check box to indicate the Epicor application will evaluate the
difference between the Internal price calculated by the Epicor application (using price lists and the master
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part), and the Customer price received on the customer purchase order. Use the Unit Price Difference
check box, the Tolerance field, and the Action drop-down list to define how this validation runs.
9. Now select the Action that occurs when the Unit Price validation fails:
If you select Stop, the demand line is designated as System Rejected within Demand Entry, and the
demand is not processed. You can override this value within Demand Entry if needed.
If you select Warning, the demand line is automatically accepted and processed. Warning messages
appear on various logs and reports explaining the incoming demand transaction failed the data validation.
10. Use the Part section to specify if the Epicor application should validate whether corresponding part records
or revisions exist in your database for demand received from this customer trading partner. If you select
either the Check For Part,Check For Revision Level or Check For Run Out Part check boxes, you then
use the Action drop-down list to select the appropriate Stop or Warning action.
11. Activate the Sales Order Releases section to designate how demand entries are processed when matched
to a sales order release with partial shipments. Select the appropriate Action to apply.
12. Use the Cumulative section to indicate if cumulative quantity checking should occur. When you process
the demand and ship releases to the customer trading partner, the cumulative information is sent through
an Advanced Shipping Notice (ASN) document. The customer then uses this EDI document to indicate the
actual amounts they have received, and returns this information back as the actual received quantity. You
can then analyze differences between the cumulative quantities stored in your database and the cumulative
quantities in the inbound demand EDI transactions. This functionality is commonly used in EDI environments
to track what your customer has acknowledged as shipped, and what your records show as shipped. Select
the appropriate Action.
13. Use the Capable to Promise section to enable Capable to Promise (CTP) calculation logic for the customer
trading partner. This calculation determines the date by which a sales order quantity can be delivered
(promised) to the customer. When you select Check Dates, you then specify if the Ship By, Need By, or both
dates are included when processing CTP dates.
14. Use the Lead Time section to specify the minimum number of days ahead of the planned Ship By or Need
By date by which the Epicor application should accept requests on incoming EDI transactions and manually
enter demand transactions. You typically use these settings to avoid situations in which your company cannot
respond properly (based on your available site/stock/time/resources) to requests received from your customer
trading partner within an inadequate time frame.
You can specify this for the addition of new demand schedules (Add), changing of existing demand schedules
(Change), cancellation of existing demand schedules (Cancel), additions of new demand lines to existing
demand orders (New Line), quantity changes for existing demand schedules (Quantity Change), and date
changes for existing demand schedules (Date Change). For each action request, specify whether to apply
a Stop or Warning action.
For example, if the Add field is set to five days, and the customer trading partner requests you add a new
demand schedule to ship four days from now, your Epicor application considers this an exception. This
occurs because the demand schedule change request was received within the Add time frame, giving you
too little time to respond to the change. The functionality then performs a Stop or Warning action, depending
on the setting of the Action (Add) field.
15. When you finish, click Save on the Standard toolbar.
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Management module uses these definitions when generating EDI documents that create and track unfirm order
releases, firm order releases, forecasts, purchase order acknowledgments, Advanced Shipping Notices (ASN), and
invoices.
The Ship To > Documents sheet operates in the same way as
the Customer > Demand sheet, but you can also define
inbound and outbound document parameters for specific
customer ship to locations.
To define customer EDI documents:
1. Click the Down Arrow next to the New button; select New Customer Document.
2. Click the Documents > Detail sheet to enter trading partner document parameters.
3. Enter the identification number or name for this Document. This value is the number the Import EDI Demand
Process references when it retrieves this inbound EDI document or sends this outbound EDI document.
4. Select the Type of inbound/outbound document you need. For inbound documents, this value indicates
the type of demand suggestion generated for the document.
5. Select the Direction of the document by indicating whether it is an inbound document you receive, or an
outbound document you send.
6. In the Options Available field, select the part options the Epicor application should use to retrieve the
corresponding internal part numbers when processing inbound EDI transactions in Import EDI Demand. For
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example, select Use Part UPC if the Epicor application should search for and use Universal Product Codes
(UPC) defined in the Part Maintenance > Part > UOMs sheet to retrieve internal part numbers.
7. The Accept Type field indicates whether demand on this inbound EDI document is processed automatically
or manually. Select Always accept or Accept if no errors to automatically process inbound demand. Select
Manually accept to manually process inbound demand.
8. If this is an Outbound EDI Document, specify what processing should take place in the Epicor application
for outbound transactions for this trading partner. If you select Automatic, this indicates the Epicor application
automatically generates a supporting document when the associated transaction is confirmed. If you select
Manual, you must perform additional setup tasks required to define the outbound EDI documents themselves.
Refer to the EDI / Demand Management Technical Reference Guide for more details.
9. After you select the Automatic check box, enter a value into the Alt Trading Partner field. If an alternate
trading partner is not associated with your customer trading partner, enter the trading partner identifier for
your customer in this field.
10. When you finish, click Save on the Standard toolbar.
Operations
This section details the operations available within the Demand Management module. Each operation is described
as a workflow to help guide you through the process from start to finish. These programs are primarily found
within the General Operations folder for this module. If a unique setup record is required to run the operation,
this record is also described in this section.
Demand Contracts
A demand contract represents the agreement for proposed sales to your customer over a specified period of
time. The Epicor application then receives and processes demand schedules you either manually enter in Demand
Entry, or generate from inbound EDI files received from your customer trading partners. This in turn generates
order releases or forecasts for MRP processing.
Using Demand Contract Entry, you specify the dates during which each demand contract is active. Optionally,
you can also specify the parts covered under the contract. Each contract can be set up for multiple parts, so one
contract can be used to generate multiple shipping schedules for each part. You can also set up several default
values for the sales orders and/or forecasts generated through the contract.
You use Demand Contract Entry to review the contract quantities against actual incoming demand quantities on
inbound EDI transactions, or manually entered demand transactions. It also contains matching logic you use to
receive and efficiently process changes your customer trading partner requests to existing demand schedules and
order releases.
Menu Path: Sales Management > Demand Management > General Operations > Demand Contract Entry
Primary Details
Use the Header sheet to enter or edit primary details for the demand contract. This includes specifying the length
of the contract, and other default settings.
To enter demand contract primary details:
1. Click New on the Standard toolbar.
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2. Enter the identification number for the demand Contract. The demand contract number you enter must
match the identifier your customer uses for this demand contract.
3. Enter the identifier for the sold to Customer for whom you are entering this demand contract.
4. If you use EDI, identify the Trading Partner. The default value comes from the trading partner identifier
defined for the customer in Customer Maintenance.
5. In the Order section, enter the default Ship Via, FOB, Terms, Priority, Currency, Lock, and
Project identifier settings for sales orders generated from this contract.
6. Select the Apply Order Based Discounts Automatically check box to automatically apply discounts based
on the quantity on each order line, the total value of the order, or both. For more information on the discount
pricing system, review the Sales Order Processing chapter.
7. Select the Ship Order Complete check box to indicate all order lines on a specific sales order must be
shipped at the same time. If this check box is clear, various releases on this order can ship at different times.
8. Use the Hold Orders for Review check box to specify if sales orders created from this demand contract
should be reviewed before released for shipping.
9. If payments are made through another customer, select the alternate Bill To Customer identifier number.
10. Select the Cumulative Setting used to reconcile cumulative shipping part quantities (CUMM) for this
demand contract. Depending on the option you select, you can turn off cumulative tracking, reconcile
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cumulative quantities in the Demand Reconciliation program using the part number, or reconcile them based
on the part number and the customer purchase order.
If you select the Part option, cumulative quantities display in Demand Reconciliation for a particular part
number across an entire demand contract.
If you select the Part/PO option, cumulative quantities display in Demand Reconciliation for each part
number/purchase order combination; each of these combinations represent a single record per each
part/purchase order occurrence in a demand order.
11. The Totals Ordered Amount field displays the total amount your company will receive from orders generated
through this contract. This value only displays for your information.
12. The Totals Invoiced Amount field displays the total invoice amount of orders invoiced for this contract so
far. This value only displays for your information.
13. When you finish, click Save on the Standard toolbar.
Matching
Use the Header > Matching sheet to specify the parameters the Demand Schedule Matching process uses to
match sales orders/forecasts with demand requests. The Epicor application matches update requests received on
inbound EDI transactions against existing demand schedule releases generated through this demand contract.
You specify which matching criteria should be used and the priority sequence in which they should be applied.
When the functionality finds the matching demand schedule release, it automatically processes the request.
These order values are default settings for the generated sales
order. You can override these values on specific sales orders.
Performing matching activities, particularly in an EDI environment, is required because you typically receive
purchase orders on a daily basis from your customer trading partners. Rather than deleting previous sales order
transactions and creating new ones, the matching functionality allows the Epicor application to match incoming
action demands (such as quantity increases, date changes, adding lines, and cancelling releases) received from
your customer trading partner to existing sales orders, modifying the data accordingly.
1. To enter matching criteria for the demand contract, select the Header > Matching sheet.
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2. Select the Allow Non Perfect Match check box to specify if perfect or non-perfect matches should be
performed for the demand contract. A perfect match is defined as one in which all criteria you specify in
the Options Selected field match between demand schedules update requests and existing demand schedule
releases. A non-perfect match is defined as one in which at least one of the criteria (for example, shipping
quantities or shipping dates) match between the transactions.
3. Select the Cancel Non-Matched check box to automatically cancel all sales releases for this demand contract
that are not matched by the Demand Schedule Matching process. If you select this check box, you can also
use the Exclude From and Exclude Until check boxes and accompanying From (days) and Until (days) field
as needed to specify an cancellation exclusion grace period for non-matched schedule updates. The Epicor
application will skip cancellation of non-matched sales releases with ship dates within this date range.
4. The Options Available field displays the available criteria (for example Ship By Date, Quantity, Reference,
Open/Closed status) that can be used in the matching process. Using the buttons, select the matching criteria
being used for the demand contract, and the priority in which they should be matched. Once selected, they
appear in the Options Selected field.
5. When you finish, click Save on the Standard toolbar.
Line Details
Use the Line > Detail sheet to specify the parameters for ordering a specific part through the demand contract.
Through this sheet, you can select the part number, define its price options, and indicate how this contract line
handles the ordered quantities.
1. Click the Down Arrow next to the New button; select New Contract Detail.
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11. The Totals section displays the total ordered quantity, ordered amount, shipped quantity, invoiced quantity,
and invoiced amounts for this line.
12. When you finish, click Save on the Standard toolbar.
Actions Menu
The Actions menu in Demand Contract Entry contains options you use to perform demand contract processing
tasks.
Available options:
1. Open Contract - Use this command to re-open a closed demand contract. When a contract is open, you
can add new demand entries for that contract.
2. Close Contract - Use this command to close a demand contract. When a contract is closed, you cannot
add new demand entries for that contract.
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862/DELJIT (Inbound Shipping Schedule) - Used by your customer trading partner to communicate shipping
schedule requirements.
eVision conversely collects outbound Order Acknowledgment, Advanced Shipping Notice, and AR Invoice document
record files produced by the Epicor application, and then converts them to corresponding EDI 810/INVOIC,
855/ORDRSP, and 865/ORDRSP messages sent to your customer trading partners.
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2. In the Backup Process File field, specify if the inbound EDI transaction files should be backed before being
imported.
3. Select the Continuous Processing check box if you want the Import EDI Demand Process to run continuously
in the background, and enter the Continuous Processing Delay.
4. Enter the remaining processing parameters. Click Log Filename to select the log file location. Click the
Schedule drop-down list to select a Schedule and select the Recurring check box if you need.
5. To run this process now, click the Process button.
6. If erroneous data is identified during direct EDI import processing, you can correct it as required using the
Demand Workbench located on the General Operations folder of the Demand Management module. It
displays a visual representation of how current data found in the inbound EDI transaction would appear if
converted to a demand record. This workshop is valuable when an incoming record is less than complete,
or something is wrong with the data. It indicates the type of errors detected, and allows you to correct them
before importing the inbound EDI data into demand records that can be maintained using Demand Entry.
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Demand Entry
If you are not using EDI, Demand Entry is used to manually create and process demand entries. It contains tools
you leverage to accept, revise, or reject demand entries, lines, and schedules. You can also manually override
System Rejected demand entries which have not passed validations based on user-defined rules you specified for
the customer trading partner on their customer record.
If designated in the customers demand settings, the Epicor application can automatically perform the same tasks
as Demand Entry or Demand Mass Review when processing demand on inbound EDI transactions. Use Demand
Entry as necessary to review the demand lines and shipping schedule, in order to evaluate their impact. When
you are satisfied with a demand schedule, use the Process action to manually process the demand. Depending
on the demand type, the Demand Entry process either creates unfirm order releases, firm order releases, or MRP
forecasts. You can do this if the Epicor application is not configured to do so automatically through workflow
processing for the customer trading partner. You can then use either Sales Order Entry or Forecast Entry to further
refine the resulting data.
Menu Path: Sales Management > Demand Management > General Operations > Demand Entry
Primary Details
Manually enter the primary values needed to generate shipping schedules for a demand contract. After you
specify the demand contract, the default values associated with the contract appear, but you can override these
values. If you need, you also specify the purchase order number associated with the demand record. The Epicor
application uses this purchase order to track all releases created for the demand record. It also links the sales
order (if any) generated at a later time for the demand record to the designated purchase order.
If you are using EDI, the Epicor application automatically generates this demand record from the inbound EDI
transaction received from your trading partner; use the Header > Detail sheet as needed to edit this information.
To enter demand header information:
1. Click New on the Standard toolbar.
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Line Details
Use the Line > Detail sheet to manually enter or edit demand line information. If you use EDI, the Epicor application
automatically generates demand line records from inbound EDI transaction. However, you can edit these automatic
details as you need.
To enter a demand line:
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1. Click the Down Arrow next to the New button; select New Demand Line.
Schedules
Use the Schedule > Detail sheet to manually create, review, and edit a demand schedule. You can enter as many
schedules as you need for the associated demand line. You can also generate a shipping schedule by using the
Create Demand Schedule option on the Actions menu. If you use EDI, the Epicor application automatically
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generates demand line records from inbound EDI transactions. You can, however, fine-tune these schedules as
you need.
To enter a demand schedule:
1. Click the Down Arrow next to the New button; select New Demand Schedule.
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7. Now specify the Ship By date; this value is the date on which you need to ship the schedule quantity so
that the parts reach the customer by their requested Need By date. You can optionally enter a Ship By
Time; this is the time of day by which items should be shipped on the specified ship date.
8. In the Ship To section, select the Ship To customer number and the Ship Via method. Specify any associated
sub-ship to, ship routing, and One Time ship information for the demand schedule.
9. When you finish, click Save on the Standard toolbar.
Actions Menu
The Actions menu in Demand Entry contains several commands you use to perform demand processing tasks.
These functions are grouped on sub-menus, and are processed against the specific header, line, or schedule you
define.
2. Close - Use this option to end activity on this schedule, demand line, or demand record. You cannot add,
update, or process closed items.
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3. Reject - Use this option to prevent the demand record, demand line, or schedule from being used. Rejected
items are not removed, but they appear as Rejected in Demand Entry.
4. Unreject - Use this option to reverse the status of a Rejected demand record. You can then create releases
and forecasts from this demand record.
5. Unlock - Use this option to unlock a locked demand header or demand line record.
6. Delete By Schedule Number Use this option to delete demand lines or schedules from the current
demand record.
7. Log - Displays a log of errors related to processing the associated demand header, line, or schedule.
2. Close and Process All Schedules Use this option as needed to close all remaining open demand schedules
linked with the demand record, and indicate these schedules are Processed.
3. Create New Sales Order Use this option as needed to create a new sales order for the selected demand
schedule.
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2. Review Use this option to review how the proposed shipping schedule interacts with the current inventory
and production quantities. If there are discrepancies, click the Reconciliation button within this program to
launch the Demand Reconciliation program to make schedule adjustments.
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3. Match Use this option to combine a new release with previous releases generated through this demand
record.
2. You first create groups of demand records for mass processing. To do this, enter the name of the group
being created, or click Group to select an existing group to which you are adding demand records.
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4. You can Review By either Part records or Demand records. Depending on the option you select, either part
or demand fields display on this sheet. In this example, you are reviewing demand using part records.
5. To review demand records requiring processing, click the Part button to find and select specific part numbers.
6. Use the check boxes in the Demand Types section to select the type of demand records (firm, unfirm, or
forecast) you want to review.
7. To add the selected demand records to the Group sheet, use the options located on the Select for Group
sub-menu in the Actions menu. For example, to add all of the demand orders displayed in the Parts sheet
to the group, click Select All for Part.
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8. Once you have selected the demand records, click the Groups sheet to review and process them. You can
select the Locked Group check box as needed to lock the selected demand records and prevent them from
being reassigned to another group.
9. You use the remaining selections on the Actions menu to process the group, match releases, re-activate
demand records, reverse the status of previously rejected demand records, or close them from future
processing. Review the Demand Entry section for details on these options.
10. If you need, click Demand Entry to launch this program and edit a specific demand record.
11. When you finish, click Save.
Demand Reconciliation
You can use Demand Reconciliation to update demand entries to reflect changes that occurred during shipping.
It displays cumulative quantity amounts according to your companys records, and your customer trading partners
records. If items on a release did not reach a customer because they were returned, lost, still in transit, or any
other reason, you can enter a manual adjustment quantity in this program. Depending on if the adjustment
quantity is entered as a positive or negative, an invoice charge or a chargeback credit memo are created.
The way in which cumulative quantity changes for a demand contract are tracked depends on the option selected
in the Cumulative Setting field in Demand Contract Entry. Changes are based on shipments you make to the
customer, and by using the EDI documents received from your customer trading partner.
Menu Path: Sales Management > Demand Management > General Operations > Demand Reconciliation
To manually adjust demand entries:
1. Click the Demand Reconciliation button to find and select the contract you need to adjust.
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2. If a Purchase Order number does not appear in the demand reconciliation record, it indicates the cumulative
quantities display for the part number across an entire demand contract. If a purchase order number appears,
it indicates the cumulative quantities are for this specific part and purchase order demand record combination
only.
3. The Trading Partner Information section displays cumulative quantity and last shipment information,
according to your trading partner. This information automatically updates each time incoming EDI transactions
that contain cumulative quantity information reported by your customer trading partner are processed. This
information includes the cumulative quantity to-date, the starting date for the cumulative quantity, the last
ship quantity, last ship date, last pack identifier, last master pack number, and schedule number (EDI
transmission ID) on which the trading partner last reported cumulative quantity information.
4. The Company Information section displays cumulative quantity and last shipment information, according
to your companys record. This information automatically updates each time a shipment record in Customer
Shipment Entry or Master Pack Shipment Entry generates. The same cumulative information displays here
as in the Trading Partner section, but is based on your companys records, not those provided by the customer
trading partner.
5. The Variance field reports the cumulative variance quantity; this value is the difference between your
companys reported cumulative quantity and that reported by your customer trading partner.
6. The Reconciled field reports the reconciled cumulative shipment quantity acknowledged by your customer
trading partner.
7. Click the Shipments tab to view shipments that have been made to this customer for the specified purchase
order and part number.
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8. The specific shipment transactions associated with the demand reconciliation record appear in the
Shipments grid.
9. Enter the Adjustment quantity (if any) for this demand reconciliation record. For example, if your company
reports that a quantity of two shipped, but your customer trading partner reports only one was received,
you enter an adjustment quantity (in this case, -1). A chargeback credit memo for the customer is generated.
10. Click the Adjustments sheet to view all adjustment records created for the demand reconciliation record.
11. When you finish, click Save on the Standard toolbar.
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2. Use the Filter sheet to print packing slips or shipping labels for specific packing slips and demand contracts.
3. Click the Print button on the Standard toolbar.
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1. Select the types of Transactions to print. In this example, you select All transactions.
2. Next, indicate the Document Types you want to mass print. In this example, you select All document types.
3. Use the Filter sheet to print invoices for specific customers and demand contracts.
4. Click the Print button on the Standard toolbar.
Reports
This section describes some key reports you use to review demand entries. You can run these reports whenever
you need. You can also set up each report to generate and print through a recurring, automatic schedule. Review
the Automatic Data Processing chapter in the Epicor ERP Implementation Guide for information on how you link
a report to a recurring schedule.
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2. Use the check boxes in the Exclude section to specify which types of demand transactions (rejected, those
with no changes, demand transactions that have been processed, posted, or closed) should not appear on
the report.
3. Use the Demand with Price Discrepancies Only check box to specify only demand entries with price
discrepancies should display on the report.
4. Select the Display All Log Entries check box to include all demand log entries on the report; this includes
entries for current and previous schedules.
5. Use the Filter sheet to print demand detail for specific customers, parts, customer purchase orders, or sales
orders.
6. When you finish, click the Print button on the Standard toolbar.
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2. If you wish, enter a Sales Order number to only display demand entries converted for this specific sales
order.
3. Optionally, enter a Trading Partner Name to only display demand entries converted for this specific trading
partner.
4. Use the Filter sheet to print demand entries linked to specific part and customer records.
5. Click the Print button on the Standard toolbar.
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2. Use the Include Variance Equal to Last Shipment check box to set the cumulative quantity variance for
demand purchase orders to the last pack shipped by your company to (but not necessarily received by) your
customer trading partner. Selecting this check box helps you identify when a reported variance is actually
due to in-transit shipment quantities. For example, if you have already shipped three units to your customer
trading partner and two more are in-transit on the last shipped pack, the quantity is set to two.
3. Click the Print button on the Standard toolbar.
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Configurator | Chapter 5
Chapter 5: Configurator
You use the Configurator to create an interface that streamlines entry of sales order options for products with multiple
configurations, such as different colors, sizes, or hardware features. If your company manufactures customizable and
dimensional Make-to-Order (MTO) products, leverage this feature set to create accurate Methods of Manufacture
(routing and materials) that reflect all the possible configurations of your product line.
You use Configurator Designer to create your product configurations. Use this programming tool to first capture the
product design, and then create an easy-to-use interface for configuration entry. The Configurator Designer contains
a Design Toolbox you use to set up the input parameters for a specific part.
As users enter sales orders, they can then use this interface to select the product configuration requested by your
customers. Users can select these configurations in Sales Order Entry, Opportunity/Quote Entry, Purchase Order Entry,
Job Entry, Engineering Workbench, and Demand Entry.
You can also use the Configurator Designer for other types of processing. Leverage this tool to create multi-level
configured sales kit parent parts that include non-stock components; these configured components generate as kit
lines on a sales order. You can then fulfill these kit lines using the make-to-job or purchase-to-order transactions. If
you use Demand Management, you can receive a configured part number; this number is automatically validated
against the processing rules you define within the Configurator Designer. If the validation fails, you are alerted that
you must manually reconfigure the part.
Lastly, the Configurator Designer interacts with the Enhanced Quality Assurance module. You can create test plans
which define test data parameters, like dimensions, weight, and thickness that must be checked by inspectors during
quality assurance testing. You can also define the input pages an inspector uses to enter required data, indicating
whether the part quantity passes or fails inspection. You link these test plans to a specific part or operation. For details
on this functionality, review the Quality Assurance chapter.
Setup
This section describes the primary record(s) you need to create for the Configurator Management module to
function. These program(s) are primarily found within the Setup folder for this module. Only the primary record(s)
are described here. Some areas within the next Operations section may also document setup records, if they are
required for a specific workflow.
Part Maintenance
If you use the Configurator to configure ordering options for a part, you must set up part records that contain
the base part information. You enter the top-level (universal) base assembly item that you use for part configuration.
A configured part must be defined as a non-stock item.
Menu Path: Material Management > Inventory Management > Setup > Part
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1. Enter or select the Part you need. If you are creating a new part, enter the identifier and its Description.
2. Click the Type drop-down list to specify whether this item is a manufactured, sales kit, or purchased part.
Manufactured Indicates this part is a single item produced in your manufacturing center. You can
configure manufactured parts.
Sales Kit Indicates this part is included as part of a bundle, or a sales kit, of related parts. You can
configure sales kit parts.
Purchased Indicates this part is acquired by buying it from a supplier. You can configure purchased
parts.
3. Select the Non-Stock Item check box to indicate this part is not normally stocked. You must select this
check box to be able to configure the part.
4. When you finish, click Save on the Standard toolbar.
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2. In the Rev field, enter a revision number or letter for the configured part.
3. Specify the date on which this revision becomes Effective. The Epicor application uses this date to determine
the default revision whenever you select a part. Engineering reports also use this date to determine current
revisions in the bill of material.
4. In the Description field, enter a short description for the revision.
5. Select this check box to mark the part in focus as a Primary part. Once you link a part to a Configurator
using the Configurator ID field and select this check box, the part you are linking the Configurator with
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will automatically default in the Configurator Rule Entry > Part/Rev > Part/Rev field when you search
for and select the Configurator record.
To be able to select this check box you must first select a
Configurator record in the Configurator ID field. If you
attempt to select this check box without selecting a
Configurator, the A Configurator ID must be defined
to select this Part as Primary message displays.
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9. Click the ECO button to find and select the ECO number to which you want to checked out the part revision.
Engineering Workbench
When you check out a configurable part to an ECO group, you can create a part method for it in the Engineering
Workbench. Unlike a non-configured part, the part method (Method of Manufacturing) for a configured part
revision contains all the components needed to manufacture the configured part.
After you create the part method for the configurable part, you must approve the part record and check it in.
If you are using the Super Bill of Materials (BOM) method, add
all components.
Menu Path: Production Management > Engineering > General Operations > Engineering Workbench
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Menu Path: Sales Management > Configurator Management > Setup > Part
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4. Using the sheets under the Method of Manufacturing tab, add operations and materials you need to
build all the options for the configurable part. For more information about defining a part method, refer to
the Engineering chapter.
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5. When you finish creating a method of manufacture for the part, navigate to the Revision > Detail sheet.
6. Select the Not Approved check box to specify the part revision is approved for use. After you do this, the
indicator displays as Approved.
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4. Click OK.
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Operations
This section describes the operations you can use within the Configurator Management module. Each operation
is described as a workflow to help guide you through the process from start to finish. These programs are primarily
found within the General Operations folder for this module. If a unique setup record is required to run the
operation, this record is also described in this section.
Configurator Entry
You use Configurator Entry to define basic Configurator, Enterprise Configurator, Pricing Rules, Document Rules,
and Part Creation settings. These settings are responsible for how the configuration operates during a Configurator
session.
This section contains an overview about how you use Configurator Entry. For more details, review the Configurator
Technical Reference Guide and the Application Help.
Menu Path: Sales Management > Configurator Management > General Operations > Configurator Entry
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1. In the Configurator ID field, enter or select the Configurator you need. If you are creating a new
configurator, enter the configurators identifier and its Description.
To create a new configurator, from the New menu, click
New Configuration.
2. The Configuration Type field defines the type of configurator you are creating. The options include the
following:
Product Configurator - Can be linked to part revisions if the part is a non-stock item. These
configurations, when approved, are available in Opportunity/Quote Entry, Order Entry, Demand Entry,
Job Entry and Purchase Order Entry.
The Product Configurator type is only available if the
Product Configurator license is installed.
Inspection Plan Configurator - Can be linked to inspection plans. These configurations, when approved,
will be available in Inspection Data Collection, which can be accessed from various programs (for example
Inspection Processing, Time and Expense Entry, MES, or the Main Menu).
The Inspection Plan Configurator type is only available
if the Enhanced Quality Management (EQM) license
is installed.
No Inputs Configurator - Select the No Inputs Configurator type to create a non-input based
configurator. The No Inputs Configurator allows you to define method rules that execute at Get Details
in the Job Entry and Quote Entry programs without having to enter input values.
The No Inputs Configurator type is only available if the
Product Configurator license is installed.
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3. Select the Synchronize Revision Approval check box to automatically approve or unapprove the
associated part revision in the Part Maintenance > Part > Revisions > Detail sheet.
If you select this check box, the Do you wish to approve the configuration? message displays when the
configuration status changes and the revision is checked out to an ECO group.
If you click Yes, you can continue with the part revision status synchronization.
If you click No, the part revision status is not automatically updated.
4. If you selected Product Configuration in the Configuration Type field, use the Target Entities grid
section to delete any default target entities for the configuration. These specify the database tables that are
updated when configuring the item during a configuration session in Order Entry, Opportunity/Quote Entry,
Job Entry, Purchase Order Entry or Demand Entry.
To add a target entity and associated configuration information, from the New menu, click New Target
Entity. The Target Entity grid includes the following columns:
Table Name - Specifies the target entity to which this product configuration should apply.
Allow Record Creation - Specifies if a new part record is created when you configure an item during
an actual configuration session in Order Entry, Opportunity/Quote Entry, Purchase Order Entry, Job Entry
or Demand Entry once the selected configuration is saved.
Prompt For Configuration - Specifies if generation of methods of manufacture in the Engineering
Workbench (using the method rules that have been assigned to this base configured part) should be
allowed.
Incoming Smart String - Specifies if, during an actual configuration session, all input values for the
configuration can instead be loaded through manual entry of a 'smart string' that contains concatenated
values, each representing a certain aspect of the configured item.
Allow Reconfiguration - Specifies if a configuration that was originally configured in another entity
can be reconfigured in the new entity.
If you want to add a target entity to an existing record,
you must first clear the Approved check box.
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2. Use the Enable Part Number Creation check box to indicate whether a new part number should be created
when saving configuration created for the base part. This automatically links this newly created part number
back to the base part number, allowing it to be reconfigured at any time.
3. Use the Set Part Number Only check box to generate and set a part number only, without creating a
master part record.
Regardless of this setting, the generated part number is still assigned to a quote line, order line, job, purchase
order or demand order, according to where you configure the base configured part.
4. Use the Prompt User to Confirm New Part check box to display a Would you like to create a new part
number for this configuration? message during a configuration session, asking you if a new part number
should be created.
5. Use the Notify User of Duplicate Part Numbers check box to display a warning message during a
configuration session when a duplicate part already exists.
6. Use the Create New Part Number at Zero Cost check box to set the cost of the new part at zero. Zero
cost means that the newly created part does not inherit the part unit costs of the base configurator.
7. If you selected the Enable Part Number Creation check box, the Epicor application creates a new part
number and generates a method of manufacture when a configuration created for the base part is saved.
This automatically links this newly created part number back to the base part number, allowing the part to
be reconfigured at any time. If you select the Create Non-Configurable Part check box, the application
removes the link back to the base configured part. The newly created part is treated as a standard part and
is no longer considered a reconfigurable part.
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8. When you select the Create Revision check box, the Epicor application generates a new part revision for
the newly created part when you save a configuration. Selecting this check box activates the Prompt For
Checkout check box.
9. Use the Generate Method check box for the application to create a method of manufacture for a new
part. A method of manufacture details the assemblies, operations, and materials required to produce the
part.
10. When you select the Create Alternative Methods check box, the Epicor application creates alternate
method records in other sites when a configuration generated part is created.
11. Select the Prompt For Checkout check box to cause the Part Revision Checkout window to display when
you save the part configuration. Use this window to check out and display the configured part in the
Engineering Workbench. You can then modify the method for the part revision. If you do not select this
check box, the part revision is automatically approved.
12. Selecting the Prompt For Checkout check box activates the Default ECO Group field. Use this field to
specify the ECO Group used to check out the part revision in the Engineering Workbench.
13. Use the Save Input Values check box to designate if the input value settings are saved just in the new
configured part record, and not linked to a specific quote, order, purchase order, job, or demand order. For
example, use this check box if you want to define a collection of pre-configured parts for reuse.
14. Use the Use Quote Method check box to designate that the Epicor application uses the quote method.
By default, the Epicor application generates methods (using the resulting job method) after it has processed
any Keep When and Set Field rules on job records. Correspondingly, selecting this check box allows you to
designate that it uses the quote method instead.
15. Select the Available Methods drop-down list to define how to assign a part number during a configuration
session (rather than generate one). Available methods control the part number created and are used to
update the quote line, order line, job, purchase order or demand order part number fields when you configure
the base part in those entities.
16. When you finish, click Save on the Standard toolbar.
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Configurator Designer
You use the Configurator Designer to define the configuration options for a configured part. This comprehensive
tool contains a design tool box, sheets for defining input detail parameters, input controls and input actions,
page behavior and page actions, configurator events, or dynamic lists.
A configurable product has specific characteristics, which can have different values. When configuring a product,
you can select the input values you want to determine specific attributes for the configurable product. This allows
you to create unique items according to customer requirements.
This section contains an overview about how you use the Configurator Designer. For more details, review the
Configurator Technical Reference Guide and the Application Help.
Menu Path: Sales Management > Configurator Management > General Operations > Configurator Designer
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4. Use the Toolbox to select the control you want to add to the input page and select the area on the input
page where you want the control to display. Move and stretch the control so it displays in the location and
size you want.
5. Click the Pointer control to select an item to edit or delete. You can also use the pointer to move items to
different locations on the input page.
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In this section, you select different parameters to define the manner in which attributes and controls that you
have placed on the input page should operate.
When you place a control on the input page, the Epicor application assigns a temporary field label to it. You can
change this label using the settings located in the Input Properties section. For each control you place on the
input page, you can also use default horizontal/vertical placement and size placement values and change them
as required.
The Input Properties section includes five main nodes and each node lists different set of options. Apart from the
Actions node, the setting options vary based on the input control you select. The Input Properties nodes are listed
in the following order:
Actions
Appearance
Behavior
Control Details
Inspection Attribute
For more information about the Input Properties node options
and their respective settings, refer to the Configurator Technical
Reference Guide and the Application Help.
To define input field properties:
1. In the Design > Page Designer sheet, select the input control.
2. Based on your input control selection, the Input Properties section displays different set of parameter
settings.
3. In the (Name) setting, specify the name of the input field control.
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This value identifies the field when you create rules. You cannot modify this field after you click Save.
4. If you do not wish to display the value of the selected input control field in the reconfiguration Summary
grid, set the Hide from Summary setting to True.
5. In the Label setting, enter the label you want to display next to this control.
6. Optionally, enter an abbreviated Summary Label for instances where the full label may not fit.
7. Optionally, if you want the Epicor application to automatically resize the list of input options window for a
Combo Box, set the Auto Size List setting to True. If you set the Auto Size List setting to False, the
application will use the value defined in the List Width setting.
8. If the selected input is a combo box, use the Dynamic Lists setting to launch the Dynamic Lists Editor where
you define a dynamic list for a selected combo box control on a design page. A dynamic list is a set of option
selections that are dynamic in nature (that is, the displayed options change based on certain conditions
being satisfied). Unlike standard combo-boxes that offer a fixed set of choices, dynamic lists affix choices
based on conditions established in the Dynamic Lists Editor.
For more information about the Dynamic List functionality,
refer to the Configurator Technical Reference Guide and
the Application Help.
9. Optionally, set the Global Input Variable setting to True to indicate whether this field is global for the
entire configuration, including lower level configurations used within this configuration, where another field
within the same data type is linked to the same variable.
If you set this setting to True, the Global Input Variable Name setting activates. The selections that display
in this field are those that have been defined using the Configurator Designer > Actions > Global Input
Variables command.
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10. Use the Initial Value setting to specify the initial value of the input control field upon load of the
configuration for the first time. This is an optional field; leave it blank if you do not want a default option
selection to display in this combo box during an actual configuration session.
11. Optionally, set the Invisible setting to True to indicate a control should be hidden from display on the input
page during a configuration session.
12. If you selected the Combo Box control, use the List Items setting to create the list of fixed options that you
can select from the combo box during a configuration session. Click the button on the right to display the
Value/Description List Editor window. The Value/Description List Editor window allows you to enter the list
of input options with their descriptions for the selected input.
13. Optionally, define a width size for the list of input options window for a Combo Box.
14. Optionally, set the Publish to Doc setting to True for the values to be shared between input fields with
the same name used in configurators linked to lines of the same document.
15. Set the Read Only setting to True to set the input field as read only.
If you set this setting to True, the Read Only Expression setting activates.
16. Use the Read Only Expression setting to specify a read only expression, which controls whether the input
is available during the configuration session.
17. Set the Required setting to True if entering a value in this input control field is mandatory during a
configuration session.
18. If you created a dynamic list for the selected combo box control, optionally, you can set the Show Distinct
Item setting to True to display only distinct list items from dynamic list.
This eliminates any duplicate values and only displays those input options with unique values. Duplicate
input values sometimes occur when the associated list of options has been created through a dynamic list,
whether calculated from a static list or based on running a program or a BAQ.
19. Specify the Tab Order number for the control. This indicates the order in which controls are selected as a
user presses the Tab key to navigate through the input page.
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2. In the Input Properties section, under the Actions node, select the required action.
Once you select one of the available actions, a launch button displays.
3. To create an input field action, click the button on the right to access the Code Editor to enter an appropriate
code expression.
The Code Editor displays.
Use the Code Editor as needed to create C#-based code syntax for client side events, client side expressions,
document rule expressions and method rules expressions. You can use it as needed to construct complex
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expressions that combine input values collected during an actual configuration session with logical operators,
user defined functions, context functions and lookup functions. For example, you can create code that the
Epicor application uses to evaluate specific input values entered into controls you place on a configuration
input page using the Configurator Designer > Page Designer sheet.
For more information about the Code Editor features,
refer to the Configurator Technical Reference Guide.
4. If required, use the Available Selections pane to select specific variables available for use during an actual
code editing session. You can collapse or expand specific nodes, then drag and drop the appropriate selections
into the Editor pane (in the middle of the Code Editor) to construct the code expression.
5. If required, use the Functions pane, which displays the Functions and Operators nodes, to construct the
code syntax. You can collapse or expand specific nodes, then drag and drop the appropriate function
selections into the Editor pane to construct the code expression.
6. If required, use the Editor pane to directly enter or edit the code text.
7. Optionally, to construct your expression, use the Virtual Keyboard containing operators and boolean
expressions (And, Or, Not, True, False, Null).
8. Click the Add References button to add references to the Configurator in focus.
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Using the references you can invoke base or custom business logic from methods within an assembly through
C#. You can call methods in Epicor services or to call methods in you own assemblies.
To use this functionality you must have basic programming
knowledge.
9. Click the Expression Builder button, to create a required expression using the Expression Builder Form.
10. When you finish, click the Check Syntax button to perform C# code syntax validation.
You can perform validations on code expressions at any time during the entry process.
The Epicor application does not validate the code for
possible runtime errors.
If the expression is entered correctly, the Syntax is correct message displays.
11. If necessary, use the Hints pane to review helpful hints, based on the specific variables, functions and
operators you select in the Available Selections and Functions panes.
12. To the Syntax is correct message, click OK.
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1. In the Design > Page Designer sheet, click inside the page canvas to highlight the input page.
2. The Input Properties section displays the available page property settings.
3. Set the Read Only setting to True if you want to create a read only expression for the page in focus.
4. Use the Read Only Expression setting if you need to specify a read only expression, which controls whether
the input page is available during the configuration session.
To create an expression, click the button on the right to access the Code Editor to enter an appropriate code
expression.
5. Set the Skip if all Inputs are Disabled or Invisible setting to True if you want to skip a configurator page
if all the page inputs are disabled or invisible.
If a page has multiple inputs, which all can be disabled or hidden, based on various values from previous
inputs, a user that entered the configurator has to verify whether all inputs are disabled or invisible, and
then finally disable or enable the page. If this setting is set to True, the page is skipped directly.
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5. When you finish, click the Check Syntax button to perform C# code syntax validation.
If the expression is entered correctly, the Syntax is correct message displays.
6. To the Syntax is correct message, click OK.
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This type of event triggers when loading the configuration and is executed on the Server context (no controls
are available only values). On Load expressions can be calculation settings, but they cannot change the screen
layout or send messages to the user. This is because the On Load event expressions run on the server.
On Loaded - Executes Client side expressions once the configurator page is loaded.
This type of event triggers after a user executes the On Load event. At this stage, no pages are loaded and
you cannot cancel configuration. However, the configuration allows you to move to the Complete event,
skipping all entered pages. This event runs on the Client context where controls and values are available.
On Complete - Executes Client side expressions after you complete the last page of the configurator or when
you skip the page.
This type of event triggers after you leave or skip the last page of the configurator; for example, when moving
from one configuration to another, or completing the only configuration available. In case a next configuration
is available, this event is not executed if moving backwards to the first configuration. The event executes only
after the last page of the configurator is left/skipped again. You can cancel the event, meaning to cancel the
completion of a configuration and return to the last page, or cancel the session if no previous page/configurator
is found.
If you are using EQM, this is where you find the Set Pass
and Set Fail functions.
On Save - Executes Server side expressions after you complete the last page of the configuration.
This type of event triggers when you are at the very end of the configuration and you either click Save or
Next, but there are no additional configurator pages to display. After you complete a configuration and no
more configurations are available, the Epicor application sends all the configuration data, such as input values,
to the server for saving. When saving the data for each configuration, this event is executed for each of them.
As a result, the On Save events execute when you save the configuration.
To define configurator events:
1. Depending on what configurator event you want to enter, navigate to the Configurator > On Load, On
Loaded, On Complete, or On Save sheets.
In this example we select the On Complete event.
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2. In the selected sheet, click the Edit button to access the Code Editor to enter an appropriate code expression.
The Code Editor displays.
3. In the Editor pane, enter or edit the required code text.
4. When you finish, click the Check Syntax button to perform C# code syntax validation.
If the expression is entered correctly, the Syntax is correct message displays.
5. To the Syntax is correct message, click OK.
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9. Click OK.
10. On the Standard toolbar, click Save.
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3. From the tree view, select the part revision you need.
The Part > Revisions > Detail sheet displays.
4. If the revision is already approved, clear the Approved check box.
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5. In the Configurator ID field, search for and select the required Configurator ID.
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9. Click OK.
10. The Configurable check box automatically selects.
This check box indicates that the revision has either a configuration linked to it or the bill of materials (BOM),
created for the revision through the Engineering Workbench, contains a material or subassembly that has
a revision with a configuration linked to it.
Configurator Rules
Use Configurator Rules to specify how a method of manufacture should be created for use in producing a part
configured in a Sales company. Method rules defined in this program include Keep When Rules that determine
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the specific material content, and designate what components and operations should be included when you
manufacture a configured part.
By separating the manufacturing rules and the method of manufacture from the other rules, synchronization of
the method of manufacture for a configured part is not required between the Manufacturing company and
external Sales companies. This allows you to protect proprietary product information from potential distribution
to unwanted parties.
Menu Path: Sales Management > Configurator Management > General Operations > Configurator Rule Entry
4. Right-click in the tree view menu and select Tree > Expand Tree to display the method of manufacture
for the selected part.
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6. Depending on your selection, the Operation, Material, or Scheduling Resource fields populate for existing
entries.
To create a new Rule Set, highlight your selection in the
tree view and from the File menu, select New > New
Rule Set.
8. To enter the Keep Component When rule, within the select rule expression, click the Specified link to launch
the Code Editor.
The Code Editor displays.
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9. Use the Available Selections, Functions, Editor, Hints, and Virtual Keyboard panes to construct the
required code expression.
10. When you finish, click the Check Syntax button to perform C# code syntax validation.
11. If the expression is entered correctly, the Syntax is correct message displays.
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14. Optionally, to further change the Keep Component When rule, click on the true link.
The expression changes to false.
15. When you finish, click Save on the Standard toolbar.
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2. If applicable, to further change the selected rule condition, click on the equal to link.
The condition changes to not equal to.
3. If applicable, to further change the selected rule condition, click on the true link.
The condition changes to false.
4. If applicable, to further change the selected rule condition, click on the Always link.
The condition changes to Never.
5. When you finish, click Save on the Standard toolbar.
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If you want to create a new rule action, from the File menu, select New > New Rule Action.
Depending on the rule action you select, change the
action by clicking on the Specified links within the action
to launch the Entity Selection, Option List, Value From
Decimal Constant, Value From String Constant or
Code editors.
Document Rules
Use the Configurator Entry > Document Rules > Detail sheet to specify document rules for different target entities
(programs). Document rules allow for automatic updating of the source documents (quotes, sales orders, job
orders, purchase orders, or demand orders) that initiate production of a configured item.
Based on the rule expression syntax, the Epicor application updates the tables and fields defined in the rule with
the appropriate resulting values (also specified in the rule expression). For example, using a Set Field rule, data
such as pricing or the description of the sales order line stored in the OrderDtl table can be assigned specific
values based on the components selected in the configuration session.
Document rules consist of Rule Conditions and associated Actions. For each Document rule, you can enter a
single rule condition, but multiple actions can be associated with the rule condition.
Rule Condition - Contains code expressions that denote the specific conditions that must be met in order to
perform the associated actions. The list of available rule conditions includes:
Always execute
The target entity is equal to Specified value
Column Specified of target entity is equal to Specified value
The Specified expression is equal to true
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3. In the Rule Description field, enter a short description for the entered rule.
4. To define a rule condition, expand the Rule Condition drop-down list and select the required rule condition.
Depending on the rule condition you select, change the condition by clicking on the Specified link within
the condition to launch the Entity Selection, Option List, Value From String Constant, or Code editors.
If applicable, further change the selected rule condition as follows:
Click on the equal to link to change it to not equal to.
Click on the true link to change it to false.
Click on the Always link to change it to Never.
5. When you finish, click Save on the Standard toolbar.
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6. To define a rule action, expand the Action drop-down list and select the required document rule action.
If you want to create a new document rule action, from
the New menu, select New Document Rule Action.
Depending on the document rule action you select, change the action by clicking on the Specified link
within the action to launch the Entity Selection, Value From Logical Constant, Value From Decimal
Constant, Pricing Entity, or Code editors.
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3. The Smart String Structure field displays the resulting structure of the Smart String as you specify the
parameters being used for its construction.
4. Select the Available Styles drop-down list to select the method used to construct the Smart String. You
can indicate the Smart String is constructed from user configuration inputs, created using a combination of
the part number / order or quote (line numbers), based on the part number, or based on a sequential number.
5. Use the Separator Character field to designate delimiter (dash, space, slash, or underscore) used to separate
elements in the Smart String.
6. Select the Digit Structure for the Smart String. This defines how the numerical digits display for the Smart
String identifier.
The options include the following:
Include Leading Zeros (00000999) - The significant digits of the Smart String should be preceded by
leading zeroes. The significant digits are comprised of the individual elements sections of the Smart
String, in this case the order/quote number and the order/quote line item.
Exclude Leading Zeros (999) - The digit structure only includes the significant digits of the Smart String
(no leading zeroes).
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7. Use the Starting Sequence field to specify the starting sequence number for the Smart String (for example,
1000). As each smart string is generated, this sequence number automatically increments by one.
This field becomes active only if the Part Number +
Sequential Number option was selected in the Available
Styles field.
8. Click the Available Inputs button to select the specific inputs included in the Smart String.
This button becomes active only if the Smart String
Constructed from Inputs option was selected in the
Available Styles field.
9. Use the Format button to access the Smart String Display Format window. Use this window to specify
the formatting of the value and how it displays in the resulting Smart String.
This button activates once you select a component line in the grid.
10. Select the Preface w/ Part Number check box if the Smart String should begin with the part number for
the part being configured.
11. Select the Customer Part Number check box if the customer part number displayed in Order Entry or
Opportunity/Quote Entry should include the resulting Smart String generated during an actual configuration
session.
12. Select the Part Description check box if the Smart String generated during an actual configuration session
should be the actual part description on orders, quote lines or job lines (on the associated orders, quotes or
jobs). If this check box is selected, the Smart String also becomes the new part description.
13. When you finish, click Save on the Standard toolbar.
Configuration Session
When a user selects the configured part in Opportunity/Quote Entry, Sales Order Entry, Purchase Order Entry,
Job Entry, or Demand Entry, an interactive Question and Answer session displays using the input pages created
within the Configurator Designer. The user defines the configuration of the part requested by the customer.
While the user selects the configuration options, the Epicor application collects this information and generates
the configured part. First, any On Load and Prompt When rules set up for the input page apply together with
any individual input controls. The application then determines the way attributes and controls placed on the input
page operate. Next, it processes applicable method rules that determine the specific material requirements for
the configured end-item. It then collects information from the configuration entries (and from the sales order or
quote) to calculate the unit price for the configured part. Finally, it generates part master and Smart String
information.
Menu Path: Sales Management > Order Management > General Operations > Order Entry
To select input pages options on a configured part:
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1. Launch Sales Order Entry, Opportunity/Quote Entry, Purchase Order Entry, Job Entry or Demand
Entry.
In this example we use Sales Order Entry.
2. In the Part/Rev field, enter the Part number and Revision number for the configured part.
3. Click the Configure button.
The interactive Question and Answer session displays.
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2. Select the Update Saved Input Values and Set Fields in Part table check box to update these values on
the part record. Use this option in situations where you have made changes to the base configuration and
wish to mass-update all configurations assigned to orders, quotes, jobs, purchase orders, or demand orders.
3. Use the Verify Existing Quote Configurations check box to specify that the process should run against
quote records.
4. Use the Verify Existing Order Configurations check box to specify that the process should run against
sales order records.
5. Use the Verify Existing Job Configurations check box to specify that the process should run against jobs.
6. Specify the range of Parts against which the validation process should run.
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Regenerate Configurations
Use the Regenerate Configurators Process to regenerate configurations that have been created in the Configurator
Designer for base part numbers.
You can specify if all configurations regenerate, or if only configurations for individual parts selected in the Filter
sheet should regenerate. When you run this program, it selects approved configurations (these configurations
have the Approved check box selected), and regenerates the associated rules programs and the assigned
configuration sequence.
This process can also be run in a Continuous Processing mode; the process is then constantly active and runs
whenever a configuration regenerates.
Menu Path: Sales Management > Configurator Management > General Operations > Regenerate Configurations
To run the Regenerate Configurations process:
1. If you wish to regenerate configurations for every configured part, select the Regenerate All
Configurations check box. Clear this check box to regenerate configurations for only those parts selected
in the Filter sheet.
2. Use the Continuous Processing check box to indicate if you wish to constantly run this program. If you
select this check box, specify the continuous processing delay factor (in minutes) in the Continuous
Processing Delay field.
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4. To submit the process, on the Standard toolbar, click the Submit icon.
Reports
This section describes the report you use to review part configurators. You can run this report whenever you
need. You can also set up the report to generate and print through a recurring, automatic schedule. Review the
Automatic Data Processing chapter in the Epicor ERP Implementation Guide for information on how you link a
report to a recurring schedule.
Configurator Listing
The Configuration Listing report displays a list of configuration records. You can specify which parts and product
groups are included on the report. It lists Input detail / page detail parameters and comments. Input parameters
can be grouped per page and include input name, data type, format, and label information. It also lists rules,
comment text, Change Log comments, and part creation, Smart String, and pricing parameters.
Menu Path: Sales Management > Configurator Management > Reports > Configurator Listing
To run this report:
1. Use the check boxes in the Report Options section to specify the types of parameters that print on the
report.
These include:
Inputs
Dynamic Lists
Variables
Record Creation
User Defined Functions
Events
Method Rules
Document Rules
Print Comments
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2. From the drop down list in the Report Style field , select the report style option you would like to use to
run this report. A report style is a variation of a base report customized for your business needs. Options
are user-defined.
3. From the drop-down list in the Schedule field, select the schedule option during which you would like the
report or process to run. Options include Now, Startup Task Schedule, and any other user-defined schedules
created for your company.
4. Optionally, select the Recurring check box to indicate that the report should run on a repeating basis. This
check box is available only if a schedule other than Now is selected.
5. In the Archive Period field, select the period for which you would like to keep the report in the System
Monitor for possible reprinting. The default is 0 Days, meaning that the report is deleted from the System
Monitor shortly after it has been printed.
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6. In the User Description field, enter brief explanation that describes a specific run of a report. This
user-defined field is shown in the System Monitor.
7. When you finish, click the Print Preview icon on the Standard toolbar.
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Operations
This section details the operations you can run through the Order Management module. Each operation is
described as a workflow to help guide you through the process from start to finish. These programs are primarily
found within the General Operations folder for this module. If a unique setup record is required to run the
operation, this is also described in this section.
You may also need to set up some parameters within Company Configuration. Some modules have global settings
you define through this administration program. For more information, review the application help for this
program; the Configuration topic details the options you define within Company Configuration. You can also
review the Company Configuration chapter in the Epicor ERP Implementation Guide.
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2. To enter the Sold To customer, click the Customer button to search for and select a customer record. The
Sold To is the customer location purchasing the goods and services. This location is the main address that
you enter on the Customer > Detail sheet within Customer Maintenance.
After the customer is selected, default information from the customer record displays.
3. The Bill To location defaults to the address defined on the Billing > Detail sheet within Customer
Maintenance. The Bill To customer is the customer location that pays for the purchased goods and services.
To select an alternate Bill To, select a customer from the drop-down list, or select Same as Sold To if the
Bill To customer is the same as the Sold To customer.
4. The Ship To customer defaults from the Sold To customer. You can click the Customer button to search
for and select a different Ship To customer. The Ship To customer is the customer who receives the goods.
5. The Ship To location defaults to the address defined on the Ship To > Detail sheet within Customer
Maintenance. The Ship To code is the ship to customer location that receives the goods and services.
Optionally, click the Ship To button to search for and select a different Ship To customer address related
to the Ship To customer.
6. If the order needs to be shipped to a location other than those that appear in the Ship To field selection
list, select the One Time check box. This check box is available only if the Allow One Time Ship To check
box has been selected for the specified Sold To or Ship To customer on the Customer > Detail sheet within
Customer Maintenance.
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7. If you selected the One Time check box, click the One Time Ship To sheet and define the one time shipping
address for the order.
8. The contact Name and Address information displays for both the Sold To and Ship To customers.
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9. On the Summary sheet, enter a Need By date. This defines the date the customer wants to receive the
order.
10. Enter a Ship By date. This defines the date you must ship out the order so that the customer can receive
the parts by the Need By Date.
11. Optionally, enter a Ship By Time. This defines the time of day by which you must ship the order on the
specified ship date.
12. Optionally, select the check boxes set by default through the Company Configuration program.
The Apply Order Based Discounts Automatically check box activates the automatic pricing system.
You can then apply discounts based on the quantity for each order line, the total value of the order, or
both.
If this program is set up for automatic printing, selecting the Auto-Print Ready check box causes the
current record to generate as a report. This report can automatically display through a print preview,
print out on a selected client or server printer, be sent an e-mail attachment, or be sent as a fax. After
you select this check box and click Save, the report generates through one of these output options.
For more information on how to activate this feature, review the BPM Workflow Designer topics in the
application help and the Business Process Management chapter within the Tools User Guide.
13. Select the Ready To Process check box to indicate sales tax is calculated against this sales order. When the
current sales order is saved, the sales tax amounts are calculated using rates set up for the specific locality
defined on the order. Note this check box can be automatically selected by default through the Company
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Configuration program. If you use the Tax Connect functionality (Avalara AvaTax), this check box indicates
that sales taxes against this order will be automatically calculated and validated through this service.
You should only select the Ready to Process check box if
you are reasonably sure the sales order is complete. Each
time you save a sales order designated as ready to process,
all of the Tax Connect processes run and the resulting
calculated amounts are automatically sent to the Avalara
AvaTax website. You typically will have better order entry
performance when the Ready to Process check box is
clear, as this prevents the additional processing and
Internet data transfer from placing demands against your
network. For more specific information on what occurs
when this check box is selected, review the Ready to
Process field definition within the application help.
14. The Ready to Fulfill check box determines the default value for the Ready to Fulfill check box located on
the Sales Order > Release > Detail sheet. You can also use this check box to mass update the values at
the release level. If you change this value, a prompt appears that asks you if you want to refresh the Ready
to Fulfill value at the release level. If you select Yes to the prompt, the releases update to match the value
you indicate here. If you respond No, the sales order releases retain their previous values. The default value
for this check box on the Summary and Header sheets is the value you indicate in the Ready to Fulfill check
box on the Company Configuration > Modules > Sales > Order sheet. Select this check box to indicate
that the default value for the sales order release is checked. If the Ready to Fulfill check box on the release
sheet is selected. This then indicates that the release is ready to fulfill and can load into the Fulfillment
Workbench. Clear this check box to indicate that the default value for a sales order is release is unchecked
and is not ready to fulfill. A sales order release that you mark as not ready to fulfill cannot load into the
Fulfillment Workbench. These flags are only taken into consideration if you select the Require Ready to
Fulfill check box in Site Configuration Control.
This check box is available only if you install the Advanced
Material Management license.
15. Click Save.
Sales Order Entry assigns a new sales order number to the record.
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2. Enter the detail line on the Summary sheet within the Order Lines grid.
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1. After you have created a new detail line, select the Lines > Detail sheet.
2. Click the Part/Rev button to find and select the part the customer ordered.
3. In the Order Quantity field, enter the number of parts that the customer ordered. Select the unit of measure
for the part.
4. After the part record is selected, the Lines > Detail sheet displays default part information such as the Price
Per and Unit Price values. Optionally edit this information.
5. If your sales force generated this sales order as part of a marketing campaign, this campaign appears in the
Marketing Campaign field. Click the Campaign button to find and select the marketing campaign that
generated the sales order.
To learn more about marketing campaigns and other
marketing features, review the chapter on Customer
Relationship Management.
Order Releases
When you save a detail line, Sales Order Entry automatically creates a single release for the line. This release has
the same quantity that was entered on the detail line.
You can also create multiple releases for each detail line. You would do this, for example, if the customer needs
to receive part quantities at different locations, or to set up a delivery schedule.
To enter a release:
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1. Click the Down Arrow next to the New button; select New Release.
2. The Releases > Detail sheet displays. The fields on this sheet become active for data entry.
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3. In the Order Quantity field, enter the amount to be sent with this release.
4. If you want to add any additional information about this release, enter it in the Reference field.
5. If the order release was generated from an inbound EDI transaction file by the Inbound EDI Demand Process,
the associated Deman Reference displays.
6. The order headers Need By and Ship By dates display on this release. If you ship this release on another
date, select different Need By and Ship By dates.
7. If the release will definitely be shipped, select the Firm Release check box. This status displays on various
reports.
8. Select the necessary check box to specify if this sales release is a Buy To Order, which indicates purchase
order suggestions are generated, or Make Direct, which indicates this release quantity is manufactured
instead of pulled from inventory.
9. If you selected the Buy To Order check box, you can also enter or find and select the Supplier identifier.
This defaults from the supplier designated for the part in the Part Maintenance > Part > Site sheet. Leaving
the Supplier field blank allows the buyer to define the supplier needed to fulfill the order.
10. For a Buy To Order sales release, select the Drop Ship check box if this order is drop shipped by your supplier
to your customer. This defaults from the Default Drop Ship value as defined for this part in the Part
Maintenance > Part > Sites >Details sheet.
11. The Ship To Address displays. This address defaults from the sales order header. If this release is sent to
an alternate location, click the Ship To button to find and select a different ship to address for this customer.
12. If your company ships to a distribution center instead of directly to a customer, you need to specify the final
destination of the order. To do this, click the Mark For sheet and define the Mark For Customer and Ship
To Address.
13. Select a Tax Liability from the drop-down list to specify the tax liability for this sales release.
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2. The Order History window displays. Enter a New Quantity for the part you need on the order.
3. Click OK.
The Epicor application generates a new order line for the part, and displays the part quantity using the unit
of measure contained in the UOM field. It also uses the price displayed in the New Price field as the price
for the newly ordered item.
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Allocation Templates
You can define allocation templates for automation of the allocation process in the Fulfillment Workbench.
Multiple allocation templates can be defined, each with their own set of processing parameters. Using templates
saves time by automatically entering default parameters for each fulfillment allocation session. If you typically
handle allocations in the same way, create these templates.
Menu Path: Material Management > Inventory Management > Setup > Allocation Template
To add a template:
1. Click the New button on the Standard toolbar.
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2. Enter the Template Code identifier. This value displays within related programs.
3. Enter a concise Description that explains the purpose of the template.
4. Select the Type from the drop-down list to specify if the allocation is by order or by wave. Waves are used
when you have similar orders shipping to the same or different customers. Instead of generating a pick
transaction for each order individually, a wave groups the orders together and allows you to pick the inventory
from stock to shipping for all the orders at one time. By using waves, you can efficiently fulfill sales orders.
5. Select the Warehouse from the drop-down list. The warehouses entered in Warehouse Maintenance display
on this list.
6. Select the Demand Type from the drop-down list. The types include order, job, or transfer order.
7. Define the Inventory Allocation Search criteria to filter the search results. You can select the Warehouse
Zone which includes any warehouse zones that have been defined in Warehouse Zone Entry.
8. You can also specify the Bin Type for searching. Bin types include standard, managed, or both.
9. Several options exist for sorting available inventory. Search Sort options include FIFO (First In, First Out),
LIFO (Last In, First Out), Bin Ascending, Bin Descending, Quantity Ascending, Quantity Descending, and FEFO
(First Expiry Date First Out). FIFO, LIFO, and FEFO are only valid for lot-tracked items.
10. Specify the distribution Process Type for this template. At the time of allocation, you can select the
distribution process used to retrieve the inventory for the order. The options include:
Pick/Pack You print a pick ticket and use that ticket as a guide for picking. At the time of packing,
the Epicor application retrieves the inventory from the picking warehouse and moves it to the shipping
warehouse. A Pick/Pack type has its own transaction type that displays on the Material Queue. During
the packing process, the transaction is removed from the queue. These transactions cannot be accessed
via the handheld.
Handheld Pick You use the queues and either manually select a transaction to process or let the Epicor
application automatically assign transactions based on pre-configured groups. From the handheld, you
select the pick transaction for the specified order which immediately moves inventory from the picking
warehouse to the shipping warehouse. A Handheld Pick has its own transaction type that displays on
the Material Queue.
11. You can assign a team or user to any of the associated picking transactions that result from the allocation
process. Select a Warehouse Team Assignment or Warehouse User Assignment from the drop-down
lists.
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12. Define the Transaction Priority based on the time-frame needed to ship the order. A higher priority
transaction is sequenced at the top of the queue. A lower priority transaction is sequenced at the lower end
of the queue.
13. Select the Enable Cross-Docking check box to create cross-dock transactions when no inventory is available
to allocate. Use the cross-docking process to allocate inventory not yet available (not on hand).
14. Define the queue handling transactions. Select the Release To Picking check box to specify the allocated
inventory for the transactions can be released for picking and distribution.
15. Only available for wave picking, select the Allow Multiple Parts Per Bin check box to cause multiple parts
to be put into a replenishment or forward stocking bin. You can then define the destination for the allocation.
16. If you are allocating waves, select the Warehouse and Warehouse Zone from the drop-down lists to
specify the warehouse and zones available. Only zones with bins that have the Wave Replenishable check
box selected display in the list.
17. Select the Bin to specify the warehouse zone available. Select a bin if the wave pick is to a specific bin/floor
location. This option is available if a Forward Stage Group is not selected.
18. Select a Pack Station from the drop-down list to specify the shipping location. The pack station identifier
displays on the handheld or pick ticket to tell the warehouse employee (picker) where to take the inventory
to be packed.
19. Click Save.
Fulfillment Workbench
Full functionality of the Fulfillment Workbench is available only if your company uses the Advanced Material
Management module.
Menu Path: Sales Management > Order Management > General Operations > Fulfillment Workbench
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To reserve inventory:
1. On the List sheet, enter a percentage in the Fulfillment %>= field to specify a filter for the search results.
Only orders that meet the specified percentage display in the search results.
For example, if you want to display orders that are 15% fillable, enter the percentage as 15, and only orders
that are able to be fulfilled 15% are included in the search results.
2. Click the Binoculars button to open the search window.
3. Specify the Fulfillment Range search criteria, which include Wave ID,Warehouse, Part, and date selections.
4. Enter the filter criteria by defining which types to Exclude or Include Only. These include Sales
Orders,Transfer Orders, Jobs, and order statuses (Reserved, Allocated,In Picking, and Picked). By
default, all types are included if the field is left blank.
5. Click Search. The records that match the search criteria display in the Search Results grid.
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6. Select the records you want to manage; click Select All to select all the records.
7. Click OK.
8. In this example, the selected records display on the Order Fulfillment sheet. If you need to make an
additional search, click the Search button to display the Search window described previously. The selected
lines are appended to the original search results.
9. To remove the search results from this sheet, click the Clear button
10. To mark a line for processing, click the Select check box that precedes the line.
11. You can select every line by clicking the Select All button.
12. If you wish to only process the specific lines you have selected, click the Select button.
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13. If you want to recalculate the OrderFill% and Avail to FulFill% values based on the sort defined for the
records displayed, click Refresh Fulfillment.
14. To reserve the inventory, click the Actions menu, highlight Reserve and select Primary Warehouse Only to
reserve the inventory in the warehouse specified as the primary warehouse. You can also select to reserve
in all warehouses, in the demand warehouse only, or select the inventory for release and picking.
15. You can use the Supply sheet to view the material quantity as well as the inventory currently on hand. It
also shows you the quantities reserved, allocated, picking, picked, and fulfilled.
16. You can use the Job Fulfillment sheet to view the list of records for the Job demand type. Click the Search
button to open the Search window where you can enter filter criteria, including Wave ID and Job Number.
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17. Use the Transfer Order Fulfillment sheet to view the list of records for the transfer order demand type.
Click the Search button to open the Search window where you can enter filter criteria, including Wave ID
and Transfer Order Number.
Allocate Inventory
To allocate inventory:
1. Select the records for which you want to allocate inventory. Click Actions > Allocate > Allocate By Part.
You can also select to allocate by lot/bin or serial number. Additional selections on the Actions menu provide
you with the ability to release orders for picking, release orders for picking and unallocating/unreserving
previously fulfilled orders.
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2. Select the Allocation Type from the drop-down list to specify if the allocation is by order or by wave. Select
Order to allocate orders being individually picked using Pick/Pack or Handheld Processing. Select Wave to
allocate orders being picking using wave picking techniques.
3. If you have pre-defined an Allocation Template in Allocation Template Maintenance, select it from the
drop-down list if you wish to use it for this fulfillment session.
4. If you have not defined any allocation templates, select the Ad Hoc check box for entry of on-the-fly ad-hoc
allocation parameters for the current fulfillment session only; the parameters are not saved for future use.
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6. Select allocation template information including warehouse and demand type (Sales Order, Transfer
Order, or Job).
7. Specify inventory allocation search criteria (including Warehouse Zone, Search Sort, and Bin Type) and
the Distribution Type (Handheld Pick or Pick/Pack).
8. Specify queue handling parameters for the allocation, including Warehouse Team Assignment, Warehouse
User Assignment, and Transaction Priority.
9. Select the Enable Cross-Docking check box to create cross-dock transactions if no inventory is available
to allocate; this creates a link between demand and expected inventory (receipts and production). The next
completed receipt (purchase, transfer, or job order production) with matching stock is then linked to the
matching cross dock record in the work queue. When the receipt transaction is entered, the cross dock
transaction automatically becomes a pick transaction, and shop floor/warehouse personnel can directly pick
the stock for the linked, allocated order.
10. Select the Release To Picking check box to release the allocated orders for picking.
11. Click Continue. Click OK to confirm.
Get Opportunity/Quote
You can automatically create a new order from an existing quote within Sales Order Entry. These quotes are
entered through Opportunity/Quote Entry. When you turn a quote into an order, all the detail lines on the quote
become identical detail lines on the new sales order.
To launch the Get Opportunity/Quote program within Sales Order Entry:
1. From the Actions menu, select Get Opportunity/Quote.
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2. The Create Order from Quote window displays. Enter or find and select the Quote you need.
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3. After you select a quote, its Terms, Ship Via, and other primary information displays.
4. Also notice the quotes Due Date,Expiration Date, and other quote information displays.
5. In the Quote Lines grid, the detail lines created from this quote display. Verify that you want to generate
an order from these quote detail lines.
6. Click the Create Order button.
A new sales order is generated. The detail lines from the quote are now turned into detail lines within a
new order. If you need, you can edit this new order and its detail lines.
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2. The Order Job Wizard program displays. The parts that are on this sales order display.
3. To create jobs for all the order lines, select the Select All check box.
4. To pull all the part methods into the new jobs, select the Get All Methods check box.
Method of Manufacturing, or method, is the information
required to build a part. It includes the necessary
purchased and manufactured parts, as well as the steps
required to build the final product. The list of materials is
known as the bill of materials and the list of operations
is known as the routing or bill of operations. For more
information on methods, review the chapter on
Engineering.
5. You can automatically place the new jobs within the manufacturing centers schedule by selecting the
Schedule All check box.
6. To release these jobs to manufacturing, select the Release All check box.
7. Now generate the jobs. To do this, click the Create Jobs button. If prompted for part validation, click Yes to
continue.
You can also use the Order Job Wizard to link order
releases to existing jobs. For more information, read the
Order Job Wizard topics within application help.
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You can now send the Sales Order Acknowledgment to your customer.
Price Groups
Use Price Group Maintenance to combine product groups for order-based pricing. After the Epicor application
has assigned a price to the products, the Epicor application then checks the discounting options defined for the
price group. Once the Epicor application has calculated the price against the selected discount option, it displays
a final price on the quote or order line.
Leverage this program to establish quantity - or value-based discounts based on the product groups identified
on each part in the Part master file.
Available discount options:
Value of the total sale.
Total quantity of the sale.
Both value and quantity of the total sale.
Menu Path: Sales Management > Order Management > Setup > Price Group
To create a price group:
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2. Enter a unique code for the Price Group record and a Description.
3. Select the Order Based Value Discount check box.
4. Click Add All Available Product Groups to assign all product groups to the price group. Individual product
groups may also be added by clicking the New button and selecting New Product Group.
5. Click the Down Arrow next to the New button; select New Order Value Break.
6. Enter the Order Value and associated Discount % for the price group.
7. Click Save.
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Price Lists
Use Price List Maintenance to assign a specific price or discount to a part or product group. You can create price
lists in either the Quote Management module or Order Management module. However once a price list is created,
its pricing defaults are used in both the Opportunity/Quote Entry and the Sales Order Entry.
A price list must be assigned either to a specific customer (in Customer Maintenance), or to a customer group
assigned to a specific customer. The price lists then default into quotes or orders for that customer based upon
the part(s) on the line(s). Price lists require that a Start Date be defined; however, no end date is required for the
pricing, so the prices can stay in effect for as long as you need.
For any price list pricing to default into sales orders or quotes, the price list must be assigned to a customer (bill
to or ship to) or to a customer group.
Menu Path: Sales Management > Order Management > Setup > Price List
1. Click the New button on the Standard toolbar.
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link a price list that uses the Both type, only the net unit
prices display in these programs.
7. Click the Group button to search for and select the appropriate product group for the price list.
You can also assign specific parts to a price list. Use this
feature to define pricing and discounting for specific or
multiple parts.
8. Select the record you want from the search results and click OK.
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9. In the UOM field, select a default unit of measure for the product group.
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10. Click the Warehouse tab to assign the warehouses to the price list.
11. To assign all the warehouses to the Price List, click the Double Arrow button. All the warehouses move
into the Selected Warehouses list.
12. Next, assign the quantity break discounts to the product group assigned to the price list. Click the Down
Arrow next to the New button; select New Product Group Quantity Break.
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13. Enter the first Quantity Break to define the order break at which this discount takes effect.
14. Select the Discount Type from the drop-down list. The options include Discount % (Percent) or Unit
Price.
15. When Discount % is selected as the discount type, you enter the percentage in the Discount Pct column.
When unit price is selected, you enter a dollar amount in the Unit Price column.
16. Continue entering remaining quantity breaks, as required for the price list.
Sales Kitting
Use the Sales Kitting functionality to sell a part type that contains a series of related parts called a sales kit. These
part records define the individual component parts needed to complete the kit. If you have the Configurator
module, you can create sales kits with multi-level configured parts that include non-stock components. When a
sales order is created for a sales kit, the component parts are pulled from your stock in the quantities required
to complete the final sales kit quantity.
You can set up these part records so that kits either can or cannot be modified. For example, your company sells
computer systems. You have a standard computer kit that always uses the same processor, monitor, keyboard,
and mouse. You also sell a custom computer kit where the customer can choose different components, such as
multiple monitors, hard disk sizes, and colors. Both kit types are supported by the sales kitting functionality.
A sales kit is sold through a single detail line on the sales order. Pricing can be determined at either the parent
part or component part level. Price lists can also be used for the parent part and its component parts. Although
kits are sold as a single sales order line item, each part component can also be displayed as separate lines on the
Sale Order Acknowledgment, quote, packing slip, and invoice.
Component Parts
You create a sales kit by first entering its component parts and then defining the parent part. You create these
records in Part Maintenance. To create configured components, you would use the Configurator module. To
learn more about creating configured part components, review Chapter 6: Configurator.
Menu Path: Sales Management > Order Management > Setup > Part
To set up a sales kit component part:
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2. Within the Part ID and Description fields, enter an identifier and a concise explanation for the part
component.
3. From the Type drop-down list, define whether this component part is Purchased or Manufactured.
4. Select a unit of measure class from the UOM Class drop-down list to specify the class type.
5. Optionally enter a Sales Unit Price for the part. This defines the specific price for the component part. If
you leave this field blank, however, you can use price lists to determine the final price for the component
part.
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6. Click the Down Arrow next to the New button; select New Site.
7. On the Sites > Detail sheet, define the Primary Warehouse that stocks this component part.
8. From the Costing Method drop-down list, select the costing type.
9. If this part is a non-stock component, select the Non-Stock Item check box.
10. From the Type drop-down list, indicate whether this part component is purchased or manufactured.
11. Within the Inventory section, define the Maximum On-Hand and Minimum On-Hand quantities that
should be maintained for this component part.
12. On the Standard toolbar, click Save.
To learn about the other fields and features available
through this program, review the Part Maintenance
sections in the Engineering chapter.
Continue to create all the component parts you need for the final sales kit.
Parent Parts
After you enter the component part records, you are ready to define the parent part. This record defines the
main options on the sales kit. You also select this part record on quote and sales order detail lines. You create
parent part records within Part Maintenance.
To complete the kit, you next open the part within the Engineering Workbench and create a bill of material, or
BOM, for the part record. This bill of material lists the component parts required to complete the kit.
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First, you define the parent part within Part Maintenance. Heres how:
1. Click the New button on the Standard toolbar.
2. Within the Part ID and Description fields, enter an identifier and a concise explanation for the parent part.
3. From the Type drop-down list, select the Sales Kit option.
4. Select a unit of measure class from the UOM Class drop-down list to specify the class type.
5. Optionally enter a Sales Unit Price for the part. This defines the overall price for the kit. If you leave this
field blank, however, two other methods are available for generating prices. You can total the prices of all
the component parts to generate the final kit price; you can also use price lists to determine the final price.
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6. Click the Down Arrow next to the New button; select New Site.
7. On the Sites > Detail sheet, define the Primary Warehouse that stocks this parent part.
8. From the Type drop-down list, select the Sales Kit option. This activates the fields on the Sales Kit sheet;
this sheet defines the main options for the sales kit. The next section, Parent Parts Sales Parameters, explains
these options.
9. Within the Inventory section, define the Maximum On-Hand and Minimum On-Hand quantities that
should be maintained for this parent part.
10. On the Standard toolbar, click Save.
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1. To display this sheet, click the Sales Kits tab. The options are displayed within the Sales Kit
Parameters section.
2. If you select the Allow Component Update check box, users can change the component parts that make
up the kit. Select this option for sales kits that can be modified for different kit combinations, such as
customer selections, during the sales order entry process.
3. The Allow Parameter Changes check box indicates that users can change the sales kit parameters directly
on quotes and sales orders. This causes the Sales Kit Params button to activate on the Line > Detail sheet
within both Opportunity/Quote Entry and Sales Order Entry; users can click this button to display and
change the sales parameters.
4. When the Backflush Kit Components check box is selected, it causes the component parts to be
automatically pulled from stock. If this check box is clear, each component part quantity must instead be
pulled individually from stock.
5. The Must Ship Kit Complete check box indicates all the component part quantities must be packaged
with the sales kit before it can be shipped to the customer. This sales order detail line cannot be closed
unless all the parts are shipped at once.
6. When you select the Print Components On Pack Slip check box, the application displays each component
part on a separate line on the packing slip. When this check box is clear, only the sales kit parts information
displays.
7. Use the Print Components On Customer Documents check box to display each component part on a
separate line on the quote, Order Acknowledgement, and invoice. When this check box is clear, only the
sales kit parts information displays.
8. Use the Price Type drop-down list to define how the system calculates the price for the sales kit. If you
select Parent Pricing, the total price is pulled from the Sales Unit Price field on the parent record. If you
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select Component, the individual Sales Unit Price values on each part component are added together to
generate the final price.
If you leave the Sales Unit Price fields blank on the
component parts and parent part records, price lists can
instead be used to determine the sales kits final price. To
learn more, read the previous Pricing and Discounting
section in this chapter.
2. The Revisions > Detail sheet displays. In the Rev field, enter the new revisions level.
3. In the Effective field, enter the date on which the revision can begin to be used.
4. In the Description field, enter a concise explanation for the revision.
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5. Next, click the Actions menu, highlight the Revision sub-menu, and select Check Out Revision.
6. The Part Revision Checkout window displays. Select the revision that you want to update, or engineer,
from the Revisions grid.
7. Revisions need to be checked out into an Engineering Change Order (ECO) group. Enter this Group ID
directly, or click the ECO button to find and select the group you need.
8. Click OK.
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9. You can now launch the part revision within the Engineering Workbench. Click Actions > Revision >
Engineering Workbench.
10. The Engineering Workbench displays. To create the bill of material (BOM), click the Method of
Manufacturing > Engineering > Parts tab.
11. Click the Part button to find and select the component part records you need.
12. After you exit the Part Search program, the parts you selected display within the Parts grid. Select a
component part.
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13. Click and drag this part under the Materials branch on the Tree View. The part is now a material required
for assembling this part. Continue adding all the component parts to the Tree View.
14. When you finish, click Save.
15. Now click the Revision > Detail tab.
16. Select the Not Approved check box. This check box changes to Approved.
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2. Enter a description of the change, and click OK. A message displays that states the check in is complete.
Click OK.
You have finished creating the sales kit. You can now create quotes and orders for this sales kit.
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2. Enter the sales kit part identifier directly, or click the Part/Rev button to find and select it.
3. In the Order Quantity field, enter how many sales kits the customer is ordering.
4. If the sales kit is set up so that users can change its parameters, the Sales Kit Params button is active. Click
this button.
5. The Sales Kit Parameters window displays. Make any changes that you need to the sales kit.
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6. When the Allow Component Update check box is selected, you can change the sales kit components
during the sales order entry process.
7. When you finish, click OK.
8. To add a new component to a sales kit, click the Down Arrow next to the New button; select New Sales
Kit Component.
9. Enter the Part number for the component part that you are adding to the sales kit.
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10. Now enter the Quantity Per Kit value and unit of measure; this value defines the number of component
parts required to complete the kit.
11. If you need to remove a component part from the sales kit, highlight the component part on the Kits Detail
> List and click the Delete button on the Standard toolbar.
12. You can also view the sales kit components on the Summary sheet in the Order Lines grid.
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13. Within the Order Lines grid, select the Kit Details check box.
The parent part and the component parts now display within the Order Lines grid.
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3. Use the Filter sheet to limit the report by specific sales orders and demand contracts.
4. Use the Selection sheet to define the report style.
5. To print the report, click Print on the Standard toolbar.
The Sales Order Acknowledgement report displays. The sales kit part components print on separate lines.
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Setup
This section describes the primary records you need to create for the Time Management module. Only the primary
records are described here. Some areas within the next Operations section may also document setup records if
these items are required for a specific workflow.
You may also need to set up some parameters within Company Configuration. Some modules have global settings
you define through this administration program. For more information, review application help for this module;
the Configuration topic details the options you define within Company Configuration. You can also review the
Company Configuration chapter in the Epicor ERP Implementation Guide.
Site Configuration
Use the Site Configuration Control program to determine if time transactions for this site require approval or to
bypass the approval process entirely. You also define the approval logic, or method, used to approve indirect
time and production time. You can set the approval method to approve transactions automatically, or to approve
transactions according to a setting in Employee Maintenance.
Menu Path: System Setup > Company/Site Maintenance > Site Configuration
This program is not available in Epicor Web Access.
1. Click the Site button to find and select the site you need. The Name of the selected site displays.
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2. Navigate to the Modules > Time and Expense > Time sheet. Here you can define the approval process
for time transactions by selecting options. You also configure some settings for time entry.
3. Select the Restrict Entry check box to restrict employees from entering time for other employees. When
selected, you designate users who can enter time for a specific employee, such as a supervisor, in Employee
Maintenance. Clear the check box to allow any user to enter time for any employee.
4. If Restrict Entry is enabled, you can use the Supervisor Allowed Entry function. Select the Supervisor
Allowed Entry check box and designated supervisors can enter, modify, and delete time transactions on
behalf of the employees they supervise. Employee supervisors are designated in Employee Maintenance.
5. Select the Submit on Save check box to automatically submit new time entries when they are saved. Note
that this is just a default setting and you can override it in Time and Expense Entry.
6. If you want approvers (supervisors or other designated administrators) to validate all time entries submitted
by employees, select the Approval Required check box.
7. If you want approvers to validate all time entries submitted by employees in the Manufacturing Execution
System, select the MES Labor Approval Required check box.
8. Use the Rights section to define whether approvers can delete or change time transactions submitted for
approval by employees.
9. If you are setting up the approvals for the first time, or if you wish to reset the approval workflows, click
Create Default Approval Workflows button. Approval workflows determine the route the time transaction
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has to take to be approved. There are several types of time workflows that are pre-defined in the application,
including: Multi Level Approval, Supervisor Approval, Project Manager Approval, and PM and Supervisor
Approval. Clicking the button launches the Create Default Workflow for Approvals window where you can
decide which workflow approval you want the Epicor application to create.
If the workflow approvals have been entered using
Workflow Group Maintenance, a message displays
informing you that the defaults already exist. Click Yes
to reset the manually entered Workflow Group records.
10. Use the Logic section to define the approval method for indirect time transactions and production time
transactions submitted by employees. If the method is Automatic, time is approved automatically upon
submission. If the method is Employee, then the transactions are approved as defined in Employee
Maintenance.
You define the project time approvals on each project as
appropriate.
11. Use the Time Defaults section to define a default Time Workflow Group used to approve time if a time
workflow group is not defined in Employee Maintenance.
12. When you finish, click Save on the Standard toolbar.
Employees
If you set options in the Site Configuration Control program to define approvals according to settings in Employee
Maintenance, additional setup is required. You use Employee Maintenance to define whether time for a specific
employee is approved automatically or by a specific workflow group. You also assign a mandatory supervisor
which may be used during the approval process. You can restrict who can enter time for another employee in
this program.
For details about other setup requirements in Employee
Maintenance, review the Personnel chapter in the Epicor ERP
Implementation Guide.
Menu Path: Service Management > Time Management > Setup > Employee
To set up an approval workflow for a specific employee:
1. On the Detail sheet, click the ID button to find and select the employee record you need. The selected
employee record displays in the sheet.
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2. You can also click the Person / Contact button to find and select the individual you want to define as an
employee.
If you have an individual who needs to be defined on
multiple records like a shop employee who is also a buyer,
you can define this person in Person / Contact
Maintenance first and then link this person record to other
records throughout the application. To learn about this
functionality, review the Personnel chapter in the Epicor
ERP Implementation Guide.
3. Click the Supervisor button to find and select a supervisor for this employee. If the Approval Required
check box is selected in the Site Configuration Control program, then each employee must have a designated
supervisor. The supervisor is the approver when the approval process is not automatic and you have not
designated a workflow group in Employee Maintenance or Site Configuration Control.
4. Navigate to the Time and Expense > Time > Detail sheet.
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5. Select the Auto Approve Time check box to automatically approve time transactions.
6. Alternately, select a workflow group from the Workflow Group drop-down list to designate a workflow
group to approve time transactions.
7. You can view the workflow group you selected. To do this, click the Approval Tasks tab.
8. Expand the workflow group tree to review the different tasks defined for the workflow group.
Restrict Entry
If you selected the Restrict Entry check box in Site Configuration Control, you must also define who can enter
time for specific employees in Employee Maintenance. Designated users can enter time for employees in Time
Entry.
1. Navigate to the Production Info sheet.
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2. In the User Name field, select the user who can enter time for the employee.
3. When finished, click Save on the Standard toolbar.
As a result, the designated user can enter the employees ID in Time Entry, and enter time for the employee.
You can restrict an employee from entering their own
time by selecting the Disallow Time Entry for user
assigned to employee check box on the Time and
Expense > Time > Detail sheet in Employee
Maintenance. You can also identify an employee (for
example, a payroll manager) in User Account Maintenance
with the ability to update time or expense records for
employees.
Time Type
Use Time Type Maintenance to define different charge rates for labor hours for Time and Material projects. For
example, you may want to define time types for higher rates charged for overtime hours or labor performed on
weekends. You use time types in Time Entry when entering time for project labor; a different charge rate is
applied to the hours worked instead of the charge rate associated with the employees project role code.
Menu Path: Service Management > Time Management > Setup > Time Type
To enter a new time type:
1. Click New on the Standard toolbar.
2. Enter the Time Type identifier for the new time type.
3. In the Description field, enter a description of the time type.
4. Leave the Inactive check box clear to indicate the time type is available in the application.
5. When you finish, click Save.
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Indirect Labor
Use Indirect Labor Maintenance to create labor codes you leverage to track labor performed during the work
day that is not associated with a specific project or job. Indirect labor codes are available in Time Entry when
employees are entering time for indirect labor.
Menu Path: Service Management > Time Management > Setup > Indirect Labor
To create a new indirect labor code:
1. Click New on the Standard toolbar.
2. In the Code field, enter an identifier for the new indirect code.
3. In the Description field, enter a description of the indirect code.
4. In the Expense Code field, select the code you need. The labor expense code displays as the default during
time entry when you enter the indirect code, and it defines the type of labor recorded within the general
ledger.
5. When you finish, click Save.
Role Codes
Role codes define a position an employee carries out on a job or project. In Time Entry, role codes are used for
two functions: time approval and billing rates. You set up role codes for these functions in the same window,
Role Code Maintenance, but it is important to define separate roles with these distinct functions in mind. Some
of the fields within Role Code Maintenance are for use with time approval, and others are for billing rates. The
sections that follow explore role code examples for each type of function.
Menu Path: Service Management > Time Management > Setup > Role Code
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2. Enter an identifier for the new record in the Role field. This example uses the code Consultant.
3. Enter a Description for the new role. This value displays on Role drop-down lists throughout the application.
4. If employees serving in this role receive commission for doing the work (such as a sales representative or a
trainer), select the Commissionable check box. Commission rates are defined on quotes and sales orders.
For the purposes of this example, the Consultant role will not earn commission.
5. Select the Resource Group Billing Rates check box to indicate you wish to define charge rates for the
role.
6. Once the Resource Group Billing Rates check box is selected, the application activates the Primary
Resource Group button. Use this button to find and select the resource group you wish to use for billing
expenses with this role code. Once you select a resource group, its Description displays automatically.
7. Because the Consultant role requires recourse group billing rates, the next step is to add these rates. To do
this, click the Down Arrow next to the New button; select New Role Rate.
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8. Define how long this rate should be active within the Effective Date and End Date fields.
9. Click the Currency drop-down list to choose the currency used with this rate.
10. Enter the rate to use within the Charge Rate field. The application will use the charge rate entered here
along with the currency to determine the amount charged. In this example, 30 dollars per hour.
11. Now select the Time Type to be linked to the rate. This value determines what kind of labor will be performed
through this rate, like weekday labor or overtime pay. In this example, the new rate will use the regular
billing rate.
12. You can add more rates if necessary for the code. For example, you could create a role rate of 50 dollars
when the time type is overtime. That would mean that you could use the Consultant role on a project and
then choose which role rate should be charged based on the time type.
When finished, click Save.
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2. Enter an identifier for the new record in the Role field. This example sets up the code 1st Approval.
3. Enter a Description for the new role. This value displays on Role drop-down lists throughout the application.
4. If employees serving in this role receive commission for doing the work (such as a sales representative or a
trainer), select the Commissionable check box. Commission rates are defined on quotes and sales orders.
It is not typical that approver roles would receive commissions for the work, so for the purposes of this
example, the First Approver role will not earn commission.
5. In the Time and Expense Options, select the Time and Expense Approval check box to determine that
this role code has permissions to approve time and expense transactions for other employees. Checking
here also allows other programs, such as Task Set, to search for and select this role for time and expense
approvals.
The Time and Expense Approval check box is available
only if the Time Approval Required (or the Expense
Approval Required) option is enabled in Site Configuration
Control.
6. Select the Project Manager Approval Role check box to indicate that employees assigned to this role
manage work within a project.
When this checkbox is enabled and you use this role to set up a workflow group, an approval task will be
created for the project manager.
7. If employees using the role code are supervisors over tasks carried out on jobs and projects, check the
Supervisor Approval Role check box. When checked, specify the number of levels of supervisors are above
the role. For example, 0 (zero) indicates that no further approval is required following this role, while a 1
indicates that the supervisor must also approve the task.
In a scenario where you are defining an approver in a
workflow group, only the Time and Expense Approval
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1. On the Detail sheet, click the Employee ID button to find and select the employee record. The selected
employee record displays on the sheet.
2. Click the Down Arrow next to the New button; select New Time Quick Entry.
3. The Time > Detail sheet displays. In the Quick Entry field, enter a unique identifier for the quick entry
code.
4. Click the Labor Type drop-down list to select a labor type for the time quick entry code. The labor type
determines which fields are available for definition. You can select Indirect, Production, Project, Service, or
Setup. Depending on what you select, different fields become active on this sheet.
5. If you select the Project labor type, the Project button activates. Projects define complex initiatives your
company is working on. Click this button to find and select the project you need. You can also enter the
Project identifier directly. You create projects within Project Entry; review the chapter covering Project
Management for more information.
6. Selecting a Project labor type activates the WBS Phase button. Click this button or use the drop-down list
to select the Work Breakdown Structure (WBS) phase you wish to link to this time quick code entry.
7. If you select the Production, Service, or Setup labor types, the Job button activates. Use this button to find
and select the specific job you wish to associate with this time quick code entry.
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8. After you select a job, the Assembly and Operation buttons and fields activate. If you need, use these
controls to define a specific assembly or operation you wish to include.
A job can also be linked to a WBS Phase. If this is the case,
the Job number displays by default, and you can then
select the Assembly and/or Operation you need.
9. Roles define a position the employee carries out on a job or project. If you need to associate a role with this
time quick code entry, select it from the Role drop-down list. You create roles within Role Code Maintenance.
10. Time types define different charge rates you use for labor hours. For example, you might create a time type
for overtime hours. Select the Time Type you need from the drop-down list.
11. If you select the Indirect labor type, the Indirect drop-down list activates. Select the indirect code you need
to associate with this time quick code entry.
12. Click the Expense Code drop-down list to define what expense type like Inspection, Grinding, and so on
to link to this time quick code entry.
13. If active, select the Resource Group and/or Resource you need to associate with this time quick code entry.
Resources define machines and employees involved in the production process.
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14. Enter the Labor Hours you need for this entry.
15. When you finish, click Save on the Standard toolbar.
16. The time quick entry code displays in the Tree View. Notice all of the time quick entry codes and expense
quick entry codes for the selected employee display on this Tree View.
Operations
This section details the operations available in the Time Management module. Each operation is described as a
workflow (sequence) to help guide you through the process from start to finish. These programs are primarily
found within the General Operations folder for this module. If a unique setup record is required to run the
operation, this record is also described in this section.
Time Entry
Use Time Entry to enter employee hours for indirect labor, production labor, or project labor and submit those
hours for approval. You can enter time on a daily or weekly basis. After time transactions are entered, you can
view, modify, recall, and copy them. You can also monitor the status of entered transactions and enter comments
for approvers.
The sheets in Time Entry provide different ways for entering time. The sections that follow demonstrate some of
the ways you can enter time.
Menu Path: Service Management > Time Management > General Operations > Time and Expense Entry
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2. Use the Retrieve Records By option to retrieve transaction data by day, week, or month.
Select Day to retrieve records only for the day you selected in the calendar. If you select multiple days,
only the records for the first day of the selected range will display. Note that the Time > Weekly Time
sheet will not display any data, and the ability to add a new time weekly view record is disabled.
Select Week to retrieve records for the week of the day you selected in the calendar. If you select multiple
days spanning more than one week, only records for the week of the first selected day display.
Select Month to retrieve records for the month of the day you selected in the calendar.
If you change between options, be sure to click Refresh
to display the new results.
2. The current date displays in the Calendar by default. Click another date to change it.
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3. Navigate to the Time > Daily Time > Detail > Detail sheet.
4. Click the Down Arrow next to the New button; select New Time Detail.
5. From the Labor Type drop-down list, select the type of labor performed. The labor type determines which
fields are available for entry in the sheet, and default values populate some of the fields. This example uses
the Indirect labor type.
6. In the Labor section, use the Clock In and Clock Out values or enter the time in the Labor Hrs field to
define the time the employee performed the labor.
7. Select an Indirect Code for the labor performed.
8. Select an Expense Code for the labor performed.
9. Select the Submit on Save check box to automatically submit new Time entries when you click Save. If you
select or clear this check box in Time and Expense Entry, you override this default Site setting.
10. The Location section defines the default resource group, department information, and resource for this
transaction. You can change these options if you need.
11. When you finish, click Save on the Standard toolbar.
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1. To create a new comment, click the down arrow next to the New button and select New Time Comment.
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2. Click the Down Arrow next to the New button; select New Weekly Time.
Calendar Day
The Calendar Day sheet shows the day you selected on the Calendar pane. The date and day of the week is
shown at the top of the page and the time of day displays down the left margin, just like a desk calendar or a
day timer book. Any time that has been entered, submitted, rejected, or approved for this day will show in
color-coded blocks.
1. Select the day to view in the Calendar pane.
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8. Once you have highlighted the correct period of time on the calendar, click the Right Mouse Button and
select New Time Entry.
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The Daily Time Entry sheet displays. Enter the time transaction as usual.
9. Note that you can select multiple days in the Calendar pane, and the Day sheet will display them all. In this
example, July 4 through July 8 are selected.
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10. Even when the view is formatted in this way, you can use the same process of selecting a time period and
using the Right Mouse Button to select New Time Detail to add a time transaction.
Calendar Week
The Calendar Week sheet shows the week you selected on the Calendar pane. Each day is shown in a block. As
with the Calendar Day view, any time that has been entered, submitted, rejected, or approved for this day will
show in color-coded blocks.
1. Select a day in the Calendar pane.
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Calendar Month
The Calendar Month sheet shows the week selected on the Calendar pane. Each day is shown in a block. As
with the Calendar Day and Month views, any time that has been entered, submitted, rejected, or approved for
this day will show in color-coded blocks.
1. Select a month in the Calendar pane.
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2. To begin tasks on an operation, click the Start button for the type of activity you are performing. You can
select Start Production Activity, Start Indirect Activity, Start Setup Activity, or Start Rework Activity.
3. The appropriate Start Activity window displays. This example is for a production activity. Enter or search
for the Job you need to work on.
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8. To end your MES session, click the Log Out button on the MES Menu.
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11. To display the labor entries, navigate to the Time > Daily Time > Summary > Detail sheet.
12. In the Calendar pane, click the date you performed the work. The labor entries display on the sheet.
Selection Calendar
You can use the time entry selection Calendar to review and manage your time entries and the time entries of
your employees. The selection Calendar determines the time transactions that display in the time entry tree,
indicates the status of the transactions, and loads transactions into the time entry grids for review.
Menu Path: Service Management > Time Management > General Operations > Time and Expense Entry
1. In the Employee field, enter your Employee ID.
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4. Select a date in the selection Calendar to review time transaction details. You can use the Shift key or click
and drag to select and view multiple dates.
5. Expand the date within the Tree View to see the transactions entered. Icons indicate the status of a
transaction.
6. Select a date in the tree to display transaction details on the Time > Daily Time > Detail > Detail sheet.
7. Click the List tab to view a list of each time entry. Each time entry displays in a separate row. Use the scroll
bars to review the details.
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8. Click the Approvals tab to see who is assigned to approve the transaction.
Time Approval
As described in the introduction of this chapter, you can configure Time Management so that the Epicor application
requires approvals for submitted time transactions, or so that no approvals are required at all. If you choose to
use approvals, you can specify who should do them and even choose multiple people to approve transactions in
a particular sequence.
If your organization uses approvals, you must configure certain options in the Site Configuration window (as
described earlier in this chapter) and set up some workflows so that the application can route the transaction to
the proper person(s) for approval. Your Epicor application enables you to use approvals on indirect and production
time, and also on time that is entered toward a specific project.
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As the flowchart shows, once a time transaction is entered, the application checks the setting of the Approval
Required check box on the Time sheet in Site Configuration. If this box is clear, then time approvals are not
required, the time is automatically approved and no other action is required.
If the Approval Required box is checked, then the application moves to the settings in the Logic pane in Site
Configuration: Production Approval Logic and Indirect Approval Logic. Each of these fields can be set to
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Automatic or Employee. When set to Automatic, the time (for either production or indirect) is automatically
approved and no other action is required.
When the logic field is set to Employee, the application moves to the Employee record to determine whether
approvals are necessary. The Auto Approve Time check box, on the Time and Expense > Time > Detail sheet,
determines this. When this box is checked, then the time is automatically approved and no other action is required.
When Auto Approve Time is clear, the application checks the Workflow Group field in the Employee record,
also on the Time and Expense > Time > Detail sheet. If there is a workflow group selected here, that group will
be used to perform the approval. If there is no workflow group specified for the employee, the application returns
to the Site Configuration settings and uses the group listed in the Time Default section at the bottom, in the
Time Workflow Group field. If no group is listed as a default, the Epicor application uses the employee's
supervisor (as specified in Employee Maintenance > Detail in the Supervisor field) as the approver.
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As this flowchart shows, once a time transaction is entered against a project, the application checks the setting
of the Approval Required check box on the Time sheet in Site Configuration. If this box is clear, then time
approvals are not required, the time is automatically approved and no other action is required.
If the Approval Required box is checked, then the application moves to the Approvals Method field in Project
Maintenance > Project > Approvals > Time > Detail. When this is set to Automatic, the time is automatically
approved and no other action is required.
When the Approvals Method is set to Project, the application uses the approvals process defined in the WBS
phase or, if there is not a workflow defined at the phase level, the workflow entered for the project as a whole.
If the Approvals Method is set to Employee, the application moves to the Employee record to determine whether
approvals are necessary, in the same was as it does with indirect and production time. The Auto Approve Time
check box, on the Time and Expense > Time > Detail sheet, determines this. When this box is checked, then the
time is automatically approved and no other action is required.
When Auto Approve Time is clear, the application checks the Workflow Group field in the Employee record,
also on the Time and Expense > Time > Detail sheet. If there is a workflow group selected here, that group will
be used to perform the approval. If there is no workflow group specified for the employee, the application returns
to the Site Configuration settings and uses the group listed in the Time Default section at the bottom, in the
Time Workflow Group field. If no group is listed as a default, the Epicor application uses the employee's
supervisor (as specified in Employee Maintenance > Detail in the Supervisor field) as the approver.
Workflow Groups
When a time transaction is submitted and approvals are enabled, the Epicor application looks for a workflow
group to determine who needs to approve it and in what sequence.
Time Management comes with several pre-defined workflow groups that cover typical approval scenarios. Most
organizations will find that the pre-defined workflow groups are sufficient for their approval needs, but if your
process is more complex or different from the available options you can create a custom workflow.
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supervisor will review time and approve or reject it. You can use the supervisor approval workflow for indirect,
production, and project time.
For a more detailed look at how the Supervisor Approval
workflow functions in the application, see the example on the
following pages.
Project Manager Approval Workflow Group
This workflow is a good choice when the project manager (assigned in Project Entry) should be doing approvals,
in lieu of the supervisor. Assign this workflow on a project or on a WBS phase of a project.
It makes sense to use this workflow on project time only, as indirect and production time, by definition, are not
projects and therefore do not have a project manager.
Project Manager & Supervisor Approval Workflow Group
This workflow group, also for use with project time submissions, uses both the project manager assigned on the
project and the supervisor assigned to the employee as the approvers for time transactions.
Again, this workflow group is not typically used with indirect or production time, as those do not have project
managers.
Multiple Level Approval Workflow Group
The Multiple Level Approval Workflow group uses group members assigned to approval roles in Workflow Group
Maintenance. You specify a first approver (for example, supervisor or manager) and a second approver (for
example, an accounts payable manager). The time transaction must be approved by the first approver before it
is presented to the second approver. To use Multiple Level Approval as your template, you must assign group
members to the approval roles in Workflow Group Maintenance. You can use the Multiple Level Approval
workflow group with indirect, production, or project time.
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4. Select the Approval Required check box to require approval of all time entries submitted by employees.
5. Click the Indirect Approval Logic drop-down list to select the method for approving time transactions.
Select Employee to approve time transactions as defined in Employee Maintenance.
6. Select a default Time Workflow Group. This is the group that will be used for employees that do not have
a workflow specified in Employee Maintenance.
7. Click Save.
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Employee Maintenance
Because the site is configured to check the employee record for the approval workflow, each employee must be
set up. The example here shows an employee (Margaret) using the approval workflow for supervisor approval.
Employees that do not require approvals at all can be set up so that the time is automatically approved.
Menu Path: Service Management > Time Management > Setup > Employee
1. On the Detail sheet, click the ID button to find and select the employee record you need. In this example,
the employee is Margaret D'Marco, employee ID 250.
2. Verify that a supervisor has been entered for the employee. If not, click the Supervisor button to select the
correct supervisor. This is the employee who will approve time entries for this employee. In this example,
the supervisor is Vincent.
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3. Navigate to the Time and Expense > Time > Detail sheet.
4. The employee requires approvals for time entries, so clear the Auto Approve Time check box.
5. Click the Workflow Group drop-down list to select Supervisor.
Note: For an employee that does not require approvals for time entries, such as a high-level manager, check
the Auto Approve Time check box and save the record. Time for these employees will not go through an
approval workflow because no approval is needed.
6. When you finish, click Save.
Time and Expense Entry
When the employee in the example, Margaret, enters indirect time, the application looks to the workflow set in
her employee record to determine who should approve the time.
Menu Path: Service Management > Time Management > Time and Expense
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1. Indirect time entered for Margaret in Time and Expense Entry is submitted for approval, as shown in the
Status field on the Time > Daily Time > Detail > Detail sheet, for approval.
2. For more information on the status of the approval, click the Approvals sheet. The Approvals sheet shows
the name of the approver(s) who have already approved the transaction, those that are pending, as well as
the date the transaction was approved.
3. In this example, see that the time transaction is still awaiting approval by Vincent, Margaret's supervisor.
Time Approval
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2. The pertinent information for the time transaction is displayed. Vincent can approve or reject the transaction,
or he can approve or reject and add a comment. In this example, the transaction is approved and a comment
is added, thanking Margaret for coming in to work on an extra project using the Approve With Comment
button.
3. The pop-up provides a place to enter the message. Once entered, click OK to save and close the approval.
Once a time transaction has been approved by the approver, the transaction can move on to the next approver,
if one exists. In this example, Vincent is the only approver so the process is complete. Note that Vincent would
use the same procedure to reject the transaction, using the Reject or Reject With Comment buttons.
Time and Expense Status
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The status of time transaction approval is shown in Time and Expense Entry. In this example, Margaret has several
transactions entered.
1. The Calendar pane shows the status of the time transactions entered on each day.
2. For additional detail, click on a date. The transactions are listed in the Time and Expense pane beneath the
calendar in a tree view. Click the individual icons to retrieve the data for that transaction in the main window.
Tasks
An approval task is the approval of a time transaction performed by a user belonging to a defined role. You use
Task Maintenance to define one or more approval tasks. A task is a combination of approving time plus an
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approver role. For example, you define a task named Time Approval Task, which consists of an approve time task
assigned to an approver role named Time Approver. You can assign one or more users to an approver role.
Tasks are used throughout the application. In the following
sections, the tasks described are for use within Time
Management.
You can also define a hierarchical approval process which requires two or more levels of approvers to approve
a time transaction. To define a hierarchy of approvers, define an approval task for each level of approval, such
as a task named First Approval with an assigned First Approver role, and a task named Second Approval with an
assigned Second Approver role.
Task Sets
A task set is a group of organized tasks and milestones. A time approval task set must include all the approval
tasks required to approve a time transaction. For example, a simple task set might include a single approval task.
If you use an approval hierarchy, you must include all other tasks.
Menu Path: Service Management > Time Management > Setup > Task Set
To create a time approval task set:
1. Click the Down Arrow next to the New button; select New Task Set.
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6. Select the First Milestone check box for the milestone that begins the series.
7. Add more milestones. Click Save after adding each new milestone.
8. Clear the First Milestone check box on the second milestone.
9. Associate each milestone with the next milestone. To do this, select the First Approval Task milestone.
10. Click the Down Arrow next to the New button; select New Next Milestone.
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11. The Milestones > Next Milestones > Detail sheet displays.
12. Click the Next Milestone drop-down list and select the Second Approval Task.
13. Click Save.
14. When you finish, the task set structure is defined in the Task Sets tree.
Workflow Group
A time approval workflow group consists of a time approval task set and the group members assigned to the
approver roles. You set up a time approval workflow group and assign group members in Workflow Group
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Maintenance. You can set up one or more workflow groups as needed, and apply them to specific employees
or use one as the default for all employees.
Menu Path: Service Management > Time Management > Setup > Workflow Group
To create a time approval workflow group:
1. In the Workflow Type list, select Time & Expense.
2. Click the Down Arrow next to the New button; select New Workflow Group.
3. Enter a Workflow Group identifier.
4. Enter a Description for the group.
5. Click the Default Task Set drop-down list to select the time approval task set for the workflow group.
6. Click Save on the Standard toolbar.
7. Click the Down Arrow next to the New button; select New Group Member.
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9. Click the Member drop-down list and select the employee you want to add to the workflow group. In this
example, Sean Nester was selected.
10. Click the Role drop-down list and select the approval role you want to assign to the group member from
the approval task set.
11. When you finish, click Save on the Standard toolbar.
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3. Navigate to the Modules > Time and Expense > Time sheet.
4. Select the Approval Required check box to require approval of all time entries submitted by employees.
5. Click the Indirect Approval Logic drop-down list to select the method for approving time transactions.
Select Employee to approve time transactions as defined in Employee Maintenance.
6. If you need, select an optional default Time Workflow Group.
7. When you finish, click Save on the Standard toolbar.
Employee Maintenance
Menu Path: Service Management > Time Management > Setup > Employee
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1. On the Detail sheet, click the ID button to find and select the employee record you need.
2. Navigate to the Time and Expense > Time > Detail sheet.
Time Approval
Use the Time Approval program to review, approve, or reject time transactions submitted by employees. Depending
on the configuration of your company, authorized approvers can modify submitted transactions or delete existing
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transactions during the approval process. Approvers can enter optional comments for review by the submitters
of the transactions.
Menu Path: Service Management > Time Management > General Operations > Time and Expense Approval
To approve time transactions:
1. On the Approver sheet, enter your Approver ID or click the Approver ID button to find and select your
ID. Your approver ID is the Workforce ID assigned to you in Work Force Maintenance.
2. All time transactions submitted by employees for your approval display on the Time > List sheet; each time
transaction displays on a separate row.
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3. Use the Time > Comments sheets to review any comments entered by the submitter.
4. Select the row you want to approve; or, to select all rows for approval, click the Select All button.
5. If necessary, click the Rate Preview button to review the transaction charge/cost rates. The application
calculates and displays the charge rate, cost rate, charge currency, and cost currency for the transaction.
6. To approve a transaction(s) without entering any comments, click the Approve button.
7. To enter comments for the submitter, click the Approve With Comment button.
Once the transaction is approved, it no longer displays in the grid.
Reject Time Transactions
To reject time transactions:
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1. On the Approver sheet, enter your Approver ID or click the Approver ID button to find and select your
ID. Your approver ID is the Workforce ID assigned to you in Work Force Maintenance.
2. All time transactions submitted by employees for your approval display on the Time > List sheet; each time
transaction displays on a separate row.
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The transaction is rejected and no longer displays in the Time and Expense Approval program.
Reports
This section describes some key reports you use to monitor your employees time entries. You can run these
reports whenever you need. You can also set up each report to generate and print through a recurring, automatic
schedule. Review the Automatic Data Processing chapter in the Epicor ERP Implementation Guide for information
on how you link a report to a recurring schedule.
The Time Management module includes two reports to help you manage your time and the time of your employees.
These reports are the Time Report and the Time Booking Exception Report.
Time Report
Use the Time Report to generate and print a simple employee time sheet. This report displays time entered by
specific employees for a period of time you choose. The report can span multiple weeks and time periods.
Menu Path: Service Management > Time Management > Reports > Time
To set up and run this report:
1. Navigate to the Filter sheet.
2. Click the Employee button to find and select the ID of the employee whose time you want to review. You
can select one or more employees.
3. In the Employee List, select the employee(s) to include in the report.
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5. Use the From Date and To Date fields to define the period of time to include in the report. The report can
span multiple weeks and time periods.
6. Click the Print button on the Standard toolbar to print the time sheet.
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1. Use the From Date and To Date fields to define the week to include in the report.
2. Use the Report Options section to define the report criteria. To include Missing Hours, select = (equal
to), < (less than) , or > (greater than), and enter a numeric value in the adjacent field. For example, you can
define criteria to include employees missing more than 10 hours.
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3. To include a utilization percentage, select = (equal to), < (less than), or > (greater than), and enter a numeric
value in the adjacent field. The Indirect Codes for % Utilization list contains the indirect codes included
in the percentage utilization calculation.
4. To exclude an indirect code from the calculation, select the code in the Indirect Codes for % Utilization
field and click the Right Arrow to move the code to the Excluded Indirect Codes list.
5. Use the Filter sheet to limit the report to specific employees.
6. Click Print on the Standard toolbar to print time booking exceptions.
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Setup
This section describes the primary records you need to create for the Project Management module. These programs
are contained within the Setup folder for this module. Only the primary records are described here. Some areas
within the next Operations section may also document setup records if required for a specific workflow.
You may also need to set up some parameters within Company Configuration. Some modules have global settings
you define through this administration program. For more information, review the Company Configuration
chapter in the Epicor ERP Implementation Guide.
Time Types
Use Time Type Maintenance to create and maintain Time Type codes. These codes establish different charge
rates for different times recorded against a project. These types help classify the labor placed against a project.
They display on various reports and trackers.
The time type functionality can be used for Time and Material
projects and requires the Project Billing license.
Menu Path: Service Management > Time Management > Setup > Time Type
To create a time type code:
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2. Enter a unique identifier for the Time Type. This value displays on several programs and reports.
3. Enter a Description for the time type.
4. If this time type is no longer in use, select the Inactive check box. This time type will then not be available
as an option from Time Type drop-down lists.
5. Click Save.
Burden Codes
You create and maintain burden codes to help you track burden costs within your resources and resource groups.
Use these codes to define the unique expenses your company needs to define as burden. The expenses defined
as burden are unique from company to company, but as a costing rule, burden expenses do not include direct
labor or direct material costs on a job.
The codes you create here are grouped within Burden Set Maintenance.
Menu Path: Service Management > Project Management > Setup > Burden Code
To create a burden code:
1. Click New on the Standard toolbar.
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2. Enter a unique identifier for the Burden Code. This value displays on several programs and reports.
3. Enter a Description for the burden code.
4. Select the Project Roles sheet to indicate what roles within the project are included with this burden code.
5. Select the Use All Project Role Codes check box to add all roles to the current burden code.
6. If you only want to use some roles, use the Arrow buttons to select and remove specific roles from the
current burden code.
7. Click Save.
Burden Sets
Access Burden Set Maintenance to define a group, or set, of burden codes you want to apply against a project.
The burden set controls the provisional percentages used during the invoice preparation process. You also use
burden sets to update actual burden percentages you then use at the end of a project to see where the actual
burdens vary from the original burden estimates. You can also place, or nest, one burden set inside another
burden set; you can then override burden rates as you need to reflect the makeup of the capital project.
Use the burden set functionality with Time and Material, Cost
Plus, and Progress Payment projects. Using this functionality
requires the Project Billing license.
Menu Path: Service Management > Project Management > Setup > Burden Set
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2. Enter a unique identifier for the Burden Set. This value displays on several programs and reports.
3. Enter a Description for the burden set.
4. Click the Down Arrow next to the New button; select New Burden Code.
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5. The Burden Codes sheet displays. Use the Processing Sequence field to define the sequence through
which the burden set calculates the burden codes.
6. Select the Burden Code you want to add to this burden set.
7. Use the check boxes in the Apply Burden On section to specify what is calculated by the invoice process
(labor, contract labor, and so on) using the selected burden code.
8. Click the Down Arrow next to the New button; select New Effective Date.
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9. The Burden Codes > Effective Dates sheet displays. Enter the Effective Date you need for the burden
code.
10. Enter the Provisional Percent you need for the burden code.
11. Continue to add the effective dates you need. When you finish, click Save.
2. Click the Burden Code button to find and select the burden code.
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3. In the Actual Rate field, enter the current actual burden percentage.
4. Enter the Effective Date when this rate becomes active.
5. Continue to enter actual rates for all the burden codes you need. When you finish, click Save.
Role Codes
Use Role Code Maintenance to create and maintain the role codes you need for projects. These codes define
various functions required to complete a project. They provide the Project Billing process with rates for each role
in order to invoice them. It is possible to assign a role code to an operation, which forces the hours to be booked
against employees authorized to carry out that role in the project.
You also use roles within the Customer Relationship
Management, Case Management, and Engineering modules.
Within Project Management, role codes can be used with Time
and Material projects.
Menu Path: Service Management > Project Management > Setup > Role Code
To create a role code:
1. Click New on the Standard toolbar.
2. Enter a unique identifier for the Role Code. This value displays on several programs and reports.
3. Enter a Description for the role code.
4. Select the Resource Group Billing Rates check box to indicate the billing rates defined for the selected
resource group are used in project billing.
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5. You can click the Primary Resource Group button to find and select the resource group you need.
6. Use the check boxes in the Time and Expense Options section to specify approval permissions for the
role.
If you select more than one approval role option, tasks
will be created for all individuals matching those role
criteria. See the Time and Expense chapter for more
information on the approval process.
7. Click the Down Arrow next to the New button; select New Role Rate.
Employees
You set up employees to help define the work they will do on a project. You can link an employee to a resource
group. Employees can also report time against jobs directly. You can also select and review role codes on each
employee record; use these role codes when you want to track the role criteria of an employee.
Menu Path: Service Management > Project Management > Setup > Employee
To associate an employee to a resource group and role code:
1. Click the Down Arrow next to the New button on the Standard toolbar; select the New ID option.
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2. Enter a unique identifier for the Employee. This value displays on several programs and reports.
3. Optionally, select the Person / Contact identifier for this employee record, if one exists. If one does not
exist, the application uses the values in the employee information fields to automatically create a
person/contact record.
If you have an individual who needs to be defined on
multiple records, like a shop employee who is also a buyer,
you can define this person in Person/Contact Maintenance
first and then link this person record to other records
throughout the application. To learn about this
functionality, review the Personnel chapter in the Epicor
ERP Implementation Guide.
4. Select the Contract Employee check box to indicate this employee is paid on contract rather than through
payroll. This value is used when the application determines costs through an advanced billing invoice.
5. Select the Production Info sheet.
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6. Select the Resource Group and Resource you want to associate with this employee.
7. Click the Down Arrow next to the New button; select New Role Code.
8. The Role Codes > Detail sheet displays. Click the Role Code button to find and select a role code. Role
codes contain role code rates which define the effective date and end date, the currency associated with
the charge rate, and time type codes.
9. Continue to make the changes you need. When you finish, click Save.
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Markup Codes
Use Markup Maintenance to enter markup percentages for specific part classes or against specific project role
codes. These percentages are linked to a markup record. You must create the markup record before you can
define markup percentages.
Menu Path: Service Management > Project Management > Setup > Markup Code
When Cost Plus Invoicing is selected on a project, the invoice process calculates the cost of labor, material, and
subcontract expenses, and then applies the markup percentages.
You also use markup codes within the Customer Relationship
Management and Quote Management modules.
To enter and edit the primary information for a markup record:
1. Click the Down Arrow next to the New button; select New Quote Markup.
2. Enter a unique identifier for the Markup. This value displays on several programs and reports.
3. Enter a Description for the markup code identifier.
4. Select the appropriate Percent Type option, Markup or Profit. These options change how the markup
percentages are calculated. If you select Markup, the cost is increased directly by the markup percentages.
If you select Profit, the percentage is subtracted from 100%; the cost is then divided by this percentage.
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2. Click the Class drop-down to select a class identifier from the list of the codes assigned to uniquely identify
the Part Class codes.
3. Enter the Mtl Markup% for materials within the selected part class. All materials assigned to this part class
receive this markup rate.
4. Select the appropriate Percent Type option, Markup or Profit. These options change how the markup
percentages are calculated. If you select Markup, the cost is increased directly by the markup percentages.
If you select Profit, the percentage is subtracted from 100%; the cost is then divided by this percentage.
5. Click Save.
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2. Click the Role Code drop-down to select a role code identifier from the list of previously assigned role
codes.
3. Enter the Role Code Markup% for the selected role code. This information is used when project roles
require a different markup percentage from the percentage defined on the Markup > Detail sheet.
4. Click Save on the Standard toolbar.
Operations
This section details the operations available in the Project Management module. Each operation is described as
a workflow to help guide you through the process from start to finish. These programs are primarily found within
the General Operations folder for this module. If a unique setup record is required to run the operation, this
record is also described in this section.
Project Entry
You create, update, and complete your projects within Project Entry. Almost every aspect of each project is
controlled through this entry program; use it to add the Work Breakdown Structure (WBS) phases, milestones,
checklist tasks, and the contract billing records you need. You also add quotes, orders, and other records required
to complete the project.
You start by defining a projects main settings on the Project > Detail sheet. Once the overall project is defined,
you can then add Work Breakdown Structure (WBS) phases to it.
Menu Path: Service Management > Project Management > General Operations > Project Entry
To create a new project:
1. Click New on the Standard toolbar.
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2. In the Project ID and Description fields, enter a unique identifier and a description for the project.
3. The Revision field indicates the revision level of a project. For a new project, this value is always set to 1.
When the Build Project Analysis process is run, you can increase the revision level using the next available
number. You can then keep the project data from the previous version for use on the next project.
4. The Start Date defines when the project will be launched.
5. The End Date defines when you expect to finish the project.
6. Optionally, use the Warehouse and Bin fields to indicate where the parts are staged during the project.
7. By default, the Active check box is selected. This indicates you can add or update records to the project.
However, if this check box is clear, the project becomes inactive and no changes can be made to it.
8. Click the Create Project Job button to generate a new job using the next available job number. This number
is assigned to the primary job.
When you create a project job from the Project Entry window, it will be created for the same site as the
project. Likewise, if you add the primary job manually, it must be on the same site, still be open, and it
should not be assigned to another WBS phase or project.
9. The Job field defines the projects primary, or parent, job record. Any jobs created for a WBS phase are
linked to this parent job.
10. The Assembly and Material fields define the specific assembly and material sequence that is linked to all
jobs within the WBS phases.
11. When you finish, click Save.
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WBS Phases
You organize each project through a series of optional Work Breakdown Structure (WBS) phases. These WBS
phases can contain a series of checklist tasks and a phase job. Each phase can either be the parent or a child of
another WBS phase. Use these phases to structure the entire project. You can set up as simple or as complex a
series of WBS phases as you need to complete the project.
Once the project begins, you can then use the WBS phases to track your progress. You can also use the WBS
functionality to record the costs that accumulate for each phase.
If you want, you can organize work on your project through
a series of milestones. Once a project milestone is complete,
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your users can then move on to the next milestone. For more
information, review the Milestones section later in this chapter.
To create a WBS phase:
1. Click the Down Arrow next to the New button; select New WBS Phase.
2. The WBS Phases > Detail sheet displays. In the WBS Phase ID and Description fields, enter a unique
identifier and a description for the specific phase.
3. If this phase is a child of another phase, select a Parent WBS Phase from the drop-down list. In this example,
the phase is a parent phase, so this field is blank.
4. Indicate how this phase is placed in relation with the other parent or child phases through the Display Sort
Sequence field. If you enter 1, for example, the phase is the first phase within its level (parent or child) of
phases.
5. Click the Status drop-down list to define whether the phase has Not Started, is In Process, or is Completed.
6. The Start Date defines when this phase is planned to start.
7. The Due Date defines when this phase is planned to end.
8. Click the Date Complete field to define when this phase was actually finished.
9. Use the Duration drop-down list to define how long the phase takes to complete. This value is used as the
time value for its corresponding project task and can be passed along to Microsoft Office Project. You can
enter this value in hours or days.
10. Use the Create WBS Phase Job button to create a service-oriented job (a job that does not produce a
finished good to be shipped to a customer) to be completed during the phase. You can also add the job to
the schedule from here.
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4. Click Save.
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2. The Estimated column displays the predicted costs for this phase. To generate these values, from the
Actions menu, select Build Project Analysis.
3. As time and costs are reported against this phase from your manufacturing center, they display under the
Actual column. To generate these values, from the Actions menu, select Build Project Analysis.
4. Use the Manual CTC column to directly enter how much this phase cost to complete. You can manually
enter the labor and burden hours that were accumulated, as well as the labor, burden, subcontract, material,
and material burden costs.
5. The Calculated CTC column displays how much the application calculated that phase cost to finish. To
generate these values, from the Actions menu, select Build Project Analysis.
You must use the Build Project Analysis function to
populate the Estimated, Actual, Calculated CTC, and
Quoted columns on this sheet. To learn how to run this
process, review the Build Process Analysis section later in
this chapter.
6. The Quoted column indicates the costs quoted to the customer. If a quote or quotes were added to this
project or phase, the quoted costs that apply to this phase display in these fields. To generate these values,
from the Actions menu, select Build Project Analysis.
7. If you select the Roll Child Budgets to this Level check box, the budget values from any child WBS phases
are pulled into this phases Budget column. You can no longer edit these costs.
8. If you select the Roll Child Manual Cost to Complete to this Level check box, the manually entered CTC
values from any child WBS phases are pulled into this phases Manual CTC column. You can no longer edit
these costs.
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Checklist Tasks
In addition to jobs, each WBS phase can have multiple tasks. These tasks define the steps to complete during
each WBS phase.
Besides defining the task, you can assign start and due dates. You may also define the person responsible for
completing the task.
To add a task to a project:
1. Click the Down Arrow next to the New button; select New Task.
2. In the Checklist Task ID and Description fields, enter a unique identifier and a description for the new
task.
3. Click the Checklist Task Type drop-down list to select the type that best applies to this task.
4. Click the Status drop-down list to define whether the task has Not Started, is In Process, or is Complete.
5. The Start Date and Due Date define when this checklist task is planned to both begin and end.
6. Click the Date Complete drop-down list to select the date when this task was actually finished. In this
example, the task has not started yet, so the field remains blank.
7. Click the Person drop-down list to indicate who is responsible for this task.
8. Click the Project WBS Phase drop-down list to define the phase inside which you are placing this task. This
phase is not complete until all tasks assigned to it are complete.
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9. Use the People section to define who is responsible for work on the task. The people who you assign to
this task display within the Available list.
10. Use the Right Arrow button to move these people to the Selected list.
11. When you finish, click Save on the Standard toolbar.
4. Click the Control button to find and select the GL Control code associated with the GL Control type.
5. Click Save.
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Add a Quote
You can add quotes to either the entire project or to a specific WBS phase within the project.
1. From the Actions menu, select Add Quote To Project.
If you want to add a quote to a specific phase, first
highlight the phase on the Tree View. Then, from the
Actions menu, select Add Quote to Phase.
2. The Quote Line Search window displays. Use this window to find and select the quote you want to add.
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5. Selecting these options launches the appropriate search program - in this example, the Purchase Order
Release Search program. Select the record you want.
6. Click OK.
7. The new record displays on the POs sheet.
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Milestones
Milestones are specific points within the project that help you quickly measure the progress on a project. In some
cases, you can also use milestones to indicate a payment is due for some aspect of the project. Use this optional
functionality to help you track how work is progressing during the life of the project.
If you want, you can instead organize the work on your project
through a series of Work Breakdown Structure (WBS) Phases.
Once a WBS phase is complete, your users can then move to
the next WBS phase. For more information, review the WBS
Phases section earlier in this chapter.
To add a milestone:
1. Click the Down Arrow next to the New button; select New Milestone.
2. The Milestones > Detail > Milestone sheet displays. In the Milestone ID and Description fields, enter
a unique identifier and a description for the new milestone.
3. To add this milestone, click Save on the Standard toolbar.
4. If this milestone is complete, select the Complete check box. This check box is also selected if its Selection
Criteria have been satisfied.
5. If a customer is required to pay for the engineering during this milestone, an invoice is generated and sent
to the customer. If the invoice is posted within AR Invoice Entry, the Invoice Posted check box is selected.
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Selection Criteria
Use the Selection Criteria sheet to define what project items must be finished before the current milestone is
complete. You first define the type of selection criteria you use for the milestone. You then define the specific
values that indicate when the milestone is complete. You can have multiple criteria for each milestone.
To define new selection criteria:
1. Click the Down Arrow next to the New button; select New Selection Criteria.
2. The Milestones > Detail > Selection Criteria > Detail sheet displays. Click the Type drop-down list to
define the main criteria you use. Available options: Cost to Date, Fixed Date, Job Operation Complete,
or Phase.
3. If you selected the Cost to Date type, the Material, Subcontract, Labor, Burden, and Material Burden
fields become active. Enter values in one or more of these fields to indicate the milestone is complete when
the costs equal one or more of these values.
4. If you selected the Fixed Date type, enter a date within the Fixed Date field. On this date, the milestone is
considered complete.
5. If you selected the Job Operation Complete type, enter the job that must be complete within the Job field.
You can also indicate the specific Assembly and Operation that must be complete in order to satisfy this
criterion.
6. If you selected the Phase type, enter the WBS Phase that must be complete to satisfy this milestone.
7. The Selection Criteria Description field displays the selected criterion.
8. Continue to add the criteria you need. When you finish, click Save on the Standard toolbar.
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Billing
Use the Billing tab to establish billing criteria for the milestone; typically you bill customers for engineering or
design tasks. This tab is valuable for linking work done (as defined in the Selection Criteria tab) with amounts to
be billed. When Process Milestones is run, this information is updated as appropriate. In Invoice Entry, invoicing
information is generated, according to criteria established here.
To link the work done on the Selection Criteria tab with Billing details:
1. Select the Billing Required check box to specify that billing is required when the milestone is satisfied.
The other fields on the Billing sheet are active upon selecting this box.
2. In the Type field, select the type of billing for the milestone. Two types are offered: Cost To Date and Fixed
Amount.
Cost To Date means that, in terms of the accumulated costs for material, labor, and so forth, the costs are
marked up and billed to the customer. When Cost To Date is selected, the Markup Percent fields are enabled
and the Amount fields are disabled.
Fixed Amount is used when, upon completion of a milestone, a fixed amount is billed to the customer.
When Fixed Amount is selected, the Amount field is enabled and the Markup Percent fields are disabled.
3. Click the Order/Line button to search for and select the order to link to this milestone.
Once selected, the Order Date, PO number and Part information displays.
Milestone billing is invoiced using this sales order line. When it is shipped and invoiced, the invoiced amount
will be less what was invoiced in any milestone billings. Note also that multiple milestone billings can be
done against a single sales order line.
Example A $1,000.00 frame rail item on a sales order
is linked to a project for a customer. The first milestone
billing linked with the line is for $250.00. The second
milestone billing linked with the line is for $200.00. When
the frame rail is shipped, the shipment invoice will total
$550.00, as the remainder is billed as parts of two
milestones.
4. If the billing type is set to Cost to Date, complete the Markup Percent fields. You can specify a markup
percentage for the order based on material, subcontract, labor, burden, or material burden costs.
If the billing type is set to Fixed Amount, instead specify an amount to be billed to the customer upon
completion of the milestone.
5. Click Save.
Invoice
Use the Milestone Entry Invoice tab to view details about the milestone as billing information has been processed
in Accounts Receivable. This tab is valuable when you want to see what invoice has been processed as a result
of the milestone, if any.
1. The Customer field shows the customer ID from the invoice.
2. The invoice number, line, invoice date, and due date are also displayed.
3. The Amount field shows the amount on the invoice.
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Contracts
You define the contract for the project using the Contract sheets. This series of sheets define the contract selected
on the project, the variations that may occur as work on the project proceeds, billing methods for the contract,
and the taxes calculated against the life of the contract.
Contract Details
To define the contract details:
1. Navigate to the Contract > Detail sheet.
2. If this contract is with a customer, click the Customer button to find and select the record you need.
3. If this customer has a different billing location, click the Bill To button to find and select the customer
location that will send you payments on this contract.
4. Click the Invoicing Method drop-down list to select the method of payment you will use. The option you
select defines how the contract is billed throughout the life of the project. Available options include Customer
Shipment, Milestone Billing, Fixed Fee, Time and Materials, Cost Plus, and Progress Payments. For
more information on each method, review the previous Define Revenue Recognition for WBS Phases section.
A Project Billing license is required to use the Fixed Fee,
Time and Materials, Cost Plus, and Progress Payments
options.
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5. Optionally, enter a value in the Contract Reference field. Use this field to enter the reference number you
use with the current contract.
6. Enter the Total Contract Value for the current contract. This value defines how much the complete contract
is worth.
7. Use the Contract Start Date and Contract End Date fields to define the overall length of the contract.
8. If you estimated a different end date for the contract, select this date in the Projected Contract End
Date field.
9. Select how you are recording the revenues received from this project in the Revenue Recognition Method
drop-down list. Available options include On Invoice, Manual, Labor Booking, and Actual Burden. For
more information on each method, review the previous Define Revenue Recognition for WBS Phases section.
10. Optionally, select a Price List you want to associate with this contract. The price breaks for the part quantities
created through this contract can then be reviewed and used for the invoice billing.
11. Click the Project Manager button to find and select the individual responsible for administrating the
contract. After you select a project manager, the Name of the person also displays.
12. Select the Allow Invoicing Over Ceilings check box to indicate the application can generate invoices when
the costs rise above the estimates set up for the project.
13. Click the Hours To Be Used For Invoicing drop-down list to indicate whether Labor or Burden hours are
used to calculate amounts on the project billing.
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14. Click the Derive Project Rates From drop-down list to define from where the rates used for costs on the
project are calculated. Available options:
Hierarchical Uses a rate located through the rate hierarchy. When the functionality locates a rate on
the hierarchy, this rate is used for the contract. The hierarchy order is project, employee, and role. Rates
found on a project are selected first, followed by the rates found on an employee record, followed by
the rates found on a role record.
Project Only uses the rates defined on the current project.
Employee Only uses the rates defined for the employees assigned to the project.
Role Only uses the rates from the roles assigned to the current project.
15. Select the Validate Employee Role to Operation Role check box to indicate a project role must be one
of the role codes assigned to an operation. If this check box is clear, an employee can enter any project role
code defined on their employee record.
Note your Company Configuration determines if this field is enabled on the project, and another that
determines the default value for this check box.
16. Click the Revenue Recognition Journal Reversal drop-down list to select the method used to reverse
the posted transaction. Available options:
Reverse in Following Period
Reverse on Project Close
Reverse on Invoice/Shipping
Reverse on Billing/Shipments
The Reverse in Following Period option is only available
when the Manual Revenue Recognition Method is selected
on the WBS Phase or the Contract.
17. To define the currency rates used to calculate the billing amounts, select the options you need on the Rate
Type and Currency drop-down lists. The rate type defines how currency pairs convert using their various
exchange rates, while the currency option defines the specific currency used on transactions for this contract.
18. If a contract does not exactly proceed as planned, enter this variant issue on the Variations sheet. Use this
sheet to keep track of any issues that occur over the life of the contract.
19. When you finish, click Save on the Standard toolbar.
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2. The Billing Schedule > Detail sheet displays. Enter the Schedule ID you want to use for this Billing Schedule.
3. To exclude the Billing Schedule from the invoice generation process, select the Schedule Inactive check
box.
4. Click the Schedule Frequency drop-down list to select a frequency option that defines how often to
generate invoices.
5. In the Start Date field, enter the date when you want the first invoice to generate.
6. In the Total Value of Schedule field, enter the total contractual value for this Billing Schedule.
7. If you need to associate a sales order with this billing schedule, click the Order Number button to find and
select a specific order, and the Line button to find and select a specific sales order line.
8. If you need, enter the Retention Percentage for the invoice.
9. When you finish, click Save on the Standard toolbar.
You can create as many Fixed Fee Billing Schedules as you need against a project. You can link one or multiple
measured work elements to each fixed Fee Billing Schedule. For more information, review the Measured Works
section later in this chapter.
Schedule of Works
You can define the Schedule of Works agreed upon with the customer for each project. These schedule of works
define a specific set of related tasks required to complete the project. You have no limit to the number of schedules
defined within the project.
To define a schedule of works:
1. Click the Down Arrow next to the New button; select New Schedule of Work.
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2. The Schedule of Works > Detail sheet displays. Enter the Schedule of Work ID you need. This value
displays on several programs and reports.
3. Enter a Description for the schedule of works.
4. If you need, select the Planned Complete Date and Estimated Complete Date. These dates are used for
your reference, and they help you verify the progress that is made against each schedule of works.
5. When you finish, click Save on the Standard toolbar.
Each Schedule of Works can have any number of Measured Work records associated with them; for more
information, review the next Measured Works section.
Measured Works
You use measured work activity records to help track the cost of a specific work activity required to complete a
phase of the project. Each measured work must be associated with either a Fixed Fee Schedule or a Schedule of
Works, and it can contain as many measured work activity details as you need.
To define a measured work activity:
1. Click the Down Arrow next to the New button; select New Measured Work.
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2. The Measured Works > Detail sheet displays. Define the Measured ID for the measured work activity
and its short Description.
3. Click the Activity Unit drop-down list to select a measure work activity detail.
4. Click the Quantity Surveyor button to find and select a shop employee to assign as Quantity Surveyor.
This individual controls the part quantity used within this Measured Work activity.
5. Enter the Price Per Unit using the activity unit charged to the customer.
6. In the Total Amount field, enter the contractual amount in the activity unit.
7. If required, select the Parent Billing Schedule and Parent Schedule of Works from the drop-down lists.
8. Use the Percentage of Contract field to indicate how much of the project contract the current measured
work item satisfies.
9. When you finish, click Save on the Standard toolbar.
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2. If you need to associate a sales order with this project, click the Order Number button to find and select
a specific order, and the Line button to find and select a specific sales order line.
3. To use a specific markup code to apply against this project activity billing, click the Cost Markup button to
find and select this record. The Material Markup, Labor Markup, Subcontract Markup, and Other Cost
Markup fields now display a value and cannot be changed. The values defined for these fields on the markup
code are used instead to calculate the billing amounts. You need markup percentages for Cost Plus billing.
You create markup codes within Mark Up Code Maintenance. For more information on this program, review
application help.
4. The Retention Percentage defines what percentage of the billing to retain. Enter a percentage value in
this field.
5. Click the Retention Processing drop-down list to select an option that defines how the application will
use the retention percentage to calculate amounts. Available options:
Maximum of Contract Value This percentage is calculated against the highest value on the contract.
Percent of Invoice Value This percentage is calculated against the value of invoices sent to the
customer.
6. To define a maximum cost for any fees placed against the project, enter a value in the Fees field. If you
leave this field blank, there is no limit to the cost of the fees.
7. Likewise, define a maximum cost for the entire project within the Project Total field. If you do not enter a
value in this field, there is no limit to the total cost of the project.
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8. You can activate cost ceilings on suppliers, employees, and project roles by selecting the respective check
box. You can then enter the cost limits for each category on the respective sheet. If you select the Individual
Ceilings on Suppliers check box, use the Supplier Ceilings sheet to enter the ceiling you need on each
supplier involved with the project. (To add a supplier ceiling, click the Down Arrow next to the New button
and select New Supplier Ceiling; then enter the values you need on this sheet.)
9. If you select the Individual Ceilings on Employees check box, use the Employee Ceilings sheet to enter
the ceiling you need on each employee involved with the project. (To add an employee ceiling, click the
Down Arrow next to the New button and select New Employee Ceiling; then enter the values you need on
this sheet.)
10. If you select the Individual Ceilings on Project Roles check box, use the Role Codes sheet to enter the
ceiling you need. (To add a project role ceiling, click the Down Arrow next to the New button and select
New Project Rate; then enter the values you need on this sheet.)
11. Add any fees you need to include with the project on the Fees sheet.
12. If you need to include burden sets with the project activity billing, click the Down Arrow next to the New
button; select New Activity Billing Burden Set.
13. A new row displays on the Burden Sets grid. Enter the identifier for the set within the Burden Set field.
14. When you finish defining your Time and Materials or Cost Plus billing, click Save on the Standard toolbar.
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1. Navigate to the Contract > Project Billing Invoicing > Progress Payments sheet.
2. Click the Order Number button to find and select a specific order, and the Line button to find and select
a specific sales order line from the order.
3. Enter the Progress Payment Allowable Percentage. This value defines the markup percentage you use
on the costs of material, labor, and burden used on the project.
4. Select the Hold Product Invoices check box to indicate customer shipments will not be invoiced immediately.
During customer shipment entry, any packing slips for the current sales order detail line are placed on hold
to prevent them from being selected for invoicing. When you are ready to generate invoices, clear this check
box.
5. The Total Progress Payments to Date field displays the total value of the invoice amounts received so far
against this project. You cannot modify this value.
6. The Total Amount Liquidated to Date field displays the total value of any liquidations taken place so far
as part of the customer shipment process. You cannot edit this value.
7. The Outstanding Balance field displays the remaining amount owed on the current project. This value is
calculated by subtracting the Total Amount Liquidated to Date from the Total Progress Payments to Date.
You cannot change this value.
8. You can define a maximum cost for the entire project within the Project Total field. If you do not enter a
value in this field, there is no limit to the total cost of the project.
9. To add the burden sets you need to the progress payments, click the Down Arrow next to the New button;
select New Progress Payment Burden Set.
10. A new row displays within the Burden Sets grid.
11. Enter the identifier you need within the Burden Set field.
12. Continue to add the burden sets you need. When you finish, click Save on the Standard toolbar.
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2. You select a tax category for each project transaction type. Click the Material drop-down list to select a
tax category for material transactions.
3. Click the Labor drop-down list to select a tax category for labor transactions.
4. Click the Other Direct Cost drop-down list to select a tax category for miscellaneous direct cost transactions.
5. Click the Burden drop-down list to select a tax category for burden transactions.
6. Click the Subcontract drop-down list to select a tax category for subcontract work on the project.
7. Click the Fee drop-down list to select a tax category used to asses taxes on fees.
8. Click the Billing Schedule drop-down list to select the billing schedule tax category used for tax calculations.
9. When you finish, click Save on the Standard toolbar.
Copy Projects
You can duplicate an existing project and then modify the copied project to fit the requirements for the new
project. Note that if you duplicate a project, the new project will remain on the original site. It cannot be duplicated
to another site.
To duplicate a current project:
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3. In the New Project ID, enter the identifier for the project.
4. Enter a Description for the new project.
5. If you want to automatically create WBS job records for the duplicated project, select the Create WBS
Phase Job check box.
6. Lastly, select the Start Date you need for the new project. All copied items within the project use this date
value to calculate their start dates.
7. Click OK.
The new project displays within Project Entry, and you can modify it as you need.
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Project Costs
You use the Project Costs sheet to review and update the costs for the entire project. This sheet displays the costs
in time through its Labor Hours and Burden Hours values. It also breaks out the monetary costs for Labor, Burden,
Subcontract, Material, Material Burden, and Other Direct Costs
Use the Project Costs sheet to manually enter the planned budget and final cost to complete (CTC) values. You
can also pull in the costs from all the WBS phases within the Budget and the Manual CTC columns.
To use this sheet:
1. If you need to enter the planned budget for this project, enter these costs within the fields under the Budget
column.
If the Roll Project Phase Budgets to Project check box is
selected, the project budget amounts are disabled and
calculated as the sum of the WBS Phase costs (production
and setup combined). If this check box is cleared, you can
manually enter the amounts.
2. The Estimated column displays the predicted costs for the project. To generate these values, from the
Actions menu, select Build Project Analysis.
The cost for the Labor (Estimated), Labor Hours (Estimated), Burden (Estimated), and Burden Hours (Estimated)
fields are calculated as the sum of the production and setup costs.
You must use the Build Project Analysis function to
populate the Estimated, Actual, Calculated CTC, and
Quotes columns on this sheet. To learn how to run this
process, review the Build Process Analysis section later in
this chapter.
3. As time and costs are reported against this project from your manufacturing center, they display under the
Actual column. To generate these values, from the Actions menu, select Build Project Analysis.
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The cost for the Labor (Actual), Labor Hours (Actual), Burden (Actual), and Burden Hours (Actual) fields are
calculated as the sum of the production and setup costs.
4. If the Roll Child Phase Manual Cost to Complete to this Level check box is cleared, you can manually
enter the cost to complete (CTC) amounts for the project. You can enter the labor and burden hours that
were accumulated as well as the labor, burden, subcontract, material, and material burden costs. However,
if this check box is selected, these fields are disabled and calculated from the WBS phases (The production
and setup values are combined).
5. The Calculated CTC column displays how much the system calculated the project to cost to completion.
To generate these value, from the Actions menu, select Build Project Analysis.
Labor Hours, Burden Hours, and Costs are calculated as an estimate of the remaining required quantity on
the job. The CTC Costs and Hours display zero when the job operation or the job are complete. Labor and
Burden costs are calculated as the sum of Setup and Production costs. CTC production hours are calculated
according to the qualifier of the job operation and the Company parameter (Load Relieved By).
6. The Quoted column indicates the costs that were quoted to the customer. To generate these values, from
the Actions menu, select Build Project Analysis.
To learn how to add quotes to a project or phase, read
the Add a Quote section found earlier in this chapter.
7. The cost for the Labor (Quoted), Labor Hours (Quoted), Burden (Quoted) and Burden Hours (Quoted) fields
are calculated as the sum of the production and setup costs.
8. If you select the Roll Project Phase Budgets Costs to Project check box, the budget values from the WBS
phases are pulled into the projects Budget column. You can no longer edit these values.
9. If you select the Roll Project Phase Manual Estimate to Complete Values to Project check box, the
manually entered CTC values from the WBS phases are pulled into this projects Manual CTC column. You
can no longer edit these costs.
Project Schedule
When you finish setting up the project, you can then incorporate this projects jobs into your manufacturing
centers schedule.
1. Click the Actions menu; select Project Schedule.
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2. The Job Scheduling Board displays. Make any schedule changes you need.
To learn how to use the JobScheduling Board, review the
Scheduling chapter later in this guide.
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Within Project Entry, this data is then populated within the Project Costs and WBS Phase Costs sheets for your
review. To learn more about these cost sheets, read the WBS Phase Costs and Project Costs sections earlier in
this chapter.
When the Build Project Analysis process is run, you can increase the revision level using the next available number.
You can then keep the project data from the previous version for use on the next project.
To generate the analysis for the current project:
1. From the Actions menu, select Build Project Analysis.
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3. If you want to regenerate records in the project analysis process table, select the Re-Generate Project
Analysis check box.
4. If you want to save a copy of the project costs and analysis within your history, select the Save Copy check
box. The saved project data is then available for the production of comparison reports as required.
5. If you want to schedule a time when this process should run, select an option from the Schedule drop-down
list.
6. When you finish, click the Submit button on the Standard toolbar.
After the process runs, the costs display on Project Costs and WBS Phase Costs sheets.
Revenue Recognition
You can produce general ledger journals that recognize the revenue for an ongoing project using the Revenue
Recognition function. The entries are based on the costs calculated from the Project Analysis function and the
parameters you select. You can also close the project, which causes the application to automatically reverse these
journals for the revenue recognized to date.
You use Revenue Recognition to recognize costs and revenue on long-term projects where invoicing does not
occur frequently. Revenue Recognition provides a way to recognize costs and revenue independent of invoicing.
All journal transactions are reversed eventually based on the project setting. You can reverse journals on the Next
Period or Billing depending on the Contract > Detail setting defined in the Revenue Recognition Journal Reversal
drop-down list. You can also close the project, which causes the application to automatically reverse these journals
for the revenue recognized to date.
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2. The Revenue Recognition window displays with the cost and revenue produced to date for the project.
3. Select a Sales Category to determine the department segment of the general ledger account numbers.
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4. In the Calculation of To Be Recognized Revenue is Based On field, select an option (Quoted, Budget,
Estimated, Project Total, Revenue Balance, or Manually Entered) to calculate the revenue in the
Revenue Recognition section. If you select Manually Entered, specify the percentage to use for the calculation.
5. Click the Calculate button.
6. A suggested revenue recognition amount displays in the To Be Recognized field.
7. The sum of the values in the Recognized To Date and To Be Recognized fields displays in the Total
Recognized field.
8. The total projected revenue amount for the project displays in the Projected Revenue field.
9. The total value of all posted invoices made against this project displays in the Invoiced to Date field.
10. The sum of all revenue recognized for the project with an Apply Date on or before the selected Recognition
Date with the account context of Sales - Measured Work, Sales - Material, Sales - Subcontract, Sales - Project
ODC, Sales - Project Fees, and Sales - Provisional Burden displays in the Recognized (Invoiced) field.
11. The revenue manually entered to date displays in the Manual Entered column. Once these values have
been posted, they are shown in the Manual Posted column.
12. The cost of sales captured by the Capture COS process after a sales order release is shipped or invoiced
displays in the Invoiced/Shipped column.
13. The Purged WIP to COS field is populated when no additional billing will be done and costs still exist when
a job is closed. Any costs that are in work in process (WIP) will be purged from WIP to COS when the project
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job is closed. If a project job is on a WBS phase which is not invoiced by shipment, costs move from WIP to
COS after Invoicing and execution of the Capture COS/WIP process.
14. The labor and burden costs recognized to date via the Labor Booking Recognition method display in the
Booked column.
15. The cost of sales that have been manually entered to date display in the Manual Entered column. Once
these values have been posted, they are shown in the Manual Posted column.
16. The cost of sales amount recorded for the project with an Apply Date on or before the selected Recognition
Date with the account context of Sales Recognized displays in the Recognized To Date column.
17. The amounts that should be recorded for the project and posted to cost of sales displays in the To Be
Recognized column. The default can be overridden and negative amounts can be entered.
18. The sum of the values in the Recognized to Date and To Be Recognized columns displays in the Total
Recognized column.
19. Click Save on the Standard toolbar after completing the entries.
The Capture Revenue Recognition window displays.
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The application creates sales and cost of sales journals based on the amounts displayed in the To Be Recognized
field in the Revenue Recognition pane and the To be Recognized column in the Cost of Sales Recognition pane.
When the project is being closed and the accrual amounts are to be reversed, select the Close Project Accrual
check box. This updates the To Be Recognized field and displays negative amounts in the fields of the To Be
Recognized column to reflect the accruals. When saved, the Epicor application then posts the reversals for the
journals that were previously created for the project by Revenue Recognition.
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3. In the Calculate % Complete section, define the method that you want Microsoft Office Project to use for
calculating how near the project is to completion. You can calculate this value by using either the time
placed against the project or the quantities manufactured to date. You can also ignore this calculation.
The Send Phase as Task check box is disabled until you
select the Jobs check box. When you send a phase as a
task, the WBS phase is sent twice to Microsoft Office
Project. It is first sent as a summary and then also sent as
a task for a job.
4. In the Download Items section, select which project items you want to include within the exported .csv
file. You can download Predecessors, Checklist Tasks, WBS Phases, Jobs, Phases, Job Assemblies,
and Job Operations.
5. Next, define the Operation Duration value. You can choose either Days or Hours.
6. In the MS Project Versions field, select the version of Microsoft Office Project you will be using. The choices
are MS Project 2013 and MS Project 2010.
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2. On the Import Wizard Map window, keep the New map option selected to create your data settings
from scratch.
3. Click Next.
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4. On the Import Wizard Import Mode window, keep the As a new_project option selected for how you
want to import the file. Optionally, you can select to append or merge the data to an active project.
5. Click Next.
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6. Select the types of data you want to import. The default is Tasks. Other types include Resources and
Assignments.
7. Select the text file options. The Import includes headers check box is selected by default.
8. Click Next.
9. On the Import Wizard Task Mapping window, review the fields from within the central grid that map
the fields from the .csv file to the corresponding Microsoft Office Project field.
When a project is exported to Microsoft Office Project the
data must be in a format the application uses. To do this,
create a map within Microsoft Office Project using the
data elements in the From: and To: fields that display on
the Import Wizard - Task Mapping sheet. If additional
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11. On the Import Wizard End of Map Definition window, click Save Map if you want to save the wizard
settings as a map to use again later.
12. In the Save Map window, select an existing map from the displayed list or enter a new map name.
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14. Click Finish in the Import Wizard to complete the import of data into Microsoft Office Project.The project
displays within the Microsoft Office Project application.
To learn about the features within this application, review
your Microsoft Office Project documentation.
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2. The Import From MS Project window displays. Click the File Name button to find and select the .csv file
you want to import back into the application.
3. Several import options exist. If you want to generate new phases based on the changes you made in Microsoft
Office Project , select the Create WBS Phases check box.
4. If you want to generate new tasks based on the changes you made in Microsoft Office Project, select the
Create Checklist Tasks check box.
5. If you want to update the Microsoft Office Project links you made within the application, select the Update
Project/Job Links, Update WBS Phase/Checklist Task Links, or Update WBS Phase/Job Links check
boxes.
6. To generate job records for each WBS phase, select the Create WBS Phase Jobs check box.
If the Create WBS Phase Jobs check box is selected on the
Import from MS Project window, the Operation used to
create the job must also be in the Resource Group field
within the import map.
7. Use these date check boxes to update the specific dates you need from the Microsoft Office Project file.
8. When you finish, click the Import button.
The .csv file is pulled into your application. You can now open this file within Project Entry.
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2. In the Tree View, select the specific sales order line you want to link to the WBS phase.
3. Navigate to the Releases > Project sheet.
4. Click the Project button to find and select the project identifier.
5. Click the WBS Phase button to find and select the specific WBS phase to be linked to the sales order line.
6. Review the Invoicing Method and Revenue Recognition Method fields pulled in from Project Entry. For
an explanation of each method, review the previous Define Revenue Recognition for WBS Phases section.
7. Click Save.
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2. Select the Job Details > Operations > Role Codes sheet.
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2. Select the Line > Mfg Details > Quote Details > Operations > Roles sheet.
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2. Enter the Invoice Date used when the invoices post to the general ledger.
3. If you want to schedule a time when this process should run, select an option from the Schedule drop-down
list. For more information about assigning processes to a regular schedule, review the Automatic Schedules
section within the Automatic Data Processing chapter of the Epicor ERP Implementation Guide.
4. In the Invoice Types pane, select the type of invoice you want to process. Available types include Cost
Plus, Time and Materials, Fixed Fee, and All Types.
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5. Use the Filter sheet to limit the invoices to a specific project or projects. If you launch the program from
the Main Menu, all projects are selected by default. If you launch the program from Project Entry, the current
project is selected by default. You can add or remove as many projects as you need.
6. When you finish, click the Submit button on the Standard toolbar.
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7. After you finish making your changes, from the Actions menu select Recalculate Invoice. All your new
and updated values are included in the Cost Plus invoice.
8. You are now ready to complete the invoice. Select Approve Invoice. To the confirmation message, click
Yes. The temporary invoice records are approved and you can no longer edit them.
9. To print a report of the Cost Plus Invoice Review, select Print Detail.
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7. After you finish making your changes, from the Actions menu select Invoice Recalculation. All your new
and updated values are included in the Time and Material invoice.
8. You are now ready to complete the invoice. Select Approve Invoice and to the confirmation message,
click Yes. The temporary invoice record is approved and you can no longer edit it.
9. To print the Time and Material invoice, select Print Detail.
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4. You can limit the invoices you pull in by project. Click the Project button to find and select the project or
projects you want to include.
5. To pull in all of the projects displayed, click the Select All button.
6. To only pull in specific invoices from the selected projects, click the Manual Selection button.
7. When you finish selecting the project billing invoices you want for the current AR invoice group, click the
Close button on the window.
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Project Tracker
You can use the Project Tracker to review current information about a selected project. The Project Tracker is a
display-only version of Project Entry. You cannot add or edit records in this tracker. However, this tracker does
provide supplemental sheets in addition to the Project Entry sheets. On these supplemental sheets, you can
retrieve the information for the current project.
Menu Path: Service Management > Project Management > General Operations > Project Tracker
To retrieve a summary of project costs and hours in Project Tracker:
1. On the Project > Detail sheet, click the Project ID button to find and select the project you want to review.
3. Click the Retrieve button to view the current project costs and hours for the selected project.
4. The Total Hours and Total Costs panes display the total hours and total costs for the current project.
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Setup
This section describes the primary records you need for the Maintenance Management module. These programs
are contained within the Setup folder; only the primary records are described here. Some areas within the next
Operations section may also document setup records if they are required for a specific workflow.
You may also need to set up some parameters within Company Configuration. Some modules have global settings
you define through this administration program. For more information, review the application help for this
module; the Configuration topic details the options you define within Company Configuration. You can also
review the Company Configuration chapter in the Epicor ERP Implementation Guide.
Equipment Type
Use Equipment Type Maintenance to define and organize (group) multiple pieces of equipment by kind, or type.
Equipment types can be high level categories or very specific categories. Examples of equipment types include
Transportation Device, Motor, Pump, and so on. Each piece of equipment you define in Equipment Maintenance
can only have one attached equipment type. The defined codes are used in various Maintenance Management
search programs and reports to filter the results.
Menu Path: Service Management > Maintenance Management > Setup > Equipment Type
To define equipment type codes:
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1. Click the Down Arrow next to the New button; select New Equipment Type.
5. In the GL Control tab, you can specify the accounts and journal code used to post transactions to which
the record applies. You can associate one or more GL controls with an equipment type record.
6. When you finish, click Save on the Standard toolbar.
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Equipment Status
Use Equipment Status Maintenance to define custom codes that denote the status of a piece of equipment; for
example, In Service, Requires Maintenance, and Out of Service. Each piece of equipment you define in Equipment
Maintenance can only have one equipment status code attached to it.
Menu Path: Service Management > Maintenance Management > Setup > Equipment Status
To define equipment status codes:
1. Click the New button on the Standard toolbar.
2. The Equipment Status Detail sheet displays. Enter the Status code identifier.
3. Use the Default check box to specify if this is the default status code used on all new pieces of equipment
entered in Equipment Maintenance. You can override the default code for specific pieces of equipment to
accommodate the needs of your operations.
4. Enter a Description of the equipment status code.
5. When you finish, click Save.
Equipment Location
Use Equipment Location Maintenance to define the physical location of each piece of equipment. The physical
location of equipment can be defined at a high level (Building A) or at a detailed level (Building A Pole 45). Each
piece of equipment you define in Equipment Maintenance can only have one attached equipment location code
Menu Path: Service Management > Maintenance Management > Setup > Equipment Location
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2. The Equipment Location Detail sheet displays. Enter the Location code identifier.
3. Enter a Description of the equipment location code.
4. When you finish, click Save.
Resources/Resource Groups
Use Resource Group Maintenance to define the resource groups and resources you will assign to operations used
during maintenance job entry. These resources and resource groups define what capacity for work is available
during the scheduling process. A resource is a subset of a resource group, and is defined in the Resources > Detail
sheet within Resource Group Maintenance. Each resource is an asset within your manufacturing center that
performs a specific function. A resource can be a physical piece of equipment like a tool or a gauge required to
measure various parts, or, a resource can be an employee like a tradesperson, electrician, and so on
Resources can also be used in equipment records. Use
Equipment Maintenance to create a new equipment record
from a resource. You can then update this equipment record
as you need.
Resource groups and resources carry labor and labor burden cost estimates, and define where and how to perform
operations. This section briefly describes resources and resource groups. Refer to the Engineering chapter for
detailed information on how to create and define resource groups.
Menu Path: Service Management > Maintenance Management > Setup > Resource Group
To define resources and resource groups:
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1. Click the Resource Group button to find and select a resource group.
2. Click the Down Arrow next to the New button; select New Resource.
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3. The Resources > Detail sheet displays. Enter the unique identifier for the Resource.
4. Enter a Description that further identifies the resource. This text displays on various reports and windows
throughout the application.
5. When you finish, click Save on the Standard toolbar.
Equipment
You use Equipment Maintenance to define equipment records for each tool or piece of capital equipment you
plan to track. For each equipment record, you specify identifying items like Brand, Model Number, Serial Number
and also maintenance plan information. Additionally, you can establish parent/child relationships between different
pieces of equipment. If you use the Enhanced Quality Assurance module, you can designate the inspection plan
and specifications to record equipment calibration information. You can also attach and store a picture of the
tool or piece of equipment.
Menu Path: Service Management > Maintenance Management > Setup > Equipment
Detail
Use the Detail sheet to enter specific information for the equipment record. For each record, you enter information
such as serial numbers, in service data, warranty expiration date, location, and specific maintenance required.
You can also optionally link the equipment record to a parent record. For example, you may have a capital piece
of equipment (such as a Conveyor System) that contains secondary, or child pieces of equipment (such as Motors
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or Controllers) you wish to separately track based on their own individual maintenance schedules. To do this,
you first create an equipment record for the parent item, then create individual equipment records for each of
the child items, and finally link them together using the Parent field.
To define equipment records:
1. Click the Down Arrow next to the New button; select New Equipment.
2. The Detail sheet displays. Assign an identification number for the equipment record in the Equipment ID
field.
3. Select the appropriate Status for this equipment item. You define the available options in Equipment Status
Maintenance.
4. Select the Site in which the maintenance will be performed.
5. If you need, select the Fixed Asset record to which the equipment item is associated.
6. Select the appropriate Resource Group and Resource associated with the equipment record.
7. Enter a brief Description for the piece of equipment.
8. Optionally, enter additional identifying information for the equipment. This includes the OEM, Serial
Number, Brand, and Model number.
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9. Select the appropriate equipment Type. You define the available options in Equipment Type Maintenance.
10. Specify the Meter UOM Class and Meter UOM for the equipment. This specifies the unit of measure, like
minutes, hours, units, and feet, in which the equipment meter reading is expressed.
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17. If you are using the Enhanced Quality Assurance module, you can record calibration information against
specific pieces of equipment. Select the Inspection Plan used for recording calibration information. It must
be defined as a Calibration type inspection.
Refer to the Quality Assurance chapter for more details
on how to set up inspection plans and specifications.
18. Select the Specification that contains the calibration inspection parameters.
19. The Last Calibration Date field automatically populates when the item is calibrated.
20. When you finish, click Save on the Standard toolbar.
Maintenance Planning
Use the Maintenance Planning sheet as needed to create preventative maintenance plans for the equipment
record. Each plan you create represents a preventative maintenance procedure that needs to be completed on
the item; for example, oil changes, filter replacements, belt changes, and so on. You can designate the preventative
maintenance plan as time- or meter-based. Time-based maintenance plans are based on a designated calendar
frequency, while meter-based maintenance plans are triggered based on equipment meter readings you record
in Meter Reading Entry.
The background Maintenance Plan Processor scans the preventative maintenance plans you define for the
equipment record and creates maintenance job records you can update as needed in Maintenance Job Entry. For
each maintenance plan you define, you can optionally select a template job that defines the operations, resources,
and materials used in the maintenance jobs generated for each equipment maintenance plan.
To create preventative maintenance plans:
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1. Click the Down Arrow next to the New button; select New Equipment Plan.
2. The Maintenance Planning > Detail sheet displays. Assign an identification number for the Plan.
3. Enter a Description that briefly describes the plan.
4. Use the Recurring check box to specify if the maintenance should recur in the future once it has been
performed.
5. If the plan is time-based, specify the Frequency and select the unit of measure that represents the frequency
at which the maintenance occurs. For example, if the maintenance occurs every three months, enter 3 in
the Frequency field, and select Months in the field to its right. Valid selections include Days, Weeks, Months,
or Years.
6. If the plan is time-based, specify the Next Execute Date on which the Preventative Maintenance Process
will create a maintenance job order for this plan.
7. If the plan is meter-based, use the Meter field to specify the number that is added to the last executed
meter value in order to determine the next time this plan should run.
8. If the plan is meter-based, specify the Next Execute Meter value at which the Preventative Maintenance
Processor should create a maintenance job order for this plan.
9. Specify the number of Buffer Days for the maintenance plan. This value is the number of days ahead of
the actual due date the process should generate the maintenance job for the plan.
10. Optionally, select the Template Job you want to associate with the maintenance plan.
11. Use the Topics section to associate topics with the maintenance plan. Refer to the next Topics section for
more information.
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12. Click the Specifications tab as needed to add free-form specification text for the equipment record.
13. Click the Comment tab as needed to add free-form comment text for the equipment record.
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14. Click the Children tab as needed to view the secondary, or child, equipment items associated with this
equipment record.
Topics
Use Topic Maintenance to define maintenance issue and resolution topic codes. You assign maintenance issue
topic codes in Maintenance Request Entry or Maintenance Job Entry to identify the maintenance issues that need
to be resolved on a piece of equipment. Likewise, you assign topic resolution codes in these programs after the
maintenance is performed to analyze equipment failures and required maintenance tasks.
Topic Maintenance supports ten levels of sub-topics for each topic. As a result, you can further subdivide the
scope of maintenance issues. For example, Engine could have the sub-topics Dirty Filter and Fouled Spark Plugs,
and each of these topics can have subtopics.
Menu Path: Service Management > Maintenance Management > Setup > Topic
To add a maintenance issue or maintenance resolution topic:
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1. Click the Down Arrow next to the New button; select New Case Topic.
8. The Parent Topics > Detail sheet displays. Select the Parent Topic.
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Maintenance Operations
Use Maintenance Operation Maintenance to define specific operations required to complete a maintenance job.
You add the operations you define in this program to a maintenance job or a maintenance job template in
Maintenance Job Entry. Examples of maintenance operations include: Remove Panel A, Switch off Electrical
Power, or Open Valve C. Maintenance operations can also be much more complex, and can include paragraphs
of detailed instructions and guidance.
You define maintenance operations as internal or subcontract operations. Internal operations track the hours
and costs for all planned and actual labor performed. Subcontract operations track the movement of parts and
costs associated with outside services
Menu Path: Service Management > Maintenance Management > Setup > Maintenance Operation
2. In the Operation field, enter a concise identifier for the maintenance operation.
3. Now in the Description field, enter a brief explanation for the operation.
4. The Text field displays standard comments you want to print on the Maintenance Request and Maintenance
Job Reports.
5. If this is a subcontract operation performed by an external resource, select the Subcontract Operation check
box. Clear the check box if it is an internal operation.
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2. For this example, you are linking this maintenance operation to a resource group. The Scheduling
Requirements > Resource Groups sheet displays.
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3. In the Resource Group ID field, find and select the resource group you wish to add to the maintenance
operation. To do this, right-click this field. From the context menu, select Open With > Resource Group
Search.
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4. Use the Resource Group Search program to find the resource group that you need to run this operation.
5. Click OK
6. The resource group you selected displays within the grid. Continue adding resources and resource groups
that run this operation.
Optionally, you can use the Resources sheet to add resources for the maintenance operation, or use the
Capabilities sheet to add capabilities for the maintenance operation.
Operation Text
Use Operation Text Maintenance to set up standard operation text that displays on maintenance job travelers
printed on the Maintenance Job Report. Operation text records are standard comments you associate with an
operation in Operation Maintenance. For example, you can set up standard instructions or warnings as Operation
text records and then associate them with specific operations. If you associate a specific operation text record
with an operation, that text automatically prints on the job traveler below job operation comments.
Menu Path: Service Management > Maintenance Management > Setup > Operation Text
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Operations
This section details the operations you can use within the Maintenance Management module. Each operation is
described as a workflow to help guide you through the process from start to finish. These programs are primarily
found within the General Operations folder for this module. If a unique setup record is required to run the
operation, this record is also described in this section.
Request Entry
Use Maintenance Request Entry to request that maintenance be performed on a piece of equipment. Employees
with the appropriate permissions can search for a particular piece of equipment based on some of the fields
defined in Equipment Maintenance. When the equipment is identified, you use predefined codes and enter free
form description to identify the issues or maintenance that is requested.
Menu Path: Service Management > Maintenance Management > General Operations > Request Entry
To enter a pending maintenance request:
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2. A system-assigned identifier displays in the Request field. This value only displays for your information; you
cannot change it.
3. Select the Equipment ID for the piece of equipment that requires maintenance.
4. Enter the Required Date. This value defines the due date for when the maintenance work must be finished.
5. Select the Priority for the required maintenance.
6. Enter a Description of the maintenance issues, and then select the Topics that categorize the nature of
the required maintenance.
7. When you finish, click Save.
Your request is now waiting for disposition in the Maintenance Request Queue.
Request Queue
After you enter a request for maintenance into Maintenance Request Entry and submit it for approval, it displays
in the Maintenance Request Queue. A tradesperson or manager can then disposition the result. After the request
is approved, a maintenance job is created and is linked to the submitted request. No further updates are made
to the maintenance request until the maintenance job order is complete. Once the maintenance job order is
finished, the status of the request automatically updates to Complete.
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Menu Path: Service Management > Maintenance Management > General Operations > Request Queue
To disposition the pending maintenance request:
1. Click the Request button to find and select the maintenance request identifier.
2. To approve the maintenance request and create a maintenance job order, click the Approve Job button.
3. To approve the maintenance request and create a maintenance job order that is immediately placed on
hold, click the Approve Job on Hold button.
4. To reject the maintenance request, click the Reject JobRequest button. You must enter text that indicates
the reason for the rejection.
5. Click Save on the Standard toolbar.
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6. Optionally, select the Mass Print check box to include the maintenance job on the Maintenance Job Report.
7. Optionally, select the Project ID to define which project the maintenance job is assigned.
8. Click Save.
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1. From the Tree View, right-click Operations and select Add Operation.
2. Select the Operation that needs to be performed on this maintenance job. In this example, you add the
Check Brakes operation.
3. Enter the estimated number of Hours it will take to perform this operation. In this example, you enter 2.00.
4. When you finish, click Save on the Standard toolbar.
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2. In the Status section, select the Engineered and Released check boxes.
3. When you finish, click Save on the Standard toolbar.
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Time Entry
Use Time and Expense Entry to enter employee hours for indirect labor, production labor, or project labor and
submit those hours for approval. You can enter time on a daily or weekly basis. After you enter time transactions,
you can view, modify, recall, and copy them at a later time. You can also monitor the status of transactions and
enter comments for approvers. Refer to the Time Management chapter for more information.
Menu Path: Service Management > Maintenance Management > General Operations > Time and Expense Entry
To enter labor hours for a maintenance job:
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1. Click the Employee ID button to find and select the identification number for the employee who performed
the maintenance work.
2. Click the Down Arrow next to the New button; select New Time.
3. The Time > Daily Time > Summary > Detail sheet displays. Accept all defaults.
4. Click the Down Arrow next to the New button; select New Time Detail.
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5. Select the maintenance Job for which you are entering labor hours.
6. Select the maintenance job Operation for which you are entering labor hours.
7. Enter the Clock In time at which labor started on this operation.
8. Enter the Clock Out time at which labor ended on this operation.
9. Select the Complete check box to indicate the maintenance operation is finished.
10. Enter any additional Labor Notes you need.
11. When you finish, click Save on the Standard toolbar.
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Meter Reading
Use Meter Reading Entry to record the meter data for a specific piece of equipment. You can enter meter data
for a piece of equipment regardless of whether it is attached to a preventative maintenance plan with configured
meter data. You can view meter reading information as needed in the Equipment Tracker. The Maintenance Plan
Processor uses the meter data to create and schedule required maintenance jobs.
Menu Path: Service Management > Maintenance Management > General Operations > Meter Reading
To use Meter Reading Entry:
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1. Click the Equipment ID button to find and select the piece of equipment whose meter you are reading.
2. The previously recorded meter reading displays in the Current Reading field.
3. Enter the New Reading quantity that displays in the usage meter for this piece of equipment.
4. Optionally, enter any Comment text you need for the new meter recording.
5. When you finish, click Save on the Standard toolbar.
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Reports
This section describes some key maintenance management reports you use to review maintenance entries. You
can run these reports whenever you need. You can also set up each report to generate and print through a
recurring, automatic schedule. Review the Automatic Data Processing chapter in the Epicor ERP Implementation
Guide for information on how you link a report to a recurring schedule.
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2. Use the Equipment Type drop-down list to select the kind of equipment you want to display on the report.
You create these types on equipment records as well.
3. Select the Print Details check box to print all the information for the listed equipment records.
4. Select the Print Maintenance Plan check box to print the maintenance plan linked to each selected
equipment record.
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5. Use the New Page per Equipment check box to designate each piece of equipment will print on an
individual page.
6. Use the Include Child Equipment check box to print secondary, or child, equipment records linked to the
equipment records listed on the report.
7. Select the Print Maintenance Log check box to print associated maintenance logs for the equipment listed
on the report.
8. Using the Jobs Closed After field, specify the job closure date. Maintenance log information prints for all
maintenance jobs closed on or after this date.
9. Use the Filter sheet to specify the equipment IDs, locations, and sites for which the equipment records
should print.
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1. Use the Priority drop-down list to select the maintenance priority status for which the report will print.
2. Use the Request Status drop-down list to select the request status for which The report will print.
3. Specify the Site for which the report will print.
4. Use the Requested On or After field to specify the beginning request date. Maintenance request information
entered on or after this date prints on the report.
5. Use the Required On or Before field to specify the ending request date. Maintenance request information
entered on or before this date prints on the report.
6. Select the Bar Codes check box to print bar codes on the report.
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7. Use the Filter sheet to further limit what equipment records display on this report.
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1. Use the Print all jobs flagged for mass print check box to indicate maintenance jobs selected for mass
printing in Maintenance Job Entry should print on the report.
2. Select the Print Scheduled Resources check box to print information on each resource selected for each
maintenance job.
3. Select the Print Scheduled Resource Descriptions check box to print descriptions of the resources used
on each maintenance job.
4. Use the Operation Dates check box to specify if operation dates should print for each maintenance job
operation.
5. Use the Operation Standards check box to specify if time standards information should print for each
maintenance job operation.
6. Select the Bar Codes check box to print bar codes on the report.
7. Use the Filter sheet to specify the maintenance jobs that should print on the report.
8. When you finish, click Print on the Standard toolbar.
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Setup
This section describes the primary records you need to create for the Field Service module. These programs are
contained within the Setup folder for this module. Only the primary records are described here. Some areas within
the next Operations section may also document setup records if they are required for a specific workflow.
You may also need to set up some parameters within Company Configuration. Some modules have global settings
you define through this administration program. For more information, review the application help for this
module; the Configuration topic details the options you define within Company Configuration. You can also
review the Company Configuration chapter in the Epicor ERP Implementation Guide.
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2. In the Contract Code field, enter the identifier for this code.
3. Now enter a brief explanation for the service contract code in the Description field. This description is used
during entry of a service contract for a customer.
4. Select the Ship Contract check box to indicate the contract needs to be shipped to a customer. The contract
created using this contract code needs to be invoiced by creating and shipping a sales order. If this check
box is clear, you can use AR Invoice Entry to invoice the contract directly.
5. Select the charges - Material, Labor, or Misc. this service contract code covers. Miscellaneous charges
include items such as travel, meals, and parking. A service contract code must have at least one coverage
charge.
6. The Duration field displays the length of time the service contract lasts. This value, along with the Modifier
setting, determines how long the service contract is active.
7. Enter the Unit Price for service contracts that have this code assigned to them. This value, and the Price Per
setting, determines the amount the customer is charged for the service contract.
To learn about generating recurring invoices, review
application help.
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8. Select the Recurring Inv check box to indicate this contract is invoiced on a recurring basis. The values in
the Unit Price and Price Per fields determine the recurring invoice amount.
9. Select the Deferred Revenue check box to indicate whether the contract is configured to defer revenue.
10. Select the Quoted check box to indicate whether a quote must be created and approved by the customer
before the contract can be invoiced.
11. If this service contract code covers on-site service calls, select the On Site check box.
12. Select the Renewable check box to indicate whether the contract that uses this contract code is valid for
renewal.
13. In the Renewal Code field, select the renewal code to use for the service contract renewal. This code defines
the contract price increase.
14. Use the Modifier field to select the unit of time the service contract lasts. This value, along with the Duration
setting, determines how long the contract is active. Valid selections include Days, Months, or Years.
15. In the Price Per field, select the unit by which the Unit Price value is applied. The default is Contract; however,
you can set the unit identifier to per day or per month.
16. The Frequency Period field is only available if you select the Recurring Invoice check box. Use this field to
indicate how often you want to generate an invoice for this contract.
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17. The RA Code field is only available if you select the Deferred Revenue check box. Use this field to indicate
the revenue amortization schedule for the contract.
18. The Task Set field is only available if you select the Quoted check box. Use this field to indicate the task set
to use when creating a quote for a contract renewal.
19. When you finish, click Save on the Standard toolbar.
Renewal Code
Use Renewal Code Maintenance to create an entry that controls the price increase when renewing a service
contract. The renewal codes are associated to the service contract codes in order to use the renewal entry settings
when renewing a service contract.
Menu Path: Service Management > Field Service > Setup > Renewal Code
To add a renewal code:
1. Click the New button on the Standard toolbar.
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4. Use the Quoted check box to indicate whether a quote must be created and sent to the customer for
approval before renewal can be invoiced. If selected, a task set must be selected.
5. Use the Increase Method field to classify the increase cost of the renewal contract; select an option from
the increase method list. Available options:
Amount A flat renewal amount is added to the original amount of the contract. The Amount field is
required and enabled when the Amount option is selected in the Increase Method field.
Percentage The percentage of each contract line is increased by the value entered in the Percentage
field. The Percentage field is required and enabled when the Percentage option is selected in the Increase
Method field.
Price List This value recalculates the renewal contract price based on the price list defined on the Price
List field. The Price List field is required and enabled when the Price List option is selected in the Increase
Method field.
6. After selecting the increase method, enter the value by which the renewal contract price will increase. The
field will be enabled, according to the selection in the Increase Method field.
If Amount or Percent are selected in the Increase Method field, enter a positive to increase the contract
value or a zero value for no change to occur in the contract value.
7. When you finish, click Save on the Standard toolbar.
2. In the Call Type field, enter the identifier for this call.
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3. Now enter a concise explanation for the service call type in the Call Description field. This description is
used during entry of a customer service call.
4. If you use tax categories to classify your service calls for sales tax reporting, select an option from the Tax
Category list.
5. When you finish, click Save on the Standard toolbar.
Employee
You use Employee Maintenance to indicate the specific employees that can be dispatched for field service calls.
Then during service call entry, you can display only those employees you designate as service technicians. This
section discusses the Employee Maintenance functionality that applies to the field service functionality. To learn
about adding an employee, refer to Epicor ERP Implementation Guide.
Menu Path: Service Management > Field Service > Setup > Employee
To add a service technician employee:
1. Click the Down Arrow next to the New button; select New ID.
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7. If you want name, address, phone, and email changes made to this employee record to automatically update
the linked person record within Person/Contact Maintenance, select the Sync Name, Sync Address, Sync
Phone, and/or Sync Email check boxes.
8. On the Production Info sheet, select the labor shift this employee ordinarily works from the Shift drop-down
list.
9. Optionally, enter a Resource Group and Resource to which this employee belongs. A resource can be a
piece of equipment like a calibration tool or a drilling machine, or an employee like a service technician. A
resource group pulls similar equipment and employee skills together, defining a specific aspect of your field
service organization. To learn more about resources and resource groups, review the Engineering chapter.
10. When you finish, click Save on the Standard toolbar.
11. Navigate to the Mobile > Labor Rate > Detail sheet.
Use this sheet to define Service labor rates. Each level above the Labor Expense Code in the Labor Rates
hierarchy can have its own Labor Rate defined, by selecting the Fixed Rate option in the Rate Type field
and then defining the Fixed Rate, or you can specify a Multiplier value used on the rate from the level
below it, by selecting the Based on Base Rate option in the Rate Type field. The base labor rate is defined
in Indirect Labor Account Maintenance. Each level can override or adjust the rate from the level below.
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12. From the New menu, select New Employee Labor Rate.
13. Select an expense code as defined in Indirect Labor Account Maintenance. Each expense code can include
a labor rate, depending whether you select the Advanced Labor Rate check box in Company Configuration.
The rate value entered in Indirect Labor Account Maintenance is used once you select a particular expense
code record in this field.
14. Select a rate type for a labor rate. The options include Fixed and Based on Base Rate. Depending on which
option you select in this field, the Rate Multiplier and Fixed Rate fields activate. If you select the Fixed
option, the Fixed Rate field activates. If you select the Based on Base Rate option, the Rate Multiplier field
activates.
15. Enter a rate multiplier value used on the rate from the level below in the Labor Rate hierarchy. This field
activates only if you select the Based on Base Rate option in the Rate Type field.
16. Enter a fixed rate value. This field activates only if you select the Fixed option in the Rate Type field.
Fixed rate allows overriding of rates defined lower in the Labor Rates hierarchy. This is to allow for more
specific rates rather than using the base rate. If you select the Advanced Labor Rates check box on the
Company Configuration > Modules > Production > Job sheet this is the value the Billable Service
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Rate field in Time and Expense entry uses as the default value for the billing rate for service call jobs for
the selected expense code.
17. Navigate to the Mobile > Field Service sheet.
18. Specify a resource. You cannot assign an employee to a service job when you schedule it, but you can assign
a resource. Use this field to link the employee in focus to a resource for cases where an employee technician
is scheduled to work on a service job.
19. When you finish, click Save on the Standard toolbar.
Operations
This section describes the operations available in the Field Service module. Each operation is described as a
workflow to help guide you through the process from start to finish. These programs are primarily found within
the General Operations folder for this module. If a unique setup record is required to run the operation, this
record is also described in this section.
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2. On the Header sheet, click the ID button in the Sold To section to find and select the customer you are
selling the service contract.
3. From the Attn drop-down list, select the person at the customer sold-to site who is considered the contact
for this service contract.
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4. If the service contract covers parts located at a different address than the sold to customer, click the ID
button in the Ship To section to find and select the customer where the parts are located.
5. If the customer billed for the service contract is different from the customer to whom you are selling the
service contract, select that customer from the Bill To Customer drop-down list.
6. Select the service contract code to assign to the contract from the Type drop-down list. This code determines
the type of coverage for the contract such as contract duration, services covered, billing frequency, and
renewal setting, and if the contract is configured to defer revenue. For information on how to add a service
contract code, review the Service Contract Code section earlier in this chapter.
7. The Contract Total field displays the total amount of the service contract. This field updates once you add
line detail information to the service contract.
8. When a contract is renewed, the Renewals Total field displays the total contract amount including the
renewal price increase.
9. Use the Quoted Contract pane to create and approve a quote before the original or renewal contract can
be invoiced. The Quoted check box displays as selected and the task set used for the quote displays in the
Task Set field.
10. In the Quote field, when saved, the Epicor quoting system automatically generates a quote number for the
original or renewal contract, allowing a copy of the quote to be sent to the customer for approval. Once
the quote in Opportunity/Quote Entry is marked as won, approved, and accepted by the customer, the
Accepted check box is enabled.
11. The Order/Line fields display the sales order and sales order line on which this service contract was sold.
These fields are for display only. For more information on invoicing a service contract, see the Invoice a
Service Contract section later in this chapter.
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12. The Duration field specifies the length of time the service contract lasts. This value, along with the
Modifier setting, determines how long the service contract is active. The value defaults from the Type code
you specify, but if you need, you can change this option.
13. The Expire Date field specifies the date on which the service contract expires. This date is calculated as the
Effective Date plus the Duration. Once a contract has expired, an Expired status indicator displays at the top
of this sheet.
14. Once the service contract is invoiced, the Invoiced check box displays as selected, and an Invoiced status
indicator displays at the top of this sheet.
15. The Effective Date field specifies the date on which the contract goes into effect. The default is todays
date; if you need, change this date.
16. The Renewed Until field displays the expire date of the last effective renewed contract. This field is
automatically calculated based on the renewal effective date plus the duration of the renewal.
17. In the Coverage section, select the Material, Labor, Misc, and Onsite check boxes to indicate the service
contract covers material, labor, miscellaneous, or onsite service call charges. The default setting for this
check box comes from the Type code you selected for the contract, but you can change these options.
18. Use both the Recurring check box and the Frequency field to indicate the contract is invoiced on a recurring
basis and how often to generate the invoice. The amount on the invoice is determined by the Frequency
Period in addition to the contract price and the extended price on the Line > Detail sheet.
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19. The Price Per field specifies the unit by which the Contract Price value on the Line > Detail sheet is applied.
The default setting for this check box comes from the Type code you chose for the contract, but it can be
changed. Valid selections include Contract, Daily, and Monthly.
2. Once the original or renewal contract is ready to be quoted, select the Ready to Quote check box.
3. Select the Suspended check box to indicate the contract has been suspended and all open deferred revenue
amortization (DRA) periods are put on hold.
A suspended contract cannot have service calls linked to
it.
4. Select the Ready to Invoice check box to indicate the contract is to be invoiced directly in AR Invoice Entry
and a sales order and shipment are not necessary. If the Ship Contract check box is selected in Service
Contract Code Maintenance, the Ready to Invoice check box is disabled.
Once a contract is suspended, you must define the hold reason code and enter a comment on the action.
Line - Detail
To enter line information:
1. Click the Down Arrow next to the New button; select New Line.
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2. On the Line > Detail sheet, click the Part/Rev button to find and select the part that is covered by this
service contract.
3. Select the appropriate revision for the part from the Revision drop-down list.
4. If you need, enter the Customer Part number and the Customer Revision level by which the customer
refers to the part.
5. The Serial Numbers button becomes active if the part is assigned a serial number.
6. Optionally, enter the sales order and line numbers on which the part was originally sold, or click the Ref.
Order/Line button to find and select it. When you enter this information, the part number, revision, and
quantity are pulled into the contract line.
7. Enter the part quantity this service contract covers in the Contract Qty field.
8. The Contract Price value defaults from the Type code you chose for the contract on the Header sheet; if
you need, enter a different amount.
9. The Ext Price displays the contract quantity multiplied by the contract price.
10. Verify the Billing Dates for each line are accurate. The dates in the Start Date and End Date fields populate
automatically based on the duration specified in the service contract code. These dates can be overridden
if necessary.
11. When you finish, click Save on the Standard toolbar.
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Mobile - Detail
Use the Mobile sheet to define Service labor rates for a selected service contract record. You can only enter data
for service jobs if the Advanced Labor Rate check box is selected in the Company Configuration > Modules
> Production > Job sheet.
The Labor Rates in the Epicor application are calculated according to the following hierarchy:
Service Contract
Customer > Ship To (this relates to the Address chosen for the Job)
Customer
Employee
Labor Expense Code
Each level above the Labor Expense Code can either define its
own Labor Rate (by selecting the Fixed Rate option) or specify
a multiplier to be used on the rate from the level below it (by
selecting the Based on Base Rate option). The base labor rate
can be defined in the Labor Expense Code.
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2. Select an expense code as defined in Indirect Labor Account Maintenance. Each expense code can include
a labor rate, depending whether you select the Advanced Labor Rate check box in Company Configuration.
The rate value entered in Indirect Labor Account Maintenance is used once you select a particular expense
code record in this field.
3. Select a rate type for a labor rate. The options include Fixed and Based on Base Rate. Depending on which
option you select in this field, the Rate Multiplier and Fixed Rate fields activate. If you select the Fixed
option, the Fixed Rate field activates. If you select the Based on Base Rate option, the Rate Multiplier field
activates.
4. Enter a rate multiplier value used on the rate from the level below in the Labor Rate hierarchy. This field
activates only if you select the Based on Base Rate option in the Rate Type field.
5. Enter a fixed rate value. This field activates only if you select the Fixed option in the Rate Type field.
Fixed rate allows overriding of rates defined lower in the Labor Rates hierarchy. This is to allow for more
specific rates rather than using the base rate.
6. When you finish, click Save on the Standard toolbar.
Renew Contracts
Use the Renew Contracts process to renew several contracts at once. Select the Get Contracts/Renewals option
from the Actions menu to retrieve all contracts that expire prior to the Expire Date.
You can use Service Contract Entry to view and modify renewal details after contracts are renewed.
The Renewable check box must be selected in Service Contract
Entry in order for a contract record to display in the Contract
Renewals pane.
Menu Path: Service Management > Field Service > General Operations > Renew Contracts
To renew several contracts at once:
1. In the Expire Date field, select the expire date to use as a filter to display the service contract records.
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2. From the Actions menu, select the Get Contracts/Renewals option to bring up all contract records that
expire prior to the expire date.
3. In the Contracts/Renewals pane, select the Selected check box for each service contract to renew.
4. Once all the contracts to renew are selected, click the Submit icon on the Standard toolbar.
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2. On the Summary sheet, click the Customer button to find and select the customer you are selling the
service contract.
3. Click the Down Arrow next to the New button; select New Contract Line.
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4. The Lines > Detail sheet displays. Notice many fields are not open for data entry. For example, you cannot
enter parts that are covered by the service contract in Sales Order Entry. Parts covered by a service contract
are added to the service contract record within Service Contract Entry. For more information, refer to the
previous Service Contract Entry section.
5. Enter the service contract number in the Contract field, or, click the Contract button to find and select the
service contract you created for this customer.
6. If you are creating a sales order for a renewed contract, enter the renewal number in the Renewal field,
or, click the Renewal button to search for and select the renewal record.
If the renewal number is zero, the sales order is processing the original contract which has not yet been
renewed. If the renewal number is greater than zero, the number indicates the renewal contract record
being processed.
The Renewal button is enabled once the contract has
renewals to invoice. Once you select a renewal contract,
the amounts that relate to the renewal display in the Unit
Price field. If it is a quoted renewal, it must be accepted
in order for the renewal values to display.
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9. If you need, change the Unit Price amount. The value in this field defaults from the service contract.
10. Continue to add other line items to this sales order. When you finish, click Save on the Standard toolbar.
For more information on how to enter a sales order,
review the Sales Order Processing chapter.
2. Navigate to the Lines > Customer Shipment Entry > Detail sheet.
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AR Invoice Entry
To invoice a customer for a service contract, you can use two commands in AR Invoice Entry Get Shipments
and Get Contract Billing. Use the Get Shipments command to generate an invoice when the service contract has
a packing slip with a Shipped status. Use the Get Contract Billing command to create an invoice for a contract
with recurring billings, if the contract is to be invoiced directly, or to invoice a particular line added to a contract.
For more information on how to generate invoices, review the
Customers and Accounts Receivable chapter.
Menu Path: Financial Management > Accounts Receivable > General Operations > Invoice Entry
To generate an invoice for a service contract:
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2. In the Group field, enter the identifier for the entry group.
3. Define the Invoice Date and the Apply Date for the group.
4. You are now ready to add the packing slip on which the service contract is found. Click the Actions menu.
5. If the service contract is set up for recurring invoices or invoiced directly, select Get > Contract Billing.
6. In this example, the service contract is not set up for recurring invoices, so you select Get > Shipments.
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8. Click the Customers button to find and select the customer you are selling the service contract.
9. To review only those packing slips not invoiced, click the View Not Invoiced Packing Slips button.
10. The Packing Slip Browse window displays. Select the packing slip on which the service contract is found.
11. Click OK. Select Yes to the confirmation message that displays.
You can now print the invoice for this service contract.
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2. A unique call number is automatically assigned to the service call and displays in the Call Number field.
3. Click the Customers button to find and select the customer you are entering a field service call.
4. In the Attn field, select someone at the customer site who is considered the contact for this service call.
5. Enter the Request Date and Request Time the customer is asking for service. The current date and time
default, but you can change these values.
6. Use the Scheduled Date and Scheduled Time fields to define the date and time the technician will be on
the service call.
7. The Duration field indicates the estimated duration of the service call in days.
For more information on Time Entry, review the Time
Management chapter.
8. The date and time the technician logs against this service call within Time Entry displays in the Actual field.
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9. In the Priority field, enter the priority status for the service call. Options include High, Normal, and Low.
10. Specify the type of call assigned to this service call from the Call Type drop-down list. Call types identify
tax and G/L account information. For more information on service call types, review the Service Call Type
section earlier in this chapter.
11. The Case Number field indicates the case identifier, if any, which created this service call.
Line - Detail
To enter line information:
1. Click the Down Arrow next to the New button and select New Line.
2. On the Line > Detail sheet, click the Contract button to find and select the service contract you need if
you sold a service contract to this customer for this part.
3. Use the Coverage section to see if the contract or warranty covers material, labor, or miscellaneous charges.
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4. If a part is still under warranty, click the Pack/Line button to access a modified version of the Customer
Shipment Search window; browse for the correct packing slip and line on which the part originally shipped.
You cannot reference both a contract and a warranty on
the same service call line.
5. If a part is still under warranty, click the Drop Shipment/Line button to access a modified version of Drop
Shipment Search window; browse for the correct drop shipment and line on which the part originally shipped.
6. Click the Part/Rev button to find and select the part that requires service.
7. Select the Reason for the requested service for the parts.
Reason codes are defined in Reason Code Maintenance.
Codes that display in Service Call Center are grouped
under the reason type Service Call. For more information
on service call reason codes, review application help.
8. Enter the Quantity and the unit of measure of the part to be serviced.
9. The Job that is created from the service call displays. You can right-click in this field to access the Job Entry,
Job Scheduling Board, Job Tracker, or Job Search programs.
10. On the Line > Detail > Issue sheet, enter in a description, in the Description box, of the issue with the
item to be serviced.
11. In the Topics, select an applicable topic from the drop-down lists that relates to the item. The String field
automatically populates.
12. Use the Line Pricing sheet to review the pricing for the selected service call line. The pricing you can review
includes:
Estimate - The estimated amounts for the pricing elements Service (labor), Material, Subcontract, and
Miscellaneous charges entered at the job level on either operation sequences or material sequences.
Actual - The actual amounts for the pricing elements Service (labor), Material, Subcontract, and
Miscellaneous charges captured typically during time entry, material issues, and purchase receipts.
Billable - The amounts billable to the customer for this service call line. These amounts depend on the
settings for Labor, Material, and Miscellaneous found on the Line > Detail sheet.
Technicians
Use the Technicians sheet to assign a shop employee to the field service call.
1. Select the Technicians > List sheet.
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2. Select the Technicians Only check box to only view employees with the Service Technician check box
selected in the Employees program. To view all employees, clear the Technicians Only check box.
3. Select a technician in the Technicians list to review their schedule in the Open Service Calls list.
4. Select a service call record in the Open Service Calls grid to review a call requested date and estimated
duration in days. This information also displays in the Call section of this sheet.
5. To assign a technician to the service call that is open in the Service Call Center, select a technician in the
Technicians list, and then click the Assign button.
6. The technician is added to the Technicians > Assigned Tech List sheet.
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2. Select Print Service Call Ticket to produce a ticket for the service call open in the Service Call Center. The
service call ticket is printed after you add the new line.
3. A service call automatically closes when the Service Call Labor Complete check box is set from Time Entry,
and the Issued Complete check box is set in Issue Material. You can also manually close the service call. To
do this, select Close Service Call. When you select Close Service Call from the Actions menu, a yellow
Closed status indicator displays in the header of the service call.
4. Select Reopen Service Call to access the call again. Note however, that once a call has been invoiced, you
cannot reopen it.
5. Use the Void Service Call and Activate Service Call commands to cancel and launch a service call
respectively. When you select Void Service Call from the Actions menu, a yellow Voided status indicator
displays in the header of the service call. You cannot void an invoiced service call.
6. To create a service job, select Create Service Call Job. The Job Entry program launches with all pertinent
information populated. In addition, the service job number populates on the Line > Detail sheet in Service
Call Center for the line.
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2. The Job Search window displays. From the Job Type drop-down list, select Service.
3. Click Search.
4. Notice only service job types display in the search results. Select the service job you want and click OK.
5. The service job number displays in the Job field. The service job number begins with the prefix SRV, and
then contains the service call number along with a sequential number, starting at 1. This sequential number
refers to the number of jobs created for this service call.
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6. The Part field displays the part defined in the service call.
7. Notice the Required Date is the same date defined in Service Call Center; if you need, you can change this
date.
8. You can add operations to a job in different ways within Service Job Entry. In this example, you will add an
operation using the Engineering > Operation Master sheet. Click the Operation button to find and
select an operation to add to this service job; you want to add a Repair operation to this service job.
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11. Now you want to enter the estimated number of hours the service technician needs to complete this
operation. You do this on the Job Details > Operations > Service sheet.
12. Because the service contract associated with the service call from which this service job was created covers
labor, the Billable check box is clear; however, you can change this option.
13. The Service Rate is the hourly rate charged for this service. If the operation is maintained within Operation
Maintenance, this field displays for your information and you cannot change this value.
14. Enter the estimated number of hours this service call operation requires in the Estimated Hours field.
15. The total estimated cost of the service call operation displays in the Amount field.
16. If this operation is a subcontract operation, you can use the Subcontract section to enter the estimated
cost per unit for a material quantity worked on during this service.
17. Select the Job Details > Operations > Detail sheet.
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18. To set the operation as mobile, select the Mobile Operation check box.
Select this check box to mark the operation in focus as a Mobile Operation. Once you select this check box,
the operation will be moved to Epicor Mobile as a job.
A mobile operation must satisfy one of the following criteria:
At least one resource marked as Epicor Mobile Resource must be linked to a mobile operation in Job
Entry and an Employee record in Employee Maintenance. The resource must be set as Location in the
Resource Group Maintenance > Resources > Detail sheet.
At least one resource group that includes a resource marked as Epicor Mobile Resource must be linked
to a mobile operation in Job Entry. The resource group must be set as Location in the Resource Group
Maintenance > Detail sheet.
When you assign a Resource Group record, which contains
a mobile resource, to a Mobile operation in Job Entry, the
Resource field located in the Job Entry > Job Details >
Operations > Scheduling Resources > Detail sheet must
be void.
19. When finished, click Save on the Standard toolbar. The estimated service cost for this line is now updated
within Service Call Center Line - Line Pricing.
Add Material
You also add material to this service job.
1. You can add material in different ways within Service Job Entry. In this example, you add material using the
Engineering > Parts sheet. On the Engineering > Parts sheet, click the Part button to find and select the
material needed for this service job. In this example, you want to add material DSS-1020.
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5. Select the reason this material is needed on this service job from the Reason drop-down list.
6. If this added material is for a miscellaneous charge, such as travel expenses, select the service call billing
charge code from the Misc Charge drop-down list.
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7. Because the service contract associated with the call on the service job covers material, the Billable check
box is clear; however, you can change this value. In this example, you bill the customer for this material.
8. The Unit Price is the sales price defined for this material within Part Maintenance; if you need, you can
change the unit price. If this material is for a miscellaneous charge, you enter the charge here.
9. The Ext Price displays the gross extended line total for this material. It is calculated by multiplying the
Qty/Parent value, defined on the Job Details > Materials > Detail sheet, by the Unit Price.
10. When you finish, click Save on the Standard toolbar. The estimated material cost for this line is now updated
within Service Call Center > Line > Line Pricing.
In this example, the service technician will repair the part on-site. However, if needed, you could have the
part returned to your facility for repairs. In this case, you may need to schedule the service job in a similar
way as scheduling manufactured jobs.
2. When finished, click Save on the Standard toolbar.
Once a job is released, you can report labor against the job within Time Entry. For more information on how to
add time entries, review the Time Management chapter.
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Time Entry
Time and Expense Entry is the tool you use to enter time records against specific operations on selected service
jobs.
Menu Path: Service Management > Field Service > General Operations > Time and Expense Entry
To enter a new time record:
1. Click the Employee ID button and search for and select an Employee ID.
2. Click the Down Arrow next to the New button and select New Time.
3. The fields on the Time > Daily Time > Summary > Detail sheet open for data entry. In the Payroll
Date field, enter the date on which the labor occurred.
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4. From the Shift drop-down list, select the shift during which you performed the labor.
5. Default time values populate the Clock In, Clock Out, and Lunch panes. If you need, you can edit these
times.
6. The total hours display in the Pay Hours field.
7. When you finish, click Save on the Standard toolbar.
You are now ready to enter the labor details.
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2. The Time > Daily Time > Detail > Detail sheet displays. From the Labor Type list, select the labor that
was performed. The available options are Indirect, Project, Production, Service, and Setup.
3. Enter the Job, Assembly, and Operation for the labor transaction.
4. If the labor for this service call is complete, select the Service Call Labor Complete check box.
5. In the Labor Qty field, enter the quantity that resulted from this labor detail.
6. In the Labor section, use the Clock In and Clock Out values to define how long you worked on the operation.
7. If this labor transaction completes the operation, select the Opr Complete check box.
8. The Location section defines the default resource group, department information, and resource for this
transaction. You can change these options as needed.
9. Enter a Billable Service Rate associated with an employee selected in the Employee ID field.
The value that defaults in this field comes from the fixed rate defined on the Expense Code assigned to
an employee. The Expense Code is assigned in the Expense field located on the Employee Maintenance >
Mobile > Labor Rate > Detail sheet. This value determines the actual and billable service rates on the Line
Pricing sheet in Serv ice Call Center.
This field only displays if you select the Advanced Labor
Rates check box on the Company Configuration >
Modules > Production > Job sheet.
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AR Invoice Entry
Use AR Invoice Entry to generate an invoice for a service call. For more information on how to generate invoices,
review the Customers and Accounts Receivable chapter.
Menu Path: Financial Management > Accounts Receivable > General Operations > Invoice Entry
To generate an invoice for a service call:
1. Click the New button on the Standard toolbar.
2. In the Group field, enter the identifier for the entry group.
3. Define the Invoice Date and the Apply Date for the group.
4. You are now ready to add the field service call. Click the Actions menu.
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7. Click the Sold To Customers button to find and select the customer that you are invoicing for the service
call.
8. Click OK. Select Yes on the message window that displays.
For more information on how to generate invoices, review the Customers and Accounts Receivable chapter.
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Reports
This section describes some key field service reports you use to monitor service contracts and service calls. You
can run these reports whenever you need. You can also set up each report to generate and print through a
recurring, automatic schedule. Review the Automatic Data Processing chapter in Epicor ERP Implementation
Guide for information on how you link a report to a recurring schedule.
2. Select the Contract Status of the service contracts you would like to see on the report. Valid selections
include All, Active, Expired, or Both.
3. Use the Filter sheet to filter the report by Contracts, Customers, and Parts.
4. Select the report output format.
5. To review the report before printing, click Print Preview on the Standard toolbar.
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2. Select the Contract Status of the service contracts you would like to see on the report. Valid selections
include All, Active, Expired, or Both.
3. Use the Filter sheet to filter the report by Customers, Parts, and Contract Codes.
4. Select the report output format.
5. To review the report before printing, click Print Preview on the Standard toolbar.
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2. Select the Call Status of the service calls you would like to see on the report. Valid selections include Open,
Closed, or Both.
3. Use the Details section to choose the information assigned to the service call such as the technicians,
services, materials, and miscellaneous service charges.
4. Use the Filter sheet to filter the report by Customers, Parts, and Call Types.
5. Select the report output format.
6. To review the report before printing, click Print Preview on the Standard toolbar.
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2. Optionally, select the Page Break per Technician check box to indicate a new page should start each time
the report encounters a new technician (employee).
3. Use the Filter sheet to limit the report data to only display dispatches for specific Employees.
4. Select the report output format.
5. To review the report before printing, click Print Preview on the Standard toolbar.
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Engineering | Chapter 11
Setup
This section describes the primary records you need to create for the Engineering module. These programs are
contained within the Setup folder for this module. Only the primary records are described here. Some areas within
the next Operations section may also document setup records if they are required for a specific workflow.
You also need to set up some parameters within Company Configuration. The Engineering module has global
settings you need to define through this administration program. For more information, review the application
help for the Engineering module; the Configuration topic details the options you define in Company Configuration.
You can also review the Company Configuration chapter in the Epicor ERP Implementation Guide.
Resource Groups
You manufacture a part through the combined effort of equipment, tools, and people. You can define each of
these items within your manufacturing process using Resource Group Maintenance
A resource is a specific manufacturing asset. A resource can be a piece of equipment like a punch press or a laser
wire marking machine, a tool required to produce components, or an employee like a setter, or operator. A
resource group pulls similar equipment and employee skills together, defining a specific aspect of your
manufacturing center. Resource groups can also define equipment and skills that are placed together within a
physical location.
Menu Path: Production Management > Engineering > Setup > Resource Group
1. Click New on the Standard toolbar.
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2. In the Resource Group field, enter an identifier for the new group.
3. Enter a Description for the resource group.
4. Click the Department drop-down list to select the department that will collect information on multiple
resource groups for various reports.
5. Click the Calendar button to find and select the calendar for this group. You can also enter the calendar
ID directly. This value is the default calendar used for resources created within the group. For more information
about Production Calendars, review the Sites chapter in the Epicor ERP Implementation Guide.
6. If this resource group is a physical place within the manufacturing center, select the Location check box.
Selecting this check box causes the resource group to be defined as the destination on the shop floor where
both raw materials and partially completed product quantities are delivered. It also indicates where completed
product quantities are picked up from this resource group to be sent to the next operation, shipped to the
customer, or received to inventory.
Location resource groups also define the primary amount of manufacturing burden (overhead) placed against
a labor transaction. Because of this functionality, a resource group defined as a location controls the amount
of actual burden placed against an operation. The burden rate defined on a location resource group overrides
any burden rates used on the primary resource group selected for the job operation. When a shop employee
enters labor against a location resource group, the burden rate from this resource group is used on the labor
transaction, instead of the burden rate from the planned resource group on the job operation. You use this
feature to allocate burden costs for tooling, product fixtures, and so on in order to include them in actual
burden amounts.
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7. Define the burden rates for both Production and Setup. Burden is the overhead cost, like machine operation
costs, that occur while this resource group runs.
8. Indicate how this rate calculates by using either the Flat or Percent method. The Flat method uses the
Costing Burden Rate as a flat hourly rate; this value is multiplied by the hours posted against a job to
determine the total burden cost. When you select the Percent method, the Costing Burden Rate is a
percentage of the shop employees Labor Rate and is multiplied by the hours posted against a job to determine
the total burden cost.
The Setup value defines the cost that occurs while the
resource group is readied for production. The Production
value defines the cost that occurs while the resource group
is manufacturing materials.
9. Define the labor rates for both Production and Setup. Labor is the cost of the time employees spend
working within the resource group.
10. In the Crew Sizes fields, enter how many shop employees work within this group. You can have different
crew sizes for setup and production.
11. In the Scheduling Blocks field, enter how many resources one operation needs in order to be complete.
The scheduling program divides the production time by the number of scheduling blocks you enter here.
12. The Queue Hours field defines how long materials wait before work begins on them. During scheduling,
this time is added to the estimated production hours.
13. The Move Hours field indicates how long materials wait after the last operation is complete before they
move on to the next resource group. During scheduling, this time is added to the estimated operation hours.
14. Click Save on the Standard toolbar.
Now that you have entered the main information for the resource group, you are ready to enter the groups
resources
Resource
You also use the Resource Group Maintenance program to create the resources that make up the resource group.
A resource is a specific manufacturing asset. A resource is a piece of equipment like a punch press or a laser wire
marking machine, a tool required to produce components, or an employee like a setter, or operator.
To define resources on the Resources > Detail sheet:
1. Click the Down Arrow next to the New button; select New Resource.
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2. The Resources > Detail sheet displays. In the Resource field, enter the unique identifier for the resource.
3. Enter a Description to identify the resource. This text displays on various reports and windows throughout
the application.
4. Optionally, select the Finite Capacity check box to indicate the resource works only during a specific number
of hours each day. Any operation linked to this resource is not scheduled over this capacity limit.
5. The default Production Calendar selected for the resource group displays in this field. Either enter or search
for and select the production calendar you need.
If you clear this check box, the global scheduling
functionality calculates this resource for infinite capacity.
This means that multiple operations can be scheduled on
this resource at the same time. For more information,
review the chapter on Scheduling.
6. If this resource is a physical place within the manufacturing center, select the Location check box. Selecting
this check box causes the resource to be defined as the physical location on the shop floor where both raw
materials and partially completed product quantities are delivered. It also indicates that complete product
quantities are picked up from this resource to be sent to the next operation, shipped to the customer, or
received to inventory.
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Location resources also define the primary amount of manufacturing burden (overhead) placed against a
labor transaction. Because of this functionality, a resource defined as a location controls the amount of
actual burden placed against an operation. The burden rate defined on a location resource overrides any
burden rates used on the primary resource selected for the job operation. When a shop employee enters
labor against a location resource, the burden rate from this resource is used on the labor transaction, instead
of the burden rate from the planned resource on the job operation. You use this feature to allocate burden
costs for tooling, product fixtures, and so on in order to include them in actual burden amounts.
7. Click the Input Warehouse and In Bin drop-down lists to define the warehouse and bin from which this
resource pulls its material.
8. Click the Output Warehouse and Out Bin drop-down lists to define the warehouse and bin that receives
material from this resource.
9. Click the Backflush Warehouse and Backflush Bin drop-down lists to define which warehouse and bin
backflushes materials to this resource. If the In Bin does not have enough on-hand quantity, materials are
issued from this location instead.
10. The Costing Burden Rates area defines the setup and production burden rates this resource uses. To pull
in the rates from the resource group as a default, select the Use Resource Group Values check box.
11. The Costing Labor Rates area defines the setup and production labor rates this resource uses. To pull in
the rates from the resource group as a default, select the Use Resource Group Values check box.
12. Use the Scheduling section to define how operations at this resource are scheduled. If the resource uses
the same options as the resource group, select the Use Resource Group Values check box.
For details about the scheduling functionality, review the
chapter on Scheduling.
Calendar Exceptions
Use the Calendar Exceptions sheet to define specific days and hours when work does not occur within the current
group. This prevents the scheduling functionality from assigning production hours during these inactive times.
To define calendar exceptions:
1. Click the Calendar Exceptions tab.
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2. Select the date on which the hours normally worked on that date will be different. In this example, you
select April 9th.
3. Click the Calendar Exceptions button.
4. The Calendar Exception window displays. Note both the resource group and the date display on the title
bar.
5. Select or clear the check boxes to indicate the hours during which work will or will not occur on this date.
6. Click OK.
7. A Calendar Exception icon displays on the date you modified.
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Operations
Operations define actions your shop employees perform during the manufacturing process. Operations interact
with resource groups and resources so you can precisely calculate the costs in time, burden, and labor each
operation takes to complete.
Menu Path: Production Management > Engineering > Setup > Operation
To create operations in Operations Maintenance:
1. Click New on the Standard toolbar.
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8. In the Resource Group ID field, find and select the resource group you want to add to the operation. To
do this, right-click this field. From the context menu, select Open With and then Resource Group Search.
9. Use the Resource Group Search program to find the resource group that you need to run this operation.
10. The resource group you selected displays within the Resource Group List grid. Repeat these steps to add
the resources and resource groups that run this operation.
11. Optionally, you can add a restriction on the use of certain hazardous substances that may be added by this
operation during the production process. To do this, click the Down Arrow next to the New button; select
New Restriction.
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16. Review the substances included in the selected Restriction Type. For each substance, enter a Substance
Weight, which defines the default weight of the substance per primary part of the Unit of Measure.
17. When you finish, click Save.
When your operations are defined, you are ready to enter your part record.
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2. In the Part field, enter a number for the part. This value is the identifier for the part throughout the
application.
3. Enter a Description for the part. This description prints on sales orders and AR invoices.
4. Click the Type drop-down list and select Manufactured. This indicates the part is assembled by your
company.
5. Define the UOM Class for the part. The UOM Class represents a combination of unit of measures valid for
the part and the factors used to perform conversions to the base UOM.
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6. Select the Primary UOMs for Inventory, Sales, and Purchasing. These represent the units of measure in
which this item is normally sold, quoted, stocked, or purchased.
7. Now define the Sales Unit Price of the part. This price is the default price used for this part when entering
a sales order. This value is just the base price; it can be modified later by any price breaks you enter.
8. Use the drop-down list next to the Sales Unit Price field to indicate the Price Per quantity associated with
this price. You can sell at this price for every one part, every hundred parts, or every thousand parts.
9. In the Internal Price field, enter how much this part costs when this part is transferred from stock in one
plant to a job in another plant. Once again, define the Price Per value from the accompanying drop-down
list.
10. The next fields are all optional items you can define for various project reporting and analysis functions. For
example, if your company classifies parts by product group, select a Group from this drop-down list. Do
the same for the Class, Warranty, Head/Asm Analysis, and Material Analysis drop-down lists. These
values group together materials operations, assemblies, and headers. You then can run a project analysis
using a specific value you define here, comparing costs contained within each analysis group.
For example, you have a project with multiple jobs that
use material from multiple part classes. If you want to see
how much of the total amount came from these different
part classes, run a project analysis against these class
values to view the segregated costs.
11. If you use Reference categories to group materials for assignment of reference designators, click the
Reference Category drop-down list and select the category, for example, Resistor, LED.
12. If you use tax categories to classify your items for sales tax reporting, click the Tax Category drop-down
list and select an option.
13. When you finish, click Save on the Standard toolbar.
The part record is added to the database. You are now ready to add more details to the part record.
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2. The Part > Sites > Detail sheet displays. Click the Site drop-down list to select the site that manufactures
the part.
3. Click the Primary Warehouse drop-down list to select the main warehouse that stores this parts finished
quantities.
4. Click the Type drop-down list to select the Manufactured option.
You create site records in Site Maintenance and
warehouse records in Warehouse Maintenance. You
launch these setup programs from the Inventory
Management module.
5. You can also define the sites planning parameters. To do this, click the Planning tab.
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6. On the Part > Sites > Planning sheet, define the MRP and scheduling parameters for this part at this site.
For example, if you want the Get Details process to create a pull quantity that utilizes existing stock to reduce
the production quantity, select the Auto Consume Stock check box. This causes overrun quantities to be
automatically consumed that have been put into stock.
7. Manufacturing Lead Time is the elapsed time from when production begins on a quantity to when the
quantity is considered complete on the costing lot. This time includes how long it takes to acquire any
constrained materials for the current assembly and how long it takes to manufacture subassemblies needed
to create the current part. You can use the Manufacturing Lead Time Calculation process to automatically
calculate lead time values; this process considers all the variables for manufacturing the complete part from
beginning to end. However, you can override these calculated values and enter the number of days as an
exception value. For more information on this process, review the Manufacturing Lead Time Calculation
section later in this chapter.
8. Enter a Cumulative Time value. This value is the sum of the manufacturing lead time plus the material lead
time. It incorporates the lead time of the longest constrained material requirement found on any of the
sub-assemblies.
9. Enter a This Level Time value. This value is the time required to build the job cost quantity of the part; it
assumes the required materials are available.
10. When you finish, click Save on the Standard toolbar.
Many other fields and sheets within the Part Maintenance
program are available for use by other functions within
the application. These fields are beyond the scope of this
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Part Revision
When you finish entering the basic information on the part, you need to create at least one revision for it. You
can then open the part within the Engineering Workbench where you define the revisions method of
manufacturing.
To create a part revision:
1. Click the Down Arrow next to the New button; select New Part Revision.
2. The Part > Revisions > Detail sheet displays. In the Rev field, enter the revision identifier. This value
identifies the part revision throughout the application, and it is typically labeled by a letter. For example, A
is the first revision and B is the second revision.
3. In the Effective field, enter or click the drop-down list to select the date on which this part revision becomes
the main revision for this part. The application uses this date to determine the default revision whenever a
part with revisions is selected on a job record.
4. Enter a Description for the revision.
5. If you have an engineering drawing for this revision, enter this files identifier within the Draw field.
6. If you use reference designators, select the Validate Ref Designators check box to perform validations for
this part revision. Validations include determining the number of reference designators for each material
record, and verifying that each identifier is unique.
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7. The Configurable check box indicates the revision has either a configuration linked to it or the revision's
bill of materials (BOM), created through the Engineering Workbench, contains a material or subassembly
revision linked to a configuration.
For example, if a Revision is approved, the application launches a Configuration Sequence process (visible
through the System Monitor) that goes through all subassemblies/materials in the current part's BOM and
searches for configurations linked to the part's BOM. If a configuration is found, the part revision is marked
Configurable. The process continues to branch through any part BOM used as a subassembly. If the logic
finds a configuration linked to a subassembly BOM, this subassembly part is also marked as Configurable.
8. The ECO and ECO Group fields are blank. These fields populate after the part revision is checked out within
the Engineering Workbench. This program is explored later in this chapter.
9. Click the Site field drop-down list to select the site that manufactures this part revision. If you only have
one site within your company, this default site displays.
10. If the Co-Parts check box is selected, the selected part has at least one co-part associated with it.
11. Click the Concurrency field drop-down list to select either Concurrent or Sequential. The selected value
determines quantity reporting and costing.
If sequential, the quantity requirements of the co-parts are factored in the total cost of the revision and
then split according to the labor/material cost split set up in the co-part.
If concurrent, only the quantity requirement of the main part is considered and then divided by yield
to determine the total cost of the revision. Labor and material cost factors are used to split the costs.
12. The Rough Cut Parameter section includes the Rough Cut Code field. This functionality is described in the
chapter concerning Scheduling.
13. When you finish, click Save on the Standard toolbar.
Alternate Methods
You may have slightly different methods you use to manufacture each part, depending upon various conditions.
If your company manufactures this part in different sites, the method of manufacturing may also vary between
these facilities. To account for these different methods, you can define alternate methods for each part revision.
1. In the Tree View, select the revision level. Click the Down Arrow next to the New button; select New
Alt Method.
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2. The Alternate Methods > Detail sheet displays. Notice the Base Revision Number (in this example, B)
displays within a read-only field.
3. In the Alternate Method ID field, enter a value that identifies the alternate method. Typically, you enter
a number in this field. For this example, a 2 displays, which indicates this method is the second alternate
method for part revision B. The method identifier for this alternate method is now B2.
4. The default plant from the Revisions > Detail sheet displays in the Plant field. If this alternate method is
used in a different plant, select this option from the drop-down list.
5. In the Effective Date field, enter or click the drop-down list to select the date on which this alternate
method becomes the alternate method for this part within the current plant. The application uses this date
to determine the default alternate method whenever a part with revisions is entered.
6. If an engineering drawing was entered for the part revision, this default drawing number is displayed within
the Drawing field. If you need, you can enter a different number.
7. If you use reference designators, select the Validate Ref Designators check box to perform validations for
this alternate method.
8. When you finish, click Save on the Standard toolbar.
The part record, its revisions, and its alternate methods are now defined. You are ready to engineer and ultimately
approve this part using the Engineering Workbench.
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Alternate Parts
Use the Alternates sheet to set up substitute and complement parts for the current part record. A list of part
substitutions is then available when you enter sales orders and purchase orders for this part.
When you select a complement part, the Epicor application adds a new detail line to the sales order or purchase
order. This detail line contains the complement part. When you use a substitute part, however, the Epicor
application substitutes the original part on the detail line with the substitute part.
To define a substitute or complement part:
1. Click the Down Arrow next to the New button; select New Part Alternative.
2. Click the Alternate Part button to find and select the part you want to use to either substitute or
complement.
3. The Description of the alternate part defaults from the selected part record.
4. Select the Alternate Type you want from this drop-down list. Available types:
Substitute This alternate part replaces the original part selected on the sales order or purchase order
detail line.
Complement This alternate part is a cross-sell part you can sell to a customer considering a purchase.
For example, if a customer purchases a keyboard, a mouse is considered a complement item. A new
detail line is added to the sales order or purchase order for this complement part.
5. If you select the Substitute option, you must select a type from the Substitute Type drop-down list. Available
options:
Comparable This part is similar in fit, form, and function to the original part. Use comparable parts
when not enough inventory
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Downgrade This part is a lower price (down-sell) you can offer to a customer. Use this part for a
bargain-minded buyer looking for a cheaper alternative to the original item.
Upgrade This part is a higher price (up-sell) you can offer to a customer. Use this part to provide a
better version of the same product or service the customer is considering to purchase.
6. In the Suggested Qty field, enter the quantity of the alternate required to match each base unit of measure
for the original part. Enter a numeric value in this field and then select the unit of measure from the
accompanying drop-down list. The number of decimals you can enter depends on the Allow Decimals and
Decimals values defined for the selected UOM code.
For example, the base unit of measure for the original part is Case and the selling unit of measure for the
alternate part is Each. If you enter a quantity of 12 in this field and select the default of Each, a 12 quantity
of Each of the alternate part is required to equal one Case of the original part.
7. If you need, enter any additional Comments you want for the alternate part.
8. Select the Default check box to indicate this part is the first alternate option available on the current part
record. You can only select one alternate part as the default option.
9. Continue to add the alternate parts you need. When you finish, click Save on the Standard toolbar.
Restricted Substances
Use the RoHS (Restrictions on the use of certain Hazardous Substances) sheets to indicate the current part complies
with the weight limits defined for hazardous substances used in electrical equipment, electronic equipment, and
other materials. Different legislative bodies, such as the European Union or the state of California, have defined
these weight limits to reduce accumulation in landfills. Use these sheets to indicate the current material meets
these restrictions for the various localities that may receive the part.
Restrictions
To begin using this functionality, you first specify a substance restriction type for a part. Each restriction contains
some overall parameters you define first before you select the substances included with this restriction.
To add a restriction to the current part:
1. Click the Down Arrow next to the New button; select New Restriction.
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2. The Reporting > RoHS > Restrictions > Detail sheet displays.
3. Select the Restriction Type from the drop-down list. The current restriction types display as options on this
list; select the one you need.
To learn how to create restriction types for use throughout
your Epicor application, review the Part Parameters chapter
within the Epicor ERP Implementation Guide.
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Substances
After you define the restriction for the part, you can then specify the substances, by weight percentage, included
for the current restriction.
You must enter an exempt date for substances exempt for a specific part. After this date, the substance can be
declared as exempt or restricted again. You can also enter an exempt certificate for the substance.
To add a restricted substance to the part record:
1. Click the Down Arrow next to the New button; select New Restriction Substance.
2. The Reporting > RoHS > Substances > Detail sheet displays.
3. Select a Substance from the drop-down list. All the substances available within your application display;
select the option you need.
To learn how to create restricted substance records for
use throughout your Epicor application, review the Part
Parameters chapter in the Epicor ERP Implementation
Guide.
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7. Enter the Exempt End Date on which the current substance will no longer be subject to RoHS restrictions.
If this date is equal to or before the current system date, the substance can be exempt.
8. If you need, select the Exempt Certificate to help verify this exemption. This value is the identifier of the
document that validates the exemption.
9. To cause this substance to be ignored during the weight roll-up process, select the Override check box.
10. Continue to update or add the substances you need to this restriction type. When you finish, click Save on
the Standard toolbar.
Operations
This section describes the operations available in the Engineering module. Each operation is described as a
workflow to help guide you through the process from start to finish. These programs are primarily found within
the General Operations folder for this module. If a unique setup record is required to run the operation, this
record is also described in this section.
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3. Enter filters for the Restriction Type and Parts you want to use for the compliance process.
4. Click Submit on the Standard toolbar to run the compliance process.
Engineering Workbench
The Engineering Workbench is the main program you use to build and maintain a method of manufacturing for
a part. A method consists of two key components a bill of materials (BOM) and its routing. The BOM is a list
of all the component and subassembly parts needed to produce the final part. The routing defines all the operations
and shop resources needed to produce the final part quantity.
The Engineering Workbench contains all the functionality required to engineer your parts. The next sections of
this chapter give you an overview of this programs many functions.
Menu Path: Production Management > Engineering > General Operations > Engineering Workbench
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6. By default, the Single User check box is selected. This indicates that only one user can have this ECO group
active at a time. If this check box is clear, multiple users can access this group simultaneously.
Although multiple users can be in the same ECO group,
only one user can access a part revision at a time.
2. The Part Revision Checkout program displays. Either directly enter the part number you want to engineer,
or click the Part button to find and select it.
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3. All the part records revisions and alternate methods display within this programs grid. Select the revisions
and alternate methods you want to check out to this group. For this example, part revision C and its alternate
method, C2, are selected.
4. Click OK.
A warning message displays indicating this revision and its alternate methods are checked out to this ECO
group. Click OK again.
5. The part revision you previously created in the Part Maintenance program displays within the Engineering
Workbench. You may begin modifying this parts method of manufacturing.
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2. The Get Details window displays. Notice the revisions for the current part display in the grid.
3. Select the revision that has the method you want to use. For this example, select revision A.
4. Click OK.
5. The method from revision A is now pulled into revision B. Its operations and materials display within the
Tree View. You are ready to make the changes you need to the existing method.
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Modify a Routing
When the operations from the previous revision are loaded into the Engineering Workbench, you can modify
them as you need.
1. In the Tree View, select the operation you need to change. The Method of Manufacturing > Operations
> Detail sheet displays, and the selected operation automatically populates the fields on this sheet.
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2. The key field is the Operation drop-down list. Use this list to select the operation that runs at this point in
the routing.
3. The Opr field displays the sequence number that uniquely identifies each operation on an assembly. This
number is assigned in increments of 10. You can insert new operations (for example, 15) between other
operations.
4. The Description field displays the default description for the selected operation. You can edit this field.
5. The Labor Reporting Resource area contains the scheduling resources used for this operations setup and
production. The default values are the Production and Setup selected on the operation record. If you need,
you can change these values.
All the operations you define through the Operation
Maintenance program display on the Operation list. Before
you use the Engineering Workbench, you must first create
the operations you want to use through this maintenance
program.
6. The Setup Per Scheduling Block area contains fields that define this operations setup. Enter the amount
of Hours to prepare this operation. If an additional part quantity and setup time is needed, enter these values
in the other fields.
7. In the Scheduling Factors area, you indicate what relationship this operation has with the preceding
operation. The three options are Start-To-Start, Finish-To-Start,and Finish-To-Finish. They indicate
whether this operation starts at the same time as the preceding operation, begins when the previous
operation ends, or finishes at the same time as the previous operation.
8. If you can advance a complete part quantity on the current operation to the next operation before the
operation is complete, select a Send Ahead Type from the drop-down list. You can use this functionality
when the current and previous operations have a Start-To-Start relationship. Available options:
Hours Any quantity manufactured after an elapsed time can be moved to the next operation.
Pieces A specific complete quantity can be moved ahead to the next operation.
Percentage When a percentage of the total quantity is complete, this quantity percentage can be
moved ahead to the next operation.
9. You then indicate the quantity that can be moved to the next operation through the Send Ahead
Offset field. Enter a number that reflects the Send Ahead Type hours, pieces (a quantity value), or a
percentage.
You define within Site Maintenance whether the Send
Ahead modifier is based on either the Setup Start Time
or the Production Start Time. Depending on what you
select, the Send Ahead calculation estimates what
production quantity can be advanced by including or
ignoring the setup time.
10. Click the Labor Entry drop-down list to define how labor is entered for this operation. The valid options
areBackflush, Quantity Only, and Time and Quantity.
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11. The Qty/Parent field indicates how many times this operation must be run on one part. This value is
multiplied against the operation quantity to figure out how many times this operation runs at this point in
the routing.
12. The Prod Std (Production Standard) field defines the rate of production for this operation. The default value
from the operation record displays in this field, but you can change it if you need.
13. The Production Standard value you enter depends upon the Standard Format. You can define the Production
Standard by number of pieces, hours, minutes, or operations. These two values calculate the total estimated
production hours for this operation.
14. When you finish, click Save on the Standard toolbar.
Continue to make any changes you need to each operation within this method. This part revisions routing is
then correctly engineered.
New Operations
You can also use the Engineering Workbench to add new operations to the part revisions method.
1. From the Actions menu, select Operation. Valid selections for the Operations submenu display.
2. You can add an operation step run internally by your manufacturing center, a subcontract operation step
completed by a supplier, and a scheduling resource.
You can only add multiple scheduling resources to an
operation if the Advanced Planning and Scheduling (APS)
module is installed.
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2. The main field on this sheet is the Part field. This value is the identifier for the material required in this part
of the BOM. If you need to change this part, you can enter it directly or click the Part button to find and
select it.
3. The Description field displays the default explanation for the selected part. If you need, click the
Description button to review the Extended Description for this part.
4. The Mtl Seq (Material Sequence) field indicates at which point in the method this material is needed. You
can change this value.
5. If this material is required at a specific point within the routing, enter the specific Operation in this field.
You can enter this operation directly or click the Operation button to find and select it.
The operation you select here is used to calculate a
Material Required Date when you use this method on a
job. For more information, review the chapter on
Scheduling.
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6. Specify the Assembly Options for this part material. Available options:
Pull as Assembly Select this check box to indicate this material requirement should be manufactured
as it is needed. Clear the check box to indicate this material requirement should be pulled from stock.
If the check box is clear, the material is pulled into the job or quote as a material with no related
manufacturing details. If the check box is selected, the material creates an assembly record on the job
or quote, and all material and operation manufacturing details are pulled over.
Plan as Assembly Select this check box to indicate this material requirement is fulfilled from stock,
but if not enough stock is available during the manufacturing lead time, it will be planned as a subassembly
by the MRP process.
View as Assembly This setting indicates whether all the material required to make a subcomponent
part should display in the bill of materials. If you select this check box, the material required to make this
component displays in the parent parts bill of materials. If you clear this check box, the items material
will not display in this bill of materials.
Reassign Serial Number to Assembly - Select this check box to designate if serial numbers from the
associated job material/subassembly can be reassigned as the serial number of the parent assembly (top
assembly) itself when reworked using a job. You can report time against this type of operation, if required,
and receive the same serial part back to stock, to another job, or ship directly from a job.
7. The Qty/Parent field defines the quantity of material needed to produce one part. This value is used to
calculate the quantity of material that is needed to manufacture the final part quantity on the job.
You can enter a zero quantity if the material is optional to the process (e.g., an instruction manual).
8. If you use reference designators, for example to match a schematic to a board layout, click the Reference
Designators tab.
9. To create and link reference designators to the specific material, first you enter the number of identifiers
needed in the Required Ref Designators field.
10. You can create the reference designators individually, or you can create a range of reference designators
for the number of identifiers required. To create a range, enter a Prefix and Suffix, if desired, and click
Add Range.
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11. A series of individual reference designators are automatically created for that range. For each line, enter the
XYZ coordinate and Rotation information, and the Description.
In order to use reference designators, you need to create
reference designator categories. For more information,
review the Part Parameters chapter in the Epicor ERP
Implementation Guide
12. If you use restrictions on certain hazardous substances, you can assign or change the specific compliance
weight of each material. To assign or change a weight, click the RoHS tab.
13. Enter the Material Weight. This value defaults from the Part master for the specific material. Any material
within the weight limit is considered in compliance with your RoHS restriction policy.
14. You can also change the restriction type and substance information associated with this material. To do
this, use the fields on the Restrictions and Substances sheets.
15. When you finish, click Save on the Standard toolbar.
Continue to make any changes you need to each material within this bill of materials.
New Materials
You can also use the Engineering Workbench to add materials to the part revisions method.
1. From the Actions menu, select Material > Add Material.
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Co-Parts
Use the co-parts functionality to define a method of manufacturing that can produce multiple parts (co-parts)
on a single job.
During some part manufacturing processes, you can produce additional parts as by-products from a primary part.
You can also produce two nearly identical parts at the same time using similar routing. An example of this is a
left and right bracket (with different part numbers) where the only functional difference in the two parts is the
bend operation or the placement of the drilled holes. Four examples are shown below.
To use the Co-Parts functionality, you must have an Advanced
Production license.
Example 1
Part A has co-parts B and C. B and C are only built when part A is built.
Part
Co-Part
B, C
None
None
Method
Yes - ABC
No
No
Result
ABC
Nothing
Nothing
Example 2
Part A has co-parts B and C, but B and C could have independent demand.
Part
Co-Part
B, C
None
None
Method
Yes - ABC
Yes- B
Yes - C
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Result
ABC
Example 3
Parts A, B and C are always produced together and could have independent demand.
Part
Co-Part
B, C
A, C
A, B
Method
Yes - ABC
Yes - ABC
Yes - C
Result
ABC
Example 4
Part A has B and C as co-parts but B and C have co-parts D and E, respectively.
Part
Co-Part
B, C
Method
Yes - ABC
Yes - BD
Yes - EC
Yes - DB
Yes - EC
Result
ABC
BC
EC
ED
EC
Co-Part Methods
In Engineering Workbench, you can establish the yield per quantity of the co-parts, their costing ratios, and
whether this revision will be used to cost the co-part. Once this data is entered in the Engineering Workbench
(on the Revision > Co-Parts sheet), it is automatically pulled into the job or quote when you select Get Details.
1. To select a new co-part for the identified primary part, click the Down Arrow next to the New button;
select New > New Co Part.
2. Click the Part/Rev button to find and select the part number and revision for the co-part.
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3. Use the Yield Per field, enter how many of the specified co-part will be made when one quantity of the
primary part is manufactured.
4. If you need, you can further define the costs by entering values in the Material Cost Factor and Labor
Cost Factor fields. For example, increase a parts Material Cost Factor if the part uses more material than
the primary part.
5. You can select the Prevent Suggestions check box to prevent Material Requirements Planning (MRP) from
creating job suggestions for the co-part. Refer to the Material Requirements Planning (MRP) Technical
Reference Guide for more information on the Primary Suggestions modifier.
6. Select the Primary Costing check box to indicate this revision is used to cost the co-part. The roll-up
calculation then uses the co-part method and applies the costing factors to the total cost of the method
and divides by the Yield Per value. If this check box is clear, the part method is used to determine the job
costs.
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Approval
When you have completed creating or editing a part revisions method of manufacturing, you need to approve
it. Only revisions approved for use are available on jobs and quotes.
A revision cannot be approved if any of its operations are not
assigned to a scheduling resource.
To approve a part revision:
1. Click the Revision > Detail sheet.
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The part revision is now approved. After the system clock passes this revisions Effective Date, this revision becomes
the default version used to manufacture this part.
2. The Description of Change window displays. Make sure this description explains the reason for the change.
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3. Click OK.
2. The Description of Change window displays; make sure this description explains the reason for the change
and click OK. Another window displays with a list of part revisions checked in through this group; click OK.
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The ECO group is cleared from the Engineering Workbench. All approved part revisions within this group activate
throughout the application.
2. Click the Revision drop-down list to select the revision you want to work on.
3. If you want, you can also check out a specific alternate method. To do this, click the Alternate
Method drop-down list. All the alternate methods created for this part revision display. Select the method
you want.
4. Notice several display only fields Part Description, Effective Date, ECO Group, and Drawing populate
with information about this part revision. Review this information to make sure you have selected the correct
revision or alternate method.
5. To immediately display the Engineering Workbench after checkout, select the Launch Engineering
Workbench check box.
6. Click the Checkout button.
7. If you selected the Launch Engineering Workbench check box, this program displays.
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8. Notice a new ECO Group is created. By default, the Group ID displays your User ID as the identifier.
9. The Description field displays Express Checkout as a prefix, followed by your User ID.
10. The Tree View displays the part revision or alternate method you checked out.
You are now ready to engineer the selected part revision or alternate method.
ECO Workflow
A workflow is a series of tasks automatically assigned and routed to ensure processes, like engineering changes
and designing new products, are acted on and completed on time. Tasks are tightly embedded into the application,
so that transactions are updated only if the task is at the right status. For example, when you assign a workflow
to an ECO group, you can track if tasks are complete before an updated part revision is available for production.
This section starts with the setup needed to create the workflow. Then you assign the workflow to an ECO group
and act on the tasks.
Workflow Stage
Workflow stages define the status of an ECO at any time within its workflow; the current stage displays on the
Detail sheet in the Engineering Workbench. You establish these stages in Workflow Stage Maintenance for a
particular workflow type. When you create the ECO task set for your workflow, you assign each milestone task
a workflow stage.
Menu Path: Production Management > Engineering > Setup > Workflow Stage
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Tasks
Tasks are the action items, or milestones, created and assigned to each step in the ECO process, from documenting
a proposed change to approving the ECO design. Tasks are also used to track other activities, such as credit or
time and expense approvals.
Menu Path: Production Management > Engineering > Setup > Task
To create tasks:
1. Click New on the Standard toolbar.
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Task Sets
Defining the ECO process workflow you want your team to follow is a key part in making sure new or updated
part revisions are not available to your manufacturing center until complete. You can set up multiple workflow
task sets to either guide or control the process within your engineering environment. They can be as simple as
a to do list of guidelines or as complex as a rigid series of mandatory tasks that require electronic signatures
at key milestones. You decide how to best leverage this powerful workflow tool.
Once individual tasks are identified, they are organized into a task set. Within the task set, you organize the
milestones (tasks) into the sequence you want as viewed in the Engineering Workbench, assign responsibility,
define the number of days to complete the milestone, and add any related tasks. You can create complex,
branching workflows that can handle the requirements you need.
Menu Path: Production Management > Engineering > Setup > Task Set
To create a task set:
1. Click New on the Standard toolbar.
Add Milestones
Now you are ready to add milestones to this task set. A Milestone is a task completed in a specific order (determined
by the task set) and is typically assigned to a specific person. A Related Task is used to describe details about
tasks within tasks. These can be used if one task has several distinct steps within it, each of which merits its own
details
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To add milestones:
1. Click the Down Arrow next to the New button; select New Milestone.
2. The Milestones > Detail sheet displays. Accept the default of 10 in the Seq field. Sequence numbers
establish the order in which tasks are done.
3. Click the Task drop-down list to select the first task in this task set.
4. The role assigned to this task displays as read-only in the Required Role field.
5. Click the Current Stage drop-down list to select the stage in which this task is found within the ECI process.
Stages are defined in the Workflow Stage program. Review the previous Workflow Stage section in this
chapter for more information.
6. Optionally, enter the number of days to complete this task in the Days to Complete field.
7. Select the First Milestone check box to indicate this milestone is the first one in this task set.
8. Select the Check Out Allowed and the Check In Allowed check boxes to define if revisions to this ECO
group, at this milestone, can be checked out or in.
9. Select the Workflow Complete Allowed check box if you want the workflow to be marked complete
when this milestone is finished.
10. Continue adding milestones, and related tasks, to the task set until all the tasks are identified. Click Save
on the Standard toolbar.
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2. Click the Down Arrow next to the New button; select New Next Milestone.
Workflow Group
You use workflow groups and assign them in the Engineering Workbench to establish a series of tasks to perform
on a specific ECO group, and if you want, by specific team members. You set up workflow groups, and assign
team members to them, in Workflow Group Maintenance.
Menu Path: Production Management > Engineering > Setup > Workflow Group
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Add Members
Use the Group Member sheet to add the team members you need to the workflow group.
1. Click the Down Arrow next to the New button; select New Group Member.
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2. Click the Member drop-down list to select the work force member to add to the group. For information
on how to add a work force member, review the Work Force (Sales Team) section in the chapter on Customer
Relationship Management.
3. The Role assigned to the work force member defaults; if you need, change the role.
4. If this work force member is the primary person in this group, select the Primary check box.
5. To reassign a workflow from one workflow group member to another, click the Reassign button. You are
asked to select the member to reassign.
6. When you finish, click Save on the Standard toolbar. Continue to add members to this group.
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2. Click the Workflow Group drop-down list to select the workflow group assigned to this ECO group.
3. The Task Set assigned to this workflow group displays; if you need, change the task set.
4. Click Save on the Standard toolbar.
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4. Optionally, update additional details regarding this task. For example, the reason the task is now marked
as complete, the person to whom the task was assigned, the status of the task, and the percent complete.
Only ECO reason type codes are available in the Reason
list. You set up reason codes in Reason Code
Maintenance. Review application help for more
information on reason codes and reason types.
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Continue to update tasks until all tasks in this task set are complete.
Costing Workbench
Use the Costing Workbench to pull in current costs from parts, operations, and resource groups into a unique
cost group you can review and modify. These values become the standard cost values for the parts included in
the cost group. If you modify labor and burden rates through this workbench, these modified rates are also saved
to the resource groups defined on the part methods. Leverage this functionality when you want to generate the
costs of a part at a specific point in time. You can then use these values as a reference point for future transactions
for the part.
You run this program by first creating a cost group. You then define the manufactured and purchased parts you
want included in the group. You also define other global options for the cost group. When you finish defining
the parts you want to include and the overall cost group options, you can then total, or roll up, the costs to
generate the standard values for the parts. However if you do not use the standard costing method, you can still
run the cost rollup process to generate a mass update of burden and labor rates.
Menu Path: Production Management > Engineering > General Operations > Costing Workbench
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2. In the Group field, enter the name of the new costing group.
3. Click the Plant drop-down list to select the plant from which the initial costs are loaded into the new cost
group.
4. Either enter or click the drop-down list to select the Proposed Posting Date for the cost group. This value
defines the date on which you expect to post the updated standard costs and labor/burden rates. Use this
field to plan when you will update these costs.
5. The Proposed Posting Date value is only an estimated date. After you post this cost group, the actual date
will display in the Posted Date field.
6. Select the Load Alternate Methods check box to indicate that alternate methods defined for manufactured
parts must be included in the cost group.
7. Select the Load Costing Lot Sizes check box to indicate all costing lot sizes defined on each part plant
combination are included in the costing group. You define the plant modifications for each part within Part
Maintenance.
8. Plant cost IDs, or cost sets, define unit cost calculations across multiple sites. For example, if three sites share
the same cost set, they then use the same costing method for the parts they manufacture. If you wish to
use a cost set, select an option from the Copy from Plant Cost ID drop-down list. You create cost sets in
Plant Cost ID Maintenance.
9. If you want to copy cost values from an existing cost group, select an option from the Copy from Cost
Group drop-down list. These values become the starting point for values in your new cost group.
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10. Use the Costing Method radio button options to define the method used to calculate costs for all the parts
within the group. Available options:
Average Calculates a weighted average of all receipt costs for all parts in the cost group.
FIFO The First In First Out method assumes the next quantity to be issued or shipped from stock is the
oldest quantity stored in the warehouse. The application uses this cost value until the entire quantity
from the original receipt is used up.
Last Calculates the most recent receipt cost for parts within this group.
Standard Calculates a cost baseline for the parts within this cost group.
Costing Method The default method, selecting this radio button option indicates the costing method
defined on each part record will be used to calculate cost values. Besides the methods available within
the Costing Workbench, this option can also pull in values calculated using the Lot Average and Lot FIFO
costing methods.
11. Use the Burden Rates radio button options to determine which burden rates are used to calculate burden
costs for resource groups included in this cost group. You can select either the Costing or Quoting burden
rates.
12. Use the Labor Rates radio button options to determine which labor rates are used to calculate labor costs
for selected resource groups. You can select either the Costing or Quoting labor rates.
13. When you finish defining the primary values for the new cost group, click Save on the Standard toolbar.
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3. Select the Effectivity Date for the cost details. This date determines what active part revisions will be used
when costs are loaded into the Costing Workbench.
4. Select what part types you want to include in the cost group by selecting or clearing the Manufactured
Parts, Purchased Parts, and Kit Parts check boxes.
5. You can also indicate the Costing Method you will use with the part you are pulling into the cost group.
Notice these options are the same ones available on the Detail sheet.
6. Select the Burden Rates check box to select you want to pull burden costs from resource groups into the
cost group. You can pull in either Costing or Quoting burden rates.
7. Select the Labor Rates check box to indicate you want to pull labor costs from resource groups into the
cost group. You can pull in either Costing or Quoting labor rates.
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8. Optionally, select the Retrieve unlinked Purchase Parts check box to indicate any purchase parts defined
for the current Site but not linked to any of the selected manufactured parts will be included in the cost
details.
9. Likewise, select the Retrieve unlinked Labor/Burden Rates check box to include any labor or burden
rates defined for the current Site not linked to any of the selected manufactured part methods.
10. Use the Log Filename field to indicate the directory path and file name for the log generated through this
process. If an issue occurs, you can use this log to troubleshoot the cause of the problem.
11. Use the Filter sheets to limit the cost details to specific parts, product groups, and/or part classes.
12. The filter options you select display within the Manufactured Part Selection Filter Summary fields.
13. When you are ready to pull in the cost details, click the Process button.
2. Click the Search button to find and select the manufactured parts you want.
3. The selected parts display within the Manufactured Parts grid.
4. Modify the cost values you need. For example, you could modify the Costing Lot Size values for all of the
selected manufactured parts.
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5. You can repeat this process on the Purchased Parts, Burden Rates, and Labor Rates sheets.
6. When you finish modifying the costs and rates, click Save on the Standard toolbar.
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3. Select the Effectivity Date from which this rollup process will be active. The part costs you generate are
then used to determine cost estimates forward from this selected date.
4. Select the Consider Pull As Assembly Settings check box if you want the subassembly costs to be included
as material costs on the higher assemblies on the part methods.
5. Select the Consider Transfer Part as Material check box if Transfer type parts should be considered as
purchased material parts when their costs are rolled up in associated bill of material records. In essence, it
treats it like a purchased material part, not a manufactured part.
6. Select the Consider Only Approved Revisions check box if the Rollup process should only consider
approved revisions when rolling up a part into a higher level assembly
7. Use the Filter sheets to limit the cost rollup to specific parts, product groups, and part classes.
8. Use the Log Filename field to indicate the directory path and file name for the log generated through this
process. If an issue occurs, you can use this log to troubleshoot the cause of the problem.
9. When you are ready, click the Process button to generate the new part costs.
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3. Use the Report Type radio button options to indicate whether this report will display costs for parts, resource
groups, or operations.
4. Select a Part Type radio button option to define whether the report displays manufactured parts, purchased
parts, or both manufactured and purchased parts.
5. To limit the report to only display records modified since the last time the part costs were generated, select
the Changed Items Only check box.
6. Use the Filter sheets to limit the report to display selected parts, product groups, and part classes.
7. Click the Print Preview button to display the generated report in a separate window.
8. Click the Print button to print out a hard copy of the report.
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3. Click the Post to Plant Cost ID drop-down list to define the plant cost ID, or cost set, to which you want
to post the results of the cost group. The posting process then updates all sites that share the selected plant
cost ID with your new cost values.
4. Use the Filter sheet to only update records for specific sites, product groups, and/or part classes.
5. If you want to update the labor rates for resource groups included in the part methods, select the Labor
Rates check box.
6. If you want to update the burden rates for resource groups included in the part methods, select the Burden
Rates check box.
7. Click the Reason drop-down list to select the reason why you are updating the cost values. A required field,
this value displays on various reports and dashboards.
8. Use the Log Filename field to indicate the directory path and file name for the log generated through this
process. If an issue occurs, you can use this log to troubleshoot the cause of the problem.
9. When you are ready to post the cost values to the selected parts and resource groups, click the Process
button.
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Setup
Most of the records required for the Job Management module are set up in other modules. However, you have
additional parameters you can define within Company Configuration. For more information on these parameters,
review application help for this module; the Configuration topic details the options you define within Company
Configuration. You can also review the Company Configuration chapter in the Epicor ERP Implementation Guide.
Operations
This section details the operations available in the Job Management module. Each operation is described as a
workflow to help guide you through the process from start to finish. These programs are primarily found within
the General Operations folder for this module. If a unique setup record is required to run the operation, this
record is also described in this section.
Job Types
To help you organize jobs, four categories or types of jobs are available. Each category automatically defines the
specific need or purpose for the job, and indicates how the job is expensed. The type is assigned immediately
when you create a new job, and depends on the module from which you launched Job Entry. For example, a
Maintenance job is created when you launch Maintenance Job Entry within the Maintenance Management
module.
You can use job types as a filter for searches to pull in the specific job you want to review. Available job types
include:
Service Use this job type for jobs created for field service orders.
Maintenance Use this job type for jobs created to record maintenance tasks on equipment.
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Project - Use this job type for jobs created to complete Work Breakdown Structure (WBS) phases within a
project.
Manufacturing Use this job type for jobs created to assemble a part quantity required to satisfy one or
more demand links.
You can review all job types in Job Entry; however, you cannot create all job types through this program. For
example, maintenance jobs must be created through Maintenance Job Entry. For more information regarding a
particular job type, refer to Project Management, Maintenance Management, and Field Service chapters.
Job Entry
Job Entry is the base production program that you use to create job records. A job can manufacture one or more
quantities for a specific part. You define these quantities by creating demand links within the job record.
Menu Path: Production Management > Job Management > General Operations > Job Entry
To create a new job:
1. Click the Down Arrow next to the New button; select New Job.
2. The New Job Number window displays. Click the Next Job button.
3. The next available job number within the database is assigned. Click OK.
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2. When you enter an existing part, default values from the part record displays. The Rev list displays the most
current part revision. Optionally select a different revision from the list. You can also enter part numbers
that do not exist in your part master file to create on-the-fly part records.
You create part revisions in the Engineering Workbench.
To learn more about part revisions, review to the
Engineering chapter.
3. If an engineering drawing exists for the part, its identifier displays in the Draw field. When a drawing is
defined on a part revision, it displays automatically.
4. The Desc (Description) field displays the default explanation entered within the part record. If you need to
edit this text, click the Desc button.
5. The Group field displays the Product Group used to track this part. Product groups classify the different
types of parts you sell within your General Ledger. You can also review part transactions for sales analysis
purposes.
6. The Exp Code (Expense Code) field defines the GL expense account numbers used for payroll transactions
from labor entries. This field is required for labor entry.
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7. The Prod Team (Production Team) field is used to assign a specific Production Team. Production Teams are
not resources scheduled for the job, but are simply personnel teams who automatically receive email alerts
when a change occurs on a job.
8. The Planner field displays the person mainly responsible for manufacturing this job. This field is optional.
If a planner was selected on the part record, this person displays in this field automatically.
9. In the Mode field, select either Concurrent or Sequential. The selected value determines quantity reporting
and costing.
If sequential, the quantity requirements of the co-parts are factored in the total cost of the revision and
then split according to the labor/material cost split set up in the co-part. Co-parts is a method of
manufacturing that can produce multiple parts (co-parts) on a single job. Co-parts are reviewed in more
detail later in this chapter.
If you are not using the co-parts functionality, you
should select this option.
If concurrent, only the quantity requirement of the main part is considered and then divided by the yield
to determine the total cost of the revision. Then, labor and material cost factors are used to split the
costs. This option only applies to the co-parts functionality.
10. In the Req By (Required By) field, indicate the date by which this job needs to be complete.
11. In the Start field, review the date when production is scheduled to start on this job. The job's first operation
begins on this date; because of this, the Scheduling module never schedules the job's first operation earlier
than this date.
12. The Final Op field displays the completion date of the operation marked as Final in the method of
manufacture for the assembly part.
13. The Receive Time field displays the amount of days required to move a part to stock or to the next job.
The Receive Time is subtracted from the Requested by Date.
14. The Due field displays the date when production should be complete on this job.
15. The Scheduling section indicates if this job has precedence over other jobs. If a job has a High priority, the
Global Scheduling functionality schedules this job ahead of other jobs. If selected, the Locked check box
indicates that the job cannot be rescheduled through Material Requirements Planning (MRP) or through
scheduling boards.
The Synchronize Req By Date With Demand Links check box determines the action that is taken when
the job is scheduled, specifically concerning the update of the job's Required By date. If selected, the
Required By date of the job is synchronized to match the date when it is needed. This date can originate
from a sales order or from a successor job associated via a demand link.
16. The Status section indicates the state of the job. In this example, the job is currently Open, which indicates
that work on this jobs quantities is not complete.
The Status options are reviewed in more detail at the end
of this chapter.
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Demand Links
A demand link is a specific part quantity manufactured on the current job. You can create demand links for a
specific order, a stock quantity, or another job. Each job can have multiple demand links. You create demand
links on a job as follows:
1. Click the Down Arrow next to the New button, and then highlight the New Demand Link sub-menu.
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Make to Stock
When you select the Make to Stock option, the Make to Stock tab becomes active. This link is a demand for a
part quantity placed within inventory. Enter the following information:
1. The Part field displays the part to manufacture.
2. The Warehouse list displays the warehouse that receives this stock quantity. If you need, select a different
warehouse from the drop-down list.
3. In the Quantity field, enter the part quantity to manufacture.
4. The Outstanding Qty displays the part quantity that remains to be manufactured to satisfy this stock
demand link. As parts are manufactured, this quantity decreases.
5. The Received Quantity indicates the quantity placed so far in the selected warehouse.
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Make to Order
When you select the Make to Order option, the Make to Order tab becomes active. This demand link satisfies a
release on a sales order. Use this sheet to find and select the order release filled by this demand link. Enter the
following information:
1. Click the Order/Line/Rel button to find and select the Sales Order, the Detail Line, and the
Release completed through this demand link. You can also enter the order, the line, and the release numbers
directly.
2. The details from this release populate the remaining fields on this sheet. Notice the Customer ID and Ship
By date from the release displays.
3. The Ship By date from the release displays.
4. Notice the Production Quantity from the order release also displays. If you need, you can change this
value.
5. The Shipped field displays the quantity sent to the customer so far. Because this is a new job, no quantities
are currently released to the customer.
6. The Outstanding Qty displays the quantity of this part that needs to be manufactured.
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7. If a quantity for this demand link can be satisfied through your inventory, use the Pull From Stock fields.
First, select the Warehouse that contains the part quantity.
8. Enter the Our Pull Quantity you want from this warehouse. This indicates the quantity you are using from
the selected warehouse to satisfy the Make to Order demand link.
If you enter an Our Pull Quantity but do not reduce the
release Production Quantity and click Save, a message
displays explaining you are producing more quantity than
needed to satisfy the link. To prevent this message,
subtract the Our Pull Quantity from the Production
Quantity.
Make to Job
When you select the Make to Job option, the Make to Job tab becomes active. This demand link satisfies a part
quantity needed on another job. Use this sheet to find and select the job and the material filled by this demand
link.
1. Click the Job Number button to find and select the job number. You can also enter the job number directly.
2. Click the Assembly button to find and select the assembly that requires this part as materials. You can also
enter the assembly number directly. If there is only one assembly on the selected job, a zero displays in this
field.
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3. Click the Material button to find and select the material sequence number from the selected job's bill of
materials. You can also enter the sequence number directly.
4. The Quantity field displays the part quantity manufactures with this demand link. If you need, you can edit
this value.
5. Notice that part information also displays. Review this information to verify the Make to Job demand link is
correct.
Demand Summary
All the demand links on a job can be reviewed on the Demand Summary sheet. In this example, three demand
links display. Following are details on this information:
1. The Source column displays the reasons for the demand links. Notice, in this example, a warehouse, sales
order release, and job material display in this column.
2. The Order column displays any sales orders used for Make to Order demand links.
3. The Warehouse column displays any warehouses used to satisfy a demand link.
4. The Job column displays any jobs used for Make to Job demand links.
5. The Transfer Order column displays any transfer orders (internal requests) used for Make to Order demand
links.
6. The Ship By column indicates when the demand link quantity needs to be shipped to a customer or other
location.
Co-Parts
Use co-parts to define a method of manufacturing that can produce multiple parts (co-parts) on a single job.
Often when you produce one part, another part is produced as a by-product, or two parts are produced similarly
except for one minor operation. An example of this is when you produce a left and right bracket with different
part numbers where the only functional difference in the two parts is the bend operation or the placement of
the drilled holes.
Co-parts is available only if you have the Advanced Production
module installed. Refer to Engineering for more examples of
co-parts.
To add co-parts manufactured with the primary part on the current job:
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1. Click the Down Arrow next to the New button; select New Co-Part.
2. Click the Part/Rev button to find and select the part number and the revision number for the co-part you
want to add.
3. In the Yield Per field, enter how many of the specified co-part will be made when one quantity of the
primary part is manufactured.
4. If you need, you can further define the costs by entering values in the Material Cost Factor and the Labor
Cost Factor fields. For example, increase a parts Material Cost Factor if the part uses more material than
the primary part.
5. You can select the Prevent Suggestions check box to prevent Material Requirements Planning (MRP) from
creating job suggestions for the co-part. Refer to the Material Requirements Planning Technical Reference
Guide within application help for more information on the Primary Suggestions modifier.
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6. Navigate to the Co-Parts > List sheet to review the co-parts manufactured with the primary part on this
job.
7. The UOM column displays the unit of measure used for the part quantity on the Make Part List. You define
the unit of measure values used for each part withinPart Maintenance.
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4. All part revisions available on this part record display on the Revisions grid. Select the revision you want.
5. Click OK.
For complete information on engineering a part, review
Engineering. This chapter describes how you create and
approve part revisions. These revisions are then pulled
into job and quote records.
This parts method of manufacturing now populates the Job Tree View. Use this view to navigate within this
method as you need.
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Each Job Tree View icon identifies the manufacturing item and in some cases, indicates the items current
status.
Icon
Description
Indicates that this item is a project.
Indicates that the assembly is on the critical path. Any delay to an item on the critical path will
delay the job's completion.
Indicates that this assembly has a problem with the availability of its material needs.
Indicates an operation that has not been run yet. This icon may also be coupled with the "tag
with a red dot" icon to indicate that there are material constraints for the operation.
Indicates that this operation is complete.
Indicates that this operation has a problem with its capacity. This icon may also be coupled with
the "tag with a red dot" icon to indicate that there are material constraints as well as capacity
constraints.
Indicates that this is a subcontract operation. This icon may also display with a red dot to indicate
that the subcontract operation has a capacity constraint.
Indicates that this subcontract operation is complete.
Indicates that this item is a material. This is the default icon for material.
This icon can appear for one of several reasons:
This icon can appear for one of several reasons:
These materials have been issued to the job.
The job material does not have a required date. This is either because the job was not
scheduled, or the material was added after the job was scheduled.
The job material is from stock, and it is Make Direct.
The job material is from stock, and is coming from a different site, from which the material
has already been shipped.
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Icon
Description
The job material PO release (if purchased) has a received quantity, or will be here before the
Material Required Date.
Indicates that the backflush location does not have enough on-hand quantity to satisfy the
requirement, but the job material record's warehouse - plus the backflush warehouse - does
have enough on-hand quantity.
This icon can appear for one of several reasons:
Not enough stock is available to satisfy this materials requirement.
The Job Material is now overdue.
The job material is from stock, and is coming from a different site, from which the material
cannot arrive by the Job Material Required Date
The job materials PO release (if purchased) does not have a received quantity, or will not be
here before the Material Required Date.
The job material is backflushed, but the backflush location did not have enough on-hand
quantity to cover the requirement, and neither does the job material's warehouse plus the
backflush warehouse.
The job Start Date is in the past. In this case, there may be enough material quantity available,
but because the Start Date is in the past, the material is considered late.
Indicates a material with a zero quantity per parent for which nothing has been issued. The icon
will display even after the job is completed and closed, so long as the material is not issued.
Indicates a material with a zero quantity per parent for which material has been issued on this
job. The icon will display even after the job is completed and closed.
Indicates that the part revision has changed.
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2. The Job Details > Materials > Detail sheet displays. Edit the primary information on this material as you
need.
To learn about the fields on the Material Details sheet,
review the Modify Bill of Materials section in the
Engineering chapter.
3. To review all the materials used on this method of manufacturing, click the List sheet.
4. Use the Material Salvage sheet to enter scrap quantity information on the current material. The value you
enter here credits material costs back to the job, as it defines how much quantity of the material can be
recovered as scrap and reused on a different job.
5. Use the Material RFQ sheet to review the current status about a request for quote linked to the current
material. A request for quote is a document you send to a potential supplier to receive a quote for raw
materials. You cannot edit this information.
6. Click the Comments sheet to review, edit, or add additional text about the current material. Use this sheet
to further refine how the material is used during the manufacturing process.
7. The Material Service sheet is active if the current record is for a service job. Use this sheet to add and edit
the estimated materials needed to complete a service call. After the actual material costs are posted against
the job, you can then compare these costs against the estimated material costs you entered on this sheet.
8. Use the RoHS (Restrictions on the use of certain Hazardous Substances) sheets to indicate the current
material complies with the weight limits defined for hazardous substances used in electronic equipment.
Different legislative bodies, such as the European Union or the state of California, have defined these weight
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limits to reduce accumulation in landfills. Use these sheets to indicate the current material meets these
restrictions for the various localities that may receive the part.
9. Use the Reference Designators sheet to define the reference designators related to the current material.
Typically these designators are used by the electronics industry to match a schematic to a board layout. Each
reference designator can be added as a series using the Add Range button or entered manually. You can
also add XYZ board coordinates, rotation, and comment text for each reference designator.
To learn more about creating and updating hazardous
material restrictions and reference designators, review
these topics within Epicor ERP Implementation Guide.
10. Use the Inspection sheet to review, edit, or add an inspection plan. An inspection plan ensures the quality
of the material used during the job process. For more information on inspection plans, review the Quality
Assurance chapter.
11. When you finish editing the material, click Save on the Standard toolbar.
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2. The Job Details > Operations > Detail sheet displays. Edit the primary information on this operation as
you need.
To learn about the fields on the Operation Details sheet,
review the Modify a Routing section in the Engineering
chapter.
3. To review all the operations used on this method of manufacturing, click the List sheet.
4. Use the sheets under the Scheduling Resources tab to enter and update the resources required to
manufacture the part quantity on the current job. For more information on this functionality, review the
following Scheduling Resources section in this chapter.
5. The Service sheet is active if the current record is for a service job. Use this sheet to add and edit the
estimated labor needed to complete a service call. After the actual labor costs are posted against the job,
you can then compare these costs against the estimated labor costs you entered on this sheet.
6. Click the Comments tab to review, edit, or add additional text about the current operation. Use this sheet
to further refine how the operation is run during the manufacturing process.
7. A subcontract operation is a job step completed outside your company by another supplier. By entering
subcontract requirements as operations, you can include the time that the parts are off-site within the jobs
schedule. When you enter these operations, you can exactly track where the parts are throughout the
manufacturing process. Use the Subcontract sheet to manually enter or edit subcontract operation
information on the current job.
8. Use the RoHS (Restrictions on the use of certain Hazardous Substances) sheets to indicate the current
materials used on the operation comply with the weight limits defined for hazardous substances for electronic
equipment. Different legislative bodies, such as the European Union or the state of California, have defined
these weight limits to reduce accumulation in landfills. Use these sheets to indicate the current operation
meets these restrictions for the various localities that may receive the part.
9. Use the Role Codes sheet to define specific employee roles that can perform or participate in the selected
job operation. Only roles selected on this sheet can post time against this job operation. If the role codes
are not defined, any employee can post time to the job operation.
10. Use the Inspection sheet to review, edit, or add an inspection plan. An inspection plan ensures the quality
of the items that result from the operation. For more information on inspection plans, review the Quality
Assurance chapter.
11. When you finish editing the operation, click Save on the Standard toolbar.
Scheduling Resources
While a job is manufactured, it uses resources. A resource is a specific manufacturing asset. A resource can be
a piece of equipment like a punch press or a drilling machine, a tool required to produce components, or an
employee like a setter, operator, and so on. The resource selections you make are used by the Scheduling module
to calculate how long it takes each operation to run.
You create resources through Resource Group Maintenance.
This maintenance program is explored in the Engineering
chapter.
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6. The Required For field defines if this resource is used for Setup, Production, or Both.
7. The Setup Rates indicate the estimated labor and burden this resource may use while the operation is set
up.
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8. The Production Rates indicate the labor and burden this resource may use while the operation is producing
its part quantity.
9. The Crew Size fields indicate how many workers are required for both setup and production.
10. When you finish, click Save on the Standard toolbar.
Job Assemblies
Assemblies determine the correct operation hierarchy needed for scheduling a job. Each part has one or multiple
assemblies. A parent assembly is any assembly made up of child subassemblies. If a part has no subassemblies,
only one parent assembly is needed for the produced end part quantity. In contrast, a part with a complex method
can have several parent assemblies.
By default, each method has one parent assembly. To review this assembly:
1. Double-click this assembly on the Job Tree View. The Assembly sheet displays.
2. The Parent field displays the level, or tier, of the assembly. In this example, this assembly is the main parent
assembly, so a 0 displays.
3. The Description of the assembly displays.
4. The Part Information section displays the main details of the part revision.
5. The Qty/Parent field indicates how many parts from this assembly are required to make one part quantity
within the parent assembly. In this example, one assembly quantity makes one finished part quantity. Notice
the unit of measure used for this quantity displays next to this field.
You can enter a zero quantity in this field for a material that may not be used.
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6. The Overrun Qty specifies any excess assembly quantity you want to make on this job. This quantity will
be saved within your inventory. Notice the unit of measure used for this quantity displays next to this field.
7. The Required Quantity field displays the total demand for the part on the current job. Notice the unit of
measure used for this quantity displays next to this field.
8. Click the Comments sheet to review, edit, or add additional text about the current assembly. Use this sheet
to further refine how the assembly is run during the manufacturing process.
9. A subassembly is a child of a parent assembly. Each subassembly defines a manufacturing component
required to make each part; you can have as many subassemblies as you need to complete all the steps
required to manufacture a part quantity. Use the Subassemblies sheets to manually enter or edit subassembly
information on the current job.
10. Use the RoHS (Restrictions on the use of certain Hazardous Substances) sheets to indicate the current
materials used on the operation comply with the weight limits defined for hazardous substances for electronic
equipment. Different legislative bodies, such as the European Union or the state of California, have defined
these weight limits to reduce accumulation in landfills. Use these sheets to indicate the current assembly
meets these restrictions for the various localities that may receive the part.
11. Use the Inspection sheet to review, edit, or add an inspection plan. An inspection plan ensures the quality
of the items resulting from the assembly. For more information on inspection plans, review the Quality
Assurance chapter.
12. When you finish editing the assembly, click Save on the Standard toolbar.
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Engineering Components
You can also pull an existing part, operation, material, resource group, and so on into the job method. Run this
feature to reuse common components you frequently use during the production process.
1. Click the Engineering sheet.
2. Notice several components are available for you to pull into the job method. You can pull in parts,
operations, capabilities, resource groups, resources, part revision methods, quote methods, and
other job methods. In this example, you pull in a resource group.
3. Select the Resource Groups sheet. Each component sheet has a search button to find and select a range
of items you want. In this example, you click the Resource Group button to find and select a range of
resource groups.
4. Your selections display within the sheet list. Click and drag the item you want onto the Job Tree View. In
this example, you add the HM3 Horizontal Mill to the Mill operation.
5. When you finish, click Save on the Standard toolbar.
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2. The Schedule Job window displays. First, you must decide how you Schedule the job. Available options:
Forward This method schedules the job forward from a Start Date.
Backward This method schedules the job back from a Due Date.
3. Depending on the option you select, either the Start Date/Time or the Due Date/Time fields become
active. Select the dates you need.
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4. If you want this job to be scheduled through a Finite Capacity, select this check box. This means the finite
resources or resource groups on this job run for a specific number of hours each day, and the job operations
cannot be scheduled for time each work day greater than this constrained capacity.
To learn more about resource groups and other scheduling
features, review the Scheduling chapter.
5. To see what impact this job has on the schedule, select the What-If Schedule check box. Use this option
when you are planning upcoming work for your manufacturing center; it gives you a preview of where this
job may possibly fit into your schedule.
6. When you finish, click OK.
This job is now added to the schedule for your manufacturing center.
2. A number of options are within the Status area. The Open icon indicates this job can receive labor, material,
and accounting transactions against it. If the job is complete but still open, it can no longer receive labor
transactions, but it can still receive material and accounting transactions.
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3. If you want this job method to be available for use on other quotes, jobs, and part records, select the
Template check box. Users can then select this job through the Get Details program.
4. If this job was generated by Material Requirements Planning (MRP), the Firm check box is available. Select
this check box if you want to produce this job. If this job was created manually, the Firm check box is
automatically selected.
For more information on the Get Details program, review
the Engineering chapter. For more information on MRP,
review the Material Requirement Planning chapter.
5. When selected, the Engineered check box indicates this jobs method of manufacturing is completely
planned. Select this option to add this job to the schedule.
6. Before work can begin, select the Released check box. This indicates labor can be placed against the job.
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2. Select how you want this process to run from the Processing Options. You can run a Net Change, which
only updates records either updated or added since the last time you ran this process. You can also select
Regenerative, which completely verifies all the current restricted substances within your application.
3. Enter the name and directory path you need for the Log file. If you receive an error during the process run,
review this log file to help discover and resolve the error.
4. Use the Filter sheet to restrict the process to specific Restriction Types or Jobs.
5. Select the Include Released check box to add released jobs to this verification process.
6. Select the Include Completed check box to add any jobs defined as complete to this verification process.
A complete job is one that has finished production quantity and labor transactions, but material and other
costs can still be placed against it.
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7. Select the Include Closed check box to add any jobs defined as closed to this verification process. A closed
job is totally finished and has received all of its costs.
8. To run the process, click the Submit button.
The process runs, totaling the weight compliance totals for the restriction. If the RoHS compliance process fails,
a red icon displays on the Restrictions > Detail sheet within both Part Maintenance and Job Entry. If the compliance
succeeds, a green icon displays on this sheet instead.
Planning Workbench
Use the Planning Workbench to create new jobs or make changes to the supply/demand links on existing jobs.
You first find and select suggestions based on current sales orders. Then, you create jobs and define the demand
links by launching programs from the Planning Workbench.
If your company uses the Material Requirements Planning (MRP)
module, the application can also create suggestions not linked
to sales orders. For more information on this functionality,
review the Material Requirements Planning chapter.
Menu Path: Production Management > Job Management > General Operations > Planning Workbench
1. Click the Select button to find and select the sales order selections that you want.
2. Your selections display within the Suggestions grid. Highlight a selection on the grid.
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3. In the Suggestion Detail section, an unlabelled field to the right of the Job Number field indicates what
action should be taken with the selected entry.
4. Click the Job Manager button to launch this suggestion within the Job Manager. You use this program to
define the supply and demand links for the suggestion. To learn more about this program, review the next
Job Manager section in this chapter.
5. Click the Order Job Wizard button to launch Order Job Wizard. Use this program to generate a job based
on the selected order.
To review how to use the Order Job Wizard, review this
program in the Sales Order Processing chapter.
6. Instead of using the Order Job Wizard, you can click the Create Job button to generate the job. Clicking
this button displays a window that creates the job record. The next section describes how to use this window.
2. If this suggestion is from a sales order, the Order Release button is active. Click this button to use the sales
order number, line number, and release number for the new job number. The order suggestion now turns
into a job which you can then modify as you need in Job Entry.
3. If this suggestion is from another job, click the Related Job button. The job number is assembled using the
job to job prefix followed by the original job number.
4. To pull the current method of manufacturing for the part, select the Get Details check box.
5. Selecting the Get Details check box activates the Schedule check box. If you want the new job placed in
the production schedule, select this check box.
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6. Selecting the Schedule check box activates the Release check box. If you want to indicate that production
can begin on this job, select this check box.
7. Select the Mass Print check box to indicate this job can be included in batch printing. Some reports, like
the Job Traveler, can be set to print all the jobs that currently have this check box selected; these jobs then
all print at the same time.
8. Click the Submit Process button to generate jobs through background processing. While this job process
runs, you can continue to work in the Epicor application. You can then review these jobs in Job Entry, Job
Tracker, or other tracker and job management programs.
9. Click the Create Job button to create a new job from the selected suggestion.
The new job is created. You can now open this record within Job Entry and make any changes you need.
Job Manager
Run the Job Manager to easily control the manufacturing of a specific part. You use this program to review a
parts current demand. You can then create new jobs or link existing jobs to satisfy this demand. You can also
remove supply and demand links you no longer need
Menu Path: Production Management > Job Management > General Operations > Job Manager
To select and review a part:
1. In the Part field, either enter the part directly or click the Part button to find and select it.
2. The Job Manager grids now populate with supply and demand suggestions. The main information for the
part displays within the Detail panel.
3. The Description field displays the current explanation for the selected part.
4. The On Hand (Entire Company) field indicates the part quantity that is currently stocked within the entire
company.
5. The Demand (Entire Company) field indicates the part quantity needed on jobs and sales orders.
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6. The Available (Entire Company) field displays the total part quantity available to satisfy demand for this
part.
You can now use this program to both review the current demand for the part and create jobs that satisfy this
demand.
2. The Warehouse field indicates the specific warehouse that stocks the part quantity.
3. The Quantity On Hand field displays the total part quantity currently stocked within this warehouse.
4. The Available field indicates how many parts are not currently used to satisfy demand.
5. The Total Demand Quantity field displays the quantity allocated to fill the demand on current order
releases.
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2. Create Job Click this button to generate a new job for the demand quantity. When you do this, the New
Job Number window displays. You can use the next job number in the database, the order release for the
job number, or the source job for the new numbers prefix.
3. Pull from Stock Click this button to satisfy this demand suggestion with a stock quantity. When you click
this button, you are asked if you want to pull this entire quantity from stock.
4. Delete Suggestion To remove a demand suggestion, click this button. You are asked if you want to
remove this suggestion. Click Yes.
Depending on the source of the demand, you can quickly
launch either the Sales Order Tracker or the Job Tracker.
If you double-click a row in the Demand grid, one of these
trackers displays, showing you the selected sales order or
job record.
5. To limit what displays on the Demand grid, select the Only Firm Releases check box. Only sales order
releases defined as Firm releases display.
6. Use the Suggestions drop-down list to filter the suggestions displayed on the Demand grid. Available
options are All, Change, New, and None.
When you have satisfied the demand suggestion in some way, these buttons become inactive. You can then use
the other sections within the Job Manager to refine how the jobs and stock quantities satisfy the demand.
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2. Split Click this button to divide the job into two separate jobs. You would use this function when you
need to finish part of the quantity on this job earlier than the rest, for example, on a rush order.
3. Job Entry Click this button to launch Job Entry. The selected job displays within this program, so you
make the changes you need to the job. For more information about the Get Details program, review the
Engineer the Job section found earlier in this chapter.
4. Get Details If the selected job does not have a method of manufacturing, this button is active. Click this
button to launch the Get Details program where you can pull a part, job, or quote method into the selected
job.
5. Schedule If the selected job has a method of manufacturing, the Schedule button is active. Click this
button to launch the Schedule Job program, where you can define how this job is scheduled for work within
your manufacturing center. For more information about the Schedule Job program, review the Schedule
the Job section found earlier in this chapter.
6. Delete Suggestion This button is active when a suggestion is generated through Material Requirements
Planning (MRP).If you do not want this suggestion, click this button to remove it from the database. The
MRP functionality is explored in the Material Requirements Planning chapter.
If you double-click a row in the Supply grid, the Job
Tracker launches, displaying the selected job record.
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2. Unlink Click this button to remove the demand link from the selected job.
3. Add Click this button to add a source link to the current job selected on the Supply grid.
4. Update Click this button to update the source link on the current job selected on the Supply grid.
Job Tracker
You can review a job record at any point during its production and planning. The Job Tracker is a display-only
program that shows you real time information on a selected job. This includes information such as operations,
materials, shipments, and part locations.
Since users cannot add or edit records within this program, the entire company can use this key communication
tool.
Menu Path: Production Management > Job Management > General Operations > Job Tracker
To select a job and update the display:
1. In the Job field, enter the job number directly or click the Job button to find and select it.
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2. Click the Retrieve Transactions button on the Standard toolbar to pull in all the current transactions for
the job.
3. If you need, click the Refresh button to display the jobs current information.
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Lean Metrics
Lean Manufacturing is a process that eliminates waste and cost through a continuous production flow measured
by customer demand. Use the Production Activity process both to establish lean performance metrics and to
automatically capture production data through shop floor transactions. The data you capture through this process
can then be analyzed as needed against any lean performance metrics you define.
In order to plan the manufacturing process, you must set up the application so it optimizes customer demand
and eliminates waste. The metrics you define in the lean metrics setup programs contain key information for
your lean manufacturing processing. Configuring lean production activity metrics assists you in generating the
Production Activity records you need and also minimizes data entry.
2. Enter the activity day ID for the pattern you want to define.
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2. Use the Day Detail sheet to define and review the period pattern for the work day you select.
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2. Click the Code button to find and select the code for the work week pattern you want to define.
3. Enter the Description of the code to identify the week pattern.
4. In each of the day fields (for example Sunday), click the button to find and select the appropriate day pattern
that applies to the week pattern you want to define.
5. When you finish, click Save.
6. Use the List sheet to review, edit, and select the week patterns you define.
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2. The Day field information defaults from the week pattern you selected on the Detail sheet.
3. Identify plan details for each Period of the day pattern. You select each period from the Tree View.
4. The Crew Size field estimates the level of staffing required for each time period.
5. Estimate the Production Quantity for the time period.
6. When you finish, click Save on the Standard toolbar.
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2. Click the Plan ID button to select the production activity plan you want to schedule. Once the ID is selected,
the plan details populate.
3. Select the Effective Date for the production activity plan.
4. When you finish, click Save on the Standard toolbar.
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1. Select the Start Date and the End Date for which you want to generate production schedules.
2. If you only want to generate production schedules for the current site, select the Current Site check box.
Leaving this check box blank generates production schedules for all sites.
3. To run the process, click the Submit button.
If changes in the weekly production activity schedule occur, such as an employee is sick, you can regenerate this
process. However, before the regeneration can take place, you must either manually delete all of the previously
generated files or regenerate for the one day that needs the update.
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new records within this program; instead, you instead will use this program to review and update the
generated production plans.
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2. Use the Production Activity Detail > Detail sheet to enter specific plan information you estimate for each
time period.
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Because users cannot add or edit records within this program, the entire company can use this key communication
tool.
Menu Path: Production Management > Job Management > General Operations > Production Activity Tracker
To use this tracker:
1. Click the Search tab to define the date ranges and resources you wish to review.
2. Next, click the Refresh button to populate data within the tracker.
3. The Production Activity section displays the actual and estimated values for each detail.
4. The Production Activity Detail tab displays the estimated and actual production quantity in a graph format.
5. The Period Detail section contains the breakdown of the production activity by each period (or shift). You
indicate the method by which you measure time in Production Activity Day Maintenance, a program described
previously.
MES Employees
Before users can access the MES, they need an employee record. This record links an employee to a User ID, so
you can define both the security access and the language that this employee uses. Several employees can be
linked to one User ID, like Shop English or Shop Spanish. Employees that create inventory or shipping/receiving
transactions, however, should have an individual ID for auditing purposes. This employee record also defines
which functions are available for each user on the MES interface.
You set up these records through Employee Maintenance.
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Menu Path: Production Management > Job Management > Setup > Employee
To create an employee record:
1. Click New on the Standard toolbar.
2. In the Employee ID, enter an identifier for the employee. This value uniquely identifies the record on various
reports.|
3. Optionally, select the Person / Contact identifier for this employee record if one exists. If one does not
exist, the application uses the values in the employee information fields to automatically create a
person/contact record.
4. Enter employee information such as Name, Address, Phone, and Email.
5. In the Status field, verify the employee is an Active employee.
6. You next define what areas of MES this employee can access. If this employee works with material quantities,
select the Material Handle check box. If this employee supervises the shop floor, select the Shop Supervisor
check box. If this employee ships out parts and receives materials, select the Shipping/Receiving check
box.
If you have an individual who needs to be defined on
multiple records, like a shop employee who is also a buyer,
you can define this person in Person/Contact Maintenance
first and then link this person record to other records
throughout the application. To learn about this
functionality, review the Person/Contact Maintenance
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7. If you want name, address, phone, and email changes made to this employee record to automatically update
the linked person record within Person/Contact Maintenance, select the Sync Name, Sync Address, Sync
Phone, and/or Sync Email check boxes.
2. Select the Shift during which this employee normally works. You create shift records within Shift
Maintenance; for more information, review the Shift Maintenance topics within application help.
3. Click the Department drop-down list to select the job department.
4. Optionally, select the User Name of this employee. Only the identifiers for current users within the company
display on this drop-down list. Use this identifier to link the employee to specific security and language
settings. The feature can define a many to one relationship that includes several employees.
5. If you want, select the Resource Group for this employee. Define this option if you need to directly link
this employee to a specific resource group. If you do not select an option from this drop-down list, the
resource or resource group defaults from the work queue during Time Entry. Likewise, if you use Expense
Entry, this functionality defines the tasks the employee works on, and the resource/resource group is pulled
from the task.
6. When the employee record is complete, click Save on the Standard toolbar.
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2. You are now logged into the MES. A number of main options are available. To review the current activity
for a specific part, click the Part Tracker button.
3. To review a specific job, click the Job Tracker button.
4. To begin setup or production tasks on an operation, click either the Start Setup Activity button or the
Start Production Activity button.
5. The Start Setup Activity or the Start Production Activity window displays. Click the Job button to find
and select the job you need to work on. You can also enter the job number directly.
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6. Select the Assembly that includes the operation you want. In this example, one assembly is on the current
job, so 0 is the only option.
7. Now select the specific Operation that you need to work on.
8. When you finish, click OK. You are now working on this operation. The clock is active, so the MES is
calculating labor costs against this operation.
9. To stop working on this activity, click the End Activity button on the MES Menu.
10. To end your MES session, click the Log Out button on the MES menu.
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11. If you want to shut down the interface, click the Close button on the MES menu. These items are the main
functions of the MES. Depending on whether you have an Advanced Material Management (AMM) license
and the permissions defines on your shop employee record, other functions may be available as well. These
functions are found under the Production, Material, Shipping/Receiving, and Supervisors tabs.
MES Production
Use the Production sheet to control all aspects of production on the current job(s).
1. The grid at the top of the sheet displays all the activities that you are currently working on.
2. Work Queue Use this program to review the operations scheduled within each resource group.
3. Count Entry Use this program to enter physical inventory tag counts.
4. Kanban Receipts Use this program to enter and update Kanban receipts. You can enter information for
each receipts quantities, scrap, and non-conformances.
5. Report Quantity Use this program to both report a production quantity is complete against a specific
operation and then request that the pallet/skid be moved to the next operation. If you have the Override
Job Number check box selected on your user record within Employee Maintenance, you can do this
without having to clock out of the operation. However, if you do not have these rights, you can still do this
without having to end the activity.
6. Non-Conformance Use this program to add or update non-conformant materials that occur during
production. Non-conformant materials are items that are defective or require inspection in some way.
7. Get Request Use this program to request materials for use during an operation. Use this window to put
in requests so the materials you need arrive on time.
8. Move WIP Request Use this program to move a Work in Process (WIP) request from one physical location
to another physical location.
9. Move Mtl Request Use this program to enter a movement request for materials. Use it to move material
requests from one physical location to another physical location.
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10. Move Inventory Request Use this program to enter a movement request for inventory. You can move
a part quantity request to another job or warehouse.
11. Return Assembly/Material Request Use this program to return an assembly or a material request from
a WIP job to stock.
12. Return Miscellaneous Request Use this program to return a part quantity request from one warehouse
to another warehouse.
13. Return Salvage Request Use this program to send a salvaged part request from a job to stock.
14. UOM Split/Merge Use this program to split an inventory quantity expressed in a specific unit of measure
into one or more alternate unit of measure quantities, or to merge inventory quantities expressed in several
alternate units of measure into a single unit of measure quantity. It can only be used for parts for which the
Track Multiple UOMs check box is selected in Part Maintenance.
15. Material Queue Manager - Use this program to manage and manipulate queued material transactions.
These transactions include pick transactions generated when order items are allocated using selections from
the Fulfillment Workbench Actions menu.
MES - Material
You use the Material sheet to handle the materials you need. You can process requests, issue materials to jobs,
adjust inventory, perform physical counts, and so on
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Button
Description
Material Queue
Use this program to review the current requests for materials. You can select,
process, and clear material requests.
Mfg Receipts
Serial Tracker
The Serial Number Tracker displays information about serial-tracked part records.
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Description
UOM Split/Merge
Issue Material
Issue Assembly
Issue Misc
Mass Issue
Use this program to issue all planned materials to a job, instead of issuing them
one by one.
Return Material
Use this program to record part quantities that have been returned.
Return Assembly
Return Misc
Use this program to record miscellaneous issues that have been returned.
Trans Log
Use this log to review transaction activity for parts and quantities.
Move WIP
Use this program to move a Work In Process (WIP) part from one job operation to
another. It updates the PartWIP table, and if the job contains a serial tracked part,
the Epicor application updates the serial number and serial tracing tables to reflect
the newly assigned operation.
Move Material
Use this program to move a raw material issued to a job to another location.
Adjust WIP
Use this program to adjust the physical location or quantity of a Work In Process
(WIP) part. You only run this program when a WIP part is recorded in the application
in one physical location, but is actually in another physical location.
Adjust Material
Use this program to adjust the physical location or quantity of a material. You can
only run this program when a material is recorded in the application in one physical
location, but is actually in another physical location.
Non-Conformance
Use this program to add or update non-conforming materials that occur during
job production. Non-conforming materials are items that are defective or require
inspection in some way.
Move Inventory
Use this program to transfer inventory quantities within the same site. These
transactions track the movement of parts from one warehouse/bin to another
warehouse/bin.
Adjust Inventory
Use this program to adjust each parts quantity on hand values within your inventory.
Count Entry
Use this program to unpick materials for a specified order, line, release and part
number, and then return them to a specified warehouse and bin.
Use this program to unpick materials for a specified transfer order line and part
number, and then return them to a specified warehouse and bin.
Process by ID
Use this program to process a specified Queue ID in the Material Request Queue.
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Button
Description
Use this program to track dynamic and statci PCIDs (Packge Control
IDs) throughout the shop floor.
MES - Shipping/Receiving
The Shipping/Receiving sheet gives you control over all areas of the shipping and receiving process. Use these
controls to record the materials you have received and the parts you have shipped out.
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Button
Description
Receipt Entry
Use this program to enter receipts from all inventory materials, non-inventory
materials, and subcontract parts.
Use this program to report receipts of salvaged materials from a job. Salvaged
materials are entered as inventory receipt transactions. They also reduce the
material cost against specific jobs.
Job Receipt
Use this program to enter the receipt of manufactured parts to another job.
Use this program to record an inter-site transfer shipment. This program satisfies
inter-site demand.
Customer Shipment
Use this program to process customer shipments. You can either relieve inventory
or ship directly from a job.
Bill of Lading
Use this program to enter and update bills of lading. These items are shipping
documents that carriers use to identify cargo. Create these from existing packing
slips, or create them manually.
CustShpmnt Tracker
Misc Shipment
Use this program to enter packing slips for non-billable material. You can also
use this program to enter and print packing slips to return discrepant parts to a
supplier.
MiscShpmnt Tracker
RMA Processing
Use Return Material Authorization (RMA) to control and track customer returns.
Enter information about the return and then communicate this information to
the different groups that may need to take action such as inspection, billing,
and order processing.
Subcontract Shipment
Use this program to process shipments to subcontract suppliers for parts with
operations processed outside your company.
Serial Tracker
This tracker displays information about serial-tracked part records. You can review
each parts serial tracker status, location, and part transactions.
RMA Disposition
Use this program to dispose and complete RMA receipts from inspection.
Use this program to confirm shipments of stage pack IDs or master packs. You
can filter these staged pack IDs by stage number, shipping status, shipment type,
and ship via method.
Use this program to combine separate pack IDs into one master pack group to
ship as one shipment. This pack is restricted to only shipments of the same type.
MES Supervisor
The Supervisor sheet gives you access to several tracker programs you use to review job progress within your
manufacturing center
1. Project Tracker This tracker displays current information about projects. Use this tracker to review milestone
information, related orders and jobs, tasks, and budgets.
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2. Inspection Processing Use this program to inspect the non-conformance entries made for defective
assemblies and materials. You can also use this tool to inspect purchase order receipts and customer returns.
3. Shop Tracker Run this tracker to review current shop activity. You can see information on resources,
labor activity, and shop warnings.
4. Error Log An alert error occurs when the application cannot send a global alert (an automatic email
notification) to a specific recipient. When such an error occurs, an entry displays in this log.
5. Tracker Run this tracker to review the current information about a purchase order. This includes information
like purchase order status, supplier name and address, and order lines.
6. Receipt Tracker Run this tracker to review current information about a purchase order receipt. This
includes information like the purchase order number, the received lines, and the landed costs.
7. Lot Tracker This tracker displays information about lot-tracked part records. Use this tool to review lot
numbers, on-hand quantities, and lot transactions.
8. Serial Tracker This tracker displays information about serial-tracked part records. You can review each
parts serial tracker status, location, and part transactions.
9. CustShpmnt Tracker Use this tracker to review current information about a customer shipment including
the parts and quantities that were shipped.
10. MiscShpmnt Tracker Use this tracker to review current information about a miscellaneous shipment
including what specific items were shipped.
11. Order Tracker Use this tracker to review current information about a sales order. You can review each
sales orders lines and commissions.
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Time Entry
Time and Expense Entry is the tool you use to process time detail records. Use this program to record the time
and attendance of your employees. You can use this program to enter new time records against specific operations
on selected jobs. You can also pull in time records created through the MES interface and edit them.
These time detail records are placed against the selected operation. You can then calculate the labor costs on
each job.
Menu Path: Production Management > Job Management > General Operations > Time and Expense Entry
To enter a new time record:
1. Enter the Employee ID.
2. Click the Down Arrow next to the New button; select New Time.
3. The fields on the Time > Daily Time > Summary > Detail sheet open for data entry. In the Payroll Date
field, enter the date on which the labor occurred.
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4. Click the Shift drop-down list to select the shift during which the employee performed the labor.
5. Default time values populate the Clock In, the Clock Out, and the Lunch sections. If you need, you can
edit these times.
6. The total hours during which this employee is paid display in the Pay Hours field.
7. When you finish, click Save on the Standard toolbar.
You are now ready to enter the details about the labor that this employee performed.
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2. The Time > Daily Time > Detail > Detail sheet displays. Click the Labor Type drop-down list to to select
the labor that was performed. The available options are Indirect, Project, Production, Service, and Setup.
3. Click the Job button to find and select the job this employee worked on. You can also enter the job number
directly.
4. Click the Assembly button to find and select the assembly on which the labor was performed. You can
also enter the assembly number directly. If there is only one assembly on the job, a 0 displays in this field.
5. Click the Operation button to find and select the operation on which this labor was performed. You can
also enter the operation number directly.
6. In the quantity fields, enter the part quantities that resulted from this labor detail. Enter the number of
complete parts in the Labor Qty field, the number of scrapped parts in the Scrap Qty field, and the number
of non-conformance parts in the Non-Conform Qty field.
7. If this labor was rework so that a defective part can recover its value, select the Rework check box.
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8. When you enter scrap and non-conformance quantities or select the Rework check box, the Reason fields
become available. Select a reason for these non-standard quantities in these fields.
9. Click the Serial Numbers button to find and select the serial numbers for the parts on which the employee
performed labor.
10. In the Labor Reporting area, use the Clock In and Clock Out values to define how long this employee
worked on the operation.
11. Select an Indirect Code for the labor performed.
12. Select an Expense Code for the labor performed.
13. If this labor transaction completes the setup or production on this operation, select the Complete check
box. If this labor transaction completes the operation, select the Opr Complete check box.
14. The Location section defines the default resource group, department information, and resource for this
transaction. You can change these options as needed.
15. Click Save on the Standard toolbar.
16. To complete your time record, click Submit to send the time entry record through the appropriate approval
process.
You have now completed a time detail record. Each record posts actual hours, labor costs, and burden costs
against jobs.
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Job Complete/Close
Use Job Completion/Closing Maintenance to assign complete and closed statuses to jobs. A complete job has
finished its production quantity and labor transactions, but material and other costs can still be placed against
it. Completing a job removes any remaining shop load and material requirements.
A closed job is totally finished and has received all of its costs. The accounting department typically closes the
job after auditing the financial transactions. This prevents the job from being used in any transactions or
adjustments.
You can use the Auto Job Closing and Auto Job Completion
processes in place of Job Completion/Closing Maintenance to
automatically close and complete jobs. Any jobs that fall within
the thresholds defined on closing and completion codes used
in the Epicor application are automatically closed. Any jobs
that fall outside these thresholds fail to close or complete. Refer
to the Application Help for more details.
Once you close and complete jobs, you use the Capture COS/WIP Activity process to execute the calculation
process for work-in-process (WIP) and/or cost of sales (COS) for standard jobs, project jobs, inventory, receipts,
and adjustment transactions. Refer to the Job Costing Technical Reference Guide for detailed information.
Menu Path: Production Management > Job Management > General Operations > Job Closing
To complete and close a job:
1. Click the Job button to find and select the job number. You can also enter the job number directly.
2. The Complete Qty field displays the quantity of pieces reported as complete on the last operation.
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3. The Operations sheet displays all the operations performed during this job. Use this grid to verify the
operations on the job are complete.
4. The Materials sheet displays all the materials used to manufacture the final part quantity. Use this sheet to
review the materials used on the job.
5. The Co-Parts sheet displays information related to Co-Parts, if the revision of the part manufactured on the
job is associated with Co-Parts records. Use this sheet to review information about what has been produced
and received for each of the Co-Parts on the job.
6. If you are ready to end labor on the job, select the Complete check box. You are now unable to edit
operation and assembly records on the job.
If inspections are not complete on the part quantity, a
warning message displays when you select the Complete
check box. You can either click Yes and continue, or click
No and wait to complete this job until the part quantity
passes inspection. You cannot close a job, however, until
the quantity passes inspection.
7. If all remaining costs have been assigned to this job, select the Closed check box. You can no longer edit
this job through Job Entry, nor can you post transactions against this job.
8. When you display a closed job within Job Entry, you can see its status has changed. It now displays the
Closed icon, and all the other status options are no longer available.
The application now considers the job finished. Transactions can no longer be placed against the job, and its
costs are moved to your financial records.
If you complete or close a job by mistake, you can launch the Job Complete / Close program again and clear
either the Complete or Close check boxes. You can now open this job within Job Entry and correct the errors.
For more information on the Job Completion / Closing process,
refer to the Job Costing Technical Reference Guide within
application help.
Reports
This section describes some of the key Job Management reports. You can run these reports whenever you need.
You can also set up each report to generate and print through a recurring, automatic schedule. Review the
Automatic Data Processing chapter in the Epicor ERP Implementation Guide for information on how to link a
report to a recurring schedule.
Job Traveler
The Job Traveler is a report you can use to print the details of any jobs you select. When you print this report,
you have a hard copy of the job that can move, or travel, within the manufacturing center and any other locations
within your company.
Menu Path: Production Management > Job Management > Reports > Job Traveler
Within the Report Options section, select the job details you want to print:
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1. Print all jobs flagged for mass print Select this check box to indicate all jobs which have their Mass
Print check boxes selected print on the report. Within Job Entry, this check box is found on the Job sheet
within the Print Status section.
2. Print Scheduled Resources Select this check box to indicate any resources used on the job(s) print on
the report.
3. Print Scheduled Resource Descriptions Select this check box to indicate the descriptions of these
resources print on the report.
4. Sub-Assemblies - Select this check box to indicate job's sub-assemblies print on the report.
5. New Page Per Assy Select this check box to indicate each assembly prints on a separate page.
6. Shipping Schedule Select this check box to indicate the shipping schedule for any orders linked to the
job(s) prints on the report.
7. Print Bar Codes Select this check box to indicate bar codes print on the report. Employees use these
codes to scan their labor records directly into the application.
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8. Print Operation Instructions - Select this check box to print operation instructions defined in Job Entry.
9. Operation Dates Select this check box to indicate the scheduled Start Date and Due Date for each
operation prints on the report.
10. Operation Standards Select this check box to indicate the estimated setup and production standards
for each operation print on the report.
11. Filter Summary Indicates whether you are including all the jobs/assemblies on the report.
The options include:
All Selected
None Selected
Some Selected
To filter for jobs and assemblies, use the Filter sheet.
12. When you are ready to run this report, click Print on the Standard toolbar.
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2. Consolidated Totals Select this check box to indicate the total actual and estimated costs for each job
prints on the report. An added section, Report Totals, displays all these totals.
3. Subtotal By Product Group If you select the Consolidated Totals check box, this check box activates.
Select this check box to indicate a Product Group section prints on the report; this section divides the
estimated and actual costs by product group.
4. Exclude Miscellaneous Charges Select this check box to remove shipment charges from the report.
Miscellaneous charges for expedite fees are included in the report by default.
5. Print Material Transactions Select this check box to indicate details from material transactions print on
the report.
6. Print Material Cost Breakdown Select this check box to indicate the cost details are separated by labor,
material, burden, subcontract, and material burden costs.
7. Print Operation Transactions Select this check box to indicate operation transaction details print on the
report. These details include labor transactions and shipment/receipt transactions.
8. Print First Article Transactions Select this check box to indicate all first article transactions print on the
report.
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9. Print Profitability Information Select this check box to indicate profitability information prints on the
report. This section compares job costs to AR invoices.
10. Print Serial Numbers Select this check box to indicate part serial numbers print on the report.
11. Filter Use this sheet to select which specific jobs and assemblies to include on the report.
12. When you are ready to run this report, click Print on the Standard toolbar.
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1. Select the Current Site check box to indicate that only the cost transactions for the currently selected site
will display in the report.
2. Select the Include Jobs not Closed check box to display open jobs with a WIP balance.
You can select this check box in conjunction with defining
the Job Closed Date Range. If you define the Job Closed
range, using the Start and End fields, and select this check
box, then the report will also include all open jobs with
a WIP balance. If you define the Job Closed range and
clear this check box, the report will only display closed
jobs.
3. The Job Closed Date Range pane dictates whether closed jobs display in the report.
Start - Specifies the start date for the report. All the closed jobs dated from this date through the End
Date will be included in the report. Enter the date directly, or click the arrow to the right of the field to
access a calendar and select a date.
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End - Specifies the end date for the report. All the closed jobs dated from the Start Date though this
date will be included in the report. Enter the date directly, or click the arrow to the right of the field to
access a calendar and select a date.
4. The Transaction Date Range pane dictates whether jobs with part and labor transactions display in the
report.
Start - Specifies the start date for the report. All the jobs with part and labor transactions dated from
this date through the End Date will be included in the report. Enter the date directly, or click the arrow
to the right of the field to access a calendar and select a date.
End - Specifies the end date for the report. All the jobs with part and labor transactions dated from the
Start Date though this date will be included in the report. Enter the date directly, or click the arrow to
the right of the field to access a calendar and select a date.
5. In the WIP Cleared pane, select one of the options to determine which jobs display in the report. The
options relate to the WIP Cleared check box located in Job Completion/Closing Maintenance.
Only if WIP Cleared is No - If you select this radio button and run the report, the report will display
only jobs that have the WIP Cleared check box located in Job Completion/Closing Maintenance
cleared (unchecked).
Example If you select five jobs using the Filter > Job
sheet and four jobs would have the WIP Cleared
check box cleared (unchecked) and one would have
the check box selected, then the report would display
only four jobs.
Only if WIP Cleared is Yes - If you select this radio button and run the report, the report will display
only jobs that have the WIP Cleared check box located in Job Completion/Closing Maintenance
selected.
Example If you select five jobs using the Filter > Job
sheet and four jobs would have the WIP Cleared
check box cleared and one would have the check box
selected, then the report would display only one job.
Include Both - If you select this radio button and run the report, the report will display all the jobs that
have the WIP Cleared check box located in Job Completion/Closing Maintenance selected or cleared.
Example If you select five jobs using the Filter > Job
sheet and four jobs would have the WIP Cleared
check box cleared and one would have the check box
selected, then the report would display all five jobs.
6. The MFG-VAR pane dictates whether Phantom Purge WIP transactions and manufacturing variance amount
on the C.O.S.\MFG-VAR row display in the report.
Include Phantoms - Select this check box to include Phantom Purge WIP transactions in the report.
Phantom variances are created during the Capture COS/WIP Activity process. If you clear this check box,
the MFG-VAR amount is included on the last WIP report row.
Jobs with the WIP Cleared check box cleared in Job
Completion/Closing Maintenance do not have
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7. Use the Filter sheet to select which jobs, parts, product groups and sites to include in the report.
8. When you are ready to run this report, click the Print icon on the Standard toolbar.
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2. Date Range Specify the start and end date for the report. Only transactions dated within this date range
are included in the report.
3. Specific G/L Account Specify the G/L account for which transactions are being included in thr report.
You can enter a single G/L account to report associated transactions, skip the field to include all G/L accounts,
or click the G/L Account button to find and select the G/L account.
4. Including Offsetting Accounts Select the check box to indicate that you want the report to include
complete transactions for the selected G/L account.
5. Specific Transaction Type Specify the type of transaction for which the report is being run, or skip the
field to include all transaction types.
6. Specific Job Number Specify the job number for which the report is being run, or skip the field to include
all job numbers.
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7. Account Level Detail Specify the level of detail that should print on the report.
Full - Includes each part transaction that occurred within the date range and also displays the accounts
associated with the part transaction .
Summarized by Date/Job-Part/Tran Type - The report combines, on one line, transactions for identical
parts on identical jobs that were run during the same day.
Summarized by Date/Tran Type - The report combines, on one line, all transactions that have the
same transaction type on the same date. This is calculated for each account
8. G/L Posting Detail Specify the G/L posting detail that should print on the report.
Only Posted to the G/L - Indicates whether the report should include transactions that have already
been posted to the general ledger using the Capture COS/WIP Activity program.
Only Unposted to the G/L - Indicates whether the report should include transactions that have not
been posted to the general ledger using the Capture COS/WIP Activity program.
Only Unposted to the G/L - Indicates whether the report should include both posted and unposted
transactions
9. Current Site Select this check box to indicate that only the cost transactions for the currently selected
site will appear
10. Specify the Sort sequence for the report:
Account/Date - Sorts by G/L account number, and then by transaction apply date or transaction system
date (whichever was selected).
Account/Part/Date - Sorts by G/L account number, by part number, and then by transaction apply date
or transaction system date (whichever was selected).
Part/Account/Date - Sorts by part number, by G/L account number, and then by transaction apply date
or transaction system date (whichever was selected).
11. When you are ready to run this report, click Print on the Standard toolbar.
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Setup
This section describes the primary records you need to create for the Material Requirements Planning module.
Only the primary records are described here. Some areas within the next Operations section may also document
setup records if they are required for a specific workflow.
You may also need to set up some parameters within Company Configuration. Some modules have global settings
you define through this administration program. For more information, review application help for this module;
the Configuration topic details the options you define within Company Configuration.
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Site Maintenance
You define the MRP modifiers used for each site within Site Maintenance. After you enter these records, they
become default values for a selected site and will affect the calculated results for manufacturing suggestions
once you run the MRP process.
Menu Path: System Setup > Company/Site Maintenance > Site Maintenance
1. Click the Site button to find and select the site you need.
2. You select the Use Dynamic Days of Supply in Lead Time check box to more accurately generate material
requirements. When this calculation is active, the MRP functionality can expand the Days of Supply calendar
range to account for more supply and demand. The quantity available determines the amount to increase
or reduce on the purchase suggestion, job suggestion, or unfirm job.
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3. Select the Allow Consumption of Minimum Quantity check box to cause both the MRP and PO Suggestion
processes to use another level of lead time calculations. When certain supply conditions are met within the
purchase lead time, an alternate set of Urgent Planning parameters activate. These parameters use the
Minimum Quantity available within inventory to satisfy demand while at the same time generate purchase
orders suggestions that require more immediate resolution.
4. The Finite Horizon field defines a number of days from the current system date (Today) where job operations
are scheduled finitely any job operations scheduled on a specific day will not exceed the capacity for
work (hours, quantities) on the resources and resource groups available on that day. Any job operations
scheduled outside of the Finite Horizon data range are scheduled infinitely which means any job operations
scheduled on a specific day can exceed the capacity for work on the available resources/resource groups.
5. In the Overload Horizon field, enter the number of days from the current system date (Today) at which
resource capacity is calculated against the demand that falls within this date range. A tracker program, the
Overload Informer, then displays the capacity used on each resource per each day, indicating when a resource
is below capacity (such as 72%), at capacity (100%), and above capacity (such as 117%). Only resources
scheduled with infinite capacity display on this tracker. If you do not use this tool, enter a 1 value to load
only one days records into the Shop Load Table.
6. In the Rough Cut Horizon field, enter the number of days from the current system date (Today) where the
Rough Cut Scheduling calculation will be used to schedule jobs. Any jobs that fall outside of the Rough Cut
Horizon date range use the Rough Cut Scheduling calculation to generate the schedule. This formula
evaluates the Need By Dates and Lead Time values on each material and operation to calculate how much
time is required for each job to finish its operations and gather its materials. The rough cut scheduling
formula infinitely schedules these future jobs. This data, or load, is not recorded against your resources,
which reduces the processing time needed to generate the overall schedule. Rough cut scheduling also gives
you a general idea of the production plan you may require in the future.
When a job is scheduled finitely, it means that work on
the job is constrained to run for a specific number of hours
each day and that the operations cannot be scheduled
beyond this hour limit. Jobs that have a higher priority
are assigned first to the capacity available on each
resource. When a job is scheduled infinitely, it means no
scheduling limits exist on resources assigned to handle
the job operations. Infinite scheduling gives you the
optimal schedule for each job as if it is the highest priority
job in your site. Other job operations compete for the
same resources and so the available capacity on each
resource can be exceeded; use this method to locate
bottlenecks in the schedule. For more information, review
the Scheduling chapter.
7. In the Auto Firm Horizon field, enter the number of days the MRP Process will monitor to create firm jobs.
If demand is placed within the number of days you enter, the MRP process creates firm jobs automatically
from these demand records.
8. In the Unfirm Series Horizon field, enter the number of days from the current system date (Today) where
the unfirm jobs created by the MRP process generate with a job number that uses the Firm Job Prefix
value; these jobs are ready to engineer and schedule. Any jobs generated outside of this date range use the
Unfirm Job Prefix value for their numbers.
9. If you select the Lead Time check box, the application includes lead times for constrained purchased materials
when running the Manufacturing Lead Time Calculation process. Lead Time defines the number of days
that pass between the day purchased parts are ordered from a supplier and the day the parts arrive at the
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site. This value is included in the total manufacturing lead time for this part, giving you a more accurate
view of the time needed to complete a part quantity if raw materials are not in stock. This value is used by
the MRP process to calculate the Order By Dates on purchase order suggestions.
10. When you finish, click Save on the Standard toolbar.
Part Class
You can create default manufacturing and purchasing requirements through Part Class Maintenance. Part classes
are not required by the application. You need them, however, to classify inventory materials on reports. Use
these records to define overall standards that you want the manufacturing center to use for calculating MRP.
You can override default MRP values on part records. The next
sections, Part Maintenance -Manufacturing MRP and Part
Maintenance -Purchasing MRP, detail the MRP fields you can
change on part records.
Some examples of part classes are Bar Stock, Raw Materials, and Finished Goods.
After you set up these records, you then select part classes on specific part records. The default values defined
on the part class are automatically used during MRP processing for parts included within this class. These values
are intended as default MRP values and can be overridden on a specific part record.
Menu Path: Production Management > Material Requirements Planning > Setup > Part Class
To create a new part class:
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2. In the Part Class field, enter the identifier for the part class.
3. Now enter a brief explanation for the part class in the Description field.
4. If this part class is used for purchased parts, select a Buyer from the drop-down list. This person is responsible
for approving all purchase orders for parts assigned to this part class.
5. If you want to evaluate all materials purchased through this part class for quality, select the Inspection
Required check box. Any materials purchased through this part class are automatically received into
inspection; you cannot change this value during purchase order entry or receipt entry. However, if you do
not select this check box on the part class record, you can still select it later during either purchase order
entry or receipt entry.
6. When you finish, click Save.
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MRP Information
When you finish defining the part class record, you are ready to add material requirements planning (MRP)
parameters to it. Within the part class, you can also set up different MRP defaults for different sites.
1. Click the Down Arrow next to the New button; select New Site.
2. The Site sheet displays. Select the site that uses these MRP requirements from the Owner Site drop-down
list.
3. In the Receive Time field, enter how many days are required to receive these materials. This value is used
differently, depending on whether this class is a manufactured or purchased part class:
Manufactured Parts The number of days required to move the material quantity either to stock or
the next job. This value is added to the Due Date on the job.
Purchased Parts The number of days required to receive and inspect the materials. This value is
subtracted from the Demand Date to give suppliers the correct Due Date.
4. The Planning Time Fence field defines the time limit for changes within this part class. This value is the
number of days from the scheduled start date that demands requiring supply changes are not considered
by the application. All demands outside of this time limit, however, are processed as normal.
To learn more about buyers and Buyer Maintenance,
review the Purchasing chapter.
5. The Reschedule Out Time Delta field defines the date range during which the MRP process is prevented
from rescheduling demand suggestions that occur in the future. Any demand record that is supposed to be
changed, but has an End Date less than or equal to the final date of this range, does not generate a new
suggestion. This value prevents suggestions from generating that you cannot act upon.
6. The Reschedule In Time Delta field defines the date range during which the MRP process is prevented
from rescheduling supply suggestions occurring in the future. Any supply record identified for change with
an End Date less than or equal to the final date of this range does not generate a new suggestion. This
value prevents suggestions from generating that you cannot act upon.
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Part Maintenance
Although Part Class Maintenance sets up some general MRP parameters, more precise MRP definitions are defined
at the part level. You do this through the Site sheet in Part Maintenance. If MRP parameters are entered on a
part record, they override the default values defined on the part class. Part records contain the base information
that the MRP engine requires to generate suggestions.
The MRP engine can calculate the quantity requirements for both Manufactured and Purchased part types. If the
MRP engine discovers a part record has a method of manufacturing (MOM), it generates an unfirm or firm job
that will display in Job Entry. Part records also contain modifiers that define how the MRP engine calculates
demand for each part record. These modifiers cause the MRP engine to generate items like inventory quantities,
which revision level to use, and the planning time required to purchase or manufacture quantities for this part.
Manufacturing MRP
Menu Path: Production Management > Material Requirements Planning > Setup > Part
Depending on whether the part is manufactured or purchased, you define different parameters. To define MRP
for a manufactured part:
1. Use the Part field to either enter or find and select the part record you wish to review.
2. If you are using part classes to define some MRP default values, click the Class drop-down list to select the
option you want.
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3. To indicate this material must be available for issuing to schedule an operation, select the Constrained
Material check box. If the scheduling engine discovers that the constrained material cannot be issued at a
specific time, it will locate the next available time.
A constrained material is a scheduling modifier used to limit when the MRP engine calculates the Start Date
and End Date for suggestions. If an operation is linked to a constrained material, both the material and the
resources must be available at the same time before the scheduling engine will place the operation in the
schedule.
4. A Sub Level Code is used by MRP to determine the order through which parts are processed. If no Sub
Level Codes are defined, the parts are processed in alphabetical order.
5. Click Save on the Standard toolbar.
2. If you need, you can add another site to the part record. To do this, click the Down Arrow next to the
New button, and select New Site.
3. Within the MRP Planning section, click the Planner drop-down list to select the person who is in charge
of manufacturing this part.
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4. The Planning Time Fence, Reschedule Out Delta, and Reschedule In Delta values default from the part
class selected on the Part > Detail sheet. If necessary, you can edit these values for this specific part.
5. To indicate this part is included during MRP processing, select the Process MRP check box.
6. If you want the scheduling engine to create a pull quantity to utilize existing stock and reduce the production
quantity, select the Auto Consume Stock check box. This causes MRP to automatically use overrun stock
quantities to satisfy demand.
7. Notice the Lot Sizing section. Use these fields to define how you want the application to regulate inventory
for the current part. The Multiple field defines the quantity increments placed on each job. When generating
jobs, MRP always rounds up to the nearest multiple value. For example, if a demand quantity is 379 and
the Multiple value is set to 100, MRP creates a job that has a 400 part quantity. The extra quantity is sent
to inventory.
8. In the Minimum Lot Size field, enter the smallest quantity that can be manufactured for the part. If the
total demand quantity is less than this amount, MRP creates a single job that uses this value for the production
quantity. The extra amount is automatically sent to inventory.
9. The Maximum Lot Size field defines the largest part quantity that can be manufactured through one job.
If the total demand for this part is greater than this amount, two or more jobs are created by MRP.
10. The Days of Supply field defines how many days into the future MRP looks to calculate the final quantity
needed on a job suggestion, purchase suggestion, or un-firm job. This value is used against both stock
quantities and job quantities. It reduces the number of suggestions generated by MRP. All the demand
records for a part occurring within this range are combined to generate one suggestion. However, if this
suggestion is larger than the Maximum Lot Size value, two or more suggestions are generated.
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11. Within the Start Min Lot Qty section, you can indicate at which point MRP should split a job. When MRP
encounters a part with both a Start Minimum Quantity which falls within the buffer days and a material
constraint value, the MRP engine will check for the minimum quantity of the material. If material is available
for the minimum lot quantity, the MRP process will split off a job by first updating the original job to contain
the quantity of material currently available and then by creating a second job for the balance of the demand.
12. To further refine the parts demand, use the fields within the Short Horizon Planning section. These fields
change the lot sizes produced when demand is close to the Scheduled Start Date. This value is the date
from which MRP begins processing demand.
In the Horizon Days field, enter how many days you need for this time period. If the jobs Due Date is
less than or equal to the scheduled start date plus the Horizon Days value, the Min and Max Lot Size
values within this section are used instead of the corresponding fields within the MRP Planning section
In the Days of Supply field, enter the supply value that falls within the short horizon time period.
13. The Scheduling section contains fields used to define how jobs for this part are scheduled.
The Production Prep Buffer field indicates how many days are required by Production Planning to
prepare the job before it can be released to production.
In the Kit Time field, enter the number of days required to gather the jobs components within the
warehouse before the job can start production. When the jobs Start Date is determined, this value is
used to calculate the Release Date for the job.
The Receive Time value defaults from the part class selected on the Part > Detail sheet. If you need,
you can edit this value for this specific part.
14. Within the Manufacturing Lead Time section, review the lead time fields. These values are either calculated
by a process or entered manually. You directly enter these values by selecting the Manual check box.
The Cumulative Lead Time field displays the lead time of the longest constrained material requirement(s)
on all sub assemblies below the main parent assembly.
This Level Time displays the time required to build the job cost quantity of the part. This value assumes
all of the materials required for the assembly are available.
15. Click Save on the Standard toolbar.
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2. The Costing Lot Size field indicates how many parts need to be manufactured before the job justifies its
fixed setup costs. Enter the value you need in this field.
3. When you finish setting up the part for MRP, click Save on the Standard toolbar.
Purchase Suggestions
The MRP purchasing functionality contains similar settings as a manufactured part; however, you have some
other values you need to define.
1. Within Part Maintenance, either create or find and select a purchased part. For the parts type, the
Purchased option is selected.
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3. Notice the parts warehouse displays within the Primary Warehouse field. All the MRP settings are defined
for this warehouse.
4. Within the Purchasing section, click the Buyer drop-down list and select the buyer you need. This individual
is the person responsible for purchasing this part for the current site.
5. In the Minimum Order Quantity field, enter the smallest part quantity that can be placed on each purchase
order release.
6. In the Lead Time field, enter how many days are needed between the day on which the parts are ordered
and the day on which the parts arrive.
7. In the Supplier field, either enter or find and select the Supplier from whom you purchase this part.
8. If you select the Allow Consumption of Minimum Qty check box on the site record, you can define
alternate Urgent Planning options. If the projected On-Hand Quantity falls below the Safety Stock quantity
during the lead time date range, the Urgent Planning values are used to calculate the purchase suggestion
quantities instead. Through these parameters, you can define the specific quantities, lead times, and suppliers
to use for immediate supply needs.
9. When you finish, click Save on the Standard toolbar.
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Operations
This section describes the operations available in the Material Requirements Planning module. Each operation is
described as a workflow to help guide you through the process from start to finish. These programs are primarily
found within the General Operations folder for this module. If a unique setup record is required to run the
operation, this record is also described in this section.
Plan As Assembly
Use the Engineering Workbench to cause the MRP process to generate multiple jobs for each sub-assembly within
the method of manufacturing. When the primary job for the parent assembly is assigned the Firm status, the sub
assemblies break off to separate jobs and the material demand link is created.
Menu Path: Production Management > Engineering > General Operations > Engineering Workbench
1. Click the Group ID button to find and select the ECO group you need.
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3. Click the Part Number button to find and select the part you need.
4. Click the Actions menu, highlight the Revision submenu, and select Check Out.
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5. In the Tree View, right-click the part and select the Tree > Expand Tree option.
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Forecast Entry
Use Forecast Entry to predict demand for part quantities needed for general manufacturing or specific customers.
Run this program to anticipate future sales for a specific part. MRP uses forecasts to generate un-firm jobs and
job suggestions.
Menu Path: Production Management > Material Requirements Planning > General Operations > Forecast Entry
Forecast Entry can also be accessed from the Order
Management > General Operations menu if Order
Management and Purchase Management licenses are enabled
in your operations, but a Material Requirements Planning (MRP)
license is not.
To create a new forecast record:
1. Review the two display-only fields at the top of this window Days Before and Days After. These values
indicate the range of days, before and after the Forecast Date, during which sales orders consume the
forecast. This date range is defined within Company Configuration on the MRP Configuration sheet.
2. In the Part field, either enter the Part ID directly or click the Part button to find and select the part you
need.
3. Use the Site field to define which site produces the part for this forecast. You can select all the sites (if you
have multiple sites) through either the navigation arrows or the drop-down list.
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3. In the From field, enter the beginning date for the range of sales history you want to export.
4. In the To field, enter the ending date for the range of sales history you want to export.
5. Use the Filters sheet to limit the information to export. You can filter by customers, customer groups, parts,
product groups, and sites.
6. In the Format field, select the file format you would like to export sales history information. Available options
include various Forecast Pro formats and the Smart Forecast format.
7. In the Export File field, enter the name of the file to which you wish to save sales history; do not enter a
file path into the field.
8. Click the Export button to both export the sales history information and close the Export Sales History
window.
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3. In the Format field, select the format in which you would like to import the external forecast.
4. In the File Name field, specify the full directory path to the forecast file.
5. Within the Import Options section, select the Clear and Reload option to erase the entire forecast and
repopulate it with the imported information.
6. Select the Add and Replace option to add new lines to the end of the existing forecast and replace lines
with the same part, customer, and date.
7. Select the Add If New option to add new lines to the end of the existing forecast.
8. In the Start At field, specify the date from which you want to start importing forecast data.
9. Click the Import button to both import the external forecast and close the Import External Forecast
window.
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2. Use the Site field to define which site produces the part quantity. You can select all the sites (if you have
multiple sites) through either the navigation arrows or the drop-down list.
3. Click New on the Standard toolbar.
4. The fields on the Detail sheet become active. In the Due Date field, enter the date by which you want to
finish manufacturing this part quantity.
5. In the Production Quantity field, enter the minimum quantity that must be produced for this Due Date.
6. If you want to pull in a demand quantity from a forecast, from the Actions menu, select Copy From
Forecast.
7. When you finish, click Save.
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The demand quantities you have entered through either (or both) Forecast Entry and MPS Entry can now be
processed.
2. In the Schedule drop-down list, identify the schedule you want to use for your Update Recycle Thresholds
process. If you select a schedule other than Now, you can indicate this process will run on an automatic
schedule you define, like daily, weekly, monthly, and so on.
3. Selecting a schedule other than Now activates the Recurring check box. Select this check box to indicate
you want this process to run automatically following the regular schedule selected on the Scheduling
drop-down list. For more information on running processes through automatic schedules, review the
Automatic Data Processing section in the Epicor ERP Implementation Guide.
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Process MRP
Process MRP is the heart of the MRP functionality. This program examines the demand from forecasts, master
production schedules, and sales orders to generate both manufacturing and purchasing suggestions. The program
then compares this demand with the current supply which is all the jobs and purchases orders that are not yet
complete that can answer this demand.
When the supply does not meet the demand, the application creates jobs, manufacturing suggestions, transfer
orders, and purchase order suggestions using the MRP parameters defined within each part record. If the part
has an approved method of manufacturing, Process MRP creates new unfirm jobs and generates manufacturing
suggestions for existing jobs. If it cannot find an approved method of manufacturing, Process MRP instead creates
a job suggestion for the part. It also creates purchase orders and transfer orders which can then be approved or
canceled.
MRP generates jobs with an Un-firm status. Jobs with this status
can be deleted and generated again through Process MRP.
Once the Un-firm check box is cleared on these job records,
however, MRP instead generates job suggestions against these
existing firm jobs.
You act on the results of the MRP process through these programs Job Entry, Planning Workbench, Buyer
Workbench, and PO Suggestions. These programs are described later in this chapter.
Menu Path: Production Management > Material Requirements Planning > General Operations > Process MRP
To use this program:
1. The Last Run section displays the Date and Time when MRP was most recently processed. The user who
activated the process is displayed in the User ID field.
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Regenerative Select this option to process all outstanding sales orders, forecasts, and master production
schedules for every MRP part in the application. Any jobs with an un-firm status and any purchase order
suggestions are deleted and new job and purchase order suggestions are generated.
3. In the Cut Off Date field, enter the date on which the MRP Process stops looking for demand. Any records
that have dates after this Cut Off Date are not used to generate suggestions.
4. Next, in the Schedule Start Date field, enter the beginning date that you use to generate job suggestions,
unfirm jobs, and purchase suggestions. This date is the first date from which MRP runs. For example, if this
date is two days in the future but Process MRP is run now, then today and tomorrow are both considered
in the past.
A forward scheduled job is scheduled using a beginning
date. The jobs operations are added forwards through
the schedule based on this Start Date. A backwards
scheduled job, however, is scheduled using a final date.
The jobs operations are added backwards through the
schedule based on this End Date. For more information,
review the Scheduling chapter.
5. The Log field is the filename you use for recording the MRP process information. This log file is located in
the Client Data Directory defined in System Agent Maintenance. This is the root directory for common system
files (such as log files, photos, and drawings) and is normally a directory on the same machine where the
application server (AppServer) runs, or a directory that contains a common shared folder.
6. The Logging Level field defines the type of tracking you want from the MRP process. You can generate a
Base log that only displays MRP parameters information, an MRP log that records MRP part processing
details information, or a MRP and Scheduling log that generates additional scheduling logs that document
unfirm jobs.
Typically you should select the MRP and Scheduling
option, as you will track the most information about each
MRP process run.
7. Select the Run Finite Scheduling during MRP Calculation check box to schedule jobs using the finite
scheduling functionality. This means that this jobs finite resource groups only run for a specific number of
hours each day, and that the jobs operations cannot be larger than this capacity.
8. Select the Ignore Constrained Materials option to indicate this MRP process does not observe material
constraints during its scheduling calculations. When a material is constrained, the scheduling functionality
determines when a material is available for an operation and then uses this date as the operations Start
Date. Select this option to prevent this calculation.
9. If you select the Allow Historical Dates check box, the MRP process schedules job operations in the past,
before the Schedule Start Date. This option overrides the default MRP calculation that uses the Scheduled
Start Date value for all operations.
10. Select the Use Production Preparation Buffer check box to indicate the Production Preparation Buffer
day value will be used during the MRP process. This value, defined on the part record, indicates how many
days are required by Production Planning to prepare the job before it can be released to production.
11. Select the Sort Level 0 MRP Jobs by Date check box to delay starting the scheduling engine until all zero
assembly level MRP jobs are created. After all the jobs generate, the scheduling engine can begin placing
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these jobs within available times on the schedule. Selecting this option does not affect parts that have low
level assemblies other than zero.
12. If you select the Recycle MRP Jobs check box, the MRP process will reuse un-firm jobs rather than deleting
and recreating the needed jobs.
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13. If you wish, select the Run the Multi Level Pegging Process check box to directly link, or peg, each supply
part quantity to the specific demand record that created it. You can view this information on the Multi-Level
Pegging Display dashboard. Use this feature to both find potential shortages and prevent overstocking.
14. You can also generate purchase schedules by selecting the Include Purchase Contract Items check box.
Use this functionality to purchase inventory items on a recurring basis. You can define delivery schedules
that ensure inventory quantities are always available when you need them.
For more information about purchase contracts, review
the Purchasing chapter, or the Purchase Contracts topics
within the application help.
15. If you select the Rough Cut Schedule When Getting Details check box, the MRP process will schedule
jobs that cross the date threshold entered on the Site record in the Rough Cut Horizon field. You define
this value within Site Maintenance. This functionality is intended for jobs planned in the future that are not
relevant to the current production capacity. When Rough Cut Scheduling generates jobs, the resource time
used records are not written to the Overload Informer, so these jobs are not calculated against the capacity
available on each resource.
16. Use the Number of MRP Processes and Number of Schedulers fields to improve the performance of the
MRP process. These values determine how many MRP and Scheduling processes can be run simultaneously
on your server. If your server has the capacity to handle multiple MRP and Scheduling processes, enter an
appropriate number in this field.
As a general rule of thumb, you should always use more
than one MRP processor and one scheduler to increase
MRP processing speed. Your Epicor consultant can help
you determine whether your server has enough capacity
to handle multiple processes.
17. Click the Filter tab if you only want to generate suggestions for specific sites, parts, part classes or product
groups.
Using the Filter sheets you can search for and select any number of sites, parts, part classes, and product
groups that you want to process.
Example If you select a particular part class, only parts
that belong to the selected part class will be processed.
For each of the parent parts that belong to the selected
part class the Process MRP will go through the Bill of
Materials and consider demand for materials and
sub-assemblies that are part of the Method of
Manufacture of the parent part(s).
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2. If you select the Check Cutoff Window check box, the process reviews the Cut Off Date from the previous
MRP run and compares it to the proposed Cut Off Date for this process. If demand exists within the Check
Cutoff Window date range, the MRP Recalculation process clears this part during this date range, and then
demand for this MRP part is recalculated.
3. In the Cut Off Date field, enter the final review date for the MRP process.
4. Select the Check Finite Horizon check box to cause the process to review resources assigned against a
job. If any of these resources are scheduled using Finite Capacity, the process next checks to see if the
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operations Schedule Date value was previously outside the Finite Horizon date range, but now falls within
the finite horizon. If the job is within this horizon, demand for this MRP part is recalculated.
5. If you select the Check Short Horizon check box, the process evaluates the Short Horizon values defined
on each MRP part record. If the date on the demand record is past the short horizon date range used during
the previous MRP run, but now falls within the short horizon range for the current process, this MRP parts
demand is recalculated.
6. The date you enter in the Schedule Start Date field will be the first date used to reschedule the MRP jobs
going forward through the schedule.
7. In the Log File field, enter the directory path and name of the file used to record the recalculations.
8. Click the Filter tab to define whether this process is run for one or multiple sites. Use this filter when your
company has multiple sites, and you only wish to generate MRP results for specific sites.
9. When you finish, click the Submit button to launch the process.
2. Selecting a schedule other than Now activates the Recurring check box. Select this check box to indicate
you want this process to run automatically following the regular schedule selected on the Scheduling
drop-down list. For more information on running processes through automatic schedules, review the
Automatic Data Processing section in the Epicor ERP Implementation Guide.
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2. Select the Site for which you want to view time phase information.
3. The Inventory section displays the Minimum On Hand, Maximum On Hand, Safety Stock, Minimum
Order Quantity, Lead Time and Days of Supply for the selected part .
4. The Manufacturing section displays the Minimum Lot Size, Maximum Lot Size, and Lot Multiple
quantities for the selected part .
5. The Due column displays the due date for the grid line.
If this is a receipt (source of supply such as a job, purchase order or transfer order), this is the date by
which the supply quantity is due to arrive.
If this is a requirement (source of demand, such as a sales order or transfer order), this is the due date
for the demand quantity for this part. For example, for a sales order, this is the date by which the customer
needs to receive the order quantity.
6. If this is an incoming receipt, the Receipts column displays the quantity for the job, purchase order or
transfer order.
7. If this is a requirement, the Required Qty column displays the quantity needed to satisfy the sales order or
transfer order.
8. The Balance column displays the project inventory balance for the part. This is the sum of the On Hand and
Receipt Quantities, less the Required Quantity.
9. The Source column displays the source of the receipt or the requirement.
10. The Exception column displays exception conditions for this grid line. Direct indicates there is demand for
a non-stock manufactured part. Below Minimum indicates that the on-hand quantity balance for the part
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is below the quantity specified in the Min. On Hand field. Below Zero indicates that the on-hand quantity
balance for the part is negative.
11. The remaining Job Status, Job, Order, PO, Transfer Order and Container ID columns display identifier
and status information for the individual requirements and sources of supply.
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2. You can now highlight each suggestion and then act on it by clicking on the Job Manager, Order Job
Wizard, and Create Job buttons.
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2. The number of new and modified MRP purchasing suggestions displays in the PO section on the General
sheet.
3. Use the POs sheet to review and act on these purchasing suggestions.
MRP purchasing suggestions can also display through Purchase Order Suggestions. These purchase order
suggestions are created through the Process MRP program - replacing the Purchase Management modules
Generate Suggestions. To learn more about this program and Purchase Order Suggestions, review the Purchasing
chapter.
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Reports
This section describes a key report available in the Material Requirements Planning module. Run this report
whenever you need. As described previously with processes, you can also set up each report to generate and
print through a recurring, automatic schedule. Review the Automatic Data Processing section within the Epicor
ERP Implementation Guide for information on how you link a report to a recurring schedule.
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1. In the Part Types area, indicate whether this report displays Purchased, Manufactured, or Both part
types.
2. Next, in the Stock Types area, indicate whether this report displays Stocked, Non- Stocked, or Both stock
types. Because you are running this report for MRP suggestions, you typically select the Stocked option.
3. To limit the report to only display MRP suggestions, select the Suggestions have impact on balance check
box.
4. Define the projected balances cutoff date for the report. This date is used to determine which receipts and
requirements are printed.
Only parts with planned receipts or requirements on or before this date will be printed.
Any part that is below minimum or above maximum stock
levels will always be printed, even if there are no planned
receipts or requirements. Any part where the current
quantity on-hand is less than the Minimum Quantity
indicated in the part master file is considered below
minimum. Any part where the ending balance calculated
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5. If you need, click the Filter tab to select specific Part Classes to display. You can run this report for one or
multiple part classes.
6. When you finish, click Print on the Standard toolbar. This report displays the current material requirements.
Use this report to verify the current demand is precisely met with the potential manufactured and purchased
supply.
The Time Phased Material Requirements report is also
explored in Job Management. Review this chapter to learn
more about this reports functionality.
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Chapter 14 | Scheduling
Scheduling Concepts
The Scheduling module can help you prevent potential problems and more accurately predict when jobs complete
ensuring that your job production runs both smoothly and efficiently.
This module evaluates the schedule based on the principle of supply and demand. It does this by calculating the
load on all resources (machines, employees) the job uses. The load is the hours needed to start and finish each
operation, so load during a specific time period equals the demand on the resource. For example, an operation
takes one hour to set up the machine and five hours to produce the production quantity. This means that this
operation requires six hours of load (demand) on the resource, and this time is placed on the schedule.
Capacity defines the supply of a resource. It measures either how much time is available on the resource or the
number of units that can be produced. A resource can either have finite (limited) or infinite (unlimited) capacity.
Regardless of how capacity is measured by the resource, however, capacity cannot be stored - if it is not used
during the schedule, this value disappears.
Scheduling Times
The scheduling functionality considers several factors when calculating how long it takes to complete a jobs
production quantity.
Queue Time is the length of time a job waits at a resource before setup work is performed on the job.
Setup Time defines how long it takes a resource to prepare the operation for the job.
Production Time indicates how much time is needed to produce the part quantity.
Move Time is the length of time it takes to transport the part quantity to the next resource.
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Production Preparation Time is the time added to the lead time of the manufactured item to determine the
start date.
Kit Time is the number of days required to assemble the materials for a manufactured part before the job
starts.
Receive Time is the number of days subtracted from the PO Release Due Date to account for unpacking and
inspecting the purchased items. On job suggestions or unfirm jobs, this value can also indicate how many
days from the Required By Date it takes to move the manufactured items to the next job.
Scheduling Horizons
The Epicor application uses three distinct calculations to determine how much load to schedule against your
upcoming jobs. Each scheduling calculation is run against jobs whose Start Dates fall within a horizon calendar
range. You specify how many days are included within each horizon calendar range, so you can set up the
scheduling engine to generate results that best match your production planning needs.
The following graph illustrates these calculations and their different horizons.
Finite Scheduling
Finite Scheduling calculates the most detailed scheduling results. When the scheduling engines determines the
load to place against these jobs, it takes into account the existing resource load (capacity) for each operation on
the job method. Resources cannot be scheduled above their available capacity per day, so resources cannot be
overloaded in this section of the schedule. Any jobs with Start Dates that occur on or before the Finite Horizon
are finitely scheduled.
Example If the Finite Horizon is 30 days and the Scheduled
Start Date for the scheduling process is March 1, all jobs with
Start Dates from March 1- March 30 are finitely scheduled.
Infinite Scheduling
Infinite Scheduling calculates less detailed results by ignoring existing resource load (capacity). Job operations are
scheduled without constraints against each resource. You use this calculation because at some point in the future
schedule, you do not care your resources are overloaded. You can then manage the overload by either shifting
load or increasing capacity. Shop load records are created to provide the overload visibility.
Example If the MRP process calculates you need 500 parts
one week from today, it schedules them all to be built at the
same time, even though you can only do 100 at a time. If the
Finite Horizon is 30 days and the Scheduled Start Date for the
scheduling process is March 1, all jobs with Start Dates on
March 31 and later are infinitely scheduled.
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Operations
This section describes the operations available in the Scheduling module. Each operation is described as a workflow
to help guide you through the process from start to finish. These programs are primarily found within the General
Operations folder for this module. If a unique setup record is required to run the operation, this record is also
described in this section.
Scheduling Features
A job is first scheduled within Job Entry. Besides indicating when the job starts and ends, you can define additional
parameters that affect how each job is placed on the Job Scheduling Board, the Resource Scheduling Board, and
the Multi-Resource Scheduling Board.
Menu Path: Production Management > Job Management > General Operations > Job Entry
1. To launch this command, click the Actions menu; select the Schedule submenu and then select Job
Scheduling. The Schedule Job window has some key features you can define.
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2. Forward Scheduling indicates this job is scheduled using a Start Date and Start Time. Based on this date
and time, the jobs operations are evaluated by the scheduling process. The times for each operation, minus
any overlapping operations, are used to calculate the final date on when this job completes.
3. Backward Scheduling indicates this job is scheduled using a Due Date and Due Time. Based on this date
and time, the jobs part method is evaluated by the scheduling process. The times for each operation, minus
any overlapping operations, are used to calculate the date on which this job needs to begin.
If you accept the default Due Time of 12:00 AM, the
scheduling engine will schedule the job so that it is ready
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8. Check the Schedule Multi-Job check box if the scheduling engine should look for assemblies or materials
that have a direct job link. If so, those linked jobs are rescheduled in order to be just in time to supply the
main job. This check box defaults to the value set in Site Maintenance.
9. Select the Minimize WIP check box to reduce the gaps between operations on a single job or a group of
associated jobs that are scheduled via the Schedule Multi-Job feature. When checked, once scheduling is
complete the scheduling engine runs the process again - but this time backwards from the end date of the
successor job - to minimize WIP between operations/jobs. This reduces scheduling gaps.
10. Use the Ignore Locks check box to override scheduling locks. This check box is only available if the Multi-Job
functionality is enabled in Site Maintenance. The default setting is clear, so that by default the locks are
respected.
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1. In the Schedule Start Date and Schedule Start Time fields, enter the date and time the process uses to
begin the forward schedule.
2. In the Log File field, enter the name of the file you want to use for saving the log information.
3. The Log Level field defines the type of tracking you want from the process. Options include a basic log, a
log with process details, or logs for both process and scheduling details.
4. In the Number of Processors field, enter the number of processes that are started on the server to complete
scheduling. You can improve scheduling performance by splitting one large process into smaller, multiple
processes. If your server has the capacity to handle multiple processes, enter an appropriate number in this
field.
Before you enter a value higher than one, however, you should verify with your Epicor consultant whether
your server has enough capacity to handle multiple processes. Your Epicor consultant can also help determine
the value to enter in this field.
5. Select Schedule Rough Cut Jobs Only to calculate only the scheduling order of rough cut jobs.
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6. The Schedule Multi-Job check box determines whether the scheduling engine looks for assemblies or
materials that have a direct job link. If so, those linked jobs get rescheduled in order to be just in time to
supply the main job. This check box defaults to the value set in Site Maintenance, and is available only if
the Scheduling license is enabled.
Note that you can schedule rough cut jobs in multi-job mode.
7. When you finish, click the Submit button.
2. Change the Schedule Sequence field to adjust the priority scheduling sequence.
When using Schedule Multi-Job, note the Batch Job and Parent Job columns. The Batch Job column shows
the main job (the top parent) to which a job is linked. The Parent Job column shows the direct parent of a
job. When the production planner changes the order of the batch job, the entire group of jobs underneath
it will move as well.
3. When you finish, click Save.
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Global Scheduling
Use the Global Scheduling process to schedule the list of jobs generated by the Calculate Global Scheduling
Order process and optionally fine-tuned by the Adjust Global Scheduling Order. All the jobs selected are placed
within the schedule, either on the actual schedule or on a What-If schedule.
You can select to process using either finite or infinite capacity. If you use finite capacity, work cannot be scheduled
if it is greater than a resources available capacity. If you use infinite capacity, work can be scheduled above the
resources available capacity in order to overload it; this helps identify bottlenecks in the schedule.
You typically use Global Scheduling to schedule your jobs as you can set up this process to run on a recurring
schedule. Job schedules then update regularly based on current information.
Menu Path: Production Management > Scheduling > General Operations > Global Scheduling
1. In the Schedule Start Date field, enter the first date that you use to globally schedule your jobs.
2. In the Schedule Start Time field, enter the time that you use to globally schedule your jobs.
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3. In the Log File field, enter the name of the file you want to use for saving the Scheduling log information.
4. The Log Level field defines the type of tracking you want from the Scheduling process. Options include a
basic log, a log with process details, or logs for both process and scheduling details.
5. If you only want this process to reschedule what-if jobs, select the What-If Schedule Only check box. Your
actual schedule is not changed. You are able to review the What-If schedule and accept, discard, or save
the changes using the Job Scheduling Board, Resource Scheduling Board, or Multi-Resource Scheduling
Board.
6. Select the Ignore Material Constraints check box to cause the scheduling program to ignore that a material
is constrained and handle it as if it is available. The operation is scheduled for the resource group or resource
at a point where there is capacity available.
7. Select the Finite Load check box to process and schedule finite resources.
8. In the Number of Schedulers field, enter the number of scheduling processes started on the server to
complete scheduling. You can improve scheduling performance by splitting one large process into smaller,
multiple processes. If your server has the capacity to handle multiple scheduling processes, enter an
appropriate number in this field.
Before you enter a value higher than one, however, you should verify with your Epicor consultant whether
your server has enough capacity to handle multiple processes. Your Epicor consultant can also help determine
the value to enter in this field.
9. Check the Schedule Multi-Job check box if the scheduling engine should look for assemblies or materials
that have a direct job link. If so, those linked jobs are rescheduled in order to be just in time to supply the
main job. This check box defaults to the value set in Site Maintenance.
10. Select the Minimize WIP check box to reduce the gaps between operations on a single job or a group of
associated jobs that are scheduled via the Schedule Multi-Job feature. When checked, once scheduling is
complete the scheduling engine runs the process again - but this time backwards from the end date of the
successor job - to minimize WIP between operations/jobs. This reduces scheduling gaps.
11. Use the Ignore Locks check box to override scheduling locks. This check box is only available if the Multi-Job
functionality is enabled in Site Maintenance. The default setting is clear, so that by default the locks are
respected.
12. When you finish, click the Submit button.
All the jobs that match your parameters are rescheduled. When the process is complete, you can view the changes
on the Job Scheduling Board, Resource Scheduling Board, or Multi-Resource Scheduling Board.
Scheduling Parameters
You use scheduling parameters to determine the point at which the scheduling engine places load on the schedule.
This section discusses Finite Horizon, Overload Horizon, and Rough Cut Horizon. For more information about the
Auto Firm Horizon and the Unfirm Series Horizon ranges, review the Material Requirements Planning chapter.
Site Maintenance
Set the scheduling parameters in Site Maintenance.
Menu Path: Production Management > Job Management > Setup > Site Maintenance
1. Click the Site button to find and select the site you need.
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2. Use the Scheduling Send Ahead For drop-down list to determine if the start-to-start job operation offset
will be used for production or setup time. If you chose setup, a secondary operation with a start-to-start
relationship will schedule setup to begin xxx minutes (defined in the operation) after the production starts
on the primary operation. If you select production, the production time of the secondary operation will be
scheduled to start xxx minutes after the production starts on the primary operation.
3. Select the Override Scheduling Constraints check box to indicate you can move jobs on scheduling boards
as you need. Typically when you try to move a job or an operation that has quantities for material constraints
or subcontract POs, you receive an error. However if you select this check box, you can move any jobs created
in this site to different areas on the scheduling boards, ignoring both material and subcontract PO quantities.
4. In the Finite Horizon field, enter the future point of time (in days) at which the scheduling engine will stop
using finite capacity and begin using infinite capacity against resource groups. This number of days is added
to the current system date to determine the last day on which finite capacity is used. After this date, the
scheduling engine uses infinite capacity to calculate the schedule.
The Finite Horizon is useful in providing a long-term production view without committing resources to the
schedule. It also reduces processing time for the scheduling engine. As the schedule moves toward these
infinitely scheduled jobs, the scheduling engine can be run again to more accurately reflect how much actual
production time is required, as these jobs now fall within the finite horizon range.
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5. In the Overload Horizon field, enter the future point of time (in days) at which resource capacity is calculated
against the demand that falls within this date range. A tracker program, the Overload Informer, then displays
the capacity used on each resource per each day, indicating when a resource is below capacity (such as
72%), at capacity (100%), and above capacity (such as 117%). Only resources scheduled with infinite
capacity display on this tracker.
You use the Overload Horizon to discover where bottlenecks may occur in the upcoming schedule. You can
then adjust your short-term scheduling needs to correct these bottlenecks. Any demands placed on resources
outside of this Overload Horizon date range are not included in this calculation.
6. In the Rough Cut Horizon field, enter the future point of time (in days) after which the Rough Cut Scheduling
formula is used to schedule jobs. Any jobs that fall within this date range are scheduled using the demand
requirements and supply capacity defined for each resource and resource group. The resulting values represent
the actual schedule planned for your manufacturing center to both start and finish the operations and gather
the materials required to complete each job.
Any jobs that fall outside of the Rough Cut Horizon date range, however, use the rough cut formula to
generate the schedule. This formula uses the Need By Dates and Lead Time values on each material and
operation to calculate how much time is required for each job to finish its operations and gather its materials.
The rough cut scheduling formula infinitely schedules these future jobs. This data, or load, is not recorded
against your resources, which reduces the processing time needed to generate the overall schedule. Rough
cut scheduling also gives you a general idea of the production plan you may require in the future.
7. The Schedule Multi-Job check box sets the default value of Schedule Multi-Job in the scheduling engine
programs, determining if the scheduling engine processes in Multi-Job mode. Check this box to set the
default to schedule in Multi-Job mode.
In Multi-Job mode, if a job is rescheduled, then any jobs that are linked to it are also rescheduled. The linked
jobs are rescheduled to be just in time to supply the main job.
8. The Auto Load Successor Jobs and Auto Load Predecessor Jobs are part of the Schedule Multi-Job
feature. These check boxes determine if successor and predecessor jobs that are related to a selected job
are automatically loaded to the Job Scheduling Board with the selected job.
9. Use Minimize WIP to reduce the gaps between the operations within a job or a group of associated jobs
(if using Schedule Multi-Job). The setting here determines the default setting on the Schedule Job window.
When checked, once scheduling is complete the scheduling engine runs the process again - but this time
backwards from the end date of the successor job - to minimize WIP between operations/ jobs. This reduces
scheduling gaps between the associated operations/ jobs.
10. When you finish, click Save on the Standard toolbar.
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1. In the Start Date and End Date fields, enter the date range. Any jobs that have Required By Dates within
this range are rescheduled with their load.
2. Select the Edit list of Jobs check box if you want to view and edit the list.
3. In the Number of Processors field, enter the number of processes that are started on the server to complete
scheduling the resource load. You can improve scheduling performance by splitting one large process into
smaller, multiple processes. If your server has the capacity to handle multiple scheduling processes, enter
an appropriate number in this field.
Before you enter a value higher than one, however, you should verify with your Epicor consultant whether
your server has enough capacity to handle multiple processes. Your consultant can also help determine the
value to enter in this field.
4. When you finish, click Submit on the Standard toolbar.
These jobs are available for display on the Shop Load report and the Overload Informer.
Because Save Resource Load is a process, you can also set
up this program run through an automatic recurring
schedule. To learn how to do this, review the Automatic
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2. To display a specific job, enter its number within the Job field, and press the Tab key on your keyboard.
3. To review multiple projects, click the Project button to find and select the projects you wish to display and
press the Enter key on your keyboard. The jobs created for the specific project display on the board.
4. You can also display all the jobs created for a specific project. To do this, enter the projects identifier within
the Project field.
When you finish selecting the jobs, to review their schedules.
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2. Schedule Display Area This panel displays the schedules of each selected job through a visual interface.
Depending on the jobs status, a different color bar appears for the jobs scheduled duration.
These color bars can be modified using personalization
options. These options are explored in the Job Scheduling
Board - User Preferences section later in this chapter.
3. To move backwards through the calendar, click the Left Arrow button.
4. To move forwards through the calendar, click the Right Arrow button.
5. You can jump to a specific point within the calendar by using the Goto field. To do this, click the Down
Arrow, and select a different date from the calendar.
6. Use the Sort By field to change how the jobs are organized on the Schedule panel. You can sort jobs by
Start Date, Job, Part, Customer ID, Due Date, and Days Late.
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1. Job Tracker Select this command to display the selected job within Job Tracker.
2. Job Entry Select this command to display the selected job within Job Entry.
3. Start Time Select this command to move the scheduling board to the start time of the job.
4. Move Time/Item Select this command to adjust the time or position of the item.
5. Multi Resource Schedule Board Select this command to display the selected job within the Multi Resource
Scheduling Board. This program is described later in this chapter.
6. Lock Schedule Select this command to prevent the selected job from being rescheduled.
7. Unlock Schedule Select this command to allow the selected locked job to be rescheduled.
For more information about these programs, review the
Job Management chapter.
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Description
User Preferences Click this button to launch the Scheduling Board Preferences window. Use
this window to personalize the scheduling board. The next section, Job Scheduling Board User
Preferences, explores these options.
Toggle Queue Time Click this button to hide or display Queue Time. When this option is off,
the button is not available and job queue times do not display.
Toggle Completion Time Click this button to hide or display Completion Time in the schedule
board. When this option is off, the button is not available and job completion times do not display.
Toggle Original Time If this option is active, a moved jobs original time displays on the schedule
board. It displays this time using the color for What-If changes.
Toggle Move Time Click this button to hide or display Move Time in the schedule board. When
this option is off, the button is not available and job move times do not display.
Toggle Reschedule Screen If this option is active, the Reschedule Confirmation dialog box
displays each time you click and drag a jobs schedule to a new location. When this option is off, this
dialog box does not display.
Toggle View Only If this option is active, the board is in View Only Mode. You cannot make
changes to the schedule.
Increase Height Click to increase the height of each row. Each time you click this button, the
height of each row increases.
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Description
Decrease Height Click to shrink the height of each row. Each time you click this button, the height
of each row decreases.
2. Default Timeframe You can expand or contract the timeframe display. To do this, click anywhere within
the date or day column headings and then drag your mouse to the left or right. Dragging to the left expands
the timeframe until it displays each day in minutes and even seconds. When you drag to the right, it continues
to contract the timeframe until it eventually displays a yearly scale.
Note: You can also expand or contract the timeframe on
the actual scheduling board. The timeframe you define
here, however, becomes the default setting.
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3. Personalization Use these options to modify the colors used for the different schedule types. You can
modify the font, font size, refresh interval, and other options.
4. Assembly Move Option Select an option from this list to define what happens when you move an
assembly on the scheduling board. Depending on what you select, the scheduling board adjusts parent and
child assemblies differently in relation to their preceding, subsequent, or all operations.
5. Operation Move Option Select an option from this list to define what happens when you move an
operation on the scheduling board. Depending on what you select, the scheduling board adjusts operations
differently in relation to their preceding, subsequent, or all operations.
6. Scheduling Bar Text Select an option from this list to define the text that displays on scheduling bars.
These options include Job (Assembly/Seq), Part Number, and Customer ID/Job.
7. When you finish modifying the board, click the Apply button. The changes you made to the boards display
now appear.
2. The Move Job window displays. The main information about the job displays within the Job section.
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3. Information about the current assembly displays within the Assembly section.
4. The Current section displays details about the selected operation.
5. The Proposed Changes area contains the options you have for moving a job. To change the scheduling
method, select either the Forward or Backward option.
For information about the Forward and Backward
scheduling methods, read the Scheduling Features section
at the beginning of this chapter.
6. If you select the Forward schedule method, the Start Date and Start Time fields become active. Enter the
date and time you want the job to start within these fields.
7. If you select the Backward schedule method, the Due Date and Due Time fields become active. Enter the
date and time you want the job to end within these fields.
8. The Move Option drop-down list contains the options available for moving a job. Select one of these
options:
Job - All Operations This option reschedules operations on this resource group. However, if multiple
operations for a single job are scheduled at this resource group, this option leaves gaps for intervening
operations on additional resource groups.
Branch - Preceding Operations This option reschedules the selected operation and the preceding
operations for the assembly. It then reschedules operations contained in any preceding assemblies within
the method.
Branch - Subsequent Operations This option reschedules the selected operation and subsequent
operations for the assembly. It then reschedules operations contained in any subsequent assemblies
within the method.
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Assembly - All Operations This option reschedules all the operations on the assembly around the
selected operation. If multiple operations for a single assembly are scheduled at this resource group, this
option leaves gaps for any intervening operations on additional resource groups.
Job - All Jobs - In multi-job mode, all jobs related to the selected job (meaning the successor, predecessors,
and itself) are rescheduled as a unit.
Job - Successor Jobs - In multi-job mode, all successor jobs related to the selected job, including itself,
are rescheduled as a unit.
Job - Predecessor Jobs - In multi-job mode, all predecessor jobs related to the selected job, including
itself, are rescheduled as a unit.
9. A material can be defined as a constrained material, indicating the materials must be available for issuing
to schedule operation. However, to ignore constraints placed on this job's materials, select the Override
Material Constraints check box.
For more information about material constraints and finite
capacity, read the Scheduling Features section at the
beginning of this chapter.
10. To reschedule this job so that its calculations consider the limited daily capacities available on resource
groups, select the Finite Capacity check box.
11. When you finish, click OK.
The job is now rescheduled on the scheduling board, using your changes.
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4. The Assembly section displays information about the selected assembly. The Assembly Number, Part,
Revision, and other details display.
5. The Operation section displays details about the current operation like Start Date, Due Date, Resource
Group, and so on.
6. The Material Constraints grid displays any materials that must be available before operations are scheduled
on the current job.
7. The Resource grid displays the resources, if any, that are linked to the operation.
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1. Undo All Changes Select this command to return the entire schedule to the state it was in before your
changes were made.
2. Undo Current Job Changes Select this command to return the schedule for a highlighted job to its
original state.
3. Accept All Changes Select this command to incorporate all the changes you made into the actual schedule.
4. Accept Current Job Changes Select this command to incorporate any changes you have made to a
selected job into the actual schedule.
5. Save Schedule Use this command to save the board settings under the current schedules name. If this
schedule has not yet been saved under a name, Schedule Maintenance displays where you can enter the
name for this schedule.
6. Restore Schedule Use this command to bring back, or restore, a specific schedule. When you select this
command, it causes Schedule Maintenance to display. Use this program to select the schedule you wish to
restore.
7. View Log Select this command to launch the Restore Log window. Use this window to review any errors
(if any) that occurred while a specific schedule was restored.
8. Material Status Select this command to review the material requirements for the current job. This
functionality displays all the material requirements including any stock assemblies that have pull quantities.
9. Resource Schedule Load Graph Select this command to display the resource graph. Information about
resource group and resource schedules display through both a Resource Group Load Graph and a Resource
Load Graph.
10. Plant Schedule Load Graph Select this command to display the plant graph. Information about job
department, company, plant, or resource group schedules display. This includes both an Actual Capacity
and Load Graph and a What If Hours Graph.
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11. Print Run this command to send the schedule board to a Print Preview window. If you wish, you can
then print this schedule.
2. Depending on the board type you select, either the Resource or the Resource Group field is active. You
can enter the resource or group you want directly, or you can click the Search buttons to find and select
the resource or group you need.
3. In the Start Date field, enter the first date of the calendar range you wish to view.
4. In the End Date field, enter the last date of the calendar range you wish to view. The scheduling data
generated both on and between the Start Date and End Date displays on the scheduling board.
If your company purchased the Advanced Planning and
Scheduling (APS) module, you can also schedule resources
by capability. Capabilities are skills and abilities that
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You are now ready to view the schedule for the selected resource or resource group.
2. Schedule Display Area This panel visually displays the schedules of each selected operation. Depending
on the operations status, a different color bar appears for the operations scheduled duration.
3. To move backwards through the calendar, click the Left Arrow button.
4. To move forwards through the calendar, click the Right Arrow button.
5. You can jump to a specific point within the calendar by using the Goto field. To do this, click the Down
Arrow, and select a specific date from the drop-down calendar.
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6. Use the Sort By field to change how the operations are organized on the Schedule panel. You can sort the
operations by Start Date, Setup Group, Part, Customer ID, and Operation Code.
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2. The Move Job window displays. This window is nearly identical to the window that displays within the Job
Scheduling Board. However, some additional options are available.
3. From the Move Option drop-down list, select the Operation Only option. This move option reschedules
the operation, but it leaves all the other operations in their original schedules.
For a complete list of the other move options, review the
Job Scheduling Board Move Job section found earlier
in this chapter.
4. You can also select a different resource to run the changes you are making to the job. To do this, click the
Resource drop-down list and select the resource you need.
5. If the production is finished on this operation, select the Production Complete check box.
6. If the setup is finished on this operation, select the Setup Complete check box.
7. When you finish making changes to the job operation, click OK. Your changes now display on the Resource
Scheduling Board.
You can also modify other options within the Proposed
Changes section. For details on these fields, review the
Job Scheduling Board - Move Job section found earlier in
this chapter.
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The Load Leveling function, however, is unique to the Resource Scheduling Board. Use this function to compress
the operations on a resource group so that no time exists between them. This helps you prevent uneven loads
on resources and eliminates any idle time at resource groups that typically bottleneck.
Load Leveling takes all jobs that fall within a given date range and reschedules them so that the total load on a
specific resource becomes smoother.
The changes made by Load Leveling are What-If schedule changes only you need to accept them before they
become part of your actual schedule.
You can launch this window in two ways:
1. Click the Load Level button on the Standard toolbar, or click the Actions menu; select Load Level.
To learn about these options, review the Job Scheduling
Board - Toggle Buttons and Job Scheduling Board Actions Menu sections found earlier in this chapter.
3. In the Start Date field, enter the date on which the first operation included in load leveling begins. The
default is either tomorrows date or the highlighted operations Scheduled Start Date whichever is later.
4. Next, in the New Start Date field, enter the date that is used the next time you launch load leveling. By
default, this value is the Start Date displayed during your next load leveling session.
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5. In the Cut Off Date field, enter the final date on which operations should be included during this load
leveling process. The default date is the What-If start date for the last operation on the scheduling board.
Operations that have a start date on or before this date are included in the load leveling.
6. Use the Move Option drop-down list to define how the schedule is adjusted with the potential changes.
The options are:
Job All Operations This option reschedules operations on this resource group. However, if multiple
operations for a single job are scheduled at this resource group, this option leaves gaps for any intervening
operations on additional resource groups.
Branch Preceding Operations This option reschedules the selected operation and the preceding
operations for the assembly. It then reschedules operations contained in any preceding assemblies within
the method.
Branch Subsequent Operations This option reschedules the selected operation and subsequent
operations for the assembly. It then reschedules operations contained in any subsequent assemblies
within the method.
Assembly All Operations This option reschedules all the operations on the assembly around the
selected operation. If multiple operations for a single assembly are scheduled at this resource group, this
option leaves gaps for any intervening operations on additional resource groups.
Assembly Preceding Operations This option reschedules the selected operation and all operations
for this assembly that come before it.
Assembly Subsequent Operations This option reschedules the selected operation and all operations
for this assembly that come after it.
Operation Only This option only reschedules the selected operation.
7. Now click the Load Level By drop-down list to define what value you use to level the load. Available options:
Start Date This value is the start date defined on this window.
Setup Group This option causes the Setup Group Scheduling Order window to display. These
groups are used to sort schedules on your board.
To learn more about setup groups, review the Setup
Group Maintenance topic within application help.
Operation Code This operation levels the load by operation.
8. If you want load leveling to evaluate scheduling priorities, select the Consider Priority check box. These
values indicate if some jobs have precedence over other jobs. Scheduling priorities are defined in Job Entry.
9. When you finish, click OK.
The functionality compresses the operations on the selected resource or resource group. When the process is
complete, click the Schedule tab, review the changes and from the Actions menu, select the Accept All Changes.
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1. On the Schedule sheets Operation List, select the operation you want to review.
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3. The selected job and operation details display. The Job section displays the main information about the
selected job - the Job Number, Part, Start Date, Production Quantity, and other details.
4. The Assembly section displays details about the selected assembly. The Assembly Number, Part, Revision,
and other details display.
5. The Operation section displays details about the current operation like Start Date, Due Date, Resource
Group, and so on.
6. The Material Constraints grid displays any materials on this operation that are constrained within the
schedule.
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2. In the Start Date field, enter the first date of the calendar range you wish to view.
3. In the End Date field, enter the last date of the calendar range you wish to view. The scheduling data
generated on and between the Start Date and End Date displays on the scheduling board. You are now
ready to view the schedule for the selected resources.
4. The Schedule sheet displays the schedule for the selected resources. This interface is similar to the Schedule
sheet within the Resource Scheduling Board.
5. The Detail sheet displays specific information on a selected resource. This interface is similar to the Detail
sheet within the Resource Scheduling Board.
6. The List sheet displays the operations for the selected resources.
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2. The Schedule Display Area visually displays the schedules of each selected resource. Depending on the
resource status, a different color bar appears for the resources scheduled duration.
3. To modify the production schedule of a resource, click the beginning of the resources schedule bar and
then drag it to a new start date on the schedule display. The Move Job window displays. The window is
similar to the one that displays within the Resource Scheduling Board.
4. To move backwards through the calendar, click the Left Arrow button.
5. To move forwards through the calendar, click the Right Arrow button.
6. You can jump to a specific point within the calendar by using the Goto field. To do this, use the Down
Arrow to select a specific date.
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Reports
This section describes some key Scheduling reports. You can run these reports whenever you need or set up each
report to generate and print through a recurring, automatic schedule. Review the Automatic Data Processing in
the Epicor ERP Implementation Guide for information on how you link a report to a recurring schedule.
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2. Next, select an option in the Units area. This defines the time scale that you want each column to represent.
Available options: Week and Days.
3. The Interval field defines the time span placed between each column, using the time scale you selected in
the Units area. This value, combined with the Units value, indicates how the column headings are printed
on the report. For example, you enter a cutoff date of 04/30/2016, use the Week time unit, and enter an
Interval of 1. The column headings that print are 04/01/16 04/07/16, 04/08/16 04/14/16, and so on.
4. If needed, select the First Bucket is Infinite? check box. This indicates overdue hours display on the report.
The first column includes all load hours scheduled before the Cut Off Date as well as the current hours.
If selected, this check box also causes the report to ignore the Interval value.
5. Select the Summary Only check box to limit the report to only display resource group, department, and
report total information.
6. Use the sheets on the Filter tab to limit the Resource Groups and the Departments that display. Select
the specific departments and resource groups that you want on the report.
7. When you finish, click Print on the Standard toolbar.
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2. Next, use the Operations due to start on or before field to define the last date that prints on the report.
Only operations scheduled to start on or before this date display.
3. Select the New Page Per Resource Group check box if you want this report to start on a different page
for each resource group.
4. Select the Print Labor Reporting Resource Only check box if you want this report to only print the labor
reporting resource.
5. Select the List All Scheduled Resources check box if you want this report to include all scheduled resources.
6. Select the Material Status check box to include the material status on the report.
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7. If the Material Status check box is selected, the Summary\Detail check box activates. Select this check
box to include summary and detail information.
8. To include totals on the report, select the Print Totals check box.
9. Use the sheets on the Filter tab to limit the Resource Groups and the Departments that display. Select
the specific departments and resource groups you want on the report.
10. When you finish, click Print on the Standard toolbar.
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1. In the Jobs Required Dates On or Before field, enter the primary date you use. All jobs whose Required
By date is on or before this date display on this report.
2. Use the Early Grace Period (Days) field to define how many days a job can be completed early and still
be considered on time. If you enter a zero, a job scheduled to complete one day before the What-If date is
considered early by the report.
3. Use the Late Grace Period (Days) field to define how many days a job can be late and still be considered
on time in relationship with its What-If date. If you enter a zero, a job scheduled to complete one day
after the What-If date is considered late by the report.
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4. Use the Report Name field to identify these report options. If you wish to run this version of the report at
a later date, you can pull up this version again. The operations stay the same, but you need to change the
Jobs Required Dates On or Before date.
5. You are now ready to define what specific jobs display on the report. Select the Summary Only check box
to display the late, early, and on time job totals in relationship with each jobs What-If date.
6. If you clear the Summary Only check box, other check boxes on this window become active. Select the
Late Jobs as One Group check box to display all the late jobs together on the report. If you do not select
the Late Jobs as One Group check box, you can select one or multiple late job check box options. Available
options:
Jobs Now Late Select this check box to display jobs that are just late in relationship with their What-If
dates.
Jobs More Late Select this check box to display jobs that are even later in relationship with their
What-If dates.
Jobs Less Late Select this check box to display jobs that are still late, but less late than they originally
were in relationship with their What-If dates.
Late Jobs Unaffected Select this check box to display late jobs that are not changed by their What-If
dates.
7. Select the Ontime Jobs as One Group check box to display all the on time jobs together on the report. If
you do not select the OnTime Jobs as One Group check box, you can select one or multiple on time job
options. Available options:
Jobs Now Ontime Select this check box to display jobs that are on time in relationship with their
What-If dates.
Ontime Jobs Unaffected Select this check box to display on time jobs that are not affected by their
What-If dates.
8. Select the Early Jobs as One Group check box to display all the early jobs together on the report. If you
do not select the Early Jobs as One Group check box, you can select one or multiple early job options.
Available options:
Jobs Now Early Select this check box to display jobs that are early in relationship with their What-If
dates.
Jobs More Early Select this check box to display jobs that are even earlier in relationship with their
What-If dates.
Jobs Less Early Select this check box to display jobs that are still early, but less early than they originally
were in relationship with their What-If dates.
Early Jobs Unaffected Select this check box to display early jobs that are not affected by their What-If
dates.
9. Click the Filter tab to limit the sites that display on the report.
10. When you finish, click Print on the Standard toolbar.
Overload Informer
The Overload Informer displays resources that have work time scheduled above their capacity to complete. This
tool displays both the actual and what-if schedules for the selected resources. Run this tool when you schedule
resources using infinite capacity. The key information this tool displays is the Hours Over Capacity and Percent
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Over values. Use these values to determine which resources are currently overloaded by the actual or what-if
schedules.
You can filter the information that displays on the Overload
Informer by entering a value within the Minimum Overload
Percentage field on resources and/or groups. This field is
available in Resource Group Maintenance.
Menu Path: Production Management > Scheduling > General Operations > Overload Informer
Use the Advanced Search sheet to define what you want to display:
1. In the Cut-off Date field, enter the last date you wish the Overload Informer to review. All resources that
are overloaded on or before this date display.
2. To filter the results by Dept, select an option from the drop-down list. Job departments place similar resource
groups together so you can quickly find related information on the Overload Informer and reports.
To learn more about departments, review the Job
Department Maintenance topic within application help.
3. You can also limit the results to only display resources contained within a specific resource group. To do
this, select a Resource Group from the drop-down list.
4. You can further limit the results to only display a specific resource. To do this, enter the resources identifier
in the Resource ID field.
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5. To limit the results by overload percentage, enter a value within the Percent Over field. If a resource has
an overload percentage that is greater than or equal to this value, it displays within the results. This value
is only for times calculated in the actual schedule.
6. To limit the results by the what-if overload percentages, enter a value within the WI Percent Over field.
All resources that have an overload percentage greater than or equal to this value now display. This value
is only for times calculated in the current what-if schedule.
7. When you have defined the filters you want, click the Refresh All button. You can now review the overloaded
resources on the Actual and What-If sheets.
2. The Dept column displays the job department that contains the overloaded resource group.
3. The Resource Group ID and Resource Group Desc columns display the identifier and description of the
resource group that contains the overloaded resource.
4. The Resource ID and Resource Desc columns display the identifier and description of the specific resource
that is currently overloaded within the actual schedule.
5. The Hours column displays the total hours scheduled for the resource.
6. The Hrs Over Capacity column displays how many hours have been scheduled above the resources capacity.
7. The Percent Over column displays the percentage by which the resource is overloaded.
8. Resources can also be limited based on volume or other factors. The Non Time Capacity column indicates
a limit to the resource other than time. For example, a rack resource has 10 available racks that can be filled
each day. This column displays the number 10 in this field.
Use the information in this sheet to help you adjust how resources are currently used on the actual schedule.
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1. The Date column displays the day when this resource is scheduled to be overloaded.
2. The Dept column displays the job department that contains the overloaded resource group.
3. The Resource Group ID and Resource Group Desc columns display the identifier and description of the
resource group that contains the overloaded resource.
4. The Resource ID and Resource Desc columns display the identifier and description of the specific resource
that is currently overloaded within the what-if schedule.
5. The Hours Over Capacity column displays how many hours are what-if scheduled above the resources
capacity.
6. The WI Percent Over column displays the percentage by which the resource is overloaded through the
what-if schedule.
7. Resources can also be limited based on volume or other factors. The WI Non Time Capacity column indicates
another limit to the resource besides time. For example, you have a rack resource that has 10 available racks
that can be filled each day. This column displays the number 10 in this field.
8. The WI Daily Prod Qty indicates how many items can be produced by this resource per day within the
what-if schedule. For example, a rack can heat treat 100 parts/day, so the daily production quantity is 100.
Use the information displayed in this sheet to help you adjust how resources are currently used on the
what-if schedule.
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Setup
This section describes the primary records you need to create for the purchasing functionality. These programs
are contained within the Setup folder for the Purchase Management module. Only the primary records are
described here. Some areas within the next Operations section may also document setup records if they are
required for a specific workflow.
You may also need to set up some parameters within Company Configuration. Some modules have global settings
you define through this administration program. For more information, review application help for the Purchase
Management module; the Configuration topic details the options you define within Company Configuration.
You can also review the Company Configuration chapter in the Epicor ERP Implementation Guide.
Buyer
Use Buyer Maintenance to define records for buyers responsible for your companys purchasing activities. You
select buyers in the purchase orders you create. Buyer Maintenance is an important program, as the values you
define for your buyers affect the entire purchasing flow. You can use it to link a buyer to a part class and specify
approved purchase amounts for buyers.
Menu Path: Material Management > Purchase Management > Setup > Buyer
To add a new buyer:
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2. Enter an identifier in the Buyer field. This value uniquely identifies the record on various reports.
3. Optionally, select the Person/Contact identifier for this buyer record if one exists. If one does not exist, the
application uses the values in the buyer information fields to automatically create a person/contact record.
If you have an individual who needs to be defined on
multiple records, like a shop employee who is also a buyer,
you can define this person in Person/ Contact Maintenance
first and then link this person record to other records
throughout the application. To learn about this
functionality, review the Personnel chapter in the Epicor
ERP Implementation Guide.
4. In the Name field, enter the complete name for this buyer. This value displays on various purchasing programs
and reports.
5. Enter a PO Limit for this buyer. This value defines how much the buyer can spend on each purchase order.
If this value is set to 0 (zero), the buyer has unlimited purchasing capability.
6. Select an Approval Person. This individual is the person who verifies purchases for this buyer when the
buyers total amount of purchases exceeds the PO Limit.
7. Enter the Email Address for this buyer.
8. Select the Consolidated Purchasing check box to indicate this buyer can make global purchases. If your
organization has the Multi-Site Management license, this check box is available. The consolidated purchasing
functionality controls purchasing and accounts payable functions across multiple companies, even though
companies may exist on separate servers and databases. When you assign a buyer these rights, this individual
can create global purchase orders that split off quantities to separate companies and sites for receipt. For
more information, review the Consolidated Purchase Orders section later in this chapter.
The new Buyer ID must also be added as an authorized
user in order to view purchase orders.
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9. If you want this buyer record to be the first option that displays on Buyer drop-down lists throughout the
application, select the System Default check box.
10. If you want name and email address changes made to this buyer record to automatically update the linked
person record within Person/Contact Maintenance, select the Sync. Name and/or Sync. Email check boxes.
11. You next define the users who can make purchases on behalf of the buyer. These individuals are called
authorized users. To add an Authorized User to the buyer record, click the Down Arrow next to the New
button; select New Authorized User.
12. Click the User drop-down list to select an individual who will be able to make purchases for this buyer. All
users entered through User Maintenance (a System Management program) display on this list.
13. If the authorized user record can be a default user for this buyer, select the Default Buyer check box. In
order to define a team of individuals who can make purchases for this buyer, you can select this check box
on multiple default user records.
14. When you finish, click Save.
Part Maintenance
You enter and update records for parts you purchase through Part Maintenance. This program contains default
values you use with purchased parts. By establishing these default values, you simplify user workflows and
eliminate redundant keystrokes when you enter your purchase orders.
This section assumes you have already created purchased part records, but still need to update them to contain
the current purchasing information.
Menu Path: Material Management > Purchase Management > Setup > Part
To update purchasing information on a part:
1. Click the Part button to find and select the purchased part record you want to update.
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2. In the Part Search window, you can filter the search to only retrieve purchased parts by clicking the Part
Type drop-down list and selecting the Purchased option.
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3. Click Search.
4. Select the appropriate part from the search results.
5. Click OK.
6. Each purchased part has a Primary Purchasing Unit of Measure. This value can be identical or different
from the Primary Units of Measure defined for Inventory or Sales. The Inventory unit of measure defines
the standard measure used for this purchased part in your stock, while the Sales unit of measure defines
the standard measure used for this purchased part by your customer.
7. If this part record can be used across multiple companies within your organization, select the Global check
box. This record is now considered a global purchased part by the application, and the record can be used
on purchase orders across all companies within your organization.
8. After you select the Global check box, you can then select the Consolidated Purchasing check box. This
indicates buyers can select this part on consolidated purchase orders. These purchase orders can be used
to buy part quantities and services for all companies within your organization. To learn more about how to
create multi-company purchases, review the Consolidated Purchase Orders section later in this chapter.
9. The Sites > Detail sheet contains additional purchasing information for parts.
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10. Select the Buyer responsible for making purchases for this part. You create buyer records within Buyer
Maintenance, a program described in the previous section.
11. Enter a Min Order Qty value. This value defines the smallest, or minimum quantity that must be ordered
for each purchase order release from the primary supplier.
12. The Lead Time value defines how long, in days, it takes for the primary supplier to fill purchase orders for
this part. This value is used by the Material Requirements Planning (MRP) functionality to determine when
purchased part quantities are available for use within your manufacturing center.
13. Click the Supplier button to find and select the supplier. You can also enter the supplier directly.
14. Select the Generate PO Suggestions check box if you want the application to automatically create a list
of suggested purchases based on time-phased information. To do this, you use the Generate PO Suggestions
functionality. You can then create actual purchase orders from these suggestions in Purchase Order Entry.
This functionality is described later in this chapter.
15. If you select the Allow Consumption of Minimum Qty check box on the site record, you can define Urgent
Planning options. These options are an alternate set of values available when you generate PO suggestions.
If the projected On-Hand Quantity falls below the Safety Stock quantity during the lead time date range
(MRP Scheduled Start Date + Lead Time), the Urgent Planning values are used to calculate the PO suggestion
quantities instead. Through these parameters, you can define the specific quantities, lead times, and suppliers
to use for immediate supply needs.
16. You can also enter comments for each purchased part. To do this, navigate to the Reporting > Comments
> Purchasing sheet.
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17. Enter the text you need in the Purchasing Comments field.
18. To copy these comments to the Manufacturing Comments sheet, click the Duplicate button.
19. When you finish updating the purchased part record, click Save on the Standard toolbar.
Supplier Maintenance
Suppliers are businesses from whom you purchase products and services. Use the Supplier Maintenance program
to create supplier records. These records are used in several programs, and are required for creating purchase
orders and accounts payable invoices.
Menu Path: Material Management > Purchase Management > Setup > Supplier
To add a supplier:
1. Click New on the Standard toolbar.
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2. Enter a Supplier ID. This value is the primary identifier used on various programs and reports for this supplier.
3. Enter the Name of this supplier.
Each supplier is automatically assigned a unique internal
number. This internal number (which you do not see and
cannot change) causes the application to rapidly access
the supplier record. Since this internal number never
changes, you can change the Supplier ID. To do this, click
the Change ID button.
4. If this supplier record can be used across multiple companies within your organization, select the Global check
box. This record is now considered a global supplier by the application, and the record can be accessed
across all companies within your organization.
5. After you select the Global check box, you can then select the Consolidated Purchasing check box. This
indicates you can select this supplier record on multi-company, or consolidated purchase orders. A buyer
can then create a purchase order for this supplier that purchases quantities or services for all companies
within your organization. For more details about how to create multi-company purchases, review the
Consolidated Purchase Orders section later in this chapter.
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6. The Approved check box is selected by default when entering a new supplier.
7. If you want all materials purchased from this supplier to be evaluated for quality, select the Inspection
Required check box. Any materials purchased from this supplier are automatically received into inspection;
you cannot change this value during purchase order entry or receipt entry. If you do not select this check
box on the supplier record, however, you can select it later during either purchase order entry or receipt
entry.
8. Optionally, select the default language that prints on reports from the Language drop-down list. By default,
all part Description values that use this selected language also display on these reports.
9. Enter the Supplier Due Date Horizon value to define the number of days from the purchase order (PO)
release due date that the Scheduling engine considers incoming purchase order releases for this supplier to
be late. Available to Promise (ATP) and Capable to Promise (CTP) also use this setting to determine if incoming
PO releases for the supplier should be considered in their calculations as a potential sources of supply.
The application uses the Supplier Due Date horizon value
defined in Site Maintenance if no value exists for the
supplier associated with a given PO release.
10. If you need, enter the Account Ref number for the account you have with this supplier.
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11. Optionally, select the Group you want for this supplier record. Supplier groups organize your supplier records
along any criteria you need, like Plastic Supply or Paint Services. You create these groups within Supplier
Group Maintenance and then select them from this drop-down list. For details about this program, review
application help.
12. Use the Country Entry field to specify the Intrastat code for the area or city that is the entry point for goods
shipped from this supplier. Leave this field blank to use the Border Crossing value within the Country record.
13. If you want, select the default payment Terms by which this supplier bills your company. Payment terms
define when payment discounts and late fees are assessed against an Accounts Payable invoice.
14. Use the Calendar button to find and select the production calendar this supplier uses to manufacture
products. This calendar is useful for determining when a purchased quantity will arrive at your company.
15. Click the Ship Via drop-down list to select the shipping method the supplier uses to ship purchased materials
to your receiving location. The selected shipping method becomes the default Ship Via for all purchase
orders created for this supplier. You create Ship Via options within Ship Via Maintenance.
16. Click the FOB drop-down list to select the free on board location for this supplier. This location indicates
the point at which title of the shipped goods changes from the supplier to your company. You create free
on board options within FOB Maintenance.
17. If you want, enter the Minimum Order Value for this supplier. This value specifies the lowest total quantity
amount you will allow for any purchase order placed with this supplier. This field helps you avoid making
small purchases below your companys normal order quantity. Whenever a total quantity on a purchase
order is less than this value, a warning message displays.
18. Select the Payment Method you use to pay this supplier. These methods indicate whether the supplier is
paid manually or electronically. The option you select on this drop-down list becomes the default value on
all Accounts Payable invoices and Accounts Payable payment groups created for the supplier. If you need,
you can override this method on a specific invoice or payment group.
19. When you finish, click Save.
Supplier Address
To enter the supplier address and phone numbers:
1. Enter address and phone information on the Supplier> Address sheet. These values are the main remit-to
address for the supplier.
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2. Use the Official Registration section to enter the suppliers legal tax information used by the taxing locality.
3. Optionally, select a restriction type for this supplier on the RoHS sheet. You define restriction types through
the Substance Restriction Type Maintenance program. For more information, review the Epicor ERP
Implementation Guide.
4. When you finish, click Save.
Purchase Points
Purchase points define alternate addresses for the supplier. Purchase points are locations from which the current
supplier ships material or provides services for your company.
To enter purchase points for the supplier:
1. Click the Down Arrow next to the New button; select New Purchase Point.
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2. Enter a Purchase Point number, Name, and Mailing Address for each supplier purchase point.
3. When selected, the Primary Purchase Point check box sets this purchase point as the main location from
where you purchase goods or services from this supplier. As you create a purchase order for this supplier,
this purchase points address is the default address that populates the purchase orders address fields.
Only one purchase point can be selected as the primary
location for each supplier.
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Contacts
You can optionally enter contacts for each supplier and/or purchase point address. To enter contacts:
1. Click the Down Arrow next to the New button; select New Contact or New PP Contact.
2. The Contacts > Detail sheet displays either for the supplier or the purchase point depending on the
option selected from the New menu.
3. Optionally, select the Person/Contact identifier for this contact record if one exists. If one does not exist,
the application uses the values in the contact information fields to automatically create a person/contact
record.
4. In the Name field, enter the contacts complete name.
If you have an individual who needs to be defined on
multiple records, like a supplier contact who is also a
purchase point contact, you can define this person in
Person/Contact Maintenance first and then link this person
record to other records throughout the application. To
learn about this functionality, review the Personnel chapter
in the Epicor ERP Implementation Guide.
5. Optionally, use the Function, Role, Title, and Reports To fields to define this persons position within the
supplier organization.
6. Enter the contacts Email address.
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7. Select the Primary Contact check box to indicate this person is the main contact at this location. This
individual displays by default on all Contact drop-down lists for records linked to this supplier.
8. If you want name, email, phone, and weblink changes made to this contact record to automatically update
the person record within Person/Contact Maintenance, select the Sync. Name, Sync. Phone, Sync. Email,
and Sync. Links check boxes. Any data changes made within the selected fields automatically update other
records that share the same contact.
9. Use the fields within the Phone/Fax section to enter all of the contacts phone numbers.
10. Continue to add the contacts you need. When you finish, click Save on the Standard toolbar.
2. Click the Down Arrow next to the New button; select New Part.
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3. Click the Part button to find and select the part number. You can also enter the part number directly.
4. Click the Supplier UOM drop-down list to select the unit of measure this supplier uses for this part.
5. Enter the Effective date and Expires date for the price. These values define the period during which this
price list is considered active by the application.
6. The application uses the Effective date and Expires date to calculate the number of Days this price list is
active.
7. Enter the Base Unit Price for the part.
8. The Price Per value defines the quantity against which the Base Unit Price is calculated. Select an option
from this drop-down list. Available options:
/1
/100
/1000
9. The Discount % specifies the overall discount allowed by this supplier. If you enter a value in this field, it
further reduces the price of the purchased parts.
10. You can also select a Price Break Modifier, either a Flat Unit Price or Percent of Base, for the current part.
The selected modifier determines the effective unit price for the related quantity.
11. The Conversion section defines the overall formula used to calculate the conversion between the Purchasing
(suppliers)unit of measure code and the Base unit of measure code.
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12. If you want to change this formula, select the Override Conversion check box.
13. Click Save on the Standard toolbar.
2. Enter the Minimum Quantity. This value specifies the minimum purchase quantity required to obtain the
related price. This value uses the suppliers unit of measure.
3. Enter the Days Out to specify the number of days in which these price breaks expire. The application
calculates the Expiration Date based on this value.
4. Use the Price Modifier field to define the effective unit price for the price break. Depending on the Price
Break Modifier you selected on the Parts > Detail sheet, this value is either a flat amount or a percentage.
5. The Effective Price field displays the amount charged for a unit of the purchased part after the price break
is applied.
6. Continue to add the price breaks you need. When you finish, click Save on the Standard toolbar.
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2. Enter the Supplier Part and Reference to specify the supplier part number for the supplier and any additional
reference information.
The Supplier Part is the identification number your supplier assigns and uses to track this part number. Each
part can have multiple supplier part numbers, if desired. Parts can also be assigned multiple qualified
manufacturers and manufacturers parts. For more information on part cross reference functionality, review
the Part Cross References section in the Inventory Management chapter.
3. Enter the Supplier Lead Time. This value specifies the number of days it generally takes to receive this
supplier part from the supplier after you send the purchase order.
4. Click the Manufacturer drop-down list and select the identity of the manufacturer for the specified supplier
part number.
5. Click the Manufacturer Part drop-down list and select the manufacturer's part identification for the specified
supplier part number.
6. The Life Cycle field displays the current status of the part within its product life cycle. This status is defined
within Qualified Manufacturer Maintenance, and it displays here for your reference.
7. The Market Availability field displays information you can use as a lead time comparison for the purchased
part from various qualified manufacturers. A value of 45-60 days, for example, indicates this part is generally
available for purchase during the next 45 to 60 days. This information is also entered within Qualified
Manufacturer Maintenance, and it displays here for your reference.
8. Select the Default for Purchases check box to indicate if multiple parts exist, the current multiple supplier
parts exist, the current supplier part is the default version used on purchase orders. However, you can override
this value on a specific purchase order.
9. Continue to add the supplier parts you need. When you finish, click Save on the Standard toolbar.
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2. Click the Restriction Type drop-down list to select the appropriate restriction type.
You define substances and restriction types through the
Substance Maintenance and Substance Restriction Type
Maintenance programs. For more information, review the
Epicor ERP Implementation Guide.
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2. Click the Part button to find and select the subcontract part to add to the list. You can also enter the part
directly.
3. Notice several fields are identical to the fields on the Parts > Detail sheet. Select the Supplier UOM from
the drop-down list to specify the unit of measure this supplier uses for this subcontract part.
4. Click the Subcontract Operation drop-down list and select the type of operation. You enter operations
through Operation Maintenance, and all operations entered through this program display on this drop-down
list.
5. Enter the Effective date and the Expires date for the price. These values define the period during which
this price list is considered active by the application.
6. The application uses the Effective date and Expires date to calculate the number of Days this price list is
active.
7. Enter the additional miscellaneous charge amount, if any, associated with the subcontract service in the
Misc Amt field. In the Misc Code field, select the appropriate purchase miscellaneous charge.
8. Enter the Base Unit Price for the part.
9. The Price Per value defines the quantity against which the Base Unit Price is calculated. Select an option
from this drop-down list. Available options:
/1
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/100
/1000
10. The Discount % specifies the overall discount allowed by this supplier. If you enter a value in this field, it
further reduces the price of the purchased parts.
11. You can also select a Price Break Modifier, either Flat Unit Price or Percent of Base, for the subcontract
part. The selected modifier determines the effective unit price for the related quantity.
12. Notice you can create price breaks and define RoHS restrictions for the subcontract part.
13. When you finish, click Save on the Standard toolbar.
Operations
This section details the operations available for the purchasing functionality. Each operation is described as a
workflow to help guide you through the process from start to finish. These programs are primarily found within
the General Operations folder for the various purchasing modules. If a unique setup record is required to run the
operation, this record is also described in this section.
RFQ Entry
Use RFQ Entry to enter and print new Request for Quotes (RFQs) and to make changes to existing RFQs. Each
RFQ contains detail lines that define the part quantities and/or subcontracted operations you need for the requested
parts. You can then send your RFQ to the potential supplier.
If you use the consolidated purchasing functionality, your RFQ is sent to a central purchasing company as an RFQ
suggestion where it is processed and distributed to potential companies.
Menu Path: Material Management > Supplier Relationship Management > General Operations > RFQ Entry
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2. The current Date displays. If you need, you can select a different date from the calendar.
3. Click the Due Date drop-down list to select the due date by which you want to complete the bidding on
the current RFQ.
4. Click the Decision drop-down list to select the date by which you want to make a decision about the various
supplier offers.
5. Click the Respond drop-down list to select the date by which you want all suppliers to send in their quotes.
6. If this program is set up for automatic printing, selecting the Auto-Print Ready check box causes the current
record to generate as a report. This report can automatically display through a print preview, print out on
a selected client or server printer, be sent an e-mail attachment, or be sent as a fax. After you select this
check box and click Save, the report generates through one of these output options.
For more information on how to activate this feature,
review the BPM Workflow Designer topics in the
application help and the Business Process Management
chapter within the Tools User Guide.
7. When you finish entering the header information, click Save on the Standard toolbar.
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2. Click the Part button to find and select the part you need. You can also enter the part number directly.
3. The parts Description automatically displays.
4. If you need to select a specific revision, either click the Rev button or use the drop-down list to indicate the
part revision you need.
5. The Our UOM and Supplier UOM drop-down lists display the units of measure defined for the purchased
part. These values default from the part record, but if you need, you can change them.
6. Select the Item Type for the RFQ detail line. Select Material for a part quantity or select Subcontract
Operation for a subcontract service.
7. Click the Operation drop-down list to select the operation for which this part or service is being purchased.
All of the active operations defined within Operation Maintenance display on this drop-down list.
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Supplier Responses
Use the Supplier Responses program to enter and track responses from suppliers to a request for quote (RFQ)
record. Each supplier response consists of a price or a list of prices for the part or service operation defined on
the RFQ detail line. You can then save these price values to a supplier list. You can also accept the price and turn
the supplier response into a purchase order.
Menu Path: Material Management > Supplier Relationship Management > General Operations > Supplier
Responses
To incorporate supplier responses into a price list:
1. Click the Responses button to find and select the RFQ for which you received a response.
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6. To immediately create a purchase order from the RFQ detail line, click the Create PO button. You can also
click the Actions menu and select Create PO. Purchase Order Entry launches and information from this
RFQ detail line populates the equivalent fields on the new purchase order.
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2. On the Summary sheet, the PO Number defaults to 0. When the PO is first saved, the purchase order
number is assigned automatically.
3. The purchase order Type defaults to Standard. The type determines if the resulting material and financial
transactions reflect a buy-sell or transfer relationship. Other purchase order Type options:
Customer Managed - Select this option if the material purchased is inventory you are storing on behalf
of a customer. Customer-managed items can be used in the production of products for this customer,
or they may be shipped by you directly to your customers customer. Although you are storing the
inventory, your company never legally owns these part quantities.
Supplier Managed - Select this option if the material purchased is inventory you are storing as
consignment inventory from the supplier. You can also use these part quantities on jobs; once you
consume this inventory on a job, your company legally owns it.
4. The PO Date defaults to todays date. You can change this date if you need.
5. Click the Supplier button to find and select the Supplier ID. You can also enter the Supplier ID directly.
6. Click Save.
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of the state that issues the tax. It does not affect the invoice total, but it does affect the general ledger. Use
tax strictly accounts for storage and consumption of goods used internally by the company in a specific state
(not for resale). For more information about use taxes, review the Global Tax Engine chapter in the Epicor
ERP Implementation Guide.
11. If you want to update both Our Qty and Supplier Qty values manually, select the Override Conversion check
box. This activates both fields; directly enter the values you need. The conversion formula is not run against
either value, so the values you enter are not changed by the application.
12. If you want to change the default price retrieved from the associated supplier price list (if any) that displays
in the Unit Price field, select the Override Price List check box. If you clear the check box (default value),
you cannot manually override the displayed unit price.
13. Click Save on the Standard toolbar.
14. Notice the Totals section updates with the current cost of the detail line.
15. If this part has a manufacturers part cross reference, select the organization you need from the Manufacturer
drop-down list.
16. Click the Manufacturer Part drop-down list to select the reference this manufacturer uses for this part.
For more information about creating part cross references for your purchased parts, review the Part Cross
References section within the Inventory Management chapter.
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2. If you want to review your purchasing history for this part, click the Purchase Advisor button.
3. Use the Purchase Advisor program to review useful information about the part on the purchase order line.
It provides answers to the questions: Have I purchased it before?, Do I have any on order?, Do I have any
on hand?, Do I have approved suppliers?, Do I have supplier price lists?, Do I have compliant suppliers?, or
Do I have compliant parts?
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4. When you finish reviewing your purchase history, click the Close button. You return to the Purchase Order
Entry > Detail sheet.
5. To review the part cross references for the current purchased part, click the Cross Reference Options button.
6. The Part Cross Reference Options window displays.
7. Use this window to indicate how you want Manufacturer, Supplier, and Substitute part cross references
to print on the purchase order. Identical options are available on all drop-down lists; you can print the
selected reference, all references, or no references.
8. Click OK to close this window.
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2. You can now link this detail line to an inspection plan. Click the Down Arrow next to the New button;
select New Inspection.
3. The Lines > Inspection > Detail sheet displays.
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4. Click the Inspection Plan button to find and select the inspection plan you want to link to this purchase
order detail line.
5. Select the plan Revision that applies to this part from the drop-down list.
6. Click the Specification ID button to find and select a specification for this purchase order detail line.
7. Now define the specification revision you need from the Revision drop-down list.
8. When you finish, click Save on the Standard toolbar.
You create inspection plans and part specifications within the Enhanced Quality Assurance module. To learn
more about this functionality, review the Quality Assurance chapter.
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4. If either the Material or the Subcontract Operation option is selected in the Buy For section, the Job field is
active. This indicates you are purchasing materials for a job or a subcontract operation. Either enter the job
number directly or click the Job button to find and select this record.
5. When you enter the job number, the Asm and Mtl fields activate. You can now enter the appropriate job
assembly number or the appropriate material sequence number in these respective fields.
6. If this purchase order line is for a sales order release selected as a drop shipment, use the Sales Order field
to define the specific sales order release you want to link to this purchase order release. To do this, either
enter the sales order directly or click the Sales Order button to find and select this record. You can also
use this field to enter additional Buy To Order sales releases to the current purchase order line. Use the
Line/Release fields to enter the specific detail line and release from the sales order.
7. When you save the release, the application links the sales order release to the Buy To Order purchase order
line. The Sold To, Ship To Cust, and Ship To fields display customer information from the selected sales
order. The fields respectively display the customer to whom you sold the parts, the ship to customer who
is receiving the parts, and the identifier for the ship to location.
8. If this release is a drop shipment to be sent directly from your supplier to your customer, the Drop Ship
check box is selected.
9. You can view the drop ship address by clicking the Drop Ship Address sheet.
10. If this release is being sent to a location that is not one of the customers ship to locations, the One Time
check box is selected.
11. The Date/Quantity section displays specific information about the Due Date, Promise Date, and quantities
for this purchase order release.
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12. The Site/Warehouse section displays information about the Site and warehouse involved in this purchase
order release transaction.
13. If this purchase is for a customer with whom you are storing inventory quantities, click the Managed
Customer button to find and select this customer record. You then receive this part quantity using 3PL
(Third Party Logistics) processing.
14. If this purchase order release is part of a larger project, click the Project button to find and select the specific
project you need. To learn more about projects, review the Project Management chapter.
15. The G/L Account section displays the Book, Account, and Description values. These values indicate the
account number and the GL book to which you eventually post this transaction. For details about this feature,
review the Consolidation and the General Ledger chapter.
16. The Container Detail displays information when the PO release detail line is linked to a container shipment
in Container Landed Cost Entry. This includes the Container ID, which defines the container used to receive
this part quantity. The status of the shipment displays next to this field. In this example, the part quantity is
not yet sent, so the Not Shipped icon displays. This section also displays the promised arrival date (if any)
provided by the shipper, and calculated due date for the container shipment.
17. The Status field displays the status (Open, Arrived, Received, Closed or Voided) for the purchase release
detail line.
18. When you finish the purchase order release, click Save on the Standard toolbar.
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7. The PO Approval Activity program displays. This program lists any purchase orders pending approval. The
approver can manually select the purchase orders to approve.
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10. To print the purchase order, from the Actions menu, select Print.
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2. Notice the Global PO check box is selected, indicating this purchase order will be used for consolidated
purchasing.
3. Click the Supplier button to find and select the supplier who will fulfill this purchase order. The supplier
record you select must be defined as a Global supplier available for consolidated purchasing. You activate
this functionality within Supplier Maintenance; review this section earlier in this chapter for details.
4. Select the Buyer responsible for handling this purchase order. Just like the supplier record, the buyer record
must also be defined as able to make consolidated purchases. You likewise activate this functionality within
Buyer Maintenance; review this section earlier in this chapter for more information.
5. Define the other header information as you need. When you are ready to create detail lines, click the Down
Arrow next to the New button; select New Line.
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6. Click the Part/Rev button to find and select the part you are purchasing. You can also enter the part directly.
You must select a global part available for consolidated purchasing. You activate this functionality within
Part Maintenance; review this section earlier in this chapter for details.
7. In the Quantity/Cost section, enter the total quantity values you need for the detail line and any other
information you need.
8. You can now create the purchase order releases you need for each company that will receive quantities
from this purchase order. To do this, click the Down Arrow next to the New button; select New Release.
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2. Click the Supplier button to find and select the supplier for the purchase order. You can also enter the
Supplier ID directly.
3. Notice the Contract PO check box is selected.
4. You need to define the length of the recurring contract. Enter Start Date and End Date values. This contract
purchase order will be active between the dates you enter in these fields.
5. Continue to select and enter the header information you need. When you are ready to add detail lines, click
the Down Arrow next to the New button; select New Line.
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6. Click the Part/Rev button to find and select a part. This part must be linked to a part schedule that defines
how often you want to receive quantities from this supplier. This supplier must also be approved for
distributing this part.
You create part schedules within Part Schedule
Maintenance. This setup program is available within the
Purchase Contracts Management module.
7. In the Contract Qty field, enter the total part quantity you want to receive.
8. Notice you can also select a different unit of measure for this quantity.
9. Enter the Contract Price for each unit of the purchased part.
10. You can also select a different Price Per value. Available options:
/1 (Each)
/100
/1000
11. Select the Contract Active check box to indicate you want to receive quantities through this contract
purchase order.
12. Continue to add detail lines and releases as you need. When you finish, click Save on the Standard toolbar.
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2. Enter a Cutoff Date. Any time-phased records that occur on or before this date are turned into purchase
order suggestions.
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3. If you want multi-company purchasing suggestions to generate, select the Run Consolidated Purch check
box. Use this option to review and process purchase order suggestions from other companies. This check
box is available if you are logged into the central purchasing company. You can run a full regeneration on
your consolidated purchase orders if your organization has a Multi-Site Management license.
4. If you want to generate purchase order suggestions for purchase contracts, select the Include Contract
PO Parts check box. This check box is available if your organization uses the Purchase Contracts Management
module.
5. Click the Process button on the Standard toolbar.
2. The New Purchase Order Suggestion Search program opens. Click the Search button. Numerous search
options are available to limit the search results. These include sort options, specifying a starting number, a
buyer, site, cutoff date and supplier. You can also limit the search results to those purchase suggestions
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based on their reviewed status (reviewed, not reviewed, or both), or to those that have already been marked
for creation of an RFQ or a purchase order.
3. Select the purchase suggestions records you wish to process.
4. Click OK.
5. Select the Buy check box for each suggestion that you want to create a purchase order.
6. Optionally, select Reviewed to indicate that the purchase order suggestion has been reviewed.
7. When you finish selecting the desired suggestions, from the Actions menu, select Generate Purchase
Orders.
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8. When Purchase Order Suggestion displays, select Generate Orders for Current Buyer, then click OK.
9. To the Continue with Generate? message, click Yes to confirm the action.
10. Suggestions selected as Buy are now removed from the list and new purchase orders for those suggestions
are created. The updated records display on the Tree View.
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2. Specify if you want Supplier Managed or Customer Managed inventory information included in the
report.
3. Specify if you want Supplier Part or Manufacturer Part cross reference information included in the report.
4. Optionally, enter Filter Summary criteria.
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5. When you finish, click Print on the Standard toolbar to print the report.
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Inter-Company Setup
To set up inter-company trading, you need to create purchase terms, customer, supplier, and external company
records that define the relationship between the companies.
Purchase Terms
In each company, create identical purchase and selling terms using Purchase Terms Maintenance. Purchase terms
are assigned to the supplier record you define for the supplier company, They specify the frequency, number of
payments, and discounts applied to invoices generated by the Manufacturing (supplier) company to bill the Sales
(customer) company for items it receives from the supplier company.
Menu Path: Material Management > Purchase Management > Setup > Purchasing Terms
To set up inter-company purchase terms:
1. Click the Down Arrow next to the New button; select New Purchasing Term.
2. Enter a unique identifier for the purchase terms into the Code field.
3. In the Number of Payments field, specify how many payments can be made for any invoice assigned these
purchasing payment terms. The application uses the number of payments in conjunction with the Number
of Days field to create a default payment schedule for any invoices assigned these terms.
4. In the Terms Type drop-down list, select the type of terms being defined. Valid selections are Days, Days
of month, and End of x-Month + y Days.
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5. In the Due section, define the specific discount parameters appropriate to the terms type you selected in
the Terms Type drop-down list.
For more information, review the Suppliers and Accounts
Payable chapter in the Application Guide or the Purchase
Terms topics in the application help.
6. Click the Discount Type drop-down list to select the discount terms type for an invoice.
Available options: Days, Days of month, and End of x-Month + y Days
7. When you finish, click Save.
Supplier Maintenance
You create supplier records for the internal companies from whom the current company receives materials and
services. If the current company will purchase goods from other companies, you must create a supplier record
in this company. Continuing the previous example, you create supplier records for the Sales and Manufacturing
companies in both companies to establish the ICPO relationship.
Menu Path: Material Management > Purchase Management > Setup > Supplier
To create a supplier:
1. Click the Down Arrow next to the New button; select New Supplier.
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Customer Maintenance
Create customer records in Customer Maintenance for the companies with whom the current company will do
trades. You must also create a customer record for the current company as well if the current company will
purchase goods from other companies. Continuing the Sales and Manufacturing companies scenario, you create
a customer record in the Sales company for both the partner Manufacturing company, as well as for the Sales
company itself. Conversely, in the Manufacturing company, you create a customer record for the partner Sales
company in the Sales company, as well as for the Manufacturing company itself.
Menu Path: Sales Management > Order Management > Setup > Customer
To enter a customer:
1. On the Standard toolbar, click the New button.
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2. Use the Lines > Detail sheet to create a detail line for the part quantity that will be produced in the
Manufacturing company.
3. In the Releases > Detail sheet, select the Buy To Order check box.
4. Click the Supplier button to find and select the supplier record (defined in Supplier Maintenance) for the
company manufacturing the part quantity.
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2. Use the Processing Options to indicate how the purchase suggestions will generate. Available options:
Regenerative - Remove all the current suggestions, recreate them, and add new suggestions. This
option takes more time to process.
Net Change - Only generate suggestions for purchase requests not generated the last time this process
was run. The default option, this method requires less processing time.
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Sales (Customer) Company Create Purchase Order from Purchase Order Suggestions
Once you have generated purchase order suggestions from the sales order, you convert them to a purchase order
you use to purchase the manufactured item from the Manufacturing (supplier) company. When you generate
the purchase order, the application also generates ICPO suggestion records and sends them to the Manufacturing
(supplier) company.
Menu Path: Material Management > Purchase Management > General Operations > New PO Suggestions
1. Click the Binocular Search to find the purchase order suggestions.
2. The supplier identifier and name of the Manufacturing (supplier) company display in the Supplier field.
3. Select the Buy check box to specify you want to create a purchase order for the purchase order suggestions.
4. From the Actions menu, select Generate Purchase Orders.
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5. When Purchase Order Suggestion displays, select Generate Orders for Current Buyer, then click OK.
The resulting purchase order can be viewed and modified as necessary in Purchase Order Entry.
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2. When Incoming ICPO Suggestions program displays in the supplier company, review the suggestions.
3. To convert an ICPO suggestion into a sales order, select the Ready for Order check box.
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4. To finish accepting and rejecting the ICPO suggestions, from the Actions menu, select Process All
Suggestions.
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2. When the Send Inter-Company PO Suggestions program displays, click the Sales Order button to find the
sales order linked to an ICPO.
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3. You can make specific changes to the sales order. For example you can change the Order Quantity to
reflect a new demand requirement.
4. When you finish, click Save.
5. To send the suggestion to the customer (Sales) company, from the Actions menu, select Send All
Suggestions.
The application sends the suggestions to the Sales (customer) company that originally sent the inter-company
purchase order. As the suggestions are sent for the sales order created from the original ICPO, the application
automatically updates the inter-company purchase order record with this information.
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2. Click the Binocular search button to find the purchase order suggestion.
3. For each suggestion, you can make changes and then accept the suggestion. Available change options:
Cancel - Ignores the suggestion.
Expedite - Requests activity be initiated on the ICPO suggestion sooner than originally planned.
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6. To complete the purchase order change, click the Accept button. You can also click the Actions menu and
select Accept.
The Manufacturing (supplier) company automatically receives the change and the application updates the linked
sales order with the new purchasing information.
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Sales (Customer) Company - Receive Completed Items from Manufacturing (Supplier) Company
Within the Sales (customer) company, launch Receipt Entry to record the receipt of the quantity from the
Manufacturing (supplier) company.
Menu Path: Material Management > Shipping / Receiving > General Operations > Receipt Entry
1. From the Actions menu, select Add Intercompany Receipt.
2. When the Add Intercompany Receipt window displays, select the supplier and intercompany receipt. The
Epicor application retrieves the corresponding purchase order and automatically closes it.
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2. The Get Shipments window appears. First, select the site from which you want to generate the invoices.
You can select the Current Site or All Sites.
3. Indicate the customer shipments for which you want to generate the invoices. You can generate invoices
for all customers or click the Customers button to select specific customers.
4. Click the Select All, Manual Selection, and Drop Shipments buttons to select the specific shipments
from which you will generate invoices.
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5. Complete the invoice in AR Invoice Entry. Use this program to enter any final changes on the invoice.
6. To determine the taxes, from the Actions menu, highlight Group, and select Calculate All Taxes.
7. To post the invoice, from the Actions menu, highlight Group, and select Post.
The invoice is then posted by the Manufacturing (supplier) company. When the Sales (customer) company receives
the AR invoice, the Sales company pays the Manufacturing company for the purchased quantity.
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Buyer Workbench
The Buyer Workbench is a centralized tool you can use to both generate and manage request for quotes (RFQs)
and purchase orders (POs). Through this program, you can select a specific buyer and view a summary of the
RFQs and POs assigned to this buyer. The information includes the number of RFQ and purchase order records
open, overdue, scheduled for today, scheduled for this week, and scheduled for beyond this week (future).
The Buyer Workbench also displays the number of RFQs that have received responses from suppliers and are
ready for processing, as well as the number of purchase orders that require the current buyers approval.
Menu Path: Material Management > Supplier Relationship Management > General Operations > Buyer Workbench
To review the RFQs and POs for a specific buyer:
1. Click the Buyer button to find and select a specific buyer to review. Typically, you will select your buyer
record.
2. The current activity of the RFQs linked to this buyer display within the RFQ section.
3. The current activity of the POs linked to this buyer record display within the PO section.
4. To review RFQ suggestions and generate request for quotes, click the RFQs sheet.
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5. Click the RFQ Entry button to launch this entry program and create RFQ records.
6. Click the Supplier Response button to launch this program and enter the responses you have received on
RFQ records from suppliers.
7. The Overdue, Today, This Week, and Future sheets display the current RFQ records that fall within these
time frames.
8. Click the Suggestions sheet to evaluate and handle all RFQ suggestions you want to turn into RFQs.
9. Click the Ready sheet to indicate which RFQs can be turned into purchase orders.
10. To review and enter purchase orders, click the POs sheet.
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11. The Open POs sheet displays all of the currently open purchase orders.
12. If you need to create a new PO or edit an existing one, click the PO Entry button.
13. The Late, Today, This Week, and Future sheets all display the current PO records that fall within these
time frames.
14. Click the Web sheet to review all RFQs and POs you have received through the internet.
15. The Actions menu gives you immediate access to a number of purchasing programs you need.
16. You can launch Purchase Order Entry, RFQ Entry, Supplier Maintenance, and various
Suggestion programs through the Actions menu.
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Reports
This section describes some key purchasing reports you use to review prices of both manufactured and purchased
parts. You can run these reports whenever you need. You can also set up each report to generate and print
through a recurring, automatic schedule. Review the Automatic Data Processing chapter in the Epicor ERP
Implementation Guide for information on how to link a report to a recurring schedule.
2. If you want to view supplier part cross references on this report, select the Include Suppliers Parts check
box.
3. If you want to view manufacturer part cross references on this report, select the Include Manufacturers
Parts check box.
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Purchasing | Chapter 15
4. Use the Filter sheet to limit this report to only display parts for specific suppliers and/or parts.
5. Click Print on the Standard toolbar.
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Chapter 15 | Purchasing
2. If you want to view supplier part cross references on this report, select the Include Suppliers Parts check
box.
3. If you want to view manufacturer part cross references on this report, select the Include Manufacturers
Parts check box.
4. Use the Filter sheet to limit this report to only display parts for specific suppliers and/or parts.
5. Click Print on the Standard toolbar.
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Setup
This section describes the primary records you need to create for both the Quality Assurance and Enhanced
Quality Assurance modules. These programs are contained within the Setup folder. Only the primary records are
described here. Some areas within the next Operations section may also document setup records if they are
required for a specific workflow.
You may also need to set up some parameters within Company Configuration. Some modules have global settings
you define through this administration program. For more information, review the application help for this
module; the Configuration topic details the options you define within Company Configuration. You can also
review the Company Configuration chapter in the Epicor ERP Implementation Guide.
Inspector Maintenance
You use Inspector Maintenance to create inspector records. Inspectors are the people in your shop who inspect
material or parts for defections, ensuring all items in the production cycle meet your quality standards. These
records are used when you run Inspection Processing.
Menu Path: Production Management > Quality Assurance > Setup > Inspector
To add an inspector:
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2. Enter an Inspector ID. This value displays within other programs and reports.
3. Enter the Name of the inspector. This value displays on drop-down lists in other programs.
4. When you finish, click Save.
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1. Select the Reason Type this reason code is assigned from the drop-down list. In this example, you want to
add a reason code for DMR.
2. Click the Down Arrow next to the New button; select New Reason Code.
3. Enter a Reason Code. This value displays within other programs and reports.
4. Enter a Description of the reason code. This value displays on drop-down lists in other programs.
5. Depending on the reason type selected, other fields become available. For example, if you want this reason
code available for selection in Inspection Processing, select options in the Inspection section.
6. When you finish, click Save on the Standard toolbar.
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2. In the Global Alerts Search window, select the pre-defined event you want to activate and click OK.
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Inspection Attributes
Inspection attributes are quality elements you want reviewed during the inspection process. These attributes are
then assigned to specifications and used within inspection plans. You also assign a table field name to each
attribute in order to collect and analyze inspection data.
Menu Path: Production Management > Quality Assurance > Setup > Inspection Attribute
To create a new attribute:
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2. In the Attributes field, enter the identifier for the new inspection attribute.
3. Enter a concise Description.
4. Select an Attribute Type from the drop-down list. Attribute types available include:
Numeric
Check box
Combo box
Character
Date
Comments
The specifications you define within Specification Maintenance for an inspection attribute depend on the
attribute type. For example, if you select Numeric, you can specify minimum and maximum values. If you
select Combo box, minimum and maximum values are disabled; however, you can specify the list of values
you want to present to the user during inspection processing. For more information on specifications, review
the next Specification section.
5. Select the Table Field Name you want to assign to this attribute. This value determines where the data for
this attribute is stored within the inspection results table.
6. Once you assign this inspection attribute to a specification, the In Use icon becomes active and displays in
green.
7. When you finish, click Save.
Continue to add all the inspection attributes you need.
Specification
A specification ties together the inspection attributes you want. You use Specification Maintenance to store the
details, or characteristics, of the inspection attributes. Characteristics include information such as minimum and
maximum values, incremental and initial values, tool tips, a list of acceptable values, and so on. The inspection
attribute properties you define are used in the inspection plan. The next section, Inspection Plan, shows you how
to create these plans.
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One specification can apply to many parts. For example, you have multiple parts in your database for steel bars.
You could attach the same specification to each part to save time on data entry.
Menu Path: Production Management > Quality Assurance > Setup > Specification
To create a specification:
1. Click the New button on the Standard toolbar.
Add a Revision
Specifications are revision controlled, so you can create multiple versions of the same specification.
To add a revision:
1. Click the Down Arrow next to the New button; select New Specification Revision.
2. The Revision Detail sheet displays. In the Revision field, enter the revision identifier.
3. Enter the Description for the new revision.
4. Specify an Effective date; the date when this revision is available.
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5. Optionally, find and select the Inspection Plan you want to assign to this specification revision. You can
attach an inspection plan to a specification. When you attach a specification to a part, operation, or RMA,
the inspection plan defined on the specification defaults; however, you can change this option.
6. Click Save on the Standard toolbar.
2. The Revision > Inspection Attributes > Detail sheet displays. Click the Inspection Attribute button to
find and select an inspection attribute to add to this specification revision.
3. The Attribute Type for this inspection attribute defaults and cannot be changed.
4. The Description defined on the inspection attribute record defaults; if you need, you can change this value.
5. In the Screen Label field, enter the description you want to display on the Configurator input screen.
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6. Enter the Minimum Value and the Maximum Value for this inspection attribute. These fields are not
available if the attributes type is Combo box.
7. In the Increment field, specify the increments used to record an inspection value. For example, if you set
the Maximum Value to 110, the Minimum Value to 100, and the Increment to 2, then the actual values of
100, 102, 104, and 106 are acceptable. These fields are not available if the attributes type is Combo box.
8. Enter the Initial Value to display when inspection data is added to the inspection plan. Typically, this value
is the expected value for this attribute.
9. If used, enter the Tool Tip you want the Configurator to display.
10. In the List Values field, enter a comma-delimited list of options that display within the inspection plan. This
field is available only if the attributes type is Combo box.
11. In the Pass List Values field, enter an (optional) listing of valid pass values for this inspection attribute. The
Epicor application uses these values for testing inspection results. It uses the values defined on this list to
determine if an inspection passes or fails. For example, if 2,4,6, and 8 are defined as pass values and the
user selects 8 within Inspection Results Entry, the Epicor application designates 8 as a Pass value; other
recorded inspection values are considered Failure values.
12. When you finish, click Save on the Standard toolbar. Continue to add all inspection attributes to this
specification revision.
2. Select the Not Approved check box. This clears the specification for use, and the Approved icon displays.
3. Click Save on the Standard toolbar.
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Inspection Plan
Inspection plans control the inspection process and are used to enter the results from inspecting those parts,
operations, and RMAs in which specifications and inspection plans are defined. Once you create an inspection
plan record in the Inspection Plan program, you can then launch the Configurator directly to design the entry
form that others will use to capture the inspection results.
Inspection plans are revision-controlled and can be used with multiple specifications; the Configurator amends
the input screen depending on the inspection attributes assigned to the current specification. For example, one
specification has three attributes and another specification has the same three attributes plus an additional
attribute. You could create an inspection plan that covers all four attributes; when the inspection plan for the
three attribute specification is called, the fourth attribute does not display during inspection results entry.
This section briefly reviews the Configurator Designer. For more
information on how to design an input screen, review the
Configurator chapter.
Menu Path: Production Management > Quality Assurance > Setup > Inspection Plan
To add an inspection plan:
1. Click the New button on the Standard toolbar.
2. In the Inspection Plan field, enter an identifier for the inspection plan.
3. Enter a concise Description.
4. Select Inspection Plan from the Inspection Plan Type list.
Another inspection plan type is Calibration Plan.
Calibration inspection plan types are used to assist in
equipment maintenance. For more information on
Equipment Maintenance, review the chapter on
Maintenance Management.
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5. Click Save.
Add a Revision
Inspection plans are revision controlled, so you can create multiple versions of the same inspection plan.
To add a revision:
1. Click the Down Arrow next to the New button; select New Inspection Plan Revision.
2. The Revision > Detail sheet displays. In the Revision field, enter a unique revision identifier.
3. Enter the Description, or explanation, that further defines this inspection plan revision.
4. Specify an Effective date - the date when this revision is available.
5. Click Save on the Standard toolbar.
6. Notice the red No Plan icon. This indicates a plan has not yet been configured for this inspection plan
revision. Once you configure an inspection plan using the Configurator Designer, the icon changes to a
green Plan Exists icon. You will next configure the inspection plan.
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1. On the Revision > Detail sheet within Inspection Plan Maintenance, click the Configure Inspection
Plan button.
2. Configurator Entry displays. You first add a new configuration record; this links the inspection plan record
and the inspection plan results entry screen you are designing. Click the Down Arrow next to the
New button, and select New Configuration.
3. Create a Configurator ID that identifies the inspection plan results screen you are configuring.
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9. First, you need to add a new page. Click the Down Arrow next to the New button, then select New Page.
10. Navigate to the Design > Page Designer sheet.
11. In the Toolbox pane, select the control you want to add to the input page. In this example, you select the
Decimal control so you can reference the numeric Length inspection attribute.
12. Select the area on the page where you want the control to appear. Move and stretch the control so it displays
in the location and size you want.
13. With the control selected, use the parameters located in the Input Properties pane to define how for the
controls placed on the input page should operate.
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14. Enter a Label and (optionally) Summary Label for the input control you place on the page. Once you save
the input page, you cannot change the system assigned input name.
15. Select True in the External Reference parameter to bring in an inspection attributes characteristics.
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16. Click the button to the right of the Attribute parameter to select an available inspection attribute. The
application filters the attributes available for selection by only displaying those attributes where the attribute
type matches the control added to the page.
17. Depending on how you want to leverage the inspection inputs, select True in the Use Minimum Value,
Use Maximum Value, Use Incremental Value, Use Initial Value, Use Tool Tip, and Use Label Name
parameters to determine what values are pulled in from the inspection attribute.
Depending on the selected attribute type, not all input parameters are available. For example, if you select
an inspection attribute that is a character attribute type, only the Use Tool Tip and Attribute parameters
are available for use.
18. Click Save on the Standard toolbar. Continue to add pages and controls you want for this inspection plan
revision.
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7. Notice the inspection attribute characteristics you defined on the selected specification revision display. You
can now test the inputs. For example, the initial value of 36 displays in the Length input field.
8. If you attempt to put a value in the Length field outside the minimum or maximum values defined in the
specification for this inspection attribute and click Save, a message displays stating the inspection plan
failed. If the values are within the stated minimum or maximum values, displays that states the inspection
plan was true.
Continue to test the inputs and adjust the pages and controls as you need.
You can apply a Pass/Fail variable to all Configurator features.
The Pass/Fail variable is set automatically on the
minimum/maximum values set for the inspection attributes; if
the results are below or above these values, the inspection
fails. However, you can define rules to set the Pass/Fail variable
inspections to other controls as well. For more information
about this functionality, review the Configurator chapter.
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To do this:
1. Navigate to the Configurator sheet.
2. Select the Approved check box. When the Description of Changes window displays, enter the change
explanation and click OK.
3. Click Save on the Standard toolbar.
4. Exit the Configurator Designer.
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1. In Inspection Plan Maintenance, notice the red No Plan icon is replaced by a green Plan Exists icon. This
indicates an approved inspection plan exists for this inspection plan revision.
2. Select the Not Approved check box. This clears the inspection plan for use, and the Approved icon displays.
3. Click Save on the Standard toolbar.
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11. From the On Pass move to Skip code list, select the skip code the part quantity will use if both the number
of cycles is the same as the value defined in the Minimum Cycles field and the number of rejects is less than
or equal to the value defined in the Maximum Rejects (all Cycles) field. If you do not select a code from this
list, then the current cycle will start again.
12. From the On Failure move to Skip code list, select the skip code that parts will use if both the number of
cycles exceeds the value defined in the Minimum Cycles field and the number of rejects exceeds the value
defined in the Maximum Rejects (all Cycles) field. If you do not select a code from this list, then the current
cycle will start again.
13. When you finish, click Save.
Part Maintenance
You associate inspection plans and specifications to either parts or operations. Then, when inspecting a part
receipt or entering time against an operation that requires inspection, you have the option to enter inspection
data for that part or operation using Inspection Results Entry.
In this example, you use Part Maintenance to associate an inspection plan and specification to a part revision.
You can also define a different inspection plan and specification for customer returns of the same part revision.
In addition to defining inspection plans and specifications to part revisions, you can add suppliers to a part revision
and attach skip lot code logic.
You can also associate a part on a purchase order line to an
inspection plan and specification within Purchase Order Entry.
You associate inspection plans and specifications to operations
within Operation Entry, Job Entry, Quote Entry, and the
Engineering Workbench. When you associate inspection plans
and specifications to a part or operation, the Inspection
Required check box is automatically selected.
Menu Path: Production Management > Quality Assurance > Setup > Part
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1. Click the Part button and then find and select a part.
2. In the Tree View, highlight the part revision for which you want to add an inspection plan and specification.
You can only attach inspection plans and specifications to part revisions.
For more information on how to add a revision, review
the Engineering chapter.
3. Now check out the revision. To do this, click the Actions menu.
4. Highlight the Revision sub-menu.
5. Select Check Out Revision.
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6. The Part Revision Checkout window displays. In the Revisions grid, highlight the revision to check out.
7. Click the ECO button to find and select the ECO group you want to check out this revision.
8. Click OK. The part revision status is set to Not Approved. Now you can add inspection plans and specifications
to it.
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1. Click the Down Arrow next to the New button; select New Part Inspection Plan.
2. The Part > Revisions > Inspection > Detail sheet displays.
3. Click the Inspection Plan button to find and select an inspection plan. You do not specify the inspection
plan revision because the application always uses the latest revision.
4. Click the Specification ID button to find and select a specification. You do not specify the specification
revision because the application always uses the latest revision.
5. Optionally, define the minimum Sample Size and/or Sample Size % quantity to inspect. You can enter
values in both fields; the application determines the sample size to use during inspection results entry. For
example, you set the Sample Size to 10 and the Sample Size % to 15%. If the application finds that the
quantity available to inspect, based on the Sample Size % defined, is less than the Sample Size defined,
then the Sample Size value is used for the inspection.
6. If this inspection plan is the default for this part, select the Default check box. You can specify only one
inspection plan as the default.
7. Continue to add the needed inspection plans for this part revision. You can attach more than one inspection
plan to a part revision. For example, you need three inspections for one part revision - one visual inspection,
one purity inspection, and one microbial (pathogens) inspection. Then, in Inspection Results Entry, you can
enter inspection data for each inspection plan. The inspection plans you attach to a part all display on the
List sheet. When you finish, click Save on the Standard toolbar.
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Heres how:
1. Select the Part > Revisions > Inspection > RMA tab.
2. Click the Inspection Plan button to find and select an inspection plan to use when entering RMA inspection
data for this part revision.
3. Click the Specification ID button to find and select a specification to use when entering RMA inspection
data for this part revision.
4. Optionally, define the minimum Sample Size or Sample Size % quantity to inspect.
5. Click Save on the Standard toolbar.
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1. Click the Down Arrow next to the New button; select New Part Inspection Supplier.
2. The Part > Revisions > Inspection > Supplier > Detail sheet displays. Click the Supplier button to find
and select the supplier you want to apply a skip lot control for this part revision.
3. Select the Skip Lot Controlled check box to include this supplier in the skip lot process. When you select
this check box, the Skip Lot Controlled icon turns green.
4. From the Skip Lot Code list, select the code to apply to this supplier.
5. The Inspection Count, Skip Count, Repeat Cycles, and Reject Count fields are application-maintained
counters that display, respectively, the number of receipts, skipped lots, cycles, and rejected lots recorded
through the inspection process. However, you can adjust these fields to force further inspections.
For information on how to set up a skip lot control code,
review the previous Skip Lot Control Code section.
6. Select a Reject Count By method. This setting determines the value added to the Reject Count field in the
inspection table. The options are Skip Lot or Quantity. If you select Skip Lot, then the Reject Count is increased
by 1 if the receipt inspected has a rejected quantity. If you select Quantity, then the Reject Count is increased
by the total failed quantity if the receipt inspected has a rejected quantity.
7. Optionally, define the minimum Sample Size Quantity and/or Sample Size % to inspect. You can enter
values in both fields; the application determines the sample size to use during inspection results entry. For
example, you set the Sample Size to 10 and the Sample Size % to 15%. If the application finds that the
quantity available to inspect, based on the Sample Size % defined, is less than the Sample Size defined,
then the Sample Size value is used for the inspection.
8. To inspect all receipts for this part revision from this supplier, select the Force Inspect All Receipts check
box. When you select this check box, the Inspect All icon turns green.
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9. When finished, click Save on the Standard toolbar. Continue to add the suppliers you want for this part
revision.
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5. The Engineering Workbench displays. In the Tree View, highlight the part revision you want to approve
and check in.
6. Select the Not Approved check box. A green Approved icon now displays.
7. Now you are ready to check in the part revision. To do this, click the Actions menu, highlight the
Revision sub-menu, and Select Check In.
When the Description of Changes window displays, enter the change explanation and click OK. Click OK
again when the check in complete message displays.
8. Exit the Engineering Workbench.
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9. In Part Maintenance, notice the part revision status is now set to Approved.
Operations
This section details the operations you can run through the Quality Assurance and Enhanced Quality Assurance
modules. Each operation is described as a workflow to help guide you through the process from start to finish.
These programs are primarily found within the General Operations folder. If a unique setup record is required to
run the operation, this record is also described in this section.
Nonconformance
Use the Nonconformance program to add or update nonconformant materials during job production. Generally,
you enter nonconformance records because the material is bad, defective, suspect, or needs inspection. The
material can be an assembly, raw job material, scrap, items from a subcontractor, or parts from another source.
The information you enter is sent to an inspector, who then inspects the material and dispositions it.
For information on dispositioning material, review the next
Inspection Processing section.
When nonconformant materials are reported by employees through Time and Expense Entry, nonconformance
records are created. You can then review and edit these records in the Nonconformance program. For these
types of records, you can only modify the quantity and the reason fields in Nonconformance. All the other fields
are unavailable.
Menu Path: Production Management > Quality Assurance > General Operations > Nonconformance
Nonconformance - Material
To enter a nonconformance for material during job production:
1. Click the Down Arrow next to the New button; select New Material.
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2. Enter the Employee who discovered the nonconformance. You can do this by entering the employee
number directly or by clicking the search button to find and select it.
3. In the Job field, enter the job in which the non-conforming material was found.
4. Select the assembly on which the non-conforming material was found. You can enter this number directly,
select it from the list, or click the Assembly button to find and select it. If there is only one assembly on
the job, a 0 displays in this field.
5. Select the Material sequence from the assembly that is non-conforming.
6. The Part number, Description, and Revision of the part only display for your information; you cannot
change these values.
7. Enter the Quantity of the material that is non-conforming and set the appropriate unit of measure.
The quantity can be expressed as a whole or as a fraction
with decimals (if allowed). For more information on the
unit of measure functionality, review the Part Parameters
chapter in the Epicor ERP Implementation Guide. If
multiple units of measures are tracked for the part, the
quantity entered here cannot be greater than the on-hand
quantity for this part. For more information on how you
track multiple units of measure, review the Parts section
in the chapter concerning Inventory Management.
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8. This Transaction displays the quantity of material for this nonconformance record. This value is based on
the unit of measure defined for this job material part within Job Entry.
9. Lot specifies the lot number of the part identified as non-conforming. This field is updated by the application;
if you need, change the lot.
10. The Serial Numbers button becomes active if the part is assigned a serial number. If a discrepancy exists
between the Quantity field and the number of serial numbers entered at the time of purchase order receipt,
and one of the warehouse sites is set to Full Serial Tracking, the application requires entry of additional serial
numbers.
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15. Use the other sheets to further specify the nonconformance records. Subcontract sheet to add, edit, or
delete open nonconformance records related to discrepant material from a subcontract operation.
Use the Subcontract sheet to add, edit, or delete open nonconformance records related to discrepant
material from a subcontract operation.
Use the Operation sheet to add, edit, or delete open nonconformance records related to discrepant job
assemblies.
Use the Inventory sheet to add, edit, or delete open nonconformance records related to discrepant
material in inventory.
Use the Other sheet to add, edit, or delete open nonconformance records that do not fit any of the
other types of nonconformance records.
Nonconformance PO Receipts
You can view nonconformance records related to purchase order receipts in this program if the nonconformance
records are closed. The closed status indicates the PO receipt quantities have been inspected.
To view a purchase order receipt nonconformance:
1. Click Search on the Navigation toolbar.
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2. In the Nonconformance Search window, filter the search to only retrieve closed nonconformance records
by selecting Closed in the Status field.
3. Click Search.
4. Select the purchase order receipt nonconformance you wish to view.
5. Click OK.
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Nonconformance - RMA
You can view nonconformance records related to RMA receipts in this program if the nonconformance records
are closed. The closed status indicates the RMA receipt quantities are dispositioned.
To learn more about RMAs and how to disposition customer
returns, review the chapter on Customer Returns.
To view an RMA nonconformance:
1. Click Search on the Navigation toolbar.
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2. In the Nonconformance Search window, filter the search to only retrieve closed nonconformance records
by selecting Closed in the Status field.
3. Click Search.
4. Select the RMA receipt nonconformance you wish to view.
5. Click OK.
6. Notice the information on the RMA sheet is only for your information; you cannot change these values.
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7. Any pass or fail comments entered during RMA disposition or inspection display on the Comments sheet.
Inspection Processing
Use Inspection Processing Entry to inspect discrepant material found during job production or to inspect purchase
order receipts and customer returns.
You select the Inspection Required check box on a supplier record or a part class. Any material purchased from
that supplier or part class is automatically received into inspection; this stipulation cannot be changed during
purchase order entry or receipt entry. If the inspection check box is not set at the supplier or part class, however,
you can select this check box at purchase order entry or receipt entry.
For more information on setting up suppliers, read the Supplier
Maintenance section within the chapter on Purchasing. For
more information on part classes, read the Part Class section
within the Material Requirements Planning chapter.
Menu Path: Production Management > Quality Assurance > General Operations > Inspection Processing
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3. To find a specific PO number, enter it in the Starting At field. Follow the number with a period character.
For example, if the purchase order you are looking for is 4060, enter "4060." as shown in the graphic.
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4. The results returned will include only an exact match to the PO number.
If you enter the number without the period character, the
results will be returned with the match at the top of the
list, followed by subsequently numbered purchase orders.
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2. In the Inspection Processing Search window, you can filter the search to only retrieve pending inspection
records for a specific inspector.
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2. Select the Request Move check box to indicate the passed quantity needs to be moved to another location.
This check box is available if you use the Advanced Material Management module. For more information
about this module, review application help.
3. If you want to print tags for items that passed inspection, click the Print Tags button and select the tags
you need.
4. In the Issue To section, select Stock to issue the material to stock, or select Job Material to issue the
material to a job.
5. If material that has passed inspection is related to a job, the Job, Assembly, and Material fields are available.
6. If you need to select locations different from the default warehouse/bin settings, specify a Warehouse and
Bin to move the passed quantity.
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2. Select the Request Move check box to indicate the failed quantity needs to be moved to another location.
This check box is available if you use the Advanced Material Management module. For more information
about this module, review application help.
3. If you want to print tags for items that failed inspection, click the Print Tags button.
4. Select the Reason the quantity failed inspection.
5. The Warehouse drop-down list defines the warehouse into which the failed quantity will be moved.
6. The Bin defines the bin into which the failed quantity will be moved. If you do not know the bin number,
click the Bin button to find and select it.
When this inspection record is saved, the quantity for that bin is not updated. Instead, the bin information,
reason code, and failed quantity combine to create a DMR (Discrepant Material Report) record that you use
within DMR Processing.
7. Enter a DMR number for the failed quantity; optionally, leave this field set to 0 (zero) to cause the application
to automatically create a new DMR record for DMR Processing.
8. Select the Create Corrective Action check box to launch Corrective Actions when this inspection record
is saved. Use this functionality to create a corrective action record for the quantity of material that did not
pass inspection.
9. If you are failing a part quantity that uses serial numbers, you must click the Serial Numbers button to find
and select the serial number for each failed part.
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2. Use the Operations sheet to inspect non-conformant records related to discrepant job assemblies.
3. Use the Inventory sheet to inspect non-conformant records related to discrepant material in inventory.
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1. Click Search on the Navigation toolbar to find and select a purchase order receipt requiring inspection.
2. Information about this record previously entered in Receipt Entry displays at the top of the PO Receipts >
Detail sheet.
To learn more about entering purchase order receipts,
review the Shipping and Receiving chapter.
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2. Information about this record entered in RMA Processing displays in a grid on the RMAs sheet.
3. Click the RMA Disposition button to disposition the returned material.
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4. Enter the Job Number, Assembly, and Operation from which the first articles originate.
5. Notice the Part and Revision information for this first article display.
6. Optionally, click the Resource ID button to find and select the resource that will produce the first articles.
7. Specify the quantity of first articles planned to be inspected in the Expected Quantity field.
8. Click OK. When asked to confirm changes, click Yes.
9. Now you are ready to process this first article inspection. Click Search on the Navigation toolbar to find
and select the first article record just created.
10. Information about this record displays on the First Articles sheet.
11. The Inspector ID is the individual who inspected the material.
12. If you know the employee responsible for the articles in this inspection, you can enter it in the Employee
field; otherwise, click the Employee button to find and select the employee.
13. Enter the quantity inspected in the Quantity field.
14. Select the Status of this first article inspection. Available options:
Approve Indicates an approved operation status. Labor can now be posted against the operation.
Provisional Indicates an operation that can proceed, with an additional required inspection.
Resubmit Indicates the operation may continue, but another inspection is required.
Waiting - Identifies a waiting status for an inspection. A new record is automatically set to Waiting.
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Inspection Results
Use Inspection Results Entry to enter and gather inspection data for parts, operations, resources, equipment, and
fixed assets. You can access this program through other programs or from the Main Menu.
When you launch Inspection Results Entry from another program, data such as Part, Job, Quantity, and so on
automatically populates the results record. You can launch Inspection Results Entry from Time Entry, Report
Quantity (MES), End Activity (MES), RMA Disposition, and Inspection Processing all types.
Once the inspection quantity is established, you enter inspection results for each item using the configured screen
and rules created for the inspection plan and specification defined. From this test data, the application determines
- based on the rules - if the item has passed or failed. In some cases, the quantity passed and failed is returned
to the calling process.
Menu Path: Production Management > Quality Assurance > General Operations > Inspection Results Entry
While you can access Inspection Results Entry from the above path, the following example launches the program
from Inspection Processing Entry. To show this feature, a purchase order receipt is processed that requires
inspection. This receipt has a part revision with both an inspection plan and a specification.
To enter inspection results:
1. Navigate to Production Management > Quality Assurance > General Operations > Inspection
Processing
2. Click Search on the Navigation toolbar to find and select a purchase order receipt requiring inspection.
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3. Information about this record previously entered in Receipt Entry displays at the top of the PO Receipts >
Detail sheet.
4. From the Inspector ID list, select the individual that is inspecting the material.
5. Because the part revision on this purchase order has both an inspection plan and a specification, the
Inspection Data button is available. Click this button.
6. The Inspection Results Entry program displays.
7. If you access Inspection Results Entry from the Main Menu, the NCM, Job, and Part fields are available
to search for the nonconformance, job, and part records you want to enter inspection data.
In this example, however, these fields are not available because you accessed this program from within
another process inspection processing. Rather, they display the information from the process and cannot
be changed.
8. Whether the Enter Operation Information check box is selected or cleared depends on if you call Inspection
Results Entry from another program or from the Main Menu. If you launch Inspection Results Entry from
another program, the program either selects or clears this check box. When you call this program from the
Main Menu and define a nonconformance record or job, clearing this check box causes the inspection plan
for the job or assembly to be used instead of the inspection plan for the operation.
9. The Part Inspection Documents and Specification Documents indicators display in green once the
current part revision and specification have documents attached to them.
10. Use the Inspection Type list to define the type of inspection you are conducting. If you select a
nonconformance, job, or part record, the Inspection Type defaults to Part and cannot be changed; however,
you have other options as well. Options include:
Part
Resource
Equipment
Asset
11. The Quantity field displays the quantity from the nonconformance, RMA, job, or purchase order receipt.
This field works in a similar way as other fields in this program. If you launch Inspection Results Entry from
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another program, the quantity value defaults and cannot be changed. If you access this program from the
Main Menu, this field is available.
12. If you launch Inspection Results Entry from another program and that job, operation, part, or nonconformance
has a plan, the Inspection Plan ID field displays this value by default.
13. If you launch Inspection Results Entry from another program, and that job, operation, part, or nonconformance
has an associated specification, that specification defaults in the Specification field.
14. Click the Generate Test Set button to create sample test rows in the grid. The numbers of rows created
equals the value specified in the Quantity field.
2. Highlight the row in the grid for which you want to enter inspection results.
All the rows initially display a Passed status.
3. Click the Enter Results button.
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4. The configured screen designed for the inspection plan selected in Inspection Results Entry displays. This
configured screen also uses the specification selected in Inspection Results Entry.
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9. Return to Inspection Results Entry. Notice the Passed Qty and Failed Qty fields update based on the
inspection results. In this example, three out of five inspected items failed inspection.
10. In the Reason field, select a reason code why the items failed inspection.
11. Complete the remaining required fields. When you finish, click Save on the Standard toolbar.
12. An application generated DMR Number displays.
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DMR Processing
Use DMR Processing to process job material, job assemblies, inventory, customer returns, or purchase order
receipts that fail inspection. These discrepant parts are placed on the Discrepant Material Report (DMR).
In this program, you decide how to deal with discrepant parts. You can accept them, deciding they can be used,
or you can reject them, sending them back to your supplier. You can create a debit memo request from the
supplier for the rejected parts.
Packing slips for DMR rejected parts are processed in
Miscellaneous Shipment Entry. This standardizes shipping
procedures and enables part tracking for quantities returned
to suppliers.
You can enter as many acceptances, rejections, and debit memo requests as necessary for a single DMR. For
example, you can accept a quantity into your stock, accept a quantity into a job material record, reject a quantity
and assign it an RMA number so you can return it to the supplier, and reject a quantity you will scrap. The rejected
and accepted quantity total must equal the discrepant quantity total on the DMR.
Menu Path: Production Management > Quality Assurance > General Operations > DMR Processing
2. The Total Quantities section displays the accepted and rejected quantities. This must equal the failed
quantity when done.
3. The Open/Closed button indicates whether this DMR is complete and closed. A DMR is automatically closed
when the total accepted quantity plus the total rejected quantity equals the discrepant quantity on the DMR.
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4. If the DMR was created from a job material or job subcontract operation, the supplier from the purchase
order associated with the job material or subcontract operation displays in the Supplier section. Any debit
memos you request for this DMR is associated with this supplier. If you need, select a different supplier.
5. The Status section displays the current costs associated with the parts to be dispositioned.
6. You can use the user-defined Check Off fields to alert individuals when a DMR record is processed. To use
these fields, you must first activate the alert that corresponds to the check off field in Global Alerts.
For more information on Check Offs, review application
help.
7. If the discrepant parts are from inventory or a purchase order receipt, the Location section displays the
name of the warehouse and bin from which they came.
8. When you finish, click Save on the Standard toolbar.
2. The Accept > Material > Detail sheet is available for data entry.
3. Use the Accept > Operation sheet to disposition accepted parts to the job from which they originally came.
4. Use the Accept > Stock sheet to disposition accepted parts into stock.
5. The Job linked to this material displays by default; if you need, change the job.
6. Enter the Quantity of this discrepant material you are accepting to the job. The DMR is closed when the
entire Accepted quantity plus the entire Rejected quantity equals the total discrepant quantity.
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2. Enter the Supplier RMA (return material authorization) number that the supplier has given you to attach
to this discrepant material.
3. Enter the Quantity of the discrepant material you are rejecting. The DMR is closed when the entire Accepted
quantity plus the entire Rejected quantity equals the DMRs total discrepant quantity.
4. Select the Reason for rejecting the material. You can select a default system reason code or a reason code
you have created. For information on these codes, review the previous Reason Codes section.
5. If you are rejecting parts on the DMR that uses serial numbers, click the Serial Numbers button to find and
select the serial number for each rejected part.
6. Select a Resolution. Available options:
Request Debit Memo If you save this record using this option, the application requests a debit memo
from the supplier. This memo uses the rejected quantity and the cost per unit defined on the purchase
order. A debit transaction for the rejected material is added to the DMR record.
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Require Supplier Credit If you save this record using this option, the application creates a credit note
for the supplier. This credit note uses the rejected quantity and the cost per unit defined on the purchase
order. A credit transaction for the rejected material is added to the DMR record.
No Further Action If selected, you are accepting the write-off of the rejected materials and the rejected
materials are not returned to the supplier.
7. To indicate that goods will be returned to the supplier, select the Return to Supplier check box.
8. If the DMR originated with the inspection of a purchase order receipt, the packing slip and line number
default in the Pack/Line field; if need, you can change this value.
9. The PO Number and Unit Price information defaults from the packing slip selected in the Pack/Line field.
10. Optionally, enter additional information on the Reject > Comments sheet.
11. When you finish, click Save on the Standard toolbar.
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6. Optionally, change the Exchange Rate for this transaction. The exchange rate currently listed in the Currency
Master file defaults.
7. Select the Lock check box to lock the exchange rate for this transaction. If this check box is selected, the
exchange rate specified at the time of this entry is used for the debit memo, even if the actual market rates
change between now and the time the debit memo is created.
8. The Rate Group displays the rate group for the currency exchange rate.
9. Enter the Unit Cost. The unit cost from the packing slip defaults if a packing slip was specified on the Reject
sheet.
10. Specify the quantity for which you would like the amount in the Unit Cost field credited to you by the
supplier in the Quantity field.
11. Select the Reason you are requesting the debit memo.
12. Once the debit memo or supplier credit is processed by accounts payable, the Invoice field is updated with
the invoice number.
13. When you finish, click Save on the Standard toolbar.
14. Notice on the Header sheet the Total Quantities section displays the parts on the DMR you accepted and
the parts on the DMR you rejected. The remaining parts on the DMR now should be 0 (zero).
15. Because the entire Accepted quantity plus the entire Rejected quantity equals the total discrepant quantity
on the DMR, the Open/Closed button now shows Closed. You can select the check box next to the
Open/Closed button to indicate this DMR is complete and closed. Now the information on this DMR cannot
be changed unless the DMR is reopened. A DMR is automatically closed when the total accepted quantity
plus the total rejected quantity equals the discrepant quantity on the DMR.
16. Use the History sheet to review the history of actions taken for a Discrepant Material Report record.
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Corrective Action
Use Corrective Action to specify what actions to take on nonconformant items. These items are specified in
nonconformance entries in the Nonconformance program.
A corrective action entry describes the action and contains information on the nonconformance entry, inspection
details, and the responsible employee. A corrective action entry also indicates the date on which the action must
occur.
Menu Path: Production Management > Quality Assurance > General Operations > Corrective Action
2. Enter a Description of the action that should be taken. In this example, you want to uncover the reason
why the steel you receive from this specific supplier is corroded.
3. Click the Non-Conf button to find and select the nonconformance record this corrective action is addressing.
To view the entire nonconformance record, click the Actions menu and select Non-Conformance.
You can also start a corrective action from DMR
Processing. When you do this, both the Nonconformance
record and DMR Number values default from DMR
Processing. You cannot change these values.
4. The DMR Number linked to this nonconformance record displays in this field.
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5. Select the Department responsible for carrying out the corrective action.
Job departments are set up in Job Department
Maintenance. For more information on this program, read
application help.
6. Click the Assigned To button to find and select the shop employee responsible for this corrective action.
7. Todays date displays into the Date Opened field, but you can change this value if you need.
8. Select the date the corrective action is required in the Due Date field.
9. Use the Action Complete field to enter the date on which the action was finished.
10. Select the Root Cause for the corrective action.
Root causes and corrective actions are Quality Assurance
reason types and are respectively defined as Cause and
Corrective Action. Reason codes are maintained in Reason
Code Maintenance. For more information, read the
Reason Code Maintenance section earlier in this chapter.
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15. Use the Root Cause Investigation sheet to add comments to help with the investigation of the problem.
16. If you need, use the Action Comments sheet to enter information about the action or solution.
17. Use the Audit Comments sheet to enter comments that pertain to inspecting the part after the corrective
action takes place.
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1. Click the Course ID button to search for and select a course for which to make a new revision.
2. Click the Down Arrow next to the New button; Select New Revision.
3. The Revision > Detail sheet displays. In the Revision field, enter a revision identifier.
4. Enter a Description for the new revision.
5. Specify a Revision Date and Effective Date the date when this revision is available.
6. Select the Course Duration; options include Hours, Days, Weeks, and Months.
7. Optionally enter the Training Expires in time frame.
8. Click Save on the Standard toolbar.
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2. Click the down arrow next to the New button; select New Course Schedule.
3. In the Course Dates section, define the course schedule including dates and the duration.
4. Specify the Course Location of the training course session.
5. Select the Instructor for the training session; options include Employee, Supplier, or Customer.
6. Click the appropriate Employee, Supplier, or Customer button to select the instructor for the training
session.
7. Optionally enter the Max Attendees for the training session.
8. In the Course Cost field, define the expense per attendee for the duration of the training session.
9. Click Save on the Standard toolbar.
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4. Click the Course Schedule button to search for and select the training session.
5. Click Save on the Standard toolbar.
You can use the Employee Training Course Report to view
training that is up for renewal during a particular date
range.
2. Select the course session your employee attended under the Firm node within the Tree View.
3. In the Course Dates section, update details of the session such as overall expenses, attendee results,
reimbursement requirements, and any additional comments.
4. Click Save on the Standard toolbar.
Reports
This section describes some key quality reports you use to monitor discrepant material. You can run these reports
whenever you need. You can also set up each report to generate and print through a recurring, automatic
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schedule. Review the Automatic Data Processing chapter in the Epicor ERP Implementation Guide for information
on how you link a report to a recurring schedule.
Nonconformance Analysis
The Nonconformance Analysis Report lists all nonconformance entries, separated by defective units, material
issues, and scrapped materials. Cost totals also display on this report.
Main Menu Path: Production Management > Quality Assurance > Reports > Nonconformance Analysis
Menu Path: Production Management > Quality Assurance > Reports > Nonconformance Analysis
To generate this report:
1. Use the From and To fields to specify the date range of nonconformance records on the report.
2. Select the nonconformance types you would like to see on the report. The only RMA records retrieved are
those defined as being in nonconformance because they failed during disposition processing.
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3. If you want to include the comments added during nonconformance entry, select the Print Comments check
box.
4. Use the Filter sheet to filter the report by Parts, Employees, and/or Resources.
5. Select how you would like the report organized in the Sort By field.
6. Click Print on the Standard toolbar to run the report.
Inspection Pending
The Inspection Pending Report lists all items you have received to inspection including those received through
Receipt Entry or Return Material Authorization. The report also indicates if a variance exists between the purchase
order cost and the invoice cost for the receipt.
Menu Path: Production Management > Quality Assurance > Reports > Inspection Pending
To generate this report:
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1. Use the Report Options section to indicate those items you want to review on the report.
2. Select an As of Date. All items sent to Inspection on or before this date display on the report.
3. If you want to include inspection activity closed since the As of Date, select the Show Periods Closed
Activity check box.
4. Select the Page Break Between Sections check box to start a new report page for each section (based
on the chosen Report Options).
5. Select the Page Break Between PO Inspectors check box to start a new report page for each Inspectors
items.
6. Click Print on the Standard toolbar to run the report.
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2. To indicate a new report page should print for each new DMR, select the New Page per DMR check box.
3. Select the Show Periods Closed Activity to print all DMR activity closed since the Cut Off Date.
4. You can Sort By either DMR number or part number.
5. Click Print on the Standard toolbar to run the report.
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1. Enter a range of dates to include on the report in the From Date and To Date fields, or, use the Dynamic
date functionality to select a period of time.
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Setup
This section describes the primary records you need to create for the Inventory Management module. These
programs are contained within the Setup folder for this module. Only the primary records are described here.
Some areas within the next Operations section may also document setup records if they are required for a specific
workflow.
You may also need to set up some parameters within Company Configuration. Some modules have global settings
you define through this administration program. For more information, review application help for this module;
the Configuration topic details the options you define within Company Configuration.
Parts
You store information on each part you manufacture or purchase within Part Maintenance records. This information
includes general information such as part number and description. It also contains more specific inventory
information such as unit of measure, non-stock status, weight, and warehouse information (primary warehouse
and bin, and minimum, maximum, and safety stock quantities).
Many fields in the part master record impact multiple areas of your Epicor application. Some of these fields have
already been discussed in previous chapters of this guide. For example, the Engineering chapter reviews basic
part information on the Part and Site sheets of Part Maintenance, while the Epicor ERP Implementation Guide
describes additional programs used to configure part records. This section of the guide focuses on part fields and
features that affect inventory.
Menu Path: Material Management > Inventory Management > Setup > Part
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1. Select the UOM Class you need for this part record. A Unit of Measure Class defines the combination of
unit of measure values valid for the part and the factors required to convert part quantities to the base unit
of measure. Once a new part is used in a part transaction, you cannot change the UOM Class. For more
information on creating UOM Classes, review the Epicor ERP Implementation Guide.
2. Click the Primary UOMs drop-down lists to select the unit of measure values you use for storing (Inventory),
sales orders (Sales), and purchase orders (Purchasing):
Inventory Typically this value is the smallest unit of measure in which you stock the part. The value
you select is the default UOM for all inventory related transactions. The first value that displays is the
code selected as the Base UOM within the UOM Class.
Sales Defines the primary sales and quotes UOM for the part. This unit of measure value is the default
for all sales orders and quotes created for this part. The first value that displays is the code selected as
the Default UOM within the UOM Class.
Purchasing Defines the primary purchasing UOM for the part. This unit of measure value is the default
for all purchase orders created for this part. The first value that displays is the code selected as the Default
UOM within the UOM Class.
3. If required by Intrastat reporting, select the Country of Origin for this part. This value defines the country
from which this part is created. Some European countries require you report this code to Intrastat authorities
when parts arrive from other European Union (EU) countries. If you need, you can define all the countries
of origin you need for this part within the Reporting > Country of Origin sheet. Use this sheet to indicate
the relative value and quantity percentage breakdown for each country. Review the following Part
Maintenance Country of Origin section for more information.
4. Enter the Unit Net Weight for an inventory unit of this part. After you define this numeric value, select the
weight unit of measure you need, like kilograms, pounds, ounce, and so on. This value is multiplied against
line quantities to calculate the Total Net Weight value on the invoices Intrastat Data sheet.
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5. Enter the Unit Net Volume for an inventory unit of this part. After you define this numeric value, select
the volume unit of measure you need, like cubic centimeters, square inches, and so on. This value is used
to determine the volume of the part quantity on the Fulfillment Workbench. For more information about
the Fulfillment Workbench, review the Sales Order Processing chapter.
6. If you want to track this part by lot, select the Track Lots check box. Each time you enter an inventory
transaction for this part, you must also enter a lot number reference. You can define the lot numbers available
for this part through the Lots sheets. Review the following Part Maintenance Lots section for more
information.
7. Optionally select the Package Control Specific UOMs check box if you wish to use Package Control
functions and would like to assign package codes to specific part/UOM combinations in the Part > UOMs
> Detail or List sheets.
8. Select the Track Multiple UOMs check box to indicate the application can record inventory balances for
the current part using multiple units of measure. If this check box is clear, the application only stores inventory
balances using a base unit of measure. This check box is not available if the part is serial tracked.
Before you select the Track Multiple UOMs check box,
verify you need to store this part using multiple unit of
measure values. After you select this check box, you can
only clear this check box if no inventory balances exist for
the part.
9. If you want, select the Track Serial Numbers check box to indicate serial numbers are tracked for this part.
Parts assigned serial numbers can be tracked individually by order, job, inventory, and return material
authorization (RMA)/discrepant material report (DMR).
10. Select the Costing Method you want to use for calculating the cost of this part. The selected costing method
determines which calculation the application uses whenever it retrieves a unit cost (the usage cost of one
part) for this part record. The costing method defined within the Company Configuration program displays
by default, but you can override this value on individual part records (and also Part-Site records). Available
methods:
Average Cost Calculates a weighted average of all receipt costs for this part.
FIFO An abbreviation for First In First Out. This method assumes the next quantity to be issued or
shipped from stock is the oldest quantity stored within the warehouse. As long as a quantity remains
from the original received quantity, the application uses this cost value until the entire quantity from the
original receipt is consumed.
Last Cost Calculates the most recent receipt cost for this part.
Lot Average Cost Calculates an average cost of all parts in a lot. This value is the total cost divided
by the total quantity for all parts within a lot.
Lot FIFO Determines the cost of all parts in a lot by using the FIFO costing method described above.
Standard Cost Calculates a set cost you establish and enter for this part. You define and update the
standard cost for each part within the Costing Workbench.
For more information on Costing Methods, review the
Job Costing Technical Reference Guide. This guide is
available within application help. Using the application
help table of contents, navigate to the Job Management
> Working With node to display this guide.
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11. Select the Non-Stock Item check box to indicate this part is not normally stocked in inventory. Both purchased
and manufactured parts can be either stocked or non-stocked. If you enter non-stocked parts in your part
records, their default descriptions are supplied (just like stocked items) when you enter their part numbers
on an order or a job.
If a part is not defined as non-stock, then all requirements come from stock and the part is controlled through
minimum, maximum, and safety stock settings.
If a manufactured part is non-stocked, then each time a
sales order creates a requirement for this part, the part is
listed in manufacturing suggestions and is produced and
shipped from the job. If a purchased part is non-stocked,
then each time a job creates a requirement for this part,
the part is listed in purchasing suggestions and is
purchased and received directly to the job.
12. Selecting the Track Serial Numbers check box activates the S/N Format button. Click this button to define
how serial numbers are tracked for this selected part.
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1. When you chose to track serial numbers for a part and press the S/N Format button, The Serial Number
Format window displays.
2. Indicate the Base Number Structure you want the serial numbers for this part to use. Available options:
Numeric Only Serial numbers generate only using numeric characters.
Alphanumeric Serial numbers generate using both alphabetic and numeric characters.
Serial Mask Serial numbers are created using a serial mask. Serial masks are created using Serial Mask
Maintenance; this program is described within the Epicor ERP Implementation Guide.
3. If you select either the Numeric Only or Alphanumeric options, the Prefix field activates. Depending on your
selection, use this field to enter either a numeric or alphanumeric set of characters. This value is used as the
starting characters for each generated serial number.
4. If you select the Numeric Only option, the fields within the Numeric Only Options section activate. Use these
fields to define the Number of Digits available for each serial number and indicate if these numbers can
use Leading Zeros.
5. If you select the Serial Mask option, the Serial Mask button activates. Use this button to find and select a
serial mask; this mask is used to define how serial numbers generate for this part.
6. The Serial Mask Type options indicate whether this serial mask is a Validation or a Generation type. The
type selected defined on the serial mask record displays; you cannot change this value.
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7. If the serial mask is a Generation type, the Mask Prefix field is available. Enter the value you want in this
field; all serial numbers for this part start with this value.
8. If the serial mask is a Generation type, the Mask Suffix field is available. Enter the value you want in this
field; all serial numbers for this part end with this value.
9. Optionally, select the Use Serial Mask Starting Sequence check box. This indicates you want to use the
starting sequence defined on the serial mask record.
10. However, if you clear the Use Serial Mask, the Starting Sequence field activates. Use this field to enter the
starting sequence value you want for serial numbers generated through this mask.
11. When you finish defining the serial number structure, click OK.
12. Click Close to exit the window. As activity is placed against this part record, serial numbers generate for
the part quantities. You use the Serial Matching and Serial Number Tracker programs to both review and
fine-tune this activity. These programs are explored within the Serial Number Tools section later in this
chapter.
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2. Use the Conversion Factor value to calculate the conversion between the UOM code and the Base UOM
code for the UOM Class selected for the current part. This field is available if the Part Specific check box is
selected for the UOM code within UOM Class Maintenance. In this case, the Part Specific check box is
selected on this Part Maintenance > UOMs sheet and cannot be changed.
3. The Track on Hand check box indicates if the application tracks inventory balances within the current UOM
code. Depending on whether the Track Multiple UOMs check box is selected on the Part > Detail sheet,
different options are available:
If the Track Multiple UOMs check box is cleared, this check box is not available. This indicates the
inventory balances for the part are only tracked using the Primary UOM Inventory value assigned to
the part.
If the Track Multiple UOMs check box is selected, this check box is available. If you then select this
check box on this sheet, it indicates this UOM code can be used when placing orders and storing inventory.
If you clear this check box, you cannot use this UOM for orders or inventory.
4. Enter the Unit Net Volume for an inventory unit of this current part when it is selected on the Fulfillment
Workbench. After you define this numeric value, select the Volume UOM from the drop-down list that
represents the unit of measure for the volume of this part. The default value is defined within Company
Configuration.
This value is multiplied against the Primary UOMs Inventory unit of measure to calculate the volume for
the part quantity within the Fulfillment Workbench. For example, if you select Feet for the parts Primary
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UOMs Inventory field, enter 50.50 in the Unit Net Volume field, and select Cubic Inches as the Volume
UOM, then one foot unit of this item equals 50.5 cubic inches.
5. (Optional) If you are using Package Control functions, the Part Specific Package Code check box indicates
if package code assignment (if any) is part specific. It is read-only and displays the setting of the Package
Code Specific UOMs check box in the Part > Detail sheet. You can use the remainder of the fields in the
Package Code section to assign a package code to the part/UOM code combination.
6. Select a Package Code to associate with this part/UOM code combination. This allows you designate the
type of packaging that should be used for transactions expressed in a given unit of measure.
7. Select Default if this package code is the default for this part.
8. Specify the Display Sequence for the package code. This controls the selection or drop down list sequencing
when a transaction field prompts for entry of a package code.
9. Use the Display Hidden check box to designate if the package code assigned to this part and UOM class
should be hidden when using Job Output by PCID.
10. The Product Codes section displays the specific codes you want to use with this unit of measure. Product
codes are unique registered numbers that identify a specific part and a UOM. An example of a product code
is the standard UPC-12 barcode found on most consumer items purchased in the US and Canada. You can
also enter EAN-13, EAN-14, EAN-8, GTIN-14, and HIBC product codes. Each product code is used in different
regions of the world, but all are similar to the UPC code. Instead of entering an actual part number within
a Part field, you can instead enter or scan these codes into the application.
If you enter or scan one of the codes in a part field, the application replaces it with the internal part number
and the correct UOM. You can also print the appropriate product code on transaction documents, such as
a Picklist document.
11. Use the List sheet to navigate and select all the unit of measure records available for the current part.
12. When you finish, click Save on the Standard toolbar.
Lot Tracking
When a part is enabled for Lot Tracking, you can create and define lot details for each lot used to track the part.
You first define the attributes of the lot; these values indicate what additional inputs are required when a new
lot is created or used for the current part. You then define the parameters you want if you want to automatically
generate lot numbers. With these values in place, you can then create as many lot numbers you need for the
current part.
This section details the process you follow for creating and assigning lot numbers to the current part.
Lot Attributes
Lot attributes store number and date information you can track at the lot level. They define requirements needed
before a lot is used for tracking. You can display them on specific reports, labels, and search programs.
The default lot attributes are defined with Company Configuration, but if you need, you can override these values
on a specific part record. Select the attributes you want to use with each lot number generated for the current
part.
To define lot attributes for the current part:
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2. Use the Prefix field to define the characters or numbers to assign as leading characters for the lot numbers.
Enter any alphanumeric characters you need.
3. Click the Trailing Date String drop-down list to select the structure you want. This string is added to the
end of each generated lot number. A number of options are available like date, month, date/month/year,
and so on. You can also select formats that separate these values with hyphens.
4. The Non Part Specific check box indicates how the sequential lot number is assigned during lot number
generation. Selecting or clearing this check box activates different related fields; the next steps explain these
options.
5. Clear the Non Part Specific check box to indicate the next lot number is generated on a part-specific basis.
Enter a numeric value within the Next Number field. When the application generates a new lot number
for this part, the next number available from this starting value is used for the lot number.
6. Select the Non Part Specific check box to activate the Global Lot Sequence drop-down list. When the
application generates a new lot number for this part, the next sequence number available within this code
you selected from the drop-down list is used for the lot number.
You create sequence records within Global Lot Sequence
Maintenance. To navigate to this program: Material
Management > Inventory Management > Setup > Global
Lot Sequence
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7. Optionally, you can limit the Number Of Digits available for the serialized integer section of the lot number.
Enter a numeric value in this field.
8. Select the Leading Zeroes check box to indicate you want additional zeros added in front of the trailing
date string.
9. The Next generated lot will be field displays the format structure you defined.
10. When you finish, click Save on the Standard toolbar.
Sites
The Site > Detail sheet (and subordinate sheets) contain default warehouse, warehouse bin and inventory
information for each part in a specified site.
Using the Warehouses > Detail or Warehouses > Bin Information sheets, you can define Initial / Minimum,
Threshold / Safety, Maximum and Replenish / Kanban used by the Replenishment Workbench, and in Kanban
processing at the warehouse (or warehouse bin) levels. You use the Cycle Count sheet to define cycle counting
parameters for each part-site record.
To add a new site to the current part:
1. Click the Down Arrow next to the New button; select New Site.
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5. If you need, select the Costing Method you use for the parts manufactured in this site. The available costing
methods are explored in the previous Part Inventory Details section.
6. Optionally, enter the Min On-Hand value for this part-site record. This value indicates the smallest quantity
that needs to be available within this site.
7. Optionally, enter the Max On-Hand value for this part-site record. This value indicates the largest quantity
that can be stored within this site.
8. Optionally, enter the Safety Stock you need for this part. This quantity provides a value to help prevent
unforeseen issues with the inventory quantity. The Time Phased Material Requirements report notifies you
when a part quantity is forecasted to go below this number.
9. Optionally, you can use the Calculate Min/Max/Safety Values section to specify History Window, Safety
Factor and Max Factor parameters used by the Min Max Safety Mass Update process to automatically
calculate and update the Min On-Hand, Max On-Hand and Safety Stock values for this part-site record.
These parameters, when entered for specific part-site records, override similar parameters you may have
defined for the associated part class in Part Class Maintenance.
10. You can optionally specify buyer, minimum order quantity, lead time, forecast time, supplier, Generate PO
suggestions, Buy To Order, and Drop Ship Item overrides within the Purchasing section. These parameters
apply when you purchase the part for the specified site and override the same parameters defined at the
part level for the site within Site Configuration Control.
11. If you select the Allow Consumption of Minimum Qty check box on the site record, you can define
Urgent Planning options. These options are an alternate set of values available when you generate PO
suggestions. If the projected On-Hand Quantity falls below the Safety Stock quantity during the lead time
date range (MRP Scheduled Start Date + Lead Time), the Urgent Planning values are used instead to calculate
the PO suggestion quantities. Through these parameters, you can define the specific quantities, lead times,
and suppliers to use for immediate supply needs.
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12. You can add additional warehouses to this part-site record. To do this, click the Down Arrow next to the
New button; select New Warehouse.
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16. You can also define warehouse bins for this current warehouse. To do this, click the Down Arrow next to
the New button; select New Warehouse Bin.
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Country of Origin
Use the Country of Origin functionality to designate the countries in which the current part was manufactured.
You also indicate how much of the part was created within a country based on either the quantity or the value
of its raw materials.
Some European countries require you report the countries of origin and percentage breakdowns when part
quantities are received from other European Union countries. Typically this information is required to print on
the product labels. The information you enter in this sheet are the default values for the part, but you can override
these default values on a specific shipment.
To add a Country of Origin to the current part:
1. Click the Down Arrow next to the New button; select New Country of Origin.
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6. Select the Primary check box to indicate this country is the main source for this part. You can only select
one country of origin as the primary source.
Part Class
Part Class Maintenance categorizes and organizes your parts. Part classes are primarily used for reporting purposes.
They also hold information about groups of parts you use within inventory. For example, Is inspection necessary
for these parts when they are received?, Can purchase order requisitions be entered?, Which buyer is responsible
for this part?, or What action should be taken when there is negative inventory?
Typically, part classes are created when you first implement
the application. Usually these codes are determined by
individuals representing accounting, purchasing, and
manufacturing personnel.
Menu Path: Material Management > Inventory Management > Setup > Part Class
To create a new part class:
1. Click New on the Standard toolbar.
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1. Click the Customer button to find and select the customer number for which you want to create part
number cross references. You can also enter the customer number directly.
2. Use the External Documents Settings field to specify how part cross references for this customer should
print on external documents such as sales order acknowledgments.
3. To create a new customer part cross reference, click New on the Standard toolbar.
4. Click the Part Number button to find and select the internal part number for which you are creating a
customer part cross reference. You can also enter the part number directly.
5. If the Serial Tracked check box is selected, it indicates that this part number is recorded on transactions
using serial numbers.
6. Enter the Customer Part Number, Customer Revision and Description to create the customer part cross
reference.
7. If using the Package Control ID (PCID) functions, you can specify the Customer EDI Container Type,
Customer Production Part Number or Customer Service Part Number cross references, and indicate
if the production or service part cross references should be Validated when used.
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8. If the part is serial number controlled and the format is a serial mask, you can optionally select an alternate
serial mask for this internal cross reference. Either enter the mask directly or click the Serial Masks button
to find and select the mask you want.
9. The Serial Number Format from the mask displays in this field.
10. If you need, enter a different Mask Prefix value.
11. Optionally, you can also enter a different Mask Suffix value.
12. Continue to add the customer part cross references you need. When you finish, click Save.
RFQ Entry
When you create a detail line on a new Request for Quote (RFQ), you can select a specific manufacturers part
number to include with it.
Menu Path: Material Management > Supplier Relationship Management > General Operations > RFQ Entry
To select a part cross reference for an RFQ:
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2. After creating the RFQ, click the Down Arrow next to the New button; select New Line.
3. Click the Part button to find and select a part that has part cross references.
4. The part cross references display within the Manufacturers Parts to be Quoted grid. All the cross references
available for the current part display on this grid.
5. The Manufacturer identifier and Name values display within their respective columns.
6. The Manufacturers Part Number displays within its own column.
7. If you want to keep this part number on this RFQ detail line, select the Include check box. If you want to
remove a cross reference part number from this RFQ detail line, clear the Include check box.
8. When you finish, click Save on the Standard toolbar.
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2. Enter the supplier part number and then select the Qualified Manufacturing/Manufacturing part values
to link them together. You can do this task from within both the Supplier Price List and the Approved
Supplier Maintenance programs. Approved Supplier Maintenance is discussed in the next section.
3. Select this supplier within Purchase Order Entry.
4. When you select the manufacturers part cross reference number, the suppliers part number displays as
well.
Within Purchase Order Entry, you can select Qualified
Manufacturing/Manufacturing parts even if you have not
defined supplier parts.
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4. Because you launched this program within Part Maintenance, the Part Number and Description
automatically display.
5. Review the Type value. In order to use part cross referencing, this drop-down list must display the Part
option.
6. Click the Supplier button to find and select the specific supplier you want to approve.
7. Optionally, enter a new Supplier Part. This value is the identifier used by the supplier. Click the Down
Arrow next to the New button; select New Supplier Part.
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8. On the Supplier Parts > Detail sheet, select the Default for Purchases check box when you want the
current supplier part to be the default option. Only one supplier part can be selected as the default supplier
part value.
9. Now select the manufacturer you want linked to this supplier part. To do this, click the Manufacturer
drop-down list to select an option.
10. The part cross references available for the selected manufacturer display on the Manufacturers Part
drop-down list. Select the part number you want associated with the current supplier part.
11. The Life Cycle Status and Market Availability fields display the values you entered within Qualified
Manufacturer Maintenance. These values display for your information; you cannot edit them.
12. Continue to add the supplier parts you need for the current approved supplier. When you finish, click Save
on the Standard toolbar.
Now when you use this approved supplier within Purchase Order Entry and select the manufacturers part cross
reference number, the suppliers part number displays as well.
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2. Enter the Manufacturer identifier you need. This value displays within other programs and reports.
3. Enter the Name of the manufacturer. This value displays on drop-down lists in other programs.
4. If you no longer want this manufacturer to be available within other programs, select the Inactive check
box. This record will not display on drop-down lists throughout the application. This check box is available
only if this manufacturer is not selected as a qualified manufacturer.
5. When you finish, click Save.
Lifecycle Statuses
You create lifecycle status codes within Life Cycle Status Maintenance. A lifecycle status code defines the point
at which a manufacturers part is at its useful period. For example, lifecycle codes within the electronics
manufacturing industry include Introduction, New Product, Rapid Growth, Maturity, Saturation, Not Recommended,
Phase Out, and so on.
Menu Path: Material Management > Purchase Management > Setup > Lifecycle
To create a new lifecycle status:
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2. Enter the Life Cycle Status identifier. This value displays within other programs and reports. In this example,
you enter Maturity.
3. Enter the Description you want for this lifecycle status. In this example, you enter Maturity.
4. One lifecycle status must be selected as the Default. Select this check box to assign the current lifecycle
status as the default. This lifecycle status automatically displays on the Life Cycle Status drop-down list
within Qualified Manufacturer Maintenance.
5. Select the Inactive check box to prevent this lifecycle status from being selected within Qualified Manufacturer
Maintenance. The status no longer displays on the Life Cycle Status drop-down list.
6. When you finish, click Save.
Qualified Manufacturers
Use Qualified Manufacturer Maintenance to link a manufacturer with a specific internal part. You can indicate
that multiple manufacturers are qualified for a part. You can also define one or more cross-reference part numbers
for each manufacturer.
Typically you use these records for organizations which do not directly supply part quantities to your company.
While your engineers design products, they often test a variety of manufacturers parts for form, fit, and function.
Qualified manufacturer parts are verified to have equal form, fit, or function possibilities and are interchangeable
within a specific area within a product design.
Menu Path: Material Management > Purchase Management > Setup > Qualified Manufacturer
To create a new qualified manufacturer record:
1. Click the Part Number button to find and select the internal part number you need.
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2. After you select the part, its Description displays in the accompanying field. You cannot change this value.
3. Click the Down Arrow next to the New button; select New Qualified Manufacturer.
4. Click the Manufacturer button to find and select the manufacturer you want to link, or qualify, with the
selected part. Users can now search for this identifier within RFQs and purchase orders.
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9. Enter the Manufacturers Part number used by this manufacturer to define this internal part.
10. Select the Life Cycle Status for this part. The default status displays automatically, but you can click the
drop-down list to select a different status.
11. Use the Market Availability field, enter either how long this product is available or how long it typically
takes to purchase the material in the marketplace. This value is for your information and is not used in any
calculations.
12. Continue to add any additional manufacturers part numbers you need. When you finish, click Save on the
Standard toolbar.
Operations
This section describes the operations available in the Inventory module. Each operation is described as a workflow
to help guide you through the process from start to finish. These programs are primarily found within the General
Operations folder for this module. If a unique setup record is required to run the operation, this record is also
described in this section.
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1. Select the Include Purchased Materials check box to indicate you want this information to display on the
report.
2. Select the Print Bar Codes check box to cause the report to display bar codes as well.
3. Select the Filter > Job sheet to select materials for a specific job to display on the report.
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2. If the Tree View on the left indicates this job includes subassemblies, you may choose to issue for the top
level assembly or all subassemblies. Select the Include Subassemblies check box to issue all material for
this job.
3. Click the Issue button and the Issue > List sheet displays.
4. The Sort column displays the related assemblies and operation numbers for each grid line. You can use it
to sort and group related assemblies by operation number. Click the Sort column header to select a specific
grouping of operations for related assemblies for issuance of materials.
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2. Click the Assembly drop-down list to select the correct assembly level.
3. Click the Mtl drop-down list to select the correct material.
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Issue Assemblies
Assemblies are issued when the job assembly is specified as a pull quantity from stock. Because the demand is
for a sub-assembly part, a pull quantity is different than a typical material requirement. Some of the quantity is
manufactured through a job, while the rest of the quantity is pulled from stock. This stock quantity may be the
result of overproduction on another job.
Menu Path: Material Management > Inventory Management > General Operations > Issue Assembly
To issue assemblies:
1. Click the Job button to find and select the job to which you are going to issue the assembly. You can also
enter the job number directly.
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2. Select the Bin from which you want to issue the material from the Warehouse/Bin grid.
3. Enter the Quantity you want to issue.
4. In the Reference field, enter a comment. The information you enter in this field is recorded in the part
transaction history file.
5. Select a Reason code for this miscellaneous issue. The reason code defines the offsetting general ledger
controls affected by this transaction.
6. If the part is lot tracked, you can click the Lot Number button to find and select the lot you need.
7. If the part is serial tracked, you can click the Serial Numbers button to select the serial numbers used with
the issued quantity.
8. When you finish, click OK.
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Return Material
Use the Return Material program as needed to return material from a job to inventory.
Menu Path: Material Management > Inventory Management > General Operations > Return Material
To return issued material from a job:
1. In the Job field, enter the job number containing material to be returned.
2. Click the Assembly drop-down list to select the correct assembly level.
3. Click the Mtl drop-down list to select the correct material operation.
4. The default from Warehouse and Bin for the issued material displays by default. If you need, however, you
can select a different warehouse and bin.
5. Enter the Date for the material return.
6. Select the Part you need to return to inventory.
7. Enter the Quantity you need to return to inventory.
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8. Optionally, enter a Reference for the return. The information you enter in this field is recorded in the part
transaction history file.
9. The default Warehouse and Bin for the returned quantity displays by default. If you need, however, you
can select a different warehouse and bin.
10. If the part is lot tracked, you can click the Lot Number button to find and select the lot you need.
11. If the part is serial tracked, you can click the Serial Numbers button to select the serial numbers used with
the received quantity.
12. Click OK to complete the transaction.
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2. If the Tree View on the left indicates this job includes subassemblies, you may choose to return for the top
level assembly or all subassemblies. Select the Include Subassemblies check box to issue all material for
this job.
3. Click the Return button and the Return > List sheet displays.
4. Click the Return All button to automatically update the Qty Returned field.
The Qty Returned field updates with the Previously Issued value. If necessary, you can override this value.
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2. If the job has more than one assembly, select the assembly you want to receive against in the Assembly
field. If the job only has one assembly, this field displays a zero (0) and you cannot select it.
3. Enter the Quantity to receive.
4. The Site, the Warehouse, and the Bin values for the part display by default, but if you need, you can
change these values.
5. If the part is lot tracked, you can use the Lot and the Next Lot buttons to define which lot is receiving the
parts.
6. If the part is serial tracked, you can click the Serial Numbers button to define the serial numbers used with
the received quantity.
7. When you finish, click OK.
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Replenishment Workbench
The Replenishment Workbench contains methods which facilitate material replentishment for supply chain and
distribution business flows. The Automatic, Manual, and Managed methods track stock-to-stock supply between
specific warehouses and bins.
To determine replenishment requirements, the Automatic and Manual replenishment methods use parameters
you define at the part warehouse or bin levels. The Automatic method continually monitors inventory balance
levels, automatically generating move requests when inventory quantities change in warehouse and bin locations.
Through the Manual method, you view proposed move requests and manually generate the actual move requests.
However, through the Managed method, you create "on-the-fly" move requests for parts without replenishment
parameters, or parts linked to part classes or product codes that have no parameters. You can view these
replenishment move requests in the Replenishment Workbench > Moves sheet, the Material Request Queue, or
in the Material Queue Manager, located on the Advanced Material Management General Operations menu.
Use the Replenishment Workbench to distribute Manual and Managed move requests. You also leverage this
program to review previously generated move requests. This program can be used with Kanban processing to
complete a supply-to-replenish synchronized flow.
You can also view move requests in the Material Request Queue
and the Material Queue Manager. These programs are located
in the Advanced Material Management module in the General
Operations folder.
Menu Path: Material Management > Inventory Management > General Operations > Replenishment Workbench
Manual Replenishment
To generate manual replenishment move requests:
1. Navigate to the Manual sheet.
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2. Click the To Warehouse drop-down list to select the warehouse for which replenishment move requests
will be manually generated.
3. To perform bin level replenishment for the specified warehouse, use the To Bin Type, the To Zone, and
the To Bin Range fields to specify the destination warehouse zone, bin types and warehouse bins for which
replenishment calculations are being performed. To perform warehouse level replenishment only for the
specified warehouse, leave these fields blank.
4. Optionally, select the Include Auto Replenishment check box to specify Automatic replenishment requests
generated by the Epicor application should also display in the Replenishment Moves grid.
5. Optionally, select the Include Supplier Managed check box to specify if supplier-managed bins should
also be included as a source of supply for replenishment materials.
6. Click the Mode drop-down list to select the type of replenishment quantity calculation (Fill to Maximum
or Use Replenishment Quantity) that should be performed when generating manual replenishment move
requests.
7. Select the Include Above Maximum, the Include Above Minimum, the Include Above Threshold, and
the Include Below Threshold check boxes as needed to view replenishment move requests candidates
based on various processing parameters. The application compares the calculated inventory balances for
parts in the destination warehouse (or warehouse bin) to replenishment parameters you have defined at
the part warehouse or part warehouse bin levels.
8. Click Retrieve to select and display replenishment move transaction request candidates that match the
specified warehouse and type criteria.
9. To calculate the available supply inventory quantity for display in the Avail field, use the Select check box
to indicate for which rows you want to calculate the replenishment transactions. After you select the rows,
click the Calculate Available button.
10. Using the Move Qty field, review the proposed move quantities for each of the proposed replenishment
move requests. You can override the move quantity for each transaction row as needed.
11. Click the Select All button to indicate move requests need to generate for all the current transaction rows.
12. Click the Generate Moves button to generate actual replenishment move requests for the replenishment
transaction rows selected in the Replenishment Moves grid.
Managed Replenishment
To perform Managed material replenishment:
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2. Click the To Warehouse drop-down list to select the warehouse for which replenishment move requests
are being created.
3. To perform bin level replenishment for the specified warehouse, use the To Bin Type, the To Zone, and
the To Bin Range fields to specify the destination warehouse zone, bin types and warehouse bins for which
replenishment calculations are being performed. To perform warehouse level replenishment only for the
specified warehouse, leave these fields blank.
4. Optionally, select the Include Supplier Managed check box to specify if supplier-managed bins should
also be included as a source of supply for replenishment materials.
5. In the Part Filter field, indicate if you want to filter search results by part number, part class, or part group;
depending on your selection, specify the part class or product class, or use the Filter sheet to select the
specific part numbers being filtered.
6. Click Retrieve to select and display part and inventory balance information for the specified warehouse,
type and filtering criteria.
7. To calculate the available supply inventory quantity for display in the Avail field, use the Select check box
to indicate for which rows you want to calculate the replenishment transactions. After you select the rows,
click the Calculate Available button.
8. Enter the Move Qty for each selected transaction row. This value defines the quantity that will be replenished.
9. Click the Select All button to indicate move requests need to generate for all the current transaction rows.
10. To create move requests for the selected transaction rows, click the Generate Moves button.
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Move Replenishments
Use the Moves sheet to review move requests generated or created for warehouses and bins. You first select the
warehouse that will receive the material quantities, and then you specify type of move requests (Automatic,
Manual, or Managed) to review.
The features on the Move sheet are similar to the options on
the Material Request Queue. This program is available in the
Advanced Material Management module.
To view replenishment move requests:
1. Navigate to the Moves sheet.
2. Click the To Warehouse drop-down list to select the warehouse for which you want to review move
requests.
3. Use the Auto, Manual and Managed check boxes to select the type of replenishment move requests being
retrieved.
4. Click Retrieve to retrieve and display all replenishment move requests matching the specified criteria.
5. To select specific transaction rows for processing, click the Select check box on each row.
6. Click the Select All button to process all the transaction rows on the grid.
7. Use the buttons at the bottom of the Moves sheet to assign employees and warehouse teams, set priority
levels, and place selected transactions on hold.
8. To view a report of the transactions, select one or multiple rows on the grid. Then click the Print button to
generate the Replenishment Moves report.
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Serial Matching
You use the Serial Matching program to link child serial numbers to parent serial numbers for a specific job or
an individual serial number. If a serial number is entered in the Top Serial sheet and it has a job number associated
with it, this process operates in job mode, restricting the serial number selection to available numbers on the
selected job. If a job number does not exist for the serial number, the process runs in serial number mode; you
can match serial numbers with any available related numbers.
Menu Path: Material Management > Inventory Management > General Operations > Serial Matching
To use serial matching:
1. Click the Job button to find and select a specific job number. You can also enter the job number directly.
If you manually enter a job number, this number is validated to make sure it uses a serial tracked part. Notice
that if you select a job and assembly first, you can only use the Serial Number Search to locate serial
numbers available on the selected job.
2. Click the Assembly button to find and select the assembly which contains the serial number you want to
match. You can also enter the assembly number directly.
3. The Part Number field displays the part identifier for the serial tracked part.
4. The Revision field displays the revision level for the serial tracked part.
5. The Description field displays the concise explanation of the serial tracked part.
6. The Status field displays the current state of the serial tracked part. Some status examples include consumed,
wip, and inventory.
7. The Quantity field displays the quantity being consumed or manufactured on a selected job.
8. The Date Created field displays the date on which the current serial number was created.
9. If the Fully Matched check box is selected, it indicates all the child serial numbers are completely paired to
a parent serial number.
10. Use the Matching Details sheet to manually match child serial numbers to parent serial numbers.
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11. Use the Available to Match sheet to finalize matching child and parent serial numbers while within Job
mode.
12. When you finish, click Save on the Standard toolbar.
2. The Part and the Description fields display the identifier and name of the part being serial tracked.
3. This section displays current warehouse information. The Status, Bin location, associated PCID (Package
Control ID) number (if any), and the Serial Mask ID display.
4. The Receiving section displays information about the purchased part shipment. The Supplier ID, the
Supplier Name, and the Packaging Slip/Line number display.
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5. The Shipping section displays information about the shipments to customers. The Sold To ID, the Ship
To Name, the Sold To Name, and the Packing Slip/Line number display.
6. The bottom section displays internal information about the serial tracked part. The Job/Assembly/Mtl,
Non-Conformance ID, DMR/Action, and other fields display in this section.
7. The Transactions sheet displays all the part transactions run against this serial tracked part. To display this
information, you must click the Retrieve button on this sheet.
8. The Lower Level Serials sheet displays all the child serial numbered parts used on lower level assemblies
for manufacturing the current parent serial number. To see these serial numbers, click the Retrieve button
on this sheet.
9. The Where Used sheet displays all the records that currently use the serial number. To display this
information, click the Retrieve button on this sheet.
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10. The One Time Ship To sheet displays the temporary one time ship to address (if any) entered for this serial
number into the Serial Number Maintenance > One Time Ship To sheet. Use this functionality when you
need to ship serialized part quantities to a unique location requested by the customer.
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1. Part-Warehouse Records You assign parts directly to a specific warehouse in Part Maintenance. You
can then define tolerances for each partwarehouse record; these values override the tolerances defined in
part-site records.
2. Part-Site Records You assign parts directly to a specific site in Part Maintenance. You can then define
tolerances for each partsite record; these values override the tolerances defined in warehouse records.
3. Warehouses You can define tolerances for a specific warehouse through Warehouse Maintenance. These
values override the tolerances defined in site configurations.
4. Site Configurations You can define tolerance parameters for a specific site using Site Configuration
Control. These values override the tolerances defined at the ABC code level.
5. ABC Codes These records define the least specific level in the parameter hierarchy.
The following sections describe the tolerance values available within each record of the hierarchy.
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2. From the Part > Sites > Detail sheet, select the Site from the tree view to select the part-site record you
need to modify.
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part-warehouse record. If you enter a zero percentage, you indicate any percentage variance is considered
out of tolerance. A percentage higher than zero indicates a percentage difference between the count
quantity and the frozen quantity, by more than this value, is considered out of tolerance. However, if the
quantity variance is below this Percent Tolerance, it is not included on count variance reports.
12. Select the Calculate Quantity check box to indicate the value in the Quantity Tolerance field is used to
control quantity discrepancy tolerances in cycle or physical counts for this part-warehouse record. If a count
variance for a part within this warehouse is within this quantity tolerance value, the part is not included on
count variance reports.
13. Select the Calculate Value check box to indicate the amount in the Value Tolerance field is used to control
value discrepancy tolerances in cycle or physical counts for the current part-warehouse record. If a count
variance calculated for the part in this warehouse is within the monetary value tolerance, the part is not
included on count variance reports.
14. When you finish, click Save on the Standard toolbar.
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2. On the Part > Sites > Detail sheet, chose the Site from the tree view to select the part-site record you
need to modify.
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Typically, you use this value to control the count discrepancy of parts counted by weight on a scale. In this
situation, count results often vary based on humidity. If a difference exists between the frozen quantity and
the counted quantity but fall within this tolerance value, no inventory adjustment is created. The part is now
assigned a status that indicates no quantity adjustments were posted.
5. Select the Calculate Percent check box to indicate you want the application to use the percentage defined
in the Percent Tolerance field to control discrepancy tolerances in cycle or physical counts for this part-site
record. If you enter a zero percentage, you indicate any percentage variance is considered out of tolerance.
A percentage higher than zero indicates a percentage difference between the count quantity and the frozen
quantity, by more than this value, is considered out of tolerance. If the quantity variance is below this Percent
Tolerance, however, it is not included on count variance reports.
6. Select the Calculate Quantity check box to indicate the value in the Quantity Tolerance field is used to
control quantity discrepancy tolerances in cycle or physical counts for this part-site record. If a count variance
for a part within this sites warehouses is within this quantity tolerance value, the part is not included on
count variance reports.
7. Select the Calculate Value check box to indicate the amount in the Value Tolerance field is used to control
value discrepancy tolerances in cycle or physical counts for the current part-site record. If a count variance
for a part within this sites warehouses is within this monetary tolerance value, the part is not included on
count variance reports.
8. When you finish, click Save on the Standard toolbar.
Warehouses
You use Warehouse Maintenance to define the cycle and physical inventory counting methods used with a
selected warehouse. You define these values on the sheets under the Cycle Count/Physical Inventory tab. The
values you define in Warehouse Maintenance override the values defined for the site which contains the warehouse.
Menu Path: Material Management > Inventory Management > Setup > Warehouse
To define cycle and physical inventory counting for a specific warehouse:
1. On the Warehouse Detail sheet, click the Warehouse button to find and select the warehouse you need.
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2. Navigate to the Cycle Count Detail sheet to define the cycle count method for the current warehouse. The
options you select on this sheet indicate how continuous inventory counting occurs within this warehouse.
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3. Select the Cycle Count Method used for this warehouse. Available options:
Use Site Setting Uses the cycle count method specified for the site within Site Configuration Control.
For more information about this option, review the previous sites section.
Repetitive Divides selected count items equally among the number of count days in the month. All
items that meet the selection criteria, regardless of the total number of selected items, are included. As
long as items are not removed from the list of those being counted, all items are counted according to
the specified cycle interval.
Random Uses an algorithm to randomly select the parts being counted based on the selection
parameters defined for a specific ABC code. Parts are selected randomly and then divided equally based
on the number of count cycles available in each month.
4. Select the Exclude Zero QOH check box to indicate parts with zero perpetual on-hand quantities in all bin
locations are not included during either cycle or physical counting for the current warehouse.
5. Select the Exclude Negative QOH check box to indicate parts with a negative perpetual on-hand quantity
in all bin locations are not included during either cycle or physical counting for the current warehouse.
6. You use the ABC Code sheet to specify ABC code count intervals and quantity/percent tolerances for the
current warehouse. To modify an ABC code, click the Down Arrow next to the New button; select New
ABC Code.
7. Click the ABC Code button to find and select the ABC code you need.
8. Select the Exclude from Cycle Count check box to indicate parts containing this ABC code can only be
counted during physical inventory and cannot be included during cycle counting within this warehouse. The
value you select in this field overrides the Exclude from Cycle Count option selected on either the site
configuration or the main ABC code record.
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9. Select the Override Stock Valuation check box to indicate a valuation percentage is used with this ABC
code within the current warehouse. Selecting this check box activates the Stock Valuation Percent field;
enter the percentage you need in this field.
10. Select the Override Count Frequency check box to define a specific count frequency for this ABC code
within this warehouse. If you select this check box, you activate the Count Frequency field. Enter the count
interval you want using a number of months value.
11. Select the Calculate Percent check box to indicate you want the application to use the percentage defined
in the Percent Tolerance field to control discrepancy tolerances in cycle or physical counts for this warehouse.
If you enter a zero percentage, you indicate any percentage variance is considered out of tolerance. A
percentage higher than zero indicates a percentage difference between the count quantity and the frozen
quantity, by more than this value, is considered out of tolerance. If the quantity variance is below this Percent
Tolerance, however, it is not included on count variance reports.
12. Select the Calculate Quantity check box to indicate the value in the Quantity Tolerance field is used to
control quantity discrepancy tolerances in cycle or physical counts for this ABC code within the current
warehouse. If a count variance for a part within this warehouse is within this quantity tolerance value, the
part is not included on count variance reports.
13. Select the Calculate Value check box to indicate the amount in the Value Tolerance field is used to control
value discrepancy tolerances in cycle or physical counts for this ABC code within the current warehouse. If
a count variance calculated for the part in this warehouse is within the monetary value tolerance, the part
is not included on count variance reports.
14. Continue to define the ABC code values you need for this warehouse. When you finish, click Save on the
Standard toolbar.
Sites
You can define cycle and physical count values for a site within Site Configuration Control. You first indicate the
cycle count method you want the site to use. You then select a specific ABC code and define the values you
want to use for the specific ABC code within the site. The values you define in Site Configuration Control override
the values defined for the main ABC code record.
Menu Path: System Setup > Company/Site Maintenance > Site Configuration
This program is not available in Epicor Web Access.
To define cycle and physical inventory counting for a specific site:
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1. On the Summary sheet, click the Site button to find and select the site you need to configure. You can
also enter the site record directly.
2. Navigate to the Modules > Inventory Management > Cycle Count > Detail sheet.
3. Select the Cycle Count Selection Method used for this site. Available options:
Repetitive Divides selected count items equally among the number of count days in the month. All
items that meet the selection criteria, regardless of the total number of selected items, are included. As
long as items are not removed from the list of those being counted, all items are counted according to
the specified cycle count frequency.
Random Uses an algorithm to randomly select the parts being counted based on the selection
parameters defined for a specific ABC code. Parts are selected randomly and then divided equally based
on the number of count cycles available in each month.
4. Click the Cycle Count Calendar button to find and select a production calendar. The cycle count frequency
follows the work days defined within the selected production calendar.
5. The Description text for the selected production calendar displays in this field.
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6. You are now ready to define how ABC codes are used within this site. To do this, click the Down Arrow
next to the New button; select New ABC Code.
7. Click the ABC Code button to find and select the ABC code. You can also enter the code directly.
8. Select the Exclude from Cycle Count check box to indicate parts containing this ABC code can only be
counted during a physical inventory and cannot be included during cycle counting within this site. The value
you select in this field overrides the Exclude from Cycle Count value selected on the main ABC code record.
9. Select the Override Stock Valuation check box to indicate that you need to use a different Stock Valuation
Percent for this site than what is defined within the main ABC code. Selecting this check box activates the
Percent field; enter the percentage you need in this field.
10. Select the Override Count Frequency check box to define a different count frequency for this site than
what is defined within the main ABC code. If you select this check box, you activate the Count Frequency
field. Enter the count interval you want using a number of months value.
11. Select the Calculate Percent check box to indicate you want the application to use the percentage defined
in the Percent Tolerance field to control discrepancy tolerances in cycle or physical counts for this site. If
you enter a zero percentage, you indicate any percentage variance is considered out of tolerance. A
percentage higher than zero indicates a percentage difference between the count quantity and the frozen
quantity, by more than this value, is considered out of tolerance. However, if the quantity variance is below
this Percent Tolerance, it is not included on count variance reports.
12. Select the Calculate Quantity check box to indicate the value within the Quantity Tolerance field is used
to control quantity discrepancy tolerances in cycle or physical counts for this ABC code within the current
site. If a count variance for a part within this site is within this quantity tolerance value, the part is not
included on count variance reports.
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13. Select the Calculate Value check box to indicate the value amount within the Value Tolerance field is
used to control value discrepancy tolerances in cycle or physical counts for this ABC code within the current
site. If a count variance calculated for the part in this site is within the monetary value tolerance, the part is
not included on count variance reports.
ABC Codes
You define the overall parameters used by an ABC code within ABC Code Maintenance. These values are always
used by the company unless overridden by another record that has more precedence within the hierarchy. The
values you define within the ABC code are then used to count the part quantities during either cycle or physical
counting.
Menu Path: Material Management > Inventory Management > Setup > ABC Code
To create a new ABC code:
1. Click New on the Standard toolbar.
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include items like current usage, On-Hand Quantity, and projected usage. Parts that fall within the percentage
value you define in this field are assigned to this ABC code.
When the Calculate ABC Codes program runs, it determines the total stock valuation and then ranks parts
by both percentage of usage and monetary value. For example, if 80.0 is entered into this field for ABC
Code A, the Calculate ABC Codes program assigns Code A to inventory items that represent 80% of the
value of the total inventory in this warehouse. If 95.0 is entered into this field for ABC Code B, the Calculate
ABC Codes program assigns Code B to inventory items that represent the next 15% of the value of the
total inventory in this warehouse. Enter 100.0 for ABC Code C to assign that code to inventory items that
represent the remaining 5% of the value of the total inventory in this warehouse.
5. Enter the Count Frequency value you need for this ABC code. A required field, use this value to indicate
how often parts with this ABC classification are counted on a daily basis. For example, if you count inventory
items on the basis of ABC classification, and Class A items require counting every 60 days, enter 60 into
this field. When you select parts for counting in cycle processing, the application selects all class A items
that have not been counted within the last 60 days for counting.
6. Select the Calculate Percent check box to indicate you want the application to use the percentage entered
in the Percent Tolerance field to control discrepancy tolerances in cycle or physical counts for this ABC
code. If you enter a zero percentage, you indicate that any percentage variance is considered out of tolerance.
A percentage higher than zero indicates that a percentage difference between the count quantity and the
frozen quantity, by more than this value, is considered out of tolerance. If the quantity variance is below
this Percent Tolerance, however, it is not included on count variance reports.
If any one of these tolerance values is exceeded, the part
is automatically included on a count variance report. For
example, the frozen quantity for Widget A is 100. If the
Percent Tolerance for this part is defined as 2% and the
Quantity Tolerance is set to 5, a count of 105 causes it to
appear on a count variance report. Even though the 105
value is within tolerance for the quantity, it is not within
tolerance for the percentage.
7. Select the Calculate Quantity check box to indicate the value in the Quantity Tolerance field is used to
control quantity discrepancy tolerances in cycle or physical counts for this ABC code. If a count variance for
a part within this warehouse is within this quantity tolerance value, the part is not included on count variance
reports.
8. Select the Calculate Value check box to indicate the value amount in the Value Tolerance field is used
to control value discrepancy tolerances in cycle or physical counts for this ABC code. If a count variance
calculated for the part in this warehouse is within the monetary value tolerance, the part is not included on
count variance reports.
9. When you finish, click Save.
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2. Select the Include Projected Usage check box to indicate whether estimated future usage of the part
should be included during the ABC code calculation.
3. If the Include Projected Usage check box is selected, the Projected Usage Through field activates. Select
the last date on which the estimated future use of the part is evaluated.
4. Select Include Current On-hand check box to indicate the value of the on-hand quantity for the part is
included in the Total Value when calculating the Stock Valuation Percentage. You define the Stock Valuation
Percent value on each ABC code within ABC Code Maintenance; for more information, review the previous
section.
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5. Select the Update ABC Codes check box to indicate all ABC codes are refreshed within the database. If
you clear this check box, the ABC codes are still calculated, but they print on reports as proposed, instead
of final, values.
6. Select the Warehouse stock valuation % option to calculate the Stock Valuation Percent values against
the Total Value of the parts in the warehouse; this amount can include items like current usage, On-Hand
Quantity, and projected usage.7
7. Select the Site stock valuation % option to calculate the Stock Valuation Percent values against the
Total Value of the parts in the site; this amount can include items like usage, On-Hand Quantity, and
projected usage. You define this value on each ABC code within ABC Code Maintenance.
8. Use the Filter sheet to limit the process to only calculate ABC codes within a specific site.
9. When you are ready to run the process, click the Process button on the Standard toolbar. The report that
results is sorted first by site and then by warehouse. It displays the options you selected within the process
program.
2. If you want, click the Filter tab to limit this process to only generate Last Cycle Count Date values for a
selected warehouse or warehouses.
3. When you are ready, click Process on the Standard toolbar.
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2. Click the Warehouse drop-down list to define the specific warehouse you want to schedule. Warehouses
available within the current site display on this list.
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3. Click the Year drop-down list to define the year during which this count schedule is run. This value must
be either the current or a future year.
4. Click the Cycle Period drop-down list to define the specific cycle period during which this cycle schedule
runs.
5. The first and last date for the selected cycle period display respectively in the Period Start and Period End
fields.
6. Click the Calendar button to find and select the production calendar you use with this cycle count schedule.
7. Select the Exclude On Hold check box to indicate any parts currently designated as on hold are not included
with the current cycle count schedule.
8. Select the Exclude Zero QOH check box to indicate parts with zero perpetual on-hand quantities in all bin
locations are not included with the current cycle count schedule.
9. Select the Exclude Negative QOH check box to indicate parts with a negative perpetual on-hand quantity
in all bin locations are not included with the current cycle count schedule.
10. Select the Exclude Parts Without Activity check box to indicate any parts which did not have activity since
the last cycle count are not included with the current cycle count schedule. This check box is available if the
Random Cycle Count Method is selected on either the warehouse or its site configuration.
11. Click Save.
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1. Click the Down Arrow next to the New button; select New Cycle.
2. The Cycle Sequence field indicates the number of the cycle within the current schedule.
3. If you need, you can modify the Cycle Date. You can select any date within the current period and year of
the cycle schedule. Cycle Date values do not need to be sequential with previous cycles.
4. Use the ABC Qtys sheet to display the number of parts selected for each ABC code within the current
schedule.
5. Continue to add the cycles you need. When you finish, click Save on the Standard toolbar.
6. When you are ready to select parts for the current schedule, from the Actions menu, select Perform Part
Selection. The parts selected for the current cycle are included in this schedule. You can now generate tags
for these parts within Country Entry; this program is explored in a later section.
You should only run Perform Part Selection close to the
beginning of the month within the schedule. This ensures
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1. Click the Cycle button to find and select the cycle you want to update.
2. The Warehouse, Cycle Period, Cycle Number, and other fields display information about the selected
cycle.
3. The Parts Selected grid displays all the current parts included within this cycle record.
4. To add a part to this grid, click New on the Standard toolbar. A new row displays in the Part Selected grid;
use this row to select the part you want to add.
5. To select an individual part within this grid, choose its Selected check box.
6. If you want to delete the Selected parts from the grid, click the Remove Selected button.
7. You can select all of the parts on this grid by clicking the Select All button.
8. To clear all of the Selected check boxes on the grid, click the Deselect All button.
9. To move the selected parts into a different count cycle, click the Move Selected button.
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11. All the current cycles display within the Cycles grid.
12. Highlight the cycle into which you want to move the selected parts.
13. Click OK.
14. The selected parts are moved into the selected cycle. When you return to the Cycle Count Part Selection
Update window, the selected parts no longer display in the Parts Selected grid.
15. Continue to make the changes you need. When you finish, click Save on the Standard toolbar.
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2. Select the Include Zero QOH check box to indicate you want to include parts which currently have a zero
Quantity On-Hand value. These parts are added to the warehouse count control record.
3. Click the Filter tab to select one warehouse or a range of warehouses.
4. When you are ready, click Submit on the Standard toolbar.
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1. Click the Cycle button to find and select the count cycles or physical inventory cycles you need.
2. Information about the selected cycle displays. The Warehouse field indicates the specific warehouse inside
which the count is to be done.
3. The Year and Cycle Period fields indicate the period/year for the current cycle record.
4. The Cycle Number field displays the number identifier for the cycle.
5. The Cycle Date field displays the current date. This value indicates the day during which the cycle is run.
6. The Cycle Status field indicates whether the cycle is scheduled.
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2. Select Generate Tags to create the count tags for a specific cycle within a warehouse. This program
generates the tag numbers for all parts assigned to the cycle. Before you can run this program, either the
Part Selection Process (found within Cycle Count Schedule Maintenance) or the Initialize Physical
Inventory process must be run.
3. Select Print Tags to print copies of the generated tags. The tags are printed in tag order number. When
the tags are printed, this window saves these default settings. They cannot be updated, so if you need to
reprint the tags, the original settings are used again.
4. Run Reprint Tags to reprint all or some selected tags which were previously printed. You can filter the tags
to reprint by sheet or by tag numbers.
5. Select Void Tags by Part to void cycle count tags for a specific part. The process voids all tags for the
selected part and indicates the part is voided for this cycle. It then moves the part to the next scheduled
cycle for the warehouse. This option is not available for a physical inventory cycle.
6. Choose Void Blank Tags to void all unused, blank cycle tags or specific blank cycle count tags. Only blank
tags that have an Open status or are assigned to a part, but not completed or posted, can be voided.
7. When you select Start Count Sequence, you freeze the pre-count inventory quantities and in preparation
for the physical count. You must generate the tags for this cycle before you run this process. This program
sets the count status to Started and records the date/time.
8. Launch Reverse Start Count to undo a start count sequence you generated. As long as the cycle count
status has not progressed beyond Started, you can use this command. It clears the frozen quantity and cost
values from the tag records and resets the cycle status back to Tags Generated.
9. Select Print Unreturned/Voided Tags Report to generate a tag report. Any current unreturned and voided
tags display on this report.
10. Run Count Variance Calculation/Report to generate this variance report. This report displays variances
between the frozen On-Hand Quantity and the quantity counted for items within a specific count cycle.
11. Select Generate Recount Tags to create new tags for parts selected as out of tolerance by the Count
Variance Calculation report.
12. Run Print Count Parts Not Posted Report to generate this count report. This report displays any parts for
a specific cycle which are not complete yet. It also identifies the possible reason so the user can correct the
problem and post the count results.
13. Select Post Counts to record the count adjustments to inventory. The parts included in the post process
are defined as complete for the cycle. The transaction date defaults to the current date. A part is ready for
posting when all of its open tags have count data, it is processed by the variance report, and the final count
of the part is either within tolerance or a Cycle Discrepancy Reason (CDR) is entered for the part. You
review CDRs later in this chapter.
For parts that are allocated, included in a cycle count, and
ready to post, parts counted with equal or greater
numbers post and adjust inventory quantities. For
allocated inventory part with numbers below the allocated
amounts, a notice is posted in the log to prompt a user
to make a change in the inventory amount to fulfill the
allocation.
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15. Select Cancel Cycle to cancel and close a physical inventory or cycle count sequence if tags have been
generated but not posted.
2. Information about the selected cycle displays in the Warehouse, Cycle Period, Year, and other related
fields.
3. Click the Tag button to find and select the specific tag against which you are entering the count results.
4. You can also use the Navigation toolbar to move through all the available cycles.
5. Information about the Part, the Bin, and the Unit of Measure displays.
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6. If the part is lot tracked, its Lot Number displays in this field.
7. If the part is serial tracked, its number displays within the Serial Number field.
8. In the Counted Qty field, enter the quantity which was counted.
9. Select the Returned check box to indicate this quantity was returned to inventory from another source, like
the shop floor or a returned shipment.
10. If you need, click the UOM Worksheet button to select a different unit of measure for the part quantity.
Only valid UOMs can be selected and saved to the count tag.
11. In the Counted By field, enter the initials of the person who counted the part quantity.
12. Enter the Counted Date and the Counted Time in their respective fields.
13. In the Note field, enter any additional information you want saved with the count tag.
14. The Activity grid displays the part quantity changes which occurred during the count cycle.
15. The Activity Before Count field display the part quantity total before the count cycle began.
16. The Related Tags grid displays any tags generated for the same part.
17. Continue to update the count tags you need. When you finish, click Save on the Standard toolbar.
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2. Information about the selected cycle displays in the Warehouse, the Cycle Period, the Year, and other
fields. You cannot edit this information.
3. The Parts Selected grid displays all the parts included in the cycle count. Scroll through the rows on this
grid until you find one that has its Reason Code field activated. This part quantity has a count discrepancy.
4. Click the drop-down list to select the Reason Code which explains the discrepancy.
5. Continue to define reason codes for other parts which have a discrepancy. When you finish, click Save on
the Standard toolbar.
You create reason codes within Reason Code
Maintenance. You indicate which reason codes are count
discrepancy reasons by selecting the CDR check box on
the new Reason Code record.
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2. The Warehouse field displays the warehouse for which the count is scheduled.
3. The Year and the Cycle Period fields indicate when the count is scheduled to be carried out.
4. The Period Start and the Period End fields define the days on which the count is active.
5. The Calendar field displays the production calendar used for the schedule.
6. The Exclude check boxes indicate which parts are not included in the count.
7. If the Full Physical check box is selected, this indicates the count is for a physical inventory count sequence.
8. If the Parts Selected check box is selected, this indicates the part selection process is run against the current
cycle count sequence.
9. The ABC Qtys sheet displays the number of parts selected for a cycle count. Physical inventory counts do
not display on this sheet because they include all parts in a warehouse, not just parts assigned to an ABC
code.
10. The Cycles sheet displays more detailed information about the cycle counts and physical inventory counts
scheduled for the current period.
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11. The Parts sheet displays cycle count information on each part for a currently selected cycle count.
12. The Tags sheet displays tag information for a currently selected cycle and part.
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2. Enter the Ending date on which cost-of-sales and work-in-process activity is being captured.
3. Select Post to general ledger to update your general ledger with the captured WIP and COS information;
clear it if you wish to skip general ledger updates.
4. Select Post Cost of Sales / MFG Variance to post the calculated cost of sales and manufacture variance
figures against jobs. COS and Variance transactions are posted to GL only after they have been posted to
the jobs. Clear the check box to skip posting of calculated cost of sales and manufacture variance figures
against jobs.
5. Select Include Project Billing Costs from Unrecognized Revenues to recognize project billing costs even
though the related revenue has not been recognized; clear it to skip recognition of project billing costs when
the related revenue has not been recognized.
6. Select Capture Outdated Transactions if you wish to capture outdated transactions containing transaction
dates prior to the date specified in the Starting field.
You can select this check box when the previous period is closed, or you do not want to change accounting
results for this period by some other reason.
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When selected, it allows for the capture of outdated transactions (from the date specified in the Outdated
Trans From field) in the current period, and posts them with the first date of the period, as specified in
the Outdate Trans Apply Date field.
7. The Last Run pane displays date, time and User ID information from the last time this process was run, and
the designated processing parameters for the current processing run.
8. Use the Schedule drop-down to specify when Capture COS/WIP Activity should be scheduled processing;
the default is Now.
9. Click Submit on the Standard toolbar to submit Capture COS/WIP Activity for processing.
Reports
This section describes some key inventory reports you use to monitor inventory quantities. You can run these
reports whenever you need. You can also set up each report to generate and print through a recurring, automatic
schedule. Review the Automatic Data Processing chapter in the Epicor ERP Implementation Guide for information
on how you link a report to a recurring schedule.
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1. Use the Selection sheet to choose the specific parameters for this report.
2. Use the Filter sheets to filter the report by Warehouse, Part Class, Part and/or Planning Contract.
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1. Use the Selection sheet to choose the specific parameters for this report.
2. Use the Filter Summary section to filter the report by Part, Warehouse, and/or Transaction Type.
3. Click Print on the Standard toolbar to run the report.
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1. Use the Due Date On or Before field to select the main date for the report. This date defines the cutoff
date for the report; all parts overdue or not counted by this date are included on this report.
2. Select the Overdue Parts Only check box to limit this report to only display parts which are overdue. Parts
which are not yet counted do not display on this report.
3. Use the Filter sheet to limit this report to only display parts for specific warehouses and/or ABC codes.
4. Click Print on the Standard toolbar to run the report.
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1. Part Types Select the types of parts you want to review. You can print Purchased parts,Manufactured
parts , or Both purchased and manufactured parts.
2. Stock Types Select the types of stock items you want to review. You can display Stocked items,
Non-Stocked items, or Both stocked and non-stocked items.
3. Ignore If not needed by This date field is available when you select the Exceptions Only check box.
Any parts with a Suggested Order Date on or before the date you enter here do not display on this report.
4. Exceptions Only Select this check box to only display parts whose inventory quantities are either above
or below defined quantity levels. This option activates the other exception options on this sheet.
5. Below Reorder Select this check box to indicate parts whose projected on-hand quantity is below the
suggested reorder quantity print on the report.
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6. Below Minimum Select this check box to indicate parts whose projected on-hand quantity falls below
their Minimum Quantity values print on the report. You define this value through Part Maintenance.
7. Below Safety Select this check box to indicate parts whose on-hand quantity falls below their Safety values
print on the report. You define these values through Part Maintenance.
8. Below Zero Select this check box to indicate parts whose on-hand quantity is projected to fall below zero
print on the report.
9. Over Maximum Select this check box to indicate parts whose on-hand quantity is projected to become
higher than their Maximum Quantity values print on the report. You define this value through Part
Maintenance.
10. Suggestions have impact on balance Select this check box to indicate purchasing and manufacturing
suggestions print on the report.
11. Filter Tabs Use the filters to select which part classes print on the report. You can also limit the results to
only display project balances up to a specific date.
12. When you are ready to run this report, click Print on the Standard toolbar.
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2. Specify the Shipped Date as of to limit report data to those transfer orders shipped from their outbound
locations prior to that date.
3. Specify the Received Date as of to limit report data to those transfer orders received in their inbound
locations prior to that date.
4. Use Purchased Parts and Manufactured Parts to select the types of parts that should display.
5. Select In Transit to print an In Transit section that includes transfer orders currently in transit between their
inbound and outbound locations.
6. Select Received to print a Received section that includes transfer orders that have already been received in
their outbound locations.
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7. Select Exclude Job Materials if you wish to exclude job materials on transfer orders.
8. Use the Filter sheets to filter the report by Warehouse, Part and/or Site.
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the part for which the specific cost is being calculated. These costs can also be posted to the General Ledger if
you run Capture COS/WIP Activity, located in the Job Management module.
Menu Path: Material Management > Inventory Management > Reports > Inventory/WIP Reconciliation
To generate this report:
1. Use the Selection sheet to choose the specific parameters for this report.
2. Select the Book ID you are using for the report. A GL book defines settings required to post general ledger
accounts and generate financial statements, include the book's currency, chart of accounts, and fiscal
calendar.
3. Select Current Site if only transactions from the currently selected site should be included on the report;
clear it if transactions from all sites (not just the currently selected site) should be included.
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4. Select Transaction Apply Date if you wish to include transactions based on their transaction dates, or
Transaction System Date if transactions should be included based on the dates they were actually entered
into and created in the Epicor application.
5. Enter the Start and End dates for which you wish to include transactions. If you selected Transaction
Apply Date, only transactions dated within the specified date range are included in the report. If you
selected Transaction System Date, only transactions entered on dates within the specified date range are
included.
6. Rather than post by date range, you can instead post a Specific Journal Entry. To do this, specify the Fiscal
Year, Fiscal Year Suffix, Journal Code and Journal Number you wish to use.
7. In the G/L Account field, enter the G/L account for which transactions are being included report. You can
enter a single G/L account to report associated transactions, skip the field to include all G/L accounts, or
click the G/L Account button to find and select the G/L account.
8. Select Including Offsetting Accounts if you want the report to include complete GL transactions (complete
sets of GL Journal Details) for each Inventory transaction that affects the selected G/L account.
9. If Project Management is in use, (optionally) select the Project (if any) you wish to include in the report. If
you select a project, you can select the WBS Phase (if any) you wish to include in the report.
10. Designate the Account Level Detail that should print on the report.
Select Full to include full account level detail.
Select Summarized by Date/Job-Part/Tran Type to summarize account detail by transaction date, by
job/part and then by transaction type.
Select Summarized by Date/Trans Type to summarize account detail by transaction date, and then
by transaction type.
11. Designate the G/L Posting Detail that should print on the report.
Select Only Unposted to the G/L to include only those transactions that have not been posted to the
general ledger
Select Posted to the G/L to include only those transactions that have already been posted to the general
ledger
Select Both to include both unposted and posted transactions.
12. Use the Filter sheets to filter the report by Job and/or Transaction Type.
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Setup
This section describes the primary records you need to create for the Shipping and Receiving module. These
programs are contained within the Setup folder for this module; only the primary records are described here.
Some areas within the next Operations section may also document setup records if they are required for a specific
workflow.
You may also need to set up some parameters within Company Configuration. Some modules have global settings
you define through this administration program. For more information, review application help for this module;
the Configuration topic details the options you define within Company Configuration. You can also review the
Company Configuration chapter in the Epicor ERP Implementation Guide.
Carrier Codes
Use Carrier Maintenance to set up the standard freight carriers your company uses. Once you have entered the
carriers used by your company, you can link these carriers to Ship Via codes on both customer and sales order
records. On each carrier code, you can also identify a Standard Alpha Carrier Code (SCAC). These codes identify
transportation companies.
Menu Path: Material Management > Shipping / Receiving > Setup > Carrier
To add a carrier code:
1. Click New on the Standard toolbar.
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Ship Via
Use Ship Via Maintenance to identify the different methods you use to ship products to subcontractors or
customers. These shipping methods are called Ship Via Codes and are mandatory when you enter a sales order
or purchase order.
Menu Path: Material Management > Shipping / Receiving > Setup > Ship Via
To add a ship via:
1. Click the New button on the Standard toolbar.
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Packaging Codes
Use Packaging Code Maintenance to define package codes that denote various kinds of shipping containers (for
example, 8 x 10 Container, Multi-Unit Box). For each package code, you can specify volume, weight and
internal/external dimensional measurements (Width, Height and Length). For each type of measurement, you
also specify if a user can override the standard measurement values at time of shipment. A package code is not
required for shipping of items, but you can use it for reference if necessary.
You can designate a package code as Returnable or Expendable. Returnable packages are shipping containers
your recipients can send back to your facilities for refill or reuse; package codes designated as Expendable are
those that are non-returnable and non-refillable.
Menu Path: Material Management > Shipping / Receiving > Setup > Package Code
To add a package code:
1. From the New menu, select New Package Code.
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5. Enter the Extension Digit for the package code. This value overrides the default value generated by the
SSCC code and is used as the first digit of the SSCC code when you ship this package type. In this example,
the Extension Digit for Box Carton is 0.
6. In the UOM field, select the UOM code that denotes the unit of measure in which internal and external
dimensions (length, width and height) are expressed for this packaging container.
7. Define the Internal Length, Internal Width and Internal Height for the package. For each dimensional
measurement, select Prompt if you wish to allow user entry or override at time of shipment, or Select
Value if you wish to enter a predefined dimensional measurement that cannot be overridden at time of
shipment. Do the same for each of the external dimensions of the packaging container.
8. In the UOM field, select the UOM code that denotes the unit of measure in which the tare and maximum
gross weights are expressed for this package code.
9. Define the Tare Weight and Max Gross Weight for the package. For each, select Prompt if you wish to
allow user entry or override of the package or gross weight at time of shipment, or Select Value if you
wish to enter a predefined package or gross weight that cannot be overridden at time of shipment.
10. In the UOM field, select the UOM code that denotes the unit of measure in which the internal and external
volumes are expressed for this package code.
11. Define the Internal Volume and External Volume for the package. For each, select Prompt if you wish
to allow user entry or override of package volumes at time of shipment, or Select Value if you wish to enter
predefined internal or external package volumes that cannot be overridden at time of shipment.
12. Click Save.
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2. Select the Site to which you are associating the package code.
3. Select or enter the Internal Part to which you are associating the package code.
4. Select Track Returnable if returns of this shipping container/package by recipients should be tracked for
the specified site and internal part. You can mark a package code as returnable or expendable, but not
both; this check box is enabled only if you selected the Returnable check box in the Detail sheet; it is disabled
if the Expendable check box was selected.
5. If the Track Returnable check box was selected, in the Reason Code In field, select the reason code used
for tracking of receipts of this shipping container/package type (for the specified site and internal part
number) when they are returned to your facilities.
6. If the Track Returnable or Track Expendable check boxes were selected, in the Reason Code Out field,
select the reason code used for tracking of shipments of this shipping container/package type (for the
specified site and internal part number).
7. Click Save.
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2. Select or enter the Customer to which you are assigning the package code.
3. Select or enter the Ship To to which you are assigning the package code.
4. Enter the Ship To Container Part ID and Description. This is the part number and description (if any) used
by the ship to customer to identify different this type of shipping container.
5. Click Save.
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11. If you wish, enter the Number of Containers and the Number of Packages in the shipment. These fields
are for informational purposes only.
12. Click Save.
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7. In the Web Service URL field, enter the web site for the Pack Out manifest information. In this example,
no manifest system is available for connection, so the Web Service URL is set to http://localhost.
8. The Manifest/Weight Capture Point specifies the basis by which the weight is acquired. Available options:
Pack
Master Pack
9. Specify the Weight and Size Units of Measure (UOM). These fields are used as the default UOM for the
manifest weight and size.
10. You can specify a length of time, in seconds, that the client waits for a response from a freight service.
11. The Log Manifest Messages determines if the Epicor application writes the Freight Request and Response
date messages to the server log. Only a System Manager can enable or disable this option.
12. If the work station is connected to a printer or a scale, you can configure these connections on the
Devices sheet.
13. Click Save.
Operations
This section details the operations available in the Shipping and Receiving module. Each operation is described
as a workflow to help guide you through the process from start to finish. These programs are primarily found
within the General Operations folder for this module. If a unique setup record is required to run the operation,
this record is also described in this section.
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2. The Dynamic check box is used in conjunction with the Due On or Before field. When this check box is
selected, you select an option from the Due On or Before drop-down list rather than defining a specific
date. This option dynamically changes the date printed on the report.
For example, if the Today option is selected in the Due On or Before field, the date is replaced each time
the report prints with todays date.
Additional scheduling options for all reports are available
in the application. These options enable you to establish
a dynamic recurring schedule when running a specific
report. For example, list outstanding order releases every
Monday. You can review this feature in the Automatic
Data Processing chapter of the Epicor ERP Implementation
Guide.
3. You can optionally limit the report results. By default, all records are included unless you define a specific
range of records to display on the Filter sheet. These fields indicate whether all or just some customers and
parts print on the report.
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2. Select the New Page Per Order check box to cause the report to print separate orders on different pages.
3. Select the Print Barcodes check box to display barcodes on the pick list.
4. Select the Print Kit Components check box to display sales kit component parts on the pick list.
To learn more about Sales Kits, review the Sales Order
Processing chapter.
5. Set a filter to indicate the records to include on the report. Filters are available for orders and parts on the
Filter sheet.
6. Click Print on the Standard toolbar.
Inquiries in the application are available that display a
parts on-hand quantity and availability. These inquiry
programs, called Trackers or Dashboards, are reviewed in
the Epicor Environment chapter.
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2. Select the Header > Detail sheet. From the Ship Via drop-down list, select how this pack record is shipped
to the customer. In the Ship Date field, enter the date on which this pack record is shipped. By default, the
current date displays.
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3. You are now ready to add detail lines to the pack record. Click the Down Arrow next to the New button;
select New Line.
To quickly open a new pack, you can click the New Line menu option. This enables a new pack without
the need to click the New Pack option.
4. The Lines > Customer Shipment Entry > Detail sheet displays. Enter the Order Number that you are
shipping. You can also search for sales orders by clicking on the Order Number button.
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If you are shipping the parts from a job, enter the Job
Number. You can enter a job number instead of a sales
order number. If you do not know the job number, click
the Job Number button to access the Job Search window
and browse for the desired job.
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12. If you are shipping a sales kit and you can ship individual component parts from it, click the Sales Kit
Component Issue tab. Use this sheet to select the specific compound parts and quantities that you ship
with this pack record.
13. If your company ships to a distribution center instead of directly to a customer, you need to specify the final
destination of the order. To do this, click the Mark For tab and define the Mark For Customer and Ship
To Address. You can also enter One Time Mark For information, if needed. This information defaults from
the sales order, but you can override these values on each customer shipment.
You can only ship component parts if the Must Ship Kit
Complete check box is clear on the parent part record.
To learn more about this check box, review the Parent
Part - Sales Parameters section within the Sales Order
Processing chapter.
14. If you have the Package Management license enabled, you have the ability to use the Pack Out sheet.
Use this sheet to select multiple lines from different sales orders and then package them together onto a
single pack record. The Pack Out functionality is discussed later in this chapter.
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15. Select the Summary sheet to review the pack record. Notice the customer listed on the selected order
displays within the Ship To and Sold To fields. In the Stage drop-down list, you can enter a new staging
area, or select an existing stage for this pack record.
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16. Review the detail lines within the Shipment Lines grid.
17. To load the outstanding quantity from the order release into the pack records detail lines, click the Ship
All button.
When selected on the Lines > Customer Shipment Entry
> Detail sheet, the Shipped Complete check box indicates
that all outstanding quantities on the order release is
fulfilled. The pack record is only considered fully shipped,
however, when the Shipped check box is selected on the
Header sheet.
18. Click the Actions menu, and select Print to print the packaging slips that will accompany the shipment.
When you print a packing slip, you have the option to enter a user description, include PCID details, assign
a legal number, and determine the report style in which you want to print the packing slips.
19. To complete the shipping transaction, click Save.
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supply chain flow using the SSCC code assigned to the shipment. This data exchange and tracking process is an
application of the GS1 System (originally called the EAN.UCC System). You use this application to optionally
define customer and package type specific SSCC codes.
The primary reason you use SSCC codes is to speed your
products through the shipping and receiving process. The
Electronic Data Interchange (EDI) Advance Ship Notice (ASN)
can be used with SSCC codes.
The graphic below shows the basic structure of the SSCC code and where you define the segments in the
application.
Extension Digit = This value is the default Extension Digit defined in Legal Number Maintenance. It is the
first character of the SSCC code. As described previously, this value is also defined in packaging codes; these
values override the default value assigned on the legal number.
UCC/EAN Company Prefix = Contains the default Prefix value defined in Legal Number Maintenance. This
value identifies your company.
Serial Reference Number = This value is the Start Sequence/End Sequence defined in Legal Number
Maintenance. These values define the specific number for the shipment.
Check Digit = This value is calculated by the application to confirm the number generated is correct.
You first define the Document Types you wish to assign to legal numbers. You next set up the legal numbers
you need to generate the SSCC codes during shipment processing. You can use these codes on packing slips
and master packs.
Document Types
Use Transaction Document Type Maintenance to define the document types assigned to legal numbers. A
document type links a system transaction to a unique legal number that generates when the transaction prints.
When you use SSCC codes, you need to set up a document type for packing slips or master packs, and then link
them to legal numbers.
Menu Path: Financial Management > General Ledger > Setup > Transaction Document Type
1. Click the New button on the Standard toolbar.
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Legal Numbers
Legal numbers can be a base tracking value you attach to a shipment. They can also be set up to generate unique
SSCC codes. Your shipments must either use the base legal number or the generated SSCC codes. Use Legal
Number Maintenance to set up legal numbers for packing slips or master packs. If you wish, you can then leverage
this program to define the structure and number of digits your company uses for SSCC. When you finish defining
the legal numbers and add these SSCC generation parameters, you then apply these codes in the Shipping /
Receiving module.
You cannot switch a shipment to use an SSCC code later. If a
shipment starts using a legal number, it uses this number during
the life of the shipment.
Menu Path: Financial Management > General Ledger > Setup > Legal Number
To enter a legal number:
1. Click the Down arrow next to the New button; select New Legal Number.
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9. Now define the serial reference start and end sequence. Click the Down Arrow next to the New button;
select New Default Sequence.
10. Enter the Start Sequence and End Sequence numbers. The application uses these numbers to generate
the serial number portion of the SSCC code.
11. You now must link the document type you previously created to the legal number. Click the Document
Type tab.
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12. Select the appropriate Document Type from the Available Document Type list.
13. Click the Right Arrow button to move the document type to the Assigned Document Type list.
14. Click Save on the Standard toolbar.
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2. From the Document Type drop-down list, select the type linked to the SSCC legal number. In this example,
you select Packing Slip.
3. Select the Header > Detail sheet. From the Ship Via drop-down list, select how this pack record is shipped
to the customer.
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4. In the Ship Date field, enter the date on which this pack record is shipped. By default, the current date
displays.
5. In the Package, pane, click the Code button, and select Pallet.
PLT appears in the Code field.
6. You are now ready to add detail lines to the pack record. Click the Down Arrow next to the New button;
select New Line.
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7. The Lines > Customer Shipment Entry > Detail sheet displays. Enter the Order Number for the sales
order you are shipping.
8. Enter the sales order line and release number you are shipping in the Line/Rel field.
9. Click Save.
10. Select the Summary sheet.
11. Now you are ready to generate an SSCC code. Click the Actions menu. Highlight the Legal Number
submenu and select Assign Legal Number.
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12. A message displays with the SSCC code generated for this shipment. Click OK.
13. Notice the Legal Number field also displays the assigned SSCC code.
Combine Shipments
Use Container Landed Cost Entry to combine shipments of one or more suppliers. The combined shipment may
then be shipped into one or more containers. Landed costs (duties, indirect costs, and uplift percentages) are
defined for each shipment and applied to the part unit cost when received.
Menu Path: Material Management > Shipping / Receiving > General Operations > Container Landed Cost Entry
To create a combined shipment using landed costs:
1. Click the Down Arrow next to the New button; select New Shipment.
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10. Click the Down Arrow next to the New button; select New Shipment Line for each shipment you wish
to combine.
11. Search for or enter a Purchase Order and select the Lines you wish to combine into the shipment.
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12. Enter additional line detail information, including the Volume and Weight unit of measure.
13. Continue to use the Actions menu to add shipment lines for each purchase order release you wish to include
on the shipment.
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14. When you finish, navigate to the Landed Costs sheet to enter landed cost information for the shipment.
Landed costs - including duties, indirect costs, and uplift costs - can be defined for each shipment and are
applied to the part unit cost when the shipment is received.
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15. Select a Disburse Method, including indirect cost method, quantity, value, volume, weight, and manual.
16. After entering your values, click the Disburse button.
17. Navigate to the Header > Detail sheet.
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2. Enter or search for the Supplier ID to whom you are shipping the materials.
3. Select a Ship Via code.
4. Select the Lines sheet.
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5. Click the Down Arrow next to the New button; select New Line.
6. Enter the Job number and the Asm/Opr (assembly and operation) from which the subcontract WIP parts
are shipped.
7. Click Save.
8. To print the packing label or packing list, click the Actions menu and select Close.
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Miscellaneous Shipment
Use Miscellaneous Shipment Entry to process shipments for miscellaneous (non-billable) material. You can also
use this program to enter and print packs for the return of discrepant parts to a supplier from a Discrepant
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Material Report (DMR) record. For more information on the Discrepant Material Report, review the Quality
Assurance chapter.
Menu Path: Material Management > Shipping / Receiving > General Operations > Miscellaneous Shipment
Entry
1. Click the New button on the Standard toolbar. The Pack ID will remain zero until you first save the record.
2. Enter the Name of the customer to whom the shipment is being sent. You can enter this name directly, or
click Name to access the Ship To Search window and browse for a customer ship to or supplier purchase
point to whom the shipment is sent.
3. Enter the Address, City, State, Postal Code, and Country for the shipment.
4. Select the appropriate Ship Via.
5. Select the package Code and Classification for the shipment.
6. Click Save.
7. The Pack ID is assigned.
8. Click the Down Arrow next to the New button; select New Line.
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9. On the Lines > Detail sheet, enter the Part for this miscellaneous shipment line. This part does not have
to be from the Part master table. In this example, the part number is not from the part master file.
If a part number from the Part master is entered, it will
not be invoiced, the entered line quantity will not be
relieved from inventory, and a Part transaction record will
not be created.
14. To close the shipment, click the Actions menu and select Close.
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8. When you complete the shipment, click the Actions menu and select Close.
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8. On the Lines > Detail sheet, enter the first Pack ID you want to include in this master pack.
9. Click Save.
10. To enter additional packs to the master pack, click the Down Arrow next to the New button; select New
Pack.
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11. Add each new pack ID and click Save. To print the master packing slip and labels, click the Actions menu
and select Print Pack.
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12. Click the Print button to generate the packing slips and labels.
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14. Navigate to the Summary sheet. The Pack ID field displays the Master Pack ID number. Record the Master
Pack ID number ________.
15. Click Save and exit Master Pack Shipment.
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5. The Ship Status check box is selected indicating the package has been shipped.
6. Click Save and exit Stage Ship Confirm.
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Menu Path: Material Management > Shipping / Receiving > General Operations > Master Pack Shipment Entry
1. Click the Pack ID button.
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3. Click OK.
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7. The Lines > Customer Shipment Entry > Detail sheet displays. Enter the Order Number you are shipping.
You can also search for sales orders by clicking on the Order Number button.
8. Click the Line/Rel button to search for the line to ship. Continue adding additional lines to the shipment
as required.
9. Click the Actions menu and select Close.
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17. Click the Actions menu and select Print to print the packing slips and shipping labels for the cases.
18. Click the Actions menu and select Stage.
19. The Status on the shipment changes to Staged.
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2. The Stage Ship Confirm Search window displays various fields you can use to filter the records. In this
example, only one Master Pack record was retrieved, so you do not need to select any filters. In some
situations, however, you may need to filter the stages to find the ones you need.
3. Select the master pack record you wish to confirm.
4. Click OK.
5. Click the Actions menu and select Ship Confirm.
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6. Notice the Ship Status check box is selected and the Ship Date is added to the pack ID. These values
indicate the shipment is confirmed.
2. Either click the Process button or press <F2> on the keyboard to continue.
3. The customer shipment line item information displays.
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4. Either click the Edit button or press <F3> if you need to update the packing line item information.
5. In the Edit Packing Line window, enter any changes to the shipment, such as quantity, warehouse, and
bin information.
6. Either click the Ship Complete button or press <F6> to ship the line item complete.
7. If you have updated the shipment quantity, either click Save or press <F2>.
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8. Either click the Print button or press <F6> to print the packing slip or labels.
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9. In the Print Packing Slip window, either click the Print button or press <F2>.
10. In the Customer Shipment window, either click the Ship button or press <F2>.
Receive Materials
Receipt Entry is used to record the physical receipt of all inventory materials, non-inventory materials, and
subcontract parts.
Receipt line items are either Purchase Order or Miscellaneous type receipts. You use the Purchase Order type to
record material received against purchase order releases to stock inventory, directly to a job operation, or to a
job subcontract operation. The Miscellaneous type material is used for receipts not associated with a purchase
order; these are typically non-inventory items such as office supplies. You can also receive parts to inspection in
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this program. If you do, you need to use Inspection Processing found in the Quality Assurance module to complete
this process. For more information on this process, review the Quality Assurance chapter.
Receipts of parts returned by the customer are handled through
the RMA Processing program. This process is discussed in the
Customer Returns chapter.
2. Enter your suppliers packing slip identification number in the Packing Slip field.
3. The application displays the Arrived Lines for this receipt. Purchase order line items display as arrived until
they have been received for the packing slip specified.
4. Select the Received All check box to receive all the lines in the Arrived Lines grid. Notice the icon changes
from Arrived to Received when the lines are received.
5. On the Lines > Detail sheet, notice this purchase order was originally set up directly to a job.
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6. In the Lines > Detail > Job sheet, the job number, assembly, and operation numbers automatically display,
and the material is shown as being issued to the job complete. These parts still need to be delivered physically
to the job in process or to the work in process staging area.
7. Select the Inspection Req check box to indicate the parts specified on this receipt must be inspected when
they arrive at your location. If this check box is selected on either the part class or supplier record involved
with the receipt, this check box is automatically selected and cannot be changed.
8. Click the Actions menu and select Print Tags. You can print one tag for the entire receipt quantity, or a
tag for each container.
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4. Notice the icon changes from Arrived to Received when the line is received.
5. Click Save on the Standard toolbar.
Drop Shipments
Drop shipping is a supply chain management technique in which the seller does not keep goods in stock, but
instead transfers customer orders and shipment details to a third party (such as a manufacturer or wholesaler),
who then ships the goods directly to the customer. The seller makes their profit on the difference between the
wholesale and retail price.
Drop shipments are directly shipped by your suppliers to your customers. These goods are never physically received
into or shipped from your physical inventory because your supplier directly ships the goods. Because of this, the
application prevents drop shipment transactions from being processed using the standard receiving or shipment
programs.
You use Drop Shipment Entry to mark a drop shipped sales order release as shipped and mark the linked PO
release as received. Once the drop shipment transaction is selected as received/shipped in Drop Shipment Entry,
you can create a customer invoice for the drop shipped item using AR Invoice Entry, and enter a supplier invoice
received for the purchased item into AP Invoice Entry. You do this in the same way as you process invoices for
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regular customer shipments and received purchases. Read the Customers and Accounts Receivable chapter for
more information on AR Invoicing and the Suppliers and Accounts Payable chapter for information on AP Invoicing.
Menu Path: Material Management > Shipping / Receiving > General Operations > Drop Shipment Entry
To add a drop shipment entry:
1. Click the Down Arrow next to the New button; select New Drop Shipment.
2. In the PO field, enter the PO number that you plan to drop ship to your customer. You can also click the
PO button to search for and select your purchase order.
3. In the Packing Slip field, specify the packing slip identifier for the drop shipment entry. The application
uses this to create a shipment record for drop ship sales orders, and a receipt record for drop ship PO releases.
When the sales order was entered, the Drop Ship check
box was selected indicating this order is being drop
shipped by your supplier to your customer. For more
information on sales order entry, read the Sales Order
Processing chapter.
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10. Use the Pending PO Lines sheet to view all pending drop shipment PO release lines for the purchase order
number specified in the PO field. Double-click a specific pending PO Line record to process or edit a pending
drop ship line.
11. The Drop Ship Lines > Detail sheet displays the first line as Complete.
14. The Drop Ship Lines > Detail sheet displays the second line as Complete.
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Transfer Orders
Transfer orders are orders you create to move inventory from one Site to another. You use Transfer Order Entry
to create the order to move the part quantities, transfer the inventory from one Site, and then receive the inventory
into another Site.
2. The To Site defaults from the Site you are currently logged in to. In this example, you are logged in to the
Main Site.
3. Select the From Site. This value is the Site from which you are transferring the inventory.
4. Select the appropriate Ship Via code.
5. Click Save.
6. The Transfer Order Number is assigned.
7. Click the Down Arrow next to the New button; select New Line.
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8. On the Line > Detail sheet, enter the Part Number for the transfer order.
9. Enter the Quantity.
10. Enter a Need By and Ship By date.
11. Select the Shipping Warehouse and Shipping Bin locations.
12. Click Save.
If you are using Material Requirements Planning (MRP),
you can use the Transfer Order Workbench to work with
transfer order suggestions that were created by the
Process MRP program. For more information on MRP,
review the Material Requirements Planning chapter.
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7. On the Lines > Detail sheet, select or enter the Transfer Order Number for the shipment.
8. Select the transfer order Line.
9. Enter the shipment Quantity.
10. You can optionally change the default Warehouse and Bin from which the inventory is being shipped.
11. Click Save.
12. On the Summary sheet, select the Shipped check box to complete the shipment.
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13. If your Site is configured to allow shipments without a transfer order, you can use the Direct Shipment
option. This option is found on the Actions menu.
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2. Click the Pack ID button to search for and select the pack ID for the transfer order shipment.
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3. In the Transfer Order Search window, select the Pack ID you are receiving.
4. Click OK.
5. Click the Actions menu and select Receive All.
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6. Click Save.
7. The Received Lines sheet now displays the completed receipt.
Bill of Lading
A bill of lading is a shipping document carriers use to identify cargo. These documents can be created automatically
from existing pack IDs or they can be created manually. You use the Bill of Lading program to enter and update
these records.
Menu Path: Material Management > Shipping / Receiving > General Operations > Bill of Lading Entry
1. Click the New button on the Standard toolbar.
2. If you have a Pack ID or Master Pack ID already created, you can click the Actions menu and select Link
Pack / MP to default in the bill of lading information. In this example, you create a manual bill of lading
that is not linked to a Pack ID or Master Pack record.
3. Use the Generate option to select the packs to include for creating bills of lading.
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7. On the Summary > Lines sheet, enter the Number of Packages for the bill of lading.
If you have a linked pack ID, all of the bill of lading line
information defaults from the pack record.
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Setup
You may need to set up some parameters within Company Configuration. Some modules have global settings
you define through this administration program. For more information, review application help for this module;
the Configuration topic details the options you define within Company Configuration. You can also review the
Company Configuration chapter in the Epicor ERP Implementation Guide.
Operations
This section details the operations available when processing return material authorizations. Each operation is
described as a workflow to help guide you through the process from start to finish. These programs are primarily
found within the General Operations folder for this module. If a unique setup record is required to run the
operation, this record is also described in this section.
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RMA Summary
You use the Return Material Authorization Summary sheet to enter return authorization heading information
such as RMA number, date, and customer. You also use this sheet to create a new return or to change an existing
return.
To create a new RMA entry:
1. Click the New button.
2. The RMA number defaults in as zero; however, the application assigns the next number to the RMA after
you save the entry.
3. Enter the date the RMA is issued in the RMA Date field.
4. Enter the Customer ID for the customer requesting the return.
5. By default, the Primary Billing Contact displays in the Contact drop-down list. If you need, you can select
a different contact from this list.
6. If alternate bill to locations are available on this customer record, you can select an alternate billing location
from the Bill-To drop-down list. If no alternate bill-to locations are available, the Same As Sold To option
displays.
7. If known, you can enter a Debit Memo identifier as well.
8. Click Save on the Standard toolbar.
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RMA Line
Once the RMA header is defined, you can then add detail lines to the RMA. RMA lines are added on the Details
sheet.
To add RMA lines:
1. Click the Down Arrow next to the New button; select New Line.
2. You can now enter line information on the Detail sheet. In the Order/Line/Rel field, enter the sales order
and line reference for this return. You can enter this number directly, or, you can click the Order/Line
button to find and select it.
You do not have to reference a sales order, but if you do
reference one, it must be a valid order for the customer
specified on the header of the RMA.
3. Enter the Part number and Revision for the part being returned. You can also click the Part/Rev button
to access search to find and select the part number. The part does not have to exist in your part master file;
however, if you entered a sales order and line reference in the Order/Line/Rel field, the part and revision
from the sales order display as the default.
4. Select the Reason why the customer is returning the material.
Reason codes are defined in Reason Code Maintenance.
For more information, review the topics for this program
within application help.
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5. The Ship To Contact group box populates with the information from a linked sales order. If you need, you
can change this contact information.
6. If you are receiving a part quantity that uses serial numbers, you must click the Serial Numbers button to
find and select the serial number for each returned part quantity.
7. Enter the Quantity of the part being returned.
8. Click Save on the Standard toolbar.
Print RMA
RMA Processing provides the communication tools to ensure the necessary actions are taken for customer returns.
Based on the reason for the return and customer needs, you can enter or change jobs, create credit transactions
in the Accounts Receivable module, or re-ship parts as necessary.
When you finish entering RMA lines, you are ready to print the RMA.
To print RMAs:
1. Click the Actions menu and select Print RMA Form.
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Receive an RMA
You handle RMA receipts within RMA Processing. The receipt details track the returned part receipts and the
status of each return.
To initiate a receipt of items on an RMA:
1. Click the Down Arrow next to the New button; select New Receipt.
2. The Receipts > Detail sheet displays. The current date displays in the Date field, but if you need, you can
change this value.
3. The Part Number from the RMA detail line displays.
4. You enter the Quantity returned through this receipt. This value can be whole or in decimals, depending
on if decimal places are available with the selected unit of measure code.
5. The Unit of Measure drop-down list displays all the unit of measure codes available for the current company.
Select the unit of measure code that best reflects the unit through which the quantity was returned.
6. Select the Request Move check box to indicate this returned material quantity must be moved to another
location. This check box is available if you use the Advanced Material Management module.
7. Review the This Receipt value to see the quantity defined for the selected RMA detail line. The unit of
measure code for the RMA detail line quantity also displays. You cannot change these values.
8. The Warehouse drop-down list defines the warehouse into which you are receiving this returned part
quantity.
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9. The Bin field defines the bin into which you are receiving the returned part quantity. If you do not know
the bin, click the Bin button to find and select it.
If you use the Quality Assurance module, you can receive
these items into an Inspection location.
10. Use the Lot field to specify the lot of the part quantity being returned. If you track lots for the selected part,
you must enter a lot for it. If you do not know the lot reference, click the Lot button to find and select the
lot record. You activate lot functionality for a specific part record within Part Maintenance.
11. If you are receiving a part quantity that uses serial numbers, you must click the Serial Numbers button to
find and select the serial number for each returned part quantity.
12. To complete the transaction, click Save on the Standard toolbar.
13. You can optionally view all receipts for an RMA by selecting the Receipts > List sheet.
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2. Click the Add Credit Memo button to initiate the request for credit.
3. The AR Invoice Maintenance window displays with credit information that defaults from the RMA. Because
you entered a sales order number on the RMA, the application looks up the pricing from the order referenced
and applies that information to the credit memo.
Refer to the Customers and Accounts Receivable chapter
for additional information on creating credit memos.
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RMA Disposition
Once RMA materials are received into an inspection location, you must disposition them. The inspector reviews
the RMA receipts and determines whether to disposition the material quantity back to inventory, to a job (for
repair), or reject it.
For information on DMR Processing, refer to this section within
the Quality Assurance chapter.
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If the Quality Assurance module is implemented, an RMA disposition typically occurs using Inspection Processing
from this module. The disposition process is very similar, except failed items flow into DMR Processing (Discrepant
Material Report). If you are not using the Quality Assurance module, then you must use RMA Disposition in the
Order Management module.
Menu Path: Sales Management > Order Management > General Operations > RMA Dispositions
To disposition the material on an RMA:
1. Click Search on the Standard toolbar to launch a search for RMA receipts.
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4. Enter your disposition for the item in the Dispose To field. In this example, you are dispositioning the item
back to stock.
5. Enter the Quantity being dispositioned.
6. The Unit of Measure drop-down list displays all the unit of measure codes available for the current company.
Select the unit of measure code that best reflects the unit by which the quantity was returned.
7. Indicate who inspected the returned quantity by selecting this person from the Inspected By drop-down
list.
8. Select the Warehouse and Bin location which is receiving the returned part quantity.
9. If you are using the Enhanced Quality Assurance module, the Inspection Data button is available. Click
this button to enter inspection results for RMA materials.
For more information on how to enter inspection results
and other programs in the Enhanced Quality Assurance
module, review the Quality Assurance chapter.
10. Optionally, enter any comments related to the disposition on the Comment sheet.
11. Click Save.
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Reports
This section describes a key report you use to monitor open return material authorizations. You can run this
report whenever you need. You can also set up this report to generate and print through a recurring, automatic
schedule. Review the Automatic Data Processing chapter in the Epicor ERP Implementation Guide for information
on how you link a report to a recurring schedule.
2. You can optionally apply a filter based on specific customers and/or parts on the Filter > Customer sheet
or Filter > Part sheet respectively.
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3. To apply a filter on a specific customer, for example, click the Customer button, and select a customer from
the search window that displays.
4. When you have selected the customers you want displayed on the report, click OK.
5. When you finish, click Print.
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Setup
This section describes the primary records you need to create for the Asset Management module. These programs
are contained within the Setup folder for the module. Only the primary records are described here. Some areas
within the next Operations section may also document setup records if they are required for a specific workflow.
For more information on setting up this module, review the Company Configuration chapter in the Epicor ERP
Implementation Guide.
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6. Click Save.
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7. Click the Type button to find and select the GL Control Type.
8. Click the Control button to find and select the Control Code.
9. Click Save on the Standard toolbar.
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8. Click the Type button to find and select the GL Control Type.
9. Click the Control button to find and select the Control Code.
10. Click Save on the Standard toolbar.
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9. In the Value field, enter your spread value. The value could be the number of days, annual charge, period
charge, or any value that is used to calculate the fiscal periods depreciation amount.
10. To automatically generate spread values, from the Actions menu, select Generate.
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12. Click the Fiscal Year / Suffix button to find and select the appropriate value. You can also enter the value
directly. The generated values are placed in the selected fiscal year.
13. Now click the Assign Values drop-down list to define how these values generate. The available options
are Number of Days, Prorate Amount, and Do not Assign.
14. If you want to remove any previous values for the selected period, select the Override existing values check
box. You then generate completely new values for this period.
15. Click the Generate button to generate the spread values based on the parameters selected.
16. In the Values grid, verify the spread values were generated.
Notice the spread value you manually created for Fiscal Period 1. This value was not altered because the
Override existing values check box was not selected when you automatically generated spread values.
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Life Straight Line - This depreciation method uses an annual depreciation charge basis. It calculates
the annual charge using the estimated usability, or life span, of an asset. The period charge is calculated
by prorating the annual charge equally (each period receives an equal charge).
Sum of Years Digits - This depreciation method uses an annual depreciation charge basis. The annual
charge is calculated by subtracting the Residual Value from the Asset Cost and multiplying this result
against the Year Number divided by the Sum Years digits. The year number represents the number of
years remaining for depreciation. The sum of years digits represents the total of all year numbers over
which the asset is depreciated. The period charge is calculated by prorating the annual charge equally
(each period receives an equal charge).
Declining Balance - This depreciation method uses an annual depreciation charge basis. The book value
at the end of year becomes the book value at the beginning of next year. The asset is depreciated until
the book value equals the residual value. The period charge is calculated by prorating the annual charge
equally (each period receives an equal charge).
Declining Balance to Straight Line - This depreciation method uses both the Declining Balance and
Rate Straight-Line methods. The Declining Balance method is used until the calculated amount generated
through the Rate Straight-Line method is more than the calculated amount generated through the
Declining Balance method. When this happens, the Rate Straight-Line method is used.
MACRS (USA) - This depreciation method is USA specific; it uses both the Declining Balance and Rate
Straight-Line methods. The formula selects value calculated by declining balance method for the first
years of depreciation and switches to Straight Line for the further years, when the depreciation calculated
with Straight Line method becomes greater than depreciation calculated with Declining Balance formula.
Use Fixed Value - This method calculates either by year or by period, depending on the Depreciation
Charge Basis you select. You set the fixed values within Asset Maintenance on the Register > Detail
sheet.
For more information, review the next Depreciation
Method - User Formula section.
Use Spread Code - This method calculates depreciation by using the spread codes selected on the asset
record in Asset Maintenance. You define these spread codes on the Register > Detail sheet.
User Formula - You can define your own custom formula for depreciation.
6. An asset register can switch to an alternate depreciation method once and cannot switch back to the original
method. Click the Switch to Alternate Method drop-down list to define when this switch can occur.
Available options are Never, On Greater Expense, and On Book Value Reaching % of Asset Cost.
7. If you select either On Greater Expense or On Book Value Reaching % of Asset Cost, select which
Method to which the asset register will switch.
8. Click Save.
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2. In the Method field, enter an identifier for your custom depreciation method.
3. Enter a Description for the depreciation method.
4. Click the Depreciation Charge Basis drop-down list to select the expense against revenue basis in
compensation for depreciation. Available options:
Annual - Calculates the depreciation amount the asset receives for the year and (either prorating equally
or using a spread code) distributes the value per each period.
Period - Calculates the depreciation amount per each individual period.
Depending on the option you select, the Annual Charge or the Period Charge section activates.
5. From the Calculation Method field, select User Formula.
6. In the activated Charge section, right-click the Formula field, highlight Formula Variables, and select the
parameters you want for your formula. For example, Estimated Life, Asset Cost, Residual Value, Depreciation
Rate, and so on.
7. In the activated Charge section, right-click the Formula field, highlight Operators, and select the math
operator for your formula. For example, +, -, *, and so on.
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8. When you finish selecting the parameters, the custom formula displays in the Formula field.
9. Click the Check Syntax button. To the Syntax is correct message that displays, click OK.
10. Click Save.
Asset Maintenance
Use Asset Maintenance to enter and update records for fixed assets. You can organize assets by group, class,
and project. You can also import, export, and duplicate assets.
Specify an asset register for each asset. Identify the depreciation, cost information, annual charges, period charges,
and prorate options for the asset. Many depreciation methods are available. You can also establish parent/child
relationships between assets. If you would like, you can add a photo of the asset to the record.
Menu Path: Financial Management > Asset Management > Setup > Asset
To create an asset:
1. Click New on the Standard toolbar.
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2. Click the Register button to find and select the asset register.
3. Click the Method button to find and select the depreciation method to use for the asset.
4. Select the depreciation Convention you want to use with this asset register. These conventions define how
the depreciation amount for the first year is adjusted. Available conventions:
Half-year - The asset was placed in service at the midpoint of the fiscal year.
Mid-month - The asset was placed in service in the middle of the fiscal period.
Quarter - Each quarter is one fourth the total number of periods.
Mid-quarter - The asset was placed in service in the middle of the quarter. This convention is applicable
for a year that has a number of periods divisible by four and the quotient from this division is a whole
non-zero number.
Full-month - The asset was placed in service during the first half of the fiscal period and the application
assumes it was acquired at the beginning of the period; otherwise, the application assumes the first day
of the next period.
Entire-Month - The default option, this convention indicates that regardless of what day the asset was
placed in service, a full periods depreciation is calculated against the asset.
Next Month - Depreciation begins in the period after the asset was placed in service.
Service Date - This convention is used to calculate depreciation for the first period. The days remaining
in the period are divided by the total days in the period to calculate the depreciation amount.
Acquisition Date - The acquisition date is used to calculate depreciation for the first period. The days
remaining in the period are divided by the total days in the period to calculate the depreciation amount.
5. Optionally, enter the cost amount in the Residual (scrap value of the asset) field.
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6. In the Useful Life field, enter the number of years or periods you estimate for the life of your asset.
7. Select one of the following depreciation options for the period of disposal from the Depreciation on
Disposal field
Pro-rated to disposal date - Calculate depreciation based on depreciation convention
Full Month - Always apply full month of depreciation
None - Do not depreciate asset at all
8. Click Save on the Standard toolbar.
2. The Import Asset Group window displays. Click the Input File Name button to find and select the csv
file you want to import.
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2. The Export Asset Group window displays. Click the Output File Name button to find and select the
directory where you want to add your file; enter a file name.
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2. If you want to process all child assets for the selected asset even if they do not match the selection criteria,
select the Include Child Assets check box.
3. Select a Schedule option for the process. If you select a schedule other than Now, this process can run
through a recurring schedule. For more information, review the Automatic Data Processing chapter in the
Epicor ERP Implementation Guide.
4. You are now ready to define specific Filter criteria. You can filter by Asset, Asset Group, or Asset Class.
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7. Click the Right Arrow button to move fields to the Replace list.
8. To define replacement data, navigate to the Replace sheet and enter applicable replacement information.
The Annual Fix Charge field is open for data entry because it was the field you selected to replace.
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Operations
This section details the operations available within the Asset Management module. Each operation is described
as a workflow to help guide you through the process from start to finish. These programs are primarily found
within the General Operations folder for this module. If a unique setup record is required to run the operation,
this record is also described in this section.
AP Invoice Entry
Use AP Invoice Entry to record the purchase of an asset. After you create an AP invoice entry group and an invoice,
you can add asset lines.
For more information on creating an AP invoice, review the
Suppliers and Accounts Payable chapter.
Menu Path: Financial Management > Accounts Payable > General Operations > Invoice Entry
To create an AP invoice group, invoice, and asset line:
1. Click New on the Standard toolbar.
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6. Click the Ref PO button to find and select the purchase order you used to buy the asset.
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7. Click the Supplier button to find and select the company from which you purchased the asset.
8. In the Invoice field, enter a number for the invoice.
9. Select the Invoice Date and Apply Date. These values define when the invoice was created and the date
on which you want the asset to be recorded.
10. Select the Terms for which you purchased the asset.
11. If you purchased this asset using a Letter of Credit with your bank, click the Letter of Credit button to find
and select this record.
12. Use fields in the Currency section to select the currency through which you purchased the asset.
13. Click Save.
14. Click the Down Arrow next to the New button; select New Asset Line.
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16. In the Supplier Quantity field, enter the quantity of the asset you purchased.
17. Enter the Unit Cost of the asset.
18. If you need, enter a different Ext. Amount for the asset. This value defines the total cost of the asset.
19. When you finish, click Save.
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2. Details from the selected asset display in the Description, Asset Group, Asset Class, and other fields.
3. Click the Down Arrow next to the New button; select New Addition.
4. Select the Addition Type. Depending on the Addition Type you select, several fields activate.
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9. In the Misc Addition grid find and tick the Includes Current Period check box in order for CY Depreciation
value to include depreciation for the period of addition. If required, the system makes an adjustment, so
that the amortization for the period corresponds to the amortization calculated according to the selected
depreciation method. Note, that the adjustment will be made only during the next recalculation.
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2. Details from the selected asset display in the Description, Asset Group, Asset Class, and other fields.
3. Click the Down Arrow next to the New button; select New Addition.
4. Click the Addition Type drop-down list and select Purchase. A Purchase addition uses the AP interface.
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Menu Path: Financial Management > Asset Management > General Operations > Asset Depreciation Calculation
To run the asset depreciation calculation:
1. Select the Calculate Option you need with the asset. Available options: Current Period, Current Year, and
Assets Useful Life.
2. Select the Include Child Assets check box to include all assets linked to a parent asset in the calculation.
3. Select the Include Assets Marked for Automatic Recalculation check box to add assets selected for
recalculation in the calculation.
4. Use the sheets on the Filter tab to narrow processing by Asset Group, Asset Class, Individual Asset, Asset
Register, or by Depreciation Method.
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5. Click the Submit button to run the process. View the depreciation results in the Asset Tracker.
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2. The information for the asset displays in the Description, Asset Group, Asset Class, and other fields.
3. Click the Down Arrow next to the New button; select New Disposal.
4. Select the Disposal Type. Depending on the disposal type you select, various fields open for data entry and
selection. Available options:
Miscellaneous- Does not use an interface to other module to record a miscellaneous disposal.
Transfer - Uses the Inventory interface to record a transfer of the asset to stock.
Sale - Uses the AR interface to record a sale of an asset in the AR module.
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Menu Path: Financial Management > Asset Management > General Operations > Asset Impairment Entry
To enter an asset impairment:
1. Select the Asset Number for which you want to enter the impairment.
2. The information for the asset displays in the Description, Asset Group, Asset Class, and other fields.
3. Click the Down Arrow next to the New button; select New Impairment.
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Asset Revaluation
Use Asset Revaluation program to record revaluation cases to have correct values in asset reports, trackers and
financial statements. Revaluation method involves accumulated depreciation of the asset which is applied to asset
cost. This amount is calculated in the net book value on the cost account to produce the new book value.
If the company chooses revaluation accounting model for a group of assets, those assets undergo a periodic
revaluation that may change the asset carrying value. When a revalued asset is disposed, the balance on revaluation
surplus account that is associated with this asset is transferred off the revaluation surplus account to a Disposal
Revaluation Surplus context account. If the asset being revalued holds Grant Amount, then "grant depreciation"
amount will be applied to asset cost and the remaining part of the grant will be written off to unrecognized
grant (liability account). If the revaluation is posted not in beginning of the year, depreciation calculation for the
following periods should treat revaluation in the same way as any other activity that changes the asset cost.
Menu Path: Financial Management > Asset Management > General Operations > Asset Revaluation Entry
To enter an asset revaluation:
1.
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2.
Enter Default Valuation Date, Default Apply Date and Default Description for this asset. Data from
default fields automatically transfers on to Revaluation sheet.
3.
Select New > New Revaluation. Revaluation area fields get active.
4.
5.
6.
Tick the Ready to Post checkbox if you wish to Post revaluation to Asset Tracker.
Ready to Post checkbox activates after the new record is
saved.
7.
Enter New Estimated Life for the asset. Define Life modifier from the drop-down list.
8.
9.
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2. Click the Group Activities drop-down list to select how you want to organize the asset activities. You can
group activities by Activity Type, Apply Date, or both.
3. Select the Include Child Assets check box to process child assets linked to the asset or asset group.
4. Use the Asset Activities section to select the type of activities you would like to post. Available options:
Post Additions - Posts all new assets acquired during the selected period.
Post Disposals - Posts all assets you are removing during the selected period.
Post Impairments - Posts all market value asset changes that occurred during the selected period.
Post Depreciations - Post depreciation entries calculated for the selected period.
5. Use the Filter > Asset Group and Filter > Individual Assets sheets to narrow posting by Asset Group or
by Individual Asset.
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2. The associated Fiscal Calendar and current year display. These values are based on the current date and
on the start and end dates of the year. If you need, you can enter a different Fiscal Year/Suffix.
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3. Select the Fixed Asset Closed Period check box for all the periods you want to close. You can only close
periods that do not have unposted asset activities.
When you select this check box, the application verifies no unposted activity records are available for this
period. However, if unposted activities exist, the application displays an error message informing you unposted
activities are present, and you cannot select this check box. The period following the last closed period
becomes the current asset period.
4. Click Save on the Standard toolbar.
5. Once all periods are closed in the selected year, you can close the asset fiscal year. To do this, from the
Actions menu, select Asset Year End Process.
This process is required to designate the next fiscal year
as the current fiscal year. You need to run this process
because most of the values shown in the Asset Tracker
display at the end of the current fiscal year.
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6. The Asset Year End Process window displays. Click the Process button.
The Asset Year End Process summarizes all costs of the asset.
Reports
This section describes some key reports you use to review asset transactions. You can run these reports whenever
you need. You can also set up each report to generate and print through a recurring automatic schedule. Review
the Automatic Data Processing chapter in the Epicor ERP Implementation Guide for information on how you link
a report to a recurring schedule.
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2. Optionally, use the Fiscal Year and From Period fields to enter the fiscal year and period you want on the
report. By default, the fields display the current period for the fiscal calendar associated with the selected
asset register.
3. Select the Include Child Assets check box to indicate all assets linked to a parent asset display on the
report.
4. To only display the main information on the report, select the Print Summary check box.
5. If you need, use the Filter sheet to limit the report to individual assets or asset groups.
6. Click Print on the Standard toolbar.
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2. Select how many Years you want projected in the report. Five years is the maximum.
3. Select the Asset Register you need.
4. If you need, use the Filter sheet to limit the report to individual assets and asset groups.
5. Click Print on the Standard toolbar.
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2. Select the Acquired From and the Acquired To dates you need. Labels will print for all assets added to
your data on or between these dates.
3. If you need, use the Filter sheet to limit the report to individual assets, asset groups, warehouses, or locations.
4. Click Print on the Standard toolbar.
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2. Select the Print Summary check box to include only primary information on the report.
3. Select the check boxes to print all Additions, Impairments, Revaluations, and Disposals that occurred
for the selected asset register.
4. Select the Print Costs check box to include the costs of each asset assigned to the selected asset register.
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5. Select the Print Unposted Depreciations and the Print Depreciation Details check boxes to include the
depreciation information you need.
6. To organize the report to print each asset on a separate page, select the Print one Asset per Page check
box.
7. If you need, use the Filter sheet to limit the report to individual assets and asset groups.
8. Click Print on the Standard toolbar.
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2. Change the Fiscal Year from the default if necessary for your report.
3. Select the ending date for transactions to be included in your report in the Cut-Off Date field.
4. Select the Print Details check box to include all individual transaction details on the report.
5. If you need, use the Filter sheet to limit the report to individual assets and asset groups.
6. Use the Summary Fields sheet to select specific fields for your report.
7. Click Print on the Standard toolbar.
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Setup
This section describes the primary records you need to create for the Accounts Receivable module. These programs
are contained within the Setup folder for this module. Only the primary records are described here. Some areas
within the next Operations section may also document setup records if they are required for a specific workflow.
You may also need to set up some parameters within Company Configuration. Some modules have global settings
you define through this administration program. For more information, review application help for this module;
the Configuration topic details the options you define within Company Configuration. You can also review the
Company Configuration chapter in the Epicor ERP Implementation Guide.
Payment Terms
Payment terms define the pay agreements you have with your customers. Terms details include payment schedules
and discounts for early payment of invoices. Payment schedules can be based on a number of days, a day of the
month, or both. Discounts for early payments can apply to partial or full payments and determine whether
percentages apply to payment or invoice amounts.
Terms associated with a customer in Customer Maintenance apply to that customers invoices. Cash Receipt
Entry displays discount dates that apply to AR invoices, and the Discount Analysis report displays information
about discount amounts.
Menu Path: Financial Management > Accounts Receivable > Setup > Terms
To create terms applied to AR invoices:
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2. In the Code field, enter the unique identifier used for the term.
3. In the Description field, enter a concise explanation for the payment term. This description is printed on
the order acknowledgment, and AR invoice.
4. Use the Number of Payments field to define how many payments can be made against an invoice during
a payment cycle. If this number is more than one, any invoice assigned these terms is paid through multiple
payments.
5. Use the Terms Type field to select the method the application uses to calculate the time span for discounts
on invoices that use the current terms code. Terms type options include the following:
Days - The overall terms period is defined by a number of days after the Invoice Date.
Days of Month - The overall terms period is defined by a specific day each month. If an Invoice Date
falls within a certain date range in a previous month, however, the final due date for the invoice is
automatically moved to the next month.
End of X-Month(s) + Y Day(s) - The overall terms period is defined by a number of months plus an
optional number of days into the last month past the Invoice Date.
6. Select this check box to determine if this terms record requires a Letter of Credit when used. If you create
a sales order using these terms, you have to enter a letter of credit on the order.
7. If you want these terms to be the default on new customer records, select the System Default check box.
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8. Your selected option in the Terms Type field determines the available fields in the Due area. Based on the
terms type, the following fields are available:
Number of Months and Due on Day define a schedule based on payments after the specified number
of months plus the specified number of days.
Number of Days defines a schedule based on periodic payments. The application adds the number of
days entered in this field to the invoice date to obtain the due date.
Due on Day and Minimum Days define a schedule based on monthly payments. The application uses
the minimum days setting to move a billing to the next month when the invoice date occurs close to the
due on day.
9. Select Apply Discount When Paid in Full to limit application of discounts to invoices paid in full.
10. Use the Discount Type field to select the discount schedule associated with the term. Discounts can be
applied based on a number of days, a day of the month, or both (End of X Month(s) plus Y day(s)).
11. Use the Discounts > Detail sheet to define discount terms.
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Finance/Late Charges
Use Finance/Late Charge Maintenance to define the settings used to calculate customer finance charges and
interest charges on overdue invoices.
Menu Path: Financial Management > Accounts Receivable > Setup > Finance/Late Charge
To define interest and finance charges applied to overdue items:
1. Click the New button on the Standard toolbar.
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National Accounts
You can define customer hierarchy or parent/child relationships by using National Accounts. With National
Accounts, you can accept payments made by one customer on behalf of another related customer, allow credit
checking hierarchy against a related group of customers, and allow reporting hierarchy for a related group of
customers to determine how receivables and other financial data is reported and viewed. To use national accounts,
relationship classes are defined and customers are assigned to a specific relationship class.
Relationship Class
Relationship classes are used to set up national account relationships. You can define classes for credit sharing,
reporting, and payer bill-to relationships.
Menu Path: Financial Management > Accounts Receivable > Setup > Relationship Class
To create a relationship class:
1. Click the New button on the Standard toolbar.
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2. Enter or find and select the Relationship Class you want for this relationship.
3. Enter or find and select the Customer to assign to this Relationship Class.
4. Click Save on the Standard toolbar.
5. The Tiered check box defaults to the setting of the Relationship Class Code.
6. The Tier Level identifies the tier hierarchy of the selected customer. For example, a 1 specifies a top level
tier.
7. If the relationship is tiered, enter or find and select the Child Customer to be added to the national account
relationship.
8. Click the Add Child button to add the child customer to the national account relationship as a child of the
selected customer.
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9. If this is a non-tiered relationship, enter the Child Customer to be added to the national account relationship.
10. Click the Add Child button to link the child customer to the national account relationship.
11. Click Save.
Customers
You enter a customers billing information directly within the customer record. Use this functionality to define
the customers billing address, primary salesperson, payment terms, and other information.
Menu Path: Financial Management > Accounts Receivable > Setup > Customer
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2. The Group field is an optional value. You can use customer groups to divide your customer base using
specific criteria, such as Automotive, Aerospace, and Injection Molding. Customer groups may contain their
own sales categories and price lists. If you need, select a group from the list.
3. Use the Payment Method field to select the default method used by the customer for paying invoices.
4. When selected, the Allow As Alternate Bill To check box indicates this customer can be selected as an
Alternate Bill To location on another customer record. You use this functionality when you need to bill a
different customer, like a leasing company, for the goods and services purchased by another customer. To
learn more, read the Customer Maintenance Alternate Bill To section later in this chapter.
5. Enter or search for a Tax Liability to specify the liability a company needs to handle when trading with
customers and suppliers. The final taxes and rates used in a transaction are determined by the combination
of the tax liability and the product tax category.
6. Use the Tax ID and Tax Exempt fields to indicate if this customer is exempt from taxes. If this customer is
exempt, enter the tax identifier in the Tax ID field, and the reason for their exempt status in the Tax Exempt
field.
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7. Use the Tax Rounding Rule field to determine the rounding method for this customer. This field is only
enabled when the Customer Specific Tax Rules check box is selected in Company Configuration. Rounding
methods include: Use rounding rules from Currency, Round Up, Round Down, and Round to Nearest.
Continue on to the Customer Maintenance - Billing Detail - Billing Terms topic to complete the remaining
information required on the Billing > Detail sheet.
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3. The Billing Day defines the day of the week or month on which this customer can be billed. Select a day
from this list if you ship product every day, but only invoice customers on a specific day of the week or
month.
4. Use the Discount% field to define the default percentage applied to all purchases made by this customer.
If you need, you can change this amount on each detail line.
5. Use the Discount Method field to select how the discount is issued to the customer. This method is used
when you apply order valued based discounts to the customers sales orders; it affects the discount percentage
given to this customer. Available options:
Min The default order discount percent is the minimum discount this customer can receive.
Max The default order discount percent is the maximum discount this customer can receive.
Add The default option, this customer receives the order valued based discount and the default order
discount.
6. Rebates may be processed as a credit memo within AR Invoice Entry, or as an invoice payment within AP
Invoice Entry. To pay through AP Invoices, a supplier record is defined for the customer and then linked to
that customer using the Rebate Supplier field.
7. Use the Finance/Late Charge field to select the charge code that applies to this customer for invoices not
paid on time.
8. Select a Reminder Group if you want to apply group settings for reminder (dunning) letters to this customer.
The group defines reminder letter sequences and intervals and defaults for the application of finance charges.
Reminder letters function in conjunction with processes that generate finance charges, interest invoices,
and late payment fees.
9. The Consolidate Sales Orders check box determines how the Get Shipments process creates invoices from
sales orders. When selected, this check box indicates this customer can have multiple orders placed together
on the same AR invoice. If you clear this check box, however, separate invoices are created for each order
placed by this customer.
10. The Combine Packing Slips check box determines how the Get Shipments process creates invoices from
packing slips. When selected, this check box indicates all packing slips created for the same order and fiscal
period are billed on a single AR invoice. If you clear this check box, however, each packing slip creates a
separate invoice.
For more information about the Get Shipments
functionality, review the AR Invoice Entry Get Shipments
section found later in this chapter.
11. Select the Finance Charges check box to indicate this customer pays a penalty on any overdue balance.
12. Select the Credit Card Order check box to determine whether this order will be the default for orders
entered for this customer. This can be overridden later on.
13. If necessary, select the Auto Invoice / ERS Order check box for invoices to be automatically generated and
posted by the system when the pack is shipped.
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14. If necessary select the Order "Invoice when Complete" default check box if the customer wants every
order to be invoiced by default when the entire order is shipped.
15. When you finish, click Save on the Standard toolbar.
2. If you wish to enter a new billing address, click the Clear Bill To Address button.
3. Enter the different address in the Name, Address, City, State, Postal Code, and Country fields.
4. Enter the Phone and Fax numbers for this billing address.
5. When you finish, click Save on the Standard toolbar.
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Options in this sheet override defaults set by the national account. You can define settings that allow child
customers to pay their parents invoices and allow a customer to pay invoices for all customers in the same
account.
To define this customer as a bill-to in a national account relationship:
1. Select the Override Payer Bill-To Relationship Class check box to allow the customer to pay for parents
or grandparents in the accounts hierarchy.
2. To specify the name of the national account that applies to the customer, enter or search for the Payer Bill
To record.
3. Select the Across National Account check box to allow the customer to accept payments for any other
customer within the account.
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2. The price lists that you have created for this customer display in the Customer Price List grid. The top price
list is used before the second price list, the second before the third, and so on.
3. To change the position of a price list, highlight it.
4. To indicate this price list has more precedence, click the Move Up button.
5. To indicate this price list has less precedence, click the Move Down button.
6. When you finish, click Save on the Standard toolbar.
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2. The Open Invoices, Open Orders, and Open Payment Inst fields indicate the amounts this customer has
yet to pay.
3. Use the Credit Limit field to enter the total amount of credit available to this customer. When the customer
goes over this limit, various programs and reports alerts you this customer is over the credit limit.
If you want to give this customer unlimited credit, leave
the Credit Limit field as 0. Do not enter a large number
or all 9s to indicate unlimited credit, as you slow down
the application because it must now perform unnecessary
calculations.
4. The PI Credit Limit field displays the maximum credit this customer may have for non-traditional payments
like post-dated checks, bank drafts, promissory notes, and other payment instruments.
5. The Review Date field reminds you when another credit check on this customer should be done.
6. Select the Include Open Order check box to indicate the application uses open sales order amounts to
determine the customers current credit rating.
7. Select the Include Payment Inst check box to indicate the application also uses non-traditional payment
information (post-dated checks, bank drafts, and so on) when it calculates the customers current credit.
8. The Credit Hold check box is the key field on this sheet. When selected, this check box indicates this
customer cannot receive any more credit from your company. If you attempt to create a sales order or a
packing slip for a customer on credit hold, a warning message displays stating this customer is over the
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credit limit. For new customers, this check box is automatically selected. You must clear this check box before
you enter transactions for a new customer.
9. When you finish, click Save on the Standard toolbar.
2. Define the Max Percentage to Use when the parents credit is used. The default is100 percent.
3. Select the Share Credit check box to allow the sharing of credit among customers in the national account.
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4. Define the Percentage Shared among customers in the relationship. This field is available when credit is
shared. The default is 100 percent.
5. In the Credit Preferences section, move entries from the Available List to the Selected Preferences List to
set the order in which the credit checking process applies available credit.
6. Click Save on the Standard toolbar to apply the specified settings.
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2. In the Invoice Type field, use the drop-down list to select the type of document to which the numbering
sequence applies.
3. In the corresponding Transaction Document Type field, use the drop-down list to select the document
type associated with the legal number sequence.
4. When you finish, click Save.
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2. Use the Bank field to create a bank identifier used in application processes.
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3. Select the Primary Bank check box to designate this as the default bank for the customer. You can override
this default account for specific receipts.
4. Use the Bank Name, Bank Account, and Bank Identifier fields to provide information used in the selection
of accounts in other programs.
5. If needed, use the Bank/Branch field to associate a bank branch with the account.
6. Enter the account number in the IBAN Account Code field.
7. Use Payment Method to select the default payment method used to withdraw payments from the account.
To handle transfers electronically, select a method that uses an electronic bank interface.
8. If needed, use the Agreement Reference and Agreement Expires fields to enter information about the
agreement between the company and the bank.
9. Use fields in the Bank Mailing Address area to update address details.
10. Click Save on the Standard toolbar.
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Operations
This section details the operations available in the Accounts Receivable module. Each operation is described as
a workflow to help guide you through the process from start to finish. These programs are primarily found within
the General Operations folder for this module. If a unique setup record is required to run the operation, this
record is also described in this section.
Customer Reminders
Reminder letters prompt customers to pay past-due invoices. Customers can belong to reminder groups; these
groups determine the messages in the letters, and, optionally, the finance charges applied when they generate.
A .rpt file, included with the application, provides most of the content you need for these letters. The letter
template includes the customer's name, address, contact, company signature, and company contact. It also
includes information about the overdue invoices that caused the customer to receive this letter. You can print or
fax letters, or send them by e-mail.
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1. Click the Actions menu, highlight the Get submenu and select Customers.
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3. Click Search.
4. Select a customer from the Search Results grid.
5. Click OK.
6. Click the Actions menu, highlight the Customers submenu and select Generate Letters.
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Letters of Credit
You use letters of credit in situations when you do not want the risk of offering credit to a customer. Instead,
the customer sets up an agreement with a bank where the bank is held liable to pay for specific goods up to a
certain value using some condition usually a confirmed receipt such as a bill of lading. You are then assured
your organization will be paid, as you then place the AR invoice amounts against credit available at the bank.
The letter becomes its own independent line of credit between the customer and the bank.
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2. Enter the number for the letter of credit within the LC/ECG Reference field.
3. Next, enter a concise Description for the letter of credit. This value displays on various reports and trackers.
4. Click the Customer button to find and select the customer with whom you have set up a letter of credit.
5. If you will send AR invoices directly to a bank or to a different customer organization, select the Bill To
Customer location you need from this drop-down list.
6. Click the Type drop-down list to select the kind of letter of credit for this customer. Available options:
Letter of Credit A pool of credit guaranteed by the customers bank. This credit is usually paid directly
by the local representing bank.
Export Credit Guarantee A pool of credit for exported goods guaranteed by the government.
7. Enter the name of the bank backing the credit within the Guarantor Name field.
8. When you expect all shipments to this customer to ship complete through this letter of credit, select the
Ship Complete check box.
9. Use the Value and Currency fields to enter the amount of credit available in the local currency on this letter
of credit or export credit guarantee.
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10. The Lock, Exchange Rate, and Base Value fields indicate the amount of credit available based on the
exchange rate and whether the rate is locked for the letter of credit. These values display for your information.
11. The Terms fields displays the AR payment terms you have agreed upon with the selected customer for using
with the letter of credit.
12. The Issue Date, Valid From Date, and Valid To Date fields define the time period during which this letter
of credit is active. If you need, you can change these date values.
13. If you must stop placing transactions against this letter of credit, select the Inactive check box. Indicate why
the letter of credit is closed from the Inactive Reason drop-down list.
14. You use the Additional Data sheet to enter optional receiving information like Free On Board, Place of
Loading, and so on.
15. Use the Comments sheet to enter additional text you want to include about the letter of credit.
16. When you finish, click Save.
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Menu Path: Financial Management > Accounts Receivable > General Operations > Letter of Credit Closing
Process
To close any current open letters of credit:
1. Click the Schedule drop-down list to indicate when you want the process to run. In this example, you select
Now, indicating the process runs immediately. If you select a different schedule, you can set up this process
to run using a regular, automatic schedule.
2. When you select a schedule other than Now, the Recurring check box activates. Select this check box to
indicate the process runs automatically. For more information, review the Automatic Data Processing chapter
within the Epicor ERP Implementation Guide.
3. If you only want to close letters of credit with specific customers, click the Filter tab; find and select the
customers you wish to include in the process.
4. The Customer(s) section indicates if all or some customers are selected.
5. When you are ready to run the process, click the Submit button.
Any letters of credit that no longer have open orders or invoices placed against them and are past their Valid To
Date are closed.
AR Invoice Entry
Use Accounts Receivable Entry to bill customers for products and services a company sells. Revenue and the
corresponding AR values for shipped products do not update the general ledger (GL) until an invoice is created
and posted.
Before you can create or generate AR invoices, you need to set up entry groups, sometimes called batches. Entry
groups define the default transaction dates and apply dates for all invoices created within the group.
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When you finish defining your group, you can then enter invoices within the group. You can create several types
of AR invoices:
Miscellaneous Invoice A regular invoice that may or may not be linked to a sales order. Unless you use
Advanced or Deposit Billing, you usually select this invoice type for manually created invoices. A miscellaneous
invoice can also be created for tax purposes only or be designated as a recurring source invoice to use as a
template for other recurring invoices.
Shipment Invoices generated by the Get Shipments program. These invoices are linked to a customers
packing slips.
Advanced Billing Also called Progress payments, these records are customer payments you request when
you have not sent out a shipment. You choose whether the billing amounts credit sales or deferred revenue
accounts.
Deposit Billing A customer down payment or prepayment. You receive deposit billings as prepayments
against a sales order.
Credit Memo A transaction that reduces, or credits, a customers receivable balance. Credit memos do not
have to be linked to a sales order.
Advanced Billing Credit Memo A credit memo created to reduce an Advanced Billing invoice.
Deposit Billing Credit Memo A credit memo created to reduce a Deposit Billing invoice.
When you finish entering each invoices header, you then finish the invoices by adding detail lines, miscellaneous
charges, commission information, and other details. You complete the invoicing process by posting the entry
group to the General Ledger. These invoices are then committed to the financial records for the fiscal period.
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2. In the Group field, enter the identifier for the entry group. Entry groups can use any combination of letters
or numbers.
Some users enter specific numbers to easily find invoices
during an audit, while others use the employee name or
a date to organize the groups. After you post the group,
you may reuse this identifier.
3. Define the Invoice Date for the group. This value is the default date that is used for all invoices within this
entry group.
4. Define the Apply Date for the group. This value is the date when you post journals created from the
transaction.
5. The Base Total field displays the total amount due from invoices contained within this group in the companys
main, or base, currency.
6. Once invoices are created for the group, they will display in the Invoices grid.
7. When you finish, click Save.
You are now ready to add invoices to your new entry group.
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2. Invoice numbers are auto-assigned by the application. The Invoice field displays the next available invoice
number, and the following field displays the invoice type.
Depending upon the invoice type, you enter different
values on the Header sheet. This example creates a
Miscellaneous invoice.
3. Select the Document Type from the drop-down list to identify the document type for the invoice transaction.
The default comes from Customer Maintenance.
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4. AR Invoices may be set up to automatically print using the Business Process Management (BPM) Designer.
Once defined, the Auto-Print Ready field flags the invoice for automatic printing or print preview. To learn
how to create and activate BPM events, read the Epicor ICE Tools User Guide or application help.
If you want to manually assign a legal number to this
invoice, click the Actions menu and select Legal Numbers
> Assign Legal Number. Legal numbers can also be
generated at the time the external document is printed.
A legal number specifies a unique identifier for the
transaction.
5. When the Ready To Calculate check box is selected, sales taxes are calculated against the AR invoice when
it is saved. This check box can be automatically selected by default through the Company Configuration
program.
6. When you select the Use Alt Bill To Address check box, you indicate the alternate bill-to location defined
on each customer record is the locality used to generate sales tax amounts. Clear this check box to indicate
the ship-to address specified on a customer ship-to location is used instead.
When Tax Connect generates the taxes on AR invoices, sales tax percentages assigned to the specified
localities are multiplied against the invoice amounts. If you need, you can override this setting on specific
invoices.
When the Use Alt Bill To Address check box is selected,
the Use Alt Bill to Cust ID check box is also selected and
disabled by default.
7. When you select the Use Alt Bill To Cust ID check box, you indicate the alternate bill-to customer ID defined
on each customer record sends the bill-to CustID to Avalara, along with the invoice's ship-to address. This
check box is used with the Tax Connect functionality. In the event that the Cust ID has one or more
exemption certificates set up in Avalara, the taxes are calculated on each invoice line based on the correct
locality (ship-to address), but also by using the correct Cust ID for exemption purposes. Clear this check box
to indicate that the ship-to address specified on a customer ship-to location alone defines the locality.
When Tax Connect generates the taxes on AR invoices, sales tax percentages assigned to the specified
localities are multiplied against the invoice amounts. If you need, you can override this setting on specific
invoices.
8. If this invoice is for payment on a sales order, enter or search for and select the Sales Order.
Continue on to the AR Invoice Entry - Header (Continued) topic to complete the remainder of the Header fields.
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2. To prevent this invoice from being posted, select the Hold Invoice check box. This indicates the invoice
cannot be posted until you clear this check box.
3. From the Sold To field, enter or select the customer who purchased the goods or services. If you want to
use this location as the address on the invoice, select the Print Sold To Address check box. If this check
box is clear, the customers Bill To location is used on the invoices address.
4. The Bill To section displays the billing address for the selected customer.
5. The Line Amounts field displays the subtotal of the line amounts from this invoice. This amount is the total
from the current invoices detail lines.
6. The Less Adv. Billed field displays the amount, if any, that this customer has paid through advanced billings.
7. The Tax field displays the total amount of sales tax owed on this invoice.
8. The Less Prepaid Deposits and Less Cash Deposits fields display deposit amounts subtracted from the
Invoice Total amount.
9. The Rounding field displays the rounding value for the invoice.
10. The Total field displays the amount this customer owes on the invoice. This amount is calculated by adding
together the line amounts and the tax, and then subtracting the advanced billing and deposit amounts.
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11. The PO field displays the customers purchase order linked to this invoice. The PO from the sales order is
shown, but you can change this value.
12. The Terms field defines the conditions under which this customer pays on the invoice. The value selected
on the customer record displays, but you can select a different terms record from the drop-down list.
13. The Payment Method field defines the type of payment method used by this customer. For example,
payment methods can be Check or Electronic and Payment Instruments payment methods typically are
Generated or Received types.
14. To designate this invoice as a recurring source invoice, select the Recurring check box and select a Cycle
Code to define how recurring invoices will be generated and their billing cycles.
You can update some of the fields brought in from the cycle code in the Header > Recurring sheet.
15. When you finish, click Save.
2. The Line > Detail sheet displays. The sales order selected on the header appears in the Sales Order field.
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3. If this line is created for a sales order, enter or search for and select the SO Line/Rel identifier to define the
sales order line and release that is associated with it.
4. Information from this detail line displays. The middle section of this sheet displays the Part/Rev, Description,
Group, Customer Part, and PO information. If you need, you can change these values.
5. The Quantity field displays the number of items this customer is purchasing. If you need, you can change
this value.
6. The Unit Price field displays the price per unit at which you sell this part.
7. The Price Per field displays the part quantity that is used to multiply against the unit price. Available options:
Each, 100, 1000.
8. The Discount % field indicates the discount rate multiplied against the detail line; the Discount Amount
field indicates the amount that is subtracted from this lines Total.
9. The Extended Price field displays the total extended gross price for the line. This amount is calculated by
multiplying the Quantity against the Unit Price.
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10. The Less Discount field displays the Discount Amount calculated for this line. This amount is subtracted
from the line Total.
11. The Miscellaneous field displays the total amount of miscellaneous charges placed against this invoice line.
This amount is added to the line Total.
To learn how to add miscellaneous charges to a detail
line, read the AR Invoice Entry Miscellaneous Charges
section later in this chapter.
12. The Less Advance Billed field displays the total advanced billing amount that is reducing this invoice line
Total.
13. The Tax field displays the total sales tax amount that is levied against this invoice line.
14. The Total field displays the final line amount charged to this customer. This value is calculated by adding
the Extended Price, Miscellaneous, and Tax amounts, and then subtracting the Less Discount and Less
Advance Billed amounts.
You can quickly review and edit an invoices primary
information on the Summary sheet. This sheet displays
both invoice header and detail line information. You can
then use this sheet to edit some items on the invoice.
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15. If a tax liability has been identified for the invoice line, select a Tax Liability option from the drop-down
list.
16. If the line is explicitly exempt from taxes, enter a reason for the exemption within the Tax Exempt field.
This prevents AR Invoice Entry from calculating taxes against the line.
17. If the salespeople selected on the Commission sheet receive commission from this detail line, select the
Commissionable check box.
18. When you finish, click Save on the Standard toolbar.
2. The Line > Misc Charge sheet displays. Click the Charge field and select a charge from the drop-down
list.
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3. In the Amount field, enter the charge amount. Some miscellaneous charges have a default amount, but if
you need, you can change this value.
4. When you finish, click Save on the Standard toolbar.
The miscellaneous charge is now added to the total price of the line. You can view this additional price on the
Miscellaneous field within the Line > Detail sheet.
2. The Header > Detail sheet displays. Notice the Credit Memo graphic displays.
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3. To link a sales order to the credit memo, enter or find and select the Sales Order.
4. If you wish to link this credit memo to a specific invoice, enter or find and select the Ref. Invoice.
5. The Fiscal Year, Period, Shipment Date, Invoice Date, and Apply Date values display, determined by
the defaults and linking set up in the Invoice Dates Set Up section of Company Configuration. If you need,
you can change the Invoice Date and Shipment Date values.
6. In the Sold To area, enter or find and select the Sold To Customer you need.
7. If you need, you can select different payment terms from the Terms drop-down list.
8. To finish the credit memo, you must add at least one detail line to it. Click the Down Arrow next to the
New button, and select New Line. Follow the steps in the AR Invoice Entry Line section to add a detail
line.
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9. After you finish entering the line information, click Save on the Standard toolbar.
2. From the Invoices grid, select the invoice for which you want to adjust the account.
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4. At the bottom of the sheet, the GL Account fields populate with the default book and sales account.
5. Change the account in the Account field as necessary.
6. Click Save on the Standard toolbar.
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3. Notice you can filter the packing slips so they are only pulled from the Current Site or All Sites.
4. To only pull packing slips for a specific customer, click the Customers button, and then find and select the
customer you want.
5. To review the packing slips, click the Manual Selection button.
6. The Packing Slip Browse window displays.
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7. Select the packing slips you wish to invoice. You are now ready to generate the invoices.
8. Click OK.
9. Select Yes to the confirmation message that displays.
The invoices are created within the group. The Shipment type is displayed on all invoices generated through this
process. The packing slip information is placed in corresponding areas within the new invoices. Header information
is placed on the invoice header; all packing slip detail lines become detail lines on the new AR invoices.
Within Customer Shipment Entry, these packing slips also have
their Invoiced check boxes selected. You can no longer make
changes to these packing slips. If you delete the invoice,
however, its corresponding packing slip is reset to Not Invoiced
and then you can make changes to it.
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You can also use the Generate Recurring Invoices process to generate AR recurring invoices from a recurring
source invoice. Using this process is helpful if you have a high volume of recurring invoices.
1. From the Actions menu, select Get > Recurring Invoices.
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3. You can filter for which Cycle Codes and Customers you want to generate invoices.
4. Click Manual Selection to select from a list of all recurring source invoices available.
5. The Invoice Browse window displays with a list of invoices.
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New invoices are created from the selected recurring source invoices. Each new invoice is a copy of the recurring
source invoice, including comments, charges, commissions, GL accounts, and other information.
If necessary, you can change the data that pulls from the recurring source invoice into the recurring invoice.
If the Copy Latest Invoice option is selected on the recurring source invoice, the details will be copied from
the latest posted recurring invoice for that recurring series of the recurring source invoice.
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3. Enter or find and select the Legal Number to specify the invoice to cancel. The legal number is the unique
number assigned to identify this transaction. If legal numbers are not implemented, the application selects
the invoice number entered in this field.
4. Use the Invoice Date field to specify a date for the new credit memo.
5. In the Document Type field, use the drop-down list to select the document type for the credit memo.
6. Click OK.
7. Click Yes to the confirmation message.
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3. Enter or find and select the Legal Number to specify the invoice for correction. The legal number is the
unique number assigned to identify this transaction. If legal numbers are not implemented, the application
selects the invoice number entered in this field.
4. If necessary, use the Invoice Date field to set the date on the correction invoice.
5. In the Document Type field, use the drop-down list to select the correction invoice document type (for
example, Accounts Receivable Invoice, or Credit Memo).
6. Click OK.
7. Click Yes to the confirmation message.
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3. Enter or find and select the Legal Number to select the invoice that contains the error.
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4. Select the Reverse Sign check box to create the selected item or items as an adjusting entry.
5. Select the lines included in the adjustment from the Invoice Lines grid.
6. Click OK.
7. Click Yes to the confirmation message.
The application adds the lines to the selected invoice. Taxes on the line are recalculated based on effective rates.
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4. The Print Invoice window displays. Notice the selected invoices number appears in the title bar.
5. Select the Assign Legal Number check box to generate a legal number for the printed document.
6. Optionally, you can change the printing options. Options include Transactions, Document Types, and
Print Status.
7. Click Print. The selected invoice is sent to your printer.
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2. The Print Group window displays. Notice the selected groups number appears in the title bar.
3. To generate a legal number for the printed document, select the Assign Legal Number check box.
4. If necessary you can change your printing options. Options include Transactions, Document Types, Print
Status, Range Filters, and Invoice Status.
5. Click Print. The groups invoices are all sent to your printer.
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3. Click the Submit button on the toolbar. If the application could not post any invoices, an error message
displays.
4. You can view the errors on the Posting Log sheet. To display this sheet, click the Group tab and the Posting
Log tab. Correct the posting errors on the invoices. After you correct the errors, post the group again.
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2. You can select Prefix and Site identifiers to select the correct sequence.
3. Use the From Legal Number and To Legal Number fields to specify the numbers included in the void.
4. Enter a Reason to describe why you are voiding the folio.
5. Click Void and click OK to any confirmation message that displays.
Payment Instruments
Payment instruments are financial transaction methods used in different localities. Examples of payment instruments
include Promissory Notes and Post-Dated Checks. You run the Payment Instrument functionality to track each
instrument, from initial generation or receipt to clearance or settlement.
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2. Click the Actions menu and select Batch Generate Payment Instruments.
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2. Click the Actions menu and select Generate Single Payment Instrument.
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2. In the Group field, enter the identifier for the payment instrument group.
3. Use the PI Status drop-down list to specify the appropriate AR payment instrument status to apply to the
group.
4. If necessary, change the Transaction Date field to set the transaction date for payment instruments that
belong to the group.
5. When you finish, click Save.
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2. In the Type field, select one of the instrument types created in Payment Instrument Type Maintenance.
3. Enter the Payment Instrument ID and Description to identify the payment instrument.
4. Use the Transaction Date field to change the transaction date for the instrument.
5. Use the Issue Date field to change the issue date for the instrument.
6. Enter the Amount paid on the payment instrument.
7. Enter or find and select the customers identifier in the Cust ID field.
8. Change the instruments due date, if needed. The application uses the entry in the Due Date field and the
terms associated with the selected customer to determine the payment schedule.
9. Use the Currency field to change the currency applied to instrument amounts. This field is only enabled if
the company bank account is not defined. Otherwise, the bank account currency displays.
10. Select a different Bank Account in the Companys Bank Info area if needed. This entry determines the
account to which payments are deposited.
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11. Enter or find and select a Bank in the Customers Bank Info area if needed. By default, the field displays
the bank associated with the selected supplier. This entry determines the account from which payments are
withdrawn.
12. You can use the Info sheet to supply a customer or company address specific to the instrument. Default
information in this sheet originates in Customer Maintenance and Company Maintenance.
13. When you finish, click Save.
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2. You can select all the invoices by clicking the Select All button.
3. The Unapplied Amount field displays the payment instrument amount that has not been distributed. This
field recalculates automatically.
4. The Amount Selected field displays the total amount on the selected invoices.
5. After selecting the invoices, click Apply, which applies the instrument amount to all the selected invoices.
6. Click the Allocate tab to view the selected invoices. You can use this sheet to delete selected invoices or
make amount adjustments.
7. Select an invoice from the Invoices grid for which you want to make additional adjustments.
8. If needed, enter a new amount in the Transaction Amount field of an invoice.
9. Click the Detail tab. You can use this sheet to view additional invoice information.
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10. If needed, enter a new amount in the Amount to A/R field to adjust the invoice.
11. When you finish, click Save.
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11. If necessary, select any payment instrument record in the grid and click the Payment Instrument sheet to
view the details.
12. Select the Allocation sheet to select the invoices you want allocated towards the payment instruments in
your entry group.
13. Click the Actions menu and select Post Group. The group posts.
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2. In the Group field, enter the identifier for the entry group. Entry groups can use any combination of letters
or numbers.
Some people use specific numbers to make it easy to find
cash receipts during an audit. Others use the employee
name or a date to organize the groups. After you post
the group, you can then reuse this identifier.
3. Now select the Bank Account you need from the drop-down list. The cash receipts for the group are
deposited within this bank account.
4. The Transaction Apply Date defines the date placed on the cash receipts within the group. The current
date displays by default; if you need, select a different date.
5. When you finish, click Save.
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To do this:
1. Click the Down Arrow next to the New button; select New Invoice Payment.
2. In the Check field, enter the number that identifies the check. You can enter the number from the check
or any other reference number.
3. In the Receipt Amount field, enter the amount of the payment.
4. In the Receipt Currency fields enter the currency of the payment.
5. Use the Settlement Currency field to enter the currency of the invoice. The company must be configured
to use currency settlements in order for you to use this field.
6. In the Customer ID field, enter or search for and select the customer who is making the invoice payment.
If the customers remittance advice details have given you a number for a paid invoice, enter this number.
7. The Unapplied field displays the current amount not yet applied against an open invoice. You select which
invoices are paid or partially paid through this payment on the Invoice Selection sheet.
8. If you want the program to create a new unapplied entry against the customer for any remaining unapplied
amount, select the On Account check box. If this check box is clear, you cannot enter other payments until
you have allocated the entire Unapplied Amount.
9. When you finish, click Save.
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currency, or both currencies. Using the currency settlement feature, you can settle an invoice in one currency
paid in a second currency with the payment deposited in a third currency.
To define currency settlement exchange rates and amounts:
1. Use the Settlement Currency field to select a currency for the invoice settlement.
2. Use the Settlement Exchange Rate field (USD -> CAD in this example) to override the default exchange
rate between the bank currency and the settlement currency.
3. The Settlement Amount field displays the value of the payment using the target, or settlement currency.
This value is calculated using the currency selected on the invoice, the rate type, and the active exchange
rate. You can change the amount if you changed the settlement currency in this sheet and the settlement
currency differs from the bank account and the receipt currencies.
4. The Bank Amount field is used to change the amount deposited to the account. You can change the
amount when the amount of the receipt differs from the bank amount. Differences result when the currency
of the receipt differs from the currency of the bank account.
5. The Bank Receipt Exchange Rate field overrides the bank base rate. You can change the rate when the
currency of the receipt differs from the bank account currency. The rate group selected on the A/R Receipt
> Header sheet and the entry date for the receipt determine the bank base rate.
6. Click Save on the Standard toolbar.
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2. The Check and Settlement Amount values from the A/R Receipt > Header sheet display. If you need,
you can modify these values.
3. If you want the program to create a new unapplied entry against the customer for any remaining unapplied
amount, select the On Account check box. If this check box is clear, you cannot enter other payments until
you have allocated the entire unapplied amount.
4. The Unapplied amount field displays the current payment amount that has not yet been placed against an
invoice.
5. The invoices you selected on the Invoice Selection sheet display within the Invoices grid.
6. If you wish to update the payment placed against this invoice, enter a new amount within the Cust Amount
column.
7. To allocate amounts to a new or existing invoice, add a detail line to this sheet. To do this, click the Down
Arrow next to the New button; select New Line.
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8. The Order Value field displays the total amount that needs to be paid on this sales order.
9. When you finish, click Save.
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2. A new line displays within the Miscellaneous Payment Tax List grid.
3. Click in the Tax ID field, and select a sales tax from the drop-down list.
4. Select the Manual check box if this is a manually entered tax.
5. The percentage used to tax this payment displays within the Percent field.
6. The Taxable Amt field displays the amount you need to tax.
7. The Tax Amt field displays the amount subtracted from this miscellaneous payment.
8. The total tax displays within the Tax field.
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9. The Amount Less Tax displays the amount you have received from this miscellaneous payment after the
sales tax is subtracted from the payment.
10. Repeat these steps to add the sales taxes you need. When you finish, click Save.
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4. If any errors occur, they display on the Posting Log sheet. To display this sheet, click the Group tab and
the Posting Log tab. When you correct the errors, post the group again.
After you post the cash receipts, you can no longer edit
or delete them. If you post a receipt in error, you must
enter a Reverse Cash Receipt transaction. To learn more
about the Reverse Cash Receipt program, refer to this
program's topics within application help.
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3. You can search by various criteria, including Customer, Check/Ref, Invoice, Transaction Type, From/To
Date, and Bank Account.
The Transaction Type can be Deposit, Miscellaneous,
or Pay Invoice.
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10. A blue label displays the receipt type - Invoice Payment, Misc Payment, or Deposit Payment.
The sheets under the A/R Receipt tab, and the Deposit and Misc sheets, are similar to the Cash Receipt Entry
program, but read-only.
11. Use the GL Transactions sheet to view details of the GL journals associated with the selected receipt.
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AR Adjustments
Use AR Write Off and Adjustment to adjust an amount against an open invoice or credit memo. The amounts
you enter through this program increase or decrease the invoice balance. They also create General Ledger entries.
Menu Path: Financial Management > Accounts Receivable > General Operations > Write Off and Adjustment
To use this program:
1. Enter the invoice number directly, or click the Invoice button to find and select it.
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2. The invoices information, such as Legal Number, Customer, Invoice Date, Amount and Rate, display
in these fields.
3. If necessary, select the Copy Rate check box for the invoice adjustment to use the original invoice exchange
rate. This provides the ability to write off an invoice with a zero gain/loss adjustment.
4. The Date field displays the date on which the adjustment transaction occurs.
5. In the Adjustment field, enter the amount by which you change the invoice amount. This amount can be
either a positive or a negative value, but the adjusted amount cannot exceed the original invoice total.
6. After you enter the Adjustment value, the New Balance field displays what the updated amount is on the
invoice or credit memo.
7. The Fiscal Year and Period fields display the period that contains this date.
8. In the GL Account fields select the general ledger book and account number to be debited with the
adjustment amount.
9. Use the Description field to enter a brief explanation for the adjustment.
10. If you need to enter a longer explanation for the adjustment, use the Comment field.
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11. Select the Taxable Adjustment check box if you want to apply a prorated taxable adjustment to all taxes.
12. When you finish, click Save on the Standard toolbar.
13. The AR Invoice Adjustment Process window displays.
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2. The details from the selected cash receipt display in the program.
3. Select a reversal date in the Reverse Date field.
4. The reversal process determines whether unapplied cash exists for the receipt. If so, the Unapplied graphic
appears beside the Unapplied field.
5. Click Reverse.
Balance Update
Use the Balance Update process to update Accounts Receivable (AR) balances when they are not set for automatic
updates. Run this process before running the AR Reconciliation Report to have accurate balances on your report
if you have not set automatic updates.
Menu Path: Financial Management > Accounts Receivable > General Operations > Balance Update
To set up and run this process:
1. The current Fiscal Year and Fiscal Period display. Make any changes you want for your report.
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AR Reconciliation Tracker
Use the AR Reconciliation Tracker to assist in the reconciliation between your Accounts Receivable sub-ledger
and General Ledger to reduce month-end processing time.
You can select the criteria to retrieve and display transactions and calculated totals for specific periods you want
to reconcile, to avoid sorting through all transactions in your database. Retrieved records can be copied to
Microsoft Excel.
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Missing GL - No GL transaction linked to the movement (for example, open load invoice)
Missing Subledger - No subledger transaction linked to the GL movement (for example, manual journal)
Menu Path: Financial Management > Accounts Receivable > General Operations > AR Reconciliation Tracker
To drill down and review records:
1. Select the Book to be viewed in the tracker.
2. Verify that the Fiscal Year, Start Period, and End Period reflect the current month and year.
3. Leave the GL Account field blank to display totals for all GL accounts. You can enter an account in this field
to display totals for a single account.
4. From the Totals pane, click the Retrieve button.
5. Opening, closing, and GL movement balances display in the Totals pane.
6. To view GL movement records, right-click in the GL Movement field and select Drill Down.
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Reports
This section describes some key reports you use to view information about Accounts Receivable. You can run
these reports whenever you need. You can also set up each report to generate and print through a recurring,
automatic schedule. Review the Automatic Data Processing chapter in the Epicor ERP Implementation Guide for
information on how you link a report to a recurring schedule.
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2. In the Age By area, define the date from which the aging is based:
Due Date Compares the payment Due Date with the Aged As Of date to determine into which aging
column the invoice is placed. This value is the default.
Invoice Date Compares the Invoice Date with the Aged As Of date to determine into which aging
column the invoice is placed.
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3. The Aged As Of date displays the date used to calculate the aging. The current date displays by default,
but if you need, you can change this date. When you generate this report, its aging columns calculate in
increments based on both the selected aging method and this date.
4. If you need, select the Summary Only check box. When selected, only the totals per customer display on
the report.
5. If you want to run the report for a different reporting currency, select a Target Currency from the drop-down
list.
6. Select the Print Legal Numbers check box to print legal numbers on the report. Legal numbers are used
for internal and external identification of documents in many countries. This check box is disabled by default.
7. Notice the Filter Summary section. You can filter the records displayed on the report by GL Controls and
Customers. To do this, click the Filter tab and select the GL controls and customers you want to use.
8. You can display the invoices by Sold To location or Bill To location. If you select the Sold To option, the
invoices are shown using the customer location that purchased the shipment. If you select the Bill To location,
the invoices are shown using the customer location paying for the shipment. You can also use the GL Control
and Customer filters to limit the locations displayed on the report.
9. The Aging field defines the aging method used for this report. The method selected within Company
Configuration displays by default, but if you need, you can select a different method.
To learn more about the Company Configuration
program, review this programs topics within application
help. You can also review the Company Configuration
chapter in the Epicor ERP Implementation User Guide.
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2. In the To field, enter the last date used on this report. All invoice lines created on this date back to the From
date displays on this report.
3. Use the options in the Sort By section to define how this report is organized. Available options include:
Customer Group Invoices are sorted first by Customer Group, then by Customer, and lastly by Part.
This option is the default.
Product Group Invoices are sorted first by Product Group, then by Part, and lastly by Customer.
4. The Use options define how order based pricing and discounts are calculated for the prices. The Use methods
are:
List Price This method displays each items price before any order based pricing or discounts are
subtracted from the price.
Unit Price This method displays each items price after order based pricing is subtracted from the list
price. This price, however, does not include any discounts that can be subtracted from the price.
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Net Price This method displays each items price after both order based pricing and discounts are
subtracted from the original price.
To learn more about how the application handles prices,
review the Pricing and Discounting section within the
Sales Order Processing chapter.
5. If you want, select the Summary Only check box. This option causes the report to only display total amounts.
If this check box is clear, all the invoice details display.
6. If you want to run the report for a different reporting currency, select a Target Currency from the drop-down
list.
7. Notice the Filter Summary section. You can filter the records by Customer Groups, Product Groups,
Customers, and Parts. To do this, click the Filters tab to select the records you want to use on the report.
8. You can display cost information by Sold To location or Bill To location. If you select the Sold To option,
the costs are shown using the customer location that received the shipment. If you select the Bill To location,
the costs are shown using the customer location paying for the shipment. You can also use this reports
filters to limit the locations that display on the report.
9. When you finish, click Print on the Standard toolbar.
AR Reconciliation Report
The AR Reconciliation Report prints a single report to assist in reconciling Accounts Receivable (AR) balances with
the General Ledger (GL). The AR Reconciliation Report shows any differences between amounts and transactions
that post to the GL and the AR sub-ledger. The report includes opening balances and displays movements for
both the sub-ledger and GL.
To learn more about creating a reconciliation report, review
the AR Reconciliation Report topic within application help.
Menu Path: Financial Management > Accounts Receivable > Reports > AR Reconciliation
To set up and print this report:
1. Select the Book you want for your report from the drop-down list.
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6. Select the Only Transactions with Difference check box if you want to specify that only transaction lines
with differences display in the movements section of the report.
7. Select the Summary Only check box, to create a report without the transaction details.
8. Select the Include Opening Balances and Include Closing Balances check boxes to display opening and
closing balances in your report.
9. Notice the Filter Summary section. You can filter the records by GL Account. To do this, click the Filters
tab to select the records you want to use on the report.
10. When you finish, click Print on the Standard toolbar.
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Setup
This section describes the primary records you need to create for the Accounts Payable module. These programs
are contained within the Setup folder for this module. Only the primary records are described here. Some areas
within the next Operations section may also document setup records if they are required for a specific workflow.
You may also need to set up some parameters within Company Configuration. Some modules have global settings
you define through this administration program. For more information, review application help for this module;
the Configuration topic details the options you define within Company Configuration. You can also review the
Company Configuration chapter in the Epicor ERP Implementation Guide.
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Purchasing Terms
Purchasing Terms Maintenance defines terms that govern the frequency, number of payments, and discounts
that apply to supplier invoices. The suppliers terms apply to payments the company sends to the supplier.
Optionally, you can calculate the best discount for a specific term.
Menu Path: Financial Management > Accounts Payable > Setup > Purchasing Terms
To create terms applied to AP invoices:
1. Click New on the Standard toolbar.
2. In the Code field, enter the unique identifier for the term.
3. Enter a Description for the payment term. This description is printed on AP invoices and other external
documents.
4. Enter the Number of Payments that can be made against an invoice during a payment cycle. If this number
is more than one, any invoice assigned these terms is paid through multiple payments.
5. Click the Terms Type drop-down list to select the billing schedule associated with the term. Schedule
options include Days, Day of Month, and End of X Month(s) plus Y day(s).
6. If you want these terms to be the default on new supplier records, select the System Default check box.
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7. What you select in the Terms Type field determines which fields are available in the Due area. Based on
the terms type, the following fields are available:
Number of Days - This value defines a schedule based on periodic payments. The application adds the
number of days entered in this field to the invoice date to obtain the due date.
Due on Day and Minimum Days - These values define a schedule based on monthly payments. The
application uses the Minimum Days value to move a billing to the next month when the invoice date
occurs close to the Due on Day value and the Day value identifies the day of the month for which the
payment is due.
Number of Months and Due on Day - These values define a schedule based on payments after the
specified Number of Months plus the specified number of days (Due on Day). When a payment passes
this date threshold, the application considers it as late.
8. Click the Discount Type drop-down list to select the discount schedule associated with the term. Discounts
can be applied based on a number of days, a day of the month, or both (End of X Month(s) plus Y day(s)).
9. Select the Apply Discount When Paid in Full check box to only calculate discounts against invoices that
are fully paid.
10. Use the Discounts sheet to define discount terms.
11. When you finish, click Save.
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This value includes the recurring source invoice. Once the duration is reached for a recurring invoice, the
Inactive option will be set on the recurring source invoice.
If the Maximum Value check box is selected, the
Duration field is disabled and a Maximum Value entry will
be required on the recurring source invoice.
9. Click Save.
Supplier Maintenance
Supplier Maintenance defines payment terms, sales tax, and other supplier-related settings.
You can also use Supplier Maintenance to enable EFT processing for AP payments to the supplier. This involves
specifying bank account and payment method information for each bank to which you send EFT payments for
the supplier.
Menu Path: Financial Management > Accounts Payable > Setup > Supplier
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8. In the Tax ID field, enter the supplier's tax identifier. This number either prints on the suppliers 1099 forms
in the United States or is used for the VAT number in Europe.
9. Select the Hold Payments check box to stop payments to this supplier. This supplier is no longer available
during check processing in Payment Entry.
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2. In the Country Entry field, enter the Intrastat code for the area or city used as the entry point for goods
shipped from this supplier. You can also leave this field blank to use the value for Border Crossing defined
in the Country record.
3. Enter the production calendar used by the supplier in the Calendar field. The selected calendar indicates
the work schedule for the suppliers company.
4. In the Supplier Due Date Horizon field, define the number of days from the purchase order (PO) release
due date that the Scheduling engine considers incoming purchase order releases for this supplier to be late.
Available to Promise (ATP) and Capable to Promise (CTP) also use this setting to determine if incoming PO
releases for the supplier should be considered in their calculations as a potential sources of supply.
5. If necessary, use the Group field to link the supplier to a group code. Groups divide your supplier base
through any criteria you need; you can then sort suppliers by group on various reports. You create groups
through Supplier Group Maintenance.
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6. The Terms field specifies the payment terms used by the supplier. The term you define indicates the default
payment schedule and discount terms applied to this suppliers invoices. Refer to the Purchasing Terms
section earlier in this chapter for additional information about these records.
7. Select the Ship Via method (for example, FedEx or Company Truck) this supplier uses to ship purchased
materials to your receiving location. This becomes the default Ship Via for all purchase orders created for
this supplier; you can override it for individual purchase orders.
8. Click the FOB drop-down list to select the free on board location for this supplier. This location indicates
the point at which title of the shipped goods changes from the supplier to your company.
9. In the Minimum Order Value field, enter the lowest total quantity amount allowed on purchase orders
placed with this supplier. Enter a value in this field to prevent purchase orders with small amounts from
being created for this supplier.
10. Click the Payment Method drop-down list to select the default method for remitting payment to this
supplier. For more information about payments, review the Payment Entry sections found later in this chapter.
11. Select the Labels check box to indicate you print shipping labels for this supplier.
12. Select the Payment Reporting check box to indicate that this supplier is required to report payments to a
tax collection agency. This designates the supplier as a reportable supplier when running the Supplier
Payment Report.
13. When you select the One Invoice per Check option, this supplier only allows one invoice to be paid with
each check. Used during Payment Entry, this option prevents you from selecting multiple invoices on a check.
14. When you finish, click Save.
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2. Click the Down Arrow next to the New button; select New GL Control.
3. Use the GL Controls > Detail sheet to select controls that define the accounts to which this suppliers
transactions post.
4. Click the Down Arrow next to the New button; select New Tax Exempt.
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5. Use the Tax Exemptions > Detail sheet to define supplier-granted tax exemptions. This sheet determines
exempt tax categories and tax rates and the periods when the exemptions apply.
For more information on RoHS, GL Controls, and Tax
Exemptions, review the Epicor ERP Implementation Guide.
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2. In the Bank/Remit To ID field, enter the unique identifier for the bank or remit to.
3. In the Bank/Remit To Name field, enter the full name for the bank or remit to.
4. Click the Payment Method drop-down list to select the default payment method used to remit deposits
to this account. You can select a payment method that differs from the one selected on the Detail sheet.
However, to process EFT transactions for this supplier, select a method that uses an electronic bank interface.
5. Select the Primary Bank/Remit To check box if this is the primary bank or remit to for this supplier. When
selected, this check box indicates that this is the default for payments sent to this supplier. If you need, you
can override this default account on specific payments.
One bank/remit to record must be the Primary Bank/Remit To record. The first bank/remit to record you
create for a supplier is automatically marked as the Primary Bank/Remit To. If you create additional bank/remit
to records, you can make any one of them the Primary Bank/Remit To.
You cannot delete the Primary Bank/Remit To record if
no other bank/remit to records exist for the supplier. If
other bank/remit to records do exist, and you attempt to
delete the primary bank/remit to, the system will first
prompt you to select a different primary bank/remit to,
before deletion is permitted.
6. In the Bank Account and Bank Identifier fields, enter details of the bank account.
Bank details are not required for non-electronic payment
methods.
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Amortization Maintenance
Use Amortization Maintenance to set up amortization parameters for deferred expenses accounting. You create
a deferred expense amortization code and then add the amortization GL control to the new amortization code.
Menu Path: Financial Management > Accounts Payable > Setup > Amortization Code
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This is the default value. The Active check box selects automatically when you add a new amortization
code.
5. Select the appropriate Fiscal Calendar.
6. In the Duration field, enter the number of fiscal periods over which the schedule is amortized.
7. Click the Calculation Method drop-down list to define how revenue is recognized. Available options:
Equal Amounts - the same amount is recognized during each period.
Last Period - deferred expense is recognized only in the last period.
Actual Days - the deferred expense amount is based on the number of days within a period.
8. Click Save.
2. Click the Type button, find and select the Amortization type.
3. Click the Control button, find and select a GL control that you wish to use for deferred expenses.
4. Click Save.
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9. Click Save.
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Operations
This section details the operations available in the Accounts Payable module. Each operation is described as a
workflow to help guide you through the process from start to finish. These programs are primarily found within
the General Operations folder for this module. If a unique setup record is required to run the operation, this
record is also described in this section.
Logged AP Invoices
Logged invoices are a category of AP invoices you create to both record and post to a suspense account. These
invoices remain in this account until you approve and pay them. You create these invoices within Logged AP
Invoice Entry. You later validate these invoices within Logged AP Invoice Approve and Void Entry; you also cancel
a logged AP invoice within this program.
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2. In the Group field, enter the identifier for the entry group. Entry groups can use any combination of letters
or numbers.
3. Click the Apply Date drop-down list to define the default fiscal period to which group invoice transactions
post. The companys default fiscal calendar determines the values available in the Fiscal Year and Period
fields.
4. When you finish, click Save.
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3. Click the Ref PO button to find and select the purchase order you want to associate with the invoice. When
you link a purchase order to an invoice, it helps identify the supplier associated with the PO.
4. For an invoice not linked to a purchase order, enter the suppliers identifier in the Supplier field. After you
enter this value, the program displays both the suppliers name and address linked to this record.
5. Use the Invoice field to identify the invoice you want to log.
6. Click the Invoice Date drop-down list to define the entry date for the invoice.
7. Click the Apply Date drop-down list to define the fiscal period in which the invoice posts. The companys
default fiscal calendar determines the values available in the Fiscal Year and Period fields.
8. In the Description field, enter the invoice information. This information helps other users identify the invoice
while they process it.
9. In the Amount field, enter the total value of the invoice.
10. If you need, change the Terms field to reset the Due Date for the invoice. The terms defined on the selected
supplier record display in this field by default. The application uses both the Terms and Invoice Date to
calculate the calendar value to display in the Due Date field. For more information, review the previous
Purchasing Terms section.
11. The Legal Number provides a unique identifier for transactions. These identifiers have controls to prevent
gaps in sequence and provide an additional tracking method. Legal numbers are always shown on external
documents such as packing slips and AP invoices..
You define how legal numbers are generated in External
Company Maintenance.
12. If you need, select the Currency and Rate Type you want to use with this logged invoice. The amount
values on this invoice automatically update to display using the new currency. The Rate Type determines
the conversion rule used to calculate the values from the source (original) currency to the new (target)
currency.
13. Select the supplier Bank/Remit To ID. The primary bank/remit to is automatically selected, if the supplier
record has one set up. You can select an alternative, if the supplier has multiple bank/remit to records.
You set up Bank/Remit To records in Supplier Maintenance.
14. When you finish, click Save on the Standard toolbar.
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2. Select a Tax Liability for this invoice. The tax liability is the region or locality that will receive a tax amount
from this invoice.
3. Click the Tax Point drop-down list to define the date for the tax calculation on the current invoice.
4. Click the Tax Rate Date drop-down list to define the date to determine the effective tax rate. The rate
defined for this date is then calculated against the current logged invoice.
5. To add a new invoice tax, or adjust an existing one, click the Down Arrow next to the New button; select
New Logged Invoice Tax.
6. In the invoice tax line, specify the applicable tax type in the Tax ID field and the applicable rate in the Rate
Code field.
7. If necessary, select the Manual check box. You can now directly enter the tax information by using the
Percent, Tax Amount, and Taxable Amt fields. The tax amount is calculated using these amounts.
8. When you finish, click Save on the Standard toolbar.
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2. The assigned group displays in the Group field in the Logged AP Invoice Post Process dialog box.
3. Click Submit to post the group. The application displays an error message if the group contains invalid
entries.
If posting errors occur, select the Group > Posting Log
sheet to review an error log. Use this log to locate the
errors. You can re-post the group after correcting them.
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2. The invoice header details, such as Invoice Date and Apply Date display. Review the information.
3. Select the Approved check box.
4. The Approved By and Date fields populate with your user name and todays date.
5. Click Save on the Standard toolbar.
6. The Approved icon displays.
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2. Enter the Reason why you need to void the logged AP invoice.
3. Click the Void button. To the confirmation message, click OK.
4. The Logged AP Invoice Void Post Process window displays.
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5. Click Submit.
The selected logged AP invoice is now void.
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Letters of Credit
Letters of Credit are a standard way to provide credit in some countries, and these items are also used in
international trade to cover credit risks. You agree with a bank that the bank will be held liable to pay for specific
goods up to a certain value using some condition - usually a confirmed receipt such as a bill of lading. The supplier
is then assured they will be paid, as the supplier places the AP invoice amounts against the bank. The letter
becomes its own independent line of credit between your organization and the bank.
2. In the LC Reference field, enter the number for the letter of credit.
3. Next, enter a Description for the letter of credit. This text displays on various reports and trackers.
4. Click the Supplier button to find and select the supplier with whom you have set up a letter of credit.
5. Click the Bank drop-down list to select the bank with whom you established this letter of credit. You defined
these accounts within Bank Account Maintenance; for more information on this program, review application
help.
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6. Select the Ship Complete check box to indicate the goods or services received through this letter of credit
must be shipped complete. This value displays for your information on other records.
7. In the Value field, enter the amount of credit available with this letter.
8. The Currency, Lock, Exchange Rate, and Bank Value fields indicate the amount of credit available using
the currency exchange rate at the selected bank. These values only display for your information.
9. The Terms fields displays the AP payment terms selected for this specific letter of credit.
10. The Issue Date, Valid From Date, and Valid To Date fields define the time period during which this letter
of credit is active. If you need, you can change these date values.
11. If you must stop placing transactions against this letter of credit, select the Inactive check box. Indicate why
the letter of credit is closed from the Inactive Reason drop-down list.
12. You use the Additional Data sheet to enter optional receiving information like Free On Board, Place of
Loading, and so on.
13. When you finish click Save.
AP Invoice Entry
AP Invoice Entry records payments to your suppliers. The invoices you enter here update open purchase orders,
shipping receipts, and General Ledger accounts.
All invoices are created and posted through entry groups. After you define an entry group, you can use this
program to create both invoices and debit memos. An invoice tracks payments made against a linked receipt,
purchase order, or other AP financial transaction. A debit memo reduces the payable balance of the corresponding
supplier.
Invoices can have one or more detail lines, and each line can have a different type. Available line types:
Receipt Line Use this type for lines linked to receipts. These receipts are created through the
Shipping/Receiving module.
Miscellaneous Line Use this type for miscellaneous expenses or as a recurring source invoice to use as a
template for other recurring invoices; this line type is not linked to purchase orders or job records.
Job Miscellaneous Line Use this type to record miscellaneous charges for materials used on specific jobs.
Advanced Billing Line Use this type when you make an advance payment against a purchase order line
before you receive a shipment from the supplier.
Unreceived Billing Line Use this type when you make a payment against a shipment that is sent out, but
is not yet received by your company.
Menu Path: Financial Management > Accounts Payable > General Operations > Invoice Entry
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2. In the Group field, enter the identifier for the entry group. Entry groups can use any combination of letters
or numbers.
3. Click the Apply Date drop-down list to define the default fiscal period to which group transactions post.
The companys default fiscal calendar determines the values that display in the Fiscal Year and Period fields.
4. When you finish, click Save.
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2. The Header > Detail sheet displays. In the Ref PO field, enter any purchase order number you want to
associate with this invoice. This association identifies the supplier linked to the PO.
3. For a miscellaneous line invoice not linked to a purchase order or job record, enter the suppliers identifier
in the Supplier field. The program automatically displays the supplier name and address linked to this
identifier.
4. In the Invoice field, enter the invoice number.
5. Click the Invoice Date drop-down list to select the entry date for the invoice.
6. The Apply Date field determines the fiscal period in which the invoice posts. The companys default fiscal
calendar determines the values that display in the Fiscal Year and Period fields.
7. Use the Description field to enter invoice information. This information helps other users identify the invoice
while they process it.
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12. Select the Hold Invoice check box to block posting of the invoice. Select this check box when the invoice
is disputed or when you need supervisor approval.
13. Select the Hold Payments check box to block payment for this invoice. When you activate this option, you
cannot select this invoice within Payment Entry.
14. If you need, select the Currency and Rate Type you want to use with this invoice. The amount values on
this invoice automatically update to display using the new currency. The Rate Type determines the conversion
rule used to calculate the values from the source (original) currency to the new (target) currency.
15. Select the supplier Bank/Remit To ID. The primary bank/remit to is automatically selected, if the supplier
record has one set up. You can select an alternative, if the supplier has multiple bank/remit to records.
You can set up bank/remit to records in Supplier Maintenance.
16. When you finish, click Save on the Standard toolbar.
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2. The AP Invoice Add Receipt Billing Lines window displays. All the purchase orders with uninvoiced receipts
display within the Available Uninvoiced Receipts grid. Highlight the purchase order you need or click the
PO button to find and select a different purchase order.
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3. The purchase orders receipt lines that have not been invoiced display in the Uninvoiced Receipt Lines
grid.
4. Either select the SelectLine check box of the receipt line you want to invoice, or click the Select All button
to highlight all the receipt lines.
5. If you click the Select All button, note that the AllSelected check box is selected in the Available Uninvoiced
Receipts grid, indicating that all the lines for the current receipt are selected for invoicing.
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6. The detail lines move down to the Selected Receipts grid. You can select the Deselect Line check box
next to a specific receipt line if necessary.
7. To generate the detail lines, click the Create Lines button.
8. The Lines > Detail sheet displays. All of the information on this sheet is pulled in from the selected PO
detail line. The Receipt Information section displays information from the packing slip detail line that
generated the receipt.
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9. The PO Information section displays details from the purchase order used as the source for this payment
transaction.
10. The Line Type field displays the type of the invoice line. This example displays Receipt of Goods, which
indicates this line is a Receipt Line type.
11. The Part and Description fields display the part for which your company is being billed.
12. If necessary, click the Tax Category drop-down list to select a category that applies to this part. Tax categories
divide taxes into groups that apply to different products.
13. In the Tax Exempt field, enter a code if the line is tax-exempt. Leave this field blank if tax applies to the
line.
14. If necessary, use the Supplier Qty field to change the number of parts you want to bill through this line.
By default, the field displays the number received on the PO line.
15. If you need, use the Unit Cost and the Cost Per fields to recalculate charges for the line. By default, these
fields display values from the PO line.
16. Optionally, enter a line discount in the Ref Disc Amt (Reference Discount Amount) field. Use this field to
enter any additional information you need about the discount; this value does not change any calculations.
17. The Ext Amount (Extended Amount) field displays the line charge with discounts before any miscellaneous
charges and other expenses are applied against this amount.
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18. The Total field displays the line charge. The application adds the Extended Amount and the Miscellaneous
Charges together and subtracts any advance payments made against the line. This value is displays the Less
Adv. Pay (Less Advanced Pay) field.
To learn how to add miscellaneous charges, review the
AP Invoice Entry - Miscellaneous Charges section found
later in this chapter.
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3. If necessary, click the Purchase Point button to find and select a specific purchase point for this miscellaneous
line.
4. Make an entry in the Description field in the Invoice Information pane.
5. Enter a quantity into the Supplier Qty field.
6. Enter the unit cost into Unit Cost field.
7. The Ext Amount (Extended Amount) field displays the extended line charge with discounts before any
miscellaneous charges and other expenses are applied against this amount.
8. If necessary, use the Misc Charges sheet to modify the line charge amount (if any) defined on the
Miscellaneous Charges sheet.
9. The Total field displays the line charge. The application adds the Extended Amount and the Miscellaneous
Charges together.
To learn how to add miscellaneous charges, review the
AP Invoice Entry - Miscellaneous Charges topic found later
in this chapter.
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2. The Get Recurring Invoices window displays. Here you can filter for which suppliers and from which cycles
you want to generate invoices.
3. Click Manual Selection to select from a list of all recurring source invoices available.
4. The Source Recurring Invoices Browse window displays.
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5. Select the source recurring invoices you wish to use for generation of recurring invoices.
6. Click OK.
New invoices are created from the selected recurring source invoices. Each new invoice is a copy of the recurring
source invoice, including comments, charges, commissions, GL accounts, and other information.
If necessary, you can change the data that pulls from the recurring source invoice into the recurring invoice.
If the Copy Latest Invoice option is selected on the recurring source invoice, the details will be copied from
the latest posted recurring invoice for that recurring series of the recurring source invoice.
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2. In the Description field in the Invoice Information pane, specify the asset you need to define.
3. Select a Tax Category. Tax categories divide taxes into groups that apply to different products and items.
Be sure to choose a tax category that applies to this asset.
4. In the Supplier Qty field, enter the quantity of the asset.
5. Specify the Unit Cost. This value defines how much each unit of the asset is worth.
6. Click Save on the Standard toolbar.
For more information about assets, review the Asset
Management chapter.
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4. If you need, enter or change the charge amount in the Charge Amount field. The field displays the amount
for the selected charge if an amount is defined.
5. The Line PO Charges grid displays miscellaneous charges linked to the purchase order detail line.
6. You can select charges in the list and click Add PO Misc Charge to Invoice Line to move it to the Line
Miscellaneous Charges grid.
7. Continue to add the miscellaneous charges you need. When you finish, click Save on the Standard toolbar.
The miscellaneous charges are added to the total cost of the detail line.
You can also add miscellaneous charges at the header level of the invoice by selecting New Header Charge from
the New menu. You add header miscellaneous charges using the same process as described above.
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2. Navigate to the Header > Detail sheet. Notice the Debit Memo icon displays on this sheet.
3. By default, the last supplier for whom you entered an invoice displays. If you need, change the supplier in
the Supplier field.
4. Use the Invoice field to identify the debit memo.
5. Click the Invoice Date drop-down list to define the entry date for the invoice.
6. The Apply Date field determines the fiscal period to which this debit memo posts. The companys default
fiscal calendar determines the values displayed in the Fiscal Year and Period fields.
7. Use the Ref Invoice to apply the debit memo against a specific invoice.
8. Enter the total value of the debit memo in the Amount field.
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9. Click the Payment Method drop-down list to select the method used by the supplier to reimburse the
debit memo amount.
10. Select the Hold Invoice check box to prevent this debit memo from posting. Select this check box when
the invoice is disputed or when you need supervisor approval.
11. Select the Hold Payments check box to indicate that payments cannot be made against the invoice
referenced by this debit memo. Because of this, the invoice cannot be selected within Payment Entry.
12. If you need, select the Currency and Rate Type you want to use with this debit memo. The amount values
in this debit memo automatically update to display using the new currency. The Rate Type determines the
conversion rule used to calculate the values from the source (original) currency to the new (target) currency.
13. When you finish, click Save on the Standard toolbar.
If a legal number applies to the debit memo, the application asks you to enter it. Enter this number and click OK.
You can also add detail lines to this debit memo; these lines can be Miscellaneous, Job Miscellaneous, and
Advanced Billing line types. To learn how to do this, review the previous AP Invoice Entry Detail Lines section.
You can automatically generate use tax amounts through the Avalara (Tax Connect) functionality. These taxes
are automatically captured whenever taxes are calculated through Avalara. For example, you can set up Avalara
to capture use tax amounts (a consumption tax levied in the United States) on transactions. For information on
setting up taxes, review the Global Tax Engine chapter in the Epicor ERP Implementation Guide.
This section describes how you activate the Tax Connect functionality on a specific AP invoice.
To enter an invoice with use tax calculation:
1. Click the Down Arrow next to the New button; select New Invoice.
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2. Select a Supplier for the item requiring the use tax. You can also select the Ref PO to create an invoice
linked to a purchase order. If you use Avalara, be sure to select a Tax Liability enabled for use with Tax
Connect and Accounts Payable. This activates Avalara; the application will now calculate applicable use
taxes against your invoice amounts.
3. In the Invoice field, enter the invoice identifier.
4. Click the Invoice Date drop-down list to define the entry date for the invoice. By default, the current system
date displays in this field.
5. Enter the invoice Amount.
6. Select a Payment Method. A payment method indicates whether the supplier is paid manually through a
check or electronically through a file.
7. Select the Ready to Calculate check box to indicate you want to calculate taxes after you save the invoice.
8. Click Save on the Standard toolbar.
9. You are now ready to define the use tax needed on this invoice. Click the Down Arrow next to the
New button. Select New Misc Line to create a general invoice line.
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10. To create a line for an invoice linked to a receipt, select New Receipt Line.
11. The Lines > Detail sheet displays.
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3. From the Actions menu, select Invoice > Calculate Tax. The use tax amounts are calculated against the
item defined on the detail line.
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4. From the Actions menu, select Tax Connect > View Tax Connect Results.
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6. The calculated use tax amount displays in the Total Tax field.
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2. The Invoice Entry - Group Edit List window displays. Select the report settings you need.
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2. The application alerts you if the invoices contain variances. Click Yes to open the AP Invoice Post Process
dialog box.
3. Click Submit to post the group. The application displays an error message if the group contains invalid
entries.
If posting errors occur, select the Group > Posting Log
sheet to review an error log. Use this log to locate the
errors. You can re-post the group after correcting them.
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Adjustments
Use AP Adjustment Entry to change amounts for any open invoice or debit memo. You can increase or decrease
the invoice balance on the selected invoice or debit memo. When you adjust an AP invoice, you must also select
the book and GL account to which you want the adjustment to post. You can add as many adjustments as you
need against each invoice.
Before you adjust an invoice, consider the following:
You cannot increase an invoice balance above its original invoice amount. If an additional amount is necessary,
you can use a correction invoice to make up for the difference.
If you adjust an invoice balance down to $0.00, that invoice closes. Once an invoice is closed, you can no
longer adjust it.
Use discretion when you adjust an invoice amount. The original invoice could be linked to a purchase order,
which could make reconciliation difficult due to fluctuating invoice totals.
Menu Path: Financial Management > Accounts Payable > General Operations > Adjustment
To adjust an open AP invoice or debit memo:
1. Click the Supplier button to find and select the supplier on the invoice you need to adjust.
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18. The adjustment displays within the Transactions Applied To This Invoice grid.
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2. You can change the Hold Payments setting, to enable or disable payment of the invoice.
3. The Due Date field is available to change the invoice due date.
4. When you make updates, they are listed on the Work List.
5. When you have made updates, click Save.
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Deferred Expenses
Deferred expenses are expenses apportioned over one or more fiscal periods. You can apportion these costs into
the periods where these will be recognized using a single AP entry process. Epicor ERP will then create the journal
entries to ensure that the portion of the costs is posted into the correct period.
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1. Click the Down Arrow next to the New button; select New Group.
2. In the Group field, enter the identifier for the entry group. Entry groups can use any combination of letters
or numbers.
3. Click the Apply Date drop-down list to define the default fiscal period to which group transactions post.
The companys default fiscal calendar determines the values that display in the Fiscal Year and Period fields.
4. When you finish, click Save.
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2. In the Supplier field, enter a supplier identifier. The supplier name and address linked to this identifier are
displayed.
3. In the Invoice field, enter the invoice number.
4. Click the Invoice Date drop-down list to select the entry date for the invoice.
5. The Apply Date field determines the fiscal period in which the invoice posts. The companys default fiscal
calendar determines the values that display in the Fiscal Year and Period fields.
6. Use the Description field to enter invoice information. This information helps other users identify the invoice
while they process it.
7. Enter the total value of the invoice in the Amount field.
8. When you finish, click Save on the Standard toolbar.
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2. The Deferred Expense pane displays the parameters of the amortization schedule that you selected.
3. Click the Create button.
4. The default account number and description is loaded automatically to the Deferred Expense GL Account
fields.
5. An amortization schedule for the invoice is created. You can review it in the Expense Amortization
Schedule grid.
6. Click Save on the Standard toolbar.
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1. From the Actions menu, select Group > Print Group Edit List.
2. The Invoice Entry - Group Edit List window displays. Click the Print Preview button to review the edit
list. Note the GL Account Recap and review the distribution of debits and credits.
You can print and preview the edit list only once and after
you click Submit, the buttons are disabled. If you want
to reprint the edit list, you should re-open the pre-printed
form.
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3. Close the preview window and the Invoice Entry - Group Edit List window.
4. From the Actions menu, select Group > Post.
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5. From the Actions menu, select Legal Numbers > Assign Legal Numbers.
6. The Amortization List grid shows the amortization line that falls within the selected time period.
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7. The legal number you assigned is displayed in the Legal Number field.
If you exit the Deferred Expense Recognition program
now, this legal number stays assigned and will display the
next time you get this amortization line. If you want to
void the legal number, from the Actions menu, select
Legal Numbers > Void Legal Number.
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3. Click Print on the Standard toolbar and close the Deferred Expense Recognition - Edit List.
4. Within the Deferred Expense Recognition, click the Submit button.
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Payment Instruments
Payment instruments are cashless methods of payment used to satisfy amounts due on AP invoices. You often
enter payment instruments in connection with a promissory note received with an accounts payable (AP) invoice.
You use payment instruments to withdraw funds needed to pay the debt incurred by the AP invoice. The application
contains a workflow you use to enter payment instruments, change their status, and write off the payment
instruments as needed.
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2. In the Group field, enter the identifier for the payment instrument group.
3. The Bank Account field specifies the default bank account for the company. If you need, change the
account.
4. The Currency field displays the currency of the bank account. You can select another currency for the group.
The amounts update to reflect the new, or target, currency.
5. Click the Prom. Note Date drop-down list to define the default transaction date for the group.
6. Select the Rate Type used when the instrument contains a currency different from the currency on the
bank account. The rate type defines the conversion rules applied to update amounts from the original
(source) currency to the new (target) currency.
7. When you finish, click Save.
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5. If you need, change the Transaction Date. The application uses this date and the terms from the supplier
record to determine the payment schedule.
6. Enter the suppliers identifier in the Supplier field.
7. Click the Type drop-down list to select a payment instrument. The type value indicates what kind of payment
instrument it is; for example, promissory notes and future-dated checks are both payment instrument types.
8. Select a Status.
9. Optionally, select the supplier Bank/Remit To ID. The primary bank/remit to is automatically selected, if
the supplier record has one set up. You can select an alternative, if the supplier has multiple bank/remit to
records.
10. If necessary, use the Currency field to change the currency applied against the instrument amounts. You
can adjust bank amounts and the rate type when the currency of the instrument differs from the currency
on the suppliers bank account.
11. When you finish, click Save on the Standard toolbar.
12. If necessary, use the Info sheet to enter a supplier or company address specific to the instrument. The default
information is pulled from either Supplier Maintenance or Company Maintenance.
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2. Use the Bank Fee field to identify the bank fee you need to place against the instrument.
3. Enter the Bank Fee Amount using the currency selected for the instrument.
4. When you finish, click Save on the Standard toolbar.
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2. Click the Invoice drop-down list to select an invoice to which the payment applies. The currency of the
payment must match the currency on the invoice.
3. When you finish, click Save on the Standard toolbar.
4. You can also use the Payment Instrument Payable > Allocate sheet to delete invoices selected on this
sheet. You can then adjust the amounts allocated to each remaining invoice.
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8. Select one or multiple invoices you want to apply against this payment instrument.
9. Click OK.
10. The invoices you selected display in the Invoices grid on the Payment Instrument Payable > Allocate sheet.
You can now use the current payment instrument against the amounts on the selected invoices.
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2. In the Status field, enter a unique identifier for the status level.
3. Enter a Description for the status level. This text displays on the Status drop-down list in other programs,
so be sure to enter a value that clearly indicates the purpose for the status.
4. Click the Use In drop-down list to define whether this status is used for either AP or AR. For this example,
you select AP.
5. The Stage drop-down list now displays the various pre-defined stages available for accounts payable.
Available AP stages:
Unapproved - Used after a supplier has sent an invoice to a customer and it remains outstanding.
Portfolio - Used when a signed document has been received (Signed status), or an AP invoice has been
reduced by the allocation from the Payment Instrument (Posted status).
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2. Enter the identifier for the Type. On certain reports, trackers, and other programs, you may only see this
value.
3. Next, enter a Description for the payment instrument type. This value displays on various drop-down lists.
4. Click the Initiation drop-down list to define how this payment instrument is initiated. You have two options
- Generation (initial payment instrument is created) or Received (initial payment instrument is a received
document).
5. Because this type is for accounts payable, you have some default behavior you can define within the Accounts
Payable section.
6. Select the Supplier Bank Required check box to indicate bank details need to be included on all payment
instruments that use this type.
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7. Click the First GL Update Stage drop-down list to indicate whether the general ledger is updated through
a bank statement or a portfolio.
8. Click the Initial drop-down list to define the default status for all starting payment instruments that use
this type.
9. Click the Reconciled drop-down list to define the default status for all reconciled payment instruments that
use this type.
10. If this type initiates through the Generation mode, the Generation Options section is active.
11. Click the Type drop-down list to define whether payment instruments are generated through a check or
another option.
12. Select the Default check box to indicate this generation type is selected automatically on payment instruments
that use this type.
13. When you finish, click Save.
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2. Optionally, edit the Description of the payment instrument to help identify its current status.
3. You can also change the Due Date for this payment instrument.
4. To change the status, from the Actions menu, select Status Change.
5. The Status Change window displays.
6. Click the PI Status drop-down list and select the status you need.
7. Click OK to close the Status Change window.
8. You can also change the payment instrument type by clicking the PI Type drop-down list and selecting the
new type.
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9. If the status change also requires a new legal number, from the Actions menu, select Legal Number >
Assign Legal Number.
10. If you need, you can also stop using an existing legal number by selecting Void Legal Number.
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2. Click the PI Status drop-down list to select the status you want to associate with this payment instrument.
In this example, the AP Settled status displays.
3. Click the first GL Account drop-down list to select the book to which you will record this payment instrument
write off.
4. Click the second GL Account drop-down list to select the specific account to which you will record the
write off.
5. If you need, enter an additional Comment you want to associate with the current payment instrument.
6. When you finish, click Save on the Standard toolbar.
The payment instrument is now considered written off by the application.
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Payment Entry
Use AP Payment Entry to pay AP invoices through check or electronic payments. After you enter the payments
and process the checks, you then record these transactions in your General Ledger. This is done by posting the
payments using the Actions menu. You can make payments against invoices created to pay suppliers. You can
also pay miscellaneous expenses that do not have an invoice, enter manual checks for extra expenses, process
debit memos, and make payments to one-time suppliers.
You start the process by creating a group for the payments. You can then create payment records that satisfy
both invoices and miscellaneous payments. After you enter the payments and process the checks, you can post
the payments.
Menu Path: Financial Management > Accounts Payable > General Operations > Payment Entry
2. In the Group field, enter a unique identifier for the group. Entry groups can use any combination of letters
or numbers.
3. In the Bank Account field, select the bank account from which these payments are withdrawn. You can
change the account before a payment run or define a different account for a manual payment.
If entering an Electronic File Transfer (EFT) payment, select
the bank account with the EFT payment method.
4. The Default Currency field displays the currency used for the selected bank account. Depending on the
payment method, you can or cannot change the currency used for the group.
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5. Click the Payment Method drop-down list to select the method used as the output format for the payment
run. If you select the manual payment method, you can then directly enter checks.
6. Use the Payment Date field to define the date on which the payments are run through this group. This
value determines the active exchange rate used to convert bank account amounts to other currencies.
7. If you need, click the Rate Type drop-down list to select the currency rate type that applies to these group
payments. Rate types define the conversion rules used to update amounts from the original (source) currency
to a new (target) currency.
8. When you finish, click Save.
2. The Payment > Header sheet displays. Enter the suppliers identifier in the Supplier field. The program
automatically displays the supplier name and address, as well as other information linked to the supplier.
3. If the group uses a manual payment method, the Manual check box is automatically selected and some of
the fields in the Manual Payment pane are enabled.
4. Select the Enter Payment Total check box to enable you to enter a check amount in the Payment Total
field. The Enter Payment Total check box is enabled when the Manual check box is selected and when the
bank currency is different from the companys base currency. If the Enter Payment Total check box is not
selected, the Payment Total field displays a total amount that cannot be changed.
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5. For manual payments, enter the check number in the Payment field and the check date in the Date field.
The check date can be changed as needed on manual payments.
6. For manual payments, select the bank account in the Bank field.
7. A selected Electronic Payment check box indicate this payment uses EFT. This check box is automatically
selected when the payment method is set up for EFT payments. For more information on setting up electronic
payments, review topics in application help.
8. Select the Force Discount check box to indicate the application calculates the payment using the best
possible discount terms offered by the supplier. When the check box is clear, the application calculates the
discount based on the effective discount rate defined by the suppliers purchasing terms.
9. If you need, use the Exchange Rate field to change the default exchange rate you defined on the Group
sheet. This field is available when the bank currency is different from your companys base currency.
10. When you finish, click Save on the Standard toolbar.
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2. The Select Invoices window displays. In the Due Date field, enter the date used to select the invoices. The
function returns all invoices due on or before this date. By default, the field displays the groups Payment
Date.
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3. Select Consider Discount Dates to limit the results to invoices with discount dates on or after the specified
due date.
4. Select Include Invoice without Payment Method to limit the results to include invoices without a payment
method in the results.
5. If you need, use the Filter sheet to change entries in the Supplier Groups and Payment Methods fields.
6. Click OK.
7. The Invoice Payment Selection window displays. All invoices that match your selection criteria display on
the grid. In the grid, highlight the invoices you want to pay.
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8. The Candidates field displays the total value of the invoices that match your selection criteria.
9. The Selected field displays the total value of the invoices currently selected on the grid.
10. The Remaining field displays the balance that remains to be paid on the invoices that are not selected.
11. Note the Bank/Remit To ID and Name display. A separate payment will be created for each different
bank/remit to.
12. To select all the invoices, click the Select All button.
13. Once you have made your selections, click OK.
14. The invoices display in the Payments grid on the Payment > Header sheet. If you need, highlight the
payment and click the Invoices tab; you can then make changes to the invoice payment as needed.
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2. Select the Payment > Misc Detail sheet. In the Payment Amount field, enter the expense amount.
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3. Use the Description field to enter additional information used for processing the invoice. The description
displays on the check stub when a check is used to pay the expense.
4. Use the Expense Account fields to select the book and account to which the entry posts.
5. Optionally, use the Tax Liability field to change the taxing liability linked to the supplier for the current
payment.
6. When you finish, click Save on the Standard toolbar.
2. Use the Bank Fee field to identify the bank fee you need to place against the instrument.
3. Enter the Bank Fee Amount using the currency selected for the payment.
4. From the Actions menu, select New Bank Fee Tax If you need to add tax amounts for the bank fee.
5. Use the fields in the Bank Fee Tax Detail section to add bank fee tax amounts as needed.
6. When you finish, click Save on the Standard toolbar.
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3. The Payment Date field defines the date applied to payments in the run. The companys default fiscal
calendar determines the values that display in the Fiscal Year and Period fields.
4. The Forms field indicates whether the print run uses the Check form, the Remittance form, or Both forms.
The payment method determines the available options.
5. If you need, use the Bank Account field to change the bank account from which the payments are
withdrawn. By default, the field displays the account defined for the payment group.
6. If necessary, select the Override Payment check box and enter the first payment number in the run in the
Payment number currently loaded field. Each check or EFT (electronic file) in the run is given a sequential
number that begins with this value.
7. When the group includes EFTs (electronic files), use the Bank Export File field to specify the file used to
send electronic payments. The default file originates from the payment method.
8. When you finish, click Print on the Standard toolbar.
The Print option assigns payment numbers, generates electronic file, and prints remittance advice. You also
have the option of clicking Generate Only to assign payment numbers and generate an electronic file
without printing. Or, you can click Preview to view once the Print or Generate Only processing is complete.
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3. Click the Submit button on the Standard toolbar to post the payments contained within the current group
to the general ledger.
When the payment run contains checks, the application prompts you to verify that all checks printed correctly.
If posting errors occur, select the Group > Posting Log sheet to review an error log. You can re-post the group
after correcting the errors. If you post a receipt in error, run Void Payment Entry to correct the error.
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When you enter all of the amount values you want on the debit memo, you then apply them against the selected
invoices.
Menu Path: Financial Management > Accounts Payable > General Operations > Apply Debit Memo / Prepayment
To update and apply debit memos:
1. Click the Down Arrow next to the New button; select New Debit Memo/Correction Invoice.
2. Now find the prepayment you need for the current debit memo. Click the Invoice button to find and select
an invoice against which a prepayment was entered.
3. To limit the prepayment records to a specific supplier, click the Supplier button to select a record. You can
then click the Invoice button to find prepayments made against invoices linked to the selected supplier.
4. Enter the total amount of the debit memo in the Amount to Apply field.
5. Click the Transaction Apply Date drop-down list to select the date on which the demo memo will be
placed against the selected invoices.
6. Click Save on the Standard toolbar.
7. Optionally, you can add additional invoices to this debit memo. To do this, click the Down Arrow next to
the New button, the select New Invoice.
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1. Click the Binocular Search to find and select the payment that you need to void.
2. The Supplier ID, Name, and Address fields display the supplier for the listed payment.
3. Click the Apply Date drop-down list to select the date on which you are canceling the payment. Review
other information related to the payment to make sure you have selected the correct entry.
4. Click the Void button to complete the process. To the confirmation message, click Yes.
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2. To select invoices posted during a specific time period, use the From and To data fields to select the dates
you need. All invoices posted on and between these dates are selected by the Use Tax Calculation process.
The dates for the current fiscal period display by default.
3. Select the Tax Category code for which you are reporting use taxes, or leave the field blank for all tax
category codes. These codes classify different products and services based on taxes, and are equivalent
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4. You can limit the process to a specific invoice or a range of invoices. You can also limit the process to a
specific invoice line or a range of invoice lines on a selected invoice. To do this, click the Filter tab and select
the invoices you need.
5. After you finish your invoice selections, a summary of your choices displays within the Filter Summary area.
6. The use tax calculations are recorded within a log file. The default filename and directory path display within
the Log File Name field. If you need to change these options, click the Log File Name button to find and
select the directory path and file you need.
7. To calculate use taxes on the selected records, click the Submit button.
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Reports
This section describes some key reports you use to view information about Accounts Payable. You can run these
reports whenever you need. You can also set up each report to generate and print through a recurring, automatic
schedule. Review the Automatic Schedules section in the Epicor ERP Implementation Guide for information on
how you link a report to a recurring schedule.
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2. If you selected Cutoff Date in the Select By field, specify the Cutoff Date. Logged invoices with invoice
dates prior to this date print on the report.
3. If you selected Fiscal Year in the Select By field, specify the Fiscal Year and Fiscal Period. Logged invoices
in the specified fiscal year and period print on the report.
4. Select the Currency used to generate the amounts displayed on the report. The base currency for the current
company appears by default, but you can select another currency available for the company.
5. Clear the Summary check box to print a detailed list of logged invoices charged to the suspense account.
Select the check box to print summarized logged invoice information.
6. Use the sheets under the Filter tab to select specific GL accounts and suppliers to include on the report.
7. When you finish, click Print on the Standard toolbar.
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2. Use the Sort By field to select how you would like the report organized. The options are By Supplier ID, By
Supplier Name (default), or By PO.
3. When you finish, click Print on the Standard toolbar.
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1. From the Range By drop-down list, select whether the report displays invoices based on:
Fiscal Period - Displays logged invoices for the specified fiscal year and period.
Apply Date - Displays invoices with apply dates within the specified begin and end date ranges.
Open Invoices at End Date - Displays invoices with invoice dates on or before the specified end date.
Invoice Date - Displays invoices with invoice dates within the specified begin and end date ranges.
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If you selected Invoice Date, enter the beginning invoice date. Invoices with invoice dates on or before
this field display on the report.
If you selected Open Invoices at End Date, enter the beginning invoice date. Open invoices with invoice
dates on or before this field display on the report.
4. In the PI Option field, select a payment instrument option for the report:
Open Balance Only - Include open balance payment instruments only.
Exclude Outstanding PI - Exclude outstanding payment instruments from the report.
List Separately - List payment instruments separately.
Display PI Only - Display payment instruments only on the report.
5. In the Book field, select the GL book used for the report.
6. If you selected Fiscal Year, specify the Fiscal Year, Begin Period and End Period. Invoices in the specified
fiscal year and period range print on the report.
7. Select Include Debit Memos to include debit memo transactions in the report.
8. Select Pre-Payments Only if you want to include only pre-payment transactions in the report.
9. Select Include GL Account Information to include GL account information on the report.
10. Clear the Summary Data Only check box to print a detailed list of open invoices. Select the check box to
print summarized open invoice information.
11. In the Sort By field, select the sort criteria for the report in the Available field, and then click the right
arrow button to move the selected sort criteria to the Selected field.
12. Use the sheets under the Filter tab to select specific suppliers, supplier groups, GL controls and GL accounts
to include on the report.
13. When you finish, click Print on the Standard toolbar.
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1. Specify the Due Date for which the proposed payments are selected. Any unpaid invoices due on or before
this date display on this report. The current date displays by default, but if you need, you can select a different
date from the drop-down calendar.
2. Select the Consider Due Dates check box if the report should calculate discounts on all invoices selected
for the report. If a invoice falls within the discount period defined for the payment terms on an invoice, the
amount to pay on this invoice is reduced to reflect the discount available for prompt payment
3. If you selected the Consider Due Dates check box, use the Exclude Invoices with Zero Discount check
box to indicate if invoices with zero discount amounts should be excluded from the report.
4. Select the Include Invoices On Hold check box invoices placed on payment hold that are due on or before
the specified due date should be included on the report.
5. Use the sheets under the Filter tab to select specific supplier groups and payment methods to include on
the report.
6. When you finish, click Print on the Standard toolbar.
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2. In the Age By area, select whether the report ages the invoices based on:
Due Date - Compares the invoices Due Date to the Aged As Of Date to determine into which aging
column the invoice is placed.
Invoice Date - Compares the Invoice Date with the Aged As Of Date to determine into which aging
column the invoice is placed.
3. In the Aged As Of field, enter the date used to calculate aging for the report. When you generate this
report, its aging columns are calculated in increments based on both the selected aging method and this
date.
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4. Select Include Logged Invoice to include logged invoices in the report. Logged invoices are recorded and
posted to a suspense account and are not posted to your financial records until approved and paid. For
more information, review the Logged Invoice Entry section earlier in this chapter.
5. Select Include Payment Instrument to include payment instruments in the report. Payment instruments
refer to a diverse range of payment methods like promissory notes and future-dated checks. For more
information on payment instruments, review the Payment Instrument Payable Entry section earlier in this
chapter.
6. Select Include Pre-Payments to include pre-payment transactions in the report. For more information on
pre-payments, review the Payment Entry Processing Pre-Payments section earlier in this chapter.
7. Select Pre-Payments Only if you want to include only pre-payment transactions in the report.
8. Select Summary Only to generate a report that only displays totals.
9. Optionally, change the currency of the report in the Target Currency field. The amounts on this report
update to display values using the current exchange rate for the new (target) currency.
10. Fields in the Filter Summary section limit the invoices included on the report. Use the Filter sheet to restrict
this report to only display transactions created for specific GL Controls and Suppliers.
11. The Aging field defines the aging method used for this report. The method selected within Company
Configuration displays by default, but you can select a different method.
For more information on Company Configuration, review
the Epicor ERP Implementation Guide.
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2. Optionally, click the Target Currency drop-down list and change the currency of the report.
3. Select Summary Only if you want to only print header information for all the transactions included on the
report.
4. Use the Filter sheet to restrict this report by specific tax types or tax liabilities. These settings display in the
Filter Summary section of the Selection sheet.
5. When you finish, click Print on the Standard toolbar.
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2. In the Description field, enter a description for the report. This text is printed on the report.
3. In the Report Title field, enter a title that will print at the top of the VAT report.
4. Click the Fiscal Calendar button to search for and select an existing fiscal calendar record that applies to
the tax report.
5. Click the From drop-down list to select the date on which the report will start. All sales taxes levied on this
date forward to the To date will be included on the report.
If you have selected a Fiscal Calendar, this date becomes
the first date of the selected fiscal period and this field is
disabled. If you do not select a Fiscal Calendar, you can
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6. Click the To drop-down list to define the date on which this report will end. All sales taxes levied on this
date back to the From date will be included on the report. The report uses the To date to determine what
invoices will be included in the VAT calculations. The tax lines must have Invoice Dates that are less than or
equal to the To Date. The tax lines must also have Invoice Dates that occur after the To Date on the previous
report.
7. In the Report Date field, enter the date on which this VAT report was created. The Enter Date for the report
must be less than or equal to the Report Date.
8. Select the Accounts Payable and/or Accounts Receivable check boxes to indicate the transactions from
the corresponding module are included in the report.
9. Use the sheets under the Filter tab to select a specific range of records to display on your report.
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2. Click the Target Currency drop-down list and select the code of the currency used for the report.
3. Select the Report Style, the Schedule, and the Archive Period for the report.
4. Click Print Preview to preview the report.
5. When you finish, click Print on the Standard toolbar.
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2. Click the Target Currency drop-down list to select the code of the currency used for the report.
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3. Select the Print Tax Account Summary check box to add GL analysis to your report.
4. Select the Backdated Items option for the print edit list.
Backdated Items Are Included - Include backdated tax transactions on the report.
Backdated Items Are Excluded - Exclude backdated tax transactions from the report.
Only Backdated Items Are Included - Include only backdated tax transactions on the report.
5. Select the Report Style, the Schedule, and the Archive Period for the report. Enter the User Description.
Select the Print Report Parameters check box to print the report selection criteria in an appendix to the
report.
6. Click Print Preview to preview the report.
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2. Click the Report Date drop-down list to select the appropriate date you want to use for the report.
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3. Select the Update Tax Box Summary (TaxRptDtl) check box to update the TaxRptDtl table, used for the
Tax Box Summary report.
4. Select a Schedule option to post the VAT report. The default is Now.
5. Click Submit.
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2. Select Export File to search for the file that should store the exported information.
3. Select the Backdated Items option for the electronic interface export.
Backdated Items Are Included - Include backdated tax transactions on the report.
Backdated Items Are Excluded - Exclude backdated tax transactions from the report.
Only Backdated Items Are Included - Include only backdated tax transactions on the report.
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4. In the Actions menu, select Generate Export File. The interface uses properties defined for the interface
to export the report file.
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2. Enter the Calendar Year if you selected By Calendar Year as your report selection method.
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3. Enter dates in the Start and End fields if you selected the By Date Range report selection method.
4. Enter an amount in the Minimum Amount field. This is the lowest total amount allowed for a payment to
be included in the report.
5. Select the Print Report Parameters check box if you want to print the report parameters in an appendix
at the end of the report. You can later use these parameters to re-create the contents of the report.
6. Use the sheet under the Filter tab to select specific suppliers to include in the report.
7. When you finish, click Print on the Standard toolbar.
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2. Select a Fiscal Year for your report, if you want to change from the current fiscal year that displays.
3. Select a Starting Period and Ending Period for your report, if you want to change from the current periods
that display.
4. The Start and End dates of the selected periods display.
5. Select the Only Transactions with Difference check box if you want to specify that only transaction lines
with differences display in the sub-ledger journals section of the report.
6. Select the Print Report Parameters check box if you want to print the report parameters in an appendix
at the end of the report. You can later use these parameters to re-create the contents of the report.
7. Use the sheets under the Filter tab to select specific GL accounts and tax types to include in the report.
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2. In the Book drop-down list, select the book for your report.
3. Select the Start and End date for your report.
The start and end dates must include the period during which a deferred expense was recognized.
4. The Fiscal Year and Period of the selected dates display.
5. Select the Include Deferred Expenses check box.
6. When you finish, click Print on the Standard toolbar.
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2. Click the Report Periods drop-down list to select a fiscal calendar for the report.
3. Select the Display Details check box to view the details in the report.
4. Use the sheets under the Filter tab to select specific suppliers and amortization codes to include in the
report.
5. When you finish, click Print on the Standard toolbar.
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Menu Path: Financial Management > Accounts Payable > Reports > Deferred Expense Reconciliation
To set up and run this report:
1. Select the book you want for your report from the Book drop-down list.
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Setup
This section describes the primary records you need to create for the Cash Management module. These programs
are contained within the Setup folder for this module. Only the primary records are described here. Some areas
within the next Operations section may also document setup records if they are required for a specific workflow.
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2. In the Code field, enter a unique identifier for the branch. You can click the Code... button to search for
existing bank branch codes.
3. In the Name field, enter the name of the branch. This name displays within other programs.
4. In the Bank Name field, you can optionally enter the name of the parent bank that owns the bank branch
office.
5. When you finish, click Save.
Detail
Use the Detail sheet to identify the account, supply routing information, and set defaults that affect posting of
account transactions.
To define an account:
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2. In the Account field, enter a unique identifier for the account. You can click the Account... button to search
for existing bank accounts.
3. In the adjacent field, enter the description of the account. This description helps you select the correct
account during transaction entry.
4. In the Bank Name field, enter the full name of the bank.
5. In the Bank Identifier field, enter the identifier provided to the bank by a regulatory body. This values help
you select the account in application programs. For example, you can enter the identifier assigned to a U.S.
financial institution by the American Bankers Association (ABA).
6. If you need, in the Bank/Branch field, enter the branch where the account is located.
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7. Optionally, enter the international identifier for the bank in the IBAN Account Code field. The IBAN standard
is designed to facilitate payment routing within the European Union (EU) and among banks in other non-EU
countries.
8. If the account is used for checking, in the Checking Account field, enter the number of the checking
account.
9. Click the Currency drop-down list to define the currency of the account.
10. Use the Closed check box to indicate this bank account can no longer be used. If an account is closed, it is
not available for selection when you make payments.
11. If the account is limited to deposits resulting from debit notes, select the Debit Notes Only check box.
Debit notes are used to recoup undercharges, additional service charges, and other deductions applied to
a customers payment or invoice.
12. Select the Use Bank Average for Payment check box to use the bank average value as the rate for
payments from this account. Bank accounts that are set up with this option are excluded by default from
revaluation selection when running the Currency Revaluation Process.
13. Select the Revalue Reconciled Balances check box to base currency gain/loss calculation in the revaluation
process/report on reconciled balances. If this check box is clear (default), the calculation is based on ongoing
balances.
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14. Use the Routing Information section to define the bank code used to process direct deposits and other
automated transfers.
In the Routing field, enter the Federal Reserve Routing Symbol.
In the ID field, enter the ABA Institution Identifier.
In the Check Digit field, enter the Check Digit.
15. In the Entry Class Code field, enter the Standard Entry Class (SEC) code that identifies the nature of entries
connected with the account. For example, you might enter WEB (Web Initiated-Entry) for an account used
for transactions from a credit card authorization service. Contact your bank for the appropriate value. Other
options include Prearranged Payments and Deposits for consumer items (PPD), Cash concentration and
disbursements for non-consumer items (CCD), and Reversal items (REV).
16. In the Service Class Code field, enter the Automated Clearing House (ACH) number that designates the
type of entries processed through the account. For example, you enter 200 if the account is used for both
debits and credits.
17. Select the Consolidate Invoice Print check box to indicate that multiple invoices can be applied against
the same check remittance when using the specified bank account. If you select this check box, the
Preprinted Check Numbers check box and Invoices on Check Stub field are enabled. Select the Preprinted
Check Numbers check box to print the number of invoices indicated in the Invoices On Check Stub field on
each check stub, and to generate a new check number for each check stub printed.
18. When you finish, click Save.
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GL Controls
Use the GL Control sheet to select controls that define the GL accounts affected by the bank accounts activities.
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1. Click the Down Arrow next to the New button; select New AP Payment Method.
2. From the Payment Method drop-down list, select a payment method associated with the account.
3. If multiple methods are defined, select the Is Default check box to designate the default payment method
for this account in AP entry programs.
4. When you finish, click Save on the Standard toolbar.
Modules
Use the Modules pane to enable use of pending accounts for AR, AP, or other transactions until the bank
statement is reconciled:
1. Navigate to the Bank Reconciliation sheet.
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2. Select Reconciled AR Balance to delay the posting of deposits and receipts to the cash account, using a
pending account, until the bank statement is reconciled in Bank Statement Processing.
3. Select Reconciled AP Balance to delay the posting of withdrawals on the cash account, using a pending
account, until the bank statement is reconciled in Bank Statement Processing.
4. Select Reconciled Other Balances to delay the posting of other transactions (such as fees, adjustments,
and transfers), by using pending accounts until the bank statement is reconciled in Bank Statement Processing.
5. When you finish, click Save on the Standard toolbar.
Automatic Reconciliation
Use the Automatic Reconciliation pane to make settings that relate to automatic matching and reconciliation.
1. In the Electronic Interface field, specify a default electronic interface for importing bank statements for
this bank account.
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2. In the Parsing Parameters field, specify the Parsing Parameter ID used in automatic bank reconciliation.
3. If the Retrieve unmatched transactions automatically check box is selected, after importing a bank
statement the application automatically displays all transactions that potentially can be matched to a selected
statement line. You can view these transactions on the Unmatched Transactions sheet in Bank Statement
Processing.
If this check box is cleared, you can retrieve the unmatched transactions only manually clicking Retrieve...
on the Unmatched Transactions sheet in Bank Statement Processing.
4. The Number of periods to Retrieve before Opening Date field specifies the number of periods before
the opening date which will be retrieved during bank reconciliation. The default value is 0, meaning that
the number of periods is unlimited.
5. When you select the Filter unmatched transactions by statement line type check box, the filter settings
for retrieving unmatched transactions you specify in Bank Statement Processing, are enabled by default for
the bank account. When working with the statement, you can disable or enable them on the Retrieve
Options window in Bank Statement Processing.
6. Select the Auto-match Statement Details check box to enable the application to automatically analyze
the information from bank statement lines and match it to existing transactions in Bank Statement
Processing.
7. The Recognize unknown transactions check box determines the application behavior when transactions
do not contain information about reference number, partner name, or partner bank account.
If the check box is selected, the application considers
BankAdj (Bank Adjustment) as a default line type along
with the line type selected, considering the amount sign
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8. Select the Auto create Invoice Cash Receipts checkbox to enable the automatic creation of invoice cash
receipts. This option is applicable to the statement lines with recognized customer, status Not matched or
Partially matched and existing invoice references on the Statement Lines - Detail sheet in the Bank Statement
Processing program. The application searches for the posted invoices where customer, currency, amount
and date information is the same as on the statement line. If such invoice is found, the application generates
an invoice cash receipt, automatically allocates this invoice to the cash receipt and matches the cash receipt
to the line.
9. Select the Auto create Cash Receipts based on Customer Balance check box to enable the automatic
creation of cash receipts based on customer balance. This option is applicable to the statement lines with
recognized customer, status Not matched or Partially matched and blank invoice references. The program
creates a cash receipt with the amount equal to the unallocated amount and attempts to apply the found
invoices to the cash receipt until the unallocated amount becomes zero.
This check box is available only if you enabled the Auto
create Invoice Cash Receipts check box.
10. Select the Apply All check box to change the application logic when it creates cash receipts based on
customer balance.
The application searches for the posted invoices and attempts to apply them one by one until unallocated
amount becomes zero. In case there are no more invoices to apply, unapplied amount remains.
This check box is available only if you selected the Auto
create Cash Receipts based on Customer Balance
check box.
11. Select the Auto create On Account Cash Receipts check box to determine the application logic when it
cannot find invoices where customer, amount and date information is the same as on the statement line.
This option is applicable to the statement lines with recognized customer, status Not matched or Partially
matched and blank invoice references on the Statement Lines - Detail sheet in the Bank Statement Processing
program. If you select this check box, the application generates an on account cash receipt and matches
the cash receipt to the line. determines the application logic when it cannot find invoices where customer,
amount and date information is the same as on the statement line.
This check box is available only if you enabled the Auto
create Invoice Cash Receipts check box.
12. Select the Auto create Bank Transfers - same currency check box to enable the automatic creation of
same currency bank transfer transactions during automatic bank reconciliation.
If this check box is selected, and the same currency is set for another bank, the application creates a same
currency bank transfer transaction.
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13. Select the Auto create Bank Transfers - cross currency check box to enable the automatic creation of
cross currency bank transfer transactions during automatic bank reconciliation.
If this check box is selected, and a different currency is set for another bank, the application creates a cross
currency bank transfer transaction.
14. Select the Auto create Bank Adjustments check box to enable the automatic creation of bank adjustment
transactions during automatic bank reconciliation.
If the application identifies the imported statement line as a bank adjustment, it analyses whether the bank
fee code exists, and creates a bank adjustment document.
15. Select the Auto reverse check box to enable the automatic creation of reverse cash receipts and voided
AP payment transactions during automatic bank reconciliation.
The application will search for documents with the following parameters:
Posted on the bank account where the statement was imported.
Reconciled.
Non-reversed.
The same currency as on the statement line.
16. If you select the Payroll Checking Account check box, the application sets lines with negative amount to
the PRPay type during statement import. Use this option if most checks on the selected bank account are
payroll checks.
The application behavior during auto-matching differs for
APPay and PRPay line types:
APPay - the application attempts to match both AP
payments and payroll cheques to this line
PRPay - the application attempts to match only payroll
cheques to this line
17. Use the Tolerance field to determine maximum allowed percent difference between amounts of the
unallocated statement line amount and all matched documents. The application compares the amounts and
considers the line reconciled based on this value. If you enter 9999.99 in this field, tolerance will not be
applied.
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1. Select the Reference Number check box to apply reference number verification during automatic
reconciliation of AR transactions.
2. Select the Customer check box to apply customer verification during automatic reconciliation of AR
transactions.
3. Select the Transaction Date check box to apply date verification during automatic reconciliation of AR
transactions.
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2. In the Bank Fee field, enter a unique identifier for the fee.
3. In the Description field, enter a description that helps you select this fee during transaction entry.
4. If taxes apply to the fee, click the Tax Code drop-down list to select the tax type that applies to the fee.
You can apply Invoicing and Self-assessment tax types to bank fees.
5. If a tax code is selected, click the Rate Code drop-down list to select the effective rate used to calculate
tax. You can override the rate in entry programs where fees apply.
6. When you finish, click Save.
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7. Use the Description sheet to enter translations for the fee description.
8. Use the sheets under the GL Control tab to select GL controls that determine the accounts affected when
the fee is applied.
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Legal Numbers
Use the following programs to set up the legal numbers you require for cash transactions.
Electronic Interfaces
Use the following programs to set up the electronic file transfers you need for cash transactions.
Pay Method
Use Pay Method Maintenance to set up an electronic interface to receive payments. You can then associate this
payment method with customers in Customer Maintenance or suppliers in Supplier Maintenance for EFT processing.
Menu Path: Financial Management > Accounts Receivable > Setup > Payment Method
Refer to the Electronic Interfaces chapter in the Epicor ERP Implementation Guide for instructions on how to
create a new payment method.
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2. In the Operation field, enter a unique identifier for the operation type and a description in the adjacent
field.
Click the button the search and select existing operation types.
3. Click the Direction drop-down list to select either Cash Issue or Cash Receipt.
4. Enter a Reason text for the transaction. This field is required.
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5. From the Recipient/Payer Type field, select the appropriate recipient or payer type.
6. Click the Operation Class drop-down list to select the operation class to be linked to the operation type.
The available options depend on the selections made in the Direction and Recipient/Payer Type fields above.
7. If you have selected Customer or Supplier in the Recipient/Payer Type field, you can select a Default
Role Code from the drop-down list (for example, AR Manager).
8. Select the Payroll Balance check box to indicate this operation type must balance payroll accounts. If you
select Wages and Salaries for the Operation class, this check box is automatically selected.
9. If you need to enter a custom exchange rate during Petty Cash Entry, select the Override Exchange Rate
Date check box.
10. When you finish, click Save.
11. Use the sheets under the GL Controls tab to select controls that determine the accounts affected by the
operation type.
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2. In the Cash Desk field, enter a unique identifier for the cash desk.
You can click the button to search for existing records.
3. Enter a Name for the petty cash desk.
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4. Click the Day Close Mode drop-down list to select either the Soft or Strict option. With the Soft option,
more than one cash day can be active at one time. With the Strict option, only one cash day can be active.
5. Enter the Cashier name.
6. If required, enter the Entrusted Cashier name. This person is then responsible for handling cash desk
entries.
7. When you enter an Entrusted Cashier, use the Entrusted From and Entrusted To date fields to select the
time period during which this person is responsible for cash desk transactions.
8. The Allow Negative Balance check box is selected by default. This parameter only affects the petty cash
entry routine.
It is not possible to close a petty cash day with a negative
balance.
9. If you want to set a cash limit for the petty cash desk, enter an amount in the Cash Limit Total field. If you
enter zero, the cash limit for the petty cash desk is not checked.
10. The Except Payroll value defines an exception to the cash limit total, reserved for employee salaries and
social payments. This is required in some countries.
11. If the cash desk has an initial balance, enter the total in the appropriate Initial Balance or Initial Payroll
Balance field. These balances apply from the In Operation From date.
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14. Use the GL Controls sheets to select controls that determine the accounts affected by the petty cash desk.
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1. Click the Down Arrow next to the New button; select New Available Operation.
2. Click the Operation Type drop-down list to select the operation type you want linked to the petty cash
desk.
3. When you finish, click Save on the Standard toolbar.
4. You can now activate the petty cash desk. Navigate to the Detail sheet.
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Operations
This section describes the operations available in the Cash Management module. Each operation is described as
a workflow to help guide you through the process from start to finish. These programs are primarily found within
the General Operations folder for this module. If a unique setup record is required to run the operation, this
record is also described in this section.
2. In the Group ID field, enter the identifier for the entry group. Entry group names can use a combination of
letters or numbers.
You can click the button to search for existing entry groups.
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3. Click the Trans Apply Date drop-down list to select the default date for adjustments in the group.
4. The Trans Apply Date entry and the companys default fiscal calendar determine the entries displayed in the
Fiscal Year and Fiscal Period fields.
5. Click the Bank drop-down list to select the bank where the account is located. The sheet displays the bank
currency and the account number.
6. When you finish, click Save.
Red Storno transactions are only used in certain countries.
For information on how to enable or disable red storno,
refer to the Company Configuration chapter in the Epicor
ERP Implementation Guide.
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6. If required, click the Bank Fee button to search and select the fee that applies to the adjustment.
7. Click Save.
The G/L Account field populates with the default GL account for this transaction.
8. To change the GL account, use the G/L Account fields to select the book and the account to which the
adjustment posts, then click Save. The fiscal calendar for the selected book determines the apply date for
the transaction and the COA for the book determines the available accounts.
9. If you have changed the GL account, you can click the Get Default button to revert to the default account,
then click Save.
10. To apply tax to the transaction, click the Down Arrow next to the New button; select New Tax.
11. Select the applicable Tax ID (Tax Type) and Rate Code.
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12. To adjust amounts, select the Manual check box and use the Percent, Fixed Tax, Taxable Amt, and Tax
Amt fields to adjust the calculated amounts.
13. When you finish, click Save.
14. The amount fields update to reflect the tax impact.
You can now post the adjustment.
15. From the Actions menu, select Post.
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2. Click the Apply Date drop-down field to change the date on which the transfer occurs. This value and the
companys default fiscal calendar determine the values displayed in the Fiscal Year and Period fields.
3. In the Transfer From section, click the Bank drop-down list to select the bank from which the funds are
withdrawn. The balance details for the account update.
4. In the Amount field, enter the amount to transfer, in the currency of the account.
5. The New Balance field updates to display what the bank balance will be after the transfer.
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6. In the Transfer To section, click the Bank drop-down list to select which bank receives the funds deposit.
7. If two accounts use different currencies, you can use the Rate Type field to select which currency rate type
the exchange rate comes from.
8. Optionally, you can use the Amount field in the Transfer To section to further adjust the converted amount.
9. If you need, enter an alternative text in the Reference field. The application creates a default reference that
uses the short names of the two accounts.
10. When you finish, click Transfer.
11. The Bank Funds Transfer Process window displays.
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Enter Receipts
This section describes how you enter cash receipts in Cash Receipts Entry.
Menu Path: Financial Management > Cash Management > General Operations > Cash Receipt Entry
Groups
You begin the Cash Receipts Entry process by creating an entry group. You can then enter and post cash receipts
and invoice payments that are processed through this entry group.
To create a new entry group:
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1. Click the Down Arrow next to the New button; select New Group.
4. Click the Payment Method drop-down list to select the payment method for your invoice payments.
You can set the default in Bank Account Maintenance.
5. The Transaction Apply Date defines the date placed on the cash receipts within the group. The current
date displays by default; if you need, select a different date.
6. Click Save.
You are now ready to add an invoice payment or cash receipt to your entry group.
Invoice Payments
Typically, you use Cash Receipt Entry to enter customer payments made against specific invoices. Enter payment
information, then select the invoices against which this payment is made.
To enter an invoice payment:
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1. Click the Down Arrow next to the New button; select New Invoice Payment.
8. The Unapplied field displays the current amount not yet applied against an open invoice. You select which
invoices are paid or partially paid through this payment on the Invoice Selection sheet.
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9. If you want the program to create a new unapplied entry against the customer for any remaining unapplied
amount, select the On Account check box. If this check box is clear, you cannot enter other payments until
you have allocated the entire unapplied amount.
10. When you finish, click Save.
Select Invoices
Use the Invoice Selection sheet to select the open invoices against which this customers payment is applied.
When you select a customer on the A/R Receipt > Header sheet, the customers open invoices display on this
sheet.
If you have selected a Bank Account and Payment Method set
up for EFT processing, refer to the Cash Receipt Entry >
Electronic Interface > Select Invoices procedure below for
invoice selection.
To apply the cash receipt against one or more invoices:
1. Navigate to the Invoice Selection sheet.
2. The customers open invoices display in the Invoices grid. You can select one or multiple invoices.
3. The Amount to Apply field displays the total amount that is to be paid on the selected invoices.
4. Click the On Account check box to create a new unapplied entry against the customer for any remaining
unapplied amount. If this check box is not selected and the payment has an unapplied amount, you must
allocate this amount before you can access other functionality.
5. The Unapplied field displays the current amount on the payment not yet placed against an invoice.
6. Click the Automatic Selection button to have the system automatically select invoices for the customer
within the Invoices grid until the receipt amount is all allocated. This updates the Allocated amount,
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Discount and Cash Applied amounts in the grid. This operation only selects invoices; it does not apply
them (see below).
7. If you want to apply payments against all the displayed invoices, click the Select and Apply button. The
system automatically allocates a payment amount equal to the invoice amount, considering any applicable
cash discount. The system picks the invoices for allocation starting with credit memos and then the next
oldest invoice. The allocation is performed until the Unapplied field value is equal to zero.
8. If you want to undo your selections, click the Clear All button.
9. You can still force application of the nearest period's payment discount if the payment date is beyond
discount periods of the terms that apply to the selected invoice. To do so, click the Force Discount button.
The application calculates the payment discount amount and displays it in the Discount column of the grid.
10. You can manually update the Discount value field if necessary. If you do not want to apply any discount
to the invoice, enter zero in this field.
11. Click the Apply button to move the selected invoices to the Allocate sheet. The total payment is applied
to the selected invoices. Discount amounts that apply are subtracted from the amounts.
Allocate
Use the Allocate sheet to modify the amounts paid on the invoices previously selected on the Invoice Selection
sheet. You can also use this sheet to link a payment to a new or existing AR invoice.
For invoices that reflect discounts, a company setting determines how the allocation applies the credit. The
allocation process can charge the credit back to the defined discount accounts or to the selected invoices.
To use these features:
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1. When you click Apply on the Invoice Selection sheet, the Allocate sheet displays with the invoices you
applied.
2. The Check number from the A/R Receipt > Header sheet displays. If you need, you can modify this value.
3. The invoices you selected on the Invoice Selection sheet display within the Invoices grid.
4. If you want to alter the payment placed against this invoice, enter a new amount in the Cust. Amount
field.
5. If you applied this payment with discounts, these discount amounts display within the Discount column. If
you need, enter a new amount.
6. The Unapplied amount field displays the current payment amount that has not yet been placed against an
invoice.
7. If you want the program to create a new unapplied entry against the customer for any remaining unapplied
amount, select the On Account check box. If this check box is clear, you cannot enter other payments until
you have allocated the entire unapplied amount.
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8. To allocate amounts to another existing invoice, add a line to this sheet. Click the Down Arrow next to
the New button; select New Line.
9. In the new line, enter the invoice number, or right-click the Invoice field to display its context menu and
select the Invoice Search program to find and select the invoice you want to make the payment against.
10. When you finish, click Save.
Debit Notes
Debit Notes are records you enter when a deduction is required on a customers payment or invoice. After you
enter the debit note, you can then apply its amount. This applied amount is either added as an unallocated
amount on the payment or subtracted from a selected invoices balance.
To enter an invoice payment:
1. Click the Down Arrow next to the New button ; select New Invoice Payment.
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If your entry group uses a bank account that has the Debit
Notes Only option selected, New Invoice Payment is the
only option.
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Process Receipts
Use the Electronic Interface > Process Receipts option to process customer payments for a selected group of
invoices. When you select a payment method that uses EFT processing, this option is enabled. An electronic bank
export receipt file is created for all customers set up for EFT payments within the group.
1. From the Actions menu, select Electronic Interface > Process Receipts.
2. The Process AR Receipts window displays.
3. Enter the Bank Account setup for EFT processing.
4. Click the Bank Transfer File button and enter a path and name for the file (for example,
C:\tmp\arpayment.txt).
5. Click Print.
Mass Delete
Use the Electronic Interface > Mass Delete option to delete a selected group of payments. When you select a
payment method that uses EFT processing, this option is enabled.
After payments have been posted, you can no longer delete
them. If you post a payment in error, you can use Reverse Cash
Receipt to reverse the transaction, or enter an offsetting
transaction.
1. From the Actions menu, select Electronic Interface > Mass Delete.
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The invoices are deleted from the Payment grid on the Group > Detail sheet.
Post Receipts
To complete the Cash Receipt Entry process, you post the groups receipts to the AR accounts within the general
ledger. When an entry group is posted, the transactions update your cash receipts information.
When you finish entering cash receipts, you can select the Group sheet to verify you have correctly entered the
cash receipts. You can also view the total amount of the receipts you entered within this group.
To post a cash receipts group:
1. From the Actions menu, select Post.
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3. Click Submit.
4. If any errors occur, they display on the Group > Posting Log sheet. The group must be open to view the
posting log details. When you correct any errors, you can post the group again.
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AP Payment Entry
Use AP Payment Entry to pay AP invoices through check or electronic payment. Typically a payment is made
against an invoice created to pay a supplier. Additionally, you can pay miscellaneous expenses that do not have
an invoice, enter manual checks written for extra expenses, process debit memos, and make payments to one-time
suppliers. Use AP Payment Entry to generate a bank export file that can be processed in the AP bank File Import
Workbench.
Use the Process Payments option from the Actions menu to either print checks or create EFT payment files for
all payments within the current group. The options available depend on the Payment Method selected on the
Group sheet of AP Payment Entry. If the payment method is for EFT payments, you can select the Bank Export
File used to receive the payment information.
This section focuses on creating EFT payments. Refer to the Suppliers and Accounts Payable chapter for more
detailed information on AP Payment Entry.
Menu Path: Financial Management > Cash Management > General Operations > Payment Entry
2. In the Group field, enter a unique identifier for the group. Entry groups can use a combination of letters or
numbers.
3. Click the Bank Account drop-down list to select the bank account from which these payments are made.
You can change the account before a payment run, or define a different account for a manual payment.
If entering an EFT payment, select a bank account set up
for electronic payment.
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4. The Default Currency field displays the currency used for the selected bank account. Depending on the
payment method, you can or cannot change the currency used for the group.
When entering an EFT payment, select a payment method
set up with an electronic interface payment method.
5. Click the Payment Method drop-down list to select the method used as the output format for the payment.
6. Click the Payment Date drop-down list to select the date on which the payments are run through this
group. This value determines the active exchange rate used to convert bank account amounts to other
currencies.
7. If you need, click the Rate Type drop-down list to select the currency rate type that applies to these group
payments. Rate types define the conversion rules used to update amounts from the original (source) currency
to another (target) currency.
8. When you finish, click Save on the Standard toolbar.
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3. On the Selection sheet, Click the Due Date drop-down list to define the date used to select the invoices.
The function returns all invoices due on or before this date. By default, this field displays the group Payment
Date.
4. Select the Consider Discount Dates check box to include invoices with discount dates on or before the
specified due date.
5. Select the Include Invoice without Payment Method check box to include invoices without a payment
method in the results.
6. Select the Include Invoice with Letter of Credit check box to include invoices linked to letters of credit.
7. If you need, use the Filter sheet to add filtering. Available options: Supplier Groups, Payment Methods,
Invoice Currencies, and Suppliers.
8. Click OK.
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9. The Invoice Payment Selection window displays. All invoices that match your selection criteria display on
the grid.
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17. The invoices display in the Payments grid on the Payment > Header > Invoice List sheet.
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18. If you highlight an invoice payment and navigate to the Invoice Detail > Detail tab, you can view information
about the selectd invoice.
19. You can also make changes to the invoice payment if required.
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1. Click the Down Arrow next to the New button; select New Payment.
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5. If the payment method is manual, the Manual check box is automatically selected instead, and you must
also enter a payment number in the Payment field.
6. Select the Force Discount check box to indicate the application calculates the payment using the best
possible discount terms offered by the supplier. When the check box is clear, the application calculates the
discount based on the effective discount rate defined by the suppliers purchasing terms.
7. When you enter manual payments and the payment currency is different from the bank currency, the Enter
Payment Total check box is enabled. Select this check box to enter the amounts in the different currencies.
8. Selecting the Enter Payment Total check box activates the Payment Total and Bank Total fields. Enter the
amounts you need in the different currencies.
9. You can also override the Bank Total value by changing the Rate Mode option from System to User
Defined.
10. If you need, use the Exchange Rate field to override the payment currency to base currency exchange rate,
which defaults in according to the Rate Type and Payment Date defined on the Group sheet. This field is
available when the payment currency is different from your companys base currency.
11. When you finish, click Save on the Standard toolbar.
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1. Click the Down Arrow next to the New button; select New Invoice Payment.
2. A new invoice line displays in the Payments grid on the Invoice List sheet.
3. Navigate to the Payment > Invoice Detail > Detail sheet. This is the easiest place to select the invoice for
payment.
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4. In the Invoice field, enter the number of invoice against which the payment applies, or click the button to
search for the required invoice.
5. The Invoice Date, Invoice Value, Balance, Terms, Discount Date, Due Date, and Legal Number (if
applicable) fields automatically display information from the selected invoice.
6. In the Description field, you can enter information about the payment. If this payment is made by check,
this text prints on the check stub.
7. You can update the Gross Value of the payment, excluding discounts, in the currency of the suppliers
invoice.
8. If you need, change the amount in the Discount field. The application uses the discount terms defined on
the supplier record to calculate the amount. You can, however, change this value. To learn how to create
these terms, review the Purchasing Terms section in this guide.
9. The program subtracts the discount amount from the gross amount to calculate the amount in the Net
Payment field. The company pays this amount.
10. The Gain/Loss field displays the gain or loss amount for payments of foreign currency invoices.
11. If required, you can use the Payment > Invoice Detail > Tax sheet to add taxes.
12. When you finish, click Save on the Standard toolbar.
For more detail on adding taxes to a payment, review the
Suppliers and Accounts Payable chapter.
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3. Click the Bank Fee button to find and select the code for the bank fee you want to add to your payment.
Refer to the Bank Fee Maintenance topic earlier in this
chapter for more information on creating a bank fee.
4. In the Bank Fee Amount field, enter the amount of the bank fee.
5. Click Save on the Standard toolbar.
6. The default account populates the Book and Account fields, based on the GL Control for the bank fee.
You can change these details if required.
7. If you have changed the GL account, click Get Default to revert back to the default account.
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3. The Payment Date field defines the date applied to payments in the run.
4. The companys default fiscal calendar determines the values that display in the Fiscal Year and Period fields.
5. The Forms field indicates whether the print run uses the Check form, the Remittance form, or Both forms.
The payment method determines the available options.
6. If you need, click the Bank Account drop-down list to change the bank account from which the payments
are withdrawn. By default, this field displays the account defined for the payment entry group.
7. If necessary, select the Override Payment check box and enter the first payment number in the run in the
Payment number currently loaded field. Each check or EFT payment in the run is given a sequential
number that begins with this value.
8. If the group includes EFT files, click the Bank Export File button to select the file used to send EFT payments.
The default file originates from the payment method.
9. When you finish, click Print on the Standard toolbar.
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To do this:
1. From the Actions menu, select Print Group Edit List.
3. If you need, navigate to the Filter sheet and select a book to filter your report.
4. If necessary, select the report settings you need.
5. Click Print on the Standard toolbar.
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3. Click the Submit button on the Standard toolbar to post the payments in the current group.
If the payment run contains checks, the application prompts you to verify all checks printed correctly. If posting
errors occur, select the Group > Posting Log sheet to review the error log. You can re-post the group after
correcting the errors. If you post a receipt in error, run Void Payment Entry to correct the error.
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2. Click the Down Arrow next to the New button; select either New Cash Receipt Document or New
Cash Issue Document.
3. Select the Operation Type.
4. The sheet displays for the Cash Recipient/Payer type associated with the operation type (for example,
Customer) under the Payment Info tab.
5. Click the Search button to find and select the recipient or complete the enabled fields.
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6. If you need, enter a different date in the Exchange Rate Date field.
This field is only active if the Override Exchange Rate check
box was selected on the Petty Cash Operation Type.
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9. The appropriate window displays, depending on the transaction type (for example, the Deposit Payment
window).
10. Make entries in the fields that open for entry, in this example Sales Order and Amount.
11. When you finish, click Save on the Standard toolbar
12. The Book and Account fields display the default GL account, taken from the GL Control of the petty cash
operation type. You can change this account if necessary; save any changes you make.
The cash receipt or cash issue document is now authorized.
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2. If legal numbers are set up to generate automatically, the assigned Legal Number now displays.
You are now ready to print the document.
To learn more about automatic and manual legal number
generation, review the Legal Numbers chapter in the
Epicor ERP Implementation Guide, or review the
application help.
Post Statement
Posting the statement completes the petty cash transaction cycle. This option is available once a receipt or issue
document has been authorized, a legal number assigned, and the report printed.
Posting the statement creates journals for transactions and blocks any further changes to transactions in this
program. If you make a mistake, you need to create an offsetting entry to correct the error.
To post a statement:
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4. Once the report is Authorized, has a Legal Number assigned, and has been Printed, you can post the
statement.
7. Click Submit.
After you post the transactions, you can no longer edit
or delete them. If you post a transaction in error, you must
enter an offsetting transaction.
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2. Select the closing date from the Close Cash Day(s) Up to drop-down list.
3. Click the Purge Drafts Created Before drop-down list to select a date to purge any draft documents.
4. From the Actions menu, select Post Day Batch
5. The Petty Cash Post Process window displays.
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6. Click Import.
7. The Apply Date field indicates the date for which the statement applies. The current date displays by default;
if you need, select a different date.
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11. In the Opening Date and Closing Date fields, enter the period included in the statement and the bank
balances on the two dates. The balances help you track how entries in the program affect the line total and
variance.
12. When you finish, click Save.
2. Select the line to which the application automatically matched the transaction.
3. Review the details of this statement line.
4. Review the details of the transaction which the application matched to the statement line.
5. The Quick Search Number field allows you to quickly search for an unmatched transaction by its document
number.
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2. From the Actions menu, select Set Transactions Type Filter to set up filters for retrieving unmatched
transactions.
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6. Review the From Date and To Date values. By default the To Date value is equal to the statement's closing
date.
7. Select the Filter by Partner check box if you want to sort the transactions by partner.
8. Click Retrieve.
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9. Select the transactions with the total amount equal to the line amount.
The application matches selected transactions to the line and removes them along with the line from the
Quick Matching sheet.
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7. The Statement Line Type field indicates the type of the line.
8. Review the amount details.
9. Review the line details.
10. On the Statement Lines - Raw Data sheet you can review the information about the statement line if
MT940 or Camt.053 electronic interfaces were used.
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11. In case the MT940 interface was used, review the information from the specific tags of the statement.
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7. The application adds the partner to the Partner Name field of the statement line.
8. Click Save.
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5. The application uses the information about the line's type and date for creating a new document.
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2. Verify that the statement is not yet posted. You can post it now.
3. From the Actions menu, select Post Statement. Then submit your statement.
4. The statement is now posted.
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2. Review the list of unmatched transactions to find transactions which can be matched to this line based on
its type and amount.
3. Right-click in the Partner Name field and select the Quick Searches - Customer Xref Quick Search
command.
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4. In the Search Xref field enter the cross-reference with the partner ID which the application extracted from
the line and search for appropriate partner names.
5. The application displays the list of partners whose cross-references start from this sequence of letters. Review
the search results and select a partner to be added to the statement line. Then click OK.
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2. Right-click the batch line and select the Expand Batch command to review cash receipts included in the
batch.
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3. All cash receipts in the batch have the same batch reference number.
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5. In the Cash Receipt Batch Maintenance program window click the Down Arrow next to the New button;
select New Receipt.
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8. Click Save.
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9. In Bank Statement Processing a new receipt appears in the batch which you want to match.
10. The unallocated amount is now equal to the line amount and you can match the line.
11. Match the batch to the line and select the Statement Lines sheet.
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Reports
This section describes some key reports you use to view information about Cash Management. You can run these
reports whenever you need. You can also set up each report to generate and print through a recurring, automatic
schedule. Review the Automatic Data Processing chapter in the Epicor ERP Implementation Guide for information
on how you link a report to a recurring schedule.
Check Register
Use the Check Register to display all the checks created during a selected period. This report includes all regular
checks, manual checks, voided checks, and EFT payments.
Main Menu Path: Financial Management > Cash Management > Reports > Check Register
To set up and run this report:
1. Select the Begin Date and End Date for your report.
For details on using the Dynamic check box, review the Dynamic Date Options topic in the Application
Help.
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2. Use the sheets under the Filter tab to filter the report by specific bank accounts.
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2. Select the Consider Discount Dates check box to consider invoices as due according to the last date when
their discount still applies.
3. If you selected the Consider Discount Dates check box, use the Exclude Invoices with Zero Discount
check box to indicate if invoices with zero discount amounts should be excluded from the report.
4. To display invoices placed on hold, select the Include Invoices on Hold check box.
5. Use the sheets under the Filter tab to select specific supplier groups and payment methods to display on
your report.
6. Click Print on the Standard toolbar.
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1. Select a petty cash desk from the Petty Cash Desk field.
2. In the Cash Day field, select the apply date. The current date defaults.
3. If you want to select a specific document to print, click the Document Search button to find and select a
petty cash document.
4. To print a legal number on the document, select the Assign Legal Number check box.
5. Use the sheets under the Filter tab to select specific employees, customers, suppliers, banks, and petty cash
desks to display on your report.
6. When you finish making any other report selections, click Print on the Standard toolbar.
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2. Use the From Cash Date and To Cash Date fields to select the date range for the report. Any transactions
that occur on or between these days display on the report.
3. When you finish making any other report selections, click Print on the Standard toolbar.
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Setup
This section describes the primary records you need to create for general ledger allocations processing. These
programs are contained within the Setup folder of the General Ledger module. Only the primary records are
described here. Some areas within the next Operations section may also document setup records if they are
required for a specific workflow.
You may also need to set up some parameters within Company Configuration. Some modules have global settings
you define through this administration program. For more information, review application help for the General
Ledger module; the Configuration topic details the options you define within Company Configuration. You can
also review the Company Configuration chapter in the Epicor ERP Implementation Guide.
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8. Select the Ratio Setup Option. These options define how the allocation amounts are divided across accounts.
Available options:
Fixed Value - Defines a set value for each allocation amount. The total amount is divided evenly using
this starting fixed value.
Formula - Calculates the allocation amounts using a formula you create. When the allocation process
runs, it calculates the allocation amounts using the expressions you define through the formula.
9. Enter the Percentage To Allocate value for this code. This value indicates how much of the source amounts
are available to allocate through this code. The default is 100 percent, indicating all source amounts will be
spread across multiple target accounts. In this example, 65 displays, indicating that 65 percent of the source
amounts will be distributed through this allocation code.
10. Select the Use Allocation Units check box to indicate whether allocation units or percentages are used to
calculate amounts through this allocation code. If you select this check box, you then assign units to each
target account that receives amounts from the sources. For example, your Percentage to Allocate is 100%,
and you will distribute amounts between three target accounts. Each target account has 50 allocation units,
which indicates each account receives 33.33% of the total source amount.
11. Enter a number in the Tier field. This value defines the level, or tier, for this allocation code. When this
allocation code is processed, all codes assigned to Tier 1 allocate their amounts first. Then the generated
allocations are further distributed through the codes assigned as Tier 2, and the process continues through
all the tiers you define on the allocation codes. The journal details generated at each earlier tier level are
available on subsequent tier levels.
12. Enter the Target Allocation Stamp. This value is placed on transaction details within the receiving, or
target, accounts for the allocation. You can then track which accounts received allocation amounts through
this code.
13. Define the Source Allocation Stamp for this code. This value is placed on transactions within the original,
or source, accounts from which the allocation amounts are pulled. This makes sure the allocation amounts
are not allocated again by mistake.
14. Use the fields in the Stamped Transactions area to identify which higher tier allocation results you want
to use for this allocation. Leverage this functionality when the allocation code is a level 2 or higher tier. You
can decide not to use the previous stamp by selecting the Exclude check box. You can also use all of the
previous stamps by clicking the Include All check box or select a specific stamp from the Allocation
Stamp drop-down list.
15. Continue adding the codes you need. When you finish, click Save on the Standard toolbar.
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2. Notice you can select difference sources from this drop-down list - New Source Account Category, New
Source Journal Code, New Source GL Accounts/Masks, and New Source Segment Range. For this example,
you select New Source GL Accounts/Masks.
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4. Select the GL Account or mask you wish to use. Financial transactions for this allocation code originate
from this source account.
5. If your source amounts will be pulled from account categories, you define these items on the Account
Categories sheet.
6. If you indicated you will pull source amounts from journal codes, you select these codes on the Journal
Code sheet. This functionality only works with Transaction based allocations.
7. If you will pull amounts from a range of account segment values, you define these segments on the Ranges
sheet.
8. Continue to add the account masks, account segment ranges, journal codes, and categories as you need.
When you finish, click Save on the Standard toolbar.
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1. Click the Down Arrow next to the New button; select New Target Account.
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9. The Percentage field displays the total Percentage To Allocate value you entered on the Detail sheet. This
value indicates how much of the source amounts are available to allocate to the target accounts you define
on this sheet. In this example, 65% percent displays in this field.
10. Select the Multi-Company check box to allocate to a GL account in an external company connected via
the multi-company functionality.
11. If you selected the Multi-Company check box, select the required External Company from the drop-down
list.
12. Enter the External G/L Account, or click the button to search and select the account.
13. Once you select an external company, the Target Account automatically populates with the default local
account.
14. Click the Override check box if you want to enter an alternative local account in the Target Account field.
15. Continue to add the target accounts that will receive allocation amounts through this allocation code. When
you finish, click Save.
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Formula Parameters
Allocation codes can also distribute amounts through one or multiple formulas you define. Each formula you
enter must contain the arithmetic operators and operands needed to complete the expression. The available
operands are fixed values, balances of specific GL accounts, non-financial data, and summary balances generated
across several GL accounts. Select the operators and define the operands you need to create the formula you
will run through this allocation code.
To distribute amounts using a formula ratio:
1. Create a new Allocation Code as described previously.
2. Click the Ratio Setup Option drop-down list and select Formula.
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3. After you finish entering all the other options you need, click the Down Arrow next to the New button;
select New Formula Parameters.
7. If you select the Account Balance type, the GL Account field activates. Use this field to find and select the
GL account whose balance is used for the receiving target accounts.
8. If you select the Account Balance type, you can optionally select the Use Target Account check box to
indicate the balance received by the target accounts will be used to disburse amounts calculated through
this formula.
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9. Likewise, if you select the Account Balance type, select an option from the Use as Parameter
Value drop-down list to indicate what item will be used as the parameter to gather data for the allocation
formula. Available options:
Account Balance - This parameter holds the total amount available in the account.
Debit Turnover - This parameter holds the debit amount that will be distributed through this allocation
code.
Credit Turnover - This parameter holds the credit amount that will be distributed through this allocation
code.
10. If you select the BAQ type, click the BAQ button to find and select the business activity query from which
you will pull in financial data.
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2. Depending on the summarized option you select, the Account Categories, Journal Code, GL
Accounts/Masks, or Ranges sheets become active. For the following example, the Ranges sheet displays.
3. If you select the Non-Financial Data type, when you access the New drop-down menu, the New
Non-Financial Data option is available.
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4. Select the table from the Lookup Table drop-down list that holds the non-financial data you need.
5. Now select the specific field that holds this data within the Use Target Field drop-down list.
6. Click the Get Source Records button to pull in all of the records linked to the selected table and field.
7. The Source Fields grid displays the non-financial data for your allocation formula.
8. When you finish setting up your formula parameters, navigate to the Target Accounts > Details sheet.
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9. The Formula Criteria field is active. Use this field to enter the criteria expression you need to run against
the parameters you have defined. You can enter these values directly.
10. You can also right-click this field to display a context menu; use this context menu to select the values and
operators you need.
11. To verify the formula will compile when it runs, click the Check Syntax button. A message box displays
indicating the allocation code formula is correct.
12. Continue to add the allocation formulas you need. When you finish, click Save on the Standard toolbar.
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4. Select a general ledger Book to which this allocation batch posts when this process runs.
5. Select a Journal to which this allocation batch will post.
6. You can also define whether an allocation automatically reverses and then indicate the dates during which
the reversal occurs. To do this, click the Reverse check box.
7. When you finish, click Save on the Standard toolbar.
2. Select an Allocation Code. You create allocation codes within Allocation Code Maintenance.
3. Continue to add the allocation codes you want to include with this batch. When you finish, click Save on
the Standard toolbar.
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3. In the Fiscal Year field, verify the current calendar year displays.
4. Click the Generate button. A message displays and tells you how many schedules were created. Click OK to
close this message.
Operations
This section details the operations you can run to process general ledger allocations. Each operation is described
as a workflow to help guide you through the process from start to finish. These programs are primarily found
within the General Operations folder for this module. If a unique setup record is required to run the operation,
this record is also described in this section.
Generate GL Allocations
After allocation codes are grouped into batches, use the Generate GL Allocations program to process the allocation
amounts, and, when you are ready, post them to the general ledger. Typically you set up this process and then
create the Allocation Edit List. Use this list to verify the allocations are distributed into the expected accounts
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using the amount ratios defined on each allocation code. If you are satisfied with the results, you can then post
these transactions to the general ledger.
You can also run this program in a simulation mode. In this mode, you calculate and save allocation transactions
without affecting the general ledger. Use this mode when you are first setting up your GL allocations and want
to see the calculated results before you actually run and post allocations. Simulated results are saved separately
from the general ledger; you display these results within the Allocation History Tracker for evaluation. You can
then verify and make adjustments to your allocations before you process the results against your actual data.
Menu Path: Financial Management > General Ledger > General Operations > Generate Allocations
To generate and post allocations:
1. Specify the general ledger Book to which this allocation run will post.
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6. Navigate to the Allocation Batches sheet. The scheduled allocation batches display in the grid.
7. To find and select additional batches you wish to run, click the Search Allocation Batches button.
8. The batches selected on this sheet generate their allocations when this process is run. If you wish to remove
a scheduled batch, highlight it on the grid.
9. Click Delete on the Standard Toolbar.
10. You can also indicate you wish to reverse the results of a selected allocation batch. To do this, select the
Reverse check box. When you run the Generate Allocations process, the allocations are reversed from your
general ledger (they remain in your records, however, for reference). Use this functionality to undo the
general ledger results of a specific allocation batch.
11. When you have selected the batches you wish to run, click the Generate Allocations tab.
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12. On the Generate Allocations sheet, the Allocation Batch field displays the Selected status, indicating that
multiple batches will be processed.
13. You are now ready to review the allocations. Click the Actions menu and select Edit List.
14. The Process GL Allocations - Edit List program displays.
15. You can print or preview this report. To display the report on your screen, click the Print Preview button.
Review the allocation results in the preview. If you are not happy with the results, close the Print Preview
window, make changes to the allocation codes and batches, and then run the Generate Allocation process
again.
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16. When you are ready to post the allocations to the general ledger, click the Submit button on the
Standard toolbar. Your GL allocations post to the general ledger.
You can also set up this process to run on a regular,
automatic schedule. To learn how to do this, review the
Automatic Data Processing chapter in the Epicor ERP
Implementation Guide.
Simulated GL Allocations
You can also run the Generate GL Allocations program in simulation mode. When you use this option, the
allocation results distribute to the target accounts, but these results are not placed in the general ledger. Instead
they display within the Allocation History Tracker, where you can review the transactions. These transactions are
also stored in a separate data table for reporting purposes.
Use this mode when you are first setting up allocation codes and you want to verify the allocations are set up
correctly. You may need to use this feature multiple times to ensure allocation amounts are correctly dispersed
across the correct target accounts.
To simulate the allocation results:
1. Select the Book you need from the drop-down list.
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3. Select the Simulation check box. This check box indicates the allocated transactions will not be saved to
the general ledger; instead, they are placed within a separate table within the database.
4. Modify the Start Date and End Date values as you need.
5. Click the Allocation Batches tab to select the batches you wish to include in the simulation.
6. Click Submit on the Standard toolbar.
The next section describes the tracker available to view details of simulated or posted allocations.
2. Click Retrieve.
3. Based on the criteria you defined, one or more batch codes display in the Allocation Runs grid. Select a
batch code you wish to review.
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5. Click Retrieve.
6. The GL Details grid displays all transactions resulting from your allocation run. Review the transactions to
verify they dispersed into the correct accounts using the allocation ratios you set up.
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3. Enter the Reverse Date. All allocations run on this date are reversed from the general ledger.
4. Click Submit on the Standard toolbar.
You can also reverse the results of a specific batch within the
Generate Allocations program. Review the previous section for
more information.
The allocations are reversed from your general ledger. The original entries remain for your reference, and display
on various trackers or reports. You can return to Allocation Code Maintenance and Allocation Batch Entry to
modify the allocations as you need. You can then run the Generate Allocations program again to create the
allocation transactions.
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Setup
Details on the primary records you need to create to set up your General Ledger module and consolidation
processing can be found in the General Ledger chapter in the Epicor ERP Implementation Guide.
You may also need to set up some parameters within Company Configuration. Some modules have global settings
you define through this administration program. For more information, review application help for the General
Ledger module; the Configuration topic details the options you define within Company Configuration. You can
also review the Company Configuration chapter in the Epicor ERP Implementation Guide.
Amortization Maintenance
Settings in Amortization Maintenance define the duration of amortization, frequency of amortization periods,
and the recognition amount for each period.
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3. Click the Control button and select a GL control to be used for deferred expenses.
4. Click Save.
Operations
This section details operations available in the General Ledger and Multi-Site modules. Each operation is described
as a workflow to help guide you through the process from start to finish. These programs are primarily found
within the General Operations folder for this module. If a unique setup record is required to run the operation,
this record is also described in this section.
Journal Entry
Use Journal Entry to create, reverse, and post manual journal entries and allocation templates. Journal entry
involves the definition and maintenance of journal groups, journals, and journal lines.
You also manage allocations, print journals, and post journals through options on the Actions menu.
Menu Path: Financial Management > General Ledger > General Operations > Journal Entry
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2. Use the Group ID field, enter a unique identifier for the group. This value displays on several reports and
programs. Use specific numbers to make it easy to find journal entries during an audit; for example
XXDDMMYYnn where XX are your initials, DDMMYY indicate the date, and nn indicates the number of the
group on that day.
3. Use the Single-Book and Multi-Book options to select the entry mode for journals in the group:
Single-Book - Select this option to enter journals for a specific book. The fiscal calendar, currency, and
chart of account values all default from the selected book.
Multi-Book - Select this option to enter journals for multiple books. These journals use company options
as the default values for journal entries in the group. The companys fiscal calendar, currency, and Master
COA provide default values for journal entries.
4. Click the Period Type drop-down list to designate whether the single book or multi-book journals post to
an ordinary or a closing period. This option is available in both single-book and multi-book mode journals.
If multiple books have different calendars, the posting
process automatically determines which period should be
used for each book using the specified Apply Date, Closing
Period, and validation rules defined for each GL book.
5. In the Apply Date field, enter the default apply date for journals in the group. If this journal is a multi-book
entry, the companys default fiscal calendar determines the values that display in the Fiscal Year and Period
fields. If this journal is a single book entry, the books default fiscal calendar determines the Fiscal Year and
Period.
6. Click the Rate Type drop-down list to select the default rate type applied against journals in the group.
Rate types define the conversion rules used for multiple currencies. You can apply a different rate type to
individual journals. When necessary, the application uses the rate type to convert an amount from the
original, or source, currency to the target currency. The rate type you select is used either to convert amounts
for currency accounts on the journal details, or to convert amounts from a company currency to a book
currency in multi-book transactions.
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7. In the Journal field, enter the default journal code for journals in this group. You can use journal codes as
a parameter for reports and trackers.
8. When you finish, click Save.
2. The application creates a number to identify the journal and a legal number (if legal numbering is configured
for manual journals). Use the Description field to identify the journal. This description displays within this
program, GL reports, and the Chart Tracker.
3. Click the Apply Date drop-down list to select the date on which you want to apply these journal details.
This value defines the default date value for this journal. You can enter dates within the fiscal period to
which the journal posts.
4. If you need, select the Corr. Accounting check box. You can specify the credited and debited account for
each line in a journal entry with correspondence accounting. This functionality is for countries that require
each individual line of a journal to have matching debit and credit entries.
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5. Use the Red Storno option to create a reversing journal. Reversing journals require an apply date for the
reversal in the adjacent field. Reverse transactions post debit amounts equal to credit amounts on the original
journal, and credit amounts equal to debit amounts on the original journal. Red Storno transactions contain
negative amounts. These transactions are a financial standard used in Russia and other countries; this
standard is sometimes referred to as negative posting.
6. When you finish, click Save on the Standard toolbar.
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4. Enter a Description to identify the journal detail. The Description value from the journal header displays by
default, but if you need, you can change this value. This description text displays in the GL reports, the
Journal Tracker, and the Chart Tracker.
5. Use either the Debit field or the Credit field to enter the amount posted to the selected account. Each
detail has either a debit or credit.
Multi-currency journal details can only be posted on
currency accounts. If a selected account is a currency
account, you can enter an amount in a foreign currency.
This amount is then converted to the book currency using
the rate type specified for the journal. You can override
the exchange rate by adjusting the calculated amount.
6. If required, click the Auto Balance button to create a balancing detail based on an entered credit or debit
amount. Company options require you to enter balanced journals unless specifically overwritten.
7. If you need, post the detail to the COA of a receiving company, designated by the settings in the
Multi-Company pane.
8. When you finish, click Save on the Standard toolbar.
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7. In the Deferred Expense group of fields, select the Deferred Expense check box.
8. From the Amortization Code field, select the deferred expenses amortization code.
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9. Enter a deferred expense GL account. The deferred expense GL account should be populated with a default
GL account provided in GL control linked to the selected amortization code. You can manually set a deferred
expense GL account to another account or click Get Default to populate the field with the default deferred
expense account details back again. The application creates an amortization schedule based on the selected
code.
10. Click the Create button.
The application creates an expense amortization schedule based on the parameters you specified.
11. Review the schedule details in the Expense Amortization Schedule grid.
12. Click the Delete button to delete the schedule.
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3. Click Save.
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1. From the Actions menu, select Print Edit List. You can either print a hard copy of this report or display it
through a preview window. Use this list to review and verify the journals you wish to post.
2. When you are satisfied with the journal entries, select Post. To the confirmation message, click Yes.
3. You can also select the Post Asynchronous option. Use this process when you need to post a large entry
or group of journal entries. The asynchronous process can post large quantities of data easier than the
standard posting routine.
4. If any errors occur during posting, select the Group > Posting Log sheet.
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5. Any errors display on the Posting Log sheet. When you correct the errors, post the journal group again.
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1. In the Group ID field, enter the identifier for the group to be imported and press Tab.
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GL Transaction Matching
Use GL Transaction Matching to match debit and credit movements against a GL account. Once you complete
matching, you can produce a listing of GL transaction movements that remain unmatched by selecting the
Unmatched option when running the General Ledger Account Summary Report.
You can only match those GL transactions that contain natural accounts or account segments for which the
Enable Transaction Matching check box has been selected in COA Category Maintenance, or Account Segment
Values.
Menu Path: Financial Management > General Ledger > General Operations > GL Transaction Matching
To perform GL transaction matching:
1. Click the Binoculars button.
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8. The Balance field displays the running unmatched balance total for all selected rows.
9. After selecting rows for matching, click Match to assign a match code and match date to the selected rows.
The Match button is available if the Balance is zero. This
occurs when the debit and credit amounts for the selected
rows are zero.
The Epicor application flags the rows as matched, assigns a match code and match date, and then removes them
from the display grid. You can view this matching code and date in the Chart Tracker.
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3. You can enter a Book, a Match Code, and a Match Date to search.
4. Click Search.
5. All GLJrnDtl records containing the selected book/match code/match date display in the Match Code column
of the GL Transaction List.
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6. Select the records from which you want to remove the match code by using the Select check boxes.
7. Click the Select All button to select all records displayed.
8. Click the Remove Match button; the match codes are removed from the records.
Review Journal
Use Review Journal to adjust, re-validate, cancel, and confirm accounting transactions. You can also view source
lines for any summarized lines. Typically, review journals are used to review posting errors and to preview the
results from your custom posting rules.
Generally, you use entry programs to correct errors in company transactions, and use this program to change
transactions originating from outside company (multi-company) databases. You can use commands from the
Action menu to revalidate and post edited journals.
If you need to debug your custom posting rules, use the
Posting Engine Log. This file records how your custom posting
rules interact with your Epicor application. For details on using
this log file, review the Posting Engine Technical Reference
Guide within application help.
Menu Path: Financial Management > General Ledger > General Operations > Review Journal
To adjust a review journal:
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1. Click the Journal Entry button to find and select the journal to review.
2. The Tree View lists the book or books to which the selected journal was posted along with its transaction
number. The journal entries display by book. Additionally, book-level validation settings determine errors
and warnings. If a transaction fails to post in one book, the transaction will also fail to post in other books.
The Review Journal displays all books and transactions affected by the error.
3. Select the Transactions > Error Log sheet to review posting errors.
4. Review the entries in the Error Log sheet to determine the changes needed to correct the invalid journal.
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5. When you select a journal number in the Tree View, the Transactions > Detail sheet displays information
from the journal header.
6. To review journal details, select the Transaction Line you want to view in the Tree View.
7. When you select the line, the Transactions > Lines > Detail sheet displays.
8. If you need, use the GL Account field to correct a line posted to an invalid account.
9. Optionally, you can also edit the Description for the journal line.
Verify Balances
Use Verify Balance Records to rebuild balances when they become inaccurate or you have made changes to the
balance setup. Select the Update Balances check box to update and audit balance records. In addition, a Rebuild
Balances Required message displays in Chart of Accounts Structure Maintenance, notifying users to run the Verify
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Balance Records process. The Update Required check box is automatically selected in Verify Balance Records any
time a segment with any Balance Control type selected on it is added, deleted, or updated in Chart of Accounts
Structure Maintenance.
Menu Path: Financial Management > General Ledger > General Operations > Verify Balances
To run the Verify Balance Records process:
1. Select a Book.
2. To update and audit balance records by creating a report, select the Update Balances check box.
3. Select the check boxes of the balances to verify. Available options: Period Balances, Standard Trial
Balances, and Daily Balances.
4. Select the Starting Period and End Period of the balances you want to update and/or audit.
5. Select the Starting Date and Ending Date of the balances you want to update and/or audit.
6. Click the Log Filename button to find and select a directory and file name for the log file.
7. Click Process.
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2. Click Submit.
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1. Click the COA Code drop-down list to select the chart of accounts that has been updated.
2. Click Submit.
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2. If the journal posts to multiple books, in the Tree View, select the books to which the journal posted. You
can reverse a journal posted to one book without reversing the same journal posted to other books.
3. Use the Reverse Transaction and Reverse As Red Storno check boxes to select the method used to
reverse the journal. Reverse transactions post debit amounts equal to credit amounts on the original journal
and credit amounts equal to debit amounts on the original journal. Red Storno transactions contain reversing,
negative amounts. Red Storno is sometimes referred to as negative posting.
4. In the Tree View, select a line.
5. Click on the Transaction Details > Details sheet to display the details.
6. In the Reversing Line Description field, describe the reason for the reversal. The description displays in
this program, GL reports, and the Chart Tracker.
7. From the Actions menu, select Reverse.
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2. Designate the numbers to void by completing the From Legal Number and To Legal Number fields.
3. In the Reason field, enter an explanation for the void.
4. Click the Void button to void the numbers. A Void Confirmation window displays showing the number of
legal numbers to be voided.
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1. Click the Book drop-down list to select a book associated with the fiscal calendar that contains the period.
When you select a book, the current years periods display in the Fiscal Periods list.
2. Optionally, click the Fiscal Year/Suffix button to find and select a different year.
3. The fiscal periods display in the Fiscal Periods list.
4. In the Fiscal Periods list, select the Closed check box for the period or periods to close.
A warning displays if preceding periods are open or if you
are closing the last period in the year. Click Yes to
continue the process.
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year. You can schedule the Transfer Balances process. After you transfer balances the first time, they update with
each posted transaction and can be re-transferred any time. You can then transfer balances to the next year
before the current year end and create early drafts of next year's opening balance. Then, you can transfer the
final balances after all the previous year adjustments are complete.
Your GL book can be configured to update future years automatically. You activate this feature in Book
Maintenance by selecting the Auto update future balances option from the Future Opening Balances drop-down
list. The balances automatically update and transfer to the new year.
Menu Path: Financial Management > General Ledger > General Operations > Transfer Opening Balances to
Next Year
1. Click the Transfer drop-down list in the Books pane to select the type of book balance transfer you want.
Available options: Individual, By Fiscal Calendar, or All Books.
2. Make the appropriate entries in the enabled fields in the Books and Years panes. The enabled fields vary
depending upon your Transfer field selection in the Books pane.
3. Click the Schedule drop-down list to select when you want this process to run.
4. Click the Log Filename button to find and select the directory and filename you want for your log filename.
5. Click Process to schedule the process.
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2. Optionally, use the Fiscal Year and Fiscal Period fields to change the defaults. These fields display the
current period for the fiscal calendar associated with the selected book.
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3. If you need, change the value in the Exchange Rate Date field. The exchange rate date applies the rates
effective on the date to transactions entered on or before the date.
4. If you need, change the value in the Apply Date field. The apply date determines the date on which the
revalued amounts are recorded within the general ledger.
5. Click the Journal drop-down list to select a journal code. This code groups together journals created by the
process. Use this value to locate journals in various reports and trackers.
6. In the Transaction Text field, enter a comment that displays for users tracking the process.
7. Optionally, select the Reverse check box to automatically reverse journals created by this process. If you
create reversing journals, specify the reverse date and indicate whether the process posts the reversal to an
accrual account.
For information on configuring a currency account and
setting up multiple currencies, review the Multi-Currencies
chapter in the Epicor ERP Implementation Guide.
8. Use the Filter sheet to limit the process to specified Currencies and Accounts.
9. Click Submit to run the process.
Consolidation
Consolidation is a legal process through which you merge the financial results of subsidiary companies into one
consolidated book within the parent company. The process rolls up financial results between source and target
books, typically books from a child, or subsidiary company, to a parent company or an external application. You
run this process at the end of each fiscal period or on a continuous basis and then complete the consolidation
results at the end of each fiscal year.
When consolidation is complete, you can either preview the results in an intermediate (consolidation) book in
the source company or review the final results in the parent company. If you use periodic consolidation, you can
preview the results in an intermediate book; you then later transfer the approved results to the parent company.
Through the consolidation process, you can re-calculate the financial results posted in one currency to another
currency. You can also report these results using a different fiscal calendar and chart of accounts selected on the
parent company book.
Details on setting up the consolidation process can be found
in the General Ledger chapter in the Epicor ERP Implementation
Guide.
You can set up the consolidation process to handle the multi-company structure you need. Consolidations can
be a one-to-one relationship between a source subsidiary book in one company to a parent target book in another
company. You can set up a consolidation routine that consolidates transactions from multiple child companies
into one target parent company. You can also consolidate multiple child, or subsidiary books, into multiple parent
books in different companies. You might do this, for example, when the parent company is also an operational
company and needs to consolidate its results with other entities.
The financial data from the source book is transformed into the account structures defined in the intermediate
book. The chart of accounts structure matches the structure in the target book, so this data can now move from
the intermediate book into the target book within the target company. The intermediate book transforms the
transactions into the currency, fiscal calendar, and accounting structures needed within the target book. You
use the intermediate book to verify the consolidation results before they are posted to the target book.
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When you run a periodic consolidation in Consolidate to Parent Entry, the Generation Mode of the consolidation
definition displays in the Target Options pane: Delta Mode (green label) or Override Mode (gray label).
Additional options and fields are also available on the Source Control > Detail sheet, only when the generation
mode is Delta:
You can select a fiscal year / period that has already been consolidated, to perform Retrospective Adjustment
of previous periods.
The Adjust From Period field displays. Enter a fiscal period (for the selected fiscal year), or click the button
to search and select a fiscal period. This value must be less than or equal to the current fiscal period.
Consolidation will run for all periods from the Adjust From Period value through to the selected Fiscal Period
value.
Different labels display, according to the adjustment mode, for example, Retrospective Adjustment, Last
Period Delta Adjustment. For more details, review the Adjustment Mode topic in the Application Help for
Consolidate to Parent Entry.
For consolidations with the Delta generation mode enabled:
If you have already run consolidation for a period, you can use
the same Consolidation ID to re-run the same consolidation
(for example, if you have entered additional journals in the
period), but only if you have not consolidated a subsequent
period with the same consolidation definition. You cannot
have more than one active consolidation ID for a particular
consolidation definition. To select an existing consolidation ID
in Consolidate to Parent Entry, click the Search button
(binoculars).
If you reload an existing consolidation, and its fiscal period end
date is after the last calculation date for consolidation rates, a
message displays: Some consolidation rates were calculated
before the end of the fiscal period. Would you like to
recalculate all the rates, or only rates calculated by the
system and not modified by user? Similarly, if you create a
Retrospective Adjustment, and the previous rates are retrieved,
the warning message will display if the calculation date for any
rates is before the corresponding period end date.
You can select from three options:
No - Retain the existing rates. (This is the default option.
You can still review and adjust rates later, using the existing
means.)
All - Recalculate all the rates, including rates which were
manually adjusted.
System Calc. - Recalculate the rates, except rates which
were manually adjusted.
Menu Path: Financial Management > Multi-Site > General Operations > Consolidate to Parent
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4. If you need, use the Exchange Rate field to change the exchange rate used to convert between the currency
of the source book and the currency of the target book. If the source and target books use the same currency,
the rate is set to 1.00 by default. You cannot enter a zero (0) value.
You can change the exchange rate for the current
consolidation after posting. For example, if you posted
the consolidation with the wrong exchange rate, you can
then run the consolidation again, to post the delta
(change) transactions. For further details, see the
Consolidation Delta later in this chapter.
5. If you manually update an exchange rate, the User Modified check box is selected once you click Save.
6. To revert manually-updated rates back to the defaults, first click the Selected check box for the rate.
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9. When you have retrieved or updated the exchange rates, click Save on the Standard toolbar.
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3. You can use the Log File Name field to enter the path and name of the file where the process log will be
saved.
If this path is already set up, it should not be necessary to enter a new path.
4. Click Submit to run the process. If this definition is selected for immediate transfer, the data transfers to
the intermediate book, then posts automatically to the target book. However, if this consolidation definition
does not automatically transfer data to the target book (the Immediate Transaction check box on the
consolidation definition is clear), you can review the financial results before you transfer them to the target
book.
After posting, you can run the Transfer Intermediate
process from the Actions menu. This completes the
consolidation process. Typically, you would validate the
journal in the intermediate book before their final transfer
to the target book.
5. When you refresh the Consolidate to Parent Entry window, the green Posted to Interm. Book label displays.
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6. To view the consolidation report, select Print Report from the Actions menu.
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Here, the Posted details are empty, because you have only posted to the intermediate book.
9. To complete the consolidation process, in Consolidate to Parent Entry, select Transfer Intermediate from
the Actions menu.
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13. If you run the Consolidation Report again, the Posted details now display.
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manual adjustments or complete reversal and restatements. Also, you can apply consolidation amendments to
previous periods, via Retrospective Adjustment.
To use the Delta consolidation and Retrospective Adjustment features, your consolidation definition must be set
to the Delta generation mode. When you create new consolidation definitions, this setting is selected by default.
If you have already run consolidation for a period, you can open the same Consolidation ID and re-run the same
consolidation to post the delta (for example, if you have entered additional journals in the period, or updated
exchange rates), but only if you have not consolidated a subsequent period with the same consolidation definition.
You cannot have more than one active consolidation ID for a particular consolidation definition.
You also have the option to create a new Retrospective Adjustment. This enables you to select a past period,
and restate the consolidation results for multiple periods that were already consolidated.
2. In the Cons. Def. ID field, enter or search for the required consolidation definition.
If an in-process consolidation ID already exists for the
selected consolidation definition, you cannot create a new
consolidation for that definition. You have to post the
existing consolidation ID first.
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7. Click Retrieve All to load the exchange rates that were used the last time the period(s) were consolidated.
8. The system retrieves exchange rates for each period covered by the retrospective adjustment.
9. To get the latest, up-to-date exchange rates, first click the Selected check box for each rate you want to
get.
10. Then click Get Selected Rates Defaults.
11. If you reload an existing consolidation, and its fiscal period end date is after the last calculation date for
consolidation rates, a message displays: If you create a new retrospective adjustment, and the previous rates
are retrieved, a warning message will display if the calculation date for any rates is before the corresponding
period end date: Some consolidation rates were calculated before the end of the fiscal period.
Would you like to recalculate all the rates, or only rates calculated by the system and not modified
by user?
You can select from three options:
No - Retain the existing rates. (This is the default option. You can still review and adjust rates later, using
the existing means.)
All - Recalculate all the rates, including rates which were manually adjusted.
System Calc. - Recalculate the rates, except rates which were manually adjusted.
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2. The application creates an identifier for the consolidation in the Import ID field.
3. Enter a Description for the import record. The description identifies the record to users of this program.
4. Click the Book ID drop-down list to select the book to which the consolidation results will post. Consolidation
definitions specify a target COA used to create journals when the consolidation process creates an output
file. Select a target book that uses the same COA used in the imported file.
5. In the Fiscal Year and Period fields, enter the the period to which the imported journals post. The fiscal
calendar for the selected book determines available fiscal years and periods.
6. In the Group ID field, enter a journal group ID. The application uses this identifier in batch processing of
imported journals.
7. Optionally, specify the journal code you want in the Journal field. Journal codes applied during posting can
be used to group journals on reports and trackers.
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8. If you need, change the date in the Apply Date field. The selected group ID determines the default. Posting
errors might occur if journals apply to a closed period.
9. In the Import File Name field, enter the path and name of the import file.
10. In the Journal Header Description field, enter the description that includes the purpose of the journal.
This value displays within various GL reports, the Journal Tracker, and the Chart Tracker.
11. Click Import to run the process.
Reports
This section describes some key reports you use to review information about the General Ledger. You can run
these reports whenever you need. You can also set up each report to generate and print through a recurring,
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automatic schedule. Review the Automatic Data Processing chapter in the Epicor ERP Implementation Guide for
information on how you link a report to a recurring schedule.
2. In the Starting Fiscal Period and Ending Fiscal Period fields, enter the period included in the report.
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3. If you want this report to display all the transaction details within each account, select the Print Details
check box. If you clear this check box, each selected account only displays its Opening Balance, Total Debits,
Total Credits, and Ending Balance values.
4. If you want the report to display statistical data, select the Print Statistical Data check box.
5. Click the Book drop-down list to select the book that contains the report information.
6. Use the Natural Account Range fields to define the first and last accounts in a natural account range to
appear in the report.
7. Use the options in the Grouping pane to define how the report groups details. Available options:
Detail Account Organizes accounts based on detail balances.
Summary Account Organizes accounts based on summary balances.
Full Account Organizes accounts based on journal details.
8. If you want, click the Filter sheet to filter the report to only display results for specific books and/or account
segments.
9. When you finish, click Print on the Standard toolbar.
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1. Select the appropriate Report Options from the Selection sheet of the report program.
2. Click the Grouping drop-down list to indicate how you want the report organized. Available options: Detail
Account, Summary Account, Full Account.
3. Click the Matched Transactions drop-down list to select how you want transactions to display on the
report. Available options: All,Matched Only, Unmatched Only, and Open.
You match transactions in the GL Transaction Matching
program. For more information, review the previous
section in this chapter.
4. Select the Print Match Code check box if you want assigned match codes listed next to the matched records
in the report.
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5. Optionally, click the Filter sheet and filter your report by Book, Segment, Natural Account, or Excluded
Natural Account.
6. When you finish, click Print.
2. Click the Book drop-down list to select the book that contains the report information.
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3. If you selected By Fiscal Period, use the Fiscal Year and Period fields to enter the fiscal year and period for
the report.
4. If you selected By Date Range, use the Start and End fields to enter the start date and the end date for the
report.
5. If you want the report to display statistical data, select the Show Statistical Data check box.
6. Use the Filter sheet to limit the report to specified Journals and External Company(ies).
7. Select the Show External Company Details check box to add information about the external companies
you are including on the report.
8. Select the Multi-Company Journals Only check box to only display journals that include multi-company
data.
9. When you finish, click Print on the Standard toolbar.
Consolidation Report
Use the Consolidation Report program to generate a report to review consolidation journals prior to posting
them. The report includes information about journal accounts, balances and movements in the source book and
the target book. With this information, you can determine whether to adjust consolidation journals prior to
posting them.
You can run this report from the Actions menu in Consolidate to Parent Entry after you generate journals in
the Intermediate book. You can generate intermediate journals and re-run reports as often as necessary. You
can also use Consolidate to Parent Entry to post the journals. You can also access this report from the Standard
menu, for example to view historic consolidations.
If you are not satisfied with the amounts that will be generated through this consolidation, you can go back and
edit the records you need - and then re-run the generation. You can also use the Delta generation mode and
Retrospective Adjustments to make amendments to journals after they are generated and posted.
Menu Path: Financial Management > Multi-Site > Reports > Consolidation Report
To set up and run this report:
1. Click the Consolidation ID button and search for and select the consolidation for which you want to run
the report.
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2. The Company, Book and COA associated with the consolidation display in the Target Details pane.
3. Click Print on the Standard toolbar.
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Setup
This section describes the primary records you need to create for the Expense Management module. These
programs are contained within the Setup folder for this module. Only the primary records are described here.
Some areas within the next Operations section may also document setup records if they are required for a specific
workflow.
You may also need to set up some parameters within Company Configuration. Some modules have global settings
you define through this administration program. For more information, review application help for this module;
the Configuration topic details the options you define within Company Configuration. You can also review the
Company Configuration chapter in the Epicor ERP Implementation Guide.
Site Configuration
Use the Site Configuration Control program to determine whether expense transactions require approval. You
also define the approval logic, or method, used to approve indirect expenses. Indirect expenses are not associated
with a specific project. You can set the approval method to approve transactions automatically, or to approve
transactions according to a setting in Employee Maintenance.
Menu Path: System Setup > Company/Site Maintenance > Site Configuration
This program is not available in Epicor Web Access.
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1. Click the Site button to find and select the Site you need.
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3. Navigate to the Modules > Time and Expense > Expense sheet.
4. Select the Restrict Entry check box to restrict all employees from entering expenses for other employees.
When selected, you designate users who can enter expenses for a specific employee in Employee Maintenance.
Clear the check box to allow any user to enter expenses for any employee.
5. If you selected the Restrict Entry check box, you can select the Supervisor Allowed Entry check box to
allow designated supervisors to enter, modify, and delete expense transactions for the employees they
supervise. Employee supervisors are designated in Employee Maintenance.
6. Select the Submit on Save check box to automatically submit new expense entries when you click Save.
To override this Site setting, you can select or clear this check box in Time and Expense Entry.
7. Select the Approval Required check box to indicate all expense entries submitted by employees must be
approved.
8. The Create Default Approval Workflows button allows a user to decide a workflow approval the Epicor
application will create. The options include:
Multi Level Approval
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Supervisor Approval
Project Manager Approval
PM and Supervisor Approval
Example Assign the Multi Level Approval workflow
to an employee in order to require more than one
approval for their expense entry.
9. Use the Rights section to define whether approvers can delete or change expense transactions submitted
for approval by employees.
10. Use the Logic section to define the approval method for indirect expense transactions submitted by
employees. If the method is Automatic, expenses are automatically approved when submitted. If the method
is Employee, then the transactions are approved as defined in Employee Maintenance. You define the
project expense approvals method on the project.
11. Use the Expense Defaults section to define a default Expense Workflow Group used to approve expenses
if an expense workflow group is not defined in Employee Maintenance.
12. When you finish, click Save on the Standard toolbar.
Employees
Use Employee Maintenance to define whether employees can enter expenses and then assign suppliers to them;
these expenses are then used for creating account payable invoices for reimbursement. If you set options in the
Site Configuration Control program to define approvals according to settings in Employee Maintenance, you
must also define whether an expense for a specific employee is approved automatically or by a specific workflow
group. You also assign a mandatory supervisor which may be used during the approval process, and you can
restrict who can enter expenses for another employee in this program.
For details about other setup requirements in Employee
Maintenance, review the chapter on Time Management and
the Personnel chapter in the Epicor ERP Implementation Guide.
Menu Path: Service Management > Expense Management > Setup > Employee
To set up an approval workflow for a specific employee:
1. On the Detail sheet, click the ID button to find and select the employee record you need. The selected
employee record displays on the sheet.
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2. You can also click the Person/Contact button to find and select the individual you want to define as an
employee.
If you have an individual who needs to be defined in
multiple records, such as a shop employee who is also a
buyer, you can define this person in Person/Contact
Maintenance first and then link this person record to the
other records throughout the application. To learn more
about this functionality, review the Personnel chapter in
the Epicor ERP Implementation Guide.
3. Click the Supervisor button to find and select a supervisor for this employee. If Approval Required is
selected in Site Configuration Control, then each employee must have a designated supervisor. When you
use a manual approval process and you have not selected a workflow group in either Employee Maintenance
or Site Configuration Control, the supervisor is the approver.
4. Navigate to the Approvals > Expense > Detail sheet.
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5. Select the Enter Expenses check box to allow the employee to enter expenses in the application. Employees
cannot enter expenses in Time and Expense Entry if this check box is clear.
6. Click the Supplier button to find and select a supplier ID for this employee. The supplier ID is used to create
AP invoices for the employee when entering expenses for reimbursement.
If the employee does not have a supplier ID, you can
create one manually or, if configured in Company
Configuration, the application adds a supplier ID
automatically when you save the employee record.
7. Define the approval workflow for expense transactions submitted by this employee. Select the Auto Approve
Expenses check box to automatically approve expense transactions.
8. Optionally, select a workflow group in the Expense Group field to designate a workflow group to approve
expense transactions.
9. You can view the workflow group you selected. To do this, click the Approval Tasks tab.
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10. Expand the workflow group tree to review the different tasks defined for the workflow group.
11. When you finish, click Save on the Standard toolbar.
Restrict Entry
If you selected the Restrict Entry check box in Site Configuration Control, you must also define who can enter
expenses for specific employees in Employee Maintenance. Designated users can enter expenses for employees
in Expense Entry.
To restrict an entry:
1. Navigate to the Production Info sheet.
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2. In the User Name field, select the user who can enter expenses for the employee.
3. When you finish, click Save on the Standard toolbar.
The designated user can now enter expenses for the employee in Expense Entry.
Payment Method
Use Pay Method Maintenance to define the methods used to pay expenses. Employees associate a payment
method with individual expense transactions when entering expenses in Expense Entry. Payment methods indicate
the method by which the expense was paid, such as cash or credit card. Payment methods also determine whether
an employee receives reimbursement for an expense, and whether an AP invoice is created for the employee
entering the expense.
Menu Path: Service Management > Expense Management > Setup > Payment Method
To enter a new payment method:
1. Click the New button on the Standard toolbar.
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method, or clear the check box to indicate the expense is company-paid and resources do not receive a
reimbursement.
5. Clear the Inactive check box to indicate the payment method is available for employees during expense
entry.
6. When you finish, click Save.
Miscellaneous Charge/Credit
Use the Miscellaneous Charge/Credit program to define expense details.
Menu Path: Service Management > Expense Management > Setup > Miscellaneous Charge/Credit
1. Click the down arrow next to the New button on the Standard toolbar and select New Charge.
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9. Select the Unit Based check box to indicate the miscellaneous charge is unit based.
10. Select the Chargeable check box if miscellaneous expense is able to be charged.
11. From the Tax Liability drop-down menu, specify if a tax liability is associated with the expense.
12. From the Pay Method drop-down menu, specify the payment method associated with the expense.
13. Select the Project check box to indicate if the expense can be selected for entry of project expenses.
14. Select the Indirect check box to indicate if the expense can be selected for entry of indirect (non-project)
expenses.
15. Select the Required check box to indicate if a comment is required for the expense.
16. In the Comment Instructions box, enter the required comments necessary for the expense.
17. Click Save and exit Miscellaneous Charge/Credit Maintenance.
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every day of the week. Your employees can select the expense quick entry codes they need, saving time and
ensuring accurate data entry.
Main Menu Path: Service Management > Expense Management > General Operations > Quick Entry
Code
Menu Path: Service Management > Expense Management > General Operations > Quick Entry Code
To enter a new quick entry code:
1. On the Detail sheet, click the Employee ID button to find and select the employee record. The selected
employee record displays in the sheet.
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6. If the expense is not associated with a specific project or production job, select the Indirect Expense check
box. If you select this check box, the Project and WBS Phase fields are not available.
7. If the expense is associated with a specific project, click the Project button to find and select the project
identifier you need.
8. Click the WBS Phase button or use the drop-down list to select the Work Breakdown Structure Phase you
need to associate with this expense quick code.
9. Enter an optional Expense Type as needed. Default values associated with the selected expense type default
into the remaining fields. Edit these values as you need.
10. Optionally, enter a Payment Method. If a payment method is selected, the Reimbursable check box
indicates whether the employee can be paid back for this expense.
11. Select a Tax Liability method. The value associated with the selected Expense Type displays by default.
12. Select the optional Tax Included check box if the expense amount includes tax.
13. Optionally, select an Expense Currency. This value indicates the currency you will use to record expenses
through this expense quick entry code within your general ledger.
You can create currency records for all the currencies
through which your company conducts business. To learn
how to enter and maintain multiple currencies, review
the Multi-Currencies chapter in the Epicor ERP
Implementation Guide.
14. If the expense will be submitted using a different currency, select this option from the Claim
Currency drop-down list.
15. When you finish, click Save on the Standard toolbar.
16. The quick entry code displays in the Tree View. Notice that all of the time quick entry codes and expense
quick entry codes or the selected employee display on this Tree View.
Operations
This section details the operations available within the Expense Management module. Each operation is described
as a workflow (or sequence) to help guide you through the process from start to finish. These programs are
primarily found within the General Operations folder for this module. If a unique setup record is required to run
the operation, this record is also described in this section.
Expense Entry
Use Expense Entry to enter employee expenses and submit them for approval. You can enter expenses for
internal transactions such as general supplies or training, or for transactions associated with a project. After
expense transactions are entered, you can view, modify, recall, and copy them. You can also monitor the status
of entered transactions and enter comments for approvers.
The sheets in Expense Entry provide different ways for entering expenses. The sections that follow demonstrate
some of the ways you can enter expenses.
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Menu Path: Service Management > Expense Management > General Operations > Time and Expense Entry
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3. Click the Down Arrow next to the New button; select New Expense.
4. The current date displays in the Expense Date field by default; if you need, select a different date.
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5. If you want to group multiple expenses and reconcile them with an AP invoice, enter an optional Claim
Reference number.
6. Select the Indirect check box to indicate the expense is internal, non-project related. Clear the check box
to indicate the expense is project-related. When the expense is project related, you can enter the Project
and WBS Phase for which the expense was incurred.
7. In the Expense Type field, select the type of expense you incurred. Values defined for the selected Expense
Type may populate the remaining fields. For example, an expense type determines if an expense is unit-based,
chargeable, or requires a comment, and may default a payment method and tax liability.
8. Select a Payment Method to apply to the expense. The Reimbursable check box is selected by default if
the payment method associated with the expense is reimbursable.
9. The Expense Currency and Claim Currency for the expense display in the fields. If you are reimbursed in
a different currency, change the claim currency.
10. Select the Tax Liability for the expense.
11. Enter the Expense Amount. Select the Tax Include check box if the expense amount includes tax, or clear
the check box if the amount does not include tax.
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12. Enter an Expense Comment if an instruction appears in the Expense Comment Instruction field. Optional
Expense Comment Instructions are associated with the Expense Type, and they define required information
for the expense entry.
13. Navigate to the Expense > Comment > Detail sheet to enter new comments or review existing records. The
comment types are:
SUB - Submit
APP - Approve
REJ - Reject
INV - Invoice
You can directly enter the Submit and Approve type
comments. The Reject and Approve comments are
available to view after an approver either rejects or
approves an expense with comment.
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15. The application calculates the tax for the expense and the Claim Total Amount displays.
16. Select the Submit on Save check box to automatically submit new expense entries when you click Save.
Selecting or clearing this check box in Time and Expense Entry overrides the default value selected for
the Site.
17. The status of the expense is Entered until you submit it for approval.
18. The AP Invoice ID and AP Invoice Status fields populate when an AP Invoice is created for a reimbursable
expense.
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5. Enter a Claim Reference number (optional), the Project ID associated with the expense, the Expense
Type, and the Payment Method.
6. Tab to the Expense Amount field and enter the expense amount with tax included.
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7. Select the Tax Include check box to indicate the tax is included in the expense amount.
8. Use the scroll bar to review the remaining fields.
9. When you finish, click Save on the Standard toolbar. Repeat these steps to enter more expenses.
10. Select all the expense rows.
11. Click the Submit button to submit the expenses.
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6. Enter the Expense Type, Payment Method, and Expense Amount. Depending on the configuration of
your application, default values may populate the remaining fields. You can change these values as needed.
7. When you finish, click Save on the Standard toolbar.
Selection Calendar
You can use the expense entry selection Calendar to review and manage your expense entries and the expense
entries of your employees. The selection Calendar determines the expense transactions that display in the expense
entry tree, indicates the status of the transactions, and loads transactions into the expense entry sheets for review.
Menu Path: Service Management > Expense Management > General Operations > Time and Expense Entry
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1. On the Employee sheet, enter your Employee ID. By default, the current date is selected in the Calendar.
2. Review the selection Calendar. If a number has a color, it indicates a transaction is entered on this date:
Yellow - Expense transaction
Green - Time transaction
Blue - Both a Time and Expense transaction
Red - Rejected transaction
3. Select a date in the selection Calendar to review expense transaction details. You can click and drag to
select and view multiple dates.
4. In the Tree View, expand the My Expenses node to see the transactions. Icons indicate the status of a
transaction. In this example, the transaction entered on 01/11/2010 has a Submitted status for approval as
indicated by the icon with the blue S. Other transaction statuses include Entered, Partially Approved, and
Approved.
5. In the tree, select a date.
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6. The transaction details for that day display on the Expense > Detail sheet.
7. Click the List tab to view a list of each expense entry. Each entry for the dates selected in the Calendar
displays in a separate row. Use the scroll bars to review the details.
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8. Click the Calendar tabs to view entries in the calendar. You can select Day, Week, or Month. In this
example, the entries display in the weekly calendar. Move your mouse over an entry to view details.
9. Click the Approvals tab to see who is assigned to approve the transaction.
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10. Click the Tax tab to view details of the tax amounts included in an expense transaction.
Expense Group
Use Expense Group Maintenance to attach a document to expenses grouped by a claim reference number. You
can attach a document that includes a list of scanned receipts associated with the same claim reference number.
The AP invoice includes a link to the expense group where other users, such as AP clerks, can review the receipts
document before issuing the AP invoice.
This program uses the Enterprise Content Management
functionality. This toolset defines types of files you can attach
to records and the third-party applications that can display
these files. For more information about this functionality, refer
to the Enterprise Content Management chapter in the Epicor
ERP Implementation Guide and the application help.
Menu Path: Service Management > Expense Management > General Operations > Expense Group
To attach a document to an expense group:
1. On the Detail sheet, click the Employee button to find and select your employee ID number.
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2. Click the Expense Group button to find and select the claim reference number for the group of expenses.
3. Click the Attachments button on the Standard toolbar.
4. The Attachments sheet displays.
7. Select the kind of document you wish to attach from the Doc Type drop-down list.
8. Click the Browse button to find and select the file you wish to attach.
9. Enter the Title of the document you will link to the expense group.
10. Click OK.
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11. The document is now attached to the expense group. It displays within the Attachments grid.
12. You can remove the document by selecting it on the grid and clicking the Delete button.
13. To display the file within its associated third-party application, select the file and click the View button.
14. When you finish, click Save.
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1. On the Employee sheet, enter the Employee identifier or click the Employee ID button to find and select
the employee for whom you are entering an expense.
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4. In the Employee Expense Search window, enter the claim reference number you assigned to your group
of expenses. The expenses associated with the claim reference number display in the Search Results grid.
5. To select all the expenses in the claim, click Select All and then click OK.
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6. On the Expense > Search sheet, scroll to the Total Claim Amount field, right-click, and select Show
Summaries.
7. Right-click the Sigma symbol, select the Sum check box, and click OK.
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8. The Total Claim Amount displays. Compare this amount with the total on your invoice. If the totals match,
all expenses in the claim have been approved and processed.
9. If the totals do not match, you can scroll to the Invoice field and verify that each expense in the claim has
an invoice number. If an invoice number is missing, the expense may not have been processed.
Approval Workflow
Configure the application to define an approval workflow for expense transactions entered by employees and
submitted for approval in Expense Entry. You can define expense approval workflows for both indirect expenses
and project expenses.
You define approval workflows for indirect expenses through Site Configuration Control. Once you set an option
to require approvals for expense transactions, you then define the approval method as Automatic or Employee.
If you define an approval method as Employee, additional setup is required in several programs, including Employee
Maintenance.
Supervisor approval is the default approval workflow for the application when approvals are required. To use
this approval workflow, you select the Approval Required check box in Site Configuration Control.
When a workflow uses Employee as the approval logic method and you want to designate a group of employees
as approvers, you must also set up an expense workflow group for approving expense transactions. A workflow
group contains the tasks, task sets and group members assigned to an approver role. Once you create an expense
workflow group, you can associate it with a specific employee in Employee Maintenance, or you can set it as the
default expense workflow group in Site Configuration Control to apply it to all employees.
An approval workflow for project expenses is similar to a
workflow for indirect expenses, except that you have the
additional option to use a workflow defined on a project or a
project Work Breakdown Structure (WBS) phase. Also, the
approval logic, or method, used for project expenses is set on
the project instead of in the Site Configuration Control
program.
A graphical representation of the approvals workflow for indirect expenses is found within the chapter concerning
Time Management - Approval Workflow section.
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To help define an expense approval workflow, includes pre-defined approval workflow groups are available to
use as templates to define an expense workflow. These pre-defined workflow groups include the roles, task type,
and task sets. Available workflow groups:
Supervisor Approval
Project Manager Approval
Project Manager & Supervisor Approval
Multiple Level Approval
If you use the Multiple Level Approval workflow group as your template, assign group members to the approval
roles in Workflow Group Maintenance. If you use the workflow groups Supervisor Approval, Project Manager
Approval, or Project Manager & Supervisor Approval as your template, you do not assign group members to the
approval roles in Workflow Group Maintenance because the application uses the supervisor of the employee
and/or the project manager of the project as approvers.
Before you can use the pre-defined workflow groups, you must first set up your Site to require approval for
expense transactions by selecting the Approval Required check box in the Site Configuration Control > Expense
sheet.
You can define expense approval workflows using a pre-defined
workflow group template or manually defining your own
workflow group. This chapter describes how to create a
workflow using a pre-defined workflow group template. The
process for creating approval workflows without using a
pre-defined workflow group template is discussed in the Time
Management chapter.
Tasks
An approval task is a combination of a task and a corresponding approval role. Different roles are used in the
different workflow groups. The following example shows the approval roles in the pre-defined approval workflow
groups.
Roles
Each approval task requires an approver role code.
Menu Path: Service Management > Expense Management > Setup > Role Code
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1. Notice the selected role includes a Role code identifier and a Description.
2. The selected check box in the Time and Expense Options section identifies the role as the Time and
Expense Approval role. The Time and Expense Approval role is used for the First Approval role and the
Second Approval role.
If you select more than one approver role option, tasks
will be created for all individuals matching those role
criteria.
Tasks
The following example shows the approval tasks in the pre-defined approval workflow groups. Different tasks
are used in the different workflow groups.
Menu Path: Service Management > Expense Management > Setup > Task
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1. Notice the required role code of First Approval is assigned to the corresponding First Approval task.
Task Sets
A task set is a group of organized tasks and milestones. An expense approval task set includes all the approval
tasks required to approve an expense transaction.
Menu Path: Service Management > Expense Management > Setup > Task Set
The example here shows the pre-defined task sets used by the four pre-defined approval workflow groups.
1. Click the Down Arrow next to the New button; select New Task Set..
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6. Select the First Milestone check box for the milestone that begins the series.
7. Click Save after adding each new milestone.
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9. Associate each milestone with the next milestone. To do this, select the First Approval Task milestone.
10. Click the Down Arrow next to the New button; select New Next Milestone .
11. The Milestones > Next Milestones > Detail sheet displays.
12. Click the Next Milestone drop-down list and select the Second Approval Task.
13. Click Save.
14. When you finish, the task set structure is defined in the Task Sets tree.
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Workflow Group
An expense approval workflow group consists of an approval task set and the group members assigned to the
approver roles. You assign group members to the roles in Workflow Group Maintenance.
You can copy a pre-defined workflow group, re-name it, and
edit it as needed to quickly create other workflow groups.
The next example applies only to the pre-defined Multiple Level Approval workflow group. If you use one of the
other pre-defined groups, you do not need to assign group members because the application uses the employee
supervisor and/or the project manager. After you assign group members to the pre-defined approval workflow
group, you associate the workflow group with a specific employee in Employee Maintenance or you apply the
workflow group to all employees by setting it as the default in Site Configuration Control. You can also associate
the workflow group with a specific project or WBS phase in Project Entry.
Menu Path: Service Management > Expense Management > Setup > Workflow Group
To assign group members to the pre-defined Multiple Level Approval workflow group:
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10. To continue to add members to the workflow group, repeat steps 5-9 but a select different Member and
Role from the drop-down menu.
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3. Navigate to the Modules > Time and Expense > Expense sheet.
4. Select the Approval Required check box to require approval of all expense entries submitted by employees.
5. Select the method for approving indirect expense transactions in the Indirect Approval Logic field. Select
Employee to approve expense transactions as defined in Employee Maintenance.
6. If desired, select an optional default Expense Workflow Group.
7. When you finish, click Save on the Standard toolbar.
Employee Maintenance
Menu Path: Service Management > Expense Management > Setup > Employee
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1. On the Detail sheet, click the ID button to find and select the employee record you need.
3. In the Workflow Group field, select the expense approval workflow group Multiple Level Approval.
4. When you finish, click Save on the Standard toolbar.
Indirect expense transactions submitted for approval by this employee are sent to the employees who belong to
the Multiple Level Approval workflow group for approval.
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2. Navigate to the WBS > Approvals > Expenses > Detail sheet.
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4. Click the Workflow Group button, search for and select the Workflow Group to assign.
5. The Approval Task Set and Description fields automatically populate.
6. Navigate to the Approval Tasks sheet to review the workflow.
7. Click Save and exit Project Entry.
Expense Approval
Use the Time and Expense Approval program to review, approve, or reject expense transactions submitted by
employees. Depending on the configuration of your company, authorized approvers can modify submitted
transactions, or delete existing transactions during the approval process. Approvers can enter optional comments
for review by the submitters of the transactions.
Menu Path: Service Management > Expense Management > General Operations > Time and Expense Approval
To approve expense transactions:
1. On the Approver sheet, enter your Approver ID or click the Approver ID button to find and select your
ID. Your approver ID is the Workforce ID assigned to you in Work Force Maintenance.
2. All expense transactions submitted by employees for your approval display on the Expense > List sheet;
each expense transaction displays on a separate row.
3. Use the Expense > Comments sheet to review any comments entered by the submitter.
4. Select the row you want to approve; or, click the Select All button to select all rows for approval.
5. To approve the transaction(s) without entering comments, click the Approve button.
6. To enter comments for the submitter, click the Approve With Comment button.
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7. Use the Search button on the Standard toolbar to search for transactions.
This buttons allows an approver to search for time transactions that were already approved or rejected. This
is useful if the a time transaction was approved or reject erroneously.
Once the transaction is approved, it no longer displays in the grid.
2. Expense transactions submitted by employees for your approval display on the Expense > List sheet; each
expense transaction displays on a separate row.
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1. On the Selection sheet, click the Inv Group button to find and select the invoice group for which you are
generating invoices. If the group you entered does not exist, the process will create a new group.
2. Leave the From Date and To Date fields clear to generate invoices for all approved expenses. You can enter
a date range in these fields to generate invoices for expenses incurred on or between these dates.
3. Click the Filter tab if you want to limit the generated invoices to specific employees.
4. When you finish, click the Generate Only button on the Standard toolbar.
The application processes the approved expenses and generates AP invoices. When the process is complete, you
can open the invoices in Accounts Payable Invoice Entry.
Reports
This section describes a key report you use to track employee expense transactions. You can run this report
whenever you need. You can also set up the report to generate and print through a regular schedule. Review
the Automatic Data Processing chapter in the Epicor ERP Implementation Guide for information on how you link
a report to a recurring schedule.
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2. If desired, enter the Claim Reference Number or AP Invoice Number associated with the expenses.
3. Select the Expense Statuses you wish to include in the report.
4. Use the Filter sheet to find and select the ID of the employee whose expenses you want to review. You can
select one or more employees.
5. When you finish, click Print on the Standard toolbar.
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Setup
This section describes the setup programs within the Deferred Revenue Accounting module. These programs are
contained within the Setup folder for this module. You can also review the Company Configuration chapter of
the Epicor ERP Implementation Guide for more information.
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2. Enter a Calendar identifier for this record. This identifier displays within other programs and reports.
3. Enter a Description for the fiscal calendar. Use this text to help explain the purpose of the fiscal calendar.
4. Click the Down Arrow next to the New button; select New Fiscal Year.
5. The current year displays in the Fiscal Year field and the current date displays in the Start Date field for
the first fiscal year of the fiscal calendar.
6. If you want to add a suffix to differentiate the fiscal year, for example, by a quarter, enter a Year Suffix.
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7. Select the End Date of the fiscal year. There is no default value for this field.
8. Enter the Number of Periods you want to allocate for the fiscal year. The default value is the number of
periods on the previous fiscal year. If a previous fiscal year does not exist, the default value is 0, but you
must select a number of 1 or greater.
9. Click Save on the Standard toolbar.
10. From the Actions menu, select Generate Periods.
12. The Year and Start Date fields are filled in with the information you entered when you created the fiscal
year.
13. If necessary, complete the End Date and Period Duration fields. The default value of Period Duration is
1.
14. Click Generate.
Fiscal periods are used to structure amortization and
revenue recognition dates.
15. Verify that the message displays the correct number of fiscal periods created and click OK.
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Amortization Maintenance
Use Amortization Maintenance to define the amortization duration, amortization period frequency, and
recognition amount for each period.
Available amortization calculation methods:
Equal Amounts Use the equal amount calculation method to calculate the same amount for each
amortization period.
Last Period Use the last period calculation method to recognize 100% of the revenue amount in the last
amortization period.
Actual Days Use the actual days calculation method to recognize revenue based on the number of days
in the period and not on a fixed percentage basis. The revenue distribution depends on the invoice date and
the number of periods in the amortization schedule.
Review application help for the equation used to calculate the
Actual Days method.
Once an amortization code is created, the code can be used to enable default amortization details assigned to
a specific product group, customer, or service contract code. For example, you enable deferred revenue billing
for Dalton Manufacturing. When you create an invoice for this customer, the Defer check box is selected
automatically and the amortization code linked to the customer record displays.
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1. Click the Down Arrow next to the New button; select New Amortization Code.
Customer Maintenance
Use Customer Maintenance to set up invoicing defaults for a customer.
Menu Path: Financial Management > Deferred Revenue Accounting > Setup > Customer
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Operations
This section details the operations you can use within the Deferred Revenue Accounting module. Operation steps
are described as a workflow to help guide you through the process from start to finish. These programs are
primarily found within the General Operations folder for this module.
AR Invoice Entry
Use AR Invoice Entry to enter and post a deferred revenue invoice line.
Create a Group
Menu Path: Financial Management > Accounts Receivable > General Operations > Invoice Entry
To create a group:
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12. If required, in the End Date field, enter a date to override the default end date for the amortization schedule.
If the invoice line is for a service contract and the Use
Contract Expire Date check box is selected in Revenue
Amortization Maintenance, the End Date field populates
with the Expire Date field from the service contract.
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13. Click the Get Defaults button to pull in the default GL account.
14. Click Save on the Standard toolbar.
15. The Generate Amortization Schedule window displays.
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3. Review the generated amortization schedule for the invoice line that displays in the Revenue Amortization
Schedule grid.
4. You can update revenue amortizations on the fly, for example, by updating the Percent and Amount
fields.
5. Use the Actions > Line > Revenue Amortization > Restore Amortization Schedule command to restore
the schedule back to the original from the revenue amortization code. The original schedule displays on the
Revenue Amortization Schedule grid.
If there is a rounding difference, the difference is
recognized in the last amortization period. The
applications logic always calculates the percentage first
and then multiplies the percentage by the revenue
amount.
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6. You can also use Partially Defer option for the line. Tick Partially Defer check box.Deferred% field
enables. Enter required amount and regenerate amortization schedule to see the result.
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9. Click Submit.
Revenue Recognition
Use Revenue Recognition to recognize revenue for selected amortization periods.
From the Actions menu, select Get Amortizations to populate the Amortizations grid with available invoices.
When the process is submitted, the appropriate GL journals are created and revenue moves from the deferred
revenue account to the corresponding sales account.
Recognize Revenue
Menu Path: Financial Management > Deferred Revenue Accounting > General Operations > Revenue Recognition
To recognize revenue:
1. On the Detail sheet, in the As of Date field, select the appropriate date.
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2. Navigate to the Filter sheets to filter revenue recognition by Customer, AR Invoice, or Service Contract.
3. On the Detail sheet, from the Actions menu, select Get Amortization.
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7. Click Print Preview. Review the edit list, then close it and exit the Deferred Revenue Recognition - Edit List
window.
8. Click Submit.
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AR Invoice Tracker
Use the AR Invoice Tracker to view revenue amortization schedules and the status of revenue amortization periods.
Amortization periods can be unposted, posted, or on hold. If applicable, a hold Reason and Hold Text display.
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3. In the Recognized field, view the amount of recognized revenue for the invoice line.
4. Use the Revenue Amortization Schedule grid to view the status and details of amortization periods.
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3. In the Revenue Amortization Schedule grid, you can change the Amort Date, Percent or the Amount for
the periods, if required. In order to change a scheduled amortization date, the new date must fall within
the same period.
4. You can also Partially Defer previously deferred revenue. Tick Partially Defer check box and enter percent
in the Deferred% field.
5. Select the Hold check box to place a period on hold. If a period is on hold, it is not recognized until the
Hold status is removed.
6. In the Reason field, select a reason code for the period on hold.
If an amortization period has been recognized, no changes
can be made to the date or percentage. However, you
can update dates and percentages for remaining,
unrecognized periods in the amortization schedule.
7. Use Reclassification tab fields to define Reclass Code, Reason and enter Comments for the reclassification
if necessary.
8. When you have made all required changes, click Save.
1600
10.1.400
10.1.400
1601
7. From the Actions menu, select Revenue Amortization > Post to Deferred Revenue.
9. Click Submit. This action clears the Sales account, and charges the Deferred Revenue account.
1602
10.1.400
2. Select a Hold Reason and enter the description in the Hold Text field. If you disable the Hold check box
for a period, the Hold Reason field automatically clears.
The reason codes available to place revenue amortization
periods on hold are created in Reason Code Maintenance.
To create a hold reason, select Deferred Revenue as the
Reason Type in Reason Code Maintenance.
6. In the Amortization Periods grid, select the Selected check box for the invoice amortization periods you
want to place on hold.
10.1.400
1603
1604
10.1.400
Reports
This section describes some key reports you can use to review deferred revenue transactions. You can run these
reports whenever you need. You can also set up each report to generate and print through a recurring automatic
schedule. Review the Automatic Data Processing chapter in the Epicor ERP Implementation Guide for information
on how to link a report to a recurring schedule.
10.1.400
1605
1. Select the As of Date for the report. This field defines the date of the report.
4. The Print Report Parameters check box is selected by default and indicates that the report parameters
and options will be printed at the end of the report. If you do not want to print report parameters, clear
this check box.
5. Select the Schedule to run the report. Select the Recurring check box to run the report on a repeated
basis. This check box is only available if a schedule other than Now is selected.
6. Select the Archive Period for which you would like to keep the report in the System Monitor for possible
reprinting. The default is 0 days and this report is deleted from the System Monitor shortly after it has been
printed.
1606
10.1.400
7. Select a User Description explaining a specific run of the report. This description displays in the System
Monitor. This field is useful if you need to distinguish between scheduled runs of the same program. For
example, John's Monday Production Program.
8. Click Print to print the report.
10.1.400
1607
2. Select the As of Date. This field defines the date of the report.
3. Select the Report Periods for the report.
4. Select the Display Details check box if you want customer and invoice details on the report.
5. Select a Hold Period Option for this report. Available options:
Exclude On Hold
Include On Hold
Only On Hold
If necessary, use the Filter sheet to narrow the report
processing results by Customer or RA Code. You can then
select your Filter Summary options in the Selection sheet.
6. The Print Report Parameters check box is selected by default and indicates that the report parameters
and options will be printed at the end of the report. If you do not want to print report parameters, clear
this check box.
7. Select the Schedule to run the report. Select the Recurring check box to run the report on a repeated basis.
This check box is only available if a schedule other than Now is selected.
8. Select the Archive Period for which you would like to keep the report in the System Monitor for possible
reprinting. The default is 0 days and this report is deleted from the System Monitor shortly after it has been
printed.
9. Select a User Description explaining a specific run of the report. This description displays in the System
Monitor. This field is useful if you need to distinguish between scheduled runs of the same program. For
example, John's Monday Production Program.
10. Click Print to print the report.
1608
10.1.400
Index
Index
A
abc code hierarchy 949
abc codes 960
actions create service call job 510
actions menu (demand contracts) 202
actions menu (demand entry) 209
add a job operation 468
add a line with manufacturing details 180
add a price break 762
add a price list 760
add a quote 397
add a revision (inspection plan) 836
add a revision (specification) 832
add a sales order, job, and purchase order 399
add a service operation 512
add a subcontract part 765
add a supplier part 762
add a supplier part restriction 764
add allocation codes 1471
add billing information 173
add co-parts 184
add contacts 175
add inspection plan and specification to part revision 849
add material 515
add members 575
add milestones 573
add one time contact 185
add part revision 224
add production activity detail 637
add production detail 633
add production information 640
add rma inspection plan and specification to part revision 850
add ship to information 174
add skip lot control to suppliers 851
adjust global scheduling order 711
adjustments 1290
advanced shipment notifications (edi 856) 217
aged payables report 1349
aged receivables report 1232
allocate inventory 289
allocation batch entry 1470
allocation code maintenance 1458
allocation history tracker 1477
allocation templates 283
alternate methods 542
alternate methods, check in 567
alternate parts 544
amortization 1480
amortization maintenance 1251, 1583
amortization maintenance - add a gl control 1252
amortization maintenance - create amortization code 1251
amortization, enter amortization code 1480
amortization, GL control 1481
annotate course topics 105
annotate help topics 94
10.1.400
1609
Index
B
balance update process 1227
bank account maintenance 1370
bank account maintenance detail 1370
bank account maintenance payment methods 1374
bank adjustment entry 1390
bank adjustment entry adjustment 1391
bank adjustment entry summary 1390
bank branch code maintenance 1369
bank fee maintenance 1380
bank funds transfer 1394
bank statement processing 1431
bank statement processing, batches 1448
bank statement processing, create new statement 1440
bank statement processing, generate new cash movements 1442
bank statement processing, post statement 1444
bank statement processing, quick matching 1434
bank statement processing, quick search 1445
bank statement processing, statement header 1431
bank statement processing, statement lines 1437
bank statement processing, statement workbench 1434
bank statement processing, unmatched transactions 1439
base part records 537
bill of lading 1072
billing 403
build order from history 281
build project analysis 418
burden code actual percentage 381
burden codes 377
burden sets 378
buyer 747
buyer workbench 819
1610
C
calculate abc codes 961
calculate global scheduling order process 709
calendar exceptions 531
calendar view expense entry 1551
calendar view time entry 337
Capture COS/WIP Activity 979
carrier codes 994
case management 146
case management, case entry 151
case management, case entry, call log 161
case management, case entry, close case 167
case management, case entry, job 158
case management, case entry, new case 151
case management, case entry, related information 153
case management, case entry, reopen case 168
case management, case entry, resolution 166
case management, case entry, rma 154
case management, case entry, sales order 156
case management, case entry, tasks, complete 163
case management, case entry, topic 165
case management, knowledge base inquiry 169
case management, topic 148
case management, topic, add parent topic 148
case management, topic, add sub-topic 149
case management, workflow group 147
case management, workflow group, member, add 147
case management, workflow stage 146
cash receipt entry 1209
cash receipt entry - electronic interface 1404
cash receipt entry - groups 1210, 1396
cash receipt entry - post receipts 1407
cash receipt entry allocate 1214, 1400
cash receipt entry allocated deposit payments 1216
cash receipt entry debit notes 1402
cash receipt entry deposit payments 1215
cash receipt entry electronic interface - select invoices 1404
cash receipt entry header currency 1211
cash receipt entry invoice payments 1210, 1397
cash receipt entry invoice selection 1212
cash receipt entry miscellaneous payments 1217
cash receipt entry post receipts 1219
cash receipt entry select invoices 1399
cash receipts entry 1396
cash receipts entry - other payment types 1404
change payment instrument status 1319
check in alternate methods 567
check in and approve part revision 853
check in part revision 230
check in part revisions 567
check out parts 551
check out the part revision 847
check register 1453
checklist tasks 395
classic menu 39
close asset period/year 1125
close billing schedule process 424
close cash day 1430
close period entry 1503
closing letters of credit 1164
co-part methods 562
10.1.400
10.1.400
Index
D
daily time entry 334
deferred expense forecast report 1367
deferred expense recognition 1305
deferred expense recognition - assign a legal number 1302
deferred expense reconciliation report 1368
deferred expenses 1295
deferred revenue accounting 1580
define a part method 227
1611
Index
employee 488
employee course request 892
employee expense report 1578
employee maintenance 367, 1571
employee training course maintenance 893
employee training course report 898
employees 322, 383, 1534
engineer and release the maintenance job 470
engineer and release the service job 517
engineer the job 603
engineering components 615
engineering workbench 227, 549
enhanced menu 78
enter material markup percentages for role codes 387
enter receipts 1396
entry sheets 57
epicor everywhere framework 77
epicor mobile access 81
epicor smart client 87
epicor university resources 88
epicor web access 77
equipment 452
equipment list report 478
equipment location 449
equipment status 449
equipment type 447
ewa, web forms 79
execute a process set 74
executive dashboards 74
expense approval 1574
expense entry 1544
expense entry detail 1545
expense entry list 1549
expense entry search claim reference 1558
expense group 1556
export sales history 683
export to microsoft project 426
express check out 568
external company setup 802
F
feature summary 88
field help 96
finance/late charges 1139
finish the sales kit record 310
finite scheduling 705
fiscal calendar maintenance 1580
fixed fee invoice review 442
fonts 49
forecast entry 682
formula parameters 1465
fulfillment workbench 285
E
eco workflow 569
edit the part method 606, 608
electronic interface - mass delete 1406
electronic interface - process receipts 1406
electronic interface maintenance 1383
electronic interfaces 1383
embedded courses 100
1612
G
general ledger account summary report 1526
general ledger controls 396
general ledger import 1491
general ledger report 1525
generate ap invoices for expenses 1576
generate gl allocations 1473
10.1.400
H
handheld customer shipment entry 1052
hold / unhold amortization periods 1602
I
import consolidation from subsidiary 1522
import edi demand process 203
import external forecast 685
import from microsoft project 435
In Transit Stock report 986
inbound edi transactions 202
indirect labor 326
infinite scheduling 705
initialize last cycle count date 963
initialize physical inventory 970
inspection attributes 830
inspection pending 896
inspection plan 835
inspection processing 862
inspection processing entry - materials 865
inspection processing entry first articles 873
inspection processing entry po receipts 871
inspection processing entry rmas 873
inspection results 876
inspector maintenance 825
inter-company purchase order processing 804
inter-company purchase orders 798
inter-company setup 799
interface navigation 32
internal cross references 916
internal employee training 888
internal part cross references 916
internal side use case 918
inventory wip reconciliation report 661
Inventory/WIP Reconciliation Report 990
invoice a service contract 499
invoice a service contract call 521
invoice notifications (edi 810) 218
issue assemblies 934
issue job material 933
issue material from inventory 471, 931
issue miscellaneous materials 935
J
job assemblies 613
job complete/close 653
job entry 593
10.1.400
Index
L
lean manufacturing process 637
lean metrics 629
legal number maintenance 1253, 1383
legal number maintenance - add a default sequence 1254
legal number maintenance - assign a document type 1254
legal number maintenance - create a legal number 1253
legal numbers 1014, 1383
letters of credit 1162, 1264
lifecycle statuses 925
line - detail (service call center) 508
line - detail (service contract entry) 495
line details (demand contracts) 200
line details (demand entry) 206
link configurator to part record 252
link sales order line to wbs phase 437
link workflow 1573
list sheets 58
load cost details 582
log on 32
logged ap invoice entry 1256
logged ap invoice entry - group 1256
logged ap invoice entry - header 1257
logged ap invoice entry post invoices 1259
logged ap invoice entry tax 1258
logged ap invoices 1256
logged invoice suspense balance report 1343
lot attributes 907
lot generation parameters 908
lot tracking 907
1613
Index
M
maintenance job completion 474
maintenance job entry 466
maintenance job report 481
maintenance operations 460
maintenance plan processor 476
maintenance planning 455
maintenance request report 479
make to job 599
make to order 598
make to stock 597
managed replenishment 943
manual replenishment 942
manufacturers 924
manufacturers and lifecycle statuses 924
manufacturing (supplier) company - process the sales order 814
manufacturing (supplier) company generate sales order from
icpos 809
manufacturing (supplier) company invoice items sold to sales
(customer) company 816
manufacturing (supplier) company modify inter-company
purchase orders 810
manufacturing execution system (mes) 638
manufacturing lead time calculation 590
manufacturing mrp 670, 671, 674
markup codes 386
mass issue material 931
master pack out 1036
master pack shipment entry 1036
master production schedule entry 687
matching 199
material transaction detail 982
measured works 408
mes - package control sheet 646
mes material sheet 644
mes primary functions 641
mes production sheet 643
mes shipping/receiving sheet 646
mes supervisor sheet 647
mes employees 638
mes time entry 343
meter reading 475
milestones 401
miscellaneous charge/credit 1539
miscellaneous shipment 1031
mobile - detail (service contract entry) 497
modern shell menu 33
modify a routing 555
modify bill of materials (bom) 558
modify costs and rates 584
module navigation 46
move replenishments 945
mrp information 669
mrp recalculation needed 695
multi resource scheduling board 735
multi resource scheduling board - schedule 736
multiple units of measure 905
N
national account relationship 1142
1614
O
open dmr status report 898
open rma report 1085
operation text 463
operations 176, 197, 232, 272, 333, 388, 464, 491, 548, 592,
677, 706, 766, 855, 929, 1003, 1075, 1107, 1158, 1256, 1390,
1472, 1482, 1544, 1586
operations (setup) 533
opportunity/quote entry 176
opportunity/quote status dashboard 72
order fulfillment/allocation processing 283
order job wizard 293
order lines - detail sheet 277
order releases 278
outbound edi documents 216
overload informer 744
overload informer actual 745
overload informer what if 745
P
packaging codes 997
parent parts 306
parent parts sales parameters 308
part site records 952
part warehouse records 950
part class 667, 915
part cross references 916
part cross references and approved supplier sourcing in action
920
part cycle count status report 983
part inventory details 900
part maintenance 223, 670, 749, 847
part price history report 822
part revision 541
part revision check in 566
part revisions, check in 567
parts 900
pay method 1383
payment entry 1323
payment entry bank 1325
payment entry bank fee 1418
payment entry bank fees 1332
payment entry group 1323, 1409
payment entry invoice payments 1327, 1416
payment entry miscellaneous payments 1331
payment entry new payments 1324, 1414
10.1.400
10.1.400
Index
Q
qualified manufacturers 926
quick entry codes 330, 1541
R
reason code maintenance 826
rebuild display gl account 1500
receive an rma 1079
receive material into inventory 937
receive materials 1055
receive materials directly to a job 1056
receive materials from a combined shipment 1059
receive transfer order 1069
received not invoiced report 1345
recognize revenue 1593
recurring cycle maintenance 1137, 1241
regenerate configurations 268
reject expense transactions 1575
reject time transactions 370
relationship class 1140
release documentation 88
release the job 617
reminder group maintenance 1158
reminder letter generation 1159
renew contracts 498
renewal code 486
replenishment workbench 942
reports 219, 269, 372, 478, 523, 654, 701, 738, 822, 895, 980,
1085, 1128, 1232, 1343, 1453, 1525, 1578, 1605
request a credit for returned material 1080
request entry 464
request for quote, create 766
request queue 466
resource 529
resource groups 527
resource scheduling board 728
1615
Index
S
sales (customer) company - enter sales order 804
sales (customer) company - receive completed items from
manufacturing (supplier) company 816
sales (customer) company accept purchase order suggestions
813
sales (customer) company create purchase order from purchase
order suggestions 807
sales (customer) company generate purchase order suggestions
805
sales company manufacturing company scenario 798
sales gross margin report 1234
sales kitting 304
sales order acknowledgment 296
sales order detail lines 276
sales order entry 272, 499
sales order entry sales kits 315
sales order entry sales order acknowledgement 318
sales order pick list report 1005
sales order tracker 68
salesperson workbench 135
salesperson workbench, call log 140
salesperson workbench, opportunity/quote entry 138
salesperson workbench, quote 136
save resource load 715
schedule impact report 741
schedule of works 407
schedule the job 616
schedule the maintenance job 471
scheduled shipments report 1003
schedules 207
1616
10.1.400
T
target account setup 1462
task sets 362, 572, 1565
tasks 361, 570
tasks (approval workflow) 1563
tasks (pre-defined approval workflow) 1564
tax reconciliation report 1364
tax report - post 1358
tax report detail 1353
tax report electronic report maintenance 1360
tax report print edit list 1356
tax report print form 1355
tax report vat tax journal report 1362
technical reference guides 98
technicians 509
test the inputs 841
the main menu 39
time and expense entry - details 519
time and material invoice review 443
time approval 368
time booking exception 373
time entry 333, 472, 518, 649
time entry - details 650
time phased material requirements report 701, 984
time report 372
time type 325
time types 376
topics 458
trackers 66
training course maintenance 888
training course schedule maintenance 891
transfer opening balances to next year 1505
transfer order entry 1065
transfer order shipment entry 1066
10.1.400
Index
U
update a posted invoice 1598
update and complete tasks 577
update attendance and results 894
update business entity segment values 1500
update recycle thresholds 688
use menu application 37
use tax calculation 1341
use tax report 1351
use the quote worksheet 186
user guides 106
V
vat tax report 1352
verify balances 1499
verify existing configurations 267
view mrp manufacturing suggestions 699
view mrp purchasing suggestions 700
view revenue amortization information 1597
view time phased inquiry 697
void a logged ap invoice 1262
void legal numbers 1193
void payment entry 1339
void spoiled folios 1502
W
warehouses 954
wbs phase costs 393
wbs phases 391
weekly time entry 336
work in process report 658
work station maintenance 1002
workflow group 364, 575, 1568
workflow setup example indirect expenses 1570
workflow setup example indirect time 366
workflow stage 570
1617
Index
1618
10.1.400