IFSworld.

com
 Click here to insert image or change color

IFS FUNDAMENTALS
DATA REQUIREMENTS
IFS ASSOCIATE COURSE – IFS APPLICATIONS™ 10

IFS ACADEMY

2
TIMINGS
Lesson Topic Time
1. Introduction 13:00
2. IFS Company - Site structure 13:15
Break 15:00
3. User - Person - Employee structure 15:15
Wrap-Up 17:00

3
TIMINGS
Lesson Topic Time
4. Part structure 09:00
Break 10:30
5. Customer - Supplier Information 10:45

6. General Basic Data 12:00

Wrap-Up 12:30

4
SAFETY AND GROUND RULES
● Fire Alarm – process – exits – muster

● Phones OFF or On Silent

● Be social, switch off Social Media

● Respect

● Access

5
 ABOUT THE COURSE

“THIS IS ONE OF THE COURSES TOWARDS GAINING

THE
IFS CERTIFIED ASSOCIATE ACCREDITATION.

IT ENABLES STUDENTS TO COVER AND PREPARE FOR

THE DATA REQUIREMENTS PART OF
6
DATA REQUIREMENTS
COURSE OBJECTIVES
● Understand the concept of Master data.
● Understand the Company – Site(s) structure in IFS Applications
● Understand the IFS Parts structure in IFS Applications
● Understand the User/ Person/ Employee structure/ relationships
● Be able to set up a Customer and a Supplier for use in IFS Applications
● Understand the further General Basic Setup for IFS Applications discussed
in this course.

7
HANDOUTS
ACCESS?
1. INTRODUCTION

10
INTRODUCTION
LESSON OBJECTIVES
By the end of this lesson, students should have:
● An understanding of the concept of Master Data

11
INTRODUCTION

To sell To buy To build a

something I something I ship I need
need a need a skilled
Customer Supplier Workers
An
A factory is employee
located at a needs to be
Site hired by a
Company

12
2. COMPANIES AND SITES

13
COMPANIES AND SITES
LESSON OBJECTIVES
By the end of this lesson, students should have:
● An understanding of the concept of Companies and Sites in IFS Applications
● An understanding of the characteristics of Companies and Sites
● An understanding of the Company and Site settings

14
 COMPANY

“STARTING POINT TO SET UP THE ENTERPRISE.

THE MAIN PURPOSE OF THE COMPANY IS
TO COLLECT AND REPORT
THE FINANCIAL ACTIVITIES”
15
COMPANY AND SITE
COMPANY

There may be a need Some of IFS’

for more than one customers are global
Company where an organizations and
organization is split have one company
into separate entities reporting financially
that have to report in the USA and
their accounts in another company
different ways. reporting financially
in the UK.

16
 SITE

“A SUBDIVISION OF THE COMPANY.

LOGICAL ENTITY TO SUPPORT LOGISTIC
PROCESSES SUCH AS PURCHASING, SALES,
INVENTORY HANDLING, MANUFACTURING, ETC”
17
LESSON
SITE CHARACTERISTICS

Geographical
location

Contact point
Site Logistical
for Customers
and Suppliers entity

18
COMPANY - SITE STRUCTURE

Company: Site:
Financial entity Logistical entity
Chart of Accounts Purchase Order
General Ledger Customer Order
Tax Ledger Inventory Location
AR/AP Shop Order
Ltd, BV, NV, etc. Transaction

19
COMPANY - SITE STRUCTURE
COMPANY AND SITE SETTINGS

Employees
Maintenance

Accounting
Payment
Rules

Inventory Manufacturing

Company
Site
Periodic
Cost Distribution
Allocation

Invoice Procurement Sales

20
COMPANY - SITE STRUCTURE

Company
E

Company Company
C D

Company Company
Site 3 Site 4
A B

Site 1 Site 2

21
DEMO
PRACTICE & LEARN

COMPANY – SITE STRUCTURE

● Navigate to the ‘Site’ screen
● Create a new Site record for a Company 10 Site, name it ….
and fill in mandatory fields
● Set the Distribution- and Manufacturing Calendars and
Delivery Address
● Set Inventory Valuation method for Site to “Standard Cost”

23
FEEDBACK ON THE OBJECTIVES
OF THIS LESSON
24
3. USER-PERSON-EMPLOYEE

25
USER PERSON EMPLOYEE
LESSON OBJECTIVES
By the end of this lesson, students should have:
● An understanding of the concept of User, Person and Employees in
IFS Applications, what the purpose of each is and the connection.
● Know the purpose and content of a User
● Know the purpose and content of a Person
● Know the purpose and content of a Employee
● Create User, Person and Employee records in IFS Applications

26
USER PERSON EMPLOYEE
STRUCTURE
Click icon to add picture

User Person

Company

Employee

27
3.1 USER

28
 USER

“A USER IS AN ENTITY THAT CAN LOG ON

TO IFS APPLICATIONS”

29
USER PERSON EMPLOYEE
USER INFORMATION

Company
Access

User Site
Profile Access

User
User
Security
Groups

30
USER PERSON EMPLOYEE
USERS PER COMPANY
Connect a Person to a Company to:
● View Company records
● Perform transactions for the Company
● Can be connected to multiple Companies

31
USER PERSON EMPLOYEE
SITES PER USERS

● Connect User to one, or multiple, Site(s)

● Allows User to access Site specific data
● Allows User to perform transactions for Site

32
USER PERSON EMPLOYEE
OPTIONS FOR USER CREATION

Create
Person with
new User
Create User
Create per
from an
User or per
existing
batch
Person

User
33
3.2 PERSON

34
 PERSON

“A PERSON OBJECT HAS INFORMATION WHICH IS

CONNECTED. THE PERSON, BUT NOT
NECESSARILY A USER OF IFS APPLICATIONS OR
EMPLOYEE OF A COMPANY”
35
USER PERSON EMPLOYEE
PERSON INFORMATION

Document

Person
Contact
Address
information

36
USER PERSON EMPLOYEE
PERSON USE

Supplier

Employee
Person Customer

Business
Role

37
USER PERSON EMPLOYEE
CREATE A PERSON
When
creating
User
As Person Create from
ID Supplier or
Customer

Person

38
USER PERSON EMPLOYEE
BUSINESS ROLES

Buyer Requisitioner Coordinator Planner

39
3.3 EMPLOYEE

40
 EMPLOYEE

“A EMPLOYEE FULLFILS A JOB POSITION

FOR A ORGANIZATIONAL UNIT OF A
COMPANY ”
41
USER PERSON EMPLOYEE
EMPLOYEE GENERAL
● Employee must be registered in HR to enable for Time and Expense
Reporting.

● Availability information for resource planning in relevant modules of IFS

(Projects, Maintenance etc.).

● The Employee master data is available to all Human Resources components.

● Personal data is transferred from the Person record.

42
USER PERSON EMPLOYEE
EMPLOYEE FILE

Employment

Personal Employee Compensation

Qualification

43
USER PERSON EMPLOYEE
EMPLOYEE USE

Resource
Planning

Employee
Expense Time
Reporting Registration

44
DEMO
PRACTICE & LEARN

USER- PERSON AND EMPLOYEE STRUCTURE

● Create a User
● Create a Person
● Create two Employees
● Connect to the same Person

46
FEEDBACK ON THE OBJECTIVES
OF THIS LESSON
47
4. PART STRUCTURE

48
PART STRUCTURE
LESSON OBJECTIVES
By the end of this lesson, students should have:
● An understanding of the Part Structure in IFS Applications
● An understanding of the Part Types
● Created a Part Structure in IFS Applications

49
PART STRUCTURE
GENERAL

Parts are required to sell, make, purchase and design

In IFS Applications a Part Type exists for every logistical or design process

A Part in IFS consists of a string of Parts per Site with a Part for every process it
partakes in.

At the top of a Part Structure is a Global Catalog Part

50
PART STRUCTURE
DIFFERENT PART TYPES
Part Catalog

Inventory Part Non-Inventory Part

(serialized)

Manufacturing Part Purchase Part Sales Part

Service Part
(serialized) (serialized) (serialized)

Package Part

Phantom Part

51
 PART STRUCTURE
Part Catalog

Inventory Sales Purchased

Packaged Expense

Non-Inventory Part Non-Inventory Part

Sales Part Cross

Reference
SITE

52
DEMO
PRACTICE & LEARN

COMPANY – SITE STRUCTURE

● Create a Purchased Inventory Sales Part
starting from the Sales Part screen
● Create a Purchased Inventory Sales Part
using the New Part Wizard.

54
FEEDBACK ON THE OBJECTIVES
OF THIS LESSON
55
5. CUSTOMER AND SUPPLIER

56
CUSTOMER AND SUPPLIER
LESSON OBJECTIVES
By the end of this lesson, students should have:
● An understanding of the Customer and Supplier Objects in IFS
Applications
● An understanding of the data settings for Suppliers and Customers
● Created a Customer and Supplier Object

57
CUSTOMER - SUPPLIER INFORMATION
CUSTOMER AND SUPPLIER INFO
● General Information used by all installed components

● Company specific data in tabs

● Global Customer or Supplier Object is created, with Company

specific data in tabs

58
5.1 CUSTOMER

59
CUSTOMER AND SUPPLIER
CUSTOMER

A Customer…
• Creates demand for goods or services
• Receives goods
• Returns goods
• Receives an invoice for goods or services

60
CUSTOMER AND SUPPLIER
CUSTOMER DATA

General

EDI
Contact
Setup

Customer Credit
Payment
info

Invoice Order

61
5.2 SUPPLIER

62
CUSTOMER AND SUPPLIER
SUPPLIER

A Supplier…

• Satisfies a demand for goods or services

• May ship the goods from his premises or arrange for goods to be
shipped directly to the Customer from another Supplier
• May receive returned goods
• Issues an Invoice for goods and services dispatched
• Receives Payment for the goods and services received
63
CUSTOMER AND SUPPLIER
SUPPLIER DATA

General

EDI
Contact
Setup

Supplier
Payment Purchase

Invoice

64
DEMO
PRACTICE & LEARN

CUSTOMER – SUPPLIER INFORMATION

● Create a Customer:
● Address
● Order Information
● Invoice Information for Company 10
● Payment Information for Company 10

66
PRACTICE & LEARN

CUSTOMER – SUPPLIER INFORMATION

● Create a Supplier:
● Address
● Purchase Information
● Invoice Information for Company 10
● Payment Information for Company 10

67
FEEDBACK ON THE OBJECTIVES
OF THIS LESSON
68
6. GENERAL BASIC DATA

69
GENERAL BASIC DATA
LESSON OBJECTIVES
By the end of this lesson, students should have:
● An understanding of the general basic data available in IFS
Applications and the purpose of each item

70
GENERAL BASIC DATA
MISCELLANEOUS

Document Text Characteristics Work Time Calendar

• Technical Classes • Calendar Periods
• Attributes • Day Types
• Schedules
• Exceptions
• Calendar

71
GENERAL BASIC DATA
MISCELLANEOUS

ISO Code System Parameters for Character and

Usage Definitions Distribution Numeric Value
• Country and Defaults
• Currency Manufacturing
• Language
• Unit of Measure
• Time Zone

72
6.1 DOCUMENT TEXT

73
 DOCUMENT TEXT

“TEXT THAT CAN BE ADDED TO A OUTGOING

BUSINESS OBJECT THAT WILL VISIBLE ON THE
PRINTED DOCUMENTS. DOCUMENTS ARE
GROUPED WITH THE USE OF OUTPUT TYPES.”
74
GENERAL BASIC DATA
DOCUMENT TEXT

• Documents are system defined - new

documents cannot be entered.
• You can attach “Phrases” to documents in
order to print them and to group the
documents together under an Output Type
• Output Types are used to methodically
group the documents.
• It is a collective term for all the documents
it contains.

75
6.2 CHARACTERISTICS

76
 CHARACTERISTICS
CHARACTERISTICS
The Characteristics function enables
you to connect a set of Attributes to
an Business Object, describing the
Technical Characteristics of that
Object.
Characteristic Templates are
defined in Basic Data.
Using these Attributes,
you can perform a Best Fit Search
to find an Object
(e.g. Engineering Part) that best
suits your needs.
77
CHARACTERISTICS
DEFINE CHARACTERISTICS BASIC
Requirements:
• Color: Purple
• Type: Smart Phone
• Material = Plastic
Specifications:
• Color: Purple
• Type: Smart Phone
• Material = Plastic
=> Result = 100 %
Specifications:
• Color: Green
• Type: Smart Phone
• Material = Aluminum
=> Result = 66,7 %
Specifications:
• Color: Blue
• Type: Normal Phone
• Material = Aluminum
=> Not Applicable
78
6.3 CALENDAR AND ISO CODES

79
CALENDAR AND ISO CODES
CALENDAR

A Calendar is created for a Site

A Calendar consists of: to detail activities can occur.

• Day Types • Distribution

(working or non working) • Manufacturing
• Schedule (days per week) • Maintenance
• Exceptions (Bank Holidays)

80
CALENDAR AND ISO CODES
LANGUAGE, CURRENCY AND COUNTRY CODES
● ISO is a standard published by the International Country
Standards Organization
● All ISO codes are preinstalled, but must be
activated before use.
Time
Currency
● You can make additions to Country, Currency and Zones
Unit of Measure. ISO
delineates

Unit of
Language
Measure

81
6.3 PARAMETERS

82
PARAMETERS
SYSTEM DEFINITION

In the System Definition

window, you can create You can configure the The Attributes and
Customer-specific properties of any Object or Objects available depends
definitions of certain Attribute available in the on the IFS Applications
Attributes and Objects in System Definition window. components installed.
IFS Applications.

83
PARAMETERS
PARAMETERS FOR DISTRIBUTION AND MANUFACTURING
The Distribution and Manufacturing processes allow the setting of a number of parameters to Yes
or NO

x ?

84
PARAMETERS
PARAMETERS FOR DISTRIBUTION AND MANUFACTURING

For example…
Auto availability check of shop order.
This system parameter enables the possibility to order an availability check when releasing
shop orders and when reserving shop order material, regardless the setting on the inventory
part. If the availability check is selected on the inventory part, planning alerts will be
created when releasing the shop order and information message will be shown when
reserving the material.

85
PARAMETERS
PARAMETERS FOR DISTRIBUTION AND MANUFACTURING

For example…
Create SO in status Planned:
If you want automatically created Shop Orders to be created in
the status “Released” and not in “Planned”, value must be No.
Shortage Handling:
If the value in this field is set to Yes, the Shortage Handling
functionality for Inventory Parts is enabled in the system. i.e.,
when an Arrival is registered for a Part with shortages, a
message will tell you that there is a need for that Part

86
PARAMETERS
CHARACTER AND NUMERIC VALUE DEFAULTS

Set default values for a preset number of variables in IFS Applications

The default value can be a Character or a Number:

The default character value that is The default numeric value that is
used in the Application if the data used in the Application if the data
type is CHAR. This value can be type is NUMERIC. This value can
changed by the User. be changed by the User.

87
DEMO
PRACTICE & LEARN

REQUIRED BASIC SETUP

● Create:
● Document Text Output Type
● Characteristics for your Inventory Part and find
your part via Best Fit Search

89
PRACTICE & LEARN

REQUIRED BASIC SETUP

● Check:
● Address Presentation
● Work Time Calendar
● ISO Codes
● System Definitions
● Parameters for Distribution and Manufacturing
● Character and Numeric Value Defaults

90
FEEDBACK ON THE OBJECTIVES
OF THIS LESSON
91
 h a t h a v e I
W
n e d ?
learThe concept of M a s te r D ata
 E mp loye es
, Us er s a n d
h at P e r s o ns
 W
r
ar e u s ed f o e r s a r e
u p p l i
to m er s and S
 H ow C us
registered D a ta to
n e r al B a s ic
e tu p G e
 H o w to s
S p r o c e s s es
s upp or t I F 92
PLEASE PROVIDE US
 IFSworld.com
© COPYRIGHT© 2017 BY INDUSTRIAL AND FINANCIAL SYSTEMS, IFS AB (PUBL). ALL RIGHTS RESERVED. THIS MATERIAL AND
ITS CONTENT IS PRODUCED BY THE IFS ACADEMY FOR AUTHORIZED TRAINING PURPOSES ONLY AND REMAINS THE
INTELLECTUAL PROPERTY OF IFS. NEITHER THE MATERIAL OR ITS CONTENT MAY BE COPIED, REPRODUCED, OR
DISTRIBUTED WITHOUT IFS’ EXPRESS WRITTEN PERMISSION.

IFS DOES NOT WARRANT, EITHER EXPRESSLY OR IMPLIED, THE ACCURACY, TIMELINESS, OR APPROPRIATENESS OF THE
INFORMATION CONTAINED IN THIS TRAINING MATERIAL AND DISCLAIMS ANY RESPONSIBILITY FOR CONTENT ERRORS,
OMISSIONS, OR INFRINGING MATERIAL. IFS ALSO DISCLAIMS ANY RESPONSIBILITY ASSOCIATED WITH RELYING ON THE