Work Order Management

Work Order Management
Work Order Management
Release 8.7.2
Legal Notices
© 2011 Epicor Software Corporation. All rights reserved. Unauthorized reproduction is a violation of
applicable laws. Epicor and the Epicor logo are registered trademarks and/or registered service marks of
Epicor Software Corporation in the United States and other countries. Epicor Eclipse is a trademark
and/or service mark of Epicor Software Corporation. All other trademarks or service marks are the
property of their respective owners and should be treated as such.
Epicor ® Eclipse™ 8.7.2 Online Help System
This online help system, as well as the software described in it, is provided under license and may be used
only in accordance with the terms of the license. The content provided is for informational use only and is
subject to change without notice. Epicor Software Corporation assumes no responsibility or liability for
any errors or inaccuracies that may be included in this documentation.
Publication Date: September 26, 2011
Table of Contents
Work Order Management Overview............................................................................................................. 1
Work Order Entry ..................................................................................................................................... 1
Work Order Maintenance ......................................................................................................................... 1
Setup Requirements for Work Order Management ...................................................................................... 2
Control Maintenance Records .................................................................................................................. 2
Authorization Keys ................................................................................................................................... 2
Product Maintenance ................................................................................................................................ 3
Vendor Maintenance................................................................................................................................. 3
Work Order Entry ..................................................................................................................................... 3
Form and Printer Setup ............................................................................................................................. 3
Creating Vendor Records for Service Processes........................................................................................... 4
Creating G/L Accounts for Work Orders ...................................................................................................... 6
Determining Work Order Product Price and Cost Methods ......................................................................... 8
Attaching Work Order Templates to Finished Products ............................................................................... 9
Attaching Serial Numbers to Work Order Finished Products ..................................................................... 11
Entering Work Orders ................................................................................................................................. 13
Inserting and Deleting Work Order Steps ................................................................................................... 15
Adding Materials to Work Order Steps ...................................................................................................... 16
Moving Material Between Work Order Steps ............................................................................................ 17
Work Order Entry Status Codes.................................................................................................................. 18
Reviewing Open Work Orders .................................................................................................................... 19
About Calculated Costs on Work Orders .................................................................................................... 21
Auto-Reconciling Work Orders .................................................................................................................. 22
Reconciling By Step ............................................................................................................................... 22
Reconciling by In/Out Quantities ........................................................................................................... 22
Processing Costs and Units of Measure.................................................................................................. 23
Example 1: Reconciling By Step ............................................................................................................ 23
Example 2: Reconciling By Quantities................................................................................................... 24
Handling Finished Goods Costs on Work Orders ....................................................................................... 26
Handling Outgoing Material Costs on Work Orders .................................................................................. 27
Adding Freight and Handling Charges to Work Orders ............................................................................. 28
Copying Work Orders ................................................................................................................................. 29
Tagging Work Orders to Sales Orders ........................................................................................................ 31
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Work Order Management
Canceling Work Orders .............................................................................................................................. 32
Adding Comments to Work Order Processes ............................................................................................. 33
Attaching Serial Numbers to Work Order Finished Products ..................................................................... 35
Matching Vendor Invoices to Work Orders ................................................................................................ 37
Reviewing Work Order Material Shipment Information ............................................................................ 38
Reviewing Suggested Work Orders ............................................................................................................ 40
Converting Suggested Work Orders ........................................................................................................... 42
Recalculating Products and Lines on Suggested Work Orders ................................................................... 43
Creating Work Order Templates ................................................................................................................. 44
Running the Work Order Product Report ................................................................................................... 45
Running the Work Order Template Report................................................................................................. 46
Running the Work Order Summary Report ................................................................................................ 47
Running the Work Order Holding Report................................................................................................... 48
Using the Work Order Posting Date Utility ................................................................................................ 49
Index ........................................................................................................................................................... 51
iv
Work Order Management Overview
Work Order Management facilitates the process of modifying products from their original form into a
more useful form, based on customer requirements. Work Order Entry helps you create work orders for
this special processing on products. This processing includes combining current products into a finished
product, such as assembling circuit boards, or altering a product for final delivery, such as custom
painting.
Work Order Entry
Work order entry is the process of creating a record of processes that need to be completed to modify the
product: define the steps required in the process, who performs them, and how long completing each step
takes. In addition, if you are not processing the order in-house, accounting for the vendor's setup and
processing costs. If the customer has repeat orders for this product, create a template for the process. You
must have authorization to enter work orders and your views in order entry are restricted based on your
authorization. In addition, the finished product has a product record. You cannot process the order without
a finished product.
Work Order Maintenance
After you enter a work order, you need to monitor it to ensure that the materials are available when you
need them, that the start and completion dates are realistic, and that you are able to deliver the finished
product to the customer when they have requested it. The system provides a number of queues, inquiries,
and reports to assist you in doing this.
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Rel. 8.7.2
Setup Requirements for Work Order Management
Following are the control maintenance records and authorization keys used for work order management,
along with additional setup requirements.
Control Maintenance Records
Set the following control maintenance records:
• Auto Reconcile Work Orders
• Display Process Comments In Work Order Processing Body
• Method For Calculating Process Qty For Work Orders
• Re-Sort Work Order Items When Closed For Branch
• Update Cost On Sales Order from Tagged Work Order
• Update Cost On Work Order From Tagged Purchase Order
• Update Cost On Work Order From Tagged Transfer Order
• Valid Vendor Work Order Processing Codes
• Work Order Processing Branch Selection
• Work Order Processing Default Write-Off Account
• Work Order Processing Pricing Override Vendor
• Work Order Processing Prompt For Multiplier Quantity
Authorization Keys
Assign the following authorization keys:
• OE.OVERCOMMIT.STOCK
• WOE.ALLOWED
• WOE.AUTO.REC
• WOE.CLOSE.ORDER
• WOE.CLOSED.CHANGE.VENDOR
• WOE.CLOSED.ORDER.CANCEL
• WOE.CLOSED.ORDER.EDIT
• WOE.CLOSED.PRC.EDIT
• WOE.CLOSED.QTY.EDIT
• WOE.OPEN.ORDER.EDIT
• WOE.OPEN.PRC.EDIT
• WOE.OPEN.QTY.EDIT
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Work Order Management
• WOE.PIL.DAYS.OVRD
• WOE.WRITER.EDIT
Product Maintenance
Create records for the finished products in Product Maintenance.
• In the Buy Line field, enter the service vendor's buy line.
• If you want the system to calculate demand for the finished product, set up the item with a status of
Stock.
• After you create the work order template, verify that the product price on the price sheet matches
the finished product price on the template.
Note: You can set up the products as kits or assign individual prices, as needed.
Attach work order templates to finished products, as needed.
Determine work order product price and cost methods.
Attach serial numbers to finished products.
Vendor Maintenance
Create service vendor records in Vendor Maintenance.
Work Order Entry
Create work order templates for often used processes, as needed.
Form and Printer Setup
You must do the following to print work orders:
• Define the Work Order form.
• Assign the form to a Work Order document.
• Assign the form to a printer tray.
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Work Order Management
Rel. 8.7.2
Creating Vendor Records for Service Processes
When creating work orders, the system requires a vendor to complete the order. All vendors are valid,
however, if you process any work order steps in-house, a vendor must be created for your company's
service process. For example, you may send out products that need to be painted, but you assemble or cut
products at your warehouse. Use a current vendor to enter the painting step on a work order, but create an
internal vendor for the assembly step. Use Vendor Work Order Processing Maintenance to assign default
values for the vendor's setup and process costs per process.
To create a vendor record for a service process:
1. From the Maintenance menu, select Vendor to display the Vendor Maintenance window.
2. Create a vendor record. If this is an internal vendor, in the Name field, enter a vendor that
describes the internal process to perform, for example, Assembly Vendor - In House.
3. From the Orders menu, select Work Order Processing Maintenance to display the Vendor
Work Order Processing Maintenance.
4. Complete any of the following fields, as needed, for each vendor process:
Note: Leave any field blank that has a value that changes depending on the type of
material modified.
Column
Description
Process
A description of the work to perform, such as Assembly or Painting. Select from
the validated list. Setup your processes using the Valid Vendor Work Order
Processing Codes control maintenance record.
Days
The number of days required to complete the step. The default value is 2.
Setup Cost
A dollar amount that identifies any costs incurred in preparation for processing one
unit of the product.
Process Cost
A dollar amount that identifies any labor or other costs incurred during the process
per specified unit of measure.
UM
The proportions of a specific item as it is costed for processing. These values
include:
• ea - Cost per each unit.
• C - Cost per 100 units.
• M - Cost per 1000 units.
• Wt - Cost per pound.
• Lot - Cost for entire order. This is the default.
5. Save the information and return to the Vendor Maintenance window.
6. From the Additional menu, select Additional Vendor Information to display the Additional
Vendor Information window.
7. If you created an internal vendor, do the following:
• In the Override G/L Account Number field, enter the override account number.
• In the right-hand pane, select No Order Entry to make sure that other orders are not created
with this vendor.
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Rel. 8.7.2
Work Order Management
Note: Never assign an override G/L account number to an external vendor, as a payable
is involved.
8. Save your changes and exit the dialog box.
9. If prompted that no active branches or territories are assigned, select Yes to display the
Accessible Branches window and assign branches and territories to the vendor.
10. Save your changes and exit the window.
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Work Order Management
Rel. 8.7.2
Creating G/L Accounts for Work Orders
Schedule the Change Posting Date For Inprocess Work Orders driver in the phantom scheduler.
If any of your company's value-added processes are internal, you must set up a G/L Work Order Entry
override account. You can assign this account number to your value-added department.
• Create G/L override accounts:
1. From the G/L > G/L Maintenance menu, select G/L Account Maintenance to display
the G/L Account Maintenance window.
2. In the Account field, type a brief description of the account.
3. Press Enter to display a list of accounts matching your description.
If the account you want does not appear in the list, select New and press Enter to return
to the G/L Account Maintenance screen.
4. In the Full Description field, enter the description you first entered in the Account field.
5. In the Short Description field, edit the description to shorten it, if needed.
6. In the Internal Description field, enter any identifying description for internal use, if
needed.
7. In the Key Words field, enter any other descriptive words to assist you in identifying the
account.
8. Select the Asset or Expense option.
9. Deselect the A/P Adjustment Allowed check box.
10. Save the information and exit the window.
• Set up any remaining G/L accounts:
Set up the following accounts to keep the G/L balance correct.
1. Create each of the following accounts in G/L maintenance:
Account
Use
Work Order Holding
Asset/Balance Sheet
Clear Work Orders to Inventory
Asset/Income Statement
Work Order Purchasing
Asset/Income Statement
Work Order Freight In Billable
Asset/Income Statement
Work Order Handling In Billable
Asset/Income Statement
Labor Offset Account(s)
Asset/Income Statement
Work Order Write-off
Asset/Income Statement
2. Assign the following accounts to the accounts for Auto Posting:
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Account
Use
Clear Work Order Purchases to Inv
Clear Work Orders to Inv
Work Order Processing Holding
Work Order Holding
© 2011 Epicor Software Corporation. All rights reserved.
Rel. 8.7.2
Work Order Management
Account
Use
~*Default Work Order Purchases
Work Order Purchasing
3. G/L Account for Write-off
• Populate the Work Order Processing Default Write-Off Accountcontrol maintenance record
with the Work Order Write-off G/L account number.
If you need to reset start dates for work orders that will not finish before the accounting period closes, use
the Work Order Holding Report to identify which orders need to be moved and the Work Order Posting
Date Utility to reset the work orders.
© 2011 Epicor Software Corporation. All rights reserved.
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Work Order Management
Rel. 8.7.2
Determining Work Order Product Price and Cost Methods
Before using template, you should indicate how the system should calculate the selling price and cost for
a finished product on a work order template.
The system determines the cost of a finished product based on the individual component products' price
sheets and not the cost listed on the work order. The system uses the cost of each component to sum up
the full finished product's cost. For example, you have a finished product for a kitchen sink. The sink
contains a faucet ($40.00), a basin ($175.00), a disposal ($75.00), and the drain pipes ($50.00). When the
kitchen sink is listed on the sales order, the system calculates the cost to be $340.00.
To select when the system should consider a product part of the process quantity, use the Method For
Calculating Process Qty For Work Orders control maintenance record. By default, the system waits for
material to be moved In to Stock before using it to calculate process quantity.
To determine the selling price and cost for a work order product:
1. From the Maintenance menu, select Product to display the Product Maintenance window.
2. Select a value-add product record.
3. From the Additional Data menu, select Work Order Processing to display the Work Order
Processing Maintenance dialog box.
4. In the Calculate Sell Method and Calculate Cost Method fields, enter the methods to use to
determine the selling price of the item:
• Select the Use Assembled Product Price method to calculate each method based on the price
assigned to the finished product. The pricing group assigns this price to the local price basis
name that corresponds to the DFLT-LIST global price basis name on the Product Price Sheet
Maintenance screen.
• Select the Use Sum of Component Prices method to calculate each method based on the sum
of the prices of each component used in the production of the product.
5. Save the information and exit the dialog box.
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© 2011 Epicor Software Corporation. All rights reserved.
Rel. 8.7.2
Work Order Management
Attaching Work Order Templates to Finished Products
If you always use the same work order process to produce a specific finished product, you can create a
work order template and attach it to a finished work order product. When you do this, each time a
customer reorders the finished product, the system uses the assigned work order template to create the
work order. You can then adjust the quantities, materials, or steps, as needed.
Important: A product must have a template assigned in order for products to
display on the Suggested Work Order Queue.
To attach a work order template to a finished product:
1. From the Maintenance menu, select Product to display the Product Maintenance and select a
product record.
2. From the Additional Data menu, select Work Order Processing to display Work Order
Processing Maintenance.
3. In the Template ID field, enter the work order template number the system should use to create
the finished product.
If a template has already been used to create a work order for this product, the system populates
this field with that number.
4. In the Calculate Sell Method field, select one of the following:
• Use Assembled Product Price - Uses the assigned product price for the finished product.
• Use Sum of Component Prices - Uses the combined total price for each product contained in
the finished product.
Note: This field must be set to the Use Sum of Component Prices selection for the work
order template to display on the Customer Sales Rebate Report. In addition, the
component needs a sell matrix set that contains rebate information.
5. In the Calculate Cost Method field, select one of the following:
• Use Assembled Product Cost - Uses the assigned product cost for the finished product.
• Use Sum of Component Costs - Uses the combined total cost for each product contained in
the finished product.
Note: This field must be set to the Use Sum of Component Costs selection for the work
order template to display on the customer sales reports.
6. If the product requires serial number prompts and masking, use the following fields:
• Prompt SN# on In Step - Prompts the user to enter the serial number on the Quantity In on the
Step Detail tab in Work Order Entry.
• Serial Number Mask - If you are using the system to assign serial numbers, enter the mask
used for this product for work orders, such as "W"-# to indicate you want all numbers to start
with a W for work orders and then number them in sequence.
For more information, see Attaching Serial Numbers to Work Order Finished Products.
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Work Order Management
Rel. 8.7.2
7. To make changes to the work order template, click Edit Template to display Work Order Entry
in edit mode. Adjust the quantities, materials, or other information, as needed.
Note: If there is no Template ID listed, the system opens a new work order template and
assigns that ID to the product.
8. From the File menu, select Save and then Exit to return to Work Order Processing Maintenance.
9. Click OK to save your changes.
10. Save your changes and exit the window.
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Rel. 8.7.2
Work Order Management
Attaching Serial Numbers to Work Order Finished Products
Use the Work Order Processing Maintenance screen to specify when to prompt for serial numbers and the
format to use when the system assigns serial numbers to the work order product.
To attach serial numbers to a work order finished product:
1. From the Maintenance menu, select Product to display the Product Maintenance window.
2. Select a work order product record.
3. From the Additional Data menu, select Work Order Processing to display the Work Order
Processing Maintenance dialog box.
4. Complete the following fields:
Field
Description
Prompt SN#
on In Step
Identifies the point in the process when the system prompts for serial numbers:
• Default Inprocess & Complete
• Inprocess Only
• Complete Only
Serial
Number
Mask
A set of characters at the beginning of a serial number that identify a particular
product. The system assigns each product this identifier, followed by a series of
unique numbers, upon completion of the process.
Do one of the following:
• Set up your system to increment serial numbers.
Use the following criteria to format a serial number to increment in your
system :
•
•
•
•
Enclose the serial number mask within quotation marks (' or ").
Separate incremental information with dashes (-).
Use A for alphabetical increments.
Use # for numeric increments.
For example, entering "BR549"-###-AAA assigns the serial number
BR549-000-AAA to the first product, BR549-000-AAB,to the second, and
so forth.
• Assign serial numbers manually, leave this field blank.
A serial number can have a maximum of 20 alphanumeric characters, not including
the quotation marks and dashes used to establish the serial number mask format.
We recommend that you not change this mask once you begin production of the
finished product, as this may result in duplications.
After you enter the Serial Number Mask, the system displays the first number in the
series and the maximum number of serial numbers that will appear in the current
series. The system also displays the last assigned number once you begin processing
work orders.
Note: You must indicate whether you are using Serial Numbers for individual
branches.
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Work Order Management
Rel. 8.7.2
5. Save the information and exit the dialog box.
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© 2011 Epicor Software Corporation. All rights reserved.
Rel. 8.7.2
Work Order Management
Entering Work Orders
Work order entry helps you create work orders for special processing on products. This processing
includes combining current products into a finished product, such as assembling circuit boards, or altering
a product for final delivery, such as custom painting.
Use work order entry to define the steps required in the process, who performs them, and how long
completing each step takes. In addition, if you are not processing the order in-house, use work order entry
to account for the vendor's setup and processing costs. If the customer has repeat orders for this product,
create a template for the process.
You must have authorization to enter work orders and your views in order entry are restricted based on
your authorization. If you are assigned the WOE.ALLOWED authorization key, you must be assigned
Level 2 to create and edit th work orders.
Note: If you enter a product with a Delete status and the quantity exceeds the amount onhand to sell, a warning displays. For more information about product statuses, see
Product Status Codes in Product Maintenance.
To create a work order:
1. From the Orders menu, select Work Order Entry to display the Work Order Entry window and
click New Order.
2. Click Create Order to open the new work order.
The system automatically assigns a work order number.
3. In the Price Branch field, enter the number that identifies the branch used to determine the
pricing rules for the products on this order. You can change the branch at a later date. If costs are
different, the system recosts the work order for the new branch.
4. In the Start Date field, enter the date the work order is requested.
5. In the Description field, enter a brief statement that describes the finished product and the
process needed, for example, 8" circuit board for Bob's Electrical job 7.
6. In the Process Information area, select a Process and a Vendor for Step 1.
Note: Valid process values are set up in the Valid Vendor Work Order Processing
Codes control maintenance record. If you change the vendor on a step at a later
time, the system recalculates costs for any products associated with the step.
7. Review and adjust the days, setup and process costs, and the unit of measure fields.
Field
Description
Days
Enter the number of days required to complete the step. When you complete this
field, the system adjusts the completion date for this process and the start date for
the next process.
Setup Cost
Enter the dollar amount that identifies any costs incurred in preparation for
processing one unit of the product, based on the unit of measure.
Process Cost
Enter the dollar amount that identifies any labor or other costs incurred during the
process, per unit of measure.
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Rel. 8.7.2
Field
Description
UM
Enter the measure of an item by which it is costed for processing, such as each or
lot, such as the following:
• Lot - Costs the order for entire quantity as a whole. This is the default.
• ea - Multiplies the cost by the value entered in the Process Qty field.
• C - Cost per 100. Adds the cost in 100 value intervals.
• M - Cost per 1000. Adds the cost at 1000 value intervals.
• wt - Cost based on weight. Adds cost based on the weight of the finished product.
Process Qty
Enter the quantity of product to be processed during the specified step.
8. Review and change the date fields, as needed.
Field
Description
Start Date
The date the work was created.
Complete Date
The date the work order finished products should be available based on the process
days required.
Required Date
The date the work order finished products are due to the customer.
Available Date
(View Only)
The date the finished product will be ready.
Note: If you change the dates of the steps, that can change the G/L posting date as well.
9. Enter the products and quantities in and out the user needs to complete the work order for the step
you are entering.
Standard availability rules apply to work order products. If you add a quantity that overcommits
products, the system displays a warning. You must be authorized to overcommit inventory.
Note: If the finished product you want to add is not in the system, you can create a
nonstock product to use. From the Step Detail menu, select NonStock (add/edit)
to display the NonStock Product Entry window.
10. To add additional steps, from the Steps menu, select Add Step, and select a Process and Vendor
for the step.
The system adds each subsequent step at the bottom of the work order and numbers them
sequentially.
11. For each process on the Step Detail tab, enter materials needed to perform the step.
12. Save the information and exit the window.
The system may prompt you to enter the vendor's freight terms in the Freight field.
Note: You can turn on auto reconciliation from the work order, if needed, using the Auto
Reconcile menu options. However, this option only auto reconciles the current
order. To set up auto reconciliation for all work orders, see Auto Reconciling
Work Orders.
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Rel. 8.7.2
Work Order Management
Inserting and Deleting Work Order Steps
You can insert or delete steps on work orders, as needed. For example, if you are creating a work order
template and see that you forgot a step in the middle, you can add it in between existing steps. In addition,
if you use a template and find you don't need each step, you can delete a step after copying the template to
a work order.
Note: When inserting or deleting steps the system uses the Method for Calculating
Process Qty For Work Orders control maintenance record to determine when to
adjust process costs.
To display a work order:
1. From the Orders menu, select Work Order Entry to display Work Order Entry.
2. In the Order ID / Description field enter the order you want to work on.
To insert a step on a work order:
1. Display the work order to which you need to insert a step.
2. Select the step before which you want insert a step.
3. From the Steps menu, select Insert Step.
4. Complete the step information including process, vendor, and quantities.
Note: Adding a step puts a new step at the bottom of the current work order as the very
last step.
5. Save your changes and exit the window.
To delete a step on a work order:
1. Display the work order from which you need to delete a step.
2. Select the step you want to delete.
3. From the Steps menu, select Delete Step.
4. At the prompt, click Yes to confirm the deletion and enter a reason for change.
5. Save your changes and exit the window.
© 2011 Epicor Software Corporation. All rights reserved.
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Work Order Management
Rel. 8.7.2
Adding Materials to Work Order Steps
The Work Order Entry Material Detail window helps you identify the raw materials coming out of stock
to be processed on a work order, and the finished product going into stock to be sold to the customer. If
you are creating a work order, this screen displays when you finish entering a process.
Note: The system prices items coming out of stock in the same way it does for purchase
orders. For example, if you want to cost your material at COGS-COST, you must
have a buy matrix for the material that calculates it this way.
To enter products associated with a step:
1. From the Orders menu, select Work Order Entry to display the Work Order Entry window.
2. In the Order ID/Description field, enter the order number or press F10 and select the order for
which you need to add material to a step.
3. Select the step to which you want to add material and click the Step Detail tab in the right pane.
4. Use the following columns to enter the needed material:
Column
Description
Quantity Out
Enter the amount of stock or material you need to take out of your inventory to
"apply" to the step. For example, you take out 3/8" copper wire to use when creating
a circuit board.
Quantity In
Enter the amount of finished material that the system considers to be put back in
inventory after the step is complete. For example, you have to paint a chair red. The
Quantity Out is 1 ea black chair and Quantity In is 1 ea red chair.
Product
Description
Enter the description of the Quantity In or Quantity Out product. You can search
for the product, if needed.
Each product, regardless of the step in the process, must have a product file set up in
Product Maintenance.
Unit Cost
(View Only) The cost associated with each stop of the process, as indicated in
Product Maintenance.
Extension
(View Only) The full cost if more than one material is being handled for the step, as
indicated in Product Maintenance. For example, if three circuit boards are needed,
you can process them simultaneously. So, the Unit Cost for putting the board
together may be $25.00, but for three of them, the cost is $75.00.
5. Use the Header and Totals/Summary tabs to adjust further information for the work order.
6. If items are unavailable in the quantities needed, you can move materials to another step or split
the quantities to fulfill part of the order at a time.
7. Save the changes and exit the window.
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© 2011 Epicor Software Corporation. All rights reserved.
Rel. 8.7.2
Work Order Management
Moving Material Between Work Order Steps
The system requires that you process all the materials in a step before you can move on to the next step. If
you do not have all of the raw materials available when you start a work order, you can move a line item's
quantity or part of the quantity to a new or different step and split up the step for quicker processing.
For example, you need 25 widgets to make 25 of a finished product in Step 1 of a 4 step process, but you
have only 12 on hand. You transfer the remaining 13 widgets to Step 5 with a later start date and process
the original 12 widgets through Step 1. Then, when the 13 widgets are available, send them through the
same process using Step 5.
Important: You cannot move quantities on work order templates, nor can you move quantities
to canceled steps.
To move materials between processes:
1. Open the work order for which you want to move materials.
2. Select the line item for which you need to move material based on availability.
3. Right-click on a line item from the Quantity In column and select Split Quantities to display the
split quantities window.
4. In the Quantity In field, change the quantity to the amount you can currently fulfill. For
example, the customer orders 75 items, but the warehouse only has enough product to fulfill 50 of
the finished product. Change this Quantity In field to 50. The system prompts you to enter a new
ship date for the remaining 25 items.
5. At the prompt, enter the ship date for the quantity that is being split to a new line item.
The system closes the Split Quantities window and updates the line item quantities for both the
line item with availability and the new line item that fulfills the remaining order.
6. Save the changes and exit the window.
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Rel. 8.7.2
Work Order Entry Status Codes
Work order statuses determine the stage in the process at which the order currently sits. Change the status
on a work order as the process of assembling or modifying your products is completed.
Important: If you are using work order for product cutting, use the Product Cut Queue to
review the orders and change the status. Orders with cut products display in
view-only mode through Work Order Entry.
Use the following standard status codes for work orders. These codes cannot be changed or adjusted.
Change the status in the Process Information area of the work order.
Status Codes
Use when...
Open
you create a work order. The system assigns this status.
In Process
you are ready to commit inventory and queue the warehouse to pick the inventory
for shipment or processing. The system displays the process's assigned generation
number to the right of the status and recalculates the cost of the outgoing material.
Important: Standard availability rules apply to work order products. If you change
the status to In Process and a quantity will overcommit products, the system
displays a warning. You must be authorized to overcommit inventory.
Complete
the work order step is finished and ready to be reconciled in A/P, if setup and
processing costs apply.
If the work order step is in a closed accounting period, you cannot change the status
to Complete. Run the Change Posting Date For Inprocess Work Orders driver to
move it to the current accounting period, and then you can change the status. If you
do not have this driver on your system, contact Eclipse Advanced Technologies
Support.
Note: Once A/P reconciles the step costs, you cannot change information on the
work order for that step.
Canceled
you cancel the process.
Template
the document you are working in is a template to use for creating work orders.
Delete
the quantity exceeds the amount on-hand to sell.
Important: A warning displays when using this status. The purchasing agent
should be notified when using a Delete status because the system does not suggest
on products in a Delete status. For more information about product status, see
Product Status Codes in Product Maintenance.
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© 2011 Epicor Software Corporation. All rights reserved.
Rel. 8.7.2
Work Order Management
Reviewing Open Work Orders
The Open Work Order Queue helps you review work orders that have enough material to release them,
those whose start date is before the available date for the material, those scheduled to start in the future, or
all open work orders. You can monitor this queue to make sure that work orders start on time and those
that have material available are scheduled to process.
Important: If you are using work order for product cutting, use the Product Cut Queue to
review the orders and change the status. Orders with cut products display in viewonly mode through Work Order Entry.
You can also add a Open Work Order Queue widget to your main Solar menu. From the User Tools
menu, select Add Shortcut Widget.
Note: For outbound work orders in an RF environment, if an item is short picked, the
system removes the amount shorted from the work order. For example, if five
items are originally ordered, but only three are picked, the order quantity for the
item on the work order step is changed to three.
To review an open work order:
1. From the Orders > Queues menu, select Open Work Order Queue to display the Open Work
Orders Queue window.
2. In the Branch/Territory/All field, enter the branch or territory for which you want to review
work orders. Enter ALL to review work orders for all branches and territories.
3. In the Type field, enter one of the following if you want to limit the types of orders you are
reviewing. To review all, type all.
Type
Displays...
Available
open work orders with enough available material to release them for processing.
All Open
all open work orders, regardless of status.
Trouble
work orders for which the start date is earlier than the availability date.
Short
work orders for which not all of the finished materials have been processed.
Tagged
work orders that were created from sales, purchase, or transfer orders.
Note: When the system processes a work order the location assigned on the receiving
generations of the work order defaults to the picking location assigned on the
outgoing material generations of that work order. The same locations are updated
to the tagged sales or transfer order as the location from which to pick the material
when the sales or transfer order processes.
4. In the Process field, if you want to limit the queue to a specific process, such as Assembly, enter
the process for which you want to search. For example, you need to review only those work
orders in the Wrap process because you are short-handed on the dock. Use the Multi button to
enter more than one process.
5. In the Vendor field, if you want to limit the queue to a specific vendor, enter the vendor name for
which you want to search for open work orders. Use the Multi button to enter more than one
vendor.
© 2011 Epicor Software Corporation. All rights reserved.
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Work Order Management
Rel. 8.7.2
6. Click Update and review the columns.
Column
Description
Print
Indicate whether to print the selected work order when you use the Print
option. Enter Y to include the order in a print batch, or N to exclude it.
Note: To set all displayed work orders to Yes, type Y in the first row and
use the Order > Set All menu option.
Ship Branch
The branch at which the work order was created.
Order ID
A letter followed by a series of numbers that identifies the work order. The
decimal point followed by a number indicates the step in the process.
Status
The current status of the work order.
Note: If you enter a product with a Delete status and the quantity exceeds
the amount on-hand to sell, a warning displays. For more information
about product status, see Product Status Codes in Product Maintenance.
Step #
The affected step in the process.
Process
The type of work order process to perform. If you want to change a
process for a work order, from the
Avail Date
The date the materials are available for processing.
Start Date
The date work is expected to begin on the process, or the date the
materials ship to the vendor.
Complete Date
The date by which the step in the process is expected to be complete.
Description
The description of the product on the order in the current process.
Number of
Items
The total number of lines with products ordered and in the current process.
Items not
Available
The number of lines on the order that currently are not available for
shipment. For example, you have a product going out on a work order with
a quantity of 250. The Items not Available columns displays 1 indicating
that the single line with 250 items is not available. If you had two products
with two different quantities that were unavailable, the system would
display 2.
7. Save your changes and exit the window.
20
© 2011 Epicor Software Corporation. All rights reserved.
Rel. 8.7.2
Work Order Management
About Calculated Costs on Work Orders
The system updates calculated price bases, such as average cost, last cost or landed costs when the
finished good is added to inventory after the work order is complete. When you add that completed
inventory item to a sales order, the cost on the sales order depends on the price line settings for the price
line associated with the finished good.
If you have the price line set up to have the global basis COGS-COST associated to a calculated price
basis such as AVG-COST, landed or last cost, the system uses the cost that was updated when the
finished good was received from the work order. However, if you have the price line set up to have the
COGS-COST basis associated to a price sheet basis, such as REP-COST, then the system uses the cost
straight from the price sheet (or matrix if applicable), without recognizing the work order costs.
We recommend to set up a price line for your finished goods that uses AVG-COST, landed or last cost as
its COGS-COST basis. This setup allows the costs of the work order processing to be associated to the
sales orders.
Note: You can also tag the two costs together, if needed. You create work orders for the
products directly from the scheduling screen on the sales order. As long as the
work orders remain tagged to the sales orders, the costs will carry over.
© 2011 Epicor Software Corporation. All rights reserved.
21
Work Order Management
Rel. 8.7.2
Auto-Reconciling Work Orders
In order to balance your general ledger, you must reconcile work orders. Reconciling makes sure that you
have accounted for all your costs within the steps or quantities and that those costs have been applied and
accounted for by receiving the finished good into inventory.
We recommend using an auto-reconcile, however if you do not have auto-reconciling turned on you can
still reconcile a work order by overriding the cost values with manually calculated costs.
Before setting up auto-reconciliation for your work orders, you should review the following:
• Reconciling by Step
• Reconciling by In/Out Quantities
• Processing Costs and Units of Measure
To setup auto-reconciliation:
1. From the System > System Files menu, select Control Maintenance.
2. In the Keyword field, enter auto reconcile and press Enter.
3. Double-click Auto Reconcile Work Orders.
Note: Select Off to turn auto-reconciling functionality off.
4. Select By Step or By In/Out Grouping and click Save.
5. In the Keyword field, enter method for calculating and press Enter.
6. Double-click Method for Calculating Process Qty for Work Orders.
7. Select Out of Stock or In to Stock and click Save.
Examples of reconciling by step and by group are provided below.
Important: You can turn on auto-reconciliation from the work order, if needed, using the Auto
Reconcile menu options. However, this option only auto reconciles the current
order.
Reconciling By Step
To reconcile By Step, the system takes all the steps and adds up all costs from those steps to calculate the
finished good cost. Users usually select to reconcile By Step if they have one batch of finished material
coming in and the work order has one or multiple steps to complete that finished material.
Reconciling by In/Out Quantities
To reconcile By In/Out Quantities, for every finished good there are associated outgoing material costs.
This situation requires the user to enter component material directly before the finished good material
with which it is associated. You can have multiple groupings of finished goods. Users usually select to
reconcile By In/Out Quantities when multiple finished goods are coming into stock with separate
components for each finished good. This reconcile can also can be done across a single or multiple steps.
22
© 2011 Epicor Software Corporation. All rights reserved.
Rel. 8.7.2
Work Order Management
Processing Costs and Units of Measure
When you create a work order, the system associates costs with the work order based on values entered in
the Process Cost and UM fields in the Process Information area and determines how to distribute the
cost. You can set default values for these fields through the Work Order Processing settings in Vendor
Maintenance.
You can change the values in these two fields for a work order, if necessary, to override the original
settings. The system multiplies the process quantity by the processing cost to get a total dollar value.
Then, the UM field value determines how the processing cost is divided across the incoming and
outgoing quantities of the work order.
By default, the system uses the values entered in the Method For Calculating Process Qty For Work
Orders control maintenance record: Out of Stock or In to Stock to determine whether the incoming or
outgoing quantities have these processing costs associated with them. Most users, set this control
maintenance record to In to Stock and use the finished goods to calculate the process quantity.
Important: If the Process Unit of Measure (PUOM) is set to LOT, the system uses the cost
entered on the Cost columns for the lot components.
Example 1: Reconciling By Step
A two-step work order with two components will be painted. In step 2, the step 1 materials are combined
with components 3 and 4 from step 2 to created Finished Goods Product 1. You have the Method For
Calculating Process Qty For Work Orders control maintenance record set to In to Stock.
Step 1: Painting
Setup Costs: $5.00
Processing Costs with Process Unit of Measure set to each: $2.00.
Qty
Description
Cost
Extension
-5
WO Component Material 1
2.00/ea
- 10.00
-3
WO Component Material 2
4.00/ea
- 12.00
Step 2: Assembly
Setup Costs: $2.00
Process Costs with Process Unit of Measure set to each: $5.40
Qty
Description
Cost
Extension
-2
WO Component Material 3
2.00/ea
- 4.00
-2
WO Component Material 4
4.00/ea
- 8.00
Finished Good
Qty
Description
Cost
Extension
+2
WO Finished Good 1
25.90/ea
51.80
Break Down
The finished goods material unit cost of $25.90 breaks down as follows:
© 2011 Epicor Software Corporation. All rights reserved.
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Work Order Management
Rel. 8.7.2
$17.00 = Material Cost from all steps $34.00 / 2 Finished Goods Quantity
$ 3.50 = Set Up Costs from both steps$ 7.00 / 2 Finished Goods Quantity
$ 0.00 = Process Costs from step 1 is 0 because there is no incoming on step
$ 5.40 = Process Costs from step 2 is $5.40 ea based on Process UM
$25.90/ea = TOTAL Costs
Example 2: Reconciling By Quantities
A two-step work order with two separate finished goods produced. All outgoing component material prior
to Finished Goods 1 (Component material 1 and 2) gets calculated to its cost. Components 3 and 4
calculate into WO Finished Good 1. You have the Method For Calculating Process Qty For Work
Orders control maintenance record set to In to Stock.
Step 1: Painting
Setup Costs: $5.00
Processing Costs with Process Unit of Measure set to each: $0.50.
Qty
Description
Cost
Extension
-5
WO Component Material 1
2.00/ea
- 10.00
-3
WO Component Material 2
4.00/ea
- 12.00
+1
WO Finished Good 1
27.50/ea
+ 27.50
Step 2: Assembly
Setup Costs: $2.00
Process Costs with Process Unit of Measure set to each: $5.40
Qty
Description
Cost
Extension
-2
WO Component Material 3
2.00/ea
- 4.00
-2
WO Component Material 4
4.00/ea
- 8.00
+2
WO Finished Good 1
7.40/ea
+ 14.80
Break Down
Step 1:
$22.00 = Material Cost from prior to Finished Good 1 is $22.00 (10.00 + 12.00)
$22.00 / 1 Finished Good Quantity
$5.00 = Set Up Costs from Step 1 $ 5.00 / 1 Finished Goods Quantity
$0.50 = Process Costs from step 1 is .50 * in coming material quantity (1)
$27.50/ea = TOTAL Costs
Step 2:
$6.00 = Material Cost from prior to finished good 2 is $12.00 (4.00 + 8.00)
$12.00 / 2 Finished Good Qty
24
© 2011 Epicor Software Corporation. All rights reserved.
Rel. 8.7.2
Work Order Management
$1.00 = Set Up Costs from Step 2 $ 2.00 / 2 Finished Goods Quantity
$0.40 = Process Costs from step 2 is .40 * in coming material quantity (2) .80 / 2 Finished goods quantity
$7.40/ea = TOTAL Costs
© 2011 Epicor Software Corporation. All rights reserved.
25
Work Order Management
Rel. 8.7.2
Handling Finished Goods Costs on Work Orders
The system updates calculated price bases, such as average cost, last cost or landed costs when the
finished good is added to inventory after the work order is complete. When you add that completed
inventory item to a sales order, the cost on the sales order depends on the price line settings for the price
line associated with the finished good.
The system reconciles the associated costs to equal all of the component material costs plus any setup and
processing costs. In addition, the system adds any freight and handling costs to a step and use those costs
to calculate the finished material cost. When using reconciliation, all costs must equal all finished goods
costs.
There are several options when reconciling work order costs:
• Manually calculate costs
• Reconcile by process step
• Reconcile by in and out quantities
26
© 2011 Epicor Software Corporation. All rights reserved.
Rel. 8.7.2
Work Order Management
Handling Outgoing Material Costs on Work Orders
Reconciling makes sure that you have accounted for all your costs within the steps or quantities and that
those costs have been applied and accounted for by receiving the finished good into inventory.
We recommend using an auto-reconcile, however if you do not have auto-reconciling turned on you can
still reconcile a work order by overriding the cost values with manually calculated costs.
Costing for outgoing material in Work Order processing is done as follows:
• The system first checks setting for the Work Order Processing Pricing Override Vendor control
maintenance record. If a vendor is specified, the system then checks if the vendor has a buy matrix
and uses costing based on that matrix.
• If the system does not have a vendor specified, the system looks to the vendor record on the
material's work order step and uses that vendor's buy matrix.
• The system also checks for further calculated costs depending on the price line setup.
© 2011 Epicor Software Corporation. All rights reserved.
27
Work Order Management
Rel. 8.7.2
Adding Freight and Handling Charges to Work Orders
If the vendor charges you freight and handling to return the finished product to your warehouse, you need
to enter that information on the Work Order Entry Totals screen. Use this screen to view the breakdown
of the total amount you owe the vendor for services rendered, and to determine the method used to
capitalize those costs.
Note: After the work order has been reconciled in A/P, you can change only the freight
carrier and bill of lading number.
To add freight and handling charges to an order:
1. From the Orders menu, select Work Order Entry and display the work order to which you want
to add freight and handling. The order should be processed.
2. Click the Total/Summary tab to display the Work Order Entry Totals window.
3. Review the cost fields, as needed. To update these fields, exit this window and return to the Work
Order Entry window.
• Process Cost - The costs incurred during the process per specified unit of measure. See the UM
field on the Work Order Entry screen for the unit used to determine this amount.
• Total Setup Cost - Any costs incurred in preparation for processing one unit of the product. See
the UM field on the Work Order Entry screen for the unit used to determine this amount.
4. In the Freight field, enter the freight charges from the vendor's invoice.
5. In the Handling field, enter the handling charges from the vendor's invoice.
6. Review the Total field to determine the total amount your company owes the vendor.
7. Update the remaining fields in the Total Detail Information are, as needed.
Field
Description
Freight Carrier
Enter the name of the freight vendor to whom freight charges are paid for the
work order step. You pay freight charges on finished goods for a work order
by step.
If the Freight Carrier field is left blank, the vendor filling the work order,
whose name is in the Ship From field on the order body, is the freight vendor.
Bill of Lading
Enter the BOL number, if applicable. This is a free-form field. A bill of lading,
or waybill, lists the items being shipped and the terms of delivery. It serves as
an acknowledgment, or a receipt of goods accepted for transportation by a
carrier or shipper.
Note: This field is required if you complete the Freight Carrier field.
Capitalize Freight
Enter the general ledger line item level at which to apply the freight. Dollars is
the default value.
Note: The system populates the Pieces field from the quantity of the finished product you
entered on Work Order Entry Material Detail, and populates the Weight and
Load Factor fields based on the product's maintenance record.
8. Save the changes and exit the window.
28
© 2011 Epicor Software Corporation. All rights reserved.
Rel. 8.7.2
Work Order Management
Copying Work Orders
Work Order Entry helps you create work orders for special processing on products. If you need to copy a
work order, when needed.
Note: If the required date is less than the ship date, the system makes the required date
equal the ship date.
To copy a work order:
1. From the Orders menu, select Work Order Entry to display the Work Order Entry window and
enter or display the work order you want to copy.
2. From the File menu, select Copy Order to display the Copy Work Order window.
3. In the Create New Template/Order field, select Order and click OK.
The system displays the new order with the new work order ID assigned.
4. Enter the products and quantities out and in the user needs to complete the work order for the step
you are entering.
Important: Standard availability rules apply to work order products. If you add a quantity that
overcommits products, the system displays a warning. You must be authorized to
overcommit inventory.
Note: If the finished product you want to add is not in the system, you can create a
nonstock product to use. From the Step Detail menu, select NonStock (add/edit)
to display the NonStock Product Entry window.
5. Add or move materials, as needed.
6. Review and adjust the days, setup and process costs, and the unit of measure fields.
Field
Description
Days
Enter the number of days required to complete the step. When you complete this
field, the system adjusts the completion date for this process and the start date for
the next process.
Setup Cost
Enter the dollar amount that identifies any costs incurred in preparation for
processing one unit of the product, based on the unit of measure.
Process Cost
Enter the dollar amount that identifies any labor or other costs incurred during the
process, per unit of measure.
UM
Enter the measure of an item by which it is costed for processing, such as each or
lot, such as the following:
• Lot - Costs the order for entire quantity as a whole. This is the default.
• ea - Multiplies the cost by the value entered in the Process Qty field.
• C - Cost per 100. Adds the cost in 100 value intervals.
• M - Cost per 1000. Adds the cost at 1000 value intervals.
• wt - Cost based on weight. Adds cost based on the weight of the finished product.
Process Qty
Enter the quantity of product to be processed during the specified step.
© 2011 Epicor Software Corporation. All rights reserved.
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Work Order Management
Rel. 8.7.2
7. Review and change the date fields, as needed.
Field
Description
Start Date
The date the work was created.
Complete Date
The date the work order finished products should be available based on the process
days required.
Required Date
The date the work order finished products are due to the customer.
Available Date
(View Only)
8. To add additional steps, from the Steps menu, select Add Step and select a Process and Vendor
for the step.
9. Save the information and exit the window.
The system may prompt you to enter the vendor's freight terms in the Freight field.
30
© 2011 Epicor Software Corporation. All rights reserved.
Rel. 8.7.2
Work Order Management
Tagging Work Orders to Sales Orders
Work orders can be entered to replenish stock, or on an as-needed basis. If a customer requests a product
for which a work order is required, you can enter the finished product on a sales order and then tag the
resulting work order to the sales order to ensure that the customer receives the full quantity they ordered.
To tag a work order to a sales order:
1. Display the sales order on which you want to add a work order's finished product.
2. In the Qty/Unit field, enter the quantity of the product to order and a finished work order product
description.
3. Click the Detail Scheduling tab to display the scheduling information.
4. Select the shipment for which you need to tag a work order.
5. From the Options > Line Options menu, select Schedule to display the Line Item Scheduling
window and select the line on which the Available Qty column is 0 (zero) and the Shipment Qty
column is not equal to 0 (zero).
6. From the Edit menu, select Create Work Order.
7. Depending on the prompt, do one of the following:
• Select Edit Template to adjust the processes and quantities on the work order's template.
• Select Create a New Work Order (or click Yes) and create a new work order.
Note: When Work Order Entry displays, you can enter a new template ID, if a new
template is required. The system prompts you to copy the template to a work
order. If you enter Yes, the system creates a work order based on the template and
tags it to the sales order. If you enter No, the system returns you to Line Item
Scheduling.
Depending on your system setup, you may then be prompted to use the suggested shipping branch
as the work order shipping branch. If so, enter Yes to use the sales order shipping branch, or No
to retain the shipping branch indicated on the work order template.
9. Save the information and exit the window.
© 2011 Epicor Software Corporation. All rights reserved.
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Work Order Management
Rel. 8.7.2
Canceling Work Orders
If you determine that the demand for a value-add product has waned, you can cancel the work order for it.
If a customer requests that you not include a feature of the value-add product, for example, painting the
item, you can eliminate that step from the process.
To cancel a work order:
1. Open a work order.
2. From the File menu, select Cancel Order.
The system displays a warning.
3. Click Yes to confirm the cancellation.
Important: Once you cancel an order, you cannot re-open it.
Note: You cannot cancel a work order if it is tagged to a sales order. Open the sales order
and remove the finished product from it first.
4. At the prompt, enter a reason for cancelling the work order and click OK.
The system cancels the order and returns you to Work Order Entry.
To cancel a work order step:
1. Open a work order.
2. Select the step to remove from processing.
3. From the Steps menu, select Delete Step.
4. At the prompt, click Yes to confirm the deletion.
5. At the prompt, enter the reason for deleting the step.
Note: If you cancel a step on a work order with only one step, the system cancels the
order by changing the status. To re-open the order, add a new step.
6. To display the canceled step, from the Steps menu, select Show Canceled Steps.
Note: If the customer later changes their mind, you can change the status back to In
Process.
7. Save your changes and exit the order.
32
© 2011 Epicor Software Corporation. All rights reserved.
Rel. 8.7.2
Work Order Management
Adding Comments to Work Order Processes
Comments on orders can be useful for those fulfilling the order or performing the work order steps: line
item comments, order-level comments, and process-level comments.
Add information to a line item in the process, if needed. You can also add comments that are unattached
to the line items and saved at the order level. For example, you can thank your customers for purchasing
with you and include any return information they may need that pertains to work orders, such as Circuit
boards are not returnable after 30 days. In addition, you can add comments at the work order process
level. These comments display immediately below the Process and Vendor fields in the Process
Information area. They also display on reports.
Standard comments are defined in the Valid Vendor Work Order Processing Codes control
maintenance record.
Adding a comment to a work order line item:
1. Enter or open a work order.
2. Right-click and select Comment to display the Line Item Comments window.
3. Select a type of comment from the Comment Type area and type the comment in the Comments
area.
The comment displays immediately below the line item's product description.
Note: Standard comments auto-populate the Comments area. You can modify the
comment, if needed, to customize it for the work order. Depending on your system
setup, your comment may display under the process.
4. Save the information and exit the window.
Adding a comment to an entire work order:
1. Enter or open a work order.
2. From the Step Detail menu, select Comment to display the Line Item Comments window.
3. Select a type of comment from the Comment Type area and type the comment in the Comments
area.
The system displays the comment on its own line. This comment displays on the order's invoice.
4. Save the information and exit the window.
Adding a comment to a work order process:
1. Enter or open a work order.
2. From the Step Detail menu, select Process Comment to display the Comments window.
3. Enter the comment you want to keep with the work order process.
4. From the File menu, select Save and then Exit.
The comment displays immediately below the Process and Vendor fields in the Process
Information area. They also display on reports.
© 2011 Epicor Software Corporation. All rights reserved.
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Work Order Management
Rel. 8.7.2
If you have the Display Process Comments In Work Order Processing Body control
maintenance record set to Y (yes), this information prints in the header area on the work order,
and displays on-screen just below the step to which it refers.
34
© 2011 Epicor Software Corporation. All rights reserved.
Rel. 8.7.2
Work Order Management
Attaching Serial Numbers to Work Order Finished Products
Use the Work Order Processing Maintenance screen to specify when to prompt for serial numbers and the
format to use when the system assigns serial numbers to the work order product.
To attach serial numbers to a work order finished product:
1. From the Maintenance menu, select Product to display the Product Maintenance window.
2. Select a work order product record.
3. From the Additional Data menu, select Work Order Processing to display the Work Order
Processing Maintenance dialog box.
4. Complete the following fields:
Field
Description
Prompt SN#
on In Step
Identifies the point in the process when the system prompts for serial numbers:
• Default Inprocess & Complete
• Inprocess Only
• Complete Only
Serial
Number
Mask
A set of characters at the beginning of a serial number that identify a particular
product. The system assigns each product this identifier, followed by a series of
unique numbers, upon completion of the process.
Do one of the following:
• Set up your system to increment serial numbers.
Use the following criteria to format a serial number to increment in your
system :
•
•
•
•
Enclose the serial number mask within quotation marks (' or ").
Separate incremental information with dashes (-).
Use A for alphabetical increments.
Use # for numeric increments.
For example, entering "BR549"-###-AAA assigns the serial number
BR549-000-AAA to the first product, BR549-000-AAB,to the second, and
so forth.
• Assign serial numbers manually, leave this field blank.
A serial number can have a maximum of 20 alphanumeric characters, not including
the quotation marks and dashes used to establish the serial number mask format.
We recommend that you not change this mask once you begin production of the
finished product, as this may result in duplications.
After you enter the Serial Number Mask, the system displays the first number in the
series and the maximum number of serial numbers that will appear in the current
series. The system also displays the last assigned number once you begin processing
work orders.
Note: You must indicate whether you are using Serial Numbers for individual
branches.
© 2011 Epicor Software Corporation. All rights reserved.
35
Work Order Management
Rel. 8.7.2
5. Save the information and exit the dialog box.
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© 2011 Epicor Software Corporation. All rights reserved.
Rel. 8.7.2
Work Order Management
Matching Vendor Invoices to Work Orders
After a product process step is completed, the vendor sends an invoice to you for the work order. Before
sending the invoice to Accounts Payable, you need to match the invoice to the work order and verify that
the process step is in completed status.
To match an invoice to a work order:
1. From the A/P menu, select A/P Entry and complete the Post Date, Branch, and Vendor fields,
for the work order number you want to match. Click OK.
2. Select the order you want to match.
3. From the Edit menu, select View Work Order or Edit Work Order.
4. Verify the work has been completed and close the window.
5. Create the payable for the invoice.
© 2011 Epicor Software Corporation. All rights reserved.
37
Work Order Management
Rel. 8.7.2
Reviewing Work Order Material Shipment Information
Use Work Order Scheduling to view the shipment status of a material on your work order. You can view
the soonest the quantity of materials will be ready to ship, and information about its location in the
warehouse. If you need items sooner than the available date shows, you can procure them from a vendor
or have them transferred from another branch.
When the system processes a work order the location assigned on the receiving generations of the work
order defaults to the picking location assigned on the outgoing material generations of that work order.
The same locations are updated to the tagged sales or transfer order as the location from which to pick the
material when the sales or transfer order processes.
To review material shipping, quantity, status, and location information:
1. Enter or open a work order.
2. Select the line item for which you want shipment information.
3. From the Step Detail menu, select Schedule to display Line Item Scheduling.
4. Review the following, as needed:
Field
Description
Item Description
The name of the product for which you are viewing scheduling information.
Quantities per
The unit of measure and quantity for the displayed product.
Order Quantity
The quantity of the product needed for processing.
Open Quantity
If you selected a component, this is the quantity to ship. If this is the finished
product, this is the quantity not yet returned.
Ship Date
If you selected a component, this is the date it is scheduled to ship. If this is the
finished product, this is the date you received it back from the vendor.
Avail Qty
If you selected a component, this is the date it is available to ship. If you
selected a finished product, this is the date it is available for sale.
Ship Qty
The quantity of the product scheduled for shipment.
Status
The current order status of the selected product, such as Open, In Process, or
Closed.
Ship Branch
If you selected a component, the quantity ships from this branch. If you selected
the finished product, the vendor ships the quantity to this branch.
5. Change the Quantity Type or Location/Tag/Lot fields for line items, if needed:
• Qty Type - The current stock type for the selected quantity of an item. You can change the
quantity type, if needed, such as Defective or Exceptional. For example, if you received
returned items, you can change the type to reflect the issue with the items, such as Defective.
• Location/Tag/Lot - The warehouse location of the product and the order number to which this
work order is tagged. The order number can be a sales, purchase or transfer order.
6. Save your changes and exit the window.
38
© 2011 Epicor Software Corporation. All rights reserved.
Rel. 8.7.2
Work Order Management
More Options for Viewing Work Order Material Shipment Information
The following options are also available from Work Order Line Item Scheduling:
To...
Use this menu option...
view inventory projections for a selected product
Inquiries > Future Ledger
review a selected product's inventory levels
Inquiries > Inventory Inquiries
review the order to which the work order is tagged
Inquiries > View Tag Order
procure the products from vendors or other branches
Edit > Procurement
review a product's sales/procurement history
Inquiries > Inventory History
attach serial numbers to the products
Edit > Serial Numbers
receive product quantities into multiple locations
Edit > Split Locations
© 2011 Epicor Software Corporation. All rights reserved.
39
Work Order Management
Rel. 8.7.2
Reviewing Suggested Work Orders
The Suggested Work Order Queue helps you to determine when to build additional units of your valueadd products. The queue works off the order point and line point of a product. You can review the list of
products, check inventory levels, demand, and additional factors to assist in determining which products
need to be assembled now, and which can wait.
Only products tagged with a work order template display in the Suggested Work Order Queue. In order
for a product to display on the Suggested Work Order Queue, the product must have a Work Order
Template attached to it.
Important: Run the Suggest PO Report before reviewing and working with suggested work
orders.
To review a list of suggested work orders:
1. From the Purchase > Queues menu, select Suggested Work Order Queue to display the
Suggested Work Order Queue window.
2. In the Br/Tr/All field, enter a branch or territory for which to view suggested work orders. To
view suggested work order for all branches and territories, enter All.
3. To limit the queue to suggested work orders for a specific purchasing agent, in the Buyer field,
enter the agent's user ID.
4. In the Type field, select the type of suggested work orders to display:
Select...
To view..
Normal
all possible suggested work orders.
Emergency
products for which committed quantities have not been met.
Select
a prompt. Complete one or more of these fields to reduce the number of products
that display and press Enter:
• Rank Number - The method to use to rank the products.
• Rank - A code that identifies the ranking parameters for the products to view.
Note: Product rank parameters are set up on the Product Ranking screen.
• Minimum Hits - The minimum number of sales for the products to view.
5. Click Update to display the work orders that match your criteria.
The date and time the last suggested orders were processed display in the upper right corner of
the screen.
Note: If no suggested work orders display for the parameters you entered, the following
message displays: No items found.
6. Review the columns in the queue:
Column
40
Description
© 2011 Epicor Software Corporation. All rights reserved.
Rel. 8.7.2
Work Order Management
Branch
The branch at which the product is maintained.
Product
The finished product that needs to be manufactured, assembled or otherwise worked
on.
Buyer
The buyer who scheduled the work order.
Short Qty
The amount of the product that is needed to fulfill commitments.
Total Qty
The total amount of the product needed.
PIL
The projected inventory level of the product.
Template
The template the system will use to create the work order for this product.
Open WO
The order number of an open work order for this product. To view this or other open
work orders for the product, use the Order >Open Work Order menu option.
If there the system finds more than one order with the product on it, it displays
**Multiple** in this field.
7. Convert any of the orders, if needed.
8. Exit the window.
More Options
The following functionality is available from the Suggested Work Order Queue:
To...
Use this menu option:
convert a suggested order to an actual order
File > Convert
view or edit work order templates
Order > View Template
Order > Edit Template
manage the product record for the selected product
Order > Product Maintenance
access the Inventory Inquiry or Primary Inventory
Maintenance for the selected product
Order > Inventory Inquiry
Order > Inventory Maintenance
view forecasts or history on the selected product
Order > Future Ledger
Order > History Ledger
recalculate the product or the selected line
Order > Recalc Product
Order > Recalc Line
© 2011 Epicor Software Corporation. All rights reserved.
41
Work Order Management
Rel. 8.7.2
Converting Suggested Work Orders
Convert suggested work orders to open work orders and populate the work order based on its associated
template to make sure all the appropriate steps are added. Only products tagged with a work order
template display in the Suggested Work Order Queue. In order for a product to display on the Suggested
Work Order Queue, the product must have a Work Order Template attached to it.
To convert a suggested work order:
1. Display the Suggested Work Order Queue.
2. Select the order you want to convert to an actual work order.
3. From the File menu, select Convert.
4. At the prompt, select one of the following and click OK.
• Covert Short - Create a work order with only those finished products required to fulfill orders
currently in the system.
• Total Line - Convert all items on the work order as suggested.
5. At the prompt, select the branch at which the work order will be completed and shipped.
The system creates the work order and removed the suggested work order from the queue.
42
© 2011 Epicor Software Corporation. All rights reserved.
Rel. 8.7.2
Work Order Management
Recalculating Products and Lines on Suggested Work
Orders
If you need to change the vendor on a work order which effects another buy matrix, to keep your pricing
correct on the work orders connected to that order. Recalculate based on the product or the buy line for
that vendor.
To recalculate a suggested work order product:
1. Display the suggested work order queue.
2. Select the product in the queue for which you need to recalculate.
3. From the Order menu, select Recalc Product.
4. Verify the information for the product.
5. Do one of the following to run the recalculation:
• Use the Print and Hold buttons
• From the File menu, select Begin (No Print)
6. Save your changes and exit the window.
To recalculate a suggested work order for a line:
1. Display the suggested work order queue.
2. Select the product in the queue for which you need to recalculate.
3. From the Order menu, select Recalc Line.
4. Verify the information for the buy line.
5. Do one of the following to run the recalculation:
• Use the Print and Hold buttons
• From the File menu, select Begin (No Print)
6. Save your changes and exit the window.
© 2011 Epicor Software Corporation. All rights reserved.
43
Work Order Management
Rel. 8.7.2
Creating Work Order Templates
If a customer orders a product that requires work order processing on a regular basis, you can create a
template for ease of subsequent entry. The template includes each step in the process, who performs it,
and how long completing the step takes. If you are not processing the product in-house, it also includes
any standard setup and processing costs the vendor imposes. The template also includes the materials
required and standard quantities of each, along with shipping information, if required. You can create an
order and then create a template from it, or just create a template.
Note: Work order templates cannot be converted from other systems.
Before you begin, verify that the finished product has a maintenance record. You cannot process the order
without a finished product.
To create a work order template:
1. Enter or open a work order.
2. Review or enter the process information for the order you want to use as a template.
3. Review or enter the products and quantities out and in the user needs to complete the work order
for the step you are entering.
4. From the File menu, select Copy Order to display the Copy Work Order Template prompt.
Note: You cannot create a template from an order if any step has a status of In Process
or Complete.
5. In the Finished Products Created with this Work Order area, verify the order is the one you
want to use as a template.
6. In the Create New area, select Template.
7. Change the Multiply All Quantities By and Price/Ship Branch fields, if needed.
If you are creating a template from another template and the original template contains overrides,
the system prompts you to decide if you want to maintain those overrides.
8. Click OK.
9. Save your changes and exit the window.
44
© 2011 Epicor Software Corporation. All rights reserved.
Rel. 8.7.2
Work Order Management
Running the Work Order Product Report
The Work Order Product report lets you review the quantity of products created, purchased, or sold on
work orders within a specified time frame.
To run the Work Order Product Report:
1. From the Orders > Reports > Work Order Reports menu, select Work Order Product to
display the Work Order Product Reports window.
2. In the Branch/Territory/All field, enter the branch or territory for which you want to print work
order summary information. To print work order products for all branches and territories, enter
ALL.
3. Use the Start Date and End Date fields to specify the time frame for which you want to run the
report.
4. In the Select By field, select Buy Line or Price Line and use the following field to specify one or
more lines to report on.
5. In the Mode area, select which version of the report you want to view:
• Detail - Shows order numbers, dates, and quantities in addition to the product information and
totals.
• Summary - Shows product information and totals only. This is the default.
6. Set options, if needed, and generate the report.
© 2011 Epicor Software Corporation. All rights reserved.
45
Work Order Management
Rel. 8.7.2
Running the Work Order Template Report
Use the Work Order Template report to view every work order on which a product is present. With this
report, if you want to replace a component item with a different product, you can review a list of all of the
affected templates.
In addition, you can view the templates to which a vendor, a product, or a process is assigned. You can
also set it to review templates for multiple vendors or products. You can view raw materials, the finished
product, or both.
To run the Work Order Template report:
1. From the Orders > Reports > Work Order Reports menu, select Work Order Template to
display the Work Order Template Report window.
2. In the Vendor field, enter one or more vendors to which templates are attached on which you
want to report.
3. Do one of the following:
• In the Product field, enter one or more products to which templates are attached on which you
want to report.
• In the Product Description field, enter a keyword that describes the product.
Note: These fields are mutually exclusive.
4. In the Process field, enter the type of process for which to review template information, for
example, Assembly or Paint.
5. In the Stock Options field, select which stock options to include: In Stock, Out Stock, or Both.
6. Set options, if needed, and generate the report.
46
© 2011 Epicor Software Corporation. All rights reserved.
Rel. 8.7.2
Work Order Management
Running the Work Order Summary Report
Use the Work Order Summary report to review all of the processes scheduled during a specified time
period. You can view open work orders, work orders that are being processed, work orders that are
complete, or a combination of all of these. You can also review orders specific to a vendor, or to several
vendors.
To run the Work Order Summary Report:
1. In the Orders > Reports > Work Order Reports menu, select Work Order Summary to
display the Work Order Summary window.
2. In the Branch/Territory/All field, enter the branch or territory for which you want to print work
order summary information. To print work order products for all branches and territories, enter
ALL.
3. Use the Start Date and End Date fields to specify the time frame for which you want to run the
report.
4. In the Status field, enter the status of the work orders to review: All, Open, In Process, or
Complete.
5. In the Sort By field, enter which item to sort the report by: Vendor, Order #, Process, or
Complete Date.
6. Use the Vendor field to limit the report to a specific vendor's work order history.
7. In the Select By field, select Buy Line or Price Line and use the following field to specify one or
more lines to report on.
8. Set options, if needed, and generate the report.
© 2011 Epicor Software Corporation. All rights reserved.
47
Work Order Management
Rel. 8.7.2
Running the Work Order Holding Report
When using work orders, the system posts the dollars associated with a work order into a holding account
until the work order is complete. Use the Work Order Holding Report to review details behind what is
posted to the account for work orders. Use in conjunction with the Work Order Posting Date Utility to
make sure that the posting periods are balanced.
To run the Work Order Holding Report:
1. From the Orders > Reports > Work Order Reports menu, select Work Order Holding to
display the Work Order Holding Report.
2. In the Branch/Territory/All field, enter the branch or territory for which you want to review the
holding dollars associated with work orders.
3. In the Start Date and End Date fields, indicate the time frame for which you want to run the
report.
4. Set options, if needed, and generate the report.
48
© 2011 Epicor Software Corporation. All rights reserved.
Rel. 8.7.2
Work Order Management
Using the Work Order Posting Date Utility
Use the Work Order Posting Date Utility in conjunction with the Work Order Holding Report to reset
posting dates so that general ledger periods can be closed. If a work order is not complete and you cannot
complete it before the accounting period closes, you can set the start date to after the new period opens.
Any work order with the status of In-Process has the start date reset. The Work Order Holding Report
indicates which work orders are still outstanding.
To adjust posting dates for work orders:
1. From the Orders > Reports > Work Order Reports menu, select Work Order Posting Date
Utility to display the Work Order Posting Date Utility window.
2. In the Branch/Terr/All field, enter the branch or branches for which you need to handle the
posting date utility.
3. In the Select Date field, select the date for the for the work orders you need to reset the posting
date for in order to balance your general ledger.
4. In the New Posting Date field, enter the new date you to use for the work orders.
5. Set options, if needed, and generate the report.
© 2011 Epicor Software Corporation. All rights reserved.
49
Index
A
Q
accounting, work order ...................................... 6
queues, work order
C
open work orders ......................................... 19
costing methods, work order .............................. 8
S
F
scheduling
work order processes ............................. 31, 38
finished goods, work order
adding to sales orders .................................. 31
serial numbers, work orders ....................... 11, 35
pricing and costing methods .......................... 8
steps, work order
freight charges, work order .............................. 28
comments at work order level ..................... 33
H
entering ........................................................ 13
handling charges, work order ........................... 28
moving materials between ........................... 17
I
setting up ....................................................... 2
invoices
work orders, matching ................................. 37
T
templates, work order
M
attaching to finished products........................ 9
materials, work order
editing .......................................................... 31
setting up ....................................................... 2
moving between processes .......................... 17
O
W
Open Work Orders Queue ............................... 19
Work Order Product Report............................. 45
P
Work Order Summary Report ......................... 47
pricing methods, work order .............................. 8
Work Order Template Report .......................... 46
processes, work order
work orders
comments at process level ........................... 33
about .............................................................. 1
entering ........................................................ 13
auto reconciliaton ........................................ 22
matching vendor invoices ............................ 37
comments
moving materials between ........................... 17
line item .................................................. 33
scheduling .................................................... 38
order level ............................................... 33
setting up ....................................................... 2
process level ............................................ 33
products, work order
creating ........................................................ 13
adding to sales orders .................................. 31
freight charges ............................................. 28
moving between processes .......................... 17
handling charges .......................................... 28
pricing and costing methods .......................... 8
invoices, matching ....................................... 37
© 2011 Epicor Software Corporation. All rights reserved.
51
Work Order Management
Rel. 8.7.2
override account ............................................ 6
posting date utility ....................................... 49
entering ........................................................ 13
queues
moving materials between ........................... 17
open work orders ..................................... 19
reports
setting up ....................................................... 2
work orders, products
Work Order Product Report .................... 45
moving between processes .......................... 17
Work Order Summary Report ................. 47
pricing and costing methods .......................... 8
Work Order Template Report ................. 46
tagging to sales orders ................................. 31
scheduling .................................................... 38
52
work orders, processes
work orders, templates
setting up ....................................................... 2
editing .......................................................... 31
tagging to sales orders ................................. 31
setting up ....................................................... 2
© 2011 Epicor Software Corporation. All rights reserved.
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